Personnel



RolesNCAtrak On-line Help?Click a link or scroll down to locate the information you need. HYPERLINK "" \l "_Description_of_the" DescriptionCreate a New Role and Set PrivilegesView the People Assigned a RoleEdit a Role NameDelete a RoleHelp with NCAtrak Menu, Header, & FooterDescriptionEach user of the system is required to have at least one Role assigned to them before they can work in NCAtrak. Definitions: User – A user is someone who has been given a user account, with a user name and password, and at least one Role assigned to them. These tasks are completed in NCAtrak Menu/Administration/Personnel. Role – In NCAtrak the word ‘Role’ is similar to the phrase ‘Job Title.’ Examples might be: (Data Entry, Reports Manager, CPS Investigator, or Case Coordinator). A role can be assigned to more than one User. (Example - 3 CPS investigators can each have the same role). A User can have more than one Role. (Example - 1 CPS Supervisor has a role called “CPS Investigator” and a role called “Reports Manager” so he or she can do what the CPS Investigators do, plus what Report Managers do). Privileges – Privileges could be thought of like the job description for the Role. Privileges define what users assigned to a role can access, and what they can do. (Example a Data Entry Role might be privileged to; add new case, edit case information, and add agencies and personnel. But that role might not be allowed to; add or revoke security certificates. Security Officer Role – This role is set-up for each CAC and is not alterable. All the Privileges are automatically set to the greatest level of access for the Security Officer roles.Create a New Role and Set PrivilegesIt is a good idea to limit the number of different roles that you create and to match them as closely as possible to the current team member and CAC staff jobs. This will make it easier to remember how you have things set up. Type the name of the Role that you are creating in the text box at the bottom of the table. Click ‘Save.’ You must set the privileges for the role next. Continue through steps below.Click ‘Set Privileges.’ The Role Name will appear at the top of the tab. Work completely through each step below and setting administrative privileges before you save. Click ‘Save’ when finished.Set Privileges to Access Case/People Data in the Database – These privileges work in sequence. The privileges in STEP 1 impact the Other Case/People Data Privileges in SETPS 2 & 3. Make your Selections in Steps 1, 2, and 3. Continue to Set privileges to Access Administrative Data in the DatabaseSTEP 1: Allow Users assigned to this Role to access data related to:Click one of the three options. See descriptions of each option below.Options for Case AccessWhat this Privilege AllowsCases and associated people assigned to the UserThis is the default setting for all roles in NCAtrak. Users with this level of access will only have access to their own cases (cases that have their name recorded in the case record), and the people who are associated with their cases.Cases and associated people assigned to the User’s AgencyThis privilege gives the users assigned to this role access to all cases where someone from their agency is assigned to the case in a manner described above. This privilege might be useful to give supervisors access to their subordinate’s cases without giving them access to all the cases in the CACs database. All Cases and associated people and people not associated with a caseThis privilege gives users assigned to this Role, the privilege to access all cases and associated people and people not associated with a case -entered into the database using the ‘Add Names’ function. People who will be entering cases should have this level of access so that they can determine if a person is already entered into the database on another case record, or through Add Names.STEP 2: Case Tab & Person Biography Privileges – The default is set to ‘None’ for each option. Select ‘View’, or ‘Update’ for each privilege you want to give to users assigned to this role. See the description of each option in the table below.OptionsWhat will the users be able to access?Case General TabPersonnel and agencies assigned to the case, other cases linked to the allegation of abuse, court activities, release of information records, and insurance information. Access to the Case Report tab – but the reports will only display what the user’s role is authorized to view based on these privileges in Step 2.Case People Tab & Person Biography All the people involved with the case including the alleged victim/client, the alleged offender, caretakers, witnesses, alleged co-victims/co-clients, etc. Each person’s biography can be viewed and/or updated as well. Look-up Person and Duplicate Person Check pop-up will display all names in the database but will restrict access to view other details based on the privilege selected in Step 1.Case MDT TabAccess to see the investigation summary table with findings from different parts of the investigation and access to MDT recommendations.Case Presenting TabData that was given about the allegations and/or services requested at the time of the referral.Case Child Protective Services TabCPS Investigation and any Court Activities that are typically Juvenile or Family related (not including court activities related to the prosecution of an alleged offender).Case Law Enforcement TabLaw Enforcement investigation including charges files against an alleged offender.Case Medical TabMedical Exam details and any follow-up medical evaluations.Case Forensic Interview TabForensic interview(s) with the child.Case Mental Health TabMental Health Services provided to the child.Case Victim Advocacy TabVictim Advocacy services provided to the child and/or family including application for crime compensation, support for non-offending parents, etc. Case Prosecution TabDecision to prosecute and details about the prosecution case.STEP 3: Other Case/People Data Privileges:Check the ‘Allow Access’ checkbox to select additional privileges for this role.OptionsWhat this Privilege AllowsCases – Create NewThe ability to create new cases The ability to add cases to MDT meetings and record MDT recommendations during the set-up of new casesThe ability to assign agencies and personnel to cases during the creation of cases.Look-up Person and Duplicate Person Check pop-up will display all names in the database but will restrict access to view other details based on the privilege selected in Step 1.Once a case is created, User access to case information will be limited to the User's Case Tab and Person Biography Privileges. Cases - DeleteAbility to permanently delete a case record from the database. A button will display on the Case General Tab for Users with this privilege. For this privilege to be available, the role must also have Update privilege on the General Tab.Cases - Add Agencies and Personnel from Case TabsThis will give user the ‘Add’ link on all the Case Tabs in Step 2 that have Update privilege selected. They will be able to add Agencies and/or Personnel to the database if the desired agency or person is not in the pick lists for those tabs.Reports – ManagementAccess to all reports in the reports pick list on the Management Reports Tab. These reports contain statistics about services. Reports – ScheduleAccess to reports about services scheduled by the CAC and Member Agencies. This includes past, present, and future as well as "to be scheduled" services. These reports contain information about services and people associated with cases. Users will be limited to view only the cases/people they have been given privileges to view in STEP 1. Reports - NCAAccess to statistics that are compiled for submission to NCAA list of previously submitted reports‘Missing Data’ report which does display names of people associated with cases. Users will be limited to access only the cases/people they have been given privileges for in STEP 1 above. Reports – SetupThe ability to set the default report format for management, schedule and case reports, to create/edit the report footer, and to create/edit Age Groups for custom reports.Search - CasesThe ability to enter a "search by" criteria and cases will be displayed from the database. Case/people information will be displayed. Users will be limited to access only the cases/people they have been given privileges for in STEP 1 above. Search - PeopleThe ability to search for people in NCAtrak. Users will be limited to access only the cases/people they have been given privileges for in STEP 1 above. Note: The only way a User will find the names of people who have been entered into the database through the Add Names function (people who are not yet associated with Cases) is if they have been given ‘All Cases and associated people and people not associated with a case’ privilege in STEP 1 above. Search - PersonnelThe ability to search for personnel. The search provides a link to view the caseload of an individual.Users will be limited to view only the cases on a person’s caseload that they have been given privilege to view in STEP 1.Search - Misc.Access to pre-formatted searches for Open Prosecution Cases with Court Activity, and Unassigned CasesUsers will be limited to access only the cases/people they have been given privileges for in STEP 1 above. MDT - Meeting managementThe ability to create a MDT agenda and conduct a MDT meeting. Users will be limited to access only the cases/people they have been given privileges for in STEP 1 above.Note: If you select this one, you also need to select the next one, ‘MDT Meeting List/View Agenda Pages.’MDT - Meeting List/Agenda PagesThe ability to see the agenda for all MDT meetings past and present. Names of people that are on the agenda for review will be displayed as **Restricted** when the User does not have the privilege to view that person’s data.Add Names – Allow entry of People’s Names to the DatabaseAccess to the ‘Add Names’ Menu Option.Look-up Person and Duplicate Person Check pop-up will display all names in the database but will restrict access to view other details based on the privilege selected in Step 1.This is a special feature of NCAtrak not designed for daily use. The Add Names feature has to be checked in the CAC/MDT Set-up for the option to appear on the Menu for your CAC. Data Transfer - View LogData Transfer privileges are only applicable for CACs that have another agency sending data directly to NCAtrak over the internet. This privilege allows the User to view the log that shows each packet of data transferred to the CAC. If the Users assigned to this Role are going to be creating cases from the data transferred, they will need this privilege along with Cases – Create New above. Data Transfer - Edit Data Provider Person IDsData Transfer privileges are only applicable for CACs that have another agency sending data directly to NCAtrak over the internet. This privilege is provided because most of the time the Data Provider ID will not be something you want to edit. However, there may be times when it is necessary. The Data Provider ID only displays when the case is being created from the Data Transfer and on the Person Biography. Users with this privilege will also need Cases – Create New privilege, and People Tab and Person Biography Update privileges.Set Privileges to Access Administrative Data in the DatabaseAll are unchecked as the default setting. Check the ‘Allow Access’ checkbox gives the user privilege to work in the tab listed and/or carryout the task described. OptionsWhat this Privilege AllowsAdministration – CAC/MDT Set-upThe ability to modify the default settings for your CAC’s use of NCAtrak, and access all documentation for NCAtrak.Administration - Data Entry FieldsThe ability to modify all data field names, create and/or remove custom fields.Administration - Agencies & Personnel Update privileges for all agencies and personnel, the ability to authorize user accounts and make user accounts inactive, the ability to change Roles assigned to personnel and change the User’s access to data. The ability to remove personnel and agencies from pick lists.Administration – RolesThe ability to create and modify Roles.Administration - Pick ListThe ability to modify Pick Lists for your databaseAdministration – NewsThe ability to create/remove News messages that will post on your User’s Home Page.Administration - LogsThe ability to view user activity logs.Administration – Certificates & Certificate websiteThe ability to view security certificate log and revoke certificates. The ability to issue a certificate to a computer.View the People Assigned a RoleClick ‘Set Privileges’ for the Role you desire to view. Scroll to the bottom of the page In the ‘Personnel Having this Role’ list you can see the person’s name and the agency they work for. Also, Administration- Personnel includes the roles that have been assigned to each person. You can filter those personnel by agency to double check that you have assigned the correct roles to each person in an agency.Edit a Role NameLocate the Role name you wish to edit in the Roles Table. Click ‘Edit’ in that row. Type over the Role Name. Click ‘Save’ in that same row to save your edits. Alternatively, click ‘Cancel’ to cancel the change. Delete a RoleYou cannot delete a Role that is currently assigned to a person. Before attempting to delete a Role, click ‘Set Privileges’ to see if the Role is currently assigned to a person, (bottom of the page). If you find people assigned to the role and still want to delete the role, you will need to un-assign this role from each person currently assigned to it. To remove a Role from a person, Select ‘Administration’ from the Menu. Click ‘Personnel’. Click ‘Edit’ in the row of the person you with to edit. Click on the role you wish to remove in the “Selected” box. Click “Remove.” If the personnel you are editing will continue to have a user account, be sure to leave at least one role assigned to this person before you attempt to save these changes. Click ‘Save’ Repeat for each person assigned to the Role you wish to delete. Return to administration-Roles. Click ‘Delete’ in the row with the Role you wish to delete. A dialog box with ‘OK’ and ‘CANCEL’ will be displayed. Click ‘OK’ to delete the Role. Alternatively, click ‘Cancel’ to cancel the deletion. PersonnelNCAtrak On-line HelpClick a link or scroll down to locate the information you need.DescriptionFilter Table to Show Personnel from a Specific AgencyDisplay Removed Agency PersonnelAdd a New PersonEdit a Person’s InformationRemove/Delete a Person from the Pick ListsAuthorize a User AccountUnlock a User AccountDisable a User AccountHelp with NCAtrak Menu, Header, & FooterDescriptionThe Personnel page provides CACs with the ability to maintain a list of personnel that provide services to children, and/or refer children for services. These names are displayed in every ‘Person’ pick list in the system, and are maintained separately from people directly related to a case, (mothers, siblings, alleged victims/clients and offenders). This page also provides CACs with the ability to authorize and manage user accounts. Some people listed in the Personnel Page will have NCAtrak user accounts and others will not. This is at the discretion of your CAC’ Security Officer for NCAtrak.Filter Table to Show Personnel from a Specific AgencyYou can change the list to display only personnel associated with a particular agency. Select the agency from the Agency Filter pick list. This list includes all of the Agencies you have entered in the Agencies Page. Display Removed Agency PersonnelThis is a list of personnel previously entering into NCAtrak that have the ‘Remove’ checkbox checked. Add New PersonnelClick on the ‘Add Personnel’ button. The data entry section will display. Fill in the information. The first name, last name, and agency are required for the record to be saved. They are not used in the NCA statistics report even though they are Red data fields. Other fields are optional. See the table below for a description of the data fields and how to use them. If you this person is NOT going to have a user account - Click ‘Save’ to add the person. If you do want them to be a user, continue on with “To Authorize a User Account” below. Edit Personnel InformationLocate the person you wish to edit in the personnel table. Click ‘Edit’ in the action column on that person’s row. Change the information as needed. If the user does not have a User Account, one can be added as described above. Click ‘Save’ to save your changes and return to the list of Personnel. Remove/Delete Personnel from the Pick ListsYou cannot delete a person from the system, since their name may be associated with past cases. However, you can remove a person from the Pick Lists, as described below. Locate the person you wish to remove in the personnel table. Click ‘Edit’ in the action column on that person’s row. Check the ‘Remove from Pick Lists’ box. If the person has a user account, it will be disabled as a result of checking this box. This person will not be able to logon. Click ‘Save’ to save the change and return to the list of Personnel. Authorize a User AccountIf you are not already in the process of entering the person’s information, locate the person you wish to authorize as a user in the personnel table. Click ‘Edit’ in the action column on that person’s row. (For more details about any data field used in this process check the table below.) Check the ‘Authorize User Account’ box. Additional boxes are displayed to allow you to select the appropriate user role(s) and enter the User Account Information. Assign a Role - Each person who has permission to access NCAtrak must be assigned at least 1 role. A role defines what the person is authorized to see and do in the system. Be sure you know about the Role(s) you are assigning and the privileges that will be granted to the user. You can select more than one role for a User. They will have the highest level of privileges available in the Roles selected for all parts of the system. If you are not sure, click ‘Cancel’ and review the Roles in the ‘Roles’ page. Click on the desired Role in the Available table.Click ‘Add’ button to assign the Role to this user.Repeat if another Role is needed.Assign a User Name – The system will automatically create a user name from the person’s last name and first initial. When you save this information, the system will check to see if the user name is already used by any other NCAtrak user. If it is already assigned to another user, you will get a message. Simply type a different user name and try to save again. You can use any user name you want as long as no other user has already used it. Assign a Temporary Password – There are two text boxes for the password. Create a temporary password for the user that will be used only the first time they login. Enter the password in both textboxes. A temporary password should be 8-16 characters with at least one lower case and one upper case letter, and at least one number or symbol.Click ‘Save.’ Unlock a User AccountLocate the person you wish to edit in the personnel table. Click ‘Edit’ in the action column on that person’s row. Look at the ‘Account Disabled’ checkbox. If it is checked, uncheck it to enable the account. Enter a new temporary password for the user. The password must be entered in both password fields. Click ‘Save.’ Give the user the new password and have them log into NCAtrak. They will be prompted to enter their own password after they enter the temporary password and click ‘Login’ Disable a User AccountIn the personnel table, locate the person whose account you would like to disable. Click ‘Edit’ in the ‘Action’ column in that person’s row. Clear (uncheck) the ‘Authorize User Account’ box. The ‘Assigned User Roles’ and ‘User Account Information’ will no longer display on the screen. Click ‘Save’ to save the change?and return to the list of personnel. The person will no longer be able to login to NCAtrak, but will remain on pick lists. Alternatively, click ‘Cancel’ to cancel the change and return to the list of personnel. Personnel Page SectionNameInformation about using the fieldPersonnel InformationFirst Name, Last NameEnter the name of the person the way you want it to appear in the database.PrefaceThis is the designation that you want to appear at the front of a person’s name, for example, ‘Dr.’ for a doctor.Credentials This is a designation that you want to appear at the end of the person’s name, for example, ‘LCSW’ for Licensed Clinical Social Worker.Phone NumberEnter 7 or 10 consecutive numbers and the system will format the number for you like: (xxx) xxx-xxxx. If you need to include an extension, enter an “x” immediately after the last number and it will display like: (###) ###-####x####.EmailAdd the email to see it as part of the contact information available in the case record.AgencySelect the agency that this person works for from the pick list. If the agency is not listed here, go to the Agency Page and enter it there. Blind Forensic InterviewerIf your policy is to limit the Forensic Interviewer’s access to the case information until after the interview has been conducted, and the person you are entering conducts Forensic Interviews, check this box. This works with the CAC/MDT Set-up Page “Restrict Forensic Interviewer Case Access” check box to limit access to data about the allegation until the Forensic Interview is completed.Authorize a User Account If this person is someone you want to have a user name and password, click this check box. Additional fields will display. Remove from Pick Lists Check this box in the event that this person terminates their services as a person working with CAC cases. When you do, their name will no longer display in the personnel pick lists throughout the system, and if they have a user account, it will be disabled. Assigned User RolesRolesAvailable - This list displays all of the roles that have been created by your CAC. Selected - This list displays the roles that you have assigned to this person. To assign a role, Click on the role name in the ‘Available’ listClick the ‘Add’ buttonThe role name will appear in the ‘Selected’ list.To remove a role, Click on the role name in the ‘Selected’ listClick the ‘Remove’ buttonThe role name will display in the ‘Available’ listUser Account InformationUsernameThe Username will automatically display the last name and first initial of the person you are entering. This can be used for the Username if it is not already in use by another NCAtrak user, (including people not at your CAC). NCAtrak will not allow duplicate Usernames even from different CACs. You can alter the username or create a new one by typing over the username in the text field. Change Password on Next LoginNCAtrak requires users to create their own passwords. The one you create for them is considered a temporary password – good only for the first login. The user will be prompted to create a new one at the time they first log in with the temporary password. This checkbox will be automatically checked when you are first creating the user account. It will also automatically check if you are assisting a user with a password and you change their password for them. PasswordA password must be at least 8 to 16 characters, at least one upper and one lower case letter, and at least 1 special character or number. It cannot contain the user name, and cannot be the same as any of the past ten passwords used by this user. You will need to enter it twice. The second entry is to verify the password that you want. Account DisabledThis checkbox is automatically checked after the third unsuccessful attempt of a person using this Username but an incorrect password. This checkbox can also be checked by the Security Officer to disable a person’s account for a temporary or permanent timeframe. Last Password Change DateDisplays the date of the most recent change to this person’s password. Users can change their own password at any time by going to ‘About Me’ in the NCAtrak Menu.Failed Login AttemptsThis will automatically count the number of times that someone has used this person’s Username and an incorrect password to login – up to 3 times – then their account is locked and they cannot access the system without contacting the Security Officer or designee at your CAC. If a security officer is locked out, contact the NCAtrak Help Desk. LogsNCAtrak On-line HelpDescription: The Logs page provides designated team members with the ability to monitor log-in and log-out activities of NCAtrak users. This log is helpful to maintain awareness of who is using the system and to trouble shoot if there is a concern about unauthorized access. To View LogEnter the start date and end date for the usage activity you want to see. Click ‘Retrieve’ The User Access Log will display. This is an expandable, view only table. Click the (+) sign beside the name of the person that you would like to view. The Log-in activity and the Log out activity will display. ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download