Access Approver Training
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Join Leah Jaggars, IT Systems Trainer from the Information Technology Services Division, for a comprehensive training session on the access approval process, roles and permissions, and managing users. Learn about policy 1021, data sharing agreements, and MOUs. Get all your questions answered!
Access Approver Training
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Presentation Transcript
Access Approver Training March18th, 2019 Leah Jaggars IT Systems Trainer Information Technology Services Division
Agenda • Welcome • System access policy 1021 • Data sharing agreements and MOUs • Your role as an access approver • Training process • Roles and permissions • Access request process and managing users
WorkSource System Policy 1021 • Policy 1021 • Outlines system access policy, defines an access approver, process, etc. • Policy will be updated to accommodate needs for new system but for now is our policy baseline
Data Sharing Agreements and MOUs Per policy 1021: • The user’s agency or organization is a recognized WorkSource Partner Agency as evidenced by a signed WorkSource Memorandum of Understanding with an LWDB or has a contract with an LWDB or ESD to provide WIOA services • The user’s agency or organization has a signed WIT data sharing contract with ESD • If user’s agency does not have data sharing agreement or signed MOU they will not be granted access • Maddie Veria-Bogacz (mveriabogacz@esd.wa.gov) is the Data Sharing Manager – Point of contact if you need to update or change your data sharing agreement
Role as an Access Approver • Verify that the user you’re requesting access for has received ETO training, either from local trainer or IT Systems Trainers • Vet the permission level needed for the new user • Vet the offices the user needs access to in accordance to business needs • Submit access request to ITBI Security • Enforce policy 1021 for your local area
Training Process • Each WDA will be issued training accounts • Each WDA will need to decide how they want to manage the training accounts for their area, e.g. assign a ‘librarian’ to check out accounts, follow standard password procedure, etc. • Local trainer provides training to new user in training environment • New user completes training and signs NDA TouchPoint in training environment • Local trainer sends Access Approver request for new user in production with proof of training
Roles and Permissions • Survey Taker – Used for opt-out batch processing • Intake – View demographics only • Funder/Reports Only – Can run de-identified reports only, no data entry • Staff – View participant data, record TouchPoints, impersonate in WSWA, case management, etc. • Program Manager – Staff permissions, delete staff entered TouchPoints, batch uploads, etc. • Department Head – Program Manager permissions, delete Program Enrollments, view/edit confidential case notes, etc.
Access Request Process and Managing Users New Users: • Confirm user has received training • Vet user role and offices being requested for the user • Complete the WST Add Change User Form • Email form to ITBI Security ITBISecurityRequests@esd.wa.gov • Service Level Agreement for new users is 7 business days Managing existing users: • Submit a WST Add Change User form with the updated information • Adding offices, changing permissions, deactivating, etc. • Build in this process to your off-boarding process when staff leave
