Day 3 — February 15, 2024
Administrative Training
Contents
Product Administrator Permissions 4
Tracking Inbox Detail for Administrators: 4
Organizational Hierarchies - Offices 5
Adding the Budget to an Office 10
The purpose of this training is to provide trainees with a broad overview of the Vocational Rehabilitation Case Management System for the Administrator.
The Administration section supports configuration of Role Permissions and Security, System Settings, User Management, access to System Reference Data, Scheduler Jobs, Licensing Status, System Logs, Environment Compatibility, and a listing of the purchased modules with the number of licenses.
Review basic system navigation.
System Roles:
To view the roles, navigate to Tracking Inbox, when the menu expands click on Role. Clicking on any of the roles listed will display the specific permissions assigned to that role such as Create, Read, Update, Delete and Search on specific data within the system.
1. Administrator
Superuser of the system
Ability to complete deployments
Minimal individuals will have this role
Has access to almost everything in the system
Can Add new users
Can add/modify permissions for other roles in system
Update Reference Tables
2. Product Administrator
Less permissions than Administrator but still elevated permissions
Ability to Generate Federal Reports
3. Supervisor
Elevated permissions of Case Manager
Approves Certificate of Eligibility, Plans, etc.
Approves Authorizations
Ability to Generate Federal Reports
4. Case Manager
Create Intake of Referrals/Clients
Complete Certificate of Eligibility
Create Plans
Create Authorizations
Complete additional forms throughout the life of the client’s program
5. Support Staff
Create Intake of Referral/Clients
Review Plans (workflow)
Update Plans when sent to client
Review Authorizations
Ability to Generate Federal Reports
6. Fiscal Clerk
Review Authorizations
Create/approve payment transactions
7. Teacher/Instructor
Ability to access Client information associated with their program type
Submit Client Documents
Create Client Notes
Administrator Permissions
Administration
Security
System Users
System Groups
System Roles
Authentication
Client Authorization
Current Licensed Users
System Log
Event Log
Audit Log
Security Log
System Data & Settings
Reference Data Lists
Scheduler Jobs
Organizational Hierarchy
Localization
System Preferences
Startup Configuration
Search Settings
System Event Listeners
Data Caches
Environment Compatibility
Modules
Management
Manage Profiles
My profile
Product Administration
Tools
PK Developer Tools
Data Transfer - Export
Data Transfer - Import
Product Install
RDO Generator
TDO Generator
Endpoint Generator
Review Configuration section
Product Administrator Permissions
Administration > System Data & Settings
Reference Data Lists
Management
Manage Profiles
My profile
Main Menu
Home — takes the user back to the main dashboard/home
Queues — all role based; some roles have more queues than others
Intake — Referral and Client Intake ‘Application’
Tracking Inbox - Every major category of data has its own Tracking Inbox and it is located in the left menu. The tracking inbox for the Vocational Rehabilitation Case Management will appear differently to the user based on their role.
Bulk Update — Available to Administrators and Supervisors; Bulk Update Authorizations Open 90 Days with No Open Payments and Bulk Update – Release from OOS
Search — Allows user to search for different data
Federal Reports — Available to Administrators, Supervisors, Fiscal Clerks
Reporting — Available to Administrators and Supervisors
Administration- Available to Administrators
Management — Allows user to manage their information
Quick Links
Division of Vocational Rehabilitation
0*Net Online
IDB Policy and Procedure
Tools — Specific to Administrator not Product Administrator
Configuration — Specific to Administrator not Product Administrator
Application Manager - Specific to Administrator not Product Administrator
Apply Changes - Specific to Administrator not Product Administrator
Tracking Inbox Detail for Administrators:
Every major category of data has its own ‘Tracking Inbox’ and it is located in the left menu. The tracking inbox for the Vocational Rehabilitation Case Management will appear differently to the user based on their role.
The Tracking Inbox allows the user to navigate throughout the system accessing different information.
The Tracking Inbox Consists of:
Authorization
Banner Setup
Budget
Business Unit
Client
Data Set
Import Setup
Locale Mapping
Office
Profile
Provider
Questionnaire Setup
Questionnaire Setup
Queue Setup
Quick Menu Setup
Report Setup
Role
Search Setup
Task Setup
Template Role
Work Request
Organizational Hierarchies - Offices
Skip these steps as the office is already set up in the system; review only.
Organizational hierarchies are designed to allow for user access based on the user’s location within an organization’s structure. The system hierarchy is configured according to the organization’s hierarchical structure, and users are then permitted access to data at specific levels of that hierarchy. The hierarchical level to which an employee is assigned determines what data that employee can access.
The full details of this process will be covered in the User Guide following training.
Hierarchy Setup
Skip these steps as the office is already set up in the system; review only.
Offices are based on the active nodes of the organizational hierarchy. Administrators are able to select the office and update the information for that office, the office supervisor information must be entered correctly in order for features of the Vocational Rehab application to work correctly.
The key information that you must setup for each office is:
Office Supervisor(s) — select names from list
Office Programs — select programs from list
Office Address — Address 1 (required), Address 2, City, State (required), Zip, Country (required)
Office Counties (Required; Counties that the office serves; select from list)
Office Contact — Name (required), Email Address (required), Phone Number, Fax Number, Description.
1. Navigate to the Tracking Inbox and click the Office Icon in the menu.
2. When the Tracking Inbox screen opens the Office tab will be bolded (highlighted)
3. Click +New in the top bar
4. The Office Form will display and can be filled out and saved
Manage Users
The administrator is responsible for creating, maintaining, and removing user accounts. As a part of maintaining accounts, you can modify usernames, passwords, localization information, and dashboard preferences. User accounts allow users to log into the system and use the various functions to which they have been granted access.
There are two ways to do this:
1. The Administration Tab then navigate to System Users when the menu expands
OR
2. Management then navigate to Manage Profiles
For training purposes we will go through the second option as it is the most common.
1. Navigate to Management then when the menu expands click on Manage Profiles.
2. Click the +New Profile at the top of the screen
3. The profile form will display with a header that reads ‘Identification Information’
4. Fill out the required information
5. There is a Password Expiration field, leave this blank unless the user will only be with the department for a specific period of time.
6. Choose the default role.
7. For blind users ensure that Accessibility Enhancements is set to Yes.
8. Once the user profile has been created navigate back to Management on the left menu
9. Again, select Manage Profiles and locate the user you just created.
10. When the user profile displays click the Hierarchy tab at the top of the screen
11. When the Hierarchy screen displays ensure the checkbox for Iowa Department for the Blind is checked and click Save.
12. Navigate back to the user profile (you can use the breadcrumbs at the top of the screen and click ‘Profile’)
13. From this screen additional roles can be selected for a user, passwords can be updated/changed, accounts can be made Active, Locked, Unlocked and Accessibility Enhancements can be changed to Yes or No.
Also, from this screen Groups can be selected. Groups allow elevated permissions or reduced permissions for users depending on which Group is selected.
15. To assign a user to a group, expand the multi-select and check the appropriate box and when done select Done. The options include:
Allow Authorization Create — Counselor
Allow Authorization Create — Support Staff
Allow Authorization Create — Teacher/Instructor
DU — Apply Changes Completed Email Recipients — This group cannot be deleted
Supervisor Approval Required on COE — Counselors
Additional Groups within the system include:
Dashboard Group
Product Administrators
Product Developers
System Administrators
Manage Groups
Groups allow permissions and preferences to be applied to multiple users. For example, if a case was assigned to a group instead of an individual user, all users added to the group would have access to that case in the list of cases on their tracking inboxes. Anyone in the group can manage and update the case when required. Just as with users, when a group is created, permissions are assigned to the group via roles. Therefore, when a user is acting as a member of the group, the user is restricted to the access and permissions assigned to that group.
1. Navigate to Administration and click on System Groups; the system groups will display.
Skip these steps for training as groups are already created within the system; review only.
2. To add a new group, click the New Group button
3. Click on the Roles tab and check the boxes next to the roles to be included in the group and click save.
Data object permissions are set via roles. When a role is added to a group, all users added to a group will receive all data object permissions for the roles that are included in the group.
Home Screen Preferences can be added for a Group:
Skip these steps as the preferences are already set up in the system; review only.
End users are able to update their home screen preferences under their account section; these preferences determine what appears on their home screens.
Users are also able to use a group’s preferences in lieu of setting their own individual home screen preferences.
1. Navigate to Administration and select System Groups.
2. Click the Group Name
3. Click the Preferences tab
4. Update the Preferences as desired and click Save.
The definitions of the preferences will be provided in the Administrative User Guide.
Dashboard View
If a user complains about having ‘My Pages’, ‘My Query’, etc. on their dashboard/home page and they do not want it there an Admin can change the user preferences:
1. Navigate to Administration
2. Select System Users
3. Locate the user account and select the pencil and paper (edit) icon.
4. When the user profile displays select ‘Preferences’ at the top of the screen.
5. When the preferences screen displays select ‘Use Group Preference’
6. Click Save.
The dashboard view can be modified for each user individually or by group through this page.
Passwords
The default minimum password requirements are as follows:
The password is at least 8 characters long.
The password is alphanumeric and contain both letters and numbers.
The password is a mix of uppercase and lowercase letters.
The password contains special characters (e.g., #,$, etc.)
Password requirements can still be customized by navigating to:
1. Administration
2. Authentication
3. Local Authentication
Changing Passwords
To change a password for a user, you must be logged in as an Administrator, not Product Administrator. Then navigate to:
1. Management
2. Manage Users
All users will display on the Manager Profiles screen, navigate to the user who needs to have the password changed, select them.
Once the Profile page displays, Navigate to the Account Information section and select the pencil icon (JAWS may announce this as ‘Signature’ or ‘Password’) and select Change Password.
This will open a box with Change Password at the top.
1. Enter the New Password in the New Password field.
2. Enter the same password in the Confirm New Password field.
3. Unless the user is expected to only be in the system for a specific amount of time do not enter a password expiration date.
4. Click save. The users password is now reset.
Staff Setup
The Staff tab allows the administrator to add staff to each Office and select what Counties and Programs that staff member works with. Once an office has been setup, the Staff tab will become available for that office.
1. Click the Staff tab that now displays near the top of the screen.
2. The Staff Listing will display.
3. Click +New in the top bar.
4. The Staff form will display
5. From the Staff screen select the Role of the staff member being added to that office, the roles are
6. Then select the User from the drop-down.
7. Select the County from the multi-select.
8. Select the Program from the multi-select.
9. Click Save.
10. Once the Staff has been added to the office they will display in the Staff Listing under Office.
A second way to do this:
1. Navigate to the Tracking Inbox.
2. Select Office
3. At the top of the form select the Staff tab
4. Click +New and the staff form will display; select the role the staff is in the drop-down, select the user in the drop-down. Select the county the staff works within and select the program they are associated with.
5. Select Save.
6. If the staff member is also a supervisor they will need to be added to the Office tab.
7. Navigate back to the Office tab at the top of the screen.
8. Office will display.
9. Select the Search Supervisor link; the multi select will display.
10. Find the supervisor and check the box next to their name. When finished click on Done.
11. Scroll to the bottom and click Save.
Budget Setup (Fiscal Staff)
Budget allows you to create budget records by Federal FY and Program.
Each Budget record that is created is assigned a unique identifier, Budget Number of the form BDG-XX-CCYY-99999.
You can have more than one Budget record with the same Federal FY and Budget Type, Start and End dates allow individual records to be active at different times for different purposes. Multiples can be active at the same time, or only one, that is under the control of the VR Administrator.
Budgets can now be established and made available for all offices, limited to specific offices associated with the budget (all staff associated within each office can access it), and to only specific staff within associated offices.
Encumbered Amount (this is the already planned or obligated amount of funds from that budget) will display after the budget record is saved and will show a sum of all Encumbered Amounts.
Paid Amount will display after the budget record is saved and will show a sum of all Paid Amounts.
Remaining Amount will display after the budget record is saved and is the Budget Amount minus Encumbered Amount from the Budget tab.
The Budget Record has two child objects associated with it:
Budget
Office Budget
Staff budget
You will be able to add the office information using the Office tab once the Budget Record is created, and the Staff Budget once the Office Budget has been created.
1. To set up the budget navigate to the Tracking Inbox and click on Budget.
2. When the Tracking Inbox displays, the Budget tab is bolded in the top ribbon. The Budgets will be displayed (if none have been created the page under the column headers will be blank).
3. Click the +New button near the top of the screen.
4. The Budget form will display.
5. Enter in the required information and click Save.
Once a Budget has been saved, a Banner will be displayed on the page. It includes the Budget Number and related identifier information, along with information that helps support the effort of distributing the available budget to offices/office staff.
Adding the Budget to an Office
Brief run through depending on time
The Office Budget tab is used to set up budgets for individual offices for each Budget record that has been set to use a Distribution Type of Office or Office & Staff. When the Distribution Type is None the Office tab will not be visible.
Office Budgets cannot exceed the overall main budget.
Encumbered Amount will display after the budget record is saved and will show a sum of all Encumbered Amounts from Authorization records that reference the budget and where the Counselor is associated with this office.
Paid Amount will display after the budget record is saved and will show a sum of all Paid Amounts from Payments associated with Authorizations that reference the budget and where the Counselor is associated with this office
Remaining Amount will display after the budget record is saved and is the Budget Amount minus Encumbered Amount from the Office Budget tab.
If the Distribution Type is Office or Office and Staff the Office Budget will need to be setup
1. Click the Office Tab next to the Budget tab at the top of the screen. The Office form will display.
2. Enter the required information and click Save.
System Data and Settings
The Reference Data Lists (RDOs) are located in the Administration tab on the left menu.
This can be accessed by Product Administrator and Administrator.
1. Navigate to the Administration tab on the menu.
2. Click Reference Data Lists.
3. The Reference Data will display.
Online Help
The Help module provides searchable help topics to users and administrators. Help pages contain an overview of the basic case management system functions, such as navigating, searching, and data entry. Users have the ability to navigate the Content tree as well as to open, read, and search for Help content.
Reports/Interfaces
RSA911
RSA17
Pre-ETS/Vocational Rehabilitation
Integrated RSA-911 Error Checker
RSA7OB (Post Go Live)
ACL 704 (Post Go Live)
WIOA 9169 (Post Go Live)
Board Report (Post Go Live)
Legislative Factbook (Post Go Live)