ePASS - OverviewNovember 2007

eWiSACWIS Production Access Security System

ePASS - OverviewNovember 2007

ePASS  is a tool used by the Department of Health & Family Services, Division of Children

and Family Services and its key business partners to facilitate the security and access

request processing needs.

ePASS - OverviewNovember 2007 ePASS is a work-flow tool that is linked to the

eWiSACWIS worker data and used to maintain worker access to eWiSACWIS.

ePASS can only be accessed by workers authorized as a Security Delegate and set up through the Security Liaison

Security Delegates

What is a Security Delegate?

How do I set up or remove a Security Delegate Send change through ePASS (Other Security – with

comments) or call the Help Desk. How do I get help or training on ePASS?

Quick reference guides on the Knowledge Web site Contact Debbie Rogers, Security Liaison Call the Help Desk

ePASS Review/Reminders

Under NO circumstances should a user ID and password be shared with ANYONE.

Please remember to log-in and check ePASS after you submit a request. Sometimes a request will be returned to your “Que” for more clarification. Check the comments section of the ePASS request.

The worker name, email and Job class changes are not part of ePASS, that is completed in eWiSACWIS by the supervisor. WAMS changes are done by the worker independently.

ePASS – Security Verification

Security Verification Report HIPAA Requirement to have each county

verify workers and their security, started June 2005. Current reports due twice/year.

This will appear as a request in ‘My Queue’ Verify all active workers should be active Verify all active workers have proper security Verify all workers who are no longer with the

county, have their access removed/deleted Verify all active workers who have not logged

in for over 6 months, should still have access

ePASS OverviewMain Request types

Set up a New Worker with eWiSACWIS

Change an Existing Worker’s Security

Delete a Worker

Set up worker as eWReports Authorizer

ePASS OverviewOther Functions

Explore status of a requestView worker roster

Several Views using search criteriaView worker’s security ‘pieces’

Toggle between ePASS and maintain worker window in eWiSACWIS without exiting ePASS; requires maintain worker security.Email worker reminding them to set up WAMS account.

ePASS OverviewNew Requests

‘New’ Request Criteria

Worker record created and “active”

Worker record includes e-mail address

WAMS account has been completed by user

Worker has read and signed the eWiSACWIS user agreement.

ePASS OverviewNew Requests

Click on “Worker” / New

Click on worker you want to set up Search begins to match worker name and e-

mail with WAMS database List of possible matches populates page

Click on appropriately matched worker

New request page pops up

ePASS OverviewNew Requests

Start date – defaults to date in worker record

Security Choices: eWReports Only Exactly like – existing worker Other security requirements (comments

box) Reports access authorizer (y) (n)

ePASS OverviewNew Requests

‘eWReports Access Only’

This security allows the worker ONLY access to the eWReports Page – no access to the eWiSACWIS page.

Exactly Like

This security allows you to choose a current worker from the drop-down list, and grant the exact security to the new worker.

ePASS OverviewNew Requests

‘Other Security Requirements’

This security box allows you to request security that is not exactly like another worker.

In the “comments” box, type in the specific security requirements for the new worker.

Comments:

Worker needs security exactly like ‘Rita Adair, but also needs Worker maintenance.

ePASS OverviewNew Requests

Reports Access Information Authorizer: Yes    No

The default for this is set to “No”

Clicking on “yes” gives the worker authorization to grant eWReports to your county workers through their eWReports page.

You may give this authorization to any eWiSACWIS worker in your county if they should authorize who receives reports in your county – normally a supervisor.

All Security Delegates are Reports Access Authorizers by default when set up as a Security Delegate.

ePASS OverviewNew Requests

eWReports only

exactly like, including job class

exactly like - job class is different

Other security requirements requested

Processes immediately

Processes immediately

Request to Security Liaison

Request to Security Liaison

Once your request is complete, click on SAVE and ePASS processes on Fastrack or stops at Security Liaison for further action:

ePASS OverviewNew Requests

When a New Request is processed through ePASS:

ePASS automatically links the eWiSACWIS application to the user’s State WAMS account through an ichain community link.

Automatic e-mail notifications are sent to: The worker The worker’s eWiSACWIS supervisor The Security Delegate submitting the request

ePASS OverviewChange Requests

Changing a worker’s security

Click on “Worker” / Change

Click on worker name

Enter effective date for security change

Choose type of security request (slide 10)

SAVE request

‘Delete’ requests are for workers that have left the agency or on a term leave and not required to perform eWiSACWIS duties.

A delete in ePASS must be submitted ‘immediately’ upon a worker’s resignation from their eWiSACWIS duties.

ePASS OverviewDelete Requests

Delete Criteria

Worker’s eWiSACWIS account is set to “inactive”

Worker still has WAMS associated to worker account.

ePASS OverviewDelete Requests

ePASS OverviewDelete Requests

Click on “Worker” / Delete

Click on worker name Enter effective date for deleteSAVE request

NOTE: If worker account could not be ‘inactivated, you MUST still remove user’s access by going through the Delete process in ePASS, by choosing the show “active” workers – and then delete.

Discussion Points

Security errors If the worker does not see a security error, it probably is not a

security issue, more likely a processing error. Be careful not to change a worker’s security ‘before’ a worker has

cleaned up their pending cases in case you remove the security needed to do this.

Cannot inactivate worker account This could be due to open assignments or pending approvals

Cannot see drop down security choices User already has the “exact” security

WAMS – incorrect e-mail, locked out or registration not complete Worker uses WAMS for recovery or calls Help desk User must complete registration within 4 days

References – eWiSACWIS Knowledgeweb ePASS Quick Reference Guides

http://dhfs.wisconsin.gov/wisacwis/knowledge_web/Helpdesk/epass_quick_reference_guides.htm

Confidentiality Policy http://dhfs.wisconsin.gov/dcfs_info/num_memos/

2007/2007-03Policy.pdf CFS-2275, eWiSACWIS Use Agreement

http://dhfs.wisconsin.gov/forms/DCFS/CFS2275.pdf

eWiSACWIS Security

Security Profiles are made up of resources

eWiSACWIS Security

Security Groups are made up of Security Profiles

Worker Changing Counties

Prior supervisor *should* reassign all work and approvals by the time the worker is no longer employed by that county.

Submit ePASS Delete request by prior county and set worker to Inactive.

New supervisor, Maintain > Worker, make them ‘Active’, update supervisor, location, job class, email address, and phone number.

Submit ePASS New request by new county

Worker Changing Counties

The worker must update their WAMS account with new email address. If they forgot their WAMS password, contact DOA help desk.

The email addresses on the WAMS account and worker record in eWiSACWIS must match prior to submitting the ‘New’ request

Security Oddities and Tidbits

The word {Manager} appears on the worker roster next to the job class if the ‘Mgmt’ checkbox is checked. This checkbox is required for the ability to make assignments, and it also gives the user supervisory screening rights to Home Inquiries.

The job class must have a Statewide Report Group (not visible to most users) of Intake Supervisor or Initial Assessment Supervisor to see the ‘All Access Reports’ expando.

More Little Known Facts…

Checkboxes on a user’s Security Group: Adoption Assistance Payee Create / Maintain Treatment Foster Home Create / Maintain Private Provider ICPC Link Providers View Adoption Case / Person in Search View All County View All Service Types View Characteristics / Medical Mental Health View Restricted Cases

Conclusion

Questions?

Discussion?

Thanks for coming!