Access Approver Training

1. Access Approver Training March18th, 2019 Leah Jaggars IT Systems Trainer Information Technology Services Division

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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.

8. 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

9. Questions?