Mdeca security updates

1. Mdeca security updates Update & Review for Security Changes!

2. MDECA is giving back security to the districts in a modified format • Security Form will only be required for a couple reasons • Rather than every type of security change • What will you need to do for this access? • Nothing - MDECA has already updated all current users that are assigned with the 90 role within the various Groups (ie: Security Admin) overview

3. When a Security form is completed, must be processed by: • Designee (ie: Security Administrator), Treasurer, or Superintendent • Electronic Security Form located: • www.mdeca.org under the Forms link (at the bottom of the page) • Labeled: “ProgressBook Suite Account Request Form” • Reference documentation also posted in same section: • Labeled: “ProgressBook Suite Security Administrator User Guide“ • IMPORTANT Reference Guide!!! Process / documentation

4. A new consolidated security form is being created, • But not ready at this time • Continue to use the existing form • Districts will only be requiredto complete for two reasons: • 1 – New User Accounts • 2 - Deletion Accounts • Please use the notes section in form to clarify any additional info • Only compete the basic needs on the main page • Additional tabs will NOT be needed • Security Admin will modify access once again Online Security Form & PROCESS

5. DistrictCreates the Staff Member Record • Adds the needed building access • DistrictCreate the User Record • Adds any needed Impersonations and/or Groups • Note:  Once new user is saved, user will receive an email for username & password • But they will not be able to login until Central Admin account is created • DistrictConnects the Staff Member Association • Between the User Record & Staff Member Record • DistrictCompletes electronic security form • List information in notes that this is for Central Only Account • MDECAWill create user in Central Admin • User cannot access data until this step is completed • MDECA Will email Security Administrator upon form completion New User Process Overview

6. New usernames must be in new format structure!!! • Districtcode + firstinitial + lastname • If username is already taken, add middle initial • Example: John Smith works at Dippin Dots School District (Code: DD) • ddjsmith or ddjrsmith(w/ middle initial) • Now have access to make security modifications • Add Groups to Users • Create New Groups • Add Roles to New or Existing Groups • Add Staff Member Impersonations • Reset passwords for Single Sign-On Accounts (Only in DASL) Important changes

7. Forms must be submitted for all New Users & Deletion accounts • Goal to atleast process within 5 business days • Please plan ahead and allow for processing time • New Form will be simplified, quick, and easy!!! - Coming Soon • A confirmation email will be sent to Security Administrator when the user has been updated (ie: new or deletion) • Please note: If the new user needs GradeBook & SpS access • The Security Admin will need to log in after the nightly Integration has ran to update their security settings in all of the users additional applications Important changes….. continued

8. Central Admin – NEW at the end of last School Year • Districts will still create the user and add needed security • Remember, must still submit form for new users creation in Central • User cannot login, until MDECA complete this step • All Security Modifications will be given back as in the PAST EXCEPT: • CANNOT add individual Roles to a User • Must be done by creating a group & then adding group to user • This should never have been done in past What you CANNOT do in Security

9. EXCEPT: • CANNOT Delete Users • Must complete ProgressBook Suite Account Request Form • Do not Inactivate these records (may cause other issues) • CANNOT complete the new user process in Central Admin • Must complete ProgressBook Suite Account Request Form • After all new user set-up steps have been completed • Form completion is critical since MDECA must add new users in the database • MDECA can only complete if all new user steps have been completed • New users will NOT have access until Central Admin account is created What you CANNOT do in Security ….. continued

10. Reminder, MDECA will be auditing the Roles that are currently assigned, since all capability should be given through “Groups” • Long Term Goal will be to reaching out to each district in the future to ensure all existing user have the following for Single Sign On: • User Record, Staff Record, and/or Staff Associations • This will ensure the Security Admins can manage all security modifications • Reminder All Staff records should have an email address when they are created even though the field is not required • This will be very important as this field is required for important applications! • LINK & THINKGATE • Suggest to add to exiting Staff records, which will save lots of time later this year • All Districts participate in LINK during the upcoming 2013-14 School Year reminders / Upcoming items

11. GradeBook Only accounts can only be reset by MDECA due to Central Admin • If this needs to be done, submit a ticket with a list of the needed staff members • Now can be done in a mass rest to affect all of those users at once • DO NOT FORGET: Security Administrators will create new user accounts • But requires this will additional require the security form for Central Admin • Please remind staff the domain for Single Sign-On: • secure.mdeca.org = not the website • This was a major change near end of last school year • If GradeBook Only, then use district name in domain field • Single username can be connected to multiple districts for access • ie: ESC work at 5 districts and needs access to 5 GradeBooks reminders / Upcoming items ….. continued

12. Examples / process flow

13. Review & Questions