LONG TERM CARE SERVICES DELIVERY SYSTEM SOCIAL WELFARE DEPARTMENT

USER GUIDE FOR OFFICE ADMINISTRATION

OF NGOs / HA REFERRING OFFICE

Version 1.0

June 2018

TABLE OF CONTENTS 1 INTRODUCTION ...................................................................................................................................... 1

1.1 OBJECTIVE ............................................................................................................................................... 1 1.2 REFERRING OFFICE .................................................................................................................................... 1 1.3 REFERRING OFFICE CODE ........................................................................................................................... 2 1.4 FUNCTIONS OF OFFICE ADMINISTRATION ...................................................................................................... 2 1.5 USER PROFILE MAINTENANCE ..................................................................................................................... 2

1.5.1 User ID ............................................................................................................................................ 2 1.5.2 Full Name ........................................................................................................................................ 2 1.5.3 Post ................................................................................................................................................. 3 1.5.4 Email Address .................................................................................................................................. 3 1.5.5 User Role ......................................................................................................................................... 3 1.5.6 Account Expiry Date ........................................................................................................................ 4 1.5.7 Account Active ................................................................................................................................ 4 1.5.8 Password ......................................................................................................................................... 4

1.6 USER GROUP MAINTENANCE ...................................................................................................................... 5 1.7 TRANSACTION LOG ................................................................................................................................... 5

2 CREATE DESKTOP SHORTCUT TO LDS-OFFICE ADMINISTRATION PORTAL ............................................... 6 3 LOGIN THE LDS - OFFICE ADMINISTRATION PORTAL ............................................................................... 9 4 FEATURES OF RO OFFICE ADMINISTRATION MAIN SCREEN .................................................................. 11 5 FUNCTIONS OF OFFICE ADMINISTRATION ............................................................................................ 13

5.1 USER PROFILE MAINTENANCE ................................................................................................................... 13 5.1.1 Create User Profile ........................................................................................................................ 13 5.1.2 Update User Profile ....................................................................................................................... 18 5.1.3 Delete An Account ......................................................................................................................... 20

5.2 USER GROUP MAINTENANCE .................................................................................................................... 21 5.2.1 Create User Group ........................................................................................................................ 21 5.2.2 Update A User Group .................................................................................................................... 24 5.2.3 Delete User Group ......................................................................................................................... 26

5.3 PRINT TRANSACTION LOG ........................................................................................................................ 28 5.4 CASE ASSIGNMENT AND RE-ASSIGNMENT .................................................................................................... 31

5.4.1 Assignment of Case ....................................................................................................................... 31 5.4.2 Arrangement of Case Re-assignment within Office ...................................................................... 34

6 CHANGE PASSWORD ............................................................................................................................ 36

1 INTRODUCTION

1.1 OBJECTIVE

In 2018, the LDS implements a web-based platform for external system users (Users) who are Responsible Workers (also known as Referring Workers) of NGOs / HA Referring Offices (ROs), SWD / NGOs / HA Accredited Assessors, Service Providers (SPs) of subsidised Residential Care Services (RCS) and Community Care Services (CCS) to handle LTC applications in an electronic mode. The platform provides e-form submission, strengthened data validation, notification and reminder functions through e-mail, workflow guide and record tracking functions. The electronic mode of operation shall replace the manual paper mode of operation.

This document is to provide a user guide for Office Administration of NGOs / HA Referring Offices to operate the Long Term Care Services Delivery System (LDS) including the management of user accounts, arrangement of case assignment / re-assignment and output management reports.

1.2 REFERRING OFFICE

Referring Office refers to the office where the Responsible Worker representing the applicants to raise the request for long term care services. The referring offices of NGOs and HA include:

• Integrated Family Service Centres (IFSCs) / Integrated Services Centres (ISCs)

• Medical Social Services Units (MSSUs)

• District Elderly Community Centres (DECCs)

• Neighbourhood Elderly Centres (NECs) / Social Centres for the Elderly (S/Es)

• Other service units e.g. Family and Child Protective Services Units, Counselling Units, Integrated Service Teams for Street Sleepers, etc.

• Subvented Residential Care Homes for the Elderly (RCHEs) / Contract Homes

• Integrated Home Care Services Teams (IHCSTs), Enhanced Home and Community Care Services Teams (EHCCSTs) and Home Help Teams (HHTs); and

• Day Care Units for Elderly (DCUs) attached to DECC/RCHEs

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1.3 REFERRING OFFICE CODE

Each Referring Office is assigned a unique Office Code. Office Code, User ID and an initial password will be sent to the Officer-in-charge (Oi/c) of a Referring Office for setting up of user accounts for handling LTC services applications. Making use of Office Code, User ID and password, Users can log in to the LDS to access LDS information and functions.

1.4 FUNCTIONS OF OFFICE ADMINISTRATION

The functions of Office Administration are to provide support for the Referring Office:

to create, update, delete, activate / inactivate user accounts;

to create user group composed of Responsible Worker and Supervisor for completion of approval workflow;

to arrange assignment / re-assignment of cases among Responsible Workers;

to reset password of user accounts if necessary; and

to output management reports.

1.5 USER PROFILE MAINTENANCE

User profile, i.e. User_ID, user name, post, email address, user role and password are essential information to be provided by Referring Office for purpose of authentication and communication. Authentication will take place through comparing User’s login information with User’s personal data stored in the LDS. Once authenticated, a User will be authorised to access the protected information and exercise role-based function rights. User name and post provide authorship to output forms while User’s email address allows email notification to be sent to User.

1.5.1 USER ID

A User ID shall be setup for a User for identification. A User ID shall have a maximum length of 8 characters, in a combination of alphabets and numbers but not special characters such as @, #, % etc.

1.5.2 FULL NAME

Full Name allows a maximum of 40 characters either in upper case and lower case English alphabets. It is suggested adopting the format of surname first in all upper case alphabets, followed by given name such as CHAN Wai Ming or CHEUNG Mary. The full name will be printed on outgoing LDS Forms for authorship.

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1.5.3 POST

The maximum length for Post is 20 characters in a combination of English alphabets and numbers. It is used to indicate the post title of the User.

1.5.4 EMAIL ADDRESS

Email Address is a mandatory field allowing a maximum of 50 characters in the format of proper email address such as xxx@yyy.org or xxx@yyy.com. When the LDS passes information to Responsible Worker for action such as ‘Call for Admission to RCS Small Pool’ via LDS Form 10, an email notification will be sent to the user’s email account for user to check the details in the In-box.

1.5.5 USER ROLE

• User can be assigned with different roles for operating LDS. The LDS will assign function rights to a user according to his / her defined role(s). A user may have multiple roles. The different roles of a staff of a Referring Office include Supervisor, Second Approver, Responsible Worker, Accredited Assessor, Office Administration and General Office.

• The function rights to be assigned are as follows:

Office

Administration Supervisor Second Approver

Responsible Worker

Accredited Assessor

General Office

User Account Maintenance

Arrangement of Assignment and Transfer of cases

Password Management

Case Enquiry

Submission and Receiving of LDS Forms

LDS Form Approval

Assessor Function

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Description of Function Rights:

• User Account Maintenance: User account administration to create, update, delete, activate and in-activate user accounts as instructed by the Officer-in-charge of a Referring Office.

• Arrangement of Case Assignment and Transfer: To arrange assignment and re-assignment / transfer of case among Responsible Workers as instructed by the Officer-in-charge of a Referring Office.

• Password Management: To assign first time login password and re-set password for user who forgets his / her password.

• Case Enquiry: To enquire applicant’s application status on the Central Waiting List (CWL).

• Submission and Receiving of LDS Forms: To submit and receive LDS Forms to and from LDS for processing applicant’s LTC applications.

• LDS Form Approval: Supervisor to review and approve the LDS Forms for issue.

• Assessor Function: Accredited Assessor under the Standardised Care Need Assessment Mechanism for Elderly Services to input assessment data in the LDS.

1.5.6 ACCOUNT EXPIRY DATE

Account Expiry Date is to specify a future date to suspend the account so that user cannot log in to the LDS. The function facilitates the management of account for contract staff whose contract will expire or staff on resignation or retirement.

1.5.7 ACCOUNT ACTIVE

This indicator is to activate or inactivate the account with immediate effect. “Yes” means the account is activated for use. Whereas, “No” means the account is unavailable for use and User cannot log in to LDS. By default, this is set as “Yes”.

1.5.8 PASSWORD

The maximum length of the Password is 20 characters. Office Administration will provide password to User for first time login and LDS will demand User to change password after successfully login. The password should be at least 8 characters with upper and lower case of English alphabets, numbers and special characters. Previous 5 passwords cannot be re-used and the account will be locked after 5 failed login attempts. Office Administrator shall re-set password for users of the Referring Office.

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1.6 USER GROUP MAINTENANCE

The LDS supports approval workflow. For case submission requiring Supervisor’s approval, supervisor shall review the LDS Form submitted by Responsible Worker, to approve the form for submission to the LDS or return the form to the Responsible Worker for revision. Office Administration will establish user group(s) composed of Responsible Worker(s) and their Supervisor(s) within a Referring Office, and 2nd approver when endorsement for submission for request of priority placement is required.

1.7 TRANSACTION LOG

Transaction log in MS Excel format is available in LDS. This management report facilitates User to view the number and nature of forms received or submitted within a specified date range.

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2 CREATE DESKTOP SHORTCUT TO LDS-OFFICE ADMINISTRATION PORTAL

1. User may create a shortcut to LDS on Desktop to facilitate easy access. Right click any space at Desktop, select ‘New’ > ‘Shortcut’

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2. Type the URL - https://www.lds.swd.gov.hk/admin.html in the box and

click

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3. Type “LDS Office Admin” in the box and click . The shortcut icon will save on the desktop.

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3 LOGIN THE LDS - OFFICE ADMINISTRATION PORTAL

1. Click a shortcut icon created on the desktop to start the Administration logon.

OR

2. Open the browser such as Internet Explorer , Edge , Firefox , Chrome or Safari ;

3. Type the URL - https://www.lds.swd.gov.hk/admin.html to start the Office Administration logon;

4. The LDS – Office Administration ‘Welcome’ page will be loaded.

5. Click to go to the Login page.

N.B. The colour theme of the LDS-Office Administration portal is Green while the colour theme of the LDS is Blue. Please ensure that you are logging on the correct portal.

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In the LDS-Office Administration Login Screen,

6. click radio button in “Office Type” and enter Office Code (Provided by SWD), User ID (Provided by SWD) and Password

7. resolve the CAPTCHA;

8. User should read, understand and click the <Terms and Conditions> check-box to acknowledge acceptance of the terms and conditions, and

9. click to log in the LDS-Office Administration. If the logon is successful, the LDS Office Administration Main Page will be displayed, or

10. click at the bottom to exit.

NB. For security reason, the User-ID will be temporarily suspended after five times of unsuccessful logon. Please call LDS Help Desk when Office Administration Account is locked.

CAPTCHA

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4 FEATURES OF RO OFFICE ADMINISTRATION MAIN SCREEN

Description of Features Screen Name It describes the function performed by User.

User Detail It describes Referring Office Name, Office Code of the Office Administration

Logout button

It logs out from LDS and exit to the Log-in page.

General Functions:

- to go back to Home page.

- to reload the page with updated information.

- to change Office Administration password.

- to download the user guide.

- to go to FAQ page to read the Frequently Asked Questions.

- to go to Related Information page.

User Detail

Office Administration Functions

General Functions M

In-box

Logout

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Office Administration Functions

To maintain the user profile such as User ID, User Name, Post, Email Address, User Role, Password and etc.

To maintain the relationship between Supervisor and Responsible Worker.

To generate the transaction log of incoming and outgoing LDS Forms received and sent.

To assign / re-assign cases to Responsible Worker and the Supervisor.

In-Box

It shows the incoming LDS Form(s) pending assignment to Responsible Worker.

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5 FUNCTIONS OF OFFICE ADMINISTRATION

5.1 USER PROFILE MAINTENANCE

5.1.1 CREATE USER PROFILE

Purpose: To create a new user profile

Procedures:

1. Click to go to “User Profile Maintenance” page.

2. The users created will be displayed.

3. To create user, click .

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4. Enter the User Profile’s details:

a. Enter a User ID. The User ID must be fewer than 8 characters, in lowercase English alphabets or numbers.

b. Enter Full name in English. It should be Surname + First Name. This name will be printed on outgoing LDS Forms for authorship.

c. Enter Email Address. The format of email address must be xxx@yyy.org, xxx@yyy.com, etc. The LDS will send message to the user’s email account to alert user to check new LDS Form in the In-box.

d. Enter User Role of User. The LDS will assign function rights to a User according to his / her role(s) defined by the Referring Office. A User may have multiple roles. The different roles of a staff of a Referring Office include Supervisor, Second approver, Responsible Worker, Accredited Assessor, Office Administration and General Office.

i. The function rights to be assigned are as follows: Office

Administration Supervisor Second Approver

Responsible Worker

Accredited Assessor

General Office

User Account Maintenance

Arrangement of Assignment and Transfer of cases

Password Management

Case Enquiry

Submission and Receiving of LDS Forms

LDS Form Approval

Assessor Function

ii. Description of Function Rights:

• User Account Maintenance: To create a user account and to update, delete, activate / in-activate the accounts as instructed by the Officer-in-charge of a Referring Office.

• Arrangement of Case Assignment and Transfer: To arrange

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assignment and transfer of cases among Responsible Workers within the office as instructed by the Officer-in-charge.

• Password Management: To assign first time login password to user and re-set password for user who forgets his / her password.

• Case Enquiry: To enquire applicant’s application status on the CWL.

• Submission and Receiving of LDS Forms: To submit and receive LDS Forms to and from LDS for processing applicant’s LTC applications.

• LDS Form Approval: Supervisor to review and approve the LDS Forms for issue.

• Assessor Function: Accredited Assessor under the Standardised Care Need Assessment Mechanism for Elderly Services to input assessment data in the LDS.

e. Enter if required. The user account will be automatically disabled after the expiry date

f. System default is “Yes”. Check radio button to inactivate the account when necessary.

g. Set the initial account Password. The System will require User to create password of his / her own upon first time login.

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N.B. Item with * is mandatory field

5. Click to create the account.

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6. Message “User has been created successfully” will appear at the top message line if the record is successfully saved. Otherwise, an error message will be displayed.

7. To exit the screen without saving any changes, click .

8. To create another new user account, click and follow the procedures set out above.

9. The screen below shows two user profiles created. One is a Responsible Worker and the other one is a Supervisor.

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5.1.2 UPDATE USER PROFILE

Purpose: To update user profile information

Procedures:

1. Click to go to “User Profile Maintenance” page.

2. All users will be displayed. To click to select a user for updating of profile.

3. Update the profile and click to save the record.

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4. Message “User has been updated successfully” will appear at the top message line if the record is successfully saved. Otherwise, an error message will be displayed.

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5.1.3 DELETE AN ACCOUNT

Purpose: To delete a user account.

Procedures:

1. Click to go to “User Profile Maintenance” page.

2. To delete a user account, check the check box to mark a user account for deletion.

3. Click to delete. Message “User has been successfully deleted” will appear at the top message line if the record is successfully saved. Otherwise, an error message will be displayed.

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5.2 USER GROUP MAINTENANCE

The User Group Maintenance function is to maintain user group(s) composed of Supervisor(s) and Responsible Worker(s) for establishing approval workflow.

5.2.1 CREATE USER GROUP

Purpose: To create a new user group composed of Supervisor and Responsible Worker(s).

Procedures: To create a user group.

1. Click to go to “User Group Maintenance” page.

2. Click to go to the “Create User Group” page.

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3. Click the drop-down arrow to drop-down the list of Supervisors for selection.

4. Check the Responsible Worker(s) to select Responsible Worker(s) to form a user group with the Supervisor.

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5. After selecting the Supervisor and Responsible Worker, click the button to save the group in the LDS.

6. To exit the screen without saving any changes, click

7. Message “User Group <Supervisor ID> has been successfully created” will appear at the top message line if the record is successfully saved. Otherwise, an error message will be displayed.

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5.2.2 UPDATE A USER GROUP

Purpose: To update a user group.

Procedures:

1. Click to go to “User Group Maintenance” page.

2. Click to go to “Edit User Group” page.

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3. Check/Un-check user’s check-box to add/ remove user.

4. Click to save the new group composition to the LDS.

5. Message “User group has been successfully updated” will appear at the

top message line if the record is successfully saved. Otherwise, an error message will be displayed.

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5.2.3 DELETE USER GROUP

Purpose: To delete a user group

Procedures:

1. Click to go to “User Group Maintenance” page to delete a user group.

2. To delete user group, click the <Group> check box to select the group.

3. Click button to delete the group.

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4. Message “User group has been successfully deleted” will appear at the top message line if the record is successfully saved. Otherwise, an error message will be displayed.

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5.3 PRINT TRANSACTION LOG

Purpose: To generate transaction log of the incoming and outgoing LDS Forms.

Procedures:

1. Click to go to “Print Transaction Log” page

2. The output criteria will be displayed.

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3. Check the check box to select LDS Form No.

4. Select the transaction date range from calendar.

5. Click to generate the report.

6. The LDS will generate an output report in MS Excel format.

7. Click to open the MS Excel or to save the file.

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8. The transaction log will be displayed.

N.B. The output report contains personal data and Users should ensure security of the data.

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5.4 CASE ASSIGNMENT AND RE-ASSIGNMENT

5.4.1 ASSIGNMENT OF CASE

Procedures: To find out case(s) pending assignment and assign the case.

1. Click to go to “Case Re-assignment” page.

2. The following screen shows case re-assignment main screen.

3. Select the selection criteria such as LDS Serial No. / HKID No. / Certificate of Exemption No. / Responsible Worker / Supervisor / 2nd Approver to search the case(s).

4. Click to search case(s) without assigned worker. The default criteria is

.

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5. The search result is shown below. There is no Responsible Worker / Supervisor / 2nd Approver assigned for these cases.

6. Check check-box to select case.

7. Click Radio button to select reassign action and choose the Responsible Worker / Supervisor / 2nd Approver Name from the list.

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8. Click to re-assign case.

9. After re-assignment, the new Responsible Worker and Supervisor are shown below:

10. To clear all the selection criteria and search result, click .

11. To exit the screen without saving any changes, click . N.B. There will be cases requiring re-assignment in the following situations: – Office Administration has to assign every applications under the RO with

a Responsible Worker to enable e-form communication when the LDS web-based platform is launched on 19.6.2018.

– Intake cases referred from another Referring Office for follow-up services – Applicants who have changed their residential address and requires

follow-up services – Prolonged leave of absence of Responsible Worker / Supervisor so that

re-assignment of cases to another Responsible Worker / Supervisor is necessary. Officer-in-charge should make proper leave arrangement with

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staff.

5.4.2 ARRANGEMENT OF CASE RE-ASSIGNMENT WITHIN OFFICE

Procedures: To arrange re-assignment of case within office.

1. Press the button to go to “Case Re -assignment” page.

2. Choose Responsible Worker from the drop down list in

search cases box and click to retrieve all cases assigned to the Responsible Worker.

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3. Check check-box to select case

4. Click Radio button to select reassign action.

5. Select the Responsible Worker to be assigned the case from the drop-down List.

6. Click to re-assign case.

7. After case re-assignment, the Responsible Worker and Supervisor will be shown as follows:

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N.B. In case of temporary absence of a case Responsible Worker, officer-in-charge may consider to re-assign an application that requires immediate follow-up to another Responsible Worker

6 CHANGE PASSWORD

Procedures: To change password of office administration.

1. Click to go to “Change Password” page to change office administration password.

2. Enter “Old Password”, “New Password” and re-type “New Password” to confirm.

3. Click to save the new password.

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4. The session will log out automatically and a message “Password changed successfully. Please logon again” will appear at the top message line after password is changed.

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