MDECA SECURITY UPDATES

Update & Review for Security Changes!

OVERVIEW

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)

PROCESS / DOCUMENTATION

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!!!

ONLINE SECURITY FORM & PROCESS

A new consolidated security form is being created, But not ready at this time

Continue to use the existing form

Districts will only be required to 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

NEW USER PROCESS OVERVIEW1. District Creates the Staff Member Record

o Adds the needed building access

2. District Create the User Recordo Adds any needed Impersonations and/or Groups

o Note:  Once new user is saved, user will receive an email for username & passwordo But they will not be able to login until Central Admin account is created

3. District Connects the Staff Member Associationo Between the User Record & Staff Member Record

4. District Completes electronic security formo List information in notes that this is for Central Only Account

5. MDECA Will create user in Central Admino User cannot access data until this step is completed

6. MDECA Will email Security Administrator upon form completion

IMPORTANT CHANGES

New usernames must be in new format structure!!! District code + first initial + last name

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….. CONTINUED

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

WHAT YOU CANNOT DO IN SECURITY

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 ….. CONTINUED

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

REMINDERS / UPCOMING ITEMS

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 ….. CONTINUED

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

EXAMPLES / PROCESS FLOW

REVIEW & QUESTIONS