Access and Security

Ohio SACWIS contains confidential information, and access to that information must be carefully controlled. Your access to the system and its various functions is controlled by four components:

• User IDs and Passwords. Your user ID is the first key that lets you open Ohio SACWIS. The state security administrator gives you an InfoSec ID and a default password when you are assigned a job that requires access to the State network and Ohio SACWIS. This is the ID you use to log in to the system. You can change your password at any time. (For step by step assistance, see Change my password.)

• User Groups. Once the state security administrator establishes your InfoSec ID, he or she will inform your agency. Your agency security administrator will then assign you one or more user groups, based on your job duties. User groups consist of security profiles, which define the type of access allowed within a business process, that is, a particular system function. For example, if you are a screener, you are assigned a user group that let's you record intakes in Ohio SACWIS.
  
  In addition, your user groups determine what tabs and screens you can see in Ohio SACWIS. So, information you see in the system may be different from what your coworkers see because different workers are assigned different user groups. (see About Security, User Groups and Users.)

• Work Item Assignment. Your access to information is further controlled by your work assignments. Your supervisor assigns certain intakes, cases, or providers to you. In general, if you are assigned to an item, you have rights to update it (using an Add button or Edit link). Whether or not you are able to update a work item without assignment varies by work item. If you are not assigned, you can usually view the record (using a View link), as long as your assigned user groups allow access to the screens.

• Status. The status of a particular record dictates whether any changes may be made to it. The system will not allow edit access to a record in "Complete" or "Approved" status, although you can view the record. This ensures the integrity of records in the system. For example, you cannot add information to a completed and approved case plan; instead, you create a amendment record which is associated with the case plan.

• Knowledge Base Article. To view the Admin. security matrix; copy and paste in to your browser:  http://jfskb.com/sacwis/