Getting Started: Case Connection for CASA

Transcription

1 DFPS Getting Started: Case Connection for CASA A step-by-step guide to obtaining access to child case information in Case Connection V2.0 Department of Family and Protective Services 1/29/2015

2 Contents Getting Started in Case Connection... 2 Introduction to the Getting Started Guide... 2 Roles... 3 Step 1: Complete Background Check... 3 Step 2: Request Case Connection Access A: Register for a Portal Account B: Request Access to Case Connection Step 3: Obtain Access to Case Information Appendix A: EIN Numbers/Company IDs for CASA Programs V2.0 Page 1 of 21

3 Getting Started in Case Connection Introduction to the Getting Started Guide This document will tell you everything you need to do in order to start using Case Connection. The graphic below shows at a high level what steps you need to take to begin using the Case Connection application. Typically you will only need to do the first and second step once. The third step will be completed only when you are assigned to a new case. Once completed, all you'll need to do is login to Case Connection to access information about the children to whom you are assigned. Figure 1: Process for obtaining access to Case Connection Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection V2.0 Page 2 of 21

4 Roles CASA Staff will need to complete these steps in order to obtain access to Case Connection. Step 1: Complete Background Check Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection 1) Complete the background check form and submit it to your CASA ABCS Representative. The ABCS Rep will process your background check for you. Once the background check has been approved, you will receive two s. 2) Receive two s (see Figure 2 and Figure 3). The first will contain your Personal Identification Number (PID) and the other will contain your Access code. These two codes will be required when you request access to Case Connection later in this process. NOTE: It is very important to hold onto these s, as the information they contain is required for moving forward in making your Case Connection access request. If you do lose an containing either your Access code or your PID, contact your Designated IAM Rep. V2.0 Page 3 of 21

5 Figure 2: #1 for CASA Background Checks. This states that the status is cleared. It contains the PID number. V2.0 Page 4 of 21

6 Figure 3: #2 for CASA Background Checks, containing the Access code. Both the PID and the Access code will be required when you request Case Connection later in this process. V2.0 Page 5 of 21

7 Step 2: Request Case Connection Access For CASA Staff members, requesting access to Case Connection is a two-step process. In Step 2A, you will register for the portal from which Case Connection is accessed in order to obtain a login ID and temporary password. In Step 2B, you will request access to Case Connection. IAM Representatives will need to be set up differently in the system. A Remedy Help Desk ticket should be submitted on the person's behalf to have that person added to the role of IAM Representative. DFPS will create the portal account for them, so the new IAM Representative will only need to perform the steps in Step 2B. Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection V2.0 Page 6 of 21

8 2A: Register for a Portal Account 3) Open your internet browser and navigate to NOTE: Since you have not used the portal before, you will not yet have a Username and Password. Your first step will be to register as a new user. 4) Click the Register Here button. The Security Agreement screen appears. V2.0 Page 7 of 21

9 5) Read the Security Agreement and click the Yes, I Agree button. NOTE: If you do not agree with the security agreement, click No, I do NOT Agree button. You will not be able to move forward with registering for Case Connection access. 6) Select 'HHS Partner Employee' as the type of user you wish to self-register and click the Next button. V2.0 Page 8 of 21

10 7) Enter the Company ID (also known as an EIN Number for your local CASA organization) and click the Next button. Field Company ID Definition Type the 9-digit EIN number of your CASA local organization. See Appendix A for the ID corresponding with your CASA organization. 8) Complete the required fields on the data entry screen then click the Next button. Field User Name First Name Last Name Definition Type the screen name you wish to use. Choose a user name and type it in this field. You may use letters only, or a combination of letters, numbers and/or special characters indicated on the screen (_ -. There is a 15 character limit on this field. Enter your legal and full First Name. Enter your legal and full Last Name. V2.0 Page 9 of 21

11 Field Address Phone Definition Type your own personal address ***IMPORTANT***: Make sure you enter your address correctly. Approval/denial of your request will be sent to you via this address. Enter your own personal telephone number in XXX-XXX- XXXX format. 9) The system displays a message that your request has been received. Click the Close button. You will be returned to the login page. 10) You will receive an informing you that your request has been sent to the approver. The approver will review your request and will update the status within 10 calendar days. You must wait until request is approved before moving forward. Figure 4: Sample stating that your request for portal access has been received. V2.0 Page 10 of 21

12 11) Receive the approving or denying your request. If approved, the approval will include a temporary password and a request to log into the portal to change the temporary password. Next you will use the portal to request access to Case Connection. Once approved for Case Connection, you will log onto the portal to access Case Connection in order to view case information. Figure 5: Sample approving access to the portal NOTE: While it's unlikely, it could take up to 20 days to hear whether the request has been approved. The decision will be sent via to the address indicated during registration. If for some reason no action is taken on your access request within a specified period of time, the request will be automatically rejected. If this occurs, contact your CASA IAM Rep for assistance. You may be instructed to make another request. V2.0 Page 11 of 21

13 2B: Request Access to Case Connection 12) Open your internet browser and go to the following webpage: Enter the Username and Password as it appears on the you received, and then click the Login button. NOTE: The Computer Use Agreement appears. The Agreement should be read in full prior to continuing. 13) Complete the fields at the bottom of the screen as indicated in the table below and click the Next button. V2.0 Page 12 of 21

14 Field I agree to all terms stated within this Agreement Please enter your First Name Please enter your Last Name Please enter your Company ID Definition Check the box to indicate agreement with the terms of the Computer Use Agreement. Enter your legal and full First Name. Enter your legal and full Last Name. Type the 9-digit EIN number of your CASA local organization. See Appendix A for the ID corresponding with your CASA organization. 14) Select a new password following the password rules on the right-hand side of the screen, then click the Next button. Field New Password Confirm Password Definition Follow the password rules on the right-hand side of the screen to create a password, and then type it in the "New Password" Field. Retype your new password. NOTE: You will receive an indicating that your password has changed Figure 6: you will receive after you change your password V2.0 Page 13 of 21

15 15) Select three questions from the drop down menus on the Security Questions screen. For each security question selected, type your answers, and then retype them in the fields provided. NOTE: If you ever lose your password, you will be asked the security questions you choose on this screen before you can recover it. 16) Click the Next button. Field Response Confirm Definition Type your response to the question indicated above. Retype your response to ensure it was entered correctly. NOTE: The Security Agreement page appears. 17) Read the Security Agreement, then click the Agree button. V2.0 Page 14 of 21

16 NOTE: You will be asked to agree with the security agreement every time you log onto the system. NOTE: If you do not agree to the terms of the agreement, you may the click Reject button, but you will not be able to continue requesting electronic access to case information. You are now on the Self Service Tasks screen and may request access to Case Connection. 18) Click the "Request New Access" hyperlink. 19) Select the Case Connection radio button, and then click the NEXT button. 20) Complete the first four fields using the PID and the Access Code information you were ed after your background check cleared. V2.0 Page 15 of 21

17 21) Click the down arrow to the right of the "Security Group" field to reveal a pull-down menu of options, and then select your role in CASA (i.e., CASA Staff). Field PID Confirm PID Access Code Confirm Access Code Security Group Definition Type your 8-digit Personal Identification number as it appears in the first received after the CASA background check was successfully completed (see Figure 1 for an example). Note: You must use the PID that was sent directly to your own address. Retype your PID number Type your 16-digit Access Code as it appears in the second received after the CASA background check was successfully completed (see Figure 2 for an example). Note: Your Access Code must include dashes between each set of four numbers. For example, Retype your Access Code Select the CASA security group to which you belong from the drop down menu (CASA Staff or CASA Volunteer). 22) Clickthe Next button NOTE: The Confirm Request screen appears. V2.0 Page 16 of 21

18 23) Review the access request. If correct, click the checkmark next to the statement "I understand that by submitting this request I am electronically agreeing that all information in this request is true and necessary." 24) Click the Submit button. A screen appears stating that you successfully submitted your request. 25) Click the Log Out hyperlink to exit. Notifications are sent via once your request to obtain access to Case Connection has been approved. Once Case Connection access is approved, the next step will be to obtain access to case information for the specific cases to which you are assigned. V2.0 Page 17 of 21

19 Step 3: Obtain Access to Case Information This section explains how to obtain access to case information in Case Connection. Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection 26) Receive notification regarding Case Connection account approval. Figure 7: approval for Case Connection access V2.0 27) Inform CPS that CASA has been appointed to the case. Provide Letter of Introduction to the CPS Caseworker to verify Court appointment to the case. CPS will assign access to your case(s) in Case Connection. Once assigned, you will be able to see your case information in Case Connection.

20 It should take four business days for CPS to process your request. Refer to the Case Connection User guide for instructions on how to access Case Connection after you have been granted access to case information. v.2.0 Page 19 of 21

21 Appendix A: EIN Numbers/Company IDs for CASA Programs V2.0 CASA Program Name CASA of Titus, Camp and Morris Voz de Ninos Voices For Children Inc., CASA of Brazos Valley Voices for Children CASA of Galveston County Tri-County CASA North Star CASA Lone Star CASA, Inc Lake Country CASA Hill Country CASA Great Plains CASA for Kids, Inc Golden Crescent CASA Frontier CASA Fannin County Children s Center (CASA & CAC) East Texas CASA Dallas CASA Child Advocates CASA of Red River Child Advocates, Inc Child Advocates San Antonio Child Advocates of Montgomery County Child Advocates of Fort Bend CASA CASA/San Angelo CASA of Wise & Jack Counties CASA of Williamson County CASA of West Texas CASA of Walker County CASA of Trinity Valley CASA of Travis County CASA of the South Plains CASA of the Rolling Plains CASA of the Pines, Inc CASA of the Permian Basin Area, Inc CASA of the High Plains CASA of the Coastal Bend CASA of Tarrant County CASA of Southeast Texas CASA of South Texas CASA EIN # (aka, 'Company ID')

22 CASA Program Name CASA Hope for Children, Inc CASA of Northeast Texas CASA of North Texas CASA of Navarro County CASA of McLennan & Hill Counties CASA of Matagorda and Wharton Counties CASA of Liberty/Chambers Counties CASA of Johnson County CASA of Hood & Somervell Counties CASA of Hidalgo County CASA of Harrison County CASA of Grayson County CASA of Ellis County CASA of El Paso CASA of Denton County, Inc CASA of Deep East Texas CASA of Collin County CASA of Central Texas CASA of Cameron & Willacy Counties CASA of Brazoria County CASA of Bell & Coryell Counties CASA of Bastrop County CASA in the Heart of Texas CASA for the Highland Lakes Area CASA for the Cross Timbers Area CASA for Kids of South Central Texas CASA for Kids of East Texas CASA for KIDS CASA for Hunt County Brush Country CASA Bluebonnet CASA Big Country CASA Amarillo Area CASA Advocates for Children Inc CASA EIN # (aka, 'Company ID') v.2.0 Page 21 of 21