Security Information Management System

Transcription

1 Commonwealth of Kentucky Security Information Management System User Guide Release 1.8 February 2016 DISCLAIMER: The Commonwealth is in process of securing a service to allow use of mobile phone numbers for account self-service. If you do not see Mobile Phone Number as an option in the Security Information Management System, the feature is not yet available.

2 Contents 1 Login Home / Common Features Home Not logged in Logged in Framework... 7 Security System Banner... 8 Helpful Tips... 9 Quick Links... 9 Legal Disclaimer Captcha Text entry Audio Entry Create a User Account Create Account Account Creation Confirmation Confirmation Account Settings Change Name/Address Change Confirm Address Change Password Change Mobile Phone Confirm Mobile Phone Trouble Accessing Your Account? Account Self-Service Forgot Username Reset Password Unlock Account

3 5.5 Login Request Access Select service Alcoholic Beverage Control (ABC) Enterprise Business Intelligence (EBI) Confirm Access Request Request Access Complete Manage Access Invite Users to Role (Grant Access) Select service Add invitee information Select role Select additional security parameters Confirm the invitation Invitation complete Invitation Remove Users from Role (Revoke Access) Select user Select access Confirm access removal Access removal complete

4 1 Login The Login page is the gateway to many Commonwealth services, including Kentucky Business One Stop (business registration and filing services), Motor Carrier Online Services, Occupations & Professions, and the Withholding Return and Payment System. Security is an important consideration to the Commonwealth. You have entrusted the Commonwealth with confidential information and the Security Information Management System (Security System) ensures that only authorized individuals may access that information. Note User accounts created when registering a business before May 1, 2015 will not work with the current version of Kentucky Business One Stop. If you created a user account for Kentucky Business One Stop after May 1, 2015, your user account will work. Or, if you already have a user account for the Withholding Return and Payment System (WRAPS) or the Occupations & Professions service, your user account will work. User accounts created for the Health Benefits Exchange may not be used to access Kentucky Business One Stop, Motor Carrier Online Services, Occupations & Professions, or the Withholding Return and Payment System (WRAPS). You must create a new user account to access these services. If you already have a valid user account, enter your Username and Password and click the Sign In button. The Security System validates the information you entered and, if valid, 4

5 displays the home page of the service you are attempting to access, in this case, the Kentucky One Stop Business Portal. If you do not have an account, click the link labeled Click here to create a user account (see Section 3). If you are unable to log in, click the link labeled Trouble accessing your account? (see Section 5). 5

6 2 Home / Common Features 2.1 Home The Security System Home page allows you to create and then manage your user account Not logged in The following options are available if you are not logged into the Security System: Icon Function Logs you into the Security System. Click this to access other Security System functions. Brings up the Create Account page (see Section 3). Brings up the Account Self-Service page if you are having trouble accessing your account (see Section 5). Opens this User Guide. 6

7 2.1.2 Logged in The following options are available once you have logged into the Security System. They may vary depending on the functions to which you have access: Icon Function This function is available only if you have permission to grant other individuals access to business information in Kentucky Business One Stop. Brings up the Select Service page (see Section 7.1). Brings up the Request Access page (see Section 6). This function is available only if you have permission to revoke other individuals access to business information in Kentucky Business One Stop. Brings up the Select Service page (see Section 7.2). Logs you out of the Security System and any other Commonwealth services you were using. Opens this User Guide. 2.2 Framework The framework is consistent across many Commonwealth services. The blue section across the top is the Ky.gov banner; this section is standard on the Commonwealth of Kentucky s official Web sites and offers a link to Kentucky s official site. The search functionality in this banner searches all Ky.gov Web pages. 7

8 The light gray section across the bottom provides links to the Commonwealth s Privacy, Security, Disclaimer, and Accessibility policies and statements as well as displaying copyright information. This section is standard on the Commonwealth of Kentucky s official Web sites. 2.3 Security System Banner The gray section directly underneath the Ky.gov banner is the Security System banner. When you are not logged into one of the Commonwealth services, the banner looks similar to this. When you are logged into a service, the banner looks similar to this. The following options are available in the banner, depending on whether you are logged in: Icon Function Takes you to the Kentucky One Stop Business Portal. If you are already logged into One Stop, it brings up the Dashboard (see the Kentucky Business One Stop User Guide available through the Dashboard ); if not, it brings up the Login page (see Section 1). Takes you back to the service from which you came. If you are already logged into the service, it brings up the appropriate landing page for that service; if not, it brings up the appropriate Login page for the service. Takes you to the Security System Home page, which varies depending on whether you are logged in (see Section 2). This page also allows access to the User Guide. Displays only if you are not logged in. Brings up the Create Account page (see Section 3). Displays only if you are not logged in. Brings up the Account Self-Service page (see Section 5). Displays only if you are not logged in. Opens this User Guide. Displays only if you are not logged in. Brings up the Login page (see Section 1). Displays only if you are logged in. The dropdown has an option to request access to services that allow this function (see Section 6). It also allows you to grant access to others and to revoke access previously granted to others for business information that you manage (see Section 7). Displays only if you are logged in. The dropdown has options for Account Settings (see Section 4) to update your information, User Guide to see this user guide, and Logout. 8

9 2.4 Helpful Tips Many pages contain helpful tips for what you can do on that page. When you click in a text box or dropdown, a tip often pops up to explain what kind of information One Stop expects you to enter. 2.5 Quick Links The Quick Links section appears on almost every page, offering quick navigation back to the service you were using previously. 9

10 If you already are logged in and the service accepts the Security System s authorization, the link will take you to the service s Home page. If not, the link takes you to a Login page or Web site for the service selected. 2.6 Legal Disclaimer The Legal Disclaimer appears on all Security System pages. 10

11 2.7 Captcha The Security System uses a CAPTCHA (Completely Automated Public Turing test to tell Computers and Humans Apart) to verify that you are a person using the service Text entry The default Captcha layout asks you to type the text you see. Enter the characters and the word with a space between them. When characters are difficult to read, you may use the refresh button to display another set of characters or use the audio button to switch to audio. 11

12 2.7.2 Audio Entry The audio entry layout asks you to type the text you hear. You may increase the volume as needed to understand the spoken numbers/characters. You may use the text button to switch back to text. 12

13 3 Create a User Account If you have not yet created a user account for Kentucky Business One Stop, Occupations & Professions, or the Withholding Return and Payment System, click the link labeled Click here to create a user account on the Login page or click the Create Account icon on the Security System Home page. 3.1 Create Account The Create Account page appears. Enter the following information: Username (that is, the login name you want to use for Commonwealth services). Username is the identifier that you would like to use for your security profile. Once your user account is created, you may never change your Username. Your Username must meet the criteria for Usernames shown under Helpful Tips on the right. and Confirm address these must match. Address is the that you would like for the Security System to use when corresponding with you. Once your user account is created, this address will be forever associated with your Username and may not be used by someone with a different Username. 13

14 Display Name (that is, the name or nickname you want the Security System to use when addressing you). First Name and Last Name. Password and Confirm Password these must match and meet the criteria for passwords shown under Helpful Tips on the right. The Optional profile information link expands the page for entry of other personal information: prefix (e.g., Mr., Ms.), your middle name, suffix (e.g., Jr., II), street address or PO Box Number, zip code, city, county, state, and country. If you decide not to enter this information, click the Optional profile information link again to hide the display. After entering the information for your user account, click Create Account to proceed. (The Clear Form button erases the information you entered so that you may start fresh.) 3.2 Account Creation Confirmation After you click Create Account, the Account Creation Confirmation page appears. You are done with creating your user account for the moment. Please monitor your (for the address you entered on the Create Account page) for a confirmation message from the Security System. This message is a prerequisite for completing the creation of your user account Confirmation Within a few minutes, the Security System will send a confirmation to the account you provided. Click the link in the labeled Click here to activate your account. When the Login page appears, your account has been activated. You may immediately log in with the Username and password you created. If the link does not work, copy the address below it into your browser s address bar and press Enter. 14

15 4 Account Settings The functionality described in this section allows you to change your name and address, update your to a new address, change your mobile phone number, or change your password. Change Name/Address is the default. Click the appropriate link on the left to update your information. Link Function Change your name, address, prefix and/or suffix. Change the address associated with your user account. The address you supply is critical; the Security System may use your address to verify who you are and to alert you of changes to your user information. Add or change the mobile phone number associated with your user account. The mobile phone number when provided also is critical; the Security System may use your registered mobile phone number to verify who you are and to alert you of changes to your user information. Change your password. 4.1 Change Name/Address When you select the Change Name/Address link, the Change Name/Address page appears. 15

16 16 Security Information Management System 2016

17 Update the following information as desired: prefix (e.g., Mr., Ms.), first name, middle name, last name, suffix (e.g., Jr., II), street address or PO Box Number, zip code, city, county, state, and country. First Name and Last Name are the only fields required. After updating the information, click Change Name/Address to save the information. (The Clear Form button resets the information to what the Security System has on file so that you may start fresh.) 4.2 Change When you select the Change link, the Change page appears. Note You may change the address associated with your account to new address or to an address previously associated with your Username. Once you update your address, the address will be forever associated with your Username and may not be used by someone with a different Username. Your current address will be displayed. Enter your new address and confirm it. The Confirm Address must match your new address. After updating the information, click Change to save the information. (The Clear Form button resets the information to what the Security System has on file so that you may start fresh.) Confirm Address When you click Change , the Security System displays the Confirm Address page. 17

18 Within a few minutes, the Security System will send an confirmation to the new account you provided. You may immediately use the security code in bold print in the to confirm that you changed your address. If you exited the Security System before receiving the , you may click the link in the to return to the Confirm Address page. Enter the security code and click Confirm Address. the Security System will update the address associated with your account. Note The security code is valid for 8 hours. If you do not use it within that timeframe, you will have to request another code. 4.3 Change Password When you click Change Password, the Security System displays the Change Password page. 18

19 Enter your current password, then enter the new and confirm passwords. Password and Confirm Password must match and meet the criteria for passwords shown under Helpful Tips on the right. Click Change Password to make the change. 4.4 Change Mobile Phone When you select the Change Mobile Phone link, the Security System will check whether you already provided a mobile phone number. If you have not previously provided a mobile phone number, the Add Mobile Phone page appears. If you previously provided a mobile phone number, the Change Mobile Phone page appears. Enter your mobile phone number. The Confirm Mobile Phone Number must match your new mobile phone number. 19

20 After updating the information, click Add Mobile Phone (or Change Mobile Phone ) to save the information. (The Clear Form button resets the information to what the Security System has on file so that you may start fresh.) Confirm Mobile Phone When you click Add Mobile Phone or Change Mobile Phone, the Security System displays the Confirm Mobile Phone page. Within a few minutes, the Security System will send a text message to the new mobile phone number you provided. You may immediately use the security code in the text message to confirm that you modified your mobile phone. Enter the security code and click Confirm Mobile Phone. The Security System will update the mobile phone number associated with your account. Note The security code is valid for 8 hours. If you do not use it within that timeframe, you will have to request another code. 20

21 5 Trouble Accessing Your Account? If you are unable to log into the Security System, click the link labeled Trouble accessing your account? on the Login page or the Account Self-Service icon on the Security System Home page. The Security System allows you to resolve access issues through your or mobile phone. address is required when you create your account. Mobile phone is not required; however, you may use mobile phone as part of Account Self-Service after you add a mobile phone for your user account. See Section 4.4 Change Mobile Phone to add a mobile phone number. 5.1 Account Self-Service The Account Self-Service page appears. Click the appropriate link on the left to resolve the access problem you are having. 5.2 Forgot Username When you select the Forgot Username link, the Forgot Username page appears. 21

22 Select My or My Mobile Phone in the Send Username To dropdown. When you select , the page expands to allow entry of your address. When you select phone, the page expands to allow entry of your mobile phone number. Enter your address (or mobile phone number), then type the text you see in the Captcha. Click Retrieve Username to request that the Security System send you your username. (The Clear Form button clears information that you have entered thus far.) After the Security System verifies that that the address (or mobile phone number) is registered, the Security System displays a message that your Username has been sent as directed. If the Security System cannot find the address (or mobile phone number) in the system, the Security System displays an appropriate error message. Check your (or mobile phone) for a message containing your Username. You may immediately use this Username to log in. 5.3 Reset Password When you select the Reset Password link, the Password Reset: Request Security Code page appears. 22

23 Enter your Username and select My or My Mobile Phone in the Send Code To dropdown. When you select , the page expands to allow entry of your address. When you select phone, the page expands to allow entry of your mobile phone number. Enter your address (or mobile phone number), then type the text you see in the Captcha. Click Request Security Code to request that the Security System send you a security code to reset your password. (The Clear Form button clears information that you have entered thus far. The Already Have A Code? Click button brings up the code entry page. This is useful if you exited the system while waiting for delivery of the security code.) After the Security System verifies that that the address (or mobile phone number) matches the Username entered, the Security System displays a message that a security code has been sent as directed. If the Security System cannot match the address (or mobile phone number) with the Username, the Security System displays the same message but does not send a security code. This protects your information from potential hackers. Check your (or mobile phone) for a message containing a security code. You may immediately use the security code to reset your password in the Security System. 23

24 Enter your Username, the Security Code sent to you (via or text), New Password, Confirm Password, and Captcha. Enter your new password twice. These must match and meet the criteria for a secure password: o o o o Be between 8 and 15 characters long. Contain at least one number and one letter. Contain at least one special character. Contain at least one capital letter. Click Reset Password to request that the Security System change your password as directed. (The Clear Form button clears information that you have entered thus far.) After the Security System verifies that that the Security Code is valid for the Username and that the two passwords match, the Security System displays a message that your password has been reset. If there is an error, the Security System displays an appropriate error message for you to correct the error and try again. Note The security code is valid for 8 hours. If you do not use it within that timeframe, you will have to request another code. You may immediately use this new password to log in. 24

25 After you reset your password, the Security System sends another to the address for your account. This security measure makes you aware that your password has been reset and informs you whom to contact if you did not reset it. 5.4 Unlock Account When you select the Unlock Account link, the Unlock Account: Request Security Code page appears. Enter your Username and select My or My Mobile Phone in the Send Code To dropdown. When you select , the page expands to allow entry of your address. When you select phone, the page expands to allow entry of your mobile phone number. Enter your address (or mobile phone number), then type the text you see in the Captcha. Click Request Security Code to request that the Security System send you a security code to reset your password. (The Clear Form button clears information that you have entered thus far. The Already Have A Code? Click button brings up the code entry page. This is useful if you exited the system while waiting for delivery of the security code.) After the Security System verifies that that the address (or mobile phone number) matches the Username entered, the Security System displays a message that a security code has been sent as directed. If the Security System cannot match the address (or mobile phone number) with the Username, the Security System displays the same message but does not send a security code. This protects your information from potential hackers. Check your (or mobile phone) for a message containing a security code. You may immediately use the security code to unlock your user account. 25

26 Enter your Username, the Security Code sent to you (via or text), and the Captcha. Click Unlock Account to request that the Security System unlock your user account. (The Clear Form button clears information that you have entered thus far.) After the Security System verifies that that the Security Code is valid for the Username, the Security System displays a message that your account has been unlocked. If there is an error, the Security System displays an appropriate error message for you to correct the error and try again. Note The security code is valid for 8 hours. If you do not use it within that timeframe, you will have to request another code. You may immediately log in with your Username and password. 5.5 Login When you select the Login link, the Login page appears (see Section 1). 26

27 6 Request Access You may request access to some services, e.g., renewal of Alcoholic Beverage Control (ABC) licenses and Enterprise Business Intelligence (EBI). In future, you will be able to request access to other services as well as ask that the Security System remove your access to a service. 6.1 Select service When you select the Request Access icon on the Security System s Home page, the Select Service page appears. This page allows you to select a service. Today, ABC and EBI are the only options. The next several sections vary depending on which service you select. Note: At any time, the Cancel Request for Access button will cancel this process and return you to the Home page of the service you were using Alcoholic Beverage Control (ABC) Click the Alcoholic Beverage Control button Select role The Select role page appears, showing on the left that you have completed the first step in the request access process. 27

28 This page displays the role(s) applicable to the selected service for which you may request access. Today, the only role available for ABC is the ABC Renewal role. Click on the desired role to continue Prove Ownership The Prove Ownership page appears, showing on the left that you have completed the first two steps in the request access process. This page displays the information you must enter to prove that you should be allowed access to the service and role. The ABC Renewal role requires entry of your application number, Social Security Number, and Site Id. As the authorized owner of a business with an ABC license, you should have this information at hand. This step in the process prevents other individuals from accessing your business information. Enter the information requested and click Continue. Note The selected service will validate the information you provided. If it is invalid, the Security System will display an error message, allowing you to correct the error and try again. You will not be able to advance past this page until the selected service approves the information you entered. The Confirm Access Request page appears. See Section Enterprise Business Intelligence (EBI) Click the Enterprise Business Intelligence button Select role The Select role page appears, showing on the left that you have completed the first step in the request access process. 28

29 This page displays the role(s) applicable to the selected service for which you may request access. Today, the only role available for EBI is the Enterprise Business Intelligence External Access role. Click on the desired role to continue Prove Ownership The Prove Ownership page appears, showing on the left that you have completed the first two steps in the request access process. This page displays the information you must enter to prove that you should be allowed access to the service and role. The EBI External Access role requires entry of your phone number, the Cabinet Agency that owns the data you want to view, the Agency Technical Contact, and the Reason for Your Request. Enter the information requested and click Continue. Note EBI has a manual process for reviewing access requests. You will be notified when the Cabinet Agency approves your request for access. The Confirm Access Request page appears. See Section

30 6.2 Confirm Access Request Once you have selected a role and successfully proven ownership, the Confirm Access Request page appears, showing on the left that you have completed the first three steps in the request access process. This page allows you to confirm that you want to submit the request. Click Submit Access Request. 6.3 Request Access Complete The Request Access Complete page appears, showing on the left that you have completed all four steps in the request access process. Once your access request has been processed and/or approved, you will be able to access the service with all rights given to your assigned role. For example, for ABC Renewal, which 30

31 does not require manual approval, you will see a grid on the Kentucky Business One Stop Dashboard with licenses available for view/renewal in a few moments. Click Request More Access to request roles with other services, or choose any of the Quick Links on the right side of the page. 31

32 7 Manage Access If you have permission to grant or revoke other individuals access to business information through the Manage Access icon on the Kentucky Business One Stop Dashboard, you will see the Invite Users to Role and Remove Users from Role icons on the Security System Home page. 7.1 Invite Users to Role (Grant Access) Click on the Invite Users to Role icon to grant access to business information for which you have that authority, for example, you are the Kentucky One Stop Business Administrator for one or more businesses Select service The Select Service page appears. This page allows you to select a service. Today, Enterprise Registration System (ERS) is the only option. Click the Enterprise Registration System button Add invitee information The Add Invitee Information page appears, showing on the left that you have completed the first step in the access granting process. 32

33 Supply information about the individual to whom you want to grant access. Enter the individual s address, first name and last name. All three fields are required. If you enter an for an existing user account, the Security System will pre-populate the first name and last name. You may personalize the names for the invitation if desired. Note: The Cancel Invitation button returns you to the Dashboard. After entering the invitee s information, click the Continue button to proceed to the next step Select role The Select Role page appears, showing on the left that you have completed the first two steps in the access granting process. This page displays the roles for which you may grant access and allows you to select a role in the dropdown. For example, the ERS supports the following options: Role Registration Administrator Authorization The Registration Administrator role has authority to manage all aspects of the business, including tax account information; however, the Registration Administrator may not grant or revoke 33

34 Role One Stop Business Administrator Tax Type Tax Account Updater where Tax Type = the name of the tax, for example, Consumer s Use, Sales and Use. Tax Type Tax Account Viewer where Tax Type = the name of the tax, for example, Consumer s Use, Sales and Use. Authorization access to other individuals. The One Stop Business Administrator role has authority to manage access for a business; he/she may not view or update other business information and will not see the business in the My Available Businesses grid on the Dashboard. The Tax Type Tax Account Updater role has authority to update information only for the specific tax type and tax account. The Tax Type Tax Account Viewer role has authority to view information only for the specific tax type and tax account. Note: The Cancel Invitation button returns you to the Dashboard. After selecting the role, click the Continue button to proceed to the next step Select additional security parameters The Select Additional Security Parameters page appears, showing on the left that you have completed the first three steps in the access granting process. This page varies depending on the role you selected One Stop Business Administrator or Registration Administrator For assigning One Stop Business Administrator and Registration Administrator roles in the ERS, the list of options includes only businesses for which you are the One Stop Business Administrator. The display (as shown above) shows the role selected and includes the Business Name and the business Commonwealth Business Identifier (CBI). 34

35 Tax Type Updater or Viewer For assigning any Tax Type Tax Account Updater or Viewer role in the ERS, the list of options includes only tax accounts of the selected Tax Type for which you are the One Stop Business Administrator. The display includes the Business Name, the business Commonwealth Business Identifier (CBI), and the account number for the tax type. Notes: The Cancel Invitation button returns you to the Dashboard. The Change Role button returns you to the Select Role page. The Security System warns you that you may lose any selections if you change the role. If you do not want to lose your current selections, use the Add Another button. The Add Another button saves your current selections, and returns to the Select Role page for you to select another role. This allows you to grant any number of roles to an individual in one session. Check all businesses or tax account numbers to which you want to give the invitee access. After completing your selections, click the Continue button to proceed to the next step Confirm the invitation The Confirm Invitation page appears, showing on the left that you have completed the first four steps in the access granting process. 35

36 This page displays the information gathered thus far, allowing you to confirm your selections before finalizing them. The page shows the service (today, only the Enterprise Registration Service is available), the invitee s address, first name and last name, and the roles assigned. The list will identify the business or businesses (name and CBI) for each role. The Send Invitee checkbox allows you to choose whether to send an to the invitee. The checkbox defaults to checked. Note: The Cancel Invitation button returns you to the Dashboard. Verify the information and click Continue to complete the process Invitation complete When you click the Continue button, the Invitation Complete page appears, showing on the left that you have completed all steps. 36

37 The Security System has assigned the role(s) to the individual you entered. If you selected the option, the Security System has sent an invitation via . You may choose from the following two options: The Return To Your System button returns you to the Dashboard. The Invite Another User button displays the Select Service page for you to grant access to another individual Invitation If you are not the individual who registered the business, the Business One Stop Administrator must grant you access before you can view any information about the business. When the Business One Stop Administrator grants you access, he/she may choose to send you an invitation listing the roles and businesses assigned to you. If you do not already have a user account with One Stop, you have 30 days to create one. After 30 days, the invitation expires. Once you have a user account with One Stop: 7.2 If you have been granted any role other than One Stop Business Administrator, the business will now appear in your list of My Available Businesses. If you have been granted only the role of One Stop Business Administrator, you will not see the business in your list of My Available Businesses but you will have the ability to grant access to other individuals through the Manage Access icon. Remove Users from Role (Revoke Access) Click on the Remove Users from Role icon to revoke access to business information for which you have that authority, for example, you are the Kentucky One Stop Business Administrator for one or more businesses. 37

38 7.2.1 Select user The Select User page appears. Supply information about the individual whose access should be revoked. Enter the individual s first name, last name, user name or address, then click the Search Users button. The page expands to show a list of individuals (matching the search criteria) who have access to one or more of the businesses under your authority. Note: The Cancel Removal button returns you to the Dashboard. 38

39 Click the appropriate individual Select access The Select Access page appears, showing on the left that you have completed the first step in the access removal process. This page displays the roles currently granted to the selected individual along with the security parameter(s) for the role (CBI and business name for roles at the business level; additionally, tax type and account number for roles at the tax account level). The Search field allows you to search/filter the list of roles by role name and/or description. Check all accesses that you want to remove. The Select All button is a shortcut to select all roles. After selecting all, the Unselect All button is a shortcut to undo your selections. Note: The Cancel Removal button returns you to the Dashboard. After making your selection(s), click the Remove Selected Roles button Confirm access removal The Confirm Access Removal page appears, showing on the left that you have completed the first two steps in the access removal process. 39

40 This page displays the information gathered thus far, allowing you to confirm your selections before finalizing them. The page shows the roles and associated businesses or tax accounts that you want to remove from the individual displayed at the top. Notes: The Cancel Removal button returns you to the Dashboard. The Edit Selection button returns you to the Select Access page. Verify the information and click Confirm Removal to complete the process Access removal complete The Access Removal Complete page appears, showing on the left that you have completed all steps. The Security System has removed the role(s) from the individual. He/she no longer has the role(s) for the associated businesses and/or tax accounts you selected. The Remove Access from Another User button returns you to the Select User page for you to revoke another individual s access. 40