SEDDAS SED Delegated Account System Summer 2008

2 Background SED has a number of web based applications that are accessed by school districts through the NYSED Web Portal Access must be protected from unauthorized users Currently, SED administers the security process through a complex system of requesting and distributing User IDs and passwords

3 New System - SEDDAS Summer 2008 – SED will be implementing a new automated system that will give school districts the ability to: Create User IDs and passwords for their own employees Entitle users access to one or more of the protected computer application systems available through the NYSED Web Portal

4 What does SEDDAS do? Account Administration Creates, updates, disable and re-enables authorized users Manages User IDs and passwords Entitlement Administration Grants access to protected web applications found on SED portal

5 What SED applications are handled by SEDDAS? C4E – Contract for Excellence SAMS – State Aid Management System IMF – Institution Master File (BEDS)/VADIR IHRS – Impartial Hearing Reporting System MSA – Mandated Services Aid OSA – Examination Request System

6 Simply put… SEDDAS gives district staff the “keys” to SED web based applications.

7 Who will use SEDDAS? Superintendents of Schools and BOCES Chief Administrators of nonpublic or charter schools Assistant Superintendents Business Administrators Administrative Assistants Principals Other

8 Roles for SEDDAS Super Delegated Administrator (Super DA) Can only be the School Superintendent No Super DA in nonpublic and charter schools Delegated Administrator (DA) Entitlement Administrator (EA)

9 Super Delegated Administrator Super DA Create a Delegated Administrator (DA) Create an Entitlement Administrator (EA) OR Can do everything! Create, update, disable and re-activate users Reset passwords Entitle applications

10 Delegated Administrator DA Account Administration Create, update, disable and re-activate users Reset user passwords Create an Entitlement Administrator Cannot modify the Super DA account

11 Entitlement Administrator EA Entitlement Administration Entitles school staff access to applications Does not have any authority over account administration (User IDs and passwords)

12 SuperintendentSuper DA Other StaffDA Other Staff Other Staff EA Roles for SEDDAS

13 Before Getting Started… Browser should be Internet Explorer 6.0 or higher PC (no Macs!) Pop up blockers must be disabled DO NOT use browser Back arrow If you use by mistake, hit Refresh Use menu options on left side of screen instead Password must be alpha-numeric at least 8 characters in length and case sensitive User guide will contain more detailed technical requirements

14 Let’s Go to SED’s Portal…

15 Sign In

16 SEDDAS Home page

17 Can see each user in SEDDAS, not just those in your district Displays name, institution, role and entitlements, status if they are assigned to your district Super DA or DA or EA Search

18 Advanced Search Allows district to search for all the identified users. Super DA or DA or EA

19 Create User Used to create a NEW User ID Only for a person who has never had a NYSED User ID either within the current district or a previous district Super DA or DA

20 Update Update user information such as phone number, , position/title Super DA or DA

21 Disable Used when it is necessary to disable a person’s access to web based applications on SED portal because of: Reassignment of duties No longer employed by district Other reasons Super DA or DA

22 Reactivate User Used to reactivate a User ID. Should only be used if the person is in the same district and the same building Should NOT be used for someone who has changed school districts or changed buildings within a district Super DA or DA

23 Reset Password Used to establish new password when current user has forgotten or lost password Super DA or DA

24 Entitlements Assigns/removes access to SED protected web applications Super DA or DA or EA

25 Entitlements Assigns the roles of DA and EA Super DA or DA

26 Reassign Institution Used to reassign an account to another building within the school district Used to reassign a “disabled” account to your district Super DA or DA

27 Let’s Get Started!

28 We need to find out who in our district already has a User ID and password and who needs one… Click on “Advanced Search” Click on “List all Users” This will give you a list of all users for the jurisdiction Review and print

29 Superintendent (Super DA) will use Create User to get user account for his new Administrative Assistant, Marilyn Monroe Click on “Create User” Enter “First Name” Marilyn Enter “Last Name” Monroe Click on arrow at right side of “Institution” box At “Search Institution” click on “Go” Select building Marilyn is assigned to Ilion CSD Make note of temporary password (print page)

30 Superintendent (Super DA) is going to Entitle the roles of Delegated Administrator and Entitlement Administrator Click on “Entitlements” Click on “Entitle - Delegated Account System” This function may ONLY be performed by the Super DA

31 Super DA is going to Entitle Marilyn Monroe as the DA. She will not be entitled access to any applications Enter Last Name “Monroe” – click “Go” Select Marilyn Monroe Click “Select to Entitle SEDDAS” Select Role “Delegated Administrator” Applications – none The DA will not have the ability to Entitle applications. That will be the role of the Entitlement Administrator Click Add/Change SEDDAS Entitlements

32 Super DA is going to Entitle Zsa Zsa Gabor as the EA. Zsa Zsa will Entitle staff access to all applications. Enter Last Name “Gabor” – click “Go” Select Zsa Zsa Gabor Click “Select to Entitle SEDDAS” Select Role “Entitlement Administrator” Applications – select applications to Entitle This will give the EA the ability to Entitle staff access to applications. Click Add/Change SEDDAS Entitlements

33 We are now going to Log On as the Delegated Administrator (DA), Marilyn Monroe Go to SED Application Portal at” Click on “Log On” Sign In User Name:marilyn.monroe Password: At “My Applications” select “SEDDAS”

34 The District Clerk, Katherine Hepburn has moved to a new office. Her work phone number needs to be Updated on SEDDAS. Click on “Update User” Enter Last Name ”Hepburn” – click “Go” Select Katherine Hepburn Click “Select to Update” Enter new Work Phone Click “Save”

35 The district’s BEDS Coordinator, Anna Nicole Smith, suddenly died. The DA needs to Disable her account in SEDDAS. Click on “Disable User” Enter Last Name ”Smith” – click “Go” Select Anna Nicole Smith Click “Select to Disable” Select “Reason for Disabling” Select “User is deceased” Click “Disable User”

36 Brittany Spears, the Business Official, has returned from a medical leave. The DA needs to Reactivate her account. Click on “Reactivate User” Enter Last Name ”Spears” – click “Go” Select Brittany Spears Click “Select to Reactivate” Select “Reactivate User” to confirm and complete Reactivate function

37 Brittany Spears also needs a new password. The DA will go to Reset User Password to get her a new temporary password. Click on “Reset User Password” Enter Last Name ”Spears” – click “Go” Select Brittany Spears Click “Select to Reset Password” A new temporary password will be displayed Select “Submit” An will be sent to Brittany with the temporary password and directions to create a new permanent password of her choosing.

38 We will now Log Off as Marilyn, the DA. We will Log On as Zsa Zsa Gabor, the Entitlement Administrator (EA). To Log Off Click on “X” in upper right hand corner of browser Click on “Log Off” on SED Application Portal page To Log On: Click on “Log On” Sign In User Name: zsazsa.gabor Password: At “My Applications” select “SEDDAS”

39 Zsa Zsa is going to Entitle the following people access to SED applications Business Official, Brittany Spears C4E (Contract for Excellence) SAMS (State Aid Management System) Principal, Renee Rudd IMF (BEDS/VADIR), IHRS (Impartial Hearing Reporting System) OSA (Examination Request System)

40 Business Official Brittany Spears, will need access to SAMS and C4E. Click on Entitlements Enter Last Name ”Spears” – click “Go” Select “Brittany Spears” Click “Select to Entitle User Account”

41 Entitling Business Official Brittany Spears, access to applications… Select Applications for entitlement SAMS Contract for Excellence Click “Start Entitling” Under each application, select the “Role” of the person you are Entitling For SAMS the Role for Brittany Spears will be “Data Entry” Only the Superintendent can “Submit and Certify” Accessibility – select “NO” (select “Yes” if user needs special accommodations while viewing Help files in SAMS)

42 Entitling Business Official Brittany Spears, access to applications cont… Contract for Excellence – For SAMS the Role for Brittany Spears will be “Data Entry” Only the Superintendent can “Submit and Certify” Click on “Next” Review Access to Applications If everything is correct - Click on “Grant Access”

43 Renee Rudd, Principal of the High School, will need access to IMF (BEDS/VADIR) and OSA (Examination Request System) Click on Entitlements Enter Last Name ”Rudd*” – click “Go” Select “Renee Rudd2” Click “Select to Entitle User Account”

44 Entitling Principal Renee Rudd, access to applications… Select applications for entitlement IMF (BEDS/VADIR) OSA (Examination Request System) Click “Start Entitling” Under each application, select the “Role” of the person you are Entitling For IMF (BEDS/VADIR) the Role for Renee Rudd will be “Data Entry”

45 Entitling Principal Renee Rudd, access to applications cont… Select “Examination Request System” Select Role “Principal-Submit and Certify” Click on “Next” Review Access to Applications If everything is correct - Click on “Grant Access”

46 Real Life Scenario… The Assistant Principal, Elvis Presley at the high school has been re-assigned to be the Assistant Principal at Remington Elementary. Mr. Presley needs to be Reassigned to Remington Elementary as the Asst. Principal. The district has hired George Clooney to the position of Principal at the high school. Mr. Clooney was formerly the Assistant Principal in Hamilton CSD. His account in SEDDAS has been Disabled by the DA at Hamilton CSD. Marilyn needs to Reassign George to the high School and also Reactivate his account.

47 Reassigning Elvis Presley to Remington Elementary… Click on “Reassign Institution” Enter Last Name ”Presley” – click Go Select Elvis Presley Click “Select to Reassign Institution” Select the New Institution Select Remington Elementary Click “Check User Account” Note message indicating user will lose access to all previously entitled applications.

48 Reassigning Elvis Presley to Remington Elementary cont… Enter new: Work Phone Title Click on “Update” Message “User/Institution has been updated successfully”

49 Searching for George Clooney… Click on “Search User” Enter Last Name “Clooney” Review status of George Clooney’s account

50 Reassigning George Clooney to Ilion High School … Click on “Reassign Institution” Enter Last Name ”Clooney” At “New Institution” click Click “Go” Select Institution “Ilion Jr/Sr High School” Click “Check User Account” Select “George Clooney” Click “Select to Reassign Institution” Enter New: Work Phone, and Title Click “Update”

51 Uh oh… Validation Error “George Clooney is not the current PRINCIPAL of record at NYSED. In our system (SEDREF) the current PRINCIPAL is Renee Rudd.” “Please click here to get the instructions for making George Clooney the current PRINCIPAL in SEDREF.”

52 What is SEDREF??? SEDDREF is the system that maintains all of the vital information for every school district, school building, nonpublic and charter school and BOCES. Administrative positions Contacts (phones, fax, etc) SEDDAS links to SEDREF for contact information at the district and building level If you are a representative from a School District, Public School, Nonpublic School, Charter School, or BOCES and you need to contact SED for a change in your contact information, changes can be sent via regular mail to IRS, Rm 865 EBA, NYSED, 89 Washington Ave , faxed to (518) , or as an attachment to

53 Where is SEDREF??

54 Suggestions for Success Super DA should assign DA and EA roles (public schools) Link DA and EA to District (CSD) not a specific building Make SEDDAS part of Employee Enter and Exit process Create new Accounts and Entitlements for new employees when applicable Disable exiting employees Notify SED to update SEDREF of new Superintendent and new or reassigned principals

55 Where to go for help… SEDDAS Support User Guide Contact Us (NYSED) Help Desk:

56 Questions????