Role Based Security in the Service Agreement Module

Contents

Introduction

The role of Access Controller

Changes to the Service Agreement Module

Using this guide

Registration for My Agency

Updating user details and permissions in SAM

Navigate to the Service Agreement Module

Navigate to the Organisation Contacts tab

Edit a user’s details

Edit a user’s permissions

Enabling the Grant all standard permissions to all users option

More information

HowtocompleteyourSACCin SAM1

Introduction

Role Based Security will be implemented in the Service Agreement Module (SAM) from 18 November 2017. This enhancement allows Access Controllers in organisations to limit what service agreement information and reports their users can see in SAM and My Agency in Funded Agency Channel (FAC), consistent with the Privacy and Data Protection Act.

Prior to implementation of Role Based Security, registered organisation userscould see all information, data and reports for their organisation in SAM and My Agency. This includes financial, performance and client information.

Role Based Security in SAM introduces permissions, which are controlled by the organisation’s Access Controller(s). Permissions assigned and maintained by the Access Controller determine what each user can see and do in SAM and My Agency.

The role of Access Controller

What is an Access Controller?

Withinyour organisation an Access Controller will manage all organisation user contact details and permissions.Only Access Controllerscan edit fields in the contacts tab in SAM for your organisation.

Can an organisation have more than one Access Controller?

Yes. An organisation can have multiple Access Controllers.

How do we find out who ourAccess Controllersare?

In the contacts tab in SAM, the Access Controller column will have the checkbox ticked. This is a sortable field so you can bring the access controllers to the top of the contacts list if you would like to see them all.

How do we add/change Access Controllers?

Access Controllersare the only users that can add or remove the access control permission within SAM. All organisations must have at least one active Access Controller.

What is the difference between our Organisation Authority and the Access Controller?

Currently your organisation may have an Organisation Authority;whoapproves or denies access via eBusiness to FAC and SAM. The Access Controller is a new role that manages the permissions of users once access to FAC and SAM has been applied. Your Organisation Authority may also be your Access Controller.

How do we update details?

To update user details or permissions users will need to contact their organisation Access Controller. Access Controllers can update user information by clicking into their row in the SAM contact tab.

How do I know what access I have?

On accessing SAM locate and view your contact row. This will show ticks in each permission field that you have. Hovering over the permissions will bring up a label with a brief description of the access provided.

If an Access Controller changes a user’s permissions does it impact any other organisations they are a part of? (Multi organisation users only)

Permissions are unique per organisation. Your permissions may vary depending on what your AccessController has allocated to you in each of your organisations.

What happens when we change a user’s permissions?

The user will either gain or lose access based on whether a permission is added or removed. Changing permissions will generate a system email notifying the user of the change. The Access Controller is also notified of the change.

Changes to the Service Agreement Module

The first change you will notice when logging into SAM is the initial landing page is the organisation tab, previously this was the agreements tab.

Once you select your organisation via the blue hyperlink you will see the contacts list, a new default sort has been added which shows all active users prior to those with a status of old.

A User ID column has been added to the contacts tab. This field is read-only for all users in SAM and is populated by the Department when a user is approved access to the Funded Agency Channel.

A new column has been added titled ‘Access Controller’. Users with this checked have the ability to edit the seven new permissions that have been added to the user contacts row. The permissions are detailed in the table below which shows the tabs and reports that each permission controls.

The ‘Edit’ button has now been removed. Any editing or updating of details can be completed by your organisation’s Access Controller and this will now be done by the Access Controller clicking into the users contact row, updating details and saving.

A new checkbox has been added to your organisation details area called ‘Grant all permissions to allusers’. If this checkbox is ticked then all of your organisation’s active users have full permissions to viewall tabsand reports in SAM andMy Agency. If the ‘Grant all permissions to all users’ is not ticked then your user permissions will be editable by an Access Controller.

Permission / Associated tabs in SAM / Associated reports in My Agency
Financial / Current agreements
Old agreements
Invoices
Contracts / Current financial year reports
Old version reports
Structured reports
Performance / Acquittal / Service delivery tracking
Contact / Contacts / User details
Location / Locations / None
Compliance / Compliance / Compliance reports
DTR view / Desktop Review / None
RIS / RIS client data / Client specific funding reports

Using this guide

This document includes information on the actions an Access Controllercan take in the Service Agreement Module.

It provides guidance to:

•Navigate to the contacts tab to edit personal information

•Update and maintain user permissions

•Select the option to grant all permissions to all users

A red box outline in each screenshot of this guide will identify the area you need to select, action or note. In the example screenshot below, the organisation name is being identified for selection.

Figure 1: Example screenshot

Registration for My Agency

My Agency is the secure area of the Funded Agency Channel (FAC) website where registered users from organisations can access funding and payment information about their Service agreement.

If you require access to FAC and/or are not a registered user, please refer to Accessing My Agency section of FAC <

Updating user details and permissions in SAM

Navigate to the Service Agreement Module

  1. Log into My Agency (via eBusiness). From the My Agency page, select: Service Agreement Module [External Link]

Figure 2: Screenshot of Service Agreement Module link

  1. A new window will open and the Service Agreement Module (SAM) will display. The Organisations tab at the top of the screen will default

Navigate to the Organisation Contacts tab

  1. Select the hyperlink (blue text) with the name of your organisation.

Figure 3: Screenshot of link to organisation name

  1. The Organisations screen will open with a series of lower level tabs below the grey section. This will default to the Contacts tab.

Figure 4: Screenshot of Contacts tab

Edit a user’s details

  1. If you would like to edit an employee’s details you will need to select their user row by clicking the arrow on the far left side.

Figure 5: Screenshot of selecting the users contact row

  1. Once you have selected the user row all of the fields will become editable, you can now make your changes and save.

Figure 6: Screenshot of editable details and the save button

Edit a user’s permissions

  1. If you are would like to edit an employee’s permissions you will need to select their user row by clicking the arrow on the far left side.

Figure 7: Screenshot of selecting the users contact row

  1. The newly added permissions are located on the right half to the contacts screen.

Figure 8: Screenshot of the access controller column and thenew permissions

  1. Once you have selected the user row all of the fields will become editable, you can now update the user permissions or add new Access Controllers and save.

Figure 9: Screenshot of editable permission fields and the save button

Enabling the Grant all standard permissions to all users option

  1. The ‘Grant all permissions to all users’ option will provide your current users with all of the available permissions in SAM and FAC. Any users added after this option is enabled will also have the full permissions.

Figure 10: Screenshot of the ‘Grant all permissions to all users’ checkbox and save button

  1. Once the ‘Grant all permissions to all users’ option is selected and saved the permissions will lock so they are no longer editable. This option can be deselected at any time by an Access Controller.

Figure 11: Screenshot of the non-editable permission fields

More information

For more information about the introduction of role based security to the Service Agreement Module you can contact the Funded Agency Channel helpdesk on 1300 799 470 (select support option 1, then select option 5) or email us

To receive this publication in an accessible format, email: the Funded Agency >
Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne.
© State of Victoria, Department of Health and Human Services, April 2017.

HowtocompleteyourSACCin SAM1