6th Annual Focus Users’ Conference Profiles and User Permissions Presented by: Josh Mostyn Purpose Focus allows permission setup by profile or user to protect data and enable schools and districts to observe HIPPA and FERPA guidelines in restricting access to student data. For example, some fields in student records are considered classified, which could restrict some users from seeing sensitive data like 504, DOP, or ESE status. What we are covering in this session User Information Setting Up Profiles Add a User User Permissions Mass Assign User Information Assigning Multiple Roles to a User Overview • • • • • • User Information You are able to search by Search Screen Or User List User Information Purpose: User Info The User Info screen provides a way for schools and districts to search for Users and view their User records. From the User Info screen, there are two ways to search for Users: the Focus search screen and the User List. Once a User is selected, administrators can view their records, or complete tasks for the User, or login to Focus as the User. Search By User Profile User Information List displays by profile Search By User List User Information Adding a Profile Add A Profile • Profiles can be added and permissions can be customized for the specific role, like Principal, Dean, Attendance Clerk, Data Clerk. • Additional list can be added for Roles, attendance, discipline, enrollment, report cards, etc. Duplicate Profile Focus has the ability to duplicate profiles for profiles that would have the same permissions or similar permissions. A profile can be duplicated and renamed, tweaks to the permissions can also be done for the “new” duplicate profile. Duplicate Profile 1. 2. 3. 4. Adding A User Adding a User Nightly Import for Users File Nightly Import • Focus sets up a Nightly Import of the Users File that is set up similar to a Managed Integration. • User File is supplied to Focus • Any changes to the Users File will be Uploaded to Focus with the Nightly Import to update Users information Setting Up User Permissions User Permissions Individual profiles and permissions can be changed to override default profile settings. Additional User tabs can be created by the district. Focus requires the fields for State Reporting and Highly Qualified License Status. Assigning Multiple Roles to a User Allows multiple roles/permissions to be added to a user either permanently or temporarily Assigning Multiple Roles Select Profile from Users List 1. 2. 3. Select User, click Attach Assigning Multiple Assigning Multiple Roles to a User Users with Multiple Roles Multiple Roles Users with Multiple Roles will have their User Profiles in a drop down. This way they Can select the correct profile for what task They need to complete. Selecting Profiles Users with Multiple Roles Multiple Roles Often a user needs different permissions temporarily, during registration a Data Tech may assist during the first few weeks for example. In the example above Nash Buckley can log in under his primary profile a a Data Tech or switch to System Administrator when expanded permissions are needed 6.0.X vs 7.0 Profiles New in 7.0 With 6.0.X User was assigned to one profile Additional accounts for the user could be created and then attached to the existing user OR a generic account could be created and then attached as a secondary profile to a user to provide additional rights With 7.0 User will have a logging field similar to enrollment where profiles can be added Profiles can be unique to the user by school/location Each profile assigned can have its own start and end date The user is now just a single user with multiple profiles attached Audit purposes – the user is a single user with one id for the audit trail The user will not have to use the pull-down to toggle between roles Transitioning from 6.0.X to 7.0 Current profile(s) will transfer as they currently exist New in 7.0 New in 7.0 Existing functionality still exists Additional users can be attached and then accessed through the pull-down toggle This still needs to be used for Teacher and Parent profiles because of the different type of permissions these profiles have from the admin profile New in 7.0 New in 7.0 When adding the additional profiles/roles to the user account multiple schools can be selected for a profile record. Multiple profiles can be assigned on a single record. For ease of review/readability and adjustment– place one profile per line. If multiple profiles are on the same line then the start and end date for all profiles on that record will need to be the same. The dates determine when that functionality will be available to the user. The user will not need to change roles to see this functionality (start or end) – it will become part of their permissions. Coming this Spring in 7.2 If a district choses the following will be available options: New in 7.0 The user requests rights to a profile The profile is linked to a Focus University Course The school-based admin approves this profile for the user Once the user takes and successfully passed the Focus University Course the profile will be added to the user 6.0.X vs 7.0 User Permissions New in 7.0 With 6.0.X User Permissions were stored as exceptions – what changes were made to the profile and the exceptions were stored in user_exceptions table With 7.0 User Permissions allow users to be granted additional rights – changes will now be stored in User_permissions table and stored as positives instead of exceptions – what additional rights are we granting the user New in 7.0 – User Permissions New in 7.0 User Permissions apply to the USER and not the the profiles assigned to the user. If Permissions are granted here they are tied to the USER and not to one of the attached Profile – ending a profile will not impact these permissions Permissions have been divided into sections by: Module Custom student field User custom fields 6th Annual Focus Users’ Conference Any Questions? Thank You Please be sure to complete the comment card for this session and enjoy the rest of the Users’ Conference!