DOC005_Admin_Portal_FDS.docx

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MAINTENANCE/OPERATIONS SERVICES FOR WV PATH
Solicitation number
CRFP 0511 HHR2600000001 5
Issued by
Kanawha County, West Virginia

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Written by GovTribe AI ·

Summary

This is a Functional Design Specification (FDS) document for the Admin Portal component of the West Virginia PATH (Publicly Available Technology Help) system, developed by Optum under Contract #CRFP 0511 HHR1700000004. The document, version 0.08 dated July 17, 2024, provides comprehensive technical specifications for administrative functionality enabling authorized administrators to manage WV PATH user access and system operations. The Admin Portal encompasses six primary functional modules: Dashboard, Admin Messages, User Access, Access Management, Broadcast, and Work Assignment Rules. Key administrative capabilities include user profile management with role and organization assignments, creation and modification of user roles with associated entitlements, organization hierarchy and attribute management, county administration, user access request review and approval workflows, system-wide broadcast messaging, workload rule configuration, and bulk data export functionality to Microsoft Excel. The system utilizes Single Sign-On (SSO) authentication via Optum GovID and integrates with Salesforce for provider agency licensing and management, with dashboard displays tracking Salesforce license allocation and usage metrics.

The Admin Portal facilitates comprehensive access management through multiple administrative functions including user invitation workflows for new system members via both individual and bulk upload methods, user status tracking with inactive role history and reactivation capabilities, detailed user history logging for login activity, status changes, and role modifications over specified periods, and audit trail maintenance through timestamped comment documentation. The system maintains role-based access control restricting portal access to users with Administrator designation and provides export capabilities for user roles, role-entitlement mappings, master entitlements, role change history, organizational attributes, and invitation status tracking. Organizations are configurable with multiple attributes, benefit program associations, hours of operation, workload distribution rules, and primary user assignments. The specification includes detailed business rules, field definitions, screen layouts, action/navigation controls, and error handling protocols across all administrative functions, supporting the state's integrated eligibility system for multiple benefit programs including Child Care Assistance (CCA) and Family Assistance (FA).

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File Type Posted
PATH M&O RFP Appendix (3).pdf PDF
DOC003_DEL-046_Interface_Inventory_CS (1).xlsx XLSX spreadsheet
DOC003_DEL046-Interface Inventory CW (2).xlsx XLSX spreadsheet
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PLEASE READ-INSTRUCTIONS TO VENDORS.pdf PDF
DOC004_D044_D045_Correspondence_Inventory_FA.xlsx XLSX spreadsheet
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DOC002_CW D043 Reports Inventory.xlsb XLSB spreadsheet
FederalFundsContractClauseAddendum (5).pdf PDF
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DOC004_D044_D045_Correspondence_Inventory_CC.xlsx XLSX spreadsheet
CRFP HHR2600000001_Solicitation Documents.pdf PDF
DOC001_WV 2022 MITA_SS-A AU Report_Final (2).pdf PDF
DOC002_FA D043 Reports Inventory (3).xlsx XLSX spreadsheet
DOC004_D044_D045_Correspondence_Inventory_CS.xlsx XLSX spreadsheet
Final_CRFP_0511_HHR2600000001_1_WV_CRFP_FORM.PDF PDF
DOC002_CS D043 Reports Inventory for Design Validation (2).xlsx XLSX spreadsheet
Addendum 1.pdf PDF
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Functional Design Specification Document

Admin Portal

Version 0.08

CONTRACT# CRFP 0511 HHR1700000004

Review and Revision History
Date
Version
Revised By
Reason for Revision
03/19/2021
0.01
Optum Dev
Draft
05/06/2021
0.02
Optum Dev
Updates
05/19/2021
0.03
Optum PMO
PMO Review
04/01/2023
0.04
Optum PMO/BA
Updates based on State/State PMO comments
08/08/2023
0.05
Optum PMO/ BA
Updates based on SPMO comments
08/16/2023
0.06
Optum PMO
PMO review
06/06/2024
0.07
Optum PMO
Updates based on comments
07/17/2024
0.08
Optum PMO
Update to date character count

Table of Contents

1.Admin Portal Introduction10
1.1.Admin Portal Overview10
2.Functionality11
2.1.Header11
2.2.Footer11
2.3.Dashboard12
2.4.Admin Messages & User Access14
2.4.1.Admin Messages14
2.4.2.User Access17
2.5.Access Management26
2.5.1.Users26
2.5.2.Roles43
2.5.3.Entitlements53
2.5.4.Organization55
2.5.5.Attributes70
2.5.6.Counties72
2.5.7.Exports76
2.5.8.Invitation85
2.6.Broadcast108
2.7.Work Assignment Rules111
3.Error Codes and Description112
4.Requirements113
5.Acronyms119

Table of Figures

Figure 1: Footer12
Figure 2: SSO Link / Salesforce License12
Figure 3: Dashboard broadcast messages13
Figure 4: Admin Message List screen15
Figure 5: User Access process flow19
Figure 6: User Access screen19
Figure 7: User Access detail screen21
Figure 8: Access Management26
Figure 9: Users26
Figure 10: User search screen27
Figure 11: User detail screen29
Figure 12: Access Management – Inactive Roles33
Figure 13: Access Management – History35
Figure 14: Access Management – History37
Figure 15: Access Management – Office Information39
Figure 16: Access Management – Additional Information40
Figure 17: Access Management – Comments42
Figure 18: Roles43
Figure 19: Access Management – Roles List44
Figure 20: Access Management – Roles – Create / Edit Roles Screen46
Figure 21: Access Management – Roles – Create / Edit Roles – Role Information Screen47
Figure 22: Access Management – Roles – Create / Edit Roles – Entitlements Screen49
Figure 23: Access Management – Roles – Create / Edit Roles – Entitlements Screen51
Figure 24: Access Management – Roles – Create / Edit Roles – Create Role Screen52
Figure 25: Entitlements53
Figure 26: Access Management – Entitlements Screen54
Figure 27: Organization56
Figure 28: Access Management – Organizations Screen57
Figure 29: Access Management – Organizations Detail Screen59
Figure 30: Access Management – Organizations Details – Organization Hierarchy Accordion61
Figure 31: Access Management – Organizations Details – Organization Children Accordion62
Figure 32: Access Management – Organizations Details – Organization Attributes Accordion62
Figure 33: Access Management – Organizations Details – Organization Details Accordion64
Figure 34: Access Management – Organizations Details – Hours of Operation Accordion66
Figure 35: Access Management – Organizations Details – Workload Rules – Screen67
Figure 36: Access Management – Organizations Details – History – Screen68
Figure 37: Access Management – Organizations Details – Primary User Accordion69
Figure 38: Access Management – Attributes Screen71
Figure 39: Counties72
Figure 40: Access Management – Counties Search Screen73
Figure 41: Access Management – Counties – County Detail Screen74
Figure 42: Exports76
Figure 43: Access Management – Export – User/Role Export Screen76
Figure 44: Access Management – Export – Role/Entitlement Screen78
Figure 45: Master Entitlement export screen80
Figure 46: Role Change History Screen81
Figure 47: Attributes Screen82
Figure 48: Export Invitations84
Figure 49: Invitation86
Figure 50: View All Invitations Screen87
Figure 51: View Single Invitation89
Figure 52: Cancel Invitation90
Figure 53: Cancel Invitation Confirm91
Figure 54: Re send invitation screen91
Figure 55: Confirm Invite re send screen93
Figure 56: Send single invitation screen 195
Figure 57: User Access Link Popup96
Figure 58: Send single invitation screen 298
Figure 59: Send single invitation screen 3100
Figure 60: Bulk Invite screen102
Figure 61: Bulk file info screen104
Figure 62: Bulk Invitation status screen106
Figure 63: Broadcast108
Figure 64: Broadcast screen109

Table of Tables

Table 1: Header – Screen Rules11
Table 2: Header – Action/Navigation11
Table 3: Header – Screen Fields11
Table 4: SSO Link / Salesforce License Screen Rules – Screen Rules12
Table 5: SSO Link / Salesforce License Screen Rules –Active / Navigation13
Table 6: SSO Link / Salesforce License – Screen Fields13
Table 7: Broadcast Messages – Business Rules14
Table 8: Broadcast Messages – Action/Navigation14
Table 9: Broadcast Messages – Screen Fields14
Table 10: Admin Message List screen – Business rules16
Table 11: Admin message list: Action/Navigation16
Table 12: Admin message list – Action/Navigation17
Table 13: User access List screen – Business rules20
Table 14: User access list - Action/Navigation20
Table 15: User access list – Screen Fields20
Table 16: User access detail screen – Business rules22
Table 17: User access detail: Action/Navigation23
Table 18: User access request details – Screen Fields23
Table 19: User search screen – Business Rules27
Table 20: User search screen – Action/Navigation27
Table 21: User search screen – Screen Fields28
Table 22: User detail screen – Business Rules29
Table 23: User detail screen – Action/Navigation29
Table 24: User detail screen – Screen Fields30
Table 25: User detail screen – Business Rules32
Table 26: User detail screen – Action/Navigation32
Table 27: User detail screen – Screen Fields32
Table 28: Access Management – Inactive Roles – Business Rules33
Table 29: Access Management – Inactive Roles – Action/Navigation33
Table 30: Access Management – Inactive Roles – Screen Fields34
Table 31: Access Management – History – Business Rules35
Table 32: Access Management – History – Action/Navigation35
Table 33: Access Management – History – Screen Fields35
Table 34: Access Management – History – Business Rules37
Table 35: Access Management – History – Action/Navigation37
Table 36: Access Management – History – Screen Fields38
Table 37: User detail screen – Business Rules39
Table 38: User detail screen – Action/Navigation39
Table 39: User detail screen – Screen Fields39
Table 40: Access Management – Additional Information – Business Rules41
Table 41: Access Management – Additional Information – Action/Navigation41
Table 42: Access Management – Additional Information – Screen Fields41
Table 43: Access Management – Comments – Business Rules42
Table 44: Access Management – Comments – Action/Navigation42
Table 45: Access Management – Comments – Screen Fields43
Table 46: Access Management – Roles List – Business Rules45
Table 47: Access Management – Roles List – Action/Navigation45
Table 48: Access Management – Roles List – Screen Fields45
Table 49: Access Management – Roles – Create / Edit Roles – Business Rules46
Table 50: Access Management – Roles – Create / Edit Roles – Action/Navigation46
Table 51: Access Management – Roles – Create / Edit Roles – Screen Fields46
Table 52: Access Management – Roles – Create / Edit Roles – Role Information – Business Rules47
Table 53: Access Management – Roles – Create / Edit Roles – Role Information – Action/Navigation48
Table 54: Access Management – Roles – Create / Edit Roles – Role Information – Screen Fields48
Table 55: Access Management – Roles – Create / Edit Roles – Entitlements – Business Rules50
Table 56: Access Management – Roles – Create / Edit Roles – Entitlements – Action/Navigation50
Table 57: Access Management – Roles – Create / Edit Roles – Entitlements – Screen Fields51
Table 58: Access Management – Roles – Create / Edit Roles – Entitlements – Business Rules51
Table 59: Access Management – Roles – Create / Edit Roles – Entitlements – Action/Navigation51
Table 60: Access Management – Roles – Create / Edit Roles – Entitlements – Screen Fields51
Table 61: Access Management – Roles – Create / Edit Roles – Create Role – Business Rules52
Table 62: Access Management – Roles – Create / Edit Roles – Create Role – Action/Navigation52
Table 63: Access Management – Roles – Create / Edit Roles – Create Role – Screen Fields53
Table 64: Access Management – Entitlements – Business Rules54
Table 65: Access Management – Entitlements – Action/Navigation54
Table 66: Access Management – Entitlements – Screen Fields55
Table 67: Access Management – Organizations – Business Rules57
Table 68: Access Management – Organizations – Action/Navigation57
Table 69: Access Management – Organizations – Screen Fields58
Table 70: Access Management – Organizations Detail – Business Rules59
Table 71: Access Management – Organizations Detail – Action/Navigation60
Table 72: Access Management – Organizations Detail – Screen Fields60
Table 73: Access Management – Organizations Details – Organization Attributes Accordion – Business Rules62
Table 74: Access Management – Organizations Details – Organization Attributes Accordion – Action/Navigation62
Table 75: Access Management – Organizations Details – Organization Attributes Accordion – Screen Fields63
Table 76: Access Management – Organizations Details – Organization Details Accordion – Business Rules65
Table 77: Access Management – Organizations Details – Organization Attributes Accordion – Action/Navigation65
Table 78: Access Management – Organizations Details – Organization Details Accordion – Screen Fields65
Table 79: Access Management – Organizations Details – Hours of Operation – Business Rules66
Table 80: Access Management – Organizations Details – Hours of Operation – Action/Navigation66
Table 81: Access Management – Organizations Details – Hours of Operation – Screen Fields67
Table 82: Access Management – Organizations Details – Workload Rules – Business Rules67
Table 83: Access Management – Organizations Details – Workload Rules – Action/Navigation68
Table 84: Access Management – Organizations Details – Workload Rules – Screen Fields68
Table 85: Access Management – Organizations Details – History – Business Rules68
Table 86: Access Management – Organizations Details – History – Action/Navigation69
Table 87: Access Management – Organizations Details – History – Screen Fields69
Table 88: Access Management – Organizations Details – Business Rules70
Table 89: Access Management – Organizations Details – Action/Navigation70
Table 90: Access Management – Organizations Details – Screen Fields70
Table 91: Access Management – Attributes – Business Rules71
Table 92: Access Management – Attributes – Action/Navigation71
Table 93: Access Management – Attributes – Screen Fields71
Table 94: Access Management – Counties Search – Business Rules73
Table 95: Access Management – Counties Search – Action/Navigation73
Table 96: Access Management – Counties Search – Screen Fields74
Table 97: Access Management – Counties – County Detail – Business Rules75
Table 98: Access Management – Counties – County Detail – Action/Navigation75
Table 99: Access Management – Counties – County Detail – Screen Fields75
Table 100: User/Role export screen – Business Rules77
Table 101: User/Role export screen – Action/Navigation77
Table 102: User/Role export screen – Screen Fields77
Table 103: Role/Entitlement screen – Business Rules79
Table 104: Role/Entitlement screen – Action/Navigation79
Table 105: Role/Entitlement screen – Screen Fields79
Table 106: Master Entitlement export screen – Business Rules80
Table 107: Master Entitlement export screen – Action/Navigation81
Table 108: Master Entitlement export screen – Screen Fields81
Table 109: Role Change History – Business Rules82
Table 110: Role Change History – Action/Navigation82
Table 111: Role Change History – Screen Fields82
Table 112: Attributes – Business Rules83
Table 113: Attributes – Action/Navigation83
Table 114: Attributes – Search Screen Fields83
Table 115: Export Invitations – Business Rules84
Table 116: Export Invitation – Action/Navigation84
Table 117: Export Invitation – Screen Fields85
Table 118: View All Invitations – Business Rules88
Table 119: View All Invitations – Action/Navigation88
Table 120: View All Invitations – Screen Fields88
Table 121: View Single Invitation – Action/Navigation89
Table 122: View Single Invitation – Screen Fields90
Table 123: Cancel Invitation – Action/Navigation90
Table 124: Cancel Invitation Confirm – Action/Navigation91
Table 125: Re send invitation screen – Business Rules92
Table 126: Re send invitation screen – Action/Navigation92
Table 127: Re send invitation screen – Screen Fields92
Table 128: Confirm Invite re send screen – Business Rules93
Table 129: Confirm Invite re send screen – Action/Navigation94
Table 130: Confirm Invite re send screen – Screen Fields94
Table 131: Send single invitation screen 1 – Business Rules95
Table 132: Send single invitation screen 1 – Action/Navigation95
Table 133: Send single invitation screen 1 – Screen Fields96
Table 134: User Access Link Popup – Business Rules97
Table 135: User Access Link Popup – Action/Navigation97
Table 136: User Access Link Popup – Screen Fields97
Table 137: Send single invitation screen 2 – Business Rules98
Table 138: Send single invitation screen 2 – Action/Navigation99
Table 139: Send single invitation screen 2 – Screen Fields99
Table 140: Send single invitation screen 3 – Business Rules100
Table 141: Send single invitation screen 3 – Action/Navigation100
Table 142: Send single invitation screen 3 – Screen Fields101
Table 143: Bulk Invite export screen – Business Rules103
Table 144: Bulk Invite screen – Action/Navigation103
Table 145: Bulk Invite screen – Screen Fields103
Table 146: Bulk file info screen – Business Rules104
Table 147: Bulk file info screen – Action/Navigation104
Table 148: Bulk file info screen – Screen Fields105
Table 149: Bulk Invitation status screen – Business Rules106
Table 150: Bulk Invitation status screen – Action/Navigation106
Table 151: Bulk Invitation status screen – Screen Fields107
Table 152: Broadcast screen – Business Rules109
Table 153: Broadcast screen – Action/Navigation110
Table 154: Broadcast screen – Screen Fields110

1. Admin Portal Introduction

1.1. Admin Portal Overview

Admin Portal is the webpage for the Administrators of WV PATH users to perform admin related activities.

Admin Portal has one role as “Administrator” for access. Users either have access to Admin Portal or they do not.

To access Admin Portal, users will need to complete the Optum GovID sign in process.

Admin Portal is made up of the following Functional Modules:

· Dashboard

· Admin Messages

· User Access

· Access Management

· Broadcast

· Work Assignment Rules

2. Functionality

2.1. Header

The Header remains constant during navigation through all the Admin Portal webpages. Signed-in user’s name will display in the header. The Header contains the following functionality:

· Print page capabilities

· Allows the user to print the current page.

· Sign Out

· Allows the user to sign out of Admin Portal Header

PLACE HOLDER FOR SCREEN SHOT

Table 1: Header – Screen Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):

Table 2: Header – Action/Navigation

Label
Type
On Click Action/Navigation
Sign Out
Link
User is signed out of the portal
Print
Button
Prints the current page as displayed

Table 3: Header – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Issued
Number of assigned licenses
N/A
T
N/A
N/A
N/A
Available
Number of unassigned licenses
N/A
T
N/A
N/A
N/A

2.2. Footer

Footer remains consistent as the user navigates through the portal. Please see Common Landing Portal FDS for more information on the footer.

NOTE: FAQs are not included in Admin Portal

Figure 1: Footer

2.3. Dashboard

Dashboard is the Landing Page/Homepage of Admin Portal and is made of three main functions.

· User can navigate back to the Common Landing Portal (CLP) by clicking on “SSO to Common Landing Page” button.

· Salesforce is used for Provider Agency PATH to license and manage Child Care Providers. Salesforce License Usage chart displays how many Salesforce licenses are currently issued and how many are available. These two numbers total up to the number of Salesforce licenses allocated to the system:

· Issued: Displays the number of licenses that are directly assigned to a user

· Available: Displays the number of licenses that are available for user assignment

· Any Broadcast Messages that have been sent to Admin Portal users will be displayed. For more information, please see Broadcast Message section.

Figure 2: SSO Link / Salesforce License

Table 4: SSO Link / Salesforce License Screen Rules – Screen Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):
N/A

Table 5: SSO Link / Salesforce License Screen Rules –Active / Navigation

Label
Type
On Click Action/Navigation
SSO to Common Landing Page
Link
Returns the user to Common Landing Portal

Table 6: SSO Link / Salesforce License – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Issued
Number of assigned licenses
N/A
T
N/A
N/A
N/A
Available
Number of unassigned licenses
N/A
T
N/A
N/A
N/A

Figure 3: Dashboard broadcast messages

Table 7: Broadcast Messages – Business Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):
BPM-P0017_Admin Portal

Table 8: Broadcast Messages – Action/Navigation

Label
Type
On Click Action/Navigation
Dismiss
Button
Dismisses the message

Table 9: Broadcast Messages – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal

N/A

2.4. Admin Messages & User Access

2.4.1. Admin Messages

Admin messages tab has a dual purpose where the Admin can “Set Message” for themselves and use the Message List to capture the Actionable user access requests meaning the user access requests with an “Action Taken” field set to “Pending/More Info.”

Set Message Action button is found on the top right corner of the Message List screen. When the admin clicks on the “Set Message”, a message float pop-up opens. Admin can provide the Start Date, Description, Type (Informational/Actionable), Reason & Action Needed. An Admin will be able to view the existing messages in Message List.

Admin Message is used as a Reminder or communication among the administrators. An example message might be, “ I need to Approve a request/create role by this time;” or to a coworker “Don’t Approve this Request just yet as I am waiting on XYZ.” Only the description of a message can be edited once a message is set.

The incoming user access request from CLP are notified to admin through the Message list. The Message list grid holds only the new incoming user access request that are populated with the field Action Taken is “Pending” and the ones where Action Taken is “More Info Required.” The requests with Action Taken= “Approved/Denied” are moved to user access request tab and the history is maintained there.

Figure 4: Admin Message List screen

Table 10: Admin Message List screen – Business rules

No.
Business Rule Description
Execution Event
1
On clicking the Set message button, user can create an admin message
Set message
2
On clicking Cancel button, user can cancel the changes.
Cancel
3
Clears Search inputs and resets table data.
Clear
4
Searches given input criteria.
Search
BPM Number(s):
BPM-P0017_Admin Portal

Table 11: Admin message list: Action/Navigation

Label
Type
On Click Action/Navigation
Clear
Button
Clears Search inputs and resets table data
Search
Button
Searches given input criteria
Set message
Button
Set Admin message
Cancel
Button
Discards changes and go back to send invites screen
Submit
Button
Creates message to Message List

c Table 12: Admin message list – Action/Navigation

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Reason
Dropdown
N/A
F
User Access
No
N/A
Description
Text field
26
F
User Access
No
N/A
Start Date
Date field
8
F
User Access
No
N/A
Action Taken
Dropdown
N/A
F
User Access
No
N/A
Access Type
Drop Down
N/A
F
User Access
No
N/A
State Date
Date Field
8
F
User Access
Yes
N/A
End Date
Date Field
8
F
User Access
Yes
N/A
Description
Text Field
26
F
User Access
Yes
N/A
Type
Drop Down
N/A
F
User Access
Yes
N/A
Reason
Drop Down
N/A
F
User Access
Yes
N/A
Action Needed
Drop Down
N/A
F
User Access
Yes
N/A
Action
Link
N/A
F
User Access
No
N/A
Type
Display Text
N/A
T
User Access
No
N/A
Reason
Display Text
N/A
T
User Access
No
N/A
Description
Display Text
N/A
T
User Access
No
N/A
Start Date
Display Text
N/A
T
User Access
No
N/A
End Date
Display Text
N/A
T
User Access
No
N/A
Submit Date
Display Text
N/A
T
User Access
No
N/A
Access Type
Display Text
N/A
T
User Access
No
N/A
Action Taken
Display Text
N/A
T
User Access
No
N/A

2.4.2. User Access

User Access Request is a shared component between the CLP and Admin Portal. Though the back end is the same, the front-end functionality, such as the screen and user actions, is restricted by the portal. User Access tab in Admin portal stores all the user access request that the admin receives and is sorted chronological with the latest to the oldest access request. The admin is able to view the user access request form and decide if a request should be Approved/Denied/Request for more information. When a new access request comes into Admin portal from the CLP portal it is notified to the Admin via the messages tab which will be elaborated in the messages section. Additionally, for the overall flow of the User Access Request the following process flow diagram can be referred.

Functionality in Admin Portal: The major distinction in functionality between the user access request forms between Admin Portal and CLP portal is, in Admin portal, an admin cannot create “New User Access Request.” An admin can only view/edit/delete the forms that are filled in with the required details, submitted from CLP portal and are in open status. However, if an access request is in closed status a requestor can only view the form. An admin can Approve/Deny a request and can also request for additional info from the requestor. Additionally, an admin can add comments to the request. When the Admin clicks on submit with the Action Taken field set to a value of “Approve/Denied/More Info.” An email is then sent to the requestor with a link to the form, decision, and comments provided by the admin. Comments are not required to always be written by the admin.

Functionality in CLP Portal: As already mentioned, though the framework is shared by CLP and Admin portal, the working of user access request in CLP is different from that of Admin portal. When the user in CLP portal clicks on the User access tab the system shall take the user to the User Access list pertaining to the particular user. A user shall find the “New User Access Form ” button on the upper right corner of the User Access list screen. User Access List allows the user to View/Edit/Delete an existing user access requested by the particular user in the pending status and will only be able to view a request in Closed Status.

A user shall be able to request for New User Access/ Update Existing User Access/ Remove Existing user access by clicking on the “New User Access Form” button. The system shall take the user to the form where the requestor needs to fill in the details that are required and are identified with an asterisk. The user has the option to Save the form in draft version, cancel it or submit the form. Once the user submits the form it gets populated in the Admin portal to be reviewed by the Admin to provide the required access.

Figure 5: User Access process flow

Figure 6: User Access screen

Table 13: User access List screen – Business rules

No.
Business Rule Description
Execution Event
1
On clicking the New User Access Form button, user can create new access request
New User Access Form
2
On clicking the View/Edit button, user can view and edit the existing user access request
View/Edit
3
On clicking the Delete button, user can delete an existing user access request
Delete
BPM Number(s):
BPM-P0017_Admin Portal

Table 14: User access list - Action/Navigation

Label
Type
On Click Action/Navigation
Search
Button
Allows to search for a User Access Request form
Clear
Button
Allows to clear the fields in search criteria

Table 15: User access list – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Access
Dropdown
N/A
T
User Access
No
N/A
Name
Text
100
T
User Access
No
N/A
Start date
Date Field
8
T
User Access
No
N/A
Submit date
Date Field
8
T
User Access
No
N/A
Action
Column Header
N/A
T
User Access
N/A
N/A
Access
Column Header
N/A
T
User Access
N/A
N/A
Name
Column Header
N/A
T
User Access
N/A
N/A
Start Date
Column Header
N/A
T
User Access
N/A
N/A
Submit Date
Column Header
N/A
T
User Access
N/A
N/A
Status
Column Header
N/A
T
User Access
N/A
N/A
View/Edit
Link
N/A
F
User Access
No
N/A
Delete
Link
N/A
F
User Access
No
N/A

Figure 7: User Access detail screen

Table 16: User access detail screen – Business rules

No.
Business Rule Description
Execution Event
1
On clicking the Save button, user can save an access request changes. Applicable only for CLP User Access Request
Save
2
On clicking the cancel button, user can cancel the unsaved changes for an access request
Cancel
3
On clicking Back to Access List button, user can navigate back to a screen where access request list is populated
Back to Access List
4
On clicking the Submit button, In CLP user can send the form to Admin for Review. In Admin Portal, on click of submit button a decision is made on the Access Request form and Emails are sent to the requestor
Submit
5
Additional Information Required Information is dynamic based on the Business and Role that was requested.
Line of Business
BPM Number(s):
n/a

Table 17: User access detail: Action/Navigation

Label
Type
On Click Action/Navigation
Back to User Access List
Button
Navigates back to User Access View
Cancel
Button
Clears and cancels unsaved changes
Save
Button
Saves data to Database via underlying service

Table 18: User access request details – Screen Fields

Display Name
Type
Database Attribute Name
Field Size
Read Only
Domain
Required
Federal
First Name
Text field
USER_ACCESS_REQUEST.FIRST_NAME
26
T
USER_ACCESS_REQUEST
Yes
N/A
Last Name
Text field
USER_ACCESS_REQUEST.LAST_NAME
26
T
USER_ACCESS_REQUEST
Yes
N/A
Email Address
Text field
USER_ACCESS_REQUEST.EMAIL
255
T
USER_ACCESS_REQUEST
Yes
N/A
Network ID
Text Field
USER_ACCESS_REQUEST.NETWORK_ID
7
T
USER_ACCESS_REQUEST
Yes
N/A
New or Existing User
Drop Down
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Type of Change
Drop Down
N/A
T
USER_ACCESS_REQUEST
Conditional
N/A
Roles
Header
N/A
N/A
T
N/A
N/A
N/A
Access
Dropdown
USER_ACCESS_REQUEST.TYPE
N/A
T
USER_ACCESS_REQUEST
Yes
N/A

Start Date

Date field
USER_ACCES_REQ_ROLE_MAPPING.START_DATE
8
T
USER_ACCESS_REQUEST
Yes
N/A
Line of Business
Drop Down
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Role
Drop down (Roles present dbo.ROLE table)
ROLE.NAME
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Organization
Drop down (Organization present in dbo.Organization table)
ORGANIZATION.ORG_NM
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Region
Display Text
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Worker Information
Header
N/A
N/A
N/A
USER_ACCESS_REQUEST
N/A
N/A
First Name
Display Text
N/A
T
USER_ACCESS_REQUEST
Dynamic
N/A
Last Name
Display Text
N/A
T
USER_ACCESS_REQUEST
Dynamic
N/A
Email Address
Display Text
N/A
T
USER_ACCESS_REQUEST
Dynamic
N/A
Office Information
Header
N/A
N/A
N/A
USER_ACCESS_REQUEST
N/A
N/A
Address Line 1
Display Text
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Address Line 2
Display Text
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
City
Display Text
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
State
Display Text
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Zip
Display Text
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Zip Ext
Display Text
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Phone
Display Text
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Phone Ext
Display Text
N/A
T
USER_ACCESS_REQUEST
Yes
N/A
Additional Information
Header
N/A
N/A
N/A
USER_ACCESS_REQUEST
N/A
N/A
Agency/Bureau (optional)
Display Text
USER_ACCESS_REQUEST. AGENCY_BUREAU_NM
255
T
USER_ACCESS_REQUEST
No
N/A
Job Title
Drop down
USER_ACCESS_REQUEST.JOB_TITLE
N/A
T
USER_ACCESS_REQUEST
Dynamic
N/A
Primary County
Drop down
USER_ACCESS_REQUEST.PRIMARY_COUNTY
N/A
T
USER_ACCESS_REQUEST
Dynamic
N/A
Other County (optional)
Drop down
USER_ACCESS_REQUEST.OTHER_COUNTY_ID
Multi select
T
USER_ACCESS_REQUEST
No
N/A
Does Worker Participate in Time Study?
Drop Down
N/A
T
USER_ACCESS_REQUEST
Y
N/A
Worker Participant Time Study (optional)
Drop down
USER_ACCESS_REQUEST_TIME_STUDY
N/A
T
USER_ACCESS_REQUEST
No
N/A
Has a CIB been sent to the Inspector General's Office?
Drop Down
N/A
T
USER_ACCESS_REQUEST
Y
N/A
Date CIB was sent to the Inspector General's Office
Date Field
USER_ACCESS_REQUEST.CIB_SW
8
T
USER_ACCESS_REQUEST
Yes
N/A
Comments
Text Area
USER_ACCESS_REQUEST.COMMENTS
1000
F
USER_ACCESS_REQUEST
No
N/A
Requested By
Text Field
USER_ACCESS_REQUEST.CREAT_USER_ID
255
T
USER_ACCESS_REQUEST
No
N/A
Action Taken
Drop down
USER_ACCESS_REQUEST.ACTION_TAKEN
N/A
F
USER_ACCESS_REQUEST
No
N/A
Status
Display
USER_ACCESS_REQUEST.ACTION_TAKEN
N/A
T
USER_ACCESS_REQUEST
No
N/A

2.5. Access Management

Access Management tab allows the admin to create invitations for the new users of PATH, update the existing user profile, update/create Roles, Create/Update Organizations, View Entitlements, Attributes, counties and be able to Export the above mentioned with filter criteria to MS Excel.

Figure 8: Access Management

2.5.1. Users

The Admin can manage user access under the Users tab.

Figure 9: Users

2.5.1.1. User Search

The Users sub tab allows the Admin to access User Records. Records are sorted by User ID in descending order. Users can either scroll through the list or they can search for a specific user profile using any User ID, First Name, Last Name, or Email Address.

The Admin can enter search criteria and then click on the search button. Results are then displayed for selection.

The Admin can click on the User ID to access the User Profile, or they can click on any role which will redirect them to the Roles Tab with the record that was selected.

Figure 10: User search screen

Table 19: User search screen – Business Rules

No.
Business Rule Description
Execution Event
1
On clicking the Search button, user can retrieve list of users
Search
2
On clicking the Clear button, user can clear the search fields
Clear
BPM Number(s):
BPM-P0017_Admin Portal

Table 20: User search screen – Action/Navigation

Label
Type
On Click Action/Navigation
Clear
Button
Clears all the search fields
Search
Button
Searches as per the search criteria
User ID
Hyperlink
Navigates to page where roles and organization can be added/removed
Role(s)
Hyperlink
Navigates to page where role details can be edited

Table 21: User search screen – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
User ID
Text Field
7
F
Users
N/A
N/A
First Name
Text Field
26
F
Users
N/A
N/A
Last Name
Text Field
26
F
Users
N/A
N/A
Email
Text Field
255
F
Users
N/A
N/A
Is Salesforce User
Dropdown
N/A
F
Users
N/A
N/A
Clear
Button
N/A
F
Users
N/A
N/A
Search
Button
N/A
F
Users
N/A
N/A
Users List
Display Text
N/A
T
Users
N/A
N/A
User ID
Hyperlink
N/A
T
Users
N/A
N/A
Role(s)
Hyperlink
N/A
T
Users
N/A
N/A
First Name
Table Header
N/A
T
Users
N/A
N/A
Last Name
Table Header
N/A
T
Users
N/A
N/A
Email
Table Header
N/A
T
Users
N/A
N/A
Is SF User
Table Header
N/A
T
Users
N/A
N/A

2.5.1.2. User Record Detail

When Admins click on the User ID, they are redirected to the User Profile. Within the User Profile, Admins can perform the following:

· Control Users overall Access (Active or Inactive)

· Update Roles & Organizations (Add, Edit or Remove)

· View Inactive Roles

· History of User Profile changes

· Manage Workload Rules

· Update Office Information

· Update Additional Information

· View / Add Comments Figure 11: User detail screen

Table 22: User detail screen – Business Rules

No.
Business Rule Description
Execution Event
2
History Records are updated hourly
BPM Number(s):
BPM-P0017_Admin Portal

Table 23: User detail screen – Action/Navigation

Label
Type
On Click Action/Navigation
Back to User List
Button
Navigate to the User List page
Cancel
Button
Cancels any unsaved assignments
Save
Button
Saves Changes
Active
Radio Button
Shows the User is Active in the system
Inactive
Radio Button
Shows the User is Inactive in the system

Table 24: User detail screen – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
User Id
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Email Address
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
First Name
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Last Name
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Inactive Reason
Dropdown
N/A
F
User Role and Organization assignment
N/A
N/A
Active Roles
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Agency or Client/Provider
Dropdown
N/A
F
User Role and Organization assignment
N/A
N/A
Line of Business
Dropdown
N/A
F
User Role and Organization assignment
N/A
N/A
Role
Dropdown
N/A
F
User Role and Organization assignment
Yes
N/A
Organization
Dropdown
N/A
F
User Role and Organization assignment
Yes
N/A
Region
Display
N/A
T
User Role and Organization assignment
N/A
N/A
Default
Radio Button
N/A
F
User Role and Organization assignment
N/A
N/A
Training Date
Date Field
8
T/F
User Role and Organization assignment
Yes/No
N/A
Data Agreement Date
Date Field
8
T/F
User Role and Organization assignment
Yes/No
N/A
Inactive Date
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Remove
Button
N/A
F
User Role and Organization assignment
N/A
N/A
Add
Button
N/A
F
User Role and Organization assignment
N/A
N/A
Job Title
Dropdown
N/A
F
User Role and Organization assignment
Yes
N/A
Primary County
Dropdown
N/A
F
User Role and Organization assignment
Yes
N/A
Network Id
Display Text
N/A
T
User Role and Organization assignment
No
N/A
Worker Participant Time Study (optional)
Dropdown
N/A
F
User Role and Organization assignment
No
N/A
Primary Address
Text Field
255
F
User Role and Organization assignment
No
N/A
Phone
Text Field
12
F
User Role and Organization assignment
No
N/A
Ext
Text Field
10
F
User Role and Organization assignment
No
N/A

2.5.1.2.1. Active Roles

The Active Roles section shows the Admin which Line of Business the user has access to and the role associated to each Line of Business.

Every user must have a CLP Role, which is their primary line of business. Users should not have more than one CLP Role, because of competing business rules based on the Business Line.

Table 25: User detail screen – Business Rules

No.
Business Rule Description
Execution Event
1
Last Name shall have two alpha, - and ' as the only allowable symbols. Also allow 1 space between names
BPM Number(s):
BPM-P0017_Admin Portal

Table 26: User detail screen – Action/Navigation

Label
Type
On Click Action/Navigation
Default
Radio Button
Selected role and organization are made default to user
Remove
Button
Remove table row
Add
Button
Add table row

Table 27: User detail screen – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Active Roles
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Agency or Client/Provider
Dropdown
N/A
F
User Role and Organization assignment
N/A
N/A
Line of Business
Dropdown
N/A
F
User Role and Organization assignment
N/A
N/A
Role
Dropdown
N/A
F
User Role and Organization assignment
Yes
N/A
Organization
Dropdown
N/A
F
User Role and Organization assignment
Yes
N/A
Region
Display
N/A
T
User Role and Organization assignment
N/A
N/A
Default
Radio Button
N/A
F
User Role and Organization assignment
N/A
N/A
Training Date
Date Field
8
T/F
User Role and Organization assignment
Yes/No
N/A
Data Agreement Date
Date Field
8
T/F
User Role and Organization assignment
Yes/No
N/A
Inactive Date
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Remove
Button
N/A
F
User Role and Organization assignment
N/A
N/A
Add
Button
N/A
F
User Role and Organization assignment
N/A
N/A

2.5.1.2.2. Inactive Roles

The Inactive Roles section shows the history of the user, and the Admin can quickly Reactivate the user access if needed.

Figure 12: Access Management – Inactive Roles

Table 28: Access Management – Inactive Roles – Business Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):

Table 29: Access Management – Inactive Roles – Action/Navigation

Label
Type
On Click Action/Navigation
Reactivate
Button
Reactivates Prior Removed Access

Table 30: Access Management – Inactive Roles – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Inactive Roles
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Agency or Client/Provider
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Line of Business
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Role
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Organization
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Region
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Training Date
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Data Agreement Date
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Start Date
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Inactive Date
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Inactive Method
Display Only
N/A
T
User Role and Organization assignment
N/A
N/A
Action
Button
N/A
F
User Role and Organization assignment
N/A
N/A

2.5.1.2.3. History

The History Section shows a history of User Login, Status and Roles. Admins can choose to view the history for the last 7 Days, 30 Days or 45 Days.

Figure 13: Access Management – History

Table 31: Access Management – History – Business Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):
N/A

Table 32: Access Management – History – Action/Navigation

Label
Type
On Click Action/Navigation

N/A

Table 33: Access Management – History – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
History
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Login History
Navigation Tab
N/A
T
User Role and Organization assignment
N/A
N/A
Status History
Navigation Tab
N/A
T
User Role and Organization assignment
N/A
N/A
Role History
Navigation Tab
N/A
T
User Role and Organization assignment
N/A
N/A
Portal logins from the past:
Drop Down
N/A
T
User Role and Organization assignment
N/A
N/A
Login History
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Date & Time
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Portal
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Status History
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Date & Time
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Status
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Inactive Reason
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Role History
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Date & Time
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Agency or Client/Provider?
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Line of Business
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Role
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Organization
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Region
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Action
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Complete By
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A

2.5.1.2.4. Workload Rules

The Workload Rules displays which rules are assigned to the user to disperse workload and assignments.

Figure 14: Access Management – History

Table 34: Access Management – History – Business Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):
N/A

Table 35: Access Management – History – Action/Navigation

Label
Type
On Click Action/Navigation

N/A

Table 36: Access Management – History – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Workload Rules
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Priority
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Rule Name
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Active
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Description
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Counties
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Programs
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Work Items
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Methods
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Mechanism
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Distribution
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A

2.5.1.2.5. Office Information

Office Information stores information for the Users Office Location.

Figure 15: Access Management – Office Information

Table 37: User detail screen – Business Rules

No.
Business Rule Description
Execution Event
1
For all Child Care users, Address, Phone, Fax and Email information is used when generating documents to Clients & Providers
BPM Number(s):
N/A

Table 38: User detail screen – Action/Navigation

Label
Type
On Click Action/Navigation

N/A

Table 39: User detail screen – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Office information
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Address Line 1
Text Field
120
F
User Role and Organization assignment
N/A
N/A
Address Line 2
Text Field
120
F
User Role and Organization assignment
N/A
N/A
City
Text Field
120
F
User Role and Organization assignment
N/A
N/A
State
Drop Down
N/A
F
User Role and Organization assignment
N/A
N/A
Zip
Numeric
5
F
User Role and Organization assignment
N/A
N/A
Zip Ext
Numeric
4
F
User Role and Organization assignment
N/A
N/A
Phone
Numeric
10
F
User Role and Organization assignment
N/A
N/A
Phone Ext
Numeric
10
F
User Role and Organization assignment
N/A
N/A
Primary County Fax
Numeric
10
F
User Role and Organization assignment
N/A
N/A
Primary County Email
Text
120
F
User Role and Organization assignment
N/A
N/A

2.5.1.2.6. Additional Information

The Additional Information section stores the User’s Active Directory ID as well as information related to their job Title, County Location, Time Study and Background checks.

Figure 16: Access Management – Additional Information

Table 40: Access Management – Additional Information – Business Rules

No.
Business Rule Description
Execution Event
1
Network ID should match to user’s Active Directory
Manual
2
Time Study is conditional mandatory for anyone with Child Care PATH Access.
3
When Time Study is equal to YES, then users are included in the RODCA Time Study Dates.
4
For all Child Care workers, Job Title is used when producing Documents to Clients & Providers
BPM Number(s):
N/A

Table 41: Access Management – Additional Information – Action/Navigation

Label
Type
On Click Action/Navigation

N/A

Table 42: Access Management – Additional Information – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Additional Information
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Network ID
Text (Letter + 6 digits)

Example: A123456

7
T
User Role and Organization assignment
N/A
N/A
Agency/Bureau
Text
26
F
User Role and Organization assignment
N/A
N/A
Job Title
Drop Down
N/A
F
User Role and Organization assignment
N/A
N/A
Primary County
Drop Down
N/A
F
User Role and Organization assignment
N/A
N/A
Other County
Multi Select
N/A
F
User Role and Organization assignment
N/A
N/A
Does Worker Participate in Time Study?
Drop Down
N/A
F
User Role and Organization assignment
N/A
N/A
Worker Participant Time Study
Drop Down
N/A
F
User Role and Organization assignment
N/A
N/A
Has a CIB been sent to the Inspector General's Office?
Drop Down
N/A
F
User Role and Organization assignment
N/A
N/A
Date CIB was sent to the Inspector General's Office
Date (MM/DD/YYYY)
8
F
User Role and Organization assignment
N/A
N/A

2.5.1.2.7. Comments

Admins can enter comments related to the changes / corrects that have been completed. A history of the comments is tracked for audit support.

Figure 17: Access Management – Comments

Table 43: Access Management – Comments – Business Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):

Table 44: Access Management – Comments – Action/Navigation

Label
Type
On Click Action/Navigation

N/A

Table 45: Access Management – Comments – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Comments
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Comments
Text
1000
F
User Role and Organization assignment
N/A
N/A
Comment History
Header
N/A
T
User Role and Organization assignment
N/A
N/A
Date & Time
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Completed By
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A
Prior Comment
Display Text
N/A
T
User Role and Organization assignment
N/A
N/A

2.5.2. Roles

The Roles tab has two subtabs; one is the role list and the other is to Create/Edit Roles.

Figure 18: Roles

2.5.2.1. Roles List

When the admin clicks on the Roles tab, they land on the default Role List subtab where the Admin can perform a search using Role or Description and default Role list is displayed on the Role list table. When the admin performs a search on the Role, the system shall update the Role list in the table based on the search criteria. When the admin clicks on the certain role, the system will take the admin to the Create/Edit Roles sub tab and the functionality is explained below.

The M&O team will have a separate role under which backend changes and changes within the Admin Portal will be completed.

Figure 19: Access Management – Roles List

Table 46: Access Management – Roles List – Business Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):
BPM-P0017_Admin Portal

Table 47: Access Management – Roles List – Action/Navigation

Label
Type
On Click Action/Navigation
Clear
Button
Clears selected values in the text field
Search
Button
Calls search Application Programming Interface (API) and displays the data in table format
Role
Hyperlink
Directs User to the Role record

Table 48: Access Management – Roles List – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Role List
Navigation Tab
N/A
T
Roles
No
N/A
Create / Edit Roles
Navigation Tab
N/A
T
Roles
No
N/A
Role
Text Field
60
F
Roles
No
N/A
Description
Text Field
110
F
Roles
No
N/A
Role List
Header
N/A
T
Roles
N/A
N/A
Role
Hyperlink
N/A
F
Roles
N/A
N/A
Description
Display Text
N/A
T
Roles
N/A
N/A
User Count
Display Text
N/A
T
Roles
N/A
N/A

2.5.2.2. Create / Edit Roles

When Admins select a Role from the Roles list, or they are redirected to the Create/ Edit Roles tab. Admins can also manually select the tab without searching for a role.

Admins can Search/ Filter for specific Roles and view Role information.

Figure 20: Access Management – Roles – Create / Edit Roles Screen

Table 49: Access Management – Roles – Create / Edit Roles – Business Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):
N/A

Table 50: Access Management – Roles – Create / Edit Roles – Action/Navigation

Label
Type
On Click Action/Navigation
Filter By
Button
Filters the roles by either Name or Status in the display list or by the user entering information in the text field
Cancel
Button
Cancel the changes made for new role
Save
Button
Saves the changes made

Table 51: Access Management – Roles – Create / Edit Roles – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Create / Edit Roles
Navigation Tab
N/A
T
Roles
Yes
N/A
Roles List
Role Selector
N/A
T
Roles
No
N/A
Role Information
Accordion
N/A
T
Roles
No
N/A
Entitlements
Accordion
N/A
T
Roles
No
N/A
Organizations
Accordion
N/A
T
Roles
No
N/A
Users
Accordion
N/A
T
Roles
No
N/A

2.5.2.2.1. Role Information

Displays basic information about the Role

Figure 21: Access Management – Roles – Create / Edit Roles – Role Information Screen

Table 52: Access Management – Roles – Create / Edit Roles – Role Information – Business Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):
N/A

Table 53: Access Management – Roles – Create / Edit Roles – Role Information – Action/Navigation

Label
Type
On Click Action/Navigation

N/A

Table 54: Access Management – Roles – Create / Edit Roles – Role Information – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
English Display Name
Display Text
N/A
T
Roles
Yes
N/A
English Description
Display Text
N/A
T
Roles
Yes
N/A
Organization is Required for User Assignment
Display Text
N/A
T
Roles
Yes
N/A
Training Needed
Display Text
N/A
T
Roles
Yes
N/A
Data Agreement Needed
Display Text
N/A
T
Roles
Yes
N/A
Effective Start Date
Display Text
N/A
T
Roles
Yes
N/A
Effective End Date
Display Text
N/A
T
Roles
Yes
N/A
Last Modified By
Display Text
N/A
T
Roles
Yes
N/A
Status
Display Text
N/A
T
Roles
Yes
N/A
Inactive User
Display Text
N/A
T
Roles
Yes
N/A
Role Category
Display Text
N/A
T
Roles
Yes
N/A

2.5.2.2.2. Entitlements

Allows users to Add & Remove Entitlements from the Role that is selected.

Assign Entitlements is where Assigned and Removed.

Review Entitlements is where Admins can view what is currently assigned to the Role.

Figure 22: Access Management – Roles – Create / Edit Roles – Entitlements Screen

Table 55: Access Management – Roles – Create / Edit Roles – Entitlements – Business Rules

No.
Business Rule Description
Execution Event
1
On clicking Check boxes user can add or remove entitlements associated to a role
Add/Remove entitlements
BPM Number(s):
BPM-P0017_Admin Portal

Table 56: Access Management – Roles – Create / Edit Roles – Entitlements – Action/Navigation

Label
Type
On Click Action/Navigation
Check Box
Box
Adds / Removes Entitlement to the Role

Table 57: Access Management – Roles – Create / Edit Roles – Entitlements – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Entitlement Name
Text Field
26
F
Roles
Yes
N/A

Figure 23: Access Management – Roles – Create / Edit Roles – Entitlements Screen

Table 58: Access Management – Roles – Create / Edit Roles – Entitlements – Business Rules

No.
Business Rule Description
Execution Event

N/A

BPM Number(s):
N/A

Table 59: Access Management – Roles – Create / Edit Roles – Entitlements – Action/Navigation

Label
Type
On Click Action/Navigation

N/A

Table 60: Access Management – Roles – Create / Edit Roles – Entitlements – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Entitlement Name
Display Text
N/A
F
Roles
Yes
N/A
Status
Display Text
N/A
F
Roles
Yes
N/A
Category
Display Text
N/A
F
Roles
Yes
N/A
Description
Display Text
N/A
F
Roles
Yes
N/A

2.5.2.2.3. Create Role

Figure 24: Access Management – Roles – Create / Edit Roles – Create Role Screen

Table 61: Access Management – Roles – Create / Edit Roles – Create Role – Business Rules

No.
Business Rule Description
Execution Event
1
On clicking the Create button, user can add a new role to integrated eligibility system
Create
2
On clicking the Cancel button, user can cancel role creation process
Cancel
BPM Number(s):
BPM-P0017_Admin Portal

Table 62: Access Management – Roles – Create / Edit Roles – Create Role – Action/Navigation

Label
Type
On Click Action/Navigation
Cancel
Button
Cancel the changes made for new role
Create
Button
Creates a role

Table 63: Access Management – Roles – Create / Edit Roles – Create Role – Screen Fields

Display Name
Type
Field Size
Read Only
Domain
Required?
Federal
Role Name
Text Field
26
F
Roles
Yes
N/A
Organization is Required For User Assignment
Checkbox
N/A
F
Roles
No
N/A

2.5.3. Entitlements

When the admin clicks on the Entitlement sub tab, the system shall take the admin to the entitlement list screen. Entitlement list screen allows the user to search entitlements using one or all of the criteria. The criteria are Entitlement Name, Category, Role, and Enable SF Sync.

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