CDMIS User Manual - Chapter 2: System Access

Contents

• 2.1 Log On to the CDMIS
• 2.2 About Super Users and Users
• 2.3 Add/Edit Users
• 2.4 System Updates

2.1 Log On to the CDMIS

Agencies can log on to the CDMIS Online Portal to fulfill CDD-801A.

This screen provides access to the CDMIS. Users must enter their user name and password, and select the “Log on” button to access the CDMIS.

Passwords must contain only alphanumeric characters with a minimum of fifteen characters in length, at least one capital/uppercase letter, at least one lowercase letter, and at least one unique character (!@#$^*). New passwords cannot be the same as the username or old passwords.

For username or password assistance, users can navigate to the log in menu of the CDMIS and select either the "Forgot username?" or "Forgot password?" for assistance.

• For username assistance, users must enter the email address registered with their CDMIS account in order to retrieve their username. After submitting their email information, users will receive an automatically generated email from the CDMIS with their username information.

• For password assistance, users must enter their CDMIS username. After submitting their username information, users will receive an automatically generated email to the email address registered to their CDMIS account. This email will contain instructions on how to reset their CDMIS password.

User accounts are deactivated after ninety (90) days of inactivity. If a CDMIS user would like to reactivate their account, they can click the "Account Reactivation" in the log in menu. From there, input the username of the CDMIS account they would like to reactivate. An automatically generated email will be sent to the email address registered with the deactivated account. This email will contain a link to unlock the account. After clicking the link provided by the account reactivate email, a webpage will populate stating that the account has been reactivated. From there, users can log in with their CDMIS username and most recent password.

If CDMIS users require further assistance, agencies can contact the CDMIS Support Office by email at CDMIS@cde.ca.gov.

2.2 About Super Users and Regular Users

There are two types of user access levels in the CDMIS: Super Users and Regular Users.

An agency's super user is usually the program director. The director is responsible for completing the CDD-801A, or designating individuals in the agency to complete these reports.

An agency may have as many Super Users and Regular Users as deemed necessary; however, an agency must always have at least one active Super User.

Detailed lists of permissions and functionalities Super Users and Regular Users maintain are provided below.

Super User

Super Users can do the following:

• See all user names and passwords
• Change information for all users
• Request new Super Users and Regular Users
• Deactivate existing users
• Report “No Services” for programs not operating during specific months
• Create and change sub-agencies (if sub-agencies are used for the CDD-801A)
• Assign users to sub-agencies (if sub-agencies are used for the CDD-801A)
• Complete and submit the CDD-801A for the entire agency (regardless of if the agency reports by sub-agency for the CDD-801A or not)

Regular User

Regular Users can do the following:

• Change his or her own user information only
• Complete and submit the CDD-801A for only one sub-agency (if sub-agencies are used for the CDD-801A)
• Complete and submit the CDD-801A for the entire agency (if sub-agencies are not used for the CDD-801A)

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2.3 Add/Edit Users

Super Users can manage users by selecting the “Add/Edit Users” function from the Home.

>Add Users

Overview

At the bottom of the Users screen, there is a “Register New User” button. Super Users can use this function to request a new user. When all required information is entered, a request for the new user is sent to the CDMIS Support Team for approval. CDMIS Support Team staff typically respond to user activation requests within 24 hours.

Important Reminder

Use the navigation buttons and links on the screen. Do not select the "Back" button on the browser as this may result in error messages or duplicate information. Always select the "Save" button when information is entered on the screen.

Required Information

Required information is indicated with an asterisk (“*”). For every user, agencies must enter the following information:

• First name
• Last name
• Phone number with area code
• Email address (ensure that users’ email addresses are entered correctly; incorrect email address entries will result in users not receiving notifications from the CDMIS)
• User access level (i.e., Super User or Regular User)
  • Super Users do not need a sub-agency assignment
  • Agencies must select a sub-agency assignment for new users if all of the following apply:
    • An agency has created sub-agencies for reporting (the sub-agency selection option is not displayed for agencies that have not created sub-agencies),and
    • The new user is a Regular User (not a Super User),and
    • The new user will submit the CDD-801A

Step-by-Step Instructions

1. Enter the required information (indicated with an *) about the new user
2. Select the "Save" button
   Result: The Add New User screen is displayed; error messages are displayed at the top of the screen in red text
3. Read all error messages that appear at the top of the screen; correct all error messages by adding or changing information
4. Select the "Save" button
5. Repeat Steps 3–5 until all error messages are resolved
6. Select the "Return to Previous Page" button
   Result: The Users screen is displayed.

What Happens Next

After all required information about the new user is entered and the "Save" button is selected, the following happens:

1. The CDMIS Office reviews and approves the new user request within 24 hours.
2. The new user receives an email from the CDMIS Office. This email includes the name and phone number of the person who requested the new user.
3. The new user contacts the person listed in the email notification and requests his or her new user name and initial password.
4. The new user logs on to the CDMIS website. The first time a new user logs on to the CDMIS website, the user is required to change their initial password.

About Users and Sub-Agency Reporting

Reporting by sub-agency is available for the CDD-801A

Reporting by sub-agency is optional; agencies are not required to report by sub-agency.

A super user has access to the CDD-801A for all sub-agencies. A user must be assigned to one sub-agency if he or she is to enter the CDD-801A.

A user can be assigned to only one sub-agency.

A user cannot change their own sub-agency assignment. Only a Super User can change a sub-agency assignment.

Exit the Add New User Screen

• Select the "Return to Previous Page" button at the bottom of the screen, or
• Select the "Home" link that appears at the top of the web page, or
• Select the "Log Off" link that appears at the top of the web page.

Edit Users

Overview

Select the name of any registered user to reach the Edit User screen. This screen is used to view or update information for a specific user. Each user can update their individual contact information as necessary.

Super Users can update information for any user for their agency, as well as change sub-agency assignments and deactivate user access to the CDMIS Online Portal.

Note Regarding User Name Changes: Do not use this screen to change a user's name. If a person with access to the CDMIS Online Portal no longer needs access (e.g., due to staff leaving the agency, etc.), deactivate that user's account. New persons needing access to the CDMIS should have their own username and password. Security of children information submitted by agencies is crucial; only those who should be accessing the information on the CDMIS should have usernames and passwords.

Important Reminder

Use the navigation buttons and links on the screen. Do not select the "Back" button on the browser as this may result in error messages or duplicate information.

Always select the "Save" button when entering information on the screen.

Required Information

Required information is marked with an *.

For every user, the following information must be entered:

• First name
• Last name
• Phone number with area code
• Email address (ensure that users’ email addresses are entered correctly; incorrect email address entries will result in users not receiving notifications from the CDMIS)

Step-by-Step Instructions

Update User Information (Super Users and Regular Users)

1. On the Edit User screen, make necessary changes to the user's contact information and select the "Save" button.
   Result: If all information was provided, the text "User Information Updated Successfully" is displayed. To return to the Users screen, select the "Return to previous page" button.Error messages are displayed at the top of the screen in red text.
2. Read any error messages that appear at the top of the screen; correct all errors by adding or changing information
3. Select the "Save" button
4. Repeat Steps 2–5 until all error messages are resolved
5. Select the "Return to Previous Page" button
   Result: The "Users" screen is displayed.

Deactivate a User or Super User (Super Users Only)

1. On the Edit User screen, check the box next to "Deactivate User" and select the "Save" button
   Result: The text "User information has been updated successfully" is displayed. This user is no longer able to log on to the CDMIS website.
2. Select the "Return to previous page" button at the bottom of the screen
   Result: The "Users" screen is displayed.

Reactivate Deactivated Users (Super Users Only)

1. On the Edit User screen, check the box next to "Request Activation" and select the "Save" button
   Result: The text "User information has been updated successfully" is displayed. The CDMIS Office is notified of all user reactivation requests. When the request is approved by the CDMIS Office, the user is notified via email and is able to log on to the CDMIS website.
2. Select the "Return to previous page" button at the bottom of the screen
   

Result: The "Users" screen is displayed.

What Happens Next

Once all required user information is completed and the "Save" button selected, the new user information is submitted to and stored by the CDMIS.

Once Super Users select the "Deactivate user" check box, that user’s account is immediately deactivated and cannot access the CDMIS Online Portal.

Once super users select the "Request Activation" check box, the following occurs:

1. The CDMIS Support Team reviews user requests within 24 hours.
2. If the user is approved, the user receives an email from the CDMIS Support Team. This email includes the name and phone number of the Super User who originally added this user into the system. Additionally, this email will direct the new user to call the Super User for password assistance.
3. If the new user request is disapproved, the Super User can enter the Users screen and see the reason why the CDMIS Support Team disapproved the user request. The Super User can contact the CDMIS Support Team by email at CDMIS@cde.ca.gov with any questions or concerns.
4. If the user cannot remember their CDMIS password, the user should contact their super user for assistance.
5. If the agency Super User is not available, the user can contact the CDMIS Support Team by email at CDMIS@cde.ca.gov for assistance.
6. Once the user logs on to the CDMIS Online Portal, the user is required to change their password (assuming it has been more than ninety [90] days since their last logon).

About Users’ Current Statuses

A user can have one of three status levels:

• Active (the user can access the CDMIS Online Portal),
• Request activation (the user cannot access the CDMIS Online Portal until their Super User or the CDMIS Support Team approves the reactivation request), or
• Deactivated (the user cannot access the CDMIS Online Portal).

About Users and Sub-Agency Reporting

Reporting by sub-agency is available for the CDD-801A. Reporting by sub-agency is optional; agencies do not have to report by sub-agency.

Super Users

• Can access to the CDD-801A for all sub-agencies; a user must be assigned to one sub-agency if this person is to complete and submit the CDD-801A.
• Can change a user's sub-agency assignment on the Edit Users screen by selecting a different sub-agency from the drop-down list and selecting the "Save" button.

Regular Users

• Can be assigned to only one sub-agency.
• Cannot change his or her own sub-agency assignment; only a Super User can change a sub-agency assignment.

Exit the Edit User Screen

• Select the "Return to Previous Page" button at the bottom of the screen, or
• Select the "Home" link that appears at the top of the web page, or
• Select the "Log Off" link that appears at the top of the web page.

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2.4 System Updates

The CDMIS Support Team sends out periodic updates regarding the CDIMS. Agencies may view current and archived system updates on the CDE CDMIS Updates web page.

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