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Roles

NCAtrak On-line Help

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Description

Create a New Role and Set Privileges

View the People Assigned a Role

Edit a Role Name

Delete a Role

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Description

Each user of the system is required to have at least one Role assigned to them before they can work in NCAtrak.

Definitions:

User – A user is someone who has been given a user account, with a user name and password, and at least one Role assigned to them. These tasks are completed in NCAtrak Menu/Administration/Personnel.

Role – In NCAtrak the word ‘Role’ is similar to the phrase ‘Job Title.’ Examples might be: (Data Entry, Reports Manager, CPS Investigator, or Case Coordinator).

A role can be assigned to more than one User. (Example - 3 CPS investigators can each have the same role).
A User can have more than one Role. (Example - 1 CPS Supervisor has a role called “CPS Investigator” and a role called “Reports Manager” so he or she can do what the CPS Investigators do, plus what Report Managers do).

Privileges – Privileges could be thought of like the job description for the Role. Privileges define what users assigned to a role can access, and what they can do. (Example a Data Entry Role might be privileged to; add new case, edit case information, and add agencies and personnel. But that role might not be allowed to; add or revoke security certificates.

Security Officer Role – This role is set-up for each CAC and is not alterable. All the Privileges are automatically set to the greatest level of access for the Security Officer roles.

Create a New Role and Set Privileges

It is a good idea to limit the number of different roles that you create and to match them as closely as possible to the current team member and CAC staff jobs. This will make it easier to remember how you have things set up.

Type the name of the Role that you are creating in the text box at the bottom of the table.
Click ‘Save.’ You must set the privileges for the role next. Continue through steps below.
Click ‘Set Privileges.’ The Role Name will appear at the top of the tab.
Work completely through each step below and setting administrative privileges before you save.
Click ‘Save’ when finished.

Set Privileges to Access Case/People Data in the Database –

These privileges work in sequence. The privileges in STEP 1 impact the Other Case/People Data Privileges in SETPS 2 & 3. Make your Selections in Steps 1, 2, and 3.

Continue to Set privileges to Access Administrative Data in the Database

STEP 1: Allow Users assigned to this Role to access data related to:

Click one of the three options. See descriptions of each option below.

Options for Case Access / What this Privilege Allows
Cases and associated people assigned to the User / This is the default setting for all roles in NCAtrak. Users with this level of access will only have access to their own cases (cases that have their name recorded in the case record), and the people who are associated with their cases.
Cases and associated people assigned to the User’s Agency / This privilege gives the users assigned to this role access to all cases where someone from their agency is assigned to the case in a manner described above. This privilege might be useful to give supervisors access to their subordinate’s cases without giving them access to all the cases in the CACs database.
All Cases and associated people and people not associated with a case / This privilege gives users assigned to this Role, the privilege to access all cases and associated people and people not associated with a case -entered into the database using the ‘Add Names’ function. People who will be entering cases should have this level of access so that they can determine if a person is already entered into the database on another case record, or through Add Names.

STEP 2: Case Tab & Person Biography Privileges –

The default is set to ‘None’ for each option. Select ‘View’, or ‘Update’ for each privilege you want to give to users assigned to this role. See the description of each option in the table below.

Options / What will the users be able to access?
Case General Tab /

Personnel and agencies assigned to the case, other cases linked to the allegation of abuse, court activities, release of information records, and insurance information.
Access to the Case Report tab – but the reports will only display what the user’s role is authorized to view based on these privileges in Step 2.

Case People Tab & Person Biography /

All the people involved with the case including the alleged victim/client, the alleged offender, caretakers, witnesses, alleged co-victims/co-clients, etc.
Each person’s biography can be viewed and/or updated as well.
Look-up Person and Duplicate Person Check pop-up will display all names in the database but will restrict access to view other details based on the privilege selected in Step 1.

Case MDT Tab /

Access to see the investigation summary table with findings from different parts of the investigation and access to MDT recommendations.

Case Presenting Tab /

Data that was given about the allegations and/or services requested at the time of the referral.

Case Child Protective Services Tab /

CPS Investigation and any Court Activities that are typically Juvenile or Family related (not including court activities related to the prosecution of an alleged offender).

Case Law Enforcement Tab /

Law Enforcement investigation including charges files against an alleged offender.

Case Medical Tab /

Medical Exam details and any follow-up medical evaluations.

Case Forensic Interview Tab /

Forensic interview(s) with the child.

Case Mental Health Tab /

Mental Health Services provided to the child.

Case Victim Advocacy Tab /

Victim Advocacy services provided to the child and/or family including application for crime compensation, support for non-offending parents, etc.

Case Prosecution Tab /

Decision to prosecute and details about the prosecution case.

STEP 3: Other Case/People Data Privileges:

Check the ‘Allow Access’ checkbox to select additional privileges for this role.

Options / What this Privilege Allows
Cases – Create New /

The ability to create new cases
The ability to add cases to MDT meetings and record MDT recommendations during the set-up of new cases
The ability to assign agencies and personnel to cases during the creation of cases.
Look-up Person and Duplicate Person Check pop-up will display all names in the database but will restrict access to view other details based on the privilege selected in Step 1.
Once a case is created, User access to case information will be limited to the User's Case Tab and Person Biography Privileges.

Cases - Delete / Ability to permanently delete a case record from the database. A button will display on the Case General Tab for Users with this privilege. For this privilege to be available, the role must also have Update privilege on the General Tab.
Cases - Add Agencies and Personnel from Case Tabs / This will give user the ‘Add’ link on all the Case Tabs in Step 2 that have Update privilege selected. They will be able to add Agencies and/or Personnel to the database if the desired agency or person is not in the pick lists for those tabs.
Reports – Management / Access to all reports in the reports pick list on the Management Reports Tab. These reports contain statistics about services.
Reports – Schedule /

Access to reports about services scheduled by the CAC and Member Agencies. This includes past, present, and future as well as "to be scheduled" services. These reports contain information about services and people associated with cases.
Users will be limited to view only the cases/people they have been given privileges to view in STEP 1.

Reports - NCA /

Access to statistics that are compiled for submission to NCA
A list of previously submitted reports
‘Missing Data’ report which does display names of people associated with cases. Users will be limited to access only the cases/people they have been given privileges for in STEP 1 above.

Reports – Setup / The ability to set the default report format for management, schedule and case reports, to create/edit the report footer, and to create/edit Age Groups for custom reports.
Search - Cases /

The ability to enter a "search by" criteria and cases will be displayed from the database. Case/people information will be displayed.
Users will be limited to access only the cases/people they have been given privileges for in STEP 1 above.

Search - People /

The ability to search for people in NCAtrak.
Users will be limited to access only the cases/people they have been given privileges for in STEP 1 above.
Note: The only way a User will find the names of people who have been entered into the database through the Add Names function (people who are not yet associated with Cases) is if they have been given ‘All Cases and associated people and people not associated with a case’ privilege in STEP 1 above.

Search - Personnel /

The ability to search for personnel. The search provides a link to view the caseload of an individual.
Users will be limited to view only the cases on a person’s caseload that they have been given privilege to view in STEP 1.

Search - Misc. /

Access to pre-formatted searches for Open Prosecution Cases with Court Activity, and Unassigned Cases
Users will be limited to access only the cases/people they have been given privileges for in STEP 1 above.

MDT - Meeting management /

The ability to create a MDT agenda and conduct a MDT meeting.
Users will be limited to access only the cases/people they have been given privileges for in STEP 1 above.
Note: If you select this one, you also need to select the next one, ‘MDT Meeting List/View Agenda Pages.’

MDT - Meeting List/Agenda Pages / The ability to see the agenda for all MDT meetings past and present. Names of people that are on the agenda for review will be displayed as **Restricted** when the User does not have the privilege to view that person’s data.
Add Names – Allow entry of People’s Names to the Database /

Access to the ‘Add Names’ Menu Option.
Look-up Person and Duplicate Person Check pop-up will display all names in the database but will restrict access to view other details based on the privilege selected in Step 1.

This is a special feature of NCAtrak not designed for daily use. The Add Names feature has to be checked in the CAC/MDT Set-up for the option to appear on the Menu for your CAC.
Data Transfer - View Log / Data Transfer privileges are only applicable for CACs that have another agency sending data directly to NCAtrak over the internet. This privilege allows the User to view the log that shows each packet of data transferred to the CAC. If the Users assigned to this Role are going to be creating cases from the data transferred, they will need this privilege along with Cases – Create New above.
Data Transfer - Edit Data Provider Person IDs / Data Transfer privileges are only applicable for CACs that have another agency sending data directly to NCAtrak over the internet. This privilege is provided because most of the time the Data Provider ID will not be something you want to edit. However, there may be times when it is necessary. The Data Provider ID only displays when the case is being created from the Data Transfer and on the Person Biography. Users with this privilege will also need Cases – Create New privilege, and People Tab and Person Biography Update privileges.

Set Privileges to Access Administrative Data in the Database

All are unchecked as the default setting. Check the ‘Allow Access’ checkbox gives the user privilege to work in the tab listed and/or carryout the task described.

Options / What this Privilege Allows
Administration – CAC/MDT Set-up / The ability to modify the default settings for your CAC’s use of NCAtrak, and access all documentation for NCAtrak.
Administration - Data Entry Fields / The ability to modify all data field names, create and/or remove custom fields.
Administration - Agencies & Personnel / Update privileges for all agencies and personnel, the ability to authorize user accounts and make user accounts inactive, the ability to change Roles assigned to personnel and change the User’s access to data. The ability to remove personnel and agencies from pick lists.
Administration – Roles / The ability to create and modify Roles.
Administration - Pick List / The ability to modify Pick Lists for your database
Administration – News / The ability to create/remove News messages that will post on your User’s Home Page.
Administration - Logs / The ability to view user activity logs.
Administration – Certificates & Certificate website / The ability to view security certificate log and revoke certificates. The ability to issue a certificate to a computer.

View the People Assigned a Role

Click ‘Set Privileges’ for the Role you desire to view.
Scroll to the bottom of the page
In the ‘Personnel Having this Role’ list you can see the person’s name and the agency they work for.

Also, Administration- Personnel includes the roles that have been assigned to each person. You can filter those personnel by agency to double check that you have assigned the correct roles to each person in an agency.

Edit a Role Name

Locate the Role name you wish to edit in the Roles Table.
Click ‘Edit’ in that row.
Type over the Role Name.
Click ‘Save’ in that same row to save your edits.
Alternatively, click ‘Cancel’ to cancel the change.

Delete a Role

You cannot delete a Role that is currently assigned to a person. Before attempting to delete a Role, click ‘Set Privileges’ to see if the Role is currently assigned to a person, (bottom of the page). If you find people assigned to the role and still want to delete the role, you will need to un-assign this role from each person currently assigned to it.
To remove a Role from a person,
Select ‘Administration’ from the Menu.
Click ‘Personnel’.
Click ‘Edit’ in the row of the person you with to edit.
Click on the role you wish to remove in the “Selected” box.
Click “Remove.” If the personnel you are editing will continue to have a user account, be sure to leave at least one role assigned to this person before you attempt to save these changes.
Click ‘Save’
Repeat for each person assigned to the Role you wish to delete.
Return to administration-Roles. Click ‘Delete’ in the row with the Role you wish to delete. A dialog box with ‘OK’ and ‘CANCEL’ will be displayed.
Click ‘OK’ to delete the Role.
Alternatively, click ‘Cancel’ to cancel the deletion.

Personnel

NCAtrak On-line Help

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Description

Filter Table to Show Personnel from a Specific Agency

Display Removed Agency Personnel

Add a New Person

Edit a Person’s Information

Remove/Delete a Person from the Pick Lists

Authorize a User Account

Unlock a User Account

Disable a User Account

Help with NCAtrak Menu, Header, & Footer

Description

The Personnel page provides CACs with the ability to maintain a list of personnel that provide services to children, and/or refer children for services. These names are displayed in every ‘Person’ pick list in the system, and are maintained separately from people directly related to a case, (mothers, siblings, alleged victims/clients and offenders).

This page also provides CACs with the ability to authorize and manage user accounts. Some people listed in the Personnel Page will have NCAtrak user accounts and others will not. This is at the discretion of your CAC’ Security Officer for NCAtrak.

Filter Table to Show Personnel from a Specific Agency

You can change the list to display only personnel associated with a particular agency. Select the agency from the Agency Filter pick list. This list includes all of the Agencies you have entered in the Agencies Page.