Required Reading & Start-up Assistance for Users
NCAtrak Required Reading & Start-Up Assistance for Users
This is the core material that all NCAtrak users are required to read before starting to use NCAtrak. Additional Help and Training documentation is available on-line within NCAtrak.
Getting Started
- Know your CAC’s Security Officers for NCAtrak
Every user needs to know who at the CAC is designated to be the CAC’s NCAtrak Security Officers. NCAtrak security and data integrity is a high priority that requires everyone’s attention and effort. The Security Officers are responsible to manage the administration functions of NCAtrak and assist users with certificates, passwords, user accounts, and security, data privacy, and data integrity concerns.
- Complete Your Required Reading
Every user must read the document you are reading now - “NCAtrak Required Reading & Start-up Assistance for Users.” It provides information about how to use NCAtrak and tips for keeping the information secure.
- Have your Computer Authorized to use NCAtrak
Your CAC Security Officer for NCAtrak will review with you the minimum requirements for computers using NCAtrak and install an NCAtrak certificate on your computer. The certificate is used to authorize your computer to access NCAtrak.
- Receive a User Name and Temporary Password
Your CAC Security Officer for NCAtrak will give you a user name and an initial or ‘temporary’ password. The user name and password will give you access to NCAtrak. Each user is authorized by the CAC to access specific information.
- Participate in Role-Specific Training
Your access will be personalized for your needs by the CAC Security Officer for NCAtrak. You will receive Role-Specific training about how to complete your tasks in NCAtrak. Your CAC’s NCAtrak Security Officer or designee will provide the information you need.
Table of Contents
Orientation to NCAtrak
NCAtrak Management
Maintaining Secure, Confidential NCAtrak Records
Password Management
Computer/Workstation Management Tips
User Access to Data
Maintaining Your User Account
Changing your Password & Verifying Your Contact Information
Renewing Your Computer’s Certificate
Log into NCAtrak for the First Time
1.Access the NCAtrak Website
2.Enter Your User Name and Temporary Password
3.Create Your Own ‘Strong’ Password
4.Review News and Important Notices
5.Set your Browser to Allow Pop-Ups from NCAtrak
Getting Inside NCAtrak
NCAtrak Layout
Navigation Tips
NCAtrak Menu
Session Expiration – (Header)
Log a Comment, Suggestion, or Incident – (Footer)
Home Page Cases Spreadsheet
Home Page Calendar
The NCAtrak Case Record
Layout
How Cases are established in NCAtrak
Case Tab Descriptions
Getting Information out of NCAtrak
Create a report about just one case
Create a report about multiple cases
Print a Web-page
Role-Specific Training
NCAtrak
11/4/20181
Required Reading & Start-up Assistance for Users
NCAtrak
11/4/20181
Required Reading & Start-up Assistance for Users
Orientation to NCAtrak
NCAtrak - (Technology Reaching All Kids) - is a computerized case tracking system developed to help Children’s Advocacy Centers track case specific information in a user-friendly manner. There are four primary functions of NCAtrak; Case Tracking, Case Coordination, Statistical Reporting, and Searching.
Case Tracking - NCAtrak provides authorized team members with the ability to record information about a case from the time it is opened until the last service is provided to the child and family, and/or the investigation/ prosecution activities are completed. Each child served by the CAC / Multi-disciplinary team receives their own case record, even co-victims, so that no child falls through the cracks.
Case Coordination -NCAtrak is designed to allow case information, scheduling, to be shared electronically with authorized members of your CAC staff and your multi-disciplinary team.
Statistical Reporting - NCAtrak provides designated team members with the ability to generate electronic reports in support of center management efforts, for case service oversight, for the NCA bi-annual statistical report, and for funding sources (i.e., VOCA reports).
Searching - Centers using NCAtrak have found it very useful to be able to look-up children, parents, and even alleged offenders with previous case records in the database.
NCAtrak Management
NCAtrak is managed by National Children’s Alliance. However, each CAC provides the leadership and oversight for their local use of the system. If you have questions about how to work in NCAtrak your CAC NCAtrak Security Officer’s are your source for answers. NCA also makes assistance available to the CAC’s NCAtrak Security Officers and the CAC Executive Director so they have the resources they need for training and technical support.
Maintaining Secure, Confidential NCAtrak Records
Keeping records appropriately secure, confidential and private is priority for all CACs. Case Records are stored in locked areas. Procedures are implemented to ensure that records are only created and viewed by authorized team members and that information is not available to other clients of the center or to outsiders who may want to access the information in an unlawful manner. The tips provided here are to help NCAtrak users understand how to protect case records in NCAtrak.
This information is not intended to be a comprehensive description of all the security features of NCAtrak, or of all the activities associated with protecting the security of the data. More information about NCAtrak security can be found in the “NCAtrak Policies and Procedures.” If you are interested in that document, you need to talk with your Security Officer for NCAtrak. That document is considered confidential and is not shared without prior approval.
Password Management
One of the most helpful ways for you as an NCAtrak user to help keep data secure is by being serious about your password. Below are some steps for you to follow to manage your NCAtrak password.
Keep your password private- Passwords are a critical part of keeping your CAC records secure. They are like the keys to your locked rooms and file cabinets. You should be the only person in the world who knows your password. Passwords are encrypted in the database so they cannot be retrieved even by the people supporting NCAtrak operations. It may seem convenient to share user names and passwords with other users of NCAtrak but your user name and password allows you to complete specific tasks. When you share your user name and password you give another person access to do things they may or may not be authorized to do. Whatever they do will be recorded under your name.
Create a ‘strong’ password - Avoid the obvious. Do not use familiar items like your birthday or your pet’s name. The easier it is for you to remember, the easier it is to crack. Also, the more characters you use, the harder it is to crack. With each additional character the number of possible combinations increases exponentially.
Do not check the box to remember your password - Microsoft Internet Explorer may offer a checkbox to remember your password for you. This makes life very convenient but also terribly insecure. Always take the few seconds it takes to enter your password manually. It's worth it.
Do not use Internet Explorer's AutoComplete feature - Microsoft Internet Explorer includes a feature called Auto-Complete. It can make life easier by remembering user names and passwords for you. However, this login information is stored in your registry and can be retrieved or hacked. Or even easier, somebody else can use your browser and login as you by selecting the user name from the dropdown menu and have the password filled in automatically. Turn AutoComplete off and clear its password history by going to Start/Settings/Control Panel/Internet Options/Content/AutoComplete.
Keep your password in a safe place - Do not write your password on a sticky note and post on your monitor or leave under your keyboard. That is like leaving your house key under the front door mat. Everyone knows to look there for the key. Locate a place in your office to store your passwords that is out of sight and not easily located.
Change your Password every 90 days - NCAtrak will help you with this by prompting you to change your password when you are approaching 90 days of use with your current password. The system keeps a record of the last 10 passwords you have used and will not allow you to re-use any of these passwords. You will need to use a different one from any you have used in the past ten passwords.
Computer/Workstation Management Tips
Review the information below and take action to protect data while working in NCAtrak.
Take care when leaving your PC unattended -Always log-out when you're done working in NCAtrak. NCAtrak will time-out after 15 minutes of non-activity but someone can begin using the system under your log-in before the 15 minutes is up and abuse your privileges.
Take care when others are near - Be aware of your surroundings when data is displayed on your screen, especially if you frequently have children, parents and other visitors in your work space. Be sure to position your computer where these individuals cannot easily see the displayed data.
Check with your local technical support before downloading items from the internet - Some software available on the internet for free downloading can create security ‘holes’ on your computer/workstation that would be easy for outsiders to penetrate and gain access to NCAtrak. In addition, some programs cause extra unneeded network traffic and may contain "ad ware" or "spy ware" that can violate confidentiality or track the habits of the user.
Clear your temporary internet files out frequently- Your computer/workstation automatically saves links to the internet addresses you have accessed. This is true for websites and web-based application screens.
To periodically clear these files out:
- From the Microsoft Internet Explorer Tools menu, select Internet Options.
- Click on the General tab.
- In the area called ‘Temporary Internet file’, click the ‘Delete Files’ button. In the window that appears select ‘Delete all off-line content’.
- Click ‘OK’ to confirm.
Take care when transferring data from NCAtrak to other formats - Make sure you are aware of your CAC’s policies regarding privacy/security of data transferred to other formats (i.e., hard copy files, NCAtrak print-outs, floppy diskettes, CD’s, etc.).Sending e-mail is the same as writing a letter on a piece of paper, then handing the paper unfolded without envelope to your mailman and have it go through the hands of hundreds of postal workers until it reaches its destination.
Report Security Concerns - You do not have to determine if the threat or concern is valid; simply report it to your Security Officer.
User Access to Data
In NCAtrak each CAC is provided the means to limit the access users have to the data in NCAtrak. This feature is provided to CACs to give them the ability to manage access to electronic confidential/private data much like they do data that is recorded and stored on paper. Unless you are a Security Officer, you are likely to see messages from time to time that tell you your data access is limited. Your NCAtrak Security Officer will be able to help you if you think you might need access to something that you can’t find.
Maintaining Your User Account
You are required to maintain your own password and contact information. Review the information below to understand how those tasks are performed.
Changing your Password Verifying Your Contact Information
NCAtrak requires that passwords be changed every 90 calendar days. At that same time, it allows users to review and update their contact information. The system will prompt the user two weeks prior to password expiration.
To change your password and/or update your contact information
- Click ‘About Me’ in the NCAtrak Menu.
- Review your contact information and update if needed.
- Enter your current password.
- Enter a new password.
- Enter the password again.
- Click ‘Save.’
Renewing Your Computer’s Certificate
Once every year you will see a notice telling you that your computer’s certificate is going to expire and you need to renew it. Only Security Officers and their designees can install certificates. Notify your CAC’s NCAtrak Security Officer when you see this notice or any time you need assistance with certificates.
Log into NCAtrak for the First Time
Although it’s important to continue reviewing the information in this Basic Navigation Guide, if you have reviewed the preceding pages, and your computer has been authorized to access NCAtrak (you have a certificate installed on your computer), it will be more useful if you go ahead and log into the system now.
1.Access the NCAtrak Website
NCAtrak is a web-based system, which means that it is accessed via your web-browser. The address is Don’t for get the “https” part of the address. The “s” stands for ‘secure’ and means the transmission of data over the internet is encrypted.
2.Enter Your User Name and Temporary Password
The CAC’s NCAtrak Security Officer will provide you with a user name and temporary password. The system has a security feature that will stop anyone from continuing to try to log-in after three unsuccessful attempts. Your Security Officer can assist you if you get locked-out.
3.Create Your Own ‘Strong’ Password
Once you enter your user name and temporary password, you will be prompted to create your own password. NCAtrak passwords are case sensitive and must contain the following:
4.Review News and Important Notices
When you first log into NCAtrak the Home page is the first page that you see. But sometimes, when there is an important message for you to read or news for you to know about, a pop-up message displays over the home page. You will want to read the information displayed in the message before proceeding. The message might be about your account, or about local or national activities of interest to you.
5.Set your Browser to Allow Pop-Ups from NCAtrak
Pop-up windows are used in several places in NCAtrak so that you can have access to more than one part of the system at the same time. If you use a Pop-up Blocker on your computer you will want to allow pop-ups for NCAtrak.
Getting Inside NCAtrak
Now that you are logged into NCAtrak, take a few moments to get familiar with what’s inside.
NCAtrak Layout
NCAtrak is set-up with 4 Key areas that display at all times.
Header
Menu
Footer
Active Page area
Navigation Tips
Avoid the Back Button unless directed
Many websites are designed for surfing and the Back Button is a surfer’s friend. However, in NCAtrak you are going to exchange information with the NCAtrak database frequently. You will not just be surfing. We encourage you to learn to navigate using links and buttons within the application itself unless otherwise instructed. You will find the experience much more successful.
Menu Scroll Bar Manager Icon
The scroll bar manager icon is a little tab beside the Logout tab that is used to manage the menu scroll bar. The default setting is for the scroll bar is for it to display on the right side of the menu. When it is in this position it will scroll the menu items only. The other option which you can activate when you click the icon is for the scroll bar to move to the far right side of the screen. In this position the scroll bar will scroll the entire web-page, (menu, header, active page and footer) all as one unit.
NCAtrak Menu
The NCAtrak menu is the orange colored section on the left side of the page. Your Menu is customized to your privileges, with access to NCAtrak features you are authorized to access. The Menu is one big table of contents separated into sections called ‘menu options.’ Each menu option contains links to NCAtrak pages related to that option. The menu scroll bar on the right side of the menu gives you access to the menu options even when they are all expanded. The NCAtrak menu is also an interactive source of data that even changes to provide information about a case as you work in the case record, and much more.
Mini-tabs (Home, Help, Logout)
These three mini-tabs are quick links to help you return to the home page (Home), access help for the NCAtrak page you are on (Help), or log out of the system (Logout).
Menu Options
The main menu items are represented in large brightly colored rows on the NCAtrak Menu. Each row contains an ‘expand/contract’ arrow. Click the menu item to expand the menu and display links to the specific pages or ‘tabs’ of that feature. To contract the menu, click again on the main menu item.
Page LinkswithinEach Menu Option
Each major menu option contains additional links and information. The table below describes what’s available in each major menu option and how to access it.Your menu options are determined by the privileges you have been given in NCAtrak. Some options may not appear on your screen. If you believe you need access to something not displayed, contact your Security Officer.