Defaults-Users

CBISA™ allows for the creation of several different user levels.  Each user level has specific rights and permissions to carry out the necessary function for their position.  The user levels are defined in three different groups:  Single, Multi, and System.  The System Administrator, assigned by Lyon Software, has all of the rights necessary to add users, add/edit/delete system defaults and programs, manage reporting unit information, etc.  NOTE: A new System Administrator created by the original System Administrator may not necessarily have all rights, but must be given some.  A list of the users and a summary of their functionality is outlined below.

Single Reporting Unit within the Organization

Coordinator
-Add/Edit/Delete all Defaults
-Edit Reporting Unit information from Organization Defaults
-Add/Edit/Delete Needs (CBISA Plus™ only), Partnerships, Programs, Occurrences, Financial Services, Narratives, Outcomes
-Lock/Unlock Fiscal Year
-Copy/Move certain records
-Approve pending Programs, Occurrences, Narratives, and Outcomes from a Reporter
-Access record filters
-View, print and export all reports for a single reporting unit
-Create user accounts for Coordinators, Reporters, Finance and Senior Manager 
  -User Provisioning may be turned on/off for this permission level (see Advanced User Options below)

Reporter
  -Add/Edit/Delete pending Programs, Occurrences, Narratives and Outcomes records
  -Copy Occurrence records
  -May or may not add Programs (see Advanced User Options below)
  -View, print and export available reports 

Finance
-Add/Edit/Delete Fringe Benefit %, Average Salary Rate (Reporting Unit and Group rates), Operating Expenses, Direct/Indirect Costs (Financial tab, Reporting Unit Screen)
-Edit average hourly pay rates for Departments (Defaults)
-Add/Edit/Delete all records in the Financial Services Module
-Add/Edit/Delete/Copy/Move Occurrences
-Access record filters
-Open closed fiscal year
-View, print and export all reports for a single reporting unit

Senior Manager
-Read-only view of all data
-Access record filters
-View, print and export all reports 

Multi Reporting Unit within the Organization

Multi Coordinator
-Same functionality as the Coordinator, but for more than one assigned reporting unit
-Copy and Move Programs and Occurrences within the active reporting unit or any other assigned reporting unit. NOTE: Department and Rates do NOT copy over
-View, print and export single and multi-unit reports 
-Create user accounts for all Multi and Single user permission levels
  -User Provisioning may be turned on/off for this permission level (see Advanced User Options below)

Multi Reporter
-Same functionality as the Reporter, but for more than one assigned reporting unit
-May or may not add Programs (see Advanced User Options below)

Multi Finance
-Same functionality as Finance, but for more than one assigned reporting unit
-View, print and export single and multi-facility reports 

Multi Senior Manager
-Same functionality as Senior Manager, but for more than one assigned reporting unit
-View, print and export single and multi-facility reports 

System (All Reporting Units within the Organization)

System Administrator
-Edit Facility information 
-Add/Edit/Delete Region/Group/Entity Organization Defaults
-Add/Edit/Delete all Reporting Unit Defaults (any unit)
-Add/Edit/Delete all data records (any unit)
-Access all record filters
-Lock/Unlock/Close/Re-open fiscal years
-View, print and export single and multi reports 
-Create user accounts for Coordinators (and all levels under Coordinator), Multi Coordinators (and all levels under Multi Coordinators), and additional System Administrators (and all levels under System Administrators) 
  -User Provisioning may be turned on/off for this permission level (see Advanced User Options below)

System Senior Manager
-Read-only view of all data (any entity)
-Access all record filters
-View, print and export single and multi-facility reports 

To Add a User:

Choose Options then Org Defaults (top right hand side of screen)

Choose the Users tab 

Click on Add 

Complete the User information (First Name, Last Name, User Name, Email).  

Choose a User permission level (defined above)

For any User at the Single level, choose the single reporting unit they are assigned to

For any User at the Multi level, choose the default unit and then check the boxes for the units that this user needs access to

Create a password and confirm it by retyping it

Click on OK to save the new User 

To Edit an existing User:

Choose Options then Org Defaults (top right hand side of screen)

Choose the Users tab (third tab from the left)

Highlight the User you wish to change and click on Edit

Make any necessary changes to the User information

Click on OK to save your changes

To Delete an existing User:

Choose Options then Org Defaults (top right hand side of screen)

Choose the Users tab (third tab from the left)

Highlight the User you wish to delete and click on Delete

You will get a pop up warning message asking if you are sure you want to Delete the user

Click on OK to delete the user

Advanced User Options:

Narrative Entry Only:  this option pertains to Reporters and allows a reporter access to the Narrative module only

Can Add Programs:  this option pertains to Reporters and allows a reporter to add programs if the option is checked

View Partnership Module:  this option pertains to Reporters and allows a reporter read-only access to the Partnership module

View Needs Module:  this option pertains to Reporters and allows a reporter read-only access to the Needs module

Can Provision Users:  this option is for administrative users (System Administrator, Multi Coordinator, and Coordinator) and allows the user to manage the user accounts at or below their permission level if the option is checked.

Show Micro Reports:  this option is for administrative users and shows if pending records exist, how many exist and in which module upon login, opening a different active reporting unit, or returning from defaults to the main program if the option is checked.

Can Customize CBISA:  this option is for administrative users and allows access to the CBISA Customization screen in Edit Defaults

Can Accept Snapshot:  this option is for administrative users and allows a user to accept a snapshot request from an association.  This option will only show if the reporting unit belongs to an association using the CBISA Association Rollup™ program.

 
A Note about User Names and Passwords:  User Names must be unique throughout an entire organization; therefore, when initially setting up User Name accounts, make sure that the procedure for creating new accounts will have enough variables to make each account different. User Names can contain up to 50 characters, but no spaces.  

Passwords do NOT have to be unique; therefore, every user can be created with the same password. That user will then edit their own account and re-assign a password that they will remember and will remain private.  Each user, regardless of user permission level, has access to their own user information.  Passwords can be between 6 and 15 characters long and must contain at least one letter and one number.  The password cannot contain the word "password" or the user name.

Resetting a Forgotten Password:  If a user (any permission level) forgets their CBISA™ login password, they may use the "Reset Forgotten Password" tool available from the CBISA™ login page.  To reset a password, the user must know their CBISA™ User Account Name and have a valid email associated with their User Account.  If a user does not know their User Account Name or have an email associated with their account, then a System Administrator or Coordinator with user provisioning may reset the password manually by accessing the user's account and creating a new password.