Family and Children's Medicaid Admin. Letters

DSS ADMINISTRATIVE LETTER NO. performance management/reporting and evaluation management 07-2013, DMA ADMINISTRATIVE LETTER NO: 05-13, DAAS ADMINISTRATIVE LETTER NO: 13-13, DCDEE ADMINISTRATIVE LETTER NO: 05-13, New NCID REQUIREMENT FOR CLIENT SERVICES DATA WAREHOUSE (CSDW) (July 30, 2013)

TO: County Directors of Social Services,
County Security Officers,
CSDW Users

DATE: JULY 30, 2013

SUBJECT: Authenticating NCID for Client Services Data Warehouse (CSDW) Access

I. BACKGROUND

Beginning October 1, 2013, the CSDW will require the NCID as the user ID when logging into the CSDW. Unless access has been updated to the NCID, users will no longer have access to the system.

II. AUTHENTICATING NCID PASSWORDs

A. Mapping Existing User IDs to NCID

To map existing user IDs to valid NCIDs the NCID Administrator/Security Officer must take the following actions:

1. Identify all individuals accessing the CSDW using the three reports below which are available in the CSDW under the DHHS Main Document/ Security folder:

a. Security – List of DSS County Users - shows county users of the PM/REM (Economic Services, Services Information System and Child Welfare) data;

b. Security – List of Child Care County Users – shows county users of the Division of Child Development and Early Education systems data.

c. Security – List of NCPC and Smart Start Local Partnership Users – shows NCPC and Smart Start Local Partnership users of the Division of Child Development and Early Education systems data.

Note: State Child Support will handle access to the Child Support data in CSDW. Counties will not have to complete this process for those users. However, adding the NCID in the e-IRAAF system mentioned in #5 below may be required.

2. Individuals whose accounts are disabled are shown at the end of these reports. The disabled status indicates CSDW access has either been revoked for the user or the user has disabled his/her password. If the user requires CSDW access and is disabled due to a disabled password, the user should be listed on the spreadsheets along with his/her NCID. No action is required for disabled individuals who no longer need access.

Once the reports have been run for the county, they must be downloaded into Excel. Enter the NCID for each user who has CSDW access in the last column of each report. See the sample spreadsheet attached for the correct format.

3. If a user does not have an NCID, the NCID Administrator must assign an ID, and the spreadsheets must be updated with the new NCID. Be sure the user logs in with the NCID and temporary password so the NCID will be activated. Otherwise, these individuals will be unable to access the CSDW.

4. The three updated Excel spreadsheets should be password protected and emailed to Andy Raby at Andy.Raby@dhhs.nc.gov by the due date listed below. Please make sure your county name is listed on each report.

Excel Spreadsheets due for these counties by August 26, 2013

Alexander Gates Pamlico

Alleghany Graham Pasquotank

Anson Granville Pender

Ashe Greene Perquimans

Avery Hertford Person

Bertie Hoke Polk

Bladen Hyde Richmond

Camden Jackson Stanly

Caswell Jones Stokes

Chatham Lee Swain

Cherokee Macon Transylvania

Chowan Madison Tyrrell

Clay Martin Warren

Currituck McDowell Washington

Dare Mitchell Watauga

Davie Montgomery Yadkin

Franklin Northampton Yancey

Excel Spreadsheets due for these counties by September 9, 2013

Alamance Halifax Rockingham

Beaufort Harnett Rowan

Brunswick Haywood Rutherford

Burke Henderson Sampson

Cabarrus Iredell Scotland

Caldwell Johnston Surry

Carteret Lenoir Union

Cleveland Lincoln Vance

Columbus Moore Wayne

Craven Nash Wilkes

Davidson Onslow Wilson

Duplin Orange

Edgecombe Pitt

Gaston Randolph

Excel Spreadsheets due for these counties by September 23, 2013

Buncombe Forsyth Robeson

Catawba Guilford Wake

Cumberland Mecklenburg

Durham New Hanover

5. An e-IRAAF may need to be completed to update the NCID for individuals. To expedite this process, menu option, 05, has been added to the e-IRAAF menu. Select Option 05 from the Information Request Access Auth Menu. Press enter to display the next screen.



Enter either the name or county number in the appropriate fields and press F9 to confirm and display the next screen.

Select the appropriate line number and press F9 to display the next screen.

Enter the NCID User ID and press F9, to update

6. Counties will be notified once the spreadsheets have been processed. Users will be required to access the CSDW using their NCID.

7. In the future, an e-IRAAF submitted for CSDW access must contain the individual’s NCID. This will prevent missing users who may have been given CSDW access after the Security Reports were completed.

B. EXPIRATION OF NCID PASSWORDS

Once the user is notified that the password is expiring, the user must use the NCID portal (https://ncid.nc.gov/) to change the password. A password used in the NCID system at any time in the past can not be reused.

NCID access may be disabled if the account has been inactive for at least 12 consecutive months.

III. IMPLEMENTATION

Effective October 1, 2013, all CSDW users must access the system using their NCID and password.

If you have questions concerning the new NCID requirements for the CSDW, please contact DSS Information Support at 919-527-6270.

Sincerely,

Wayne E. Black, Director

Division of Social Services

Carol H. Steckel, MPH, Director

Division of Medical Assistance

Dennis W. Streets, Director

Division of Aging and Adult Services

Ron Byrd, Section Chief

Division of Child Development and Early Education

PM-REM-AL-07-2013

Attachment

HB:rr

cc: Carolyn Perry, DIRM

Dale Suggs, DIRM

Victor Carr, DIRM

Jo Ann Frazier, DIRM