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Certification and Licensing System (CLS)
Business Partner Administrator Job Aid
1 Published: 5/12/2012
Purpose of the CLS Business Partner Administrator Job Aid – Slide 3
BP Administrator Responsibilities – Slide 4
Accessing CLS Identity Manager – Slide 6
CLS Identity Manager Overview: Create a New User ID – Slide 10
CLS Identity Manager Overview: Add CLS Access to an Existing User ID – Slide 21
Learning Management System (LMS) Job Aid – Slide 31
Additional Resources – Slide 33
Table of Contents
2
Purpose of the CLS Business Partner Administrator Job Aid
This job aid provides information about the Certification and Licensing System (CLS) and instructions
for Business Partner Administrators (BP Admins) to utilize the Identity Manager system to provide
access to staff members who participate in the provider licensing process.
CLS BP Admins must assign the Office of Development Programs CLS Program Office Value to
provider staff members who will need access to do any of the following:
1. Submit applications for certificates of compliance
2. Submit civil rights questionnaires
3. Submit plan of corrections resulting from licensing inspections
4. View other profile information including waivers, sanctions, historical inspection data and
certification information
3
BP Admin Responsibilities
4
BP Admin Responsibilities
Users will require a Home and Community Services Information System (HCSIS) system User ID to
access CLS. Users do not require a separate ID to access CLS. Users will require a separate and
unique LMS User ID to access the Learning Management System (LMS).
CLS is a new system outside of HCSIS, so each user will need to be assigned the Office of
Development Programs CLS Program Office Value in order to access the system for your
organization. If any staff in your organization need CLS access but do not have a HCSIS User ID, the
BP Admin must assign HCSIS IDs and roles to these users prior to assigning CLS access.
CLS access maintenance is a process managed by an individual assigned the role of BP Administrator
(BP Admin) within your organization. The BP Admin will perform the following tasks in Identity
Manager:
1. Create and maintain user accounts and profiles for CLS
2. Modify users roles, scope, and profile information
3. Reset passwords, deactivate/reactivate user accounts, and find User IDs
4. Manage user profiles in the HCSIS Learning Management System (LMS)
5
Accessing Identity Manager
(Login To Identity Manager)
6
Identity Manager Overview What is Identity Manager?
Identity Manager is used to create, modify or deactivate User IDs, profiles and passwords for HCSIS and CLS users. Identity Manager is accessible only by BP Administrators.
How to access Identity Manager:
1. Navigate to the HCSIS landing page via https://www.hcsis.state.pa.us
2. Click [Identity Manager]
7
Login to Identity Manager
3. The Keystone Key login screen appears
4. Enter your Username (this is your “b-” User ID)
5. Enter your Password (this is the password for your “b-” User ID)
6. Click [LOGIN]
8
Login to Identity Manager
4. The Identity Manager home page appears
Note: This is the first screen users see when they login to Identity Manager. By default, the
Users tab displays a list of Tasks associated with user types.
9
Identity Manager Overview:
Create a New User ID
Note: This activity does not need to be completed to users who have HCSIS access. This step is only
required for users who are new to HCSIS and CLS.
10
Creating a New User
1. From the Users tab on the Identity Manager home page, click Create HCSIS BP User
11
Creating a New User
2. The Create HCSIS BP User screen appears and the Profile tab displays editable fields for the
user information
12
Enter User Information
3. Enter the First Name and Last Name of the user
Note: Leave the Enable HCSIS checkbox selected.
13
Enter User Information
4. Enter a valid email address and confirm the email address. Note: User ID and password
setup instructions are sent to this email address
Note: Users are encouraged to enter a phone number if it is known.
14
Select the Organization ID
5. Select the Organization ID (Organization Name) from the Available Values list field
6. Click the right-arrow [ ] between the fields to move the Org ID from the Available Values
field into the Current Values list field
15
Select the Organization ID
7. Select the Access Roles tab
16
Add HCSIS Roles
8. The Access Roles screen appears
9. Click [Add an access role]
17
Add HCSIS Roles
10. The Select Access Role checklist appears
11. Select the checkbox for the PW-HCSIS-PROVRACCESSREADONLY role
12. Click [Select]
Note: This role will allow the user to login to HCSIS Provider Access, which is the entry into
CLS. Users with this role will also be able to view their organization’s information in HCSIS
Provider Access.
18
Add HCSIS Roles
13. The Access Roles tab displays the selected roles
14. Click [Submit]
Note: This role will allow the user to login to HCSIS Provider Access, which is the entry point into
CLS.
19
Confirm User ID Creation
15. The Users tab appears, and a Task Completed message displays with the new b-User ID
Note: New User ID’s will not become functional until after 6:00 pm on the day they are created.
The system will send two emails to the user informing them of their new User ID and password.
20
Identity Manager Overview:
Add CLS Access to a Current User ID
21
Enable CLS Access
1. From the Identity Manager home page click CLS Access
2. Click Manage CLS Access
Enable CLS Access
3. The Manage CLS Access: Select User screen appears
4. Enter search criteria into the fields on the screen
• The easiest option is to search by last name, as shown in the example
• To narrow the search results further click the green plus symbol to add additional search filters
5. Click [Search]
23
Search for a User
6. The Select User search results display at the bottom of the screen
7. Click inside the radio button in the Select column beside the users name to select a specific
user from the search results
Note: If only one user is displayed in the search results, this user is automatically selected by the
system.
8. Click [Select]
24
Add the CLS Program Office
12. Select the Office of Developmental Programs from the Available Values list field
13. Click the right-arrow [ ] between the fields to move the CLS Program Office from the
Available Values field into the Current Values list field
14. Click [Submit]
Confirm User ID Role Modification
15. A Manage CLS Access “Task Completed” message appears for the selected user
Note: The modified User ID will have access to the system immediately.
26
Learning Management System (LMS)
Job Aid
27
Assigning User IDs on the LMS
• The Learning Management System (LMS) contains a variety of information about CLS including
instructional web-based courses and job aids
• Users require a separate User ID and password to access the LMS. A user’s HCSIS/CLS User ID
will not enable access to the LMS
The LMS allows users to:
• View all CLS training materials including Job Aids, CLS simulations and recorded webinars
• View all the HCSIS training materials
• View communications about changes made to HCSIS and CLS
• Register for trainings (when applicable)
28
Access the Learning Management System (LMS)
Access the Learning Management System Registrar Job Aid to learn how to create LMS user
IDs:
1. Navigate to the HCSIS landing page via https://www.hcsis.state.pa.us
2. Click [Learning Management System (LMS)]
29
Assigning User IDs on the LMS
3. From the LMS login page, click LMS Support
30
Assigning User IDs on the LMS
4. From the Learning Management System Support screen, click LMS Provider Agency
Registrar Job Aid. The job aid will open in Microsoft Word
5. Follow the instructions in the job aid to create LMS User IDs
31
Additional Resources
32
Additional Resources
HCSIS Help Desk
• E-mail [email protected]
• Call the HCSIS Help Desk at 1-866-444-1264 from Monday – Friday, 8:00 AM to 5:00 PM
Learning Management System (LMS)
• All CLS training materials will be available on the LMS for BP Admins and CLS users
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