Connections Weekly System Update s4

..CONNECTIONS..CONNECTIONS NEWS..NEWS.. for the week of August 6 - 13, 2010 ______

CONNECTIONS Intranet site: http://ocfs.state.nyenet/connect/ ______

FEATURED IN THIS EDITION

“ Info to Know” for Caseworkers - The Geographic Information System (GIC) is Here!!!…pg. 1 - Dragon NaturallySpeaking Info on the CONNECTIONS Intranet…pg. 2 - Creation of LDAP Accounts to Support training for the CONNECTIONS Transformation Document…pg. 2 - A Guide to Accessing CONNECTIONS Online Training Courses…pg. 3 - Summer 2010 NYPWA/CONNECTIONS Presentation: “Transformation Is Just Around the Bend” …pg. 3

General “Info to Know” - **Reminder** Records Retention Run of August 2, 2010…pg. 3 - Update of the SCCM Image With the Latest Security Patch…pg. 5 - CONNECTIONS Transformation Implementation Activities: Application Security…pg. 5 - Security Awareness Message…pg. 6 - NEW Postings to the CONNECTIONS Intranet …pg. 6 - CONNECTIONS Weekly System Maintenance …pg. 6

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“Info to Know” for Caseworkers

The Geographic Information Center (GIC) is Here!!!

The Geographic Information Center (GIC) is a mapping system (much like a GPS) that provides driving instructions for selectable cases in an individuals’ workload. We are very excited about the ability to provide this tool for all CONNECTIONS users at both local districts and voluntary agencies. The GIC was implemented on Friday morning, August 6th, during the regularly scheduled maintenance window (between 5:00am – 7:00am).

The CONNECTIONS Weekly 1 Further information on the specifics of this tool – how it works, how to access it etc., are included in the document below. Any questions related to the GIC should be emailed directly to the APP Help mailbox at the following mailbox address: ocfs.sm.conn_app A few points about the address: please note that there is an underscore in the address, the underscore has to be typed into the address in order for the email to be directed to the correct mailbox. Point two, if you are emailing ‘out of our network’ we ask that you tack on the following piece to the end of the mailbox address: @dfa.state.ny.us or, @ocfs.state.ny.us or, @nysemail.state.ny.us.

The Geographic Information Center final version_8_6_10.pdf

Dragon NaturallySpeaking Info on the CONNECTIONS Intranet

OCFS has successfully distributed 2,500 Dragon NaturallySpeaking (DNS) licenses, to local districts and voluntary agencies, across the state! Many caseworkers have reported that the use of DNS has dramatically reduced the time it takes to enter progress notes. They have also used “Dragon” for e-mail, FASP’s and PHR’s.

Both districts and agencies are in the process of training staff in the use of this software; in this light, we are pleased to announce that we recently created a special Dragon NaturallySpeaking page on the CONNECTIONS intranet!!! Click on the link to see: http://ocfs.state.nyenet/connect/resources/dragonspeak/dragondefault.asp. We have posted several documents to the page…you’ll find DNS tips, training summary and training agenda info, as well as in-depth info about DNS commands. Whether you’re a DNS “pro” or a “beginner” you’ll find the info on this page helpful! We will be updating the info on the page too – so keep checking it!!!

Creation of LDAP Accounts to Support Training for the CONNECTIONS Transformation Document

This document details important information related to the access and delivery of training in preparation for the CONNECTIONS transformation. We ask that you review the content as there are some preparation activities that will be necessary in order for staff to access this important training. For your reference, a copy of the document is posted to the CONNECTIONS intranet on the Training page: http://ocfs.state.nyenet/connect/training/

The CONNECTIONS Weekly 2 A Guide to Accessing CONNECTIONS Online Training Courses

This document is a comprehensive guide to accessing CONNECTIONS online training courses, such as iLinc and Web Based Trainings (WBTs). As the CONNECTIONS Transformation is rolled out beginning in the fall, online training will be the main mode of training delivery. The guide includes a general overview of taking an online training course, as well as information about:

- how to access iLinc and TrainingSpace (for WBTs) sites,

- New York State Directory Services accounts for TrainingSpace and iLinc accounts

- STARS as well as TrainingSpace, ilinc and much more!

We urge you to share this guide with all the individuals in your agency who deal with CONNECTIONS. It will serve as an excellent basic resource to prepare for the training in support of the future application transformation. Please note that the guide is posted to the CONNECTIONS intranet website on the Training page. The link to the Training page is: http://ocfs.state.nyenet/connect/training/

Summer 2010 NYPWA CONNECTIONS Presentation: “Transformation Is Just Around the Bend”

For your reference, “The Summer 2010 NYPWA/CONNECTIONS presentation titled: “Transformation Is Just Around the Bend” is posted to the CONNECTIONS intranet and can be accessed via the following link: http://ocfs.state.nyenet/connect/projupdt/2010%20NYPWA%20Summer%20Conference %207-19.pdf

Lots of interesting and up-to-date info on the transformation….check it out!

General “Info to Know”

**Reminder** Records Retention Run of August 2, 2010

Last April, you were notified that this process had been temporarily suspended because of a need to retain such records due to the pending federal litigation. As you know, that issue has been resolved, and the suspension has been lifted.

The CONNECTIONS Weekly 3 The purging of appropriate data per legal requirements resumed on June 28, 2010 – the second scheduled run began on Monday, August 2nd. The cycle is scheduled to be completed on August 8th and will purge stages through March 30, 2009. A schedule of the Records Retention runs is posted below. The plan entails a purge every 5 weeks or so until we are “caught up”. As you know, there are designated Records Retention report recipients in each district and these are the individuals who will receive direct communication related to records retention.

For your reference, there is a Records Retention Tip Sheet that is posted to the CONNECTIONS intranet. The following is the path to access the tip sheet: click on the CONNECTIONS intranet link from the OCFS intranet page: http://ocfs.state.nyenet/connect/, click on the Step-by-Step/Job Aids/Tips link in the left- hand box, click on Job Aids/Tip Sheets link in the box in the upper right-hand corner, scroll down to the heading “Tip Sheets For All Workers” – tip sheets are listed alphabetically.

Please note: if you uncover any issues with the Records Retention reports please notify your regional CONNECTIONS Implementation Specialist immediately and they will work with the Records Retention report tech team to resolve the issue.

Records Retention Schedule

Cycle # Cycle Start Cycle Purges To Be Date Date Complete Stages Thru

1 complete 06/28/2010 07/3/2010 12/19/2008 03/20/2009

2 in process 08/2/2010 08/8/2010 03/20/2009 06/20/2009

3 09/07/2010 9/11/2010 06/20/2009 09/20/2009

4 10/11/2010 10/16/2010 09/20/2009 12/20/2009

5 11/15/2010 11/20/2010 12/20/2009 03/20/2010

6 12/20/2010 12/25/2010 03/20/2010 06/20/2010

7 01/24/2011 01/29/2011 06/20/2010 09/20/2010

8 02/28/2011 03/02/2011 09/20/2010 12/20/2010

9 04/04/2011 04/09/2011 12/20/2010 03/20/2011

10 05/09/2011 05/14/2011 03/20/2011 05/14/2011

11 08/15/2011 08/20/2011 05/14/2011 Resumes normal schedule

The CONNECTIONS Weekly 4 Update of the SCCM Standard Image with the Latest Security Patches **Please note that this message is for local district and voluntary agency LAN Administrators.

OFT has just updated the SCCM Standard Image with all of the latest security patches. This Image is been renamed "Load Standard OneImage (HSEN Domain) Jun 2010".

Instructions to update: Please select "Load Standard OneImage (HSEN Domain) Jun 2010" where you would have selected "Load Standard OneImage with Java 1.6.0_16" . The standard name from this point forward will be "Load Standard OneImage (HSEN Domain) with Current Date Here".

CONNECTIONS Transformation Implementation Activities: Application Security

In preparation for the CONNECTIONS Transformation there are activities that you should complete in order for your agency to be in alignment with the OCFS Security Guidelines and principal of “least access”. The document posted below outlines activities that are important to your agency’s security design regarding:  Unit Summary Access and

 Security Business Functions

We ask that you review this document and begin to initiate the activities in order for your agency to maintain a level of access that allows your workers to complete their tasks while not allowing more access than is needed.

We appreciate your ongoing attention to CONNECTIONS Information Security matters.

Should you have any questions regarding this information you should contact your CONNECTIONS Regional Implementation Specialist.

CAMP Implementation Activities-SOaR Business Functions Review.doc

Security Awareness Message

The CONNECTIONS Weekly 5 Principle of Least Access

For anyone responsible for providing staff access to the CONNECTIONS application, a rule of thumb to use when determining who will get access, and how it will be provided should always be the principle of “Least Access”.

Least access means providing the most limited access possible, and only to those that need it, so as to provide the user the ability to perform their authorized business ,while not providing them with any access that they do not need.

Remember, always end date staff from CONNECTIONS as soon as they no longer need access, and change a user’s level of access when their duties change. If the user is end dated because they left the agency, please remember to also have their HSEN access removed through WEBSTAR

NEW Postings to the CONNECTIONS Intranet

. ...CONNECTIONS NEWS... http://ocfs.state.nyenet/connect/

CONNECTIONS Weekly System Maintenance

Due to regularly scheduled system maintenance, the CONNECTIONS application will not be available on…  Wednesday, 8/11/10 from 5:00 AM – 7:00 AM  Friday, 8/13/10 from 5:00 AM – 7:00 AM

Office of Children & Family Services Gladys Carrión, Esq., Commissioner

The CONNECTIONS Weekly 6