Fulford Consulting Ltd.

APP Flare support & training.

0793 572 8612.

Flare help pages.

Creating Flare user accounts.

Synopsis

New APP accounts may be requested by team leaders, housing patch managers or equivalent post holders. The details of the account holder, the access times and access privileges are sent to the the requester's service manager or equivalent post holder for authorisation.

There must be a clear separation of roles between the persons, requesting, creating and authorising the data access.

A record of the process of requesting, creating and authorising the data access must be made and retained for 6 years. This is normally done within the "Authority" system itself using a "B0U" record employing the ? template.

Account requests

Request for new accounts or changes in data access must be initiated by team leaders or their equivalents from the police or the city housing ALMO.

Information required to set up a new user A/c.

Setting up the B0U record

Launch B0U either from the desktop menus or by using the "Search" or F12 options and entering the Program Identifier.

Check that a B0U account creation record does not already exist for the user.

This can be done by browsing the personal database "ICT System Logging - All" if available or by using B0R to search for the surname under "More" "Details".

Enter the details of BOU as below. Notice particularly that the "requester" details are entered in the client details area at the top right of the screen. This is an essential part of the record and must be included in every instance.

The UNIT is always 001 "ICT Systems Management".

The "Details" field must always commence "Accounts - " and be followed by the users name. It is this field that used to retrieve specific records.

The service category is 001 "Systems Management" and the "Type" is 005 "DBA".

Click on the "Service Area" button and select and appropriate service area or organisation.

Select the Action type 019 "Authority accounts" and create an action diary.

Click on "Templates", select the "Header" 0 "ICT System Tracking" and expand.

Select OFD "User account - Create"

Each of the items in the template must be completed. The text of each item should be amended to reflect the actual details entered. Pay particular attention to items enclosed in left and right chevrons ( <>).

Creating the officer code.

CFU does not automatically create the Officer code. The code should be identical to the User code. It is useful to create the officer code before using CFU to ensure that it is available for use in the CFU record.

The full name of the officer should be used as with the CFU record. There has been a tendency to use nick names for the officer name for the sake of familiarity. This practice should be avoided. If a different form of the name is required for merged documents this can be achieved through RCO.

Completing the CFU record.

The template will guide you through the completion of CFU. It is essential that all the items listed are completed. Permissions, access times etc should be set to the minimum required.

Copying existing users records to create an account is likely to be most error prone. Special privileges may have been allocated to a user this is unlikely to be apparent from inspection of the CFU record. Access times are not transferred when an existing account is copied.

Care should be exercised when selecting the UNIT access in CFU. Normally users should only be given access to the data created within their section but there are exceptions.

The service manager for Public Health is now also responsible for Pollution, Pest Control and Dog Wardens. The assistant director for Environment & public protection has determined that there is a requirement for these officers to share data. This achieved by setting the UNIT access to the PHP group of UNITs.

The radio button below the UNIT access refer that is not within the UNIT access allocated. Checking "Update" or "Enquiry" provides access to everything else including Trading Standards data which is protected by the Enterprise Act, and highly sensitive ASB victims and perpetrators information which is covered by the Data Protection Act.

Always check "No Access" to prevent illegal and unauthorised access to data other than required by an officer to carry out his or her duties.

Completing the RCO record.

An RCO record should be created for each user. When data is exported from Authority for merging into correspondence, the officers details are taken from the RCO record.

Authorising the account.

Once the the DCU and RCO records are complete the records must be printed either to hard-copy or to disc as a PDF file. These printed records are then dispatched electronically or by mail to the service manager for approval. The text of a covering letter is available on the S: drive as s:/Flare/accounts/new_sm.txt .

Notifying the user.

Only when approval has been received should the user be notified. The user should be told their Approval login ID and how to set their password at first login.

It is important that the user is made aware of their responsibilities when accessing the data.

They should be made aware of the help pages and asked to read http://flare.nottinghamcity.gov.uk/flare/login.php before logging in for the first time.

The text of a suitable letter is available on the S: drive as s:/Flare/accounts/new.txt

C W Fulford
5th August 2004
last update 10th May 2006


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