Fulford Consulting Ltd.

APP Flare support & training.

0793 572 8612.

Flare help pages.

Creating User Accounts (v1.03)


The Flare system contains confidential and sensitive data. The system is now used across multiple departments and many service areas. With over 400 registered users it is impossible for the administrators to know every user or to be aware of all new starters. It is vital for the security of the system that a formal procedure be followed to ensure that only properly authorised persons are given access to the system and that they only have access to the data required for them to carry out their work effectively.

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 housing ALMO.

The team leader will be asked to supply the following information.

The user's full name including any middle name:

The user's full name is essential in order to identify the user as a legal entity.

The Flare system does not utilise payroll numbers, National Insurance numbers or any other unique identifier so it is important that we each user can be positively identified from their full name and their service area. It is the full name that would be used should any legal action ensue from use or misuse of the Flare data.

The user's job title:

The user's job title is used for identification purposes and to assist in ascertaining the appropriate privileges to be granted. The job title is also used when exporting data to computer generated letters and documents.

The user's extension number:

The extension number is used in exported letters and documents and by the system administrators to contact the user.

The user's e-mail address:

The e-mail address is used by the administrators to notify users of their accounts details and may also be printed on computer generated correspondence.

The UNIT access required:

The UNITS currently in use are:

  1. Anti-social Behaviour Teams.
  2. Public Health (including Pest Control, Pollution, and Dog Wardens).
  3. Food.
  4. Trading Standards.
  5. Health & Safety.
  6. Licencing
The user's normal place of work:

The address helps to identify the the user and may be printed on computer generated documents and correspondence. The address also assists the administrators to identify the source of any user problems.

The user's services manager or equivalent:

The name of the service manager or equivalent post in the ALMO or the police force and their e-mail address. The e-mail address will normally be used to contact the SM for approval of the privileges to be granted.

The normal days and hours of work:

Users are only granted access to the system during their normal hours of work. Access to the system outside the authorised hours would indicate a security failure.

Access is normally only granted between the hours of 7am and 7pm. Support is only available from Civica between 9am and 5pm.

Civica only offer support during normal office hours Monday to Friday, as a consequence of which, maintenance work may from time to time be carried out during core hours.

Every effort is made to avoid disruption to services. All in house system maintenance work is done out of core hours.

Restricted access hours help to identify unauthorised activity in the event of the security systems being breached.

Start date:

Access will be granted from the notified start date provided that the account is requested 7 days prior to that date and that timely approval is received from the service manager.

Finish date:

If the post is temporary or a fixed term contract the finishing date must be supplied. If no finishing date is given and the post is permanent, a termination date two years after the start date will be entered to allow a review of the account and the access privileges to be undertaken.

Approving Account requests

Once the users details, access times, and privileges have been entered on to the system, a report is sent to the new account holder's service manager (or equivalent) for approval. The document may be printed but is more usually sent electronically.

It is vital that there is a clear separation between the account request and approval of the privileges granted.

C W Fulford
5th August 2004
last update 4th April 2006

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