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An Introduction to Secure Access Phase 2

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Background to Secure Access• Secure Access (SA) was introduced on 10 December 2012

to provide Local Authorities and Schools with a single,

secure point of entry to Departmental IT systems (currently

COLLECT, School 2 School (s2s) and Key to Success (KtS))

and to ensure that the data that they hold is much better

protected;

• It replaced the previous “Authentix” system;

• All current schools and LA personnel who use S2S and/or

COLLECT were migrated to SA;

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Background to Secure Access• An enhanced version of SA (Phase 2) will be launched on

9th December;

• This will provide individual Secure Access accounts within

schools and academies who currently have shared

accounts (Local Authority users already have individual

accounts)

• In support of that, the facility to create and administer SA

accounts locally will be provided by introducing an

‘Approver’ role within each organisation (i.e. School,

Academy or Local Authority).

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The Approver Role• An Approver will have the same access as an End User

but with additional user management privileges;

• Approvers will have the ability to:

- Search for users within their organisation

- Add new user accounts

- View user accounts

- Edit and archive user accounts

- Add and remove access to Departmental systems as

required, and where access is granted to COLLECT,

specify/select the data collection(s) that are able to

be accessed by the requestor.

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The Approver Role• Within a Local Authority, the Contact Liaison Officer (CLO)

will undertake the approver role;

• Within schools, a nominated member of staff (who could be the existing account holder for the shared account) will undertake the role;

• COLLECT Access will no longer be managed by the EDD Helpdesk and it will be the responsibility of the Contact Liaison Officer and individual schools to add and remove access to data collections within COLLECT

• Users will have their accounts upgraded on 9th December to the Approver account type;

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Account claiming process

• A flag will be set for all user accounts given ‘Approver’ role

to activate a ‘claim’ process on subsequent login to SA

following the launch on 9th December;

• User logs in;

• User is shown a confirmation screen asking them to

confirm they are authorised to claim this Approver account;

• If the user is the authorised individual for this account they

click ‘Confirm’ and continue to the next page;

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Account claiming process

• If the user is not the authorised individual for this account,

they click ‘Cancel’ and are logged out and returned to the

Login page;

• The Approver will be forced to select a new password and

enter a new security question and answer, and will not be

allowed to enter one that has been used previously for their

account;

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Confirmation of authorised user - School

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Confirmation of authorised user – LA

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Confirm user details

Filled in automatically

Validation in place to ensure a previously used question or answer cannot be entered.

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Approver can now add additional accounts

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Approver chooses whether to add accounts now or later

Limited to 5 end user accounts – schools only

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Approver chooses to add new accounts now

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Approver chooses to add accounts later

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Searching for users (and viewing user accounts)

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Administration tab

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Searching for users

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Select 'Details'

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View user’s account

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Adding a new user

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Click on Administration tab and Select add new

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Enter user details

Automatically filled in so cannot link to incorrect organisation.

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SA calculates which Application groups should be visible to user based on the user details entered e.g. LA = All collections, Independent School = Independent School Census only. User selects groups

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Click save to confirm

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Editing user accounts

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Search for user as shown in searching for users section, select account then Select 'Edit' button

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Edit the fields required and save user’s details

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COLLECT Access

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Collect Access• All existing COLLECT users will be migrated over to Secure

Access and the relevant tick boxes completed

• If you grant access for 2013 it will automatically carry forward for

any future years unless removed

• When any of these collections are selected and the account

saved the user will have immediate access within COLLECT

• As CLOs grant access now we would expect a process to

already be in place to authenticate a user prior to granting

access to a collection at LA level

• Key to Success for LAs will still be managed by the RA Mailbox

with tokens

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COLLECT Access will now be managed via the user edit screen for the following COLLECT Groups

LAs

Alternative Provision Census School Census Spring

Appeals Against Exclusions School Census Summer

Appeals Against Admissions School Census Autumn

Children In Need S251 Budget

Consistent Financial Reporting S251 Outturn

Early Years Census SEN2

Early Years Foundation Stage Profile School Workforce Census

Keystage 1

Phonics

Parental responsibility

Private Fostering

SCAP – Forecasts

SCAP – Capacity

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Schools

Consistent Financial Reporting

School Census Spring

School Census Summer

School Census Autumn

Independent School Census

School Workforce Census

• Schools will be advised in guides if they do not use COLLECT then they do not need to add it to their list of access permissions.

• Please note: Every 100 days Secure Access forces a password re-set

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Archiving - For use when a staff member has left or an account is no longer used.Search for user as shown in searching for users section, click edit, select archive account and enter reason. Then save. This immediately deactivates the account.

You can also use the same Section for re-activating an account.

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Reset user’s password

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Search for user as shown in searching for users section, click Reset password. An email is automatically sent to the registered email address. The user has 48hrsbefore the link expires.

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Re-send account activation link

• If a user doesn’t click their account activation link in their

activation email within 48 hours, the link will expire for

security reasons;

• An Approver can click a button on the user’s form to re-

send them their activation email with a new activation link;

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Approver transfers their access rights

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Click on ‘Your Account’, select 'Transfer your Approver rights'

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A list of the accounts for your organisation will be shown, select account you wish to transfer access to, enter the answer to your security question and click apply. This will immediately transfer the Approver role.

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Archiving approver accounts

• Approvers cannot archive their own account

• They must transfer their Approver rights to another

account.

• The old Approver will then become an End user account

• At which point the new Approver may archive their account

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Contacts and Guides

Updated guidance documents will be available on the

following Secure Access Web Page: http://

www.education.gov.uk/researchandstatistics/datatdatam/secureaccess

Secure Access Login Page: https://sa.education.gov.uk

For any enquiries please use the Secure Access Service

Request Form: https://

www.education.gov.uk/researchandstatistics/datatdatam/secureaccess/service-request-form

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Any Questions?