SEDDAS%20SED%20Delegated%20Account%20System

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SEDDASSED Delegated Account System

• Summer 2008

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Background

• SED has a number of web based applications that
  are accessed by school districts through the
  NYSED Web Portal
• Access must be protected from unauthorized users
• Currently, SED administers the security process
  through a complex system of requesting and
  distributing User IDs and passwords

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New System - SEDDAS

• Summer 2008 SED will be implementing a new
  automated system that will give school districts
  the ability to
• Create User IDs and passwords for their own
  employees
• Entitle users access to one or more of the
  protected computer application systems available
  through the NYSED Web Portal

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What does SEDDAS do?

• Account Administration
• Creates, updates, disable and re-enables
  authorized users
• Manages User IDs and passwords
• Entitlement Administration
• Grants access to protected web applications found
  on SED portal

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What SED applications are handled by SEDDAS?

• C4E Contract for Excellence
• SAMS State Aid Management System
• IMF Institution Master File (BEDS)/VADIR
• IHRS Impartial Hearing Reporting System
• MSA Mandated Services Aid
• OSA Examination Request System

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Simply put

• SEDDAS gives district staff the keys to SED web
  based applications.

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Who will use SEDDAS?

• Superintendents of Schools and BOCES
• Chief Administrators of nonpublic or charter
  schools
• Assistant Superintendents
• Business Administrators
• Administrative Assistants
• Principals
• Other

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Roles for SEDDAS

• Super Delegated Administrator (Super DA)
• Can only be the School Superintendent
• No Super DA in nonpublic and charter schools
• Delegated Administrator (DA)
• Entitlement Administrator (EA)

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Super Delegated AdministratorSuper DA

• Create a Delegated Administrator (DA)
• Create an Entitlement Administrator (EA)
• OR
• Can do everything!
• Create, update, disable and re-activate users
• Reset passwords
• Entitle applications

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Delegated AdministratorDA

• Account Administration
• Create, update, disable and re-activate users
• Reset user passwords
• Create an Entitlement Administrator
• Cannot modify the Super DA account

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Entitlement AdministratorEA

• Entitlement Administration
• Entitles school staff access to applications
• Does not have any authority over account
  administration (User IDs and passwords)

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Roles for SEDDAS

• Superintendent Super DA
• Other Staff DA
• Other Staff
• Other Staff EA

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Before Getting Started

• Browser should be Internet Explorer 6.0 or higher
• PC (no Macs!)
• Pop up blockers must be disabled
• DO NOT use browser Back arrow
• If you use by mistake, hit Refresh
• Use menu options on left side of screen instead
• Password must be alpha-numeric at least 8
  characters in length and case sensitive
• User guide will contain more detailed technical
  requirements

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Lets Go to SEDs Portal

• http//portal.nysed.gov

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Sign In
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SEDDAS Home page
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Search

• Can see each user in SEDDAS, not just those in
  your district
• Displays name, institution, role and
  entitlements, status if they are assigned to your
  district

Super DA or DA or EA
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Advanced Search

• Allows district to search for all the identified
  users.

Super DA or DA or EA
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Create User

• Used to create a NEW User ID
• Only for a person who has never had a NYSED User
  ID either within the current district or a
  previous district

Super DA or DA
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Update

• Update user information such as phone number,
  email, position/title

Super DA or DA
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Disable

• Used when it is necessary to disable a persons
  access to web based applications on SED portal
  because of
• Reassignment of duties
• No longer employed by district
• Other reasons

Super DA or DA
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Reactivate User

• Used to reactivate a User ID.
• Should only be used if the person is in the same
  district and the same building
• Should NOT be used for someone who has changed
  school districts or changed buildings within a
  district

Super DA or DA
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Reset Password

• Used to establish new password when current user
  has forgotten or lost password

Super DA or DA
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Entitlements

• Assigns/removes access to SED protected web
  applications

Super DA or DA or EA
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Entitlements
Super DA or DA

• Assigns the roles of DA and EA

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Reassign Institution

• Used to reassign an account to another building
  within the school district
• Used to reassign a disabled account to your
  district

Super DA or DA
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Lets Get Started!
http//portal.nysed.gov
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We need to find out who in our district already
has a User ID and password and who needs one

• Click on Advanced Search
• Click on List all Users
• This will give you a list of all users for the
  jurisdiction
• Review and print

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Superintendent (Super DA) will use Create User to
get user account for his new Administrative
Assistant, Marilyn Monroe

• Click on Create User
• Enter First Name
• Marilyn
• Enter Last Name
• Monroe
• Click on arrow at right side of Institution box
• At Search Institution click on Go
• Select building Marilyn is assigned to
• Ilion CSD
• Make note of temporary password (print page)

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Superintendent (Super DA) is going to Entitle the
roles of Delegated Administrator and Entitlement
Administrator

• Click on Entitlements
• Click on Entitle - Delegated Account System
• This function may ONLY be performed by the Super
  DA

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Super DA is going to Entitle Marilyn Monroe as
the DA. She will not be entitled access to any
applications

• Enter Last Name Monroe click Go
• Select Marilyn Monroe
• Click Select to Entitle SEDDAS
• Select Role Delegated Administrator
• Applications none
• The DA will not have the ability to Entitle
  applications. That will be the role of the
  Entitlement Administrator
• Click Add/Change SEDDAS Entitlements

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Super DA is going to Entitle Zsa Zsa Gabor as the
EA. Zsa Zsa will Entitle staff access to all
applications.

• Enter Last Name Gabor click Go
• Select Zsa Zsa Gabor
• Click Select to Entitle SEDDAS
• Select Role Entitlement Administrator
• Applications select applications to Entitle
• This will give the EA the ability to Entitle
  staff access to applications.
• Click Add/Change SEDDAS Entitlements

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We are now going to Log On as the Delegated
Administrator (DA), Marilyn Monroe

• Go to SED Application Portal at
• http//portal.nysed.gov
• Click on Log On
• Sign In
• User Name marilyn.monroe
• Password
• At My Applications select SEDDAS

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The District Clerk, Katherine Hepburn has moved
to a new office. Her work phone number needs to
be Updated on SEDDAS.

• Click on Update User
• Enter Last Name Hepburn click Go
• Select Katherine Hepburn
• Click Select to Update
• Enter new Work Phone
• Click Save

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The districts BEDS Coordinator, Anna Nicole
Smith, suddenly died. The DA needs to Disable
her account in SEDDAS.

• Click on Disable User
• Enter Last Name Smith click Go
• Select Anna Nicole Smith
• Click Select to Disable
• Select Reason for Disabling
• Select User is deceased
• Click Disable User

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Brittany Spears, the Business Official, has
returned from a medical leave. The DA needs to
Reactivate her account.

• Click on Reactivate User
• Enter Last Name Spears click Go
• Select Brittany Spears
• Click Select to Reactivate
• Select Reactivate User to confirm and complete
  Reactivate function

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Brittany Spears also needs a new password. The
DA will go to Reset User Password to get her a
new temporary password.

• Click on Reset User Password
• Enter Last Name Spears click Go
• Select Brittany Spears
• Click Select to Reset Password
• A new temporary password will be displayed
• Select Submit
• An email will be sent to Brittany with the
  temporary password and directions to create a new
  permanent password of her choosing.

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We will now Log Off as Marilyn, the DA. We will
Log On as Zsa Zsa Gabor, the Entitlement
Administrator (EA).

• To Log Off
• Click on X in upper right hand corner of
  browser
• Click on Log Off on SED Application Portal page
• To Log On
• Click on Log On
• Sign In
• User Name zsazsa.gabor
• Password
• At My Applications select SEDDAS

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Zsa Zsa is going to Entitle the following people
access to SED applications

• Business Official, Brittany Spears
• C4E (Contract for Excellence)
• SAMS (State Aid Management System)
• Principal, Renee Rudd
• IMF (BEDS/VADIR),
• IHRS (Impartial Hearing Reporting System)
• OSA (Examination Request System)

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Business Official Brittany Spears, will need
access to SAMS and C4E.

• Click on Entitlements
• Enter Last Name Spears click Go
• Select Brittany Spears
• Click Select to Entitle User Account

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Entitling Business Official Brittany Spears,
access to applications

• Select Applications for entitlement
• SAMS
• Contract for Excellence
• Click Start Entitling
• Under each application, select the Role of the
  person you are Entitling
• For SAMS the Role for Brittany Spears will be
  Data Entry
• Only the Superintendent can Submit and Certify
• Accessibility select NO (select Yes if user
  needs special accommodations while viewing Help
  files in SAMS)

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Entitling Business Official Brittany Spears,
access to applications cont

• Contract for Excellence
• For SAMS the Role for Brittany Spears will be
  Data Entry
• Only the Superintendent can Submit and Certify
• Click on Next
• Review Access to Applications
• If everything is correct - Click on Grant
  Access

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Renee Rudd, Principal of the High School, will
need access to IMF (BEDS/VADIR) and OSA
(Examination Request System)

• Click on Entitlements
• Enter Last Name Rudd click Go
• Select Renee Rudd2
• Click Select to Entitle User Account

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Entitling Principal Renee Rudd, access to
applications

• Select applications for entitlement
• IMF (BEDS/VADIR)
• OSA (Examination Request System)
• Click Start Entitling
• Under each application, select the Role of the
  person you are Entitling
• For IMF (BEDS/VADIR) the Role for Renee Rudd will
  be Data Entry

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Entitling Principal Renee Rudd, access to
applications cont

• Select Examination Request System
• Select Role Principal-Submit and Certify
• Click on Next
• Review Access to Applications
• If everything is correct - Click on Grant Access

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Real Life Scenario

• The Assistant Principal, Elvis Presley at the
  high school has been re-assigned to be the
  Assistant Principal at Remington Elementary. Mr.
  Presley needs to be Reassigned to Remington
  Elementary as the Asst. Principal.
• The district has hired George Clooney to the
  position of Principal at the high school. Mr.
  Clooney was formerly the Assistant Principal in
  Hamilton CSD. His account in SEDDAS has been
  Disabled by the DA at Hamilton CSD. Marilyn
  needs to Reassign George to the high School and
  also Reactivate his account.

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Reassigning Elvis Presley to Remington Elementary

• Click on Reassign Institution
• Enter Last Name Presley click Go
• Select Elvis Presley
• Click Select to Reassign Institution
• Select the New Institution
• Select Remington Elementary
• Click Check User Account
• Note message indicating user will lose access to
  all previously entitled applications.

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Reassigning Elvis Presley to Remington Elementary
cont

• Enter new
• Work Phone
• Email
• Title
• Click on Update
• Message User/Institution has been updated
  successfully

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Searching for George Clooney

• Click on Search User
• Enter Last Name Clooney
• Review status of George Clooneys account

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Reassigning George Clooney to Ilion High School

• Click on Reassign Institution
• Enter Last Name Clooney
• At New Institution click
• Click Go
• Select Institution Ilion Jr/Sr High School
• Click Check User Account
• Select George Clooney
• Click Select to Reassign Institution
• Enter New Work Phone, Email and Title
• Click Update

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Uh oh

• Validation Error
• George Clooney is not the current PRINCIPAL of
  record at NYSED. In our system (SEDREF) the
  current PRINCIPAL is Renee Rudd. Please click
  here to get the instructions for making George
  Clooney the current PRINCIPAL in SEDREF.

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What is SEDREF???

• SEDDREF is the system that maintains all of the
  vital information for every school district,
  school building, nonpublic and charter school and
  BOCES.
• Administrative positions
• Contacts (phones, fax, etc)
• SEDDAS links to SEDREF for contact information at
  the district and building level
• If you are a representative from a School
  District, Public School, Nonpublic School,
  Charter School, or BOCES and you need to contact
  SED for a change in your contact information,
  changes can be sent via regular mail to IRS, Rm
  865 EBA, NYSED, 89 Washington Ave. 12234, faxed
  to [phone], or as an email attachment to
  SEDREF_at_mail.nysed.gov

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Where is SEDREF??
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Suggestions for Success

• Super DA should assign DA and EA roles (public
  schools)
• Link DA and EA to District (CSD) not a specific
  building
• Make SEDDAS part of Employee Enter and Exit
  process
• Create new Accounts and Entitlements for new
  employees when applicable
• Disable exiting employees
• Notify SED to update SEDREF of new Superintendent
  and new or reassigned principals

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Where to go for help

• SEDDAS Support
• User Guide
• Contact Us (NYSED)
• Help Desk 518-473-8832
• Email seddas_help_at_mail.nysed.gov

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Questions????