Managing User ID and Passwords

MANAGING USER ID AND PASSWORDS

USER IDs - The Local CMBHS Security Administrator can either allow CMBHS to create a User ID for the new user or create the User ID and enter it into CMBHS. If you as the Local CMBHS Security Administrator creates the User ID, you must ensure that it is done in a consistent manner for all users within the organization and using a naming convention similar to that used by CMBHS.

CMBHS GENERATED USER IDS

• CMBHS will generate User IDs in the following format:
  • first letter of the person’s first name in upper case and
  • first letter of the person’s last name in upper case and
  • remainder of the person’s last name in lower case.
  • Example 1:
    • First Name: James
    • Last Name: Smith
    • User ID: JSmith
  • Example 2:
    • First Name: Jerry
    • Last Name: Jones
    • User ID: JJones
• Duplicate Names
  • If you need a User ID for Joe Doe and Joe Doe already exists in the database, then CMBHS will change the User ID to JDoe1.
  • If JDoe1 already exists, then it will create JDoe2.

LOCAL CMBHS SECURITY ADMINISTRATOR CREATED USER IDS

• The Local CMBHS Security Administrator has the ability to create User IDs. If the Local CMBHS Security Administrator creates the User ID, they must ensure that it is done in a consistent manner using a naming convention similar to that used by CMBHS.
  • If the Local CMBHS Security Administrator creates a User ID, it must at least one character in length and no more than 30 characters in length.
  • The User ID can be all numeric characters. There is no validation check for alpha or numeric characters.
  • When the Local CMBHS Security Administrator creates a User ID, he/she types the User ID into the text box. Do not CLICK on the GENERATE button at any time if you are creating your own User ID.

Inappropriate User IDs

• On occasion, CMBHS will generate a User ID that is inappropriate (spells an obscene, demeaning word etc) to give to a User or it may be unknowingly created by the Local CMBHS Security Administrator. If this rare event does occur, it is expected that the Local CMBHS Security Administrator will note the problem immediately after generation/creation and will make an acceptable change prior to Saving.
• If the problem is not noted before the User ID is saved, the Local CMBHS Security Administrator can not change the User ID. Contact the CMBHS Helpdesk for assistance. Do not create duplicate users in CMBHS.

PASSWORDS

When you login to CMBHS for the first time using the User ID and password provided to you by DSHS, you will automatically receive a CMBHS message informing you that you must change your password. After CLICKING on OK, you will be taken directly to the Change Password page - SEC017.

To change your Password, follow these steps:

• On the Change Password page, TYPE your current password into the top text box labeled Current Password.
• TYPE your new password into the second text box labeled New Password.
• TYPE your new password again into the third text box to confirm it.
• CLICK on the Save button.
• You will receive a Successfully Saved message if your new password met all the requirements and is saved to the system.
• Write down a hint so you can remember your new password (write it somewhere you will remember) and the next time you login to CMBHS, use your new password.

• Passwords must range from 9 to 15 characters.
• They must include mixed case, numbers, and special characters (e.g. #, @, %, etc.).
• The new password may not be the same as any of the last 10 passwords.

Password Expiration

The CMBHS system requires that users change their passwords every 90 days. The user may also change his/her password any time that it is needed. Reasons to change a password might include having difficulty remembering the password or a because of a concern about the security of the previous password or system.

Provide users with the following information about changing their Password:

• Login to CMBHS.
• Go to the Administrative toolbar at the top of the page.
• CLICK on Account Management. A menu will drop down.
• CLICK on the last menu item, Change Password. The Change Password page will display.
• TYPE your current password into the first text box.
• TYPE your new password into the second text box.
• TYPE your new password again into the third text box again to confirm it.
• CLICK on the Save button.
• You will receive a Successfully Saved message if your new password met all the requirements and is saved to the system.
• The next time you login to CMBHS, use your NEW password.

The new Password must meet the following security conditions. If users are having difficulty finding a password that CMBHS will accept, provide them the following information:

Your new password must be:

• 9-15 characters in length;
• At least one upper case letter;
• At least one lower case letter;
• At least one number;
• At least one special character;
• Must not be the same as any password you have used the last 10 times.

CLICK HERE to see tips on selecting a new password.

Password Creation Tips:

• Do not use any personal information that would be easy to discover such as birth date month/day/year; phone number; nicknames, pets or children’s names; or hobbies;
• Don't use repeated characters, such as AAA or 555, alphabetic sequences, such as abc or CBA or numeric sequences, such as 123 or 321;
• Keep your password private; do not share it;
• Do not write your password down (write a hint if you need to);
• Do not store your password on your computer;
• Choose something you will remember;
• Do not use the same the password that you use for other programs;

NOTE: Consider developing a password hint for yourself. A password hint is a reminder to you of how you made up your password. For example, if your password is your child's birthday, you might use your child’s name as a reminder.

CAUTION:

• If you attempt to login 5 times and fail, you will be locked out of CMBHS. Contact your Local CMBHS Security Administrator to reset your status and generate a new initial login password.
• If you do not use your login for 90 days your status will be set to Expired, and you will need to contact your Local CMBHS Security Administrator to reset your status and generate a new initial login password.

RESETTING PASSWORDS

• This function allows the Local CMBHS Security Administrator and the Local User Administrator to reset a CMBHS user’s password.

Before You Start

• Confirm that the user requesting a password reset has a current user ID and Password in CMBHS and is “Active” in the CMBHS system.
• If their status is other than “Active”, determine why and ensure that you have the necessary documentation required by your organization to change their status and issue a new password.

Business Rules

• Only the Local CMBHS Security Administrator and/or the Local User Administrator can reset a user’s CMBHS password.
• The CMBHS user needing a password reset must have a current user ID and Password.
• The CMBHS user needing a password reset must have an active staff record.
• To be considered Active Staff, their record must not have a Termination Date entered. Termination Dates display on the Staff List page.

How to Reset a User’s Password

First, find the staff person in CMBHS:

• From the Administrative Toolbar at the top of your screen, select Account Management and then from the sub-menu select Find/Add Staff. The Find/Add Staff page will display.
• Enter Search Criteria or CLICK ON the first letter of the user’s last name in the Alphabet Bar to open the staff list for that letter.
• All “Name” fields will return results that “contain” the letters you enter.
• You must enter complete Date of Birth (mm/dd/yyyy) or SSN if you use these criteria to search. The results will include only exact matches.
• Next, CLICK ON Search.

When you have located the staff person:

• CLICK ON the row of the staff person in the Search Results grid to select him/her.
• Then, CLICK ON Staff Detail to open the staff person’s record in Read-only mode.
• CLICK ON the Edit button to open the record in Write mode.
• In the Access section, CLICK ON the Generate button. The system will generate and display a temporary password.
• Make a note of the password and provide it to the user in an appropriately secure manner.CLICK ON Save.

b. UPDATING STAFF ACCOUNT INFORMATION

How to Update a CMBHS User’s Account Information

• To Update a CMBHS user’s account, you must first find their account in CMBHS.
• Using the search function on the Find/Add Staff page is the easiest way to find an existing user account.

Finding a User’s Account

• Before you search for staff information, make sure that you are in the correct Provider Location for the staff.
• If you are not at the correct location, change your location.
• From the Administrative Toolbar at the top of the page,
  • Select Account Management and then from the sub-menu,
  • Select Find/Add Staff.
• Enter the Search Criteria you will be using or CLICK ON the first letter of the user’s last name in the Alphabet bar to open the list of staff whose names begin with that letter.
• If you are using the staff’s Date of Birth (mm/dd/yyyy) or SSN as Search Criteria, you must enter the complete Date of Birth (mm/dd/yyyy) or SSN or you will not receive accurate results.
• When using the Date of Birth (mm/dd/yyyy) or SSN, CMBHS will only provide you exact matches in the results.
• CMBHS will not provide matches that were close, such as SSNs that are one number different than the one you are searching for or a Date of Birth close to the one you entered.
• After TYPING IN all the information, CLICK ON the Search button. Your results will display in the table below.

Updating Staff Information

• CLICK ON the row of the staff person in the Search Results grid to select the person.
• CLICK the Staff Detail button to open the staff person’s record in read-only mode.
• CLICK the Edit button to open the record in read-write mode.
• You can make changes to the staff person’s documentation on any of the 3 tabs
• CLICK the Save button.
• Open the staff record.
• On the Staff Information tab, TYPE IN a Password or CLICK ON the Generate button.
• Write down the PASSWORD or save a screen shot of the password.
• Then CLICK ON Save.
• Communicate the Password to the user, so he/she can Login for the first time.

NOTE:

CLICK ON Staff Search to return to the search page and find another staff person.

See Updating Staff for instructions on opening the staff record.

c. CHANGING USER STATUS

Staff Account Statuses:

• Initiated
  • Denotes that the user is new to the system and has not yet logged in and changed his/her password. Can be user-designated status selected when a user requires access to CMBHS.
• Disabled User
  • Designated status selected when a user no longer requires access to CMBHS.
• Enabled
  • This status is a CMBHS system-generated status; a user’s status will automatically set to Enabled when the user changes his/her initial password; this status is not user selectable.
• Expired
  • This status is a CMBHS system-generated status; a user’s status will automatically set to Expired when the user has not logged in for 90 days.

How to Change a user’s Status

• Each user entered into CMBHS is given one of these Account statuses:
  • Initiated
  • Disabled
  • Enabled
  • Expired
• If the user’s status is Enabled and you wish to end the user’s access to CMBHS,
  • CLICK ON the Disabled Account Status button.
• If the user’s status is Disabled and you wish to reestablish the user’s access to CMBHS,
  • CLICK ON the “Enabled” Account Status button.