IT Provisioning - Information for Receiving Agency Automation - Entry of student information (for Placing and Receiving Coordinators)

Placing Agency Related Guide (PARG) Receiving Agency Related Guide (RARG)

Summary:

This guide is applicable only to Alberta at the moment.

This guide explains how placing agencies can track receiving agency-specific information on student profiles, for purposes of automating IT provisioning of receiving agency services. IT provisioning data entered on the student profile and on placements is included in the Security/Access Listing web service API by which IT teams on the receiving agency can access HSPnet placement and student data. These receiving agency-specific pieces of data include:

a unique ID (specific to the receiving agency) tracked on the student profile (e.g. AHS IGUID)
a existing login ID for the student on receiving agency networks (provided by the receiving agency, e.g. Login ID or Network ID)
whether the student requires a receiving agency-issued email address
whether the student is a current or previous receiving agency employee
a current or previous receiving agency email address tracked on the student profile
whether the student requires in-class training at the receiving agency for a specific placement
one or more receiving agency-specific IT provisioning roles (selectable from a list specified by the receiving agency)

In addition, basic student information such as their name, school-issued email address, and day and month of birth is accessed for purposes of IT provisioning.

Enter the student's day and month of birth (for Placing Coordinators)

Ensure the student's days and month of birth have been entered on the student record. This can be done either when the student record is added to HSPnet, or updated after the fact. It can be added on a single student record in the Student Maintenance screen, or for multiple students at a time when uploading a list of student in Enrollment (using an upload template that contains columns for day and month of birth).

Add or update day and month of birth in Student Maintenance
Add or update days and month of birth with upload in ~~Enrollmen~~Enrollment

Enter RA IT Provisioning information on student profiles

Open a student profile (e.g. by clicking the student's name in the Students tab of the placement details screen, in the Outbox, or on the Enrollment Worksheet)
Access the RA IT Provisioning tab
Create an entry for a Receiving Agency Click the Add icon (green plus sign) Select the Receiving Agency for which data is being entered Enter any relevant details: - Receiving Agency Login ID (e.g. existing Network ID or Receiving Agency Login ID for the student) Receiving Agency Email Required (yes/no) Current or Previous RA Employee (yes/no) Current or Previous RA Email Save with the green check-mark
Edit and updated data on an existing entry Click the Edit icon (pencil) Add or update any of the data Save with the green check-mark

NOTE:

The RA IT Provisioning entry on the student profile is persistent, and will be applicable to all placements within the selected agency. For agencies with multiple zones (e.g. AHS), one entry is sufficient (in any zone) and will be automatically applied for every zone
Students who already have an RA IT Provisioning entry should be reviewed and updated with additional information
Using the trash can icon will delete the RA IT Provisioning entry completely

Enter RA IT Provisioning information on placements

Open the Placement Request Details screen

Enter RA-specific IT Provisioning Roles for the placement (e.g. Epic/Connect Care roles)

Access the Placement Information tab
Click the IT Provisioning Roles field
Select a Role in the list
Click the X on a previously select role to remove it from the selection

NOTE:

Multiple roles may be selected and associated to a placement
For split placements, entry of the RA IT Provisioning Roles is done separately on each component placement of the split, in the respective Details screen

Access the Students tab

Click the icon next to the student name to indicate whether classroom training for the selected IT roles is required for this placement on the receiving agency
If necessary, click the calendar icon to enter a comment regarding preferred training dates
If the student does not need network access on the Receiving Agency, click the No RA Network Account Required icon

NOTE:

For group placements, classroom training requirements are specified for each student separately
For split placements, classroom training requirements for each student must be entered for each component placement of the split, in the respective Details screen

Remember:

The list of RA IT Provisioning roles is specified and maintained by the receiving coordinators. Specific roles for each placement may be entered and updated by the placing coordinator or the receiving coordinator
If students are assigned and the receiving coordinator makes a change to IT roles on a placement, they should notify the placing coordinator to ensure the classroom training requirement is updated is necessary
RA IT Provisioning details on the student profile may be entered and updated by the placing coordinator or the receiving coordinator
Placing coordinators are to provide RA IT Provisioning details on the first instance of a student’s placement at the specific receiving agency (as well as any known updates/changes to student’s information)
Where appropriate the receiving agency will update information with additional or changed information (including Receiving Agency Unique ID or Receiving Agency Email)
RA IT Provisioning details on the student profile are retained across multiple placements
RA IT Provisioning information and roles is accessed by receiving agency IT teams via the Security/Access Listing web service API
The Receiving Agency is only able to view the RA IT Provisioning tab of the student profile; they are not able to view the student’s entire detailed profile