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Security


Revised May 1, 2012



Purpose:

What is the purpose of ACES security?

How is a User’s Profile and Security access level determined?

What is the ACES Security Matrix?

How would a new worker get access to ACES?

Who are Security Monitors?

How is a security request to add or change a user submitted?

How is a security request to add a new user submitted through aces.online?

How is a security request to change user information submitted through aces.online?

Why are suspended and/or deactivated users still in the system?

How do I log into ACES mainframe for the first time?

How do I log into aces.online for the first time?

How often must passwords be changed?

 

What are the ACES password rules?

 

How do I change my password in ACES Mainframe?

 

How do I change my password in aces.online?

 



What is the purpose of ACES security?

·         ACES security protects ACES data and programs from unauthorized use.

·         ACES security also provides other features such as security violation reporting, password expiration after a specified time period, and notifies users their password is revoked after three unsuccessful log-on attempts.

 

How is a User’s Profile and Security access level determined?

·         All ACES users are assigned a unit type based on the office they work in and what tasks they will be performing in ACES.

·         Unit types are associated with a profile of secured tasks. See ACES Security Matrix.

·         The list of secured tasks defined by the user profile controls what a user can and cannot do in ACES including inquiry vs. update access.

·         Inquiry users can view data on a screen but cannot update the case data.

·         Update users can add, change, or delete case data.

 

What is the ACES Security Matrix?

·         The security matrix is an Excel spreadsheet that lists the menus and options available to staff by job function or unit type.

·         To view the current matrix, click ACES Security Matrix.

 

How does a new worker get access to ACES?

·         The Security Monitor requests a User ID (RACF ID) from ISSD Data Security then completes and submits an ACES Security request form through the appropriate security submission process.


EXAMPLE

Valid User IDs

  • HUGR300
  • MAB4300
  • PEVI300
  • STHO300


Who are Security Monitors?

·         Security monitors are regional ITS’s and designated management staff who have the ability to request access for new users and submit changes for existing ones.

 

How is a security request to add or change a user submitted?

·         Security Monitors with ACES mainframe access will submit security requests through aces.online.

·         All other Security Monitors will need to complete an ACES Security Request form which specifies the user’s name, office location, phone number, and level of access to the system.  Completed forms are then e-mailed to ACESsec@dshs.wa.gov

How is a security request to add a new user submitted through aces.online?

1.      From the aces.online Welcome back page, select Security from the Other Links menu.

2.      Select Add ACES User to add a user to ACES mainframe or Add aces.online User to add a user to aces.online.

3.      Enter [required user information] identified by a red asterisk.  

4.      Click Submit.

 

How is a security request to change user information submitted through aces.online?

1.      From the aces.online Welcome back page, select Security from the Other Links menu.

2.      Select ACES User Search to search for an ACES mainframe user or aces.online User Search to search for an aces.online user.

3.      For ACES mainframe and online searches:

o          Enter the [last name] of the user in the Last Name field, or

o          Enter the [first four letters of the RACF ID] in the ACES User ID field or the [user’s online ID] in the aces.online User ID field.

4.      Click Search.

5.      From the Search results page, click on the user’s ID to open the User Details page. If no search results appear see How is a security request to add a new user submitted through aces.online?

6.      From the User Details page, click Update.

7.      Enter [information to be changed].

8.      Click Submit.

 

Why are suspended and/or deactivated users still in the system?

·         User information must be kept in the system for auditing purposes.

 

How do I log into ACES mainframe for the first time?

1.      From the Signon to CICS screen, enter the Userid and temporary Password provided to you by your office Security monitor or supervisor.

2.      Press <TRANSMIT>.

3.      If the temporary password was entered correctly message “DFHCE3525 -Your password has expired. Please type your new password” displays at the bottom of the screen.

4.      Enter the [new password] in the New Password field.

5.      <TRANSMIT> and message “DFHCE3539 - Please reenter the new password for verification” displays.

6.      Re-enter the [new password] in the New Password field.

o          If the new password does not conform to the password rules or it was mistyped, message “DFHCE3534 -Your new password is invalid. Please retype” displays and the cursor will return to the beginning of the New Password field.

o          If the password you are trying to use continues to be invalid, see What are the ACES password rules?

7.      <TRANSMIT> and a blank screen displays.

8.      Type WMEN, then press <TRANSMIT> to enter ACES.

 

How do I log into aces.online for the first time?

·         If you have been assigned an ACES mainframe User ID and a temporary password, complete the steps in How do I log into ACES mainframe for the first time? before attempting to log into aces.online.

1.      From the aces.online Logon page, click the Create Access Profile link.

 

2.      Enter your [User ID - xxxx300] in the ACES Logon ID field.

 

3.      Enter your [ACES mainframe password] in the ACES Password field.

 

4.      Click Next.

 

5.      Enter [an aces.online User ID] in the aces.online User ID field.

  

6.      Enter your [aces.online password] in the aces.online Password field.

 

7.      Re-enter your [aces.online password] in the Re-enter Password field.

 

8.      Enter your [e-mail address] in the E-Mail Address field.

 

9.      Enter your [printer ID] in the Printer ID field.

 

10. Click Create Profile.


NOTE:

The aces.online User ID field auto populates with your ACES User ID.


 

How often must passwords be changed?

 

·         ACES mainframe and aces.online passwords expire every 90 calendar days.

 


NOTE:

If you update either the aces.online or ACES mainframe password the other one is not automatically updated.


 

What are the ACES password rules?

·         An ACES password must contain the following:

o       Must be exactly 8 characters in length for ACES mainframe.

o       Can be 8 to 20 characters in length for aces.online.

o       Must contain at least one alphabetic character.

o       Must contain at least one number.

o       Must contain at least one of the following special characters:  # $ @ referred to as "pound", "dollar sign" and "at".  (No other special characters are allowed.)

o       Can start or end with any of the above special characters.

o       May not contain the first 3 to 6 consecutive characters of your first or last name as it appears in the security database.

o       May not contain your USER ID.

 


EXAMPLE

Valid passwords include:

  • TEA4TWO$
  • TOYO@me4
  • 12#CANDY


How do I change my password in ACES Mainframe?

 

1.      With the cursor in the New Password field, enter the [new password].

2.      <TRANSMIT> and message “DFHCE3539 - Please reenter the new password for verification” displays at the bottom of the screen.

3.      If the new password does not conform to the password rules or was not typed exactly the same way twice, message “DFHCE3534 - Your new password is invalid. Please retype” displays at the bottom of the screen and the cursor goes back to the beginning of the New Password field.

4.      If the password you enter continues to be invalid, review the password rules and make up a completely different password.  See What are the ACES password rules?

5.      If the new password is still invalid call OS IT Central Support at 360-664-4560 for assistance.

 

How do I change my password in aces.online?

 

1.      Click on My Profile anywhere within the aces.online application.

 

2.      From the User Details page, click the Change Password button.

 

3.      Enter [your current password] in the Current aces.online password field.

 

4.      Enter [your new password] in the New aces.online password field.

 

5.      Re-enter [your new password] in the Confirm aces.online password field.

 

6.      Click Next.

 

7.      An information box will appear informing you that your password has been changed. Click OK.  

 

Modification Date: May 1, 2012