1. AWARDS
  2. System Management
  3. Managing AWARDS User Accounts

Create New Login

In order to access AWARDS, users need a login ID and password.  The Create New Login feature is used to assign these pieces of information to a new user - either employee or consumer - as well as to place that user into a user group.  It can also be used to change an existing login ID in the event that a user's name has changed or if an ID was entered incorrectly.

Required Permissions

Use of the Create New Login feature requires the following permissions:

  • New System Login Data Entry  (required to create new logins)

 

  • Change Login Name (required to change existing login IDs)

In addition, unless you are a member of the "Executive Officer" and "System Administrator" user group, use of the Create New Login feature requires at least ONE of the following permissions:

  • Display Executive Administration Buttons
  • Permissions Data Entry
  • Permissions Data Entry for All Staff and Layers

Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

 

Creating a Login

Creating an Employee Login

An employee login cannot be created for a new user unless a staff information record has been created for him or her using the Human Resources module  Staff Information feature.

To create a new AWARDS login ID and password for an employee, complete the following steps from the AWARDS Home screen:

  1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.

  2. Click Login Maintenance, and then click Create New Login.  The New System Login Request page is displayed.

  1. Click the Select User drop-down arrow and select the name of the employee for whom the login is being created. 

By default, the Select Users  list is composed of employees with a staff information record who do not yet have a login.  For users with the Change Login Name permission, the list contains all employees, regardless of whether they have logins.  Selecting an employee who already has a login will result in the existing login information being changed, NOT the creation of another login.  For more information on changing existing logins, click here.

  1. In the Login field, type a login ID for the employee.

When entering the login, be sure that it is unique and that it is at least 4, but no more than 48, lowercase letters and/or numbers.

  1. In the Password field, type a password for the employee.  Use at least 12 letters and numbers.

The employee can later change his or her password, as can his or her supervisor and others with the proper authority.

  1. Click the User Group drop-down arrow and select the user group to which the employee is being assigned.

User groups work in conjunction with permissions to determine which AWARDS modules and features are available to the user.  For more information on user groups and how they work with permissions, click  here.

  1. Click SUBMIT REQUEST.  The employee's login ID and password are saved and a confirmation page is displayed.

The process of creating an AWARDS login ID and password is now complete.

 

IMPORTANT!  Before giving the new user his or her login information, three additional tasks must be completed:

  • Assign permissions to the new user - To do so, follow the instructions found under Updating User Permissions.
  • Test the user's login - To do so, sign on as that user and make sure that he or she has access to all appropriate AWARDS modules and features, as well as to the correct program(s).
  • Provide the user with his or her login - Do so according to any existing internal procedures, being sure to tell the employee to change his or her password upon first logging in.  Additionally, be sure to the direct the user to complete his/her security information immediately after logging in for the first time in order to facilitate easy access to forgotten login and password information in the future.

Your agency's password policy rules may result in the user automatically being prompted to reset his/her password after first logging in. In such cases a link will be provided for the user after his/her password is reset, providing easy access to the security information data entry page.

Creating a Consumer Login

A consumer login cannot be created for a new consumer user unless he or she has at least one current program history.  You can verify existence of that program history by performing a Consumer Search.

To create a new AWARDS login ID and password for a consumer, complete the following steps from the AWARDS Home screen:

  1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.

  2. Click Login Maintenance, and then click Create New Login.  The New System Login Request page is displayed.

  1. Click Show Clients.  The page is refreshed and consumer/member names are added to the Select User drop-down list.

  2. Click the Select User drop-down arrow and select the name of the consumer/member for whom the login is being created. Each member/consumer has "Member" next to his or her name in the selection list, while each staff member is labeled as an "Employee."

By default, the Select Users list is composed of consumers/members with a program record who do not yet have a login.  For users with the Change Login Name permission, the list contains all consumers/members, regardless of whether they have logins.  Selecting a consumer/member who already has a login will result in the existing login information being changed, NOT the creation of another login.  For more information on changing existing logins, click here.

  1. In the Login field, type a login ID for the consumer/member.  When entering the login, be sure that it is unique and that it is at least 4, but no more than 48, lowercase letters and/or numbers.

  1. In the Password field, type a password for the member/consumer.  Use at least 12 letters and numbers.

The consumer/member can later change his or her password, as can his or her current service coordinator and others with the proper authority.

  1. Click the User Group drop-down arrow and select the user group to which the consumer/member is being assigned, either "Consumer" or "Consumer/Staff."

To assist medical providers with the Consumer Login feature necessary for patient access requirements, another user group option is available upon request, called "Client Portal."  This user group restricts the information a consumer can access to his/her face sheet in read-only mode and, for agencies taking advantage of the AWARDS Certified Edition functionality, adds a CCDA Summary of Care button for quick access to the electronic copy of his/her health record, as well as an Activity History Log button for a history of the CCDA view, download, and transmit actions the user has taken with their health records in AWARDS over the last 30 days.  (In comparison, clients in the Consumer user group can access referral information, face sheet, progress notes, service plans, and assessments.  If you would like the Client Portal user group added for your agency, please contact the Help Desk.

For more information on the differences between the consumer, consumer/staff, and client portal user groups, see the frequently asked questions, below.

  1. Click SUBMIT REQUEST.  The consumer/member's login ID and password are saved and a confirmation page is displayed.

The process of creating an AWARDS login ID and password is now complete. 

IMPORTANT!  Before giving the new user his or her login information, three additional tasks must be completed: 

  • Granting access to specific AWARDS functionality(not applicable for clients in the "Client Portal" user group) - By default, consumer/member logins provide the user access to the general information modules, the password module, and a consumer records module.  Under consumer records there are buttons for the face sheet, progress notes, and service plans.  The face sheet button only provides the user access to his or her own face sheet in report mode.  Likewise service plans, which gives the user access to his/her own service plan in report mode only.  The progress notes feature enables the user to do data entry, but only for him or herself. 

To allow a consumer/member to also enter group attendance data, you must use the Reception Desk module Permitted Users feature.  Consumers/members added to the permitted users list see a Reception Desk module on their AWARDS Home screen.  Within that module, he or she will have access to the Program Attendance functionality, as well as a button with which to access the Group Activities feature.  If appropriate, grant the new user access to that functionality at this time.

  • Test the user's login - To do so, sign on as that user and make sure that he or she has access to all appropriate AWARDS modules and features.
  • Provide the user with his or her login - Do so according to any existing internal procedures, being sure to tell the consumer/member to change his or her password upon first logging in.

 

Changing an Existing Login ID

To change an existing login ID if it was entered incorrectly or if the user's name has changed, complete the following steps from the AWARDS Home screen:

  1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.

  2. Click Login Maintenance, and then click Create New Login.  The New System Login Request page is displayed.

  1. Click the Select User drop-down arrow and select the user for whom the login ID is to be changed. 

By default, the Select User list is composed of only those employees who have a staff information record but who do not yet have a login. To view a full list of employees as is required for changing a login ID, you must have the Change Login Name exception override permission.

If the login to be changed is for a client rather than an employee, click Show Clients prior to making a selection.

  1. In the Login field, type the new login ID for the user.

When entering the login, be sure that it is unique and that it is at least 4, but no more than 48, lowercase letters and/or numbers.

  1. In the Password field, type a placeholder password.  Use at least 12 letters and numbers. 

The New System Login Request  page requires entry of a password; however, during the process of changing a login ID, the user's existing password is not actually changed. As a result, the password entered in this step is only a "placeholder" password.  For more information on changing passwords, please see Resetting a Password.

  1. Click the User Group drop-down arrow and select a placeholder user group. 

IMPORTANT!  The  New System Login Request  page requires selection of a user group; however, during the process of changing a login ID, the user's existing user group assignment is not actually changed. As a result, the user group selected in this step is only a "placeholder" user group. For more information on updating user group assignments, please see Update User Group.

  1. Click SUBMIT REQUEST.  The user's login ID is saved and a confirmation page is displayed stating that the login was successfully changed.

The process of changing an existing login ID is now complete.

Please be aware that if you change a user's login information before he/she first accesses AWARDS, it negates the optional Password Policy Rule requiring a user to change his/her password the first time they login.  In such cases the user should manually be reminded to set a new password when logging in for the first time.

 

Frequently Asked Questions

  • Do I need to change an employee's login if I've changed his/her name in his/her staff information record for some reason?

When changes are made to an employee's name, AWARDS automatically maps the new spelling to that employee's current login information.  As a result, it is only necessary to change the login in the event that the login is now also incorrect due to the name change (for example, if it uses an employee's maiden name instead of her new married name).

  • Does AWARDS have the equivalent of an Auditor login?

The Restricted Census Access feature provides agencies with a great way to set up an auditor login by removing access to all client records in a program, except for those explicitly granted.  

  • How can I tell when a user last logged into AWARDS?

The User Login ReportBuilder provides that detail. 

  • How do I add a new employee to the system?

The process of adding staff in AWARDS has four steps: 

  1. Creating a staff information record using the Human Resources module Staff Information feature.
  2. Creating a user login using the System Setup module, Login Maintenance, Create New Login feature.
  3. Assigning permissions using the System Setup module Permissions Maintenance feature.
  4. Testing and conveying the login.

  • How do I change a login that was entered incorrectly?

Changes to login IDs can be made by users with access to the System Setup module as well as the New System Login Data Entry" and "Change Login Name" permissions.  For complete instructions on changing a login ID, click here.

Please be aware that if you change a user's login information before he/she first accesses AWARDS, it negates the optional Password Policy Rule requiring a user to change his/her password the first time they login.  In such cases the user should manually be reminded to set a new password when logging in for the first time.

  • How do I remove a consumer login?

When a consumer with an AWARDS login is discharged, the login record is not closed out so that the consumer can continue to access his/her health records in the future as needed. If it's ever necessary to prevent that access for some reason, you can change the password for that login. The consumer will still continue to show up in the User Login ReportBuilder in such cases, but would not be able to login.

To change the password for a discharged consumer, use the Password Reset feature, being sure to check off the Show Discharged Consumer Logins checkbox, and then choosing the year in which the consumer was discharged from the Discharge Window drop-down.  You will then be able to select the former consumer from the database user selection list and change the password as needed.

If the consumer still has at least one active program history record open in AWARDS, the Block Login Access feature can be used to remove the password entirely rather than resetting it as detailed above.

  • What does a consumer login give the user access to?

For consumers with AWARDS logins, the level of access in the system is based on the user group to which they are assigned.  (User group assignments are set at the time the user's login is created.  For more information click here and refer to step 8.)

  • Consumer - or - Consumer/Staff User Groups - Individuals in these user groups can access general information modules, the password module, and a consumer records module.  Under consumer records there are buttons for the face sheet, progress notes, and service plans or plans and reviews.  The face sheet button only provides the user access to his or her own face sheet in report mode.  Likewise service plans and plans and reviews, which gives the user access to his/her plans in report mode only.  The progress notes button enables the user to do data entry, but only for him or herself.

Members of these user groups can also enter group attendance data if the Reception Desk module Permitted Users feature has been configured to allow them to do so.  Consumers/members added to the permitted users list see a Reception Desk module on their AWARDS Home screen.  Within that module, he or she will have access to the Program Attendance functionality, as well as a button with which to access the Group Activities feature. 

There is functionality that can be turned on upon request that will also:

  • enable consumers in these user groups to write group notes
  • enable consumers in the Consumer user group to have access to forms placed on the face sheet, as well as data entry access to limited portions of the face sheet 

To request that either of these features be turned on in your AWARDS database if they are not already, please contact the Help Desk for assistance.

  • Client Portal User Group - Individuals in this user group are restricted to accessing their own face sheets in read-only mode.  For clients in agencies taking advantage of the AWARDS Certified Edition functionality this user group also provides access to a CCDA Summary of Care button for quick access to the electronic copy of his/her health records.
  • Why is the list of employees incomplete when using Create New Login?

Users with the Change Login Name permission will see all employees in the employee selection list in the Login Maintenance feature.  Users without that permission will only see employees who do not already have a login created for them.  If with the latter setup there is an employee missing from the list who you believe does not have a login, go to the Messages module Address Book feature and search for that employee.  If he or she has a login, his or her name and login ID will be included in the search results.

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