A.  Oregon ACCESS sub- administrator procedures

1.   Rights in Oregon ACCESS

The goal when assigning RACF rights is to assign the minimum necessary for the user to do their job but not to assign rights that are not needed.

The rights tree can be seen from the Rights tab and is the pane on the left side of the screen. The Rights tab is accessible by going to the Select menu> Housekeeping> Maintain Security Profile.

There are four basic types of rights that can be assigned:

1.    View – Users may only view the windows contents but not make changes;

2.    Update – Users may update the data displayed in the window and add or insert new records;

3.    Delete – Users may delete the displayed data in the window;

4.    Process – Users may perform behind the scenes processing, such as deleting a case, approving hours, or activate and inactivate a case.

In the Security Profile window:

·        A solid square indicates there are some but not all rights assigned to the group at a lower level;

·        A blank or empty check box  means no sub tree items are selected;

·        A checked box indicates all rights are assigned to the group.

Example: If a user is given General Update they do not need to be assigned General Read because if they are able to update data in a window, they are also able to view it. This applies to many rights available in Oregon ACCESS (OA). There are many cases where Read right or an Update right may be assigned.

2.   Accessing the Worker tab of the Maintain Security Profile screen

1.    Sign on to Oregon ACCESS (OA) using your OA/RACF ID login and password;

2.    Go to the Select menu;

3.    From the drop-down menu, select Housekeeping;

4.    From the drop-down menu, select Maintain Security Profile;

5.    The Workers tab will be active in the Maintain Security Profile section.

3.    Adding and maintaining worker/user information and access

The Worker tab has three components;

Last name/OA RACF ID Search

Enter the last name or the Oregon ACCESS (OA) RACF ID of the new employee or the employee to be modified in the Last Name/OA RACF ID search field and click on the Search button. Partial names can be used. When the Search button is clicked, it will place the sub-administrator in the user list; use the scroll bar to find the name.

Note: Always do a last name/OA RACF ID search prior to adding any new employee. If the employee is located during the search, modify that record rather than adding a new one.

User detail - After last name search is complete if no record was found click on the Add a New Worker icon in the menu bar. The user detail field will display a blank screen.

1.    Enter the last name of the new user, as it should appear on the Oregon ACCESS forms. Lower case and capital letters are allowed;

2.    Tab to First Name and enter the first name as they want it printed on the Oregon ACCESS forms;

3.    The Write to Err Log should be blank;

4.    Tab to MI and enter the middle initial;

5.    Tab to Worker/Load ID and enter the load code ID;

6.    Tab to Tel Nmbrand enter the telephone number to be printed on forms;

7.    Tab to Ext and enter the person’s telephone extension number;

8.    Tab to OA/RACF ID; this is the user’s RACF ID. The person will use this to log into Oregon ACCESS. This field will only accept lower case letters. The RACF allows users with mainframe integration authority to integrate with the mainframe;

Note: Remember the password must never be shared or posted anywhere. The initial default password is the word access. It must be changed after they log in the first time.

9.    Tab to Home Branch field and select the branch where the worker is located. Usually, the home branch will correspond to the local Oregon ACCESS office.

Establish user profile - The user profile section of the Worker tab has two parts; a branch profile and a state profile.

The branch profile part has two tabs, Branches and Groups.

Branch Profile tab - The Branch Profile tab will be active. This tab has two functions; to designate the branches or offices the user can access, and to designate the level or groups the user can access.

For the branches portion, click on the branches or districts in the Available Branches/Districts box the person should belong to and click on the Add button. The person will now show in the Assigned Branches/Districts box. If a district was picked, all the branches within that district will be assigned at the same time.

For the groups portion, click on the Groups the person should belong to and click on the Add button. This will give the user rights to the screens and tabs in the assigned groups.

State Profile tab - Click on the State Profile tab and select the groups the person should belong to and click on the Add button. This will give the user statewide rights to the screens and tabs in the assigned groups.

Note: The other tabs in the Maintain Security Profile are view only for sub-administrators. Contact the APD Chief Data Steward if you have questions.

Resetting the user password

1.    Sign on to OA using your OA/RACF ID login and password.

2.    Go to the Select menu.

3.    From the drop-down menu, select Housekeeping.

4.    From the drop-down menu, select Maintain Password.

5.    Type the user’s OA/RACF ID in the SYBASE ID field, type YOUR password in the Current Password field, and enter a new default password (usually the person’s OA/RACF ID) in the New Password fields and click the OK button.

6.    Give the user the default password. The user should login immediately and change the password to a new one of their choosing. Remind them to change their mainframe password to match.

4.   Reassigning a caseload

To reassign an entire caseload from one worker to another:

1.    Sign on to Oregon ACCESS (OA) using your OA/RACF ID login and password.

2.    Go to the Select menu.

3.    From the drop-down menu, select Housekeeping.

4.    From the drop-down menu, select Reassign Caseload.


The following Reassign Caseload screen will appear. It is divided into three different tabs: Case, RA, and Screening. A worker may have cases listed on each tab so be sure to check each tab when reassigning a caseload.


5.    Select the originating worker’s name from the Reassign From drop down box.

6.    Select the destination worker’s name from the Reassign To drop down box.

7.    Click on the Show All Cases button.

8.    Select the records to reassign.

9.    Once all records have been chosen, click the Reassign button in the lower right corner of the screen. Depending on how many records are moved this can take some time. OA will respond when finished with the total number of records reassigned.

B.   Worker Table

The worker table exists on the mainframe to hold the names of the workers, usually case managers, whose names print on vouchers. The worker table can only be edited by the Chief Data Steward at Central Office. Requests should be sent to the apd.security-requests@state.or.us mailbox.

The information needed to create an entry in the worker table is:

Without a load code entry in this table which matches the load code entered at the time the voucher is issued, the process of creating the voucher will fail.

If the voucher prints with an incorrect name corresponding to the load code entered, the worker table needs to be updated.

C.   Oregon ACCESS RACF guidelines

Customer confidentiality and data security

As a condition of receiving computer information, for example using DHS mainframe systems or Oregon ACCESS (OA), staff is required to read the Data Security Requirements form. Users are responsible for information entered and payments issued using their system access ID and password. It is the responsibility of all authorized users to protect confidential customer data in all forms including electronic, written documents, reports, and verbal. This protection includes maintaining password secrecy, not sharing terminal access with others, and taking a pro-active approach in the protection of customer data and confidentiality.

Data security requirements

DHS is responsible for securing the information provided to us by customers and partner agencies. To do this DHS uses Resource Access Control Facility (RACF), which is IBM’s security software program, and the OA security program for Oregon ACCESS.

These programs protect against unauthorized use, modification, or loss of sensitive or critical data by restricting availability to authorized users.


Passwords are the primary security measure preventing unauthorized access to DHS confidential information or changes to our data. Passwords are the personal responsibility of each employee.

Passwords are an important part of the protection between the outside world (Internet) and our customers’ data. Password protection is vital to data security and must not be taken lightly. Staff should never be asked for a password by another person.

When a mainframe RACF user ID is assigned, the password will be a default password. In most instances, the default password will be identical to the RACF user ID. The first-time staff enters CESN, RACF will ask for the user ID and password. When entered, RACF will ask for a new password.

When setting up in Oregon ACCESS (OA), the user ID will be the RACF user ID and the default password will be access. The first-time staff enters OA, they will be required to enter a personal user ID and a new password.

No process in the mainframe systems or OA requires staff to give their passwords to someone else. If there is a password problem, the security administrators should only assist by resetting the password to a default password to allow selection of a new confidential password.

NOTE: The Oregon ACCESS password and Mainframe password must match. If they do not match, staff will receive an error message when trying to do any Oregon ACCESS action that communicates with the mainframe (for example a person search or CMS Integration).

RACF and Oregon ACCESS require a new password every sixty days. Additionally, passwords must be changed whenever password secrecy may have been compromised. After five attempts to use an invalid password on the mainframe, or if it is forgotten, staff must request reinstatement through the local sub-administrator or the Service Desk, if the sub-administrator is unavailable.

Maintaining user passwords

CESN (RACF) sign-on and sign-off procedure

To sign on after receiving a user ID and default (temporary) password, staff may access the CICS system using the following CESN sign on procedure:

1.    Request access to CICS by entering a G (General Production) or W (Training) on the menu screen. G is used by most staff.

2.    Clear the screen and type CESN and press the {ENTER} key. The password screen appears, asking for user ID, password, language, and New password.

3.    Logon in one of the following ways:

a.    First time log on: Type in the assigned user ID and default password and press the {ENTER} key. ({TAB} between the user ID and password.) The first time a user signs on with CESN, the default password will be the same as the user ID. Ignore the language field as it is not currently used. After entering the user ID and Default password, the cursor moves to the New password line and prompts for a New password. An individual secret password must be typed in by the staff person. Press {ENTER} to access CES;

b.    To change a password: Type in the assigned user IDand password, {TAB} to the New password field, enter a new password, and press {ENTER}. You will receive a message the following message: sign on is complete;

c.    Normal logon: Type in the assigned user ID and default password and press the {ENTER} key. ({TAB} between the user ID and password.)

4.    Press the Pause/Break key to clear the Sign on Complete message from the screen.

To sign off:

On a blank screen, type O or OFF, press {ENTER} to exit and return to the main menu.

Note: Do not leave your terminal/PC unattended when it is logged into the DHS system. Log off when you leave for breaks, lunch, meetings, etc.

Oregon ACCESS sign-on and sign-off procedure

To sign on after receiving a user ID and default (temporary) password, staff may access Oregon ACCESS (OA) using the following sign on procedure:

1.    Double click on the Oregon ACCESS icon;

2.    Enter your Oregon ACCESS user ID (RACF ID). The user ID field will always auto fill with the last user ID used;

3.    Enter your password. When you are set up in Oregon ACCESS your default password will be access and you will need to change it to match your mainframe password;

4.    Click on the OK button.

D.   RACF manual

The RACF manual is located here.