System-generated position assignments are all expiring on 31 December 2024

From 31 December 2024, all system-generated position assignments will expire.

National RA have developed a SYSPOS tool using Microsoft Excel, which uses existing CIS reports as an external data source to automatically identify active and inactive users assigned to system generated positions. It can be used by individual RA hosting organisations or by RA service providers such as ICBs who have many child organisations.

Organisations with high numbers of system generated positions in use will benefit from using the tool. Organisations already aware of low numbers of system generated positions in use do not need to use the tool.

  1. Download the SYSPOS tool and move it to a suitable folder on your computer.
  2. Download the following Care Identity Service reports for your organisation(s) and export to Excel format:
    • Logins in Organisation
    • Registered Users in Organisation
  3. Rename the above files as below and copy them to the same location as the tool:
    • Logins
    • Registered Users
  4. Open SYSPOS Tool > Enable Content (on Security warning)
  5. Click Data tab > Get Data > Data source settings > Change source for both files to point to their new locations

SYSPOS tool

Note: this step is only required once unless the local file path of the CIS reports is changed.

This step is required when you've downloaded updated reports from CIS. Remember to rename the reports as stated above. A refresh could take up to 10 minutes to complete depending on the size of your RA function. This also applies to the calculate sheet operations.

Follow these steps:

  1. Formulas tab > Calculate Options > Manual
  2. Data tab > Refresh All
  3. Wait for data to refresh
  4. Select Logins sheet > Formulas tab > Calculate sheet
  5. Wait for calculations above to complete
  6. Select Registered_Users sheet > Formulas tab > Calculate sheet
  7. Select Dash sheet > Formulas tab > Calculate sheet

The Dash sheet provides a summary of SYSPOS assignments across your RA function. This should help determine how much time to allocate to this exercise.

1. Identify inactive SYSPOS users

Inactive users with either a SYSPOS only or SYSPOS + Standard position assignment(s) who have not logged in within the last 12 months should have their access revoked.

  • View Logins sheet > Select row 1 > Data tab > Filter > Column R > Tick ‘Revoke Access’ only
  • Revoke SYSPOS assignments in CIS/CIM for users returned in the list

 

2. Identify Active SYSPOS Users

Active SYSPOS users who have logged in within the last 12 months will require both a review of access and appropriate follow up action.

View Registered_Users sheet > Select row 1 > Data tab > Filter > Column X > Tick ‘Yes’ only. The results will highlight the users in scope including their current position assignments and RBAC codes:

A. For Users with SYSPOS Only Assignments:

  • Review Pattern(s) of access in the target org and either assign an appropriate existing standard position or create and assign a new one.
  • Revoke SYSPOS assignments in CIS/CIM.

B. For users with both a SYSPOS + Standard + position assignments:

  • Review access and assign an appropriate standard position assignment only if one is required.
  • Revoke SYSPOS assignments in CIS/CIM.

 

3. Close System Generated Positions

Upon completing follow up actions 1 and 2, close all system generated positions within your organisation(s).

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