ACTION BULLETINS (PY 2002)

AB - 25 SMARTware Client Tracking and Case Management System (SMARTware) required Confidentiality Agreement.

AB - # 25

Effective Date: Immediately


ACTION BULLETIN


TO: One-Stop Career Centers Site Managers

DATE: December 18, 2002

SUBJECT: SMARTware Client Tracking and Case Management System (SMARTware) required Confidentiality Agreement.


Purpose of Bulletin:
The purpose of the bulletin is to require that all case managers, job developers, business service representatives, partner staff and/or affiliate staff, who use SMARTware to manage customer services, read, understand, and sign the required Confidentiality Agreement (copy attached). The agreement, developed by the EASTBAY Works Software Specialist in coordination with the EASTBAY Works Technology Team, approved by the Resource Team and the Planning Team, defines the parameters of confidential information and staff uses of said information.

References:
· Security Protocol for SMARTware

Background:
In 1998, the EASTBAY Works regional consortium of four Local Workforce Investment Areas (LWIAs): County of Alameda, County of Contra Costa, City of Richmond and City of Oakland began using the SMARTware system to gather information about customer, both job seeker and employer, demographics and service activities provided through the service levels at the One Stop Career Centers and/or affiliate/partner sites.

In 2002, EASTBAY Works decided to formalize a confidentiality policy in response to LWIA, site manager, staff and customer concerns regarding the confidentiality of the customer information. The EASTBAY Works Technology Team directed the Software Specialist to conduct a series of meetings, with interested parties, to prepare a confidentiality statement and corresponding Confidentiality agreement for EASTBAY Works staff to read, understand, and sign.
The EASTBAY Works Technology Team, the Resource Team, the Planning Team and the Workforce Investment Board (WIB) Directors approved the policy and agreement. The attached document is the product of the meetings and encompasses EASTBAY Works’ policy on the professional confidentiality of, use of, dissemination of, and practices regarding customer information.


Action:
· Provide copies of the Confidentiality Agreement Form to all staff, in the One Stop Center, who provide services to the job seeker or employer customer.
· Inform staff of the requirement to submit a signed copy of the Agreement to the MIS Administrator within 30 days of this Action Bulletin.
· Inform staff that the requirement is effective immediately.
· Direct staff to submit all Confidentiality Agreement forms to Linda Slater, MIS Manager, at fax number (510) 259-3890.

Information & Inquires:
Please contact Linda Slater, Information System Analyst, at (510) 259-3842 or by "lslater@co.alameda.ca.us"



Attachment:
Security Protocol for SMARTware
Required Confidentiality Agreement for use of SMARTware