EFI User Guide v1.4 October 25, 2017

/ Centers for Medicare & Medicaid Services
CMS eXpedited Life Cycle (XLC) /

EFI User Guide

PR023v EFI Modification Release 3

Version 1.5

10/25/2017

Project ID: PR023v

EFI User Guide ii

Error! Use the Home tab to apply Version Number to the text that you want to appear here. 9/1/2017<Pub Date>9/1/2017

CMS eXpedited Life Cycle (XLC)

EFI User Guide v1.4 October 25, 2017

Revision History

Date / Version / Description of Changes /
11/11/2014 / 0.1 / Initial Template
11/13/2014 / 0.2 / CMS Input added
2/2/2015 / 0.3 / Ag comments
4/28/2016 / 0.4 / NGS correction from 3 to 4 user categories on page
8/23/2016 / 0.5 / Updated new screenshots. Added new instructions for Request/Update PIV card.
1/16/2017 / 0.6 / Updated new screenshots for the following sections including Appendix A. Updated instructions for Registration, Forgot Username, Forgot Password, Login with Username/ Password, Create / Fill out Access Request, Reset Password.
4/17/2017 / 0.7 / Updated new screenshots for the following sections including Appendix A. Updated instructions for Introduction, Registration, Forgot Username, Forgot Password, Login with Username/ Password, Login with PIV card (Privileged users), Reset Password, Create / Fill out Access Request, HHS – 745 pdf form and Request / Update PIV card.
4/27/2017 / 1.0 / User guide published
6/7/2017 / 1.1 / Updated new screenshot for Federal Agency Employees in Appendix A. Added new instructions for Access Request Return for Modifications.
10/2/2017 / 1.2 / FAQ (Frequently Asked Questions) added. Updated new screenshot for Contractor in Appendix A.
10/18/20117 / 1.3 / Updated CMS PIV Training Link and added it in the FAQ (Frequently Asked Questions)
10/25/2017 / 1.4 / Added information for Request/Update PIV card
10/25/17 / 1.5 / Added Things you need to know.

Table of Contents

Revision History i

Table of Contents iii

Table of Figures v

Introduction 1

Things You Need To Know Before Registering 2

Register 2

Steps 2

Forgot Username 3

Steps 3

Forgot Password 6

Steps 6

Login with Username/Password 7

Steps 8

Login with PIV card (Privileged users) 8

Steps 8

Reset Password 10

Steps 11

Create/Fill out Access Request 11

Steps 12

HHS-745 pdf form 16

Steps 16

Request / Update PIV card 17

Steps 17

Access Request Return for Modification 20

Steps 20

Appendix A: Snapshots of the information asked in each section of the Access Request Form 24

FAQ (Frequently ask questions) 35

What browsers(s) and version(s) are best for using the EFI Application 35

I cannot login in EFI it is taking me back to the HOME page 35

How do I check the status of my request 35

What to do if your access request is pending for POC approval (for Contractors only) 35

PIV Applicant training information 35

Table of Figures

Figure 1: Register - Complete Sign Up form 2

Figure 2: Register - EFI User Verification Email 3

Figure 3: Forgot Username - EFI CMSID identity verification method – Recovery Username page 4

Figure 4: Forgot Username - EFI Username Recovery email - CMSID identity verification method 4

Figure 5: Forgot Username - EFI SSN identity verification method – Recovery Username page 5

Figure 6: Forgot Username - EFI Username Recovery email - SSN identity verification method 5

Figure 7: Forgot Username - EFI Email identity verification method – Recovery Username page 6

Figure 8: Forgot Username - EFI Username Recovery email - Email identity verification method 6

Figure 9: Forgot Password – Recover Password page 7

Figure 10: Forgot Password - EFI Password Reset Email 7

Figure 11: Login with Username/Password – EFI Credentials section 8

Figure 12: Login with Username/Password – EFI EUA Front-End Interface Home Page 8

Figure 13: Login with PIV card (Privileged users) – Sign-In Methods to EFI login Page 9

Figure 14: Login with PIV card (Privileged users) – Confirm Certificate 9

Figure 15: Login with PIV card (Privileged users) – Please enter your authentication PIN 10

Figure 16: Login with PIV card (Privileged users) - EFI EUA Front-End Interface Home Page 10

Figure 17: Reset Password - EFI Password Reset Email 11

Figure 18: Reset Password - Reset Password Form 11

Figure 19: Create / Fill out Access Request - Access Tab 12

Figure 20: Create / Fill out Access Request - Expand Section 13

Figure 21: Create / Fill out Access Request - Expand Section 14

Figure 22: Create / Fill out Access Request – SSN field 14

Figure 23: Create / Fill out Access Request – Confirm and Submit Signature 14

Figure 24: Create / Fill out Access Request – Confirmation of Submission 15

Figure 25: Create/Fill out Access Request – Status for a Contractor role 15

Figure 26: Create/Fill out Access Request – Status for CMS Employee, Federal Agency 15

Figure 27: HHS-745 pdf form – Export 745 Tab 16

Figure 28: HHS-745 pdf form - Option to open or save the HHS- 745 pdf form 16

Figure 29: HHS-745 pdf form - Applicant HHS-745 form opened by Adobe Acrobat Reader 17

Figure 30: HHS-745 pdf form - Save options 17

Figure 31: Request / Update PIV from the top menu 17

Figure 32: Request / Update PIV - Error message 18

Figure 33: Access/View Access – Status EUA Complete – Account Created 18

Figure 34: Request/Update PIV – Access Page Additional Details section where user will upload the training certificate 19

Figure 35: Request/Update PIV – After clicking the Submit Request button, the user will sign the request and confirm twice (reference to Create/Fill out Access Request section for steps 9, 10 and 11) 19

Figure 36: Request / Update PIV – Status 20

Figure 37: Access Request Return for Modification - Access Tab 21

Figure 38: Access Request Return for Modification – Expand Error 21

Figure 39: Access Request Return for Modification – Expand Error (cont.) 22

Figure 40: Access Request Return for Modification – SSN field 22

Figure 41: Access Request Return for Modification – Confirm and Submit Signature 23

Figure 42: Access Request Return for Modification – Confirmation of Submission 23

Figure 43: Access Request Return for Modification – Status for a Contractor role 24

Figure 44: Access Request Return for Modification – Status for CMS Employee, Federal 24

Figure 45: User Details Example 25

Figure 46: Personal Details Example 26

Figure 47: Contact Details Example 27

Figure 48: Additional Details Example – CMS Employees 28

Figure 49: Additional Details Example – Contractor 29

Figure 50: Additional Details Example – Federal Agency Employees 30

Figure 51: Additional Details Example – Business Partners – Medicaid Drug Manufacturer 31

Figure 52: Access Details Example - Business Partners – State Agency 32

Figure 53: Access Details Example 33

Figure 54: 745a Details Example 34

For Internal Use Only, Proprietary and Confidential Version 1.4 | 10/25/2017

EFI User Guide | Page i

EFI User Guide v1.4 October 25, 2017

Introduction

EUA Front-End Interface (EFI) is a web interface which allows users to request access to the Centers for Medicare & Medicaid Services (CMS) network, application, and facility resources. In order to access the website, the user must first register for an account. EFI then provides the user the ability to fill out an access request form (HHS-745) online to obtain a new CMS ID. EFI is only supported in IE Explorer browser 9 +.

This document guides the user through the registration process, login process, username and password management process, how to start to create the Access Request form online, how to export the HHS-745 pdf form, and how to request a PIV Card when a user is already registered in EFI and has an existing CMS ID in Enterprise User Administration (EUA).

There are four distinct user categories in the application when going through the Access Request process. Each is described below with some data points needed for each user category.

CMS Employee category is for new employees going through the onboarding process, as well as, CMS Commission Corps joining CMS. Both are referred to as CMS employees. CMS employees interact with the Human Resources (HR) department to determine when they should fill out the access request form as well as what admin code they will be requiring in order to onboard at CMS. In order to complete an Access Request as a CMS Employee, you must know your Admin Code, CMS Region/Facility, and if you are a manager or not.

Contractor users make up the majority of the population at CMS. These contractors come from many different companies and work on different contracts. EFI is able to dynamically search contracts and companies to ensure proper data entry. In order to complete the Access Request form as a contractor, you must know your CMS Region/Facility, Company, Contract Number (if applicable), PIV training documentation (if applicable) for PIV requests only, provided by your onboarding company.

Federal Agency users can fill out the Access Request form similar to many users but in most cases already have a Personal Identity Verification (PIV) credential. In order to complete an Access Request as a Federal Agency user, you must know your CMS Region/Facility, Federal Agency you work for, and the User Principal Name (UPN) from your PIV card/Common Access Card (CAC).

Business Partners is a user category that encompasses those that partner with CMS for critical transactions tied to the CMS mission. In order to complete an Access Request form as a Business Partner, you must know CMS Region/Facility and your company specific information such as Plan Number if you are of type Health Plan Management System/Health Insurance Casework System (HPMS/HICS) or Labeler Code(s) if you are a Medicaid Drug Manufacturer.

Things You Need To Know Before Registering

Do you already have a CMS user ID? If so please log into EUA and go to “Modify My Profile” to validate your information is correct. It is very important that this information is accurate. You must use the primary email address listed in EUA when registering in EFI. If you modify your EUA profile, please wait until the next day to continue your registration.

Things your COR must provide you:

Category: ______

Type: ______

Region: ______

Full Contract Number: ______

STOP!!! If you do not have the above information do not proceed!!!

Register

The registration process requires the user to enter a username, password, first name, last name, and an email address. After the user clicks the “Sign-Up” button, the user will receive an email message containing a link to verify the user’s ownership of the e-mail address and to enable (activate) the EFI account.

Steps

1.  If you already have a CMS ID, go to EUA and verify your EUA Profile. Use the Primary email listed.

2.  Click Register from EFI login page (https://eua.cms.gov/efi).

3.  Enter the personal information requested by the Please Sign Up form.

4.  After you finished filling in all the required fields, click the Sign up button.

Figure 1: Register - Complete Sign Up form

5.  Check the email address provided during the sign up process and click the Activate EFI Account link provided within the email:

Figure 2: Register - EFI User Verification Email

6.  You will be directed to the EFI login page with the following confirmation message “Your account is now verified and active.”

7.  This concludes the Registration process. You will be able to use your username and password to Log-in EFI.

8.  Reference Login with Username/Password section for steps on how to Login with Username / Password.

Forgot Username

The “Forgot Username” process allows the user to recover their username. The user must provide their first name, last name, and the email address used during registration. If there is match in the EFI system, an email message containing the user’s username will be sent to the user.

Note: Please be aware that EFI is case-sensitive (upper/lower cases) so you will need to enter the information exactly as you did at registration. The user also should have an existing EFI account in order to use the CMSID method.

Steps

1.  Click Forgot Username? link from the EFI login page (https://eua.cms.gov/efi).

2.  Enter your First Name, Last Name, and select one of the following identity verifications method with the information required.

3.  If you select the CMSID method, you will need to provide the following information: First Name, Last Name, and CMSID information for the fields in the “Recover Username” form and then click the Recover Username button.

Note: The user is required to enter a CMS ID (active) from EUA in the field.

Figure 3: Forgot Username - EFI CMSID identity verification method – Recovery Username page

4.  You will receive an email at the email address you provided containing your EFI Username:

Figure 4: Forgot Username - EFI Username Recovery email - CMSID identity verification method

5.  If you select the SSN method, you will need to provide the following information: First Name, Last Name, and the SSN information for the fields in the “Recover Username” form and then click the Recover Username button.

Note: For the SSN field you can enter the SSN number with the following format including dashes (xxx-xx-xxxx) or just the SSN number without dashes (xxxxxxxxx).

Figure 5: Forgot Username - EFI SSN identity verification method – Recovery Username page

6.  You will receive an email at the email address you provided containing your EFI Username: