EFIPoint of Contact (POC) Guide v0.2November 11, 2014

EFIPoint of Contact (POC) GUIDE

Version 0.2

November 13, 2014

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EFIPoint of Contact (POC) Guide v0.2November 11, 2014

Revision History

Date / Version / Description of Changes
11/11/2014 / 0.1 / Initial Template
11/13/2014 / 0.2 / Revised with CMS input

Table of Contents

Revision History

Table of Contents

Table of Figures

Introduction

Approve Access Request

Steps

Return Access Request for Modification

Steps

Reject and Delete Access Request

Steps

Request Approval Authority

Steps

Approve and Deny Approval Authority

Steps

Manage Approval Authority

Steps

Table of Figures

Figure 1: Approve Access Request - Menu

Figure 2: Approve Access Request - Page

Figure 3: Approve Access Request - Button

Figure 4: Return Access Request for Modification - Menu

Figure 5: Return Access Request for Modification - Page

Figure 6: Return Access Request for Modification - Button

Figure 7: Return Access Request for Modification - Decline Reasons Form

Figure 8: Reject and Delete Access Request - Menu

Figure 9: Reject and Delete Access Request - Page

Figure 10: Reject and Delete Access Request - Button

Figure 11: Reject and Delete Access Request - Pop-up Box

Figure 12: Request Approval Authority - Menu

Figure 13: Request Approval Authority - Account Details Page

Figure 14: Request Approval Authority - Add POC Email

Figure 15: Approve and Deny Approval Authority - Request E-mail

Figure 16: Manage Approval Authority - Menu

Figure 17: Manage Approval Authority - Page

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EFIPoint of Contact (POC) Guide v0.2November 11, 2014

Introduction

When a contract is entered into the EFI system a primary Point of Contact (POC) e-mail address is designated. The POC possess Approval Authority for that contract, although a user may possess POC for multiple contracts. Approval Authority will provide the user the ability to manage access requests only for a specific contract. The Manage -> Access Request feature allows POCs the ability to search for access requests, review the information provided for the access request, approve the request, return it to the requester for modification, and reject and delete the access request.

A POC must first register for an EFI account before they can manage access requests. Refer to the EFI User Guide for instructions on the registration process. During the registration process the e-mail entered by the user will be matched against the contract’s POC e-mail address in the system. If there is a match between the e-mail address entered by the user during the registration process and the contract’s POC e-mailaddress then the user will be deemed as POC.

In many cases the primary POC would like to delegate Approval Authority to other users empowering them to manage access requests on the POC’s behalf. In order for Approval Authority to be delegated, a non-POC user must initiate the request for Approval Authority by providing the POC’s e-mail address. The POC will then choose to grant or deny the Approval Authority to the requester. Once, Approval Authority is granted the requester will be able to manage access request on POC’s behalf. For a POC to grant or deny Approval Authority they do not need to register for an EFI account. The request for Approval Authority will be sent to the contract’s POC e-mail address and the POC will be able to grant or deny it directly from the link options provided in the request e-mail.

Approve Access Request

During the “Approve Access Request” scenario a POC will be able to review the access request and approve it. An e-mail confirmation will be sent to the requester informing them of the approval.

Steps

  1. Login to EFI using either your Username/Password or PIV card.
  2. From the EFI top menu click Manage -> Access Requests:

Figure 1: Approve Access Request - Menu

  1. Search for the request using the Search text field on the “Manage Submitted Access Requests” page.
  2. Click Review link button for the request you want to approve:

Figure 2: Approve Access Request - Page

  1. Review the request information and click the Approve button on the Status page:

Figure 3: Approve Access Request - Button

  1. An e-mail confirmation will be sent to person who made the request informing them of the request approval.

Return Access Request for Modification

During the “Return Access Request for Modification”scenario aPOC will be able to review the access request, indicatethe Access Request form fields which need to be reviewed, and send it back to the requester for modification. An e-mail confirmation will be sent to the requester informing them of the required modification. When the requester goes back to view the request the form fields,marked for review by the POC, will be highlighted.

Steps

  1. Login to EFI using either your Username/Password or PIV card.
  1. From the EFI top menu click Manage -> Access Requests:

Figure 4: Return Access Request for Modification - Menu

  1. Search for the request using the Search text field on the “Manage Submitted Access Requests” page.
  2. Click Review link button for the request you want to approve:

Figure 5: Return Access Request for Modification - Page

  1. Review the request information and click the Return For Modification button on the Status page:

Figure 6: Return Access Request for Modification - Button

  1. Select the Section and Field and, provide a Reason in the “Decline Reasons” pop-up boxfor each revision you would like the requester to make.
  2. Click Add button to add specify another field to review:

NOTE:“Problems:” counter indicates how many fields that are already indicated to be revised.

Figure 7: Return Access Request for Modification - Decline Reasons Form

  1. Once you have indicated all the fields for revision click the Return for User Modification button.
  2. An e-mail confirmation message will be sent to the person who made the request,informing them of the indicated fields to be revised.

Reject and Delete Access Request

During the “Reject and Delete Access Request” scenario aPOC will be able to reject and delete the access request from the system. The POC may choose to provide a reason for the deletion of the request. Once the access request has been deleted the requester’s account will be deleted from the EFI system as well. An e-mail message will be sent to the requester informing them of the deletion. If the requester would like to re-submit the request they would need to re-register on EFI and re-create the access request.

Steps

  1. Login to EFI using either your Username/Password or PIV card.
  1. From the EFI top menu click Manage -> Access Requests:

Figure 8: Reject and Delete Access Request - Menu

  1. Search for the request using the Search text field on the “Manage Submitted Access Requests” page.
  2. Click Review link button for the request you want to approve:

Figure 9: Reject and Delete Access Request - Page

  1. Review the request information and click the Reject and Delete button on the Status page:

Figure 10: Reject and Delete Access Request - Button

  1. Provide a Decline Reason and click the Reject and Delete button again on the pop-up box:

Figure 11: Reject and Delete Access Request - Pop-up Box

  1. An e-mail confirmation will be sent to the requester informing them of the rejection of their request and, guiding them to re-register and submit another request if needed.

Request Approval Authority

A regular user has the ability to request Approval Authority from the POC if the user submits POC’s email address. An e-mail message will then be sent to the POC prompting them to grant or deny Approval Authority to the requester. Once Approval Authority is granted the user will be able to view, approve, return for modification, and reject and delete access requests on behalf of the POC.

Steps

  1. Login to EFI using either your Username/Password or PIV card.
  1. From the EFI top menu click the user name link button on the EFI home page:

Figure 12: Request Approval Authority - Menu

  1. Click Manage Authorities link button on the “Account Details” page:

Figure 13: Request Approval Authority - Account Details Page

  1. In the Add Email Address text field enter the e-mail of the POC on whose behalf you are requesting authority to approve and, click the Add button:

Figure 14: Request Approval Authority - Add POC Email

  1. An e-mail will be sent to the Approval Authority informing them of your request.

Approve and Deny Approval Authority

In the “Approve and Deny Approval Authority” scenario the POC will receive an e-mail message, once an Approval Authority request has been made, with an option to grant or deny Approval Authority to the requester.

Steps

  1. As an POC you will receive an e-mail if a user has requested Approval Authority
  1. Review the EFI Approval Authority Request e-mail and select either Grant Approval Authority to <user> or Deny Approval Authority to <user>,link button from within the e-mail, in order to grant or deny Approval Authority:

Figure 15: Approve and Deny Approval Authority - Request E-mail

  1. An e-mail confirmation will be sent to the person who requested Approval Authority informing them of the decision.

Manage Approval Authority

In the “Manage Approval Authority” scenario the POC has the ability to view all the users with delegated Approval Authority. The POC also has the option to remove Approval Authority from a user after it has been granted.

Steps

  1. Login to EFI using either your Username/Password or PIV card.
  1. From the EFI top menu click Manage -> POC Authorities:

Figure 16: Manage Approval Authority - Menu

  1. Search for the POC who made the request for Approval Authority using the Search text field on the “Manage Point of Contact (POC) Delegated Approval Authorities” page:

Figure 17: Manage Approval Authority - Page

  1. You can review the status or click the Remove link button in-order to remove the user’s Approval Authority.

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