Hello, welcome to the EPPE Application LDS Approval Workflow training.
My name is David Brizzie.
In this training module, we will be reviewing the following topics:
• EPPE Application Access Prerequisites • Basic Information About EPPE
• DUA Re-Assignment which includes Initial DUA Re-Assignment, Change Contact Request,
and Ad Hoc Request • and lastly EPPE Help Desk Information
EPPE is accessible through the CMS Portal homepage.
Please make sure you are using your EIDM credentials to login to the CMS Portal to access EPPE.
The registration and role request processes are covered in a subsequent training module.
Please note that all required fields in EPPE are indicated with an asterisk.
Also, select any question mark icon throughout the system to display field-specific help.
For more information about Data Use Agreements, use the Training Slide Decks link on the EPPE
Home page.
This link will re-direct you to the EPPE Information page on CMS.gov.
Upon your initial login to the EPPE System as a DUA Requester, a list of DUAs created
by CMS for that Requester are displayed.
Please note that this table of DUAs will display upon each login until you take ownership of
them.
Additionally, you will not have the ability to request a New/Re-Use, Update/Amend, Close
or Extend a DUA for your organizations until you take ownership of the listed DUAs in the
table.
You can select the View link for any of the listed DUAs to review them before taking ownership.
Select the “I Agree” checkbox in the lower left corner of the screen and the Accept button
in the lower right corner of the screen to take ownership of the listed DUAs.
Please note that the DUAs listed can include Contractor type DUAs as well as LDS.
The DUAs now move into the DUA Requester’s respective queues based on their status.
The DUA queues are covered in a subsequent training module.
You now have the ability to request a New/Re-Use, Update/Amend, Close or Extend a DUA for your
organizations.
Next, we will talk about DUA Re-Assignment.
What is DUA Re-Assignment?
DUA Re-Assignment is a process that moves existing DUAs to their respective DUA Requester.
This process can be done in one of three ways: Initial Re-Assignment - Upon the initial login
of a new DUA Requester, any DUA entered previously by CMS will transfer over to the Requester’s
ownership.
Change Contact - DUA Requesters can request to take ownership or give ownership of a DUA
to another DUA Requester within their organization.
These DUAs could have been created by CMS or another DUA Requester.
Change Contact Requests are approved by the LDS DMT.
Please note that this process is different than the “Contact Change” process that
involves updating, adding and removing Custodians as well as Requesters on a DUA
Ad Hoc Request - DUA Requesters can request to take ownership of a DUA from another organization
of which they are not currently assigned to as a Requester.
These DUAs could have been created by CMS or another DUA Requester.
Ad Hoc Requests are approved by the EPPE Administrators.
The first Change Contact process we will look at is taking ownership of a DUA from within
your organization.
Select Change Contact under Re-Assign DUA(s) in the left navigation menu.
Select the Request a DUA from same organization radio button to take ownership of a DUA from
within your organization and then Next in the lower right corner of the screen.
A pop-up message displays “Requesting the re-assignment of this DUA from another requester
in your organization will make you the owner of the DUA and allow you full access to the
DUA in EPPE.”
You will see this message each time you use this type of Change Contact Request.
Select OK in the lower right corner of the pop-up to close it.
Your organization will be auto populated, or you can pick from the drop-down if you
belong to multiple organizations.
Enter the 5-digit DUA number in the DUA Number field
and then select Next in the lower right corner of the screen.
A message is displayed “A Signature Addendum or other documents supporting your request
is required to be uploaded”.
Enter a description of the file in the Description field.
For example, “This Addendum form is to change the Requester to me”.
Select the Choose Files button above the Description field, select your file and then upload the
file by selecting the Upload button in the lower left-hand corner of the screen.
This will upload your file if it is of a valid format.
Please note that file size cannot exceed 2 megabytes.
Select the Choose Files button again to add any additional files.
Verify that all uploaded file(s) have been added to the Upload Documents table.
Select the Next button in the lower right corner of the screen.
Verify that the Current Requester and Reassigned Requester information is correct on the Re-Assign
DUA(s) screen and select Submit in the lower right corner of the screen.
A message is displayed “DUA Re-Assignment request for DUA” with the DUA Number “has
been successfully submitted”.
For LDS DUAs, an email will be sent to the LDS DMT for approval.
You will receive a follow up notification when the request is either approved or denied.
Next, let’s review Assigning a DUA to a different Requester within the same organization.
Select Assign a DUA to a Different Requester within the same organization radio button
to give ownership of a DUA within the same organization and then select the Next button
in the lower right-hand corner of the screen.
Again, your organization will be auto populated, or you can pick from the drop-down if you
belong to multiple organizations.
Enter the 5-digit DUA number in the DUA Number field.
Select a Requester from the Requester drop-down menu.
This is the Requester you are requesting to reassign this DUA to.
You will only be able to select users that have registered with EIDM and have an approved
EPPE DUA Requester role for that organization.
Select Next in the lower right corner of the screen.
Verify that the Current Requester and Reassigned Requester information is correct on the Re-Assign
DUA(s) screen.
Select Submit in the lower right corner of the screen.
A message is displayed “DUA Re-Assignment request for DUA” with the DUA Number “has
been successfully submitted”.
An email will be sent to the appropriate approver informing them that there is a Pending Change
Contact Request.
You will receive a follow up notification when the request is either approved or denied.
The last re-assignment process we will review is the Ad Hoc Request.
Select Ad Hoc Request from Re-Assign DUA(s) in the left navigation menu.
Select the organization that this DUA will be reassigned to from the Organization drop-down
menu.
Your organization will be auto populated, or you can pick from the drop-down if you
belong to multiple organizations.
Enter the 5-digit DUA number in the DUA Number field.
Select the Browse button to upload your supporting documentation.
For example, a Signature Addendum.
Please describe the file in the Description field.
For example, “This company has acquired the former company and is taking ownership
of their DUAs”.
Select the Upload button in the lower left corner of the screen.
Select the Browse button again to add more files.
Select Submit in the lower right corner of the screen when you are done adding files.
A message is displayed “DUA Re-Assignment request for DUA” with the DUA Number “has
been successfully submitted”.
An email will be sent to the EPPE Administrators informing them that there is a Pending Request
and the DUA Number.
You will receive a follow up notification when the EPPE Administrator either approves
or denies the request.
If you have any questions, please contact the EPPE Help Desk at 844-EPPE-DUA or 844-377-3382
or via email at EPPE@cms.hhs.gov.
They are available Monday thru Friday from 9am to 6pm Eastern Standard Time.
This concludes this training module.