EvaluationWeb Electronic Authentication Process EvaluationWeb SAMS User Registration Webinar. Contact Information: Shubha Rao

Transcription

1 EvaluationWeb Electronic Authentication Process EvaluationWeb SAMS User Registration Webinar Program Evaluation Branch Division of HIV/AIDS Prevention National Center for HIV/AIDS, Viral Hepatitis, STD, and TB Prevention Centers for Disease Control and Prevention Contact Information: Shubha Rao National Center for HIV/AIDS, Viral Hepatitis, STD, and TB Prevention Division of HIV/AIDS Prevention

2 Objective To provide information on registering with CDC s Secure Access Management Services (SAMS) for identity proofing of all users wishing to access EvaluationWeb

3 Electronic Authentication Terminology Electronic authentication (e-authentication) CDC s webbased identity proofing process Secure Access Management Services (SAMS) CDC system for management of the e-authentication process Identity verification = Identity proofing = ID proofing These terms are used interchangeably

4 e-authentication Terminology Candidate a person invited by SAMS to register in its program Applicant a person who is registered in SAMS but has not yet been approved for access to a requested activity, such as EvaluationWeb User person who has completed identity verification and has been approved for a requested activity by the respective Activity Administrator Activity Administrator CDC contact person who authorizes a user for access to EvaluationWeb after a user has successfully completed identity proofing

5 e-authentication Terminology Designated Proofing Agent (DPA) - an identity-proofed individual at a city, county, or state health department or community-based organization (CBO) who has been assigned the responsibility of verifying the identities of other people within their organization without using a notary public CDC Proofing Authority a CDC group that checks identification verification forms and supporting documentation for completeness and accuracy with respect to the actual ID that was used by the proofing agent for verification

6 Secure Access Management Services (SAMS) REGISTRATION PROCESS TO GAIN ACCESS TO EVALUATIONWEB

7 Secure Access Management Services (SAMS) Secure Access Management Services (SAMS) is a federal IT system that gives authorized personnel secure, external access to non-public CDC applications A potential user must be invited by to start the SAMS registration process invitations are sent by SAMS to personnel on a jurisdiction s EvaluationWeb User list provided to CDC

8 SAMS Registration Process Steps User Steps These are high-level user-related steps. More details about each step will follow. 1. Candidate receives an invitation from SAMS inviting them to register in SAMS 2. Candidate logs in to SAMS with their username ( address) and the temporary password provided in the SAMS invitation 3. Candidate changes password, accepts the SAMS Rules of Behavior, and enters responses to the registration questions

9 SAMS Registration Process Steps User Steps 4. Applicant (formerly known as candidate) receives confirming their registration with SAMS. A pre-populated identity verification form is included as an attachment at the bottom of the 5. Applicant prints out the identity verification form and takes it to a Proofing Agent with an appropriate form of government-issued ID for verification

10 SAMS Registration Process Steps User Steps 6. Applicant mails or faxes endorsed identity verification form, copy of identity document (i.e., driver s license), and copies of supporting documentation to CDC Proofing Authority 7. CDC Proofing Authority notifies Applicant via of receipt of documentation. If any additional information is needed, CDC Proofing Authority notifies Applicant for clarification

11 SAMS Registration Process Steps User Steps 8. Once approved, the User (formerly known as Applicant) receives two welcome s from SAMS and EvaluationWeb login instructions from Luther Consulting 9. CDC Proofing Authority notifies Applicant via and US Postal Service (in approximately two weeks)

12 Step 1: Receive Invitation by SAMS The invitation from Sams-No-Reply (CDC) contains: SAMS website link to register for access to SAMS Username and temporary password to register in SAMS

13 Step1: SAMS Invitation Link to SAMS website Username and temporary password

14 Step 1: Key Points is sent from Sams-No-Reply (CDC). This is a valid and official from CDC. Please do not assume it is spam and delete. Check your spam folder if you have not received the invitation Candidate has a 30-day SAMS registration window - reminders are sent on 15th & 25th day After 30 days, Candidate will be removed and will have to be invited again

15 Step 2: Candidate logs in to SAMS

16 Step 3: Candidate accepts Rules of Behavior

17 Step 3: Candidate completes registration } Please try to ensure that this information matches the information on the government-issued ID that you intend to use for verification

18 Step 3: Candidate completes registration Please select a new password and confirm it

19 Step 3: Key Points The Applicant must complete the SAMS registration fields exactly as the information appears on the government-issued ID that they intend to present for verification Entering information that does not match the government-issued ID may result in: Requests for more information or clarification Approval not being granted

20 Step 4: Applicant receives to complete identity verification

21 Step 4: Identity Verification Form Applicant Section

22 Step 4: Identity Verification Form Proofing Agent or Notary Public Section

23 Step 5: Applicant visits proofing agent for identity verification Applicant prints out the confirmation and the pre-populated identity verification form (found at bottom of the ) and takes it to a Proofing Agent Proofing Agent may be any of the following: Notary Public with valid commission Badged CDC employee or contractor Designated Proofing Agent (DPA) that has been authorized by a CDC EvaluationWeb Activity Administrator

24 Step 5: Accepted forms of ID Accepted forms of government-issued ID are: State-Issued Photo ID card (i.e., Driver s License) U.S. Passport or Passport Card U.S. Military ID

25 Step 5: Designated Proofing Agent Duties Ensure that the Applicant s ID is one of the officially accepted, government-issued forms of ID Verify information on the Applicant s form of identification against the information entered on their identity verification request form If necessary, verify the information on supporting documentation in the event that some of the information (i.e., their name or address) has changed If all of the information is correct, the Designated Proofing Agent endorses the identity verification request form

26 Step 5: Key Points Applicant has 60 days to complete ID verification and send all required identity verification documentation to CDC Proofing Authority Proofing agent may be any of the following: Notary Public with valid commission Badged CDC employee or contractor Designated Proofing Agent (DPA) Valid forms of ID are: State-Issued Photo ID card (i.e., Driver s License) U.S. Passport or Passport Card U.S. Military ID

27 Step 6: Applicant sends Identity Verification Information to CDC Proofing Authority Fax or mail the completed form, along with photocopies of your notarized/verified identity documentation and any supporting documentation to: Fax (Preferred): Toll Free Fax Number: Local Fax Number: Mail: Centers for Disease Control and Prevention Attn: Proofing Authority 1600 Clifton Road, N.E. Mailstop K-94 Atlanta, GA 30333

28 Step 7: CDC Proofing Authority notifies applicant Applicant receives confirmation of all documents received If necessary, CDC proofing authority contacts applicant for clarification or additional information

29 Step 7: confirmation of identity documents received -----Original Message----- From: CDC NCPHI Service Center Mailbox Sent: Tuesday, January 12, :22 PM To: APPLICANT Subject: CDC - PHIN SAMS Ticket # SD77429 has been Opened CDC - PHIN SAMS Ticket # SD77429 has been Opened Please DO NOT reply to this , as it is an automated system-generated message. Thank you for contacting the PHIN Service Desk. Ticket # SD77429 has been created for your issue. The Service Desk will manage your ticket through to resolution. Please, contact the PHIN Service Desk with any questions about your ticket, referring to the ticket number on the 's subject line. Thank You, PHIN Service Desk (800) PHINTech@cdc.gov Description: ID Proofing paperwork received, review in process

30 Step 8: Welcome s from SAMS and EvaluationWeb login instructions from Luther Consulting User (formerly known as Applicant) receives two s from Sams-No-Reply (CDC) after approval Welcome to SAMS portal Welcome to activity (EvaluationWeb) Luther Consulting sends login instructions to user in two separate s First contains a login ID Second contains a temporary password

31 Step 8: Example of Welcome to SAMS

32 Step 8: Example of Welcome to EvaluationWeb activity Please ignore these statements. You will receive EvaluationWeb login instructions in two separate s from Luther Consulting

33 Step 8: Key Points You cannot access EvaluationWeb through the SAMS portal. EvaluationWeb is accessed through a secure connection outside of the CDC Please ignore the following statements from the welcome that you will receive from Sams- No-Reply (CDC) : Luther Consulting will provide instructions on how to access EvaluationWeb in two separate s

34 Step 9: CDC Proofing Authority approves applicant Applicant receives notification via and US Postal Service that their identity has been successfully verified

35 Step 9: CDC Proofing Authority Approval Letter

36 FREQUENTLY ASKED QUESTIONS (FAQS)

37 Why do I need to present identity documents to a Proofing Agent or Notary Public? In order to provide individuals with access to nonpublic information, U.S. law requires the identity of potential users to be verified The process requirements followed by CDC have been defined by the National Institute of Standards and Technology and are required for access to all CDC non-public applications

38 Is e-authentication an annual process for EvaluationWeb? No, it is a one-time process for EvaluationWeb users. Users do not have to be identity proofed again at any time for access to EvaluationWeb

39 Is the e-authentication process similar to a background check? No, identity verification is only used to confirm that you have registered using your true identity and that no one else is attempting to impersonate you

40 The name I entered on the SAMS registration form does not match my photo ID. What should I do? If the name on your photo ID does not match the name used during registration (e.g., if you were recently married), you must supply, as appropriate, a legal change-of-name certification or marriage certificate Please photocopy all required supporting materials along with your photo ID and send them with your completed form to the CDC Proofing Authority Questions regarding acceptable supporting documentation may be directed to SAMS Help Desk, samshelp@cdc.gov or

41 The address I entered on the SAMS registration form does not match my photo ID (or my photo ID does not contain my address). What should I do? If the address on your photo ID does not match the address used during registration (e.g., if you recently moved) or if your photo ID does not contain an address, additional documentation in your name such as a utility bill or voter registration card must be provided Please photocopy all required supporting materials along with your photo ID and send them with your completed form Questions regarding acceptable supporting documentation may be directed to SAMS Help Desk, samshelp@cdc.gov or

42 How can I change my profile (i.e., phone number, address) in SAMS? You can change your profile by clicking here

43 Can I get deactivated in EvaluationWeb? EvaluationWeb is accessed externally (i.e., not through the SAMS portal), therefore you will not be deactivated for any SAMS-related reason Failure to log in to SAMS for over 365 days from the last successful login will result in your SAMS account being terminated If access to another CDC IT system is needed in the future, the full registration process, including identity proofing must be completed again

44 I registered with SAMS a week ago but have not received an containing the identity verification form. Why not? Your spam filter may have blocked the . Check with your state/local IT system administrator If you have not received the identity verification , request it be re-sent to you by contacting the SAMS Help Desk: Toll-Free: or samshelp@cdc.gov

45 If I am in SAMS, can I automatically access Secure Data Network (SDN) applications that require digital certificates? SAMS is the next-generation replacement for the CDC s legacy Secure Data Network (SDN) portal. Applications currently operating under SDN will begin to transition over to SAMS Registered users wishing to access other SDN applications may be required to complete additional verification. The need for identity verification is determined by each application Fortunately, due to SAMS role as a common enterprise portal, Users will only be required to complete each process once, regardless of the number of applications they use

46 Can I access multiple SAMS-protected applications without re-registering or showing proof? SAMS users who have registered and have been proofed can, if granted, have access to multiple applications via a single SAMS account If a user requires access to an application with an equal or lower security rating than their currently approved SAMS security access level, they can be immediately granted access Users requiring access to a protected application with a higher security rating than is currently assigned will have to satisfy the associated identity verification requirements mandated by the application with the higher security level before being granted access EvaluationWeb is access Level 2. If you want access to other Level 2 applications, you do not need to repeat the registration process; however, if your request is for Level 3 applications or higher, there will be additional requirements that you will need to fulfill

47 Is e-authentication system-specific? Do I have to go through the process again for PEMS? E-authentication is not system-specific; the process is based on the security rating level for an application EvaluationWeb has Level 2 security rating. PEMS has a Level 3 security rating, which means that access to it requires additional identity verification PEMS is currently not accessible through the SAMS portal, though it may be in the future

48 EvaluationWeb e-authentication webinar information E-authentication training webinars will be held every Wednesday starting October 12 th, 2011 from 2pm 3pm EDT Webinar and conference call information will be sent separately prior to the training session

49 EvaluationWeb e-authentication information Thank you for your time! Got Questions? Contact: DHAP Helpdesk Phone: