MFA Training For HIOS Users - CMS

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Multi-Factor Authentication (MFA) Trainingfor HIOS UsersJUNE 20161

AgendaBeginning on 6/19/2016, all Health Insurance OversightSystem (HIOS) users will be required to complete Multi-FactorAuthentication (MFA) through the CMS Enterprise Portal.This training session will cover the following topics: Upcoming Enterprise Portal ChangesWhat is MFA?MFA Device RegistrationLogging into the CMS Enterprise Portal using MFAMFA Device Removal2

Upcoming CMS Enterprise Portal ChangesUsers will see the following changes when accessing the CMSEnterprise Portal: 5/8/2016: All existing HIOS users have the option to register anMFA device in the CMS Enterprise Portal. Please note, users whochoose to register an MFA device prior to 6/19 will be required tolog in using an MFA device from that point forward. 6/19/2016: All existing HIOS users will be required to registeran MFA device in the CMS Enterprise Portal and will be requiredto use the registered MFA device to access the CMS EnterprisePortal. 6/19/2016: All new HIOS users will be required to completeRemote Identity Proofing (RIDP) as well as register an MFAdevice.3

What is MFA? Multi-Factor Authentication (MFA) is a security mechanismthat is implemented to verify the legitimacy of a person ortransaction. MFA requires you to provide more than one form ofverification in order to prove your identity. MFA registration is required only once but an MFA devicewill be verified every time you log into the system. Users can register multiple MFA device types to obtain asecurity code.4

MFA Device Registration5

MFA Device Registration – Prior to June 19th Prior to 6/19/2016, HIOS users have the option to register an MFA device.To “preregister”, go to the CMS Portal My Portal page and select My Profilefrom the username dropdown menu.From the CMS Portal My Profile page, click the Register Your Phone,Computer, or E-mail link.6

MFA Device Registration – Prior to June 19th Select the MFA Device Type and click the Next button to proceed withthe device registration.7

Beginning June 19th – MFA Device Required Beginning on 6/19/2016, users will berequired to use an MFA device whenaccessing the system. This page willdisplay after users enter their usernamewhen trying to access the system.If users have not “pre-registered” adevice via the My Profile page, users willneed to click the ‘Register MFA Device’link to complete the registration process.If users have already registered an MFAdevice, users will need to select theappropriate device and input thesecurity code to login.Please note, until users complete theMFA device registration, users will notbe able proceed with logging into theCMS Enterprise Portal.8

Beginning June 19th –Steps for MFA Device Registration1.2.3.Go to https://portal.cms.gov and select Login to CMS Secure Portal.Read the Terms and Conditions and select I Accept to continue.Enter your User ID and select Next.9

Beginning June 19th –Steps for MFA Device Registration4.5.6.Select the Register MFADevice link.Select OK to navigate awayfrom the login page.Read the Terms andConditions and select I Accept.10

Beginning June 19th –Steps for MFA Device Registration7.8.Enter your User ID and Password, and select Log In.Answer the challenge questions and select Next.11

Beginning June 19th –Steps for MFA Device Registration9.Select an MFA device from the MFA Device Type dropdown. Follow the onscreen instructions for your selected device type to complete the registration.12

MFA Device Options Text Message – Short Message Service (SMS) User provides a phone number to obtain a security code.E-mail User provides a valid, accessible e-mail address to receive a security code.Phone/Tablet/PC/Laptop User downloads the Symantec Verification and Identity Protection (VIP)Access software on their device to generate a security code.Voice Message – Interactive Voice Response (IVR) User provides a phone number to receive a voice message containing thesecurity code.Note: Users may register up to four (4) MFA devices for their account.13

MFA Device Type: Text Message –Short Message Service (SMS) If selecting Text Message – Short Message Service (SMS) as the MFA Device Type, enterthe Phone Number that will be used to obtain the Security Code. Enter a brief description(e.g., Text) in the field labeled MFA Device Description.14

MFA Device Type: E-mail If selecting E-mail as the MFA Device Type, the E-mail address on your profile will beautomatically used to obtain the Security Code. Enter a brief description (e.g., E-mail) inthe field labeled MFA Device Description.15

MFA Device Type: Phone/Tablet/PC/Laptop If selecting Phone/Tablet/PC/Laptop as the MFA Device Type, enter the alphanumericcode that displays under the field labeled Credential ID (on the VIP Access software) inthe Credential ID field. Enter a brief description (e.g., Laptop) in the field labeled MFADevice Description.Note: Users can expand thePhone/Tablet/PC/Laptopoption on the screen to findthe link to download the VIPAccess software.16

Phone/Tablet/PC/Laptop –Download VIP Access Software Users can expand thePhone/Tablet/PC/Laptop optionon the screen to find the link todownload the VIP Access software.From Symantec website, downloadthe VIP Access software for mobileor desktop devices.17

MFA Device Type: Voice Message –Interactive Voice Response (IVR) If selecting Voice Message – Interactive Voice Response (IVR) as the MFA Device Type,enter the Phone Number and corresponding Extension that will be used to obtain theSecurity Code. Enter a brief description (e.g., IVR) in the field labeled MFA DeviceDescription.18

Successful MFA Device Registration Users will see an on-screen message confirming successful registration of thedevice to the user profile and receive an e-mail notification for successfullyregistering the MFA Device Type.19

View Registered Devices To view the list of registered MFA devices, go to the CMS Portal My Profilepage and select the Remove Your Phone, Computer, or E-mail link.20

Logging into the CMS EnterprisePortal using MFA21

Steps to Log in using MFA1. Go to https://portal.cms.gov and select Login to CMS Secure Portal onthe CMS Enterprise Portal.2. Read the Terms and Conditions and select I Accept to continue.3. Enter your User ID and select Next.22

Steps to Log in using MFA4. Enter your Password, select an MFA device from the MFA Device Type dropdown menu,enter a Security Code, and select Log In.23

Example of Using Text Message SMS Device Type to Log In1.Enter your Password.3.Click the Send button. TheSecurity Code will be sent tothe registered device.2.4.5.Select the MFA Device Type:Text Message – ShortMessage Service (SMS).Enter the code into theSecurity Code field.Click the Log In button toproceed.24

Example of Using Text Message SMS Device Type to Log In6.Users will arrive at the My Portal page and see the yellow “HIOS” buttondisplayed on the dashboard to access HIOS.25

Use of One-Time Security CodeIf you are not able to access your Security Code, you can request a One-TimeSecurity Code.1. Select the ‘Unable to AccessSecurity Code?’ link. Onselecting this link, the‘Unable to Access SecurityCode’ popup message willbe displayed. Select OK tocontinue.26

Use of One-Time Security Code2. Enter your User ID and selectNext.3. Answer the challengequestions and select Next.4. You’ll see an on-screenmessage informing you thatthe Security Code has beensent to the E-mail address onyour profile. Select OK toreturn to the login page.Note: This security code will expirein 30 minutes or after it is usedsuccessfully for the first time.27

Use of One-Time Security Code5. Read the Terms andConditions and select I Acceptto continue.6. Enter your User ID and selectNext.7. Enter your Password, selectOne-Time Security Code asthe MFA Device Type, andenter the Security Code thatwas sent to the E-mail addresson your profile. Then selectLog In .28

MFA Device Removal29

Steps to Remove an MFA Device1.2.3.4.Go to https://portal.cms.gov andselect Login to CMS Secure Portalon the CMS Enterprise Portal.Read the Terms and Conditions andselect I Accept to continue.Enter your User ID and select Next.Enter your Password, select an MFAdevice from the MFA Device Typedropdown, enter the Security Code,and select Log In.30

Steps to Remove an MFA Device5.On the My Portal page, select your username and then select My Profilefrom the dropdown menu.31

Steps to Remove an MFA Device6.Select the Remove Your Phone, Computer, or E-mail link to remove a registered MFAdevice from your profile. Please note, you must have more than one device typeregistered before you can successfully remove an MFA device.32

Steps to Remove an MFA Device7. Select the radio button next to the device you wish to remove, select Send SecurityCode, enter the security code received on the selected MFA Device Type, and selectNext to proceed.8. Removal of your registered MFA device is now complete. Select OK to proceed.Note: You will receive an e-mail notification for successfully removing the MFA device.9. You will need at least one MFA device registered to your profile to continue to accessyour application using MFA. To remove the last registered device from your profile, youwill need to register a new device to your profile.33

User Support If you encounter any issues with your account or MFA deviceregistration, please contact the Exchange Operations Support Center(XOSC) at CMS FEPS@cms.hhs.gov or 1-855-267-1515.Additionally, for step-by-step instructions on how to register an MFAdevice, you may also visit:https://www.youtube.com/watch?v y4HaapQPy2g&list PLaV7m2zFKpgYq 8AHW-FYM61J295xwLC&index 2Reference materials are available on the CCIIO Reports-and-OtherResources/index.html#Content34

Questions35

the link to download the VIP Access software. Users can expand the Phone/Tablet/PC/Laptop option on the screen to find the link to download the VIP Access software. From Symantec website, download the VIP Access software for mobile or desktop devices. 17

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