Enterprise Invoice Management/Enterprise Service Management 
EIM/ESM FY11 Provider Orientation
[Supplement to the Welcome Package]

Table of Contents
•	EIM/ESM Overview
–	Project Context
–	What is EIM/ESM
–	Benefits of EIM/ESM
•	FY11 Provider Implementation - What to Expect
–	Key Implementation Roles
–	Key Implementation Steps
•	How EIM/ESM is Secured
–	Security Overview
–	Organization Management Form
–	User Request Form (URF)
–	Manage Locations
–	Centralized -vs- Decentralized Billing
•	Customer Service Information

Project Context
What Is EIM/ESM

FY11 Provider Implementation – What to Expect
Key Communications from the Deployment Team to Providers:
•	Welcome Package: Contains information on forms to be completed
•	Training Invitation: Instructions for users to complete required eLearning courses and register for instructor led training sessions (where required) or workshops
•	Go-Live Confirmation: Contains detailed Go Live information, including important dates and a “Day One Guide” 
Key Implementation Roles 

•	Serves as the primary EIM/ESM contact for the provider
•	Becomes familiar with the provider’s business: organizational structure, users, contracts
•	Assists in the form completion process
–	Provides assistance via workshops, conference calls, WebEx sessions and/or appointments
–	Reviews forms
•	Understands the nature and timing of the provider’s contracts that are going live
•	Provides ongoing support before, during, and after go-live (for Deployment related activities)
•	Evaluates whether a provider is prepared for go-live

•	Serves as the single point of contact for EIM/ESM at the provider with whom the Deployment Team Member communicates
•	Achieves a basic understanding of the EIM/ESM application and its impact on the organization
•	Distributes all EIM/ESM related communications within their organization (EIM/ESM Users, management, or other relevant organization contacts)
•	Commits to project deadlines and timely form submission
•	Serves as or designates a Subject Matter Expert for EIM/ESM at the provider
•	Ensures staff completes all required training

Key Implementation Steps for the POC
How EIM/ESM is Secured
•	EIM/ESM is a web-based service that can be accessed from anywhere
–	EIM/ESM contains sensitive client data
–	Special steps have to be taken to ensure that the data stored within it is electronically secure and accessible only to those who are authorized to have such access
–	This is done via a combination of Organization Management, Security Roles, and Data Access rules
Security Overview
•	Organizations in EIM/ESM can be divided into sub-organizations 
–	For example, a provider organization can have multiple facilities or sites where services are delivered.

•	Security Roles control what the user can and cannot do in EIM/ESM 
–	The system has a predefined set of roles that provides access to specific business functions of the system. A user is associated only with the roles relevant to his or her job function.
–	For example, the “CR Reviewer” security role allows an individual to review invoices in the system but not to create or edit them.  The user must be assigned a (CR, UR, AR Billing) role to be able to create and edit invoices.

•	Data Access rules control what the user can and cannot see in EIM/ESM  
–	The data access rules that are predefined in the EIM/ESM system consider the user’s organizational relationship to control what data records a user has access to see.
–	For example, data access rules will ensure that a “CR Reviewer” can review invoices for his/her organization or sub-organization, but cannot view invoices for other provider organizations.

Setup Provider Organization Structure in EIM

User Request Form (continued)
User Request Form-Assign Billing Staff to Locations
EIM/ESM Manage Locations Role
	We have developed an optional enhancement to EIM that will aid providers with more efficient data entry when adding attendance to SDRs. 

–	It also allows users the ability to sort and/or filter SDRs by location and allow for more efficient data entry.

–	The provider can specify whether billing will be completed centrally, i.e., at the parent level (note: this functionality is “optional” if your organization is using a  centralized billing model), or in a decentralized manner at the site level (note: this functionality is “required” if your organization is using a decentralized billing model (please see chart on next slide) .

–	Participating Organizations include orgs where the system will be accessed and information for that particular contract will be seen.

–	Participating orgs can be listed under multiple contracts.

–	Participating orgs can have “Billing” and/or “Enrolling” access per contract.

Centralized vs Decentralized Billing
What You Need To Do Next

•	Identify EIM contracts

•	Identify locations that need to be added/modified to your ORG structure
–	Complete the Organization Management Form & send to Virtual Gateway Deployment (virtualgatewaydeployment@state.ma.us) 

•	Determine who will be responsible for this work at your Organization:
–	Participating ORGs/Assign Locations for Enrollments
–	Billing: URF > Adding/Modifying Staff Access 
–	Complete URF forms > Send to Virtual Gateway Deployment (virtualgatewaydeployment@state.ma.us)
–	Anyone requesting the Manage Locations role will need to complete the all required EIM/ESM training before role will be released.
 Customer Service Information
•	General questions regarding EIM/ESM training
–	 VirtualGatewayTraining@state.ma.us

•	Questions regarding completing forms, agreements, or deployment dates:
–	 VirtualGatewayDeployment@state.ma.us

•	General questions regarding EIM/ESM, login issues, or accessing the Virtual Gateway:
   Virtual Gateway Customer Service (Help Desk)
–	 1-800-421-0938
–	 TTY 1-617-988-3301
–	 Fax  1-617-988-3119