Newly-authorized PIE users receive an email that contains a link to the PIE website and their user name. To activate your PIE account:

1. In the email you received from your provider administrator, click Activate New User Link. The PIE Activate User Account panel displays in your Web browser.
2. Enter the User Name noted in the email.
3. Create, enter and confirm a password that conforms to the rules on the panel.
4. Click Set Password. The Set Security Question and Answers panel displays.
5. For each of the three questions, click the dropdown list to select a question. Choose questions with answers you’ll remember without making notes.
6. Enter an answer to each question.
7. Click Submit or press Enter. A Security Questions and Answers Saved Successfully! message displays and your account has been activated.

1. Log in to PIE, click Home, then User Profile. The Manage Profile panel displays.
2. Click Change Password to display the Change Password panel.
3. Enter your current password.
4. Enter and confirm your new password, ensuring it conforms to the rules on the panel.
5. Click Change Password or press Enter. A Password Changed Successfully! message displays. Your new password is required next time you log in.

Your provider administrator can help you regain access to PIE if you’ve been locked out after three unsuccessful login attempts or forgotten your password. To request a password reset:

1. Contact your provider administrator. Click Home, then User Profile to display your administrator’s contact information. Administrators respond to reset requests by sending an email with a reset link.
2. When you receive the email, click the Reset Password Link it contains to display the PIE Reset Password panel in your browser.
3. Enter and confirm your new password, ensuring it conforms to the rules on the panel.
4. Click Reset password or press Enter to complete the process. You’ll use your new password the next time you log in.

A provider administer initially records your name, user name, user type and other information in PIE. However, you can update your email address, telephone number and an extension at any time. To edit your contact information, which is also known as personal details:

1. Log in to PIE. Click Home, then User Profile.
2. On the Manage Profile panel, click Edit My Personal Details. The Edit user panel displays.
3. Edit or enter your:
   1. Email (required)
   2. Telephone (required)
   3. Telephone extension (optional)
4. Click Save or press Enter. A User Updated Successfully! message displays.

The first time you access PIE, you must select and answer three security questions which are used to regain access if you forget your password or get locked out of PIE. To change your questions and/or answers at any time after you’ve activated your account:

1. Log in to PIE. Click Home, then User Profile.
2. On the Manage Profile panel, click Change Security Questions/Answers. The Change User Security Questions and Answers panel displays.
3. Regardless of whether you change only one or two questions and answers, all six fields must contain information to complete the process. For example, even if you want to change only one answer, you must enter the answers to all three questions.
4. Click Save or press Enter. A Security Questions and Answers Saved Successfully! message displays.

As a security measure, PIE automatically logs out users after 25 minutes of inactivity. During the last minute, a message that counts down the final seconds offers you a chance to extend the session or cancel and let it expire.

If you’re automatically logged out, just click Login and re-enter your user name and password to resume your work.

These terms describe PIE user types, which display next to the user name on every PIE panel. Both types can create and approve invoices and perform other basic functions, but each provider has a provider administrator authorized to perform additional tasks. Each contracted provider can assign up to three provider administrators.

Provider administrators use PIE’s User Maintenance panel to add provider users and administrators, help other users reset their passwords and manage their profiles. To display your provider administrator’s name, email and phone number, click Home, then User Profile.

If an in-process invoice hasn’t yet been approved, PIE offers actions of Edit and Delete on the Invoice List panel. To view an invoice, display it on the Invoice List and click View/Edit - but don't make any changes. When you’re through, click Back to Invoice List.

If you accidentally click Delete instead of View/Edit, PIE displays a confirmation message so you can cancel the delete transaction before it completes.

In-process invoices that are in any approved status cannot be edited, but you can click View/Edit on the List of In-Process Invoices to view them.

1. Log in to display the Activity Panel.
2. Click Invoice Management to display the Program List Panel.
3. Select a contract year and program to display the Invoice Management Panel.
4. Click Create New Invoice to display the Create New Invoice panel.
5. Select an invoice month; adding a user-defined, description is optional.
6. Click Add Invoice. The List of Invoiced Client Charges panel displays. From this panel, you can edit or delete charges for selected clients and verify and approve the invoice.

1. Log in to display the Activity Panel.
2. Click Invoice Management to display the Provider Management Panel.
3. Click Invoicing to display the Program List Panel.
4. Select a contract year and program to display the Invoice Management Panel.
5. Click Create New Invoice to display the Create New Invoice panel.
6. Select an invoice month; adding a user-defined, description is optional.
7. Click Add Invoice. The List of Available Client to Add into this Invoice panel displays. From this panel, you can search for clients with filters or by the status of encumbrances.
8. Click Add to add charges for a selected client. The Add Charges panel displays.
9. If needed, adjust the service date and enter a number of units. Verify the unit rate and remaining units and click Add Charge to display the List of Invoiced Client Charges panel.
10. As needed, follow links back to the List of Available Client to Add into this Invoice panel to add more clients and charges to your new invoice.as needed.

NOTE: You can also remove charges from the List of Invoiced Client Charges panel by clicking Delete.

If the answer to your question isn’t in any of the FAQs, please try the PIE User Guide. You’ll find a link to it on the Help/FAQ panel, which you can access from any panel in PIE.

If the PIE User Guide doesn’t help, click Contact DCFS and complete the online form with your contact information, category of your question and message. The DCFS staff will respond to your inquiry as soon as possible.

This message displays if you try to add charges for a client outside the date range of an invoice. For example, if your invoice’s date range is from 01/15/17 – 01/27/17, you can add charges only for dates within that range. One solution is to create an invoice for the entire month and invoice only for specific days within the month.

Provider users can review current subproviders’ addresses of record, update/end-date provider household members assigned, and update member required checks from the ‘Provider Management Panel’ in PIE. If you need assistance with subprovider re-evaluations, updating their member training hours, or any other general assistance in this area, please contact Latrenda McPeace at Latrenda.McPeace@dhs.arkansas.gov or Ed Wallace at Ed.Wallace@dhs.arkansas.gov.

In accordance with the Family First Prevention Service Act (FFPSA), any employee working for an Emergency Shelter, QRTP/SRP-QRTP, Respite Care/Temporary Care, Residential Care Only, or Specialized DDS Emergency Program contract providers must undergo required checks which will be documented/entered from the PIE ‘Provider Management Panel’. ‘Arkansas Child Maltreatment Central Registry’ and ‘State CBC’ checks will come due 2 years from their cleared date. If these subsequent checks are not done timely, the affected provider will be set to ‘not-eligible’ adversely affecting Fed IV-E claimability. For assistance with out of state maltreatment required checks, please contact Robin Phillips at Robin.L.Phillips@dhs.arkansas.gov.

1. Log in to display the Activity Panel.
2. Click User Maintenance. The List of Users panel displays.
3. Click Create New User to display the Create New user panel.
4. Select a User Type to determine the new user’s level of access. The options are:
   1. Provider Admin – A person who can add new users and help users regain access to PIE in addition to everyday provider functions.
   2. Provider User – A person who performs everyday provider functions.
5. Enter the user’s name, email address and telephone number.
6. Click Create. The User Added Successfully! message displays.
7. Click OK to clear the message. The List of Users panel displays with your new user listed.
8. To send an account activation email to complete your part of the process, click Activate User Account. The Activate User account email has been sent successfully! message displays. The user follows instructions in the email to complete the activation.

NOTE: The Activate User Account link remains available until users you’ve emailed activate their accounts. That means you can send an activation email more than once to the same user if, for example, the link isn’t used within 72 hours.

See What if a new user’s account activation link expires before it’s used? for related information.

Provider administrators are responsible for deactivating PIE accounts when employees leave or no longer require access. To deactivate user accounts:

1. Log in to display the Activity Panel
2. Click User Maintenance. The List of Users panel displays.
3. Click Edit to display the Edit user panel for the user whose account you need to deactivate.
4. Check the InActive checkbox and click Save. A message displays to confirm your action and the List of Users panel redisplays. A Reset Password link is no longer available for the deactivated user, and the InActive indicator changes to True.

Provider users can edit their own email addresses, telephone numbers and extensions, but provider administrators can also edit that information and change a user’s access level. To edit user accounts:

1. Log in to display the Activity Panel.
2. Click User Maintenance. The List of Users panel displays.
3. Click Edit for the selected user to display the Edit user panel.
4. Update information as needed. You can also deactivate the account from this panel. See How do I deactivate PIE user accounts? for details
5. Click Save. A User Updated Successfully! message displays.
6. To confirm the changes, click Go Back to List, which redisplays the List of Users panel. Click Details to display the updated User Details panel.

You can re-send account activation emails as many times as needed until an account has been activated. The Activate User Account link remains available on your List of Users panel until your new user actually uses it.

Once new accounts are activated, a Reset Password link replaces the Activate User Account link on your List of Users panel

See How do I add a new PIE user? for related information.

When users can’t unlock their own accounts or answer their security questions, the PIE User Guide advises them to contact their provider administrator. When they’ve exhausted all other means to regain access to PIE, you can help them reset their passwords.

1. Log in to display the Activity Panel.
2. Click User Maintenance. The List of Users panel displays
3. Click Reset Password to send the selected user an email. A message displays to confirm your action. Users complete the remainder of the process, and the reset link remains available for you to send again at any time in the future, if needed.