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Contents 
Contact Us Division of Personnel Security 
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This is the May 6, 2009 issue of the DPSAC NEWS AO Sponsors Begin the Enrollment and Badging Process NED recently began “forcing” ID Badge renewals for NED AO Super Users as the first step in the Enrollment and Badge Issuance process for the AO Sponsor community. If you are a Super User, you most likely have completed the pre-enrollment process by now. To review, pre-enrollment means that the following have been completed: (1) your badge has been “forced” to renew in NED; (2) you have run the renewal and approval tasks in NED and a co-sponsor has run the sponsorship task for you; (3) DPSAC has conducted a Personnel Investigations Processing System (PIPS) check and you have scheduled an appointment to enroll at your nearest Enrollment Work Station (see Table 1 for roll out schedule). To ensure that all AO Sponsors have sufficient opportunity to carry out their assigned pre-enrollment and enrollment tasks and complete the PIV process, the HSPD-12 Program Office has organized the 552 AO Sponsors into 15 groups. As Table 1 shows, on April 27 the first Super User group began the pre-enrollment process. A new group will be processed each week over a 10-week period. This schedule also ensures that the Enrollment staff will have ample time to work with each enrollee when they appear for their Enrollment appointment. The last groups of AOs in the greater Bethesda area and at remote locations (e.g., NIEHS-RTP, RML) are scheduled to complete their Enrollments and be issued HHS ID Badges by August 3 and August 17 respectively. (Table 1) Processing Super Users Bldg 31 4/27/2009 Remote Sites Processing FRC FRC 5/18/2009 Locations for AO Enrollment and Badge Issuance The HSPD-12 Program Office has set up temporary Enrollment Work Stations (EWS) and Issuance Work Stations (IWS) in Building 31 on the NIH campus to process the AO Sponsor community. These temporary stations are located in Room B4B03. Just take the C-Wing elevators to B4 and follow the blue signs. AO Sponsors working in Rockville will be directed to make their appointments at one of the nearby EWS/IWS locations at EPN (Room 103) or Rockledge II (Room 1041). Important: Please do not update your NED record PRIOR to your badge renewal task being generated in NED. Updating your record early may cause a glitch in the system when processing your new HHS ID Badge. Since, as AOs, you are going through a special process in order to get the new badges first, it is important that you wait to begin the process when your group is scheduled to begin. Remember, if you are an AO and plan to serve as a NED Sponsor, you must first complete the 10-minute training module. See Helpful Tips below. Smart Card Readers – All AO Sponsors Will Need Them The HSPD-12 Program Office has received several inquiries about the Smart Card Readers that will be issued to AOs when they pick up their new HHS ID Badges. As reported in DPSAC News and at the recent AO Sponsor information sessions, the Program Office has asked each IC to identify a few IT personnel who will also receive the new badges and can work with the rest of each IC’s IT staff to assist with the installation of their Smart Card readers. Below is a partial list of the IT Personnel who have been identified by their ICs to assist the AO community with Smart Card reader installation. The HSPD-12 Program Office will update this list and post it to the id badge website as new names are received. IT Personnel Identified by ICs to Assist I/C Last Name First Name If you don’t see your IC IT representative(s) in this table, you are encouraged to remind the appropriate personnel in your IC to identify the IT Specialist(s) and forward their names to the HSPD-12 Program Office (Daniel.Shumate@nih.gov). The Program Office can then send them instructions for installing the Card Readers; these IT personnel will also be contacted for early enrollment and badge issuance along with the AO Sponsors. “Hands On” NED Classes Available in May and June Take a moment to register and reserve your space for “Hands On” NED training classes. Click here to view the schedule of available classes. To reserve your space, please e-mail Dan Shumate in the HSPD-12 Program Office and let him know which session you would like to attend. The courses are free and handout materials will be provided. Please share this information with other NED users in your IC. Department Warns Against Conducting Enrollment and Issuance at Non-HHS Facilities An April 28 communique issued from the HSPD-12 Program Office in the Office of the Secretary, DHHS, advises all Operating Division (OPDIV) Enrollment and Issuance “role holders” that “although many of the enrollment and issuance workstations are portable, they cannot be operated external to HHS facilities (i.e. hotels).” The communications states that “the HSPD-12 enrollment and issuance workstations are required to communicate with the HHSIdentity IDMS using a secure VPN connection from a valid IP address on the HHS Network (HHSnet).” According to the advisory, “If the workstation is not on HHSnet, it will not be able to connect to the HSPD-12 Solution. An HHSnet connection requires workstations to be physically located in an HHS or OPDIV managed facility. Internet-based connections (at hotels or similar locations) are not available due to the network security risks and vulnerabilities associated with those types of connections,” it concludes. • The Card Reader, to be issued with the new HHS ID Badge, will, for the time being, be used only for NED sponsorship tasks. You will still use your Username & Password to log onto your computer for all other applications. • Position Title Added to Form 2866 – A new position title -- “Statistician (Mathematical, Bio) Level 1” – has been added to the available selection of job titles on the Form NIH 2866. NED users can find this new title under the “Select Position Title/Function” drop down list on the NIH 2866 Position Sensitivity Worksheet in NED. • The ID Badging Station for Summer Students, located in the South lobby of Building 10 (Clinical Center) will be open for business beginning May 11, 2009. Hours of operation will be from 8 a.m. to 4 p.m., Monday through Friday. Any questions concerning Summer students can be directed to ORSPersonnelSecurity@mail.nih.gov. • Summer Student Enrollment Policies and Procedures for 2009 are posted online at: http://www.idbadge.nih.gov/badge/students.asp. • AOs Serving as Sponsors Must Complete HHS PIV Sponsor Training. To complete this mandatory training, click on: Sponsor Training. Once you have completed the training module, please fax or mail the signed and dated training certificate to: HSPD-12 Program Office • Not Too Late to View Videocast of the AO Sponsors Update Session AOs who were unable to attend one of the recent Update Sessions for AO Sponsors can watch the April 12 session that is now posted in the NIH videocast archives (scroll down to Videocast of HSPD-12 Update for AO Sponsors (April 12, 2009). This half-hour presentation is a primer for AO Sponsors who will be participating in the Enrollment and Badge Issuance process over the next several weeks. An informative question and answer session following the presentation was also recorded. • Slides, “Job Aid” Handed Out at AO Sponsor Update Sessions Now Available Online -- Super Users and AO Sponsors who attended one of the three update sessions at the Natcher Building in late April were given copies of the presentation slides along with a useful spiral-bound Job Aid (“How to Get Your New HHS ID Badge”). These materials can be found online at: http://www.idbadge.nih.gov/training/aosponsors.asp, or you can click on the links below. Feel free to reproduce these training materials and keep them on hand for quick reference. Information Session Slides - April, 2009 (PDF Document, 5 Pages) Job Aid: “How to Get Your New HHS ID Badge (for Administrative Officer Sponsors)” (PDF Document, 8 Pages) If you have any questions about these materials, please feel free to contact the HSPD-12 Program Office at: HSPD12@mail.nih.gov. • Do you know someone who might benefit from reading DPSAC News but doesn’t yet subscribe? Just have them e-mail Lanny Newman at NEWMANL@MAIL.NIH.GOV and ask to be added to the DPSAC News listserv. They should include their e-mail address. Q. When I attended the first “Update for AO Super Users” session in April, we were told that we would be issued both the new HHS ID Badge AND an updated legacy NIH Badge at our badge issuance appointment. Apparently the legacy badge was still going to be needed to allow us access to NIH facilities. By the third update session it seemed as if the legacy badge was not going to be necessary after all. Can you help clarify this? A. You are correct that when we began these update sessions, the HHS ID Badge was not capable of providing its holder with access to the NIH campus or other NIH facilities. That’s why two badges were going to be issued. Since then, however, the Access Control technical team was able to make modifications to the system to enable the HHS ID Badge to work at the NIH main campus perimeter gates and other physical access points requiring a badge swipe. So now, when you show up for your ID Badge issuance appointment, you will be issued just the HHS ID Badge. A biweekly e-newsletter from the Office of Research Services, Division of Personnel Security and Access Control (ORS/DPSAC) to keep you informed as NIH rolls out "Homeland Security Presidential Directive 12" (HSPD-12) establishing a common identification standard to better safeguard NIH and its workforce. |
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