| Having trouble reading this newsletter? Click here to see it in your browser. You are receiving this newsletter because you signed up from our web site. Click here to unsubscribe. |
 |
 |
|
Contents 
Contact Us Division of Personnel Security 
|
|
This is the April 8, 2009 issue of the DPSAC NEWS Pilot Test is Last Stage before ‘Super Users’ & ‘Sponsoring AOs’ Start the PIV Process, Get HHS ID Badge (PIV Card) The HSPD-12 initiative to establish a common identification standard for all Federal employees, contractors and affiliates is entering the final phases at NIH. DPSAC News reported in the March 25 issue that the NED Team was poised to connect the NIH Enterprise Directory (NED) and the HHS Identity Management System (IDMS). Enabling these systems to communicate directly with one another will allow individuals going through the PIV process to be added to the Department’s database – a necessary step in deploying the HHS ID Badge to NIH personnel. On Saturday, April 4, the NED Team completed this critical connection and began live exchanges with the IDMS. On Monday, April 6, the HSPD-12 Program Office initiated a Pilot test to see how well these systems perform under actual work conditions. Over the next three weeks a small number of pre-selected NIH employees will put the new NED and IDMS functionalities to the test as they proceed through enrollment and badge issuance. Once testing is concluded, which should occur on or before April 27, the PIV process will begin in earnest, starting with AOs who serve as PIV Sponsors in NED. Why AO Sponsors Are First Those who attended the sessions (or read DPSAC News) know that AO Sponsors must be the first to go through the HHS PIV process -- sponsorship, identity proofing, enrollment, adjudication and badge issuance – so they will be qualified to ‘sponsor' other employees, contractors and affiliates. Also, as noted above, these individuals must first be in the Department's IDMS database and have their own HHS PIV cards. Prior to the launch, the HSPD-12 Program Office will reach out to all AO Sponsors via e-mail to explain in detail the steps they will need to take to get enrolled and be issued a new ID Badge. This communication will include an invitation to attend a town hall meeting where HSPD-12 Program staff will discuss the process and answer questions. On April 27, the HSPD-12 Program office will start sending out e-mails to the NED Super Users and AO sponsors directing them to begin their PIV process. DPSAC will process AOs in groups of 50 until all AOs have completed the enrollment and badging process, which is expected to occur by mid-to-late July. Help with e-QIP Questionnaires Individuals completing an e-QIP questionnaire can save time if they know in advance what information and documents they’ll need when they sit down to fill out the form. The HSPD-12 program office recently published a series of guides summarizing the documents and information that will be called for in each form ( SF85, SF85P, SF86 ). These guides, along with other helpful tips, will soon be posted on the ID badge website at idbadge.nih.gov/badge/4steps.asp. You can also view each guide by clicking on the links below: o At a Glance: Information Needed to Complete Form SF85 / SF85P / SF85 Remember, once an individual completes the questionnaire, he/she must hit the "Release Request/Transmit to agency" button to finalize the e-QIP process. Space Still Available for April “Hands On” NED Classes 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. Introduction of NED 2.0 Will Streamline Summer Intern Enrollment As reported in recent issues of DPSAC News, most incoming summer interns (summer students) will only be required to undergo an ‘NCIC’ name check when they enroll for a summer position at NIH. In the next DPSAC NEWS (April 22, 2009) we will explain how NED 2.0 is streamlining the process for both AOs and students compared to last summer. Stay tuned. Helpful Tips: Updating NED Personal Profiles • Reaching You in an Emergency...and more • Updating NED Personal Profiles IMPORTANT: Everyone who goes through the PIV process will be required to check the Personal Information in their NED profile as part of the badge renewal process. All mandatory fields in the profile must be complete and accurate, including the individual’s FULL LEGAL NAME. FULL MIDDLE NAMES are PREFERRED, but middle initials in place of full middle names are acceptable. Also, Date of Birth, Country of Birth, City of Birth and State of Birth must all be completed accurately. While anyone may update their NED record at any time, you may want to wait until you are contacted by your AO to avoid confusion. The NIH is instituting a new initiative, AlertNIH, to allow NIH employees and contractors to receive emergency information on personal, as well as NIH issued, communications devices on a 24/7 basis. AlertNIH is a managed communications service that allows employees to instantly receive information anywhere, anytime, across most any device, including cell phones, work phones, home phones, work or personal email accounts, and pagers. This system will be used in an emergency to notify personnel that there is an event and some action may be required (evacuation, shelter in place, dismissal, etc.). While this type of service has been successfully utilized for more than a year by NIH emergency response and recovery personnel, and IC Crisis Response Teams, it is now being expanded to include all NIH employees and contractors. AlertNIH allows the NIH, and the employee’s respective IC, to broadcast messages to all employees and contractors simultaneously, or to selected individuals or groups. If notification time is not an issue, the NIH will typically utilize more traditional messaging procedures, such as global emails, so that personal communications devices will not be used unnecessarily. In order for AlertNIH to be most effective, we are asking employees and contractors to update their personal information in the NIH Enterprise Directory (NED) and select which personal contact points (e.g., personal phone, personal email, personal pager) they want used for emergency notifications. Instructions for employees to update their NED record and manage their AlertNIH Notifications are available in NED’s online help here: https://ned.nih.gov/ned/help/ned/ned_help.htm. Note that personal contact information will only be accessible by the employee’s respective IC Emergency Coordinator and their administrative designees, and by NIH emergency management personnel. AlertNIH is hosted by Send-Word-Now, a company which will not disclose confidential contact information to third parties. The personal information rquested by AlertNIH is optional; the personal information needed to renew an ID badge is mandatory. Send-Word-Now privacy policies may be viewed on http://sendwordnow.com/privacy.aspx. AlertNIH is administered by the Office of Research Services, Division of Emergency Preparedness and Coordination (DEPC). • Sponsoring AOs Must Complete HHS PIV Sponsor Training HSPD-12 Program Office Q. I’ve been contacted by a USIS contractor to arrange a face-to-face interview with an investigator? Is this normal? A. Yes, as standard operating procedure, anyone who must undergo an MBI or higher investigation will be contacted by a contractor (in this case, USIS) to arrange a face to face ‘Personal Subject Interview.’ OPM requires this interview for higher-level investigations.
Q. I understand that everyone at NIH must complete the e-QIP forms soon. The NIH ID badge website ("Four steps to getting an ID badge") says that the e-QIP should be filled out after the fingerprint appointment. I have not been contacted by my AO, or received any e-mails from the Division of Personnel Security and Access Control regarding scheduling a fingerprinting appointment or filling out the e-QIP forms. My NED listing is up to date and my current ID badge doesn't expire until November of 2010, but I don't want to end up being one of the people whose badge is deactivated. Should I contact my AO about scheduling a fingerprinting appointment? A. No. You do not need to complete the e-QIP forms until instructed to do so by DPSAC. Also, prior to deactivating an ID badge, DPSAC will send you several direct messages warning you that your badge is subject to deactivation. DPSAC has created a thorough process to follow before an individual’s ID badge is deactivated.
Q. I understand that individuals can complete their Personally Identifiable Information (PII) on their own or an AO can perform this task on their behalf. Which is preferable? A. Once individuals are sent the e-mail giving them the option to fill in their PII on the secure portal on their own, they have a week to complete the task. They need to provide their PII before sponsorship can be completed. If they don’t complete this within a week, the task is referred back to the initiating AO/AT. Asking the individual to fill in their PII themselves or doing it yourself is up to you. Both are equally acceptable. However, you should NOT fill in the individual’s PII until you have their completed and signed Form HHS 745. 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. |
|