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Contact Us Division of Personnel Security 
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This is the March 25, 2009 issue of the DPSAC NEWS Sponsoring AOs Will Be First To Get New HHS ID Badge (PIV Card) April 6 marks an important milestone for the HSPD-12 initiative at NIH. On that date the NED Team will flip a switch enabling the NIH Enterprise Directory (NED 2.0) and the HHS Identity Management System (IDMS) to communicate directly with one another. This new capability will greatly streamline many of the administrative tasks required of AOs who sponsor and enroll employees, contractors and affiliates. This achievement is essential in launching Phase 3 of the HSPD-12 implementation plan, enabling the production and issuance of HHS ID Badges (PIV Cards) locally. A pilot test of these systems will begin the week of April 6 and will conclude on or before April 27. This first effort is designed to test how well the enrollment and badge issuance processes function for a small number of pre-selected NIH employees and contractors, including a few sponsoring AOs. Once the pilot test is completed, the PIV process will begin in earnest. Sponsoring AOs will be the first group to go through the PIV process and receive the new HHS ID Badge (PIV Card). This group will be contacted in advance by e-mail and briefed on what will be required of them to complete their enrollment process. Also, prior to the launch, all AOs will receive an invitation from the HSPD-12 Program Office to attend a town hall meeting where HSPD-12 Program staff will be on hand to answer questions. Only after all AO Sponsors have gone through the process and received their new badges can the general NIH population be processed for the new HHS ID badges. Enrollment and Issuance Work Stations will be located at Rocky Mountain Laboratories (MT), NIEHS-Research Triangle Park (NC), Ft. Detrick (Frederick, MD), Executive Plaza (Rockville, MD), Rockledge II (Bethesda, MD), Biomedical Research Center (Baltimore, MD), and on the NIH Bethesda campus in Building 31, 1B03. The HSPD-12 Program Office is also exploring the possibility of adding stations at other locations on the Bethesda campus and elsewhere for the convenience of NIH workers. New NED Job Aid Focuses on Volunteers (Clinical Rotators) In the last issue of DPSAC News, we reported the release of three Job Aids – “Setting Primary SAC Coverage,” “Using the NED ‘Update’ & ‘Modify’ Functions,” and “Renewing an ID Badge” -- to help NED users work with more complex NED functions and to stay current with NED revisions as they become available. The HSPD-12 Program Office recently released a fourth aid to help users work with functions in NED relating to Volunteers (Clinical Rotators). This aid reflects the recent inclusion of Clinical Rotators to the ‘Volunteer’ category. Users of the new aid are shown how to: • Register a New Individual as a Volunteer (Clinical Rotator) • Change the Classification of an Existing NED Record to Volunteer (Clinical Rotator) • Enter or Change the Badge Title of an Existing Volunteer (Clinical Rotator). All job aids offer screen shots to illustrate each NED function along with detailed instructions to guide the user through the steps required to complete the task. Click on Volunteers to view the latest job aid; all four aids are now posted on the ‘idbadge’ website under NED Training and can be viewed by clicking on Job Aids. In addition to developing new job aids and posting them on the website, the on-line ‘Help’ function in NED is being updated as a convenient reference for users who may need help while logged on to NED. Also, as new job aids become available they will be included in the training folders provided for the NED Hands-On classes. DPSAC News will alert its readers when new Job Aids become available online. Space Still Available for April “Hands On” NED Classes “Hands On” NED training classes are filling up. Take a moment to register and reserve your space now. Click here to view the schedule of available classes. The earlier you register, the more likely you will have your choice of dates. 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. For your convenience, the class schedule is also posted at: http://www.idbadge.nih.gov/docs/HandsOnCourseListingsasof2-10-093FILLEDTXTBOX.pdf Summer Student Enrollment Period Fast Approaching – NED 2.0 to Streamline the Process (Reprinted from DPSAC News, February 11, 2009) Good news for this year’s “class” of students who will begin arriving at the NIH campus this Spring to begin their Summer internships. NED 2.0 has automated many of the steps required to enroll and issue badges to these individuals making the process more efficient and saving students (and the AOs assisting them) considerable time and shoe leather. The enrollment policies will remain essentially unchanged from last year, with most students requiring only an NCIC (‘name check’) and not requiring a fingerprint check or background investigation. Click here to view a graphic illustrating the new workflow process, beginning with the student applying for a position via the NIH website and ending with the student bringing the badge authorization e-mail to their local badging location to receive his or her badge. Helpful Tips • NED Documentation Site • Security Awareness Training • PIV Sponsor Training • ‘How To’ Documents and FAQs Added to the NED Documentation Site The site features: - Frequently Asked Questions (FAQs) and answers about the Not-To-Exceed (NTE) date in NED. - Easy to understand tutorial on how to renew a badge, including an overview of the process, how badge renewal works in NED if an AT runs the badge renewal task, and how it works in NED if an AO runs the badge renewal task. (Step-by-step instructions for how to renew a badge are also available on the NED online help site.) - A step-by-step description of how to set your Primary SAC coverage in NED (and thus control the tasks you see in your NED Inbox).
• Security Awareness Training AOs who will be creating a new NED record for individuals needing IT access should try to include the individual’s personal e-mail account. That way, NED can send an e-mail notification directly to that person instructing them to complete the required Security Awareness Training (SAT) BEFORE they arrive at NIH. A link to the SAT module will be included in the e-mail. Since the individual is not yet at NIH, NED will NOT send the e-mail to the person’s NIH e-mail account. Rather, NED will look for a personal e-mail account (e.g. johndoe@yahoo.com). If the individual does not have a personal e-mail account, the NED message will be sent to the AO sponsoring that person.
• Sponsoring AOs Must Complete HHS PIV Sponsor Training Once you have completed the training module, please fax or mail the signed and dated training certificate to: • Streamlining I-9s – An Update The U.S. Citizenship and Immigration Services has delayed implementation of the interim final rule that narrows the list of acceptable identity documents and specifies that expired documents will not be acceptable as identification for the Form I-9. One day after taking office, President Barak Obama ordered a delay in all pending federal regulations until a review by his administration was completed.
FAQs: Working with NTEs • Badge Deactivation Q. What is an NTE date and what is the relationship between the NTE date and the Badge Expiration Date? A. The NTE (Not To Exceed) date is an expiration date on the NED record itself. Note: The NTE date and the ID badge expiration date are separate and not related unless you establish a relationship between them. They can be completely different. A record could have an NTE date that expires tomorrow and a badge expiration date four years in the future.
A. To answer what happens when an NTE date passes depends on whether the record is linked to an authoritative source. For those records linked to an authoritative source (e.g., FTE records linked to HRDB, Fellow records linked to FPS2, foreign national records linked to fsaAtlas), NED does nothing based on the NTE date. Rather, it relies on the authoritative source to do whatever its business rules say to do. If the authoritative source drops the person, NED will deactivate the corresponding NED record. If not, NED won’t do anything. For records that are not linked to an authoritative source (e.g., Contractors), NED will deactivate the record the day after the NTE date passes. The bottom line is that you should expect that if the NTE date passes, the NED record will probably be deactivated (either by NED or because it dropped out of an authoritative source). As you know, deactivating a NED record revokes the ID badge, disables the Active Directory account and mailbox, etc., so it’s a serious matter. The only way to recover from a deactivation is to reactivate the record. This is a lot of work that you probably want to avoid if you can. It is highly recommended that you avoid allowing NED records to auto-deactivate except in the case of individuals who are separating from NIH and will no longer require access to NIH facilities or computer systems. For FTEs with term appointments, this means updating Capital HR before the term expires. For Fellows, this means updating FPS2 before the NTE date passes. For Contractors, this means either updating or removing the NTE date in NED before it arrives. 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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