On-Boarding/IdMAX Brown Bag March 9, 2011 Leslie Cahoon

1. On-Boarding/IdMAX Brown Bag March 9, 2011 Leslie Cahoon

2. Agenda • Types of Personnel • Overview of the Civil Servant On-Boarding Process • Information required to create an Identity in IdMAX (non Civil Servants) • Process for Contractors, Non-Paid Interns • Invitational Process (non Civil Servant) • IPA Process (draft) • Issues that can cause delays • HQ On-Boarding website • Things to remember

3. Personnel Entry Types

4. New Hire Civil Servants On-Boarding Work Flow

5. Information Required to Create an Identity (Non Civil Servant) • To on-board a new person to NASA you  need the following information: • Name • SSN • DOB • POB • Email address • Phone number • Position Title • Assigned Org Code • Room # • Citizenship • Residential address with zip code • Affiliation #  • Knowledge of what type of access they need Physical and/or Logical

6. Process for Contractors, Non-Paid Interns, etc (non Civil Servants) The following steps must be followed for Contractors, & Non-Paid Interns (anyone not processed in WTTS) • Create and Sponsor an Identity in IdMAX • Create CICO Person Record (if one does not exist) • Submit a CICO request for a background investigation, badge and NCIC • Once the identity has been Sponsored in IdMAX and the CICO request is submitted, Security will receive the request in their que • Security performs a NCIC check and a background investigation (ex. NACI, eQIP) if required • Requests can take up to 2 days for Security to process • If an eQIP is required the applicant has 5 business days to submit • If the applicant already has reciprocity (suitable background investigation on file) then the identity will be enabled before they are enrolled • Otherwise the applicant will be scheduled to complete enrollment for their identity to be enabled • Once the Identity is enabled, ODIN has 3 days to deliver the  equipment; Account creation is not delayed

7. Invitational Process – Non Civil Servant • Used for Non-Civil Servants (usually remote) who want to enter their own information • The requestor will select Create Identity in IdMAX • On the next screen select “Yes”, the user will enter his/her own information • Enter the user’s name, email address, phone number, assigned Center and position detail • The end user will receive two emails. One with a link to a website the other with the password to access that website • Once the user has received those emails they will login and enter their PII information • The requestor will receive email confirmation that the information has been entered • The requestor must then select Modify Identity in IdMAX to verify the required fields (position title and SSN) The requestor must also verify the information in the Citizenship and Residential tabs • The requestor then updates the affiliation tab with the correct Affiliation #, Sponsor and Affiliation end date • The Physical and Logical access levels are then entered by the Requestor • A CICO request is entered for a NCIC check and background check if needed • Requests can take up to 2 days for Security to process • If an eQIP is required the applicant will have 5 business days to submit • Once the NCIC and/or background checks are verified by Security the identity will be enabled.

8. Process for IPA’s - DRAFT • HRMD enters the IPA into WTTS preferable 2 weeks prior to the EOD date • WTTS sends an email notification out to the AO, the hiring manager and Security that the IPA information has been submitted, the email specifies IPA • The AO modifies the identity in IdMAX to update the Affiliation to reflect IPA using contract # NNH08HR01I. The AO selects themselves as the Sponsor • The AO then approves the request as the Sponsor in IdMAX • The AO submits a CICO request for a background investigation badge, computer equipment, PDA, etc. • The AO can submit a NAMS request for VPN, Entrust and any applications that the IPA will need access to.  NOMAD and NCAD accounts are automatically created • Security performs a NCIC check and a background investigation (ex. NACI, eQIP) if required • Requests can take up to 1-2 days for Security to process • If an eQIP is required the applicant has 5 business days to submit • If the applicant already has reciprocity (suitable background investigation on file) then the identity will be enabled before they are enrolled • Otherwise the applicant will be scheduled to complete enrollment for their identity to be enabled

9. Issues that Cause Delays • The NASA Identity is not enabled in time for the equipment to be delivered on the EOD date • CICO request for NCIC and/or background check is not submitted enough days ahead of time • New hire does not complete eQIP or EODS forms in a timely fashion • HR should be notifying the Hiring Manager when this happens • Equipment is requested late in CICO • ODIN has 3 Days to deliver once the Identity is in an enabled status • Persons are brought in with little or no notice (SES) • SATERN training date not populated • All personnel (Civil and non Civil Servants) have 30 days from their start date to take the training • Once the Identity is enabled in IdMAX is takes 24hours(ish) for SATERN to be notified. • If you need a SATERN date populated you can contact Account Administration, Tadd Buffington or Leslie Cahoon

10. New!! HQ On-Boarding Web Site • http://itcd.hq.nasa.gov/onboarding.html Bookmark it!!

11. Things to remember • The Center sending the Detailee is responsible for doing the FPPS action to update the Center Information for the employee. The update can take 2-4 weeks to occur • Your UUPIC never changes • IdMAX times out after 15 minutes, even if you are active within a record. Your information is not saved • A CICO request MUST be submitted to the Security office for the badge, NCIC and/or background check to be completed, preferably 5 -7 days prior to start date – the earlier the better • Guest User Accounts are ONLY used for Secure WebEx requests • Invitational requests are for Non-Civil Servants only

12. Detailee’s

13. Detailee Process NASA to NASA • The following information is required for on-boarding a detailee: • Name • UUPIC number - available in the NASA Enterprise Directory (NED) • Start and end dates of the detail assignment – this is important! • Whether the detailee will be bringing their computer from their home NASA site, or if they need to acquire an HQ computer • Other requirements -- including technology seats (desk phone, PDA, etc.), tokens and workspace/office needs

14. Detailee Process NASA to NASA • Login to Check-In Check Out (CICO) • Create a Person Record • Since CICO is a NASA HQ application, the detailee’s UUPIC will not exist in CICO • All NASA-to-NASA detailees will have a UUPIC, and this number is required for processing in CICO. • To find an employee’s UUPIC, search the NASA Enterprise Directory (NED). • If you receive an error indicating that the UUPIC already exists contact the HelpDesk and a member of the CICO support team can take prompt corrective action

15. Detailee Process NASA to NASA • When CICO asks if a badge is required, be sure to select YES • While the detailee may have a NASA badge from another Center, it still needs to have HQ access segments added to the badge • In the remarks section, be sure to note that they are a NASA detailee coming from [Center] to NASA HQ; their badge needs to have HQ segments added to it. • If the detailee will be bringing their computer from their home NASA site, add a detailed comment in the remarks section

16. Detailee Process – Off-Boarding • Process a check-out request as usual in CICO. However, you’ll need to enter the following notes to ensure a smooth check-out process: • Enter a note stating what equipment is being taken with the detailee (e.g. Blackberry, laptop, etc.) and to which center so ODIN knows what equipment needs to be picked up. The assets can then be transferred appropriately. • Enter a note that only the HQ segment from their badge needs to be removed from their security badge. (They will need the security segment from their base center once they return home) • Type of departure should be: “Detailee Returning to NASA”