DPSAC News Header

April 18, 2012 issue of the DPSAC NEWS

In This Issue
HHS ID Badge Rollout Scorecard
NIH to Require Smart Card and PIN for ITAS Login Starting June 18, 2012 for April/May, 2012
NED Training Schedule for April/May, 2012
Badge Didn't Work to Get on Campus? Come to DPSAC!
Position Information Change in NED? -- STOP! -- First Make Sure the Change is Appropriate
Helpful Tips
Safety Corner



Contact Us


Division of Personnel Security and Access Control


Personnel Security 

Helpdesk: 301-402-9755

e-QIP: 301-402-9735

Appointment Line: 301-496-0051

E-mail: orspersonnesecurity@ 



Access Control

Helpdesk: 301-451-4766

E-mail: facilityaccesscontrol@ 


 DHHS Logo gif   NIH Logo gif    ORS jpg


HHS ID Badge Rollout Scorecard


Here are the most recent NIH badging statistics provided by HHS as of March 30, 2012.  


Sponsored: 40,088    Enrolled: 39,089   Issued: 38,688 *


*This figure represents 96.5% of individuals who have been sponsored.

4-13-12 Pie Chart for Badge Scorecard

4-13-12 Excel sheet for Scorecard

                  Logo for The Continued Implementation of HSPD-12

NIH to Require HHS ID Badge Smart Card and PIN for ITAS Login Starting June 18, 2012


The NIH is changing the way its workforce accesses information systems and the network. As reported recently in DPSAC News, the first phase of this logical access implementation was completed on March 1, 2012 when two-factor authentication was required for VPN remote access. The NIH is currently working towards the next two milestones:


1. June 18, 2012: all Federal employees will be required to use their HHS ID Badge smart card to access the Integrated Time and Attendance System (ITAS). Logging into ITAS with a username and password will no longer be available following this deadline.


2. March 29, 2013 (tentative): the entire NIH community (employees, contractors and affiliates) will need to use their HHS ID Badge smart card to access the NIH network on personal computers that run Windows. A computer will log a user off if a smart card is not used to login.


This continued implementation of the Homeland Security Presidential Directive 12 (HSPD-12) mandate is designed to safeguard the Federal community, information, systems, and facilities through identity certification and access management.


To ensure that all Federal employees will be able to successfully use their HHS ID Badge to access ITAS, the HSPD-12 Program Office will soon begin notifying Federal employees who need to reset their PINs or renew the digital certificates on their HHS ID Badges to visit their local Lifecycle Work Station (LWS) Operator.


To view the complete list of LWS Operators at NIH, please visit the DPSAC website: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/lifecycle.aspx.


Please be aware that the LWS Operators in your IC will soon begin receiving requests from the employees in your IC for assistance to reset PINs and/or renew digital certificates.  


In addition to LWS Operators, the Office of Research Services (ORS) is working to acquire additional resources to assist employees in renewing digital certficates and resetting PINs. As these resources become available, ORS will begin to communicate their availability to NIH employees.


The June 18, 2012 ITAS deadline will be here soon. The HSPD-12 Program Office, DPSAC, the NED Team, the OCIO, and ORS are working together to make sure that this transition proceeds smoothly and with minimal inconvenience to the ICs and their employees.


If you have any questions, please feel free to contact the HSPD-12 Program Office at [email protected].


Computer classroomNED Training Schedule for May/June, 2012


The HSPD-12 Program Office continues to offer free NED training for beginners and experienced NED users. Take this opportunity to quickly master NED in a hands-on computer lab environment. 


NED for Beginners     


    Date:      Tuesday, May 22, 2012

    Time:      9:00 a.m. - 12:00 p.m.

    Location: Building 12, Room B51


    Date:      Thursday, June 14, 2012
    Time:      9:00 a.m. - 12:00 p.m.
    Location: 6120 Executive Blvd, Room 6   

NED for Advanced Users     


    Date:      Tuesday, May 22, 2012

    Time:      1:00 p.m. - 4:00 p.m.

    Location: Building 12, Room B51


    Date:      Thursday, June 14, 2012

    Time:      1:00 p.m. - 4:00 p.m.
    Location: 6120 Executive Blvd, Room 6   


Contact Lanny Newman at [email protected] to reserve a space. In your e-mail, provide Lanny with your name and IC and which course you would like to attend. 


Badge Didn't Work to Get on Campus? Come to DPSAC!


Executive Order (EO) 10450 and HSPD-12 require all Federal employees, contractors and affiliates to have at least a level 1 NACI (National Agency Check with Inquires) investigation completed to determine their suitability to perform the duties in their position description.


For those who do not comply with EO 10450 and HSPD-12 by refusing to complete and submit e-QIP and all appropriate attachments, DPSAC will deactivate their HHS ID badge (smart card). As an AO, if someone from your area comes to you indicating that their ID badge didn't work when they tried to get onto campus, simply send the individual to DPSAC for assistance. Please do not go into NED to request a new ID badge for the individual.


According to DPSAC Director, CAPT Theresa Minter, "Employees, contractors and affiliates who do not complete a background investigation cannot be found suitable for Federal employment.   Employees could face adverse action up to and including termination as described in the table of penalties." *


* Once the AO sponsors the individual in NED, an investigation request is sent to DPSAC. If the individual fails to complete e-QIP, that person's HHS ID Badge will be deactivated. Please note that prior to an individual having his/her HHS ID badge deactivated, s/he will have received at least five (5) e-mail notifications [and sometimes as many as nine (9)]! An individual's AO and Supervisor/Project Officer will also receive e-mail notification before an individual's ID badge is deactivated.    


 STOP! Before You Change Position Information in NED...  


DPSAC is reporting an increase in the number of unnecessary changes to the Position Information fields in NED.  


In NED, Position Information is captured to determine a position's sensitivity level and to signal the appropriate background investigation that must be completed. For example, a person in the position of "biologist" has a position sensitivity level of '1' and must undergo a 'NACI'; an "administrative officer," however, has a sensitivity level of '5' and must undergo an MBI.


The position information entered into NED is sent to DSPAC so they know which background investigation to initiate. Please note that NED only collects Position Information when it is required by DPSAC. For example, people who are entered into NED and flagged as "less than six months" will not have Position Information captured as these individuals undergo a name check only through the NIH Police rather than a background investigation through DPSAC.


It is important to remember that as an AT or AO, you should not change an individual's Position Information unless it is truly required. Instances where this update is required include a promotion or a transfer to a new position, or when the information for an individual was entered incorrectly the first time.  


Please be aware that if you update the Position Information in NED and a different sensitivity level is calculated, a new background investigation request is sent to DPSAC. This new request cancels the previous background investigation and forces DPSAC to start over.


"We all have a responsibility to assure each employee and contractor has the appropriate level of background investigation completed," states DPSAC Director Theresa Minter. Please be sure that when you are making changes to an individual's Position Information, it is truly a required update.


DPSAC recommends that if at any time you have a question about the appropriate Position Information to enter for an individual, you should contact the individual's Supervisor, Project Officer or DPSAC.

Helpful Tips


NED Version 3.2 Goes Live -- NED version 3.2 went live on April 16, 2012. According to the NED Project team, this newest version of NED introduces "features requested by NIH Division of International Services (DIS) users, as well as underlying architecture changes that will allow future improvements to NED interactions with other systems, and fixes for defects identified in the current version of NED."  Detailed NED v3.2 release notes are now posted at: http://nedinfo.nih.gov/docs/relnotes/relnotes.html


View individual certificate expiration dates by IC -- the 'cert' expiration dates are posted at: http://smartcard.nih.gov/PKI_subscribers.htm. The first bullet on that page shows an NIH Smart Card Badgeholders Excel sheet (see the 2nd tab at the bottom of the spreadsheet) that includes 'Cert Expiration Date.'  


Where to go to reset your PIN -- check the Lifecycle Work Station (LWS) administrator table (posted at: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/lifecycle.aspx) to find a trained LWS operator from your IC. These individuals will be able to help you reset your PIN and/or update the digital certificates that reside on your HHS ID Badge Smart Card.


ICs that want to add LWS operators to the approved roster -- should send a written request to Richie Taffet at [email protected]. Once he has approved the request, he will forward the name(s) to [email protected] to complete the approval process, add the names to the LWS operators roster, and inform the IC that the individual is now approved to operate the IC's Lifecycle Work Station.    


Do not lend your HHS ID badge (smart card) to anyone -- lending out your HHS ID Badge (smart card) is prohibited. The issuance of the new HHS ID Badge is based on strict identity proofing and the determination of one's suitability for a specific position classification. 



Q. I know that the digital certificates in my HHS ID Badge smart card are up to date, but when I try to log in to the NIH network nothing happens. Any suggestions.


A. Yes. You should first try to log in using another computer and card reader. If you are able to log on successfully, it's likely that your card reader is broken or dirty. Your IC's IT department should be able to provide you with a new card reader. If you're still unable to log in, you should stop by the DPSAC Badging office where a badge issuer can diagnose the problem. If your badge is broken, you will be issued a new one.



Q. When does the AO know when the person's HHS ID Badge smart card is (or will be) deactivated?


A. The AO is copied on final reminders. The supervisor/project office is notified in addition to the AO when the badge is deactivated.



Q. Who can I talk to about purchasing additional LWS units for my IC? 


A. If your IC wishes to purchase one or more LWS units, it should direct inquiries to: [email protected]. They can also be reached by phone at: 571-249-2273.


Note: The purchase agreement for these units has expired and a new one is currently being negotiated at the Department (HHS) level. In the meantime, DPSAC is working to establish a new purchasing contract and will inform the ICs as soon as it becomes available.  



Q. TwoWhat is dual- or two-factor authentication?


A. With dual- or two-factor authentication, two independent items of

authentication are used to prove that the individual logging into the NIH network is an authorized user of the system.


The two items used are: (1) something the user has [e.g., the smart card (HHS ID Badge) or SecureID token]; and (2) something the user knows [e.g., the PIN associated with the smart card (HHS ID Badge)].


Safety Corner


Fire Hazard Reporting Tool Makes It Easier to Report Fire Safety Issues

This article was prepared by the Division of the Fire Marshal, ORS   


In January, 2012 the Division of the Fire Marshal (DFM), Office of Research Services kicked off the New Year with a fire safety campaign titled, "Help Us Help You! - Know How to Spot Common Fire Safety Hazards in the Workplace.


The DFM offered suggestions on how to spot, correct and prevent such fire hazards as: blocked or locked exit doors; storage in stairwells; fire doors propped open; improper use of extension cords; material/ equipment in corridors that impede egress; portable space-heating devices in labs and health care areas; flammable or combustible liquids and  compressed gas cylinders in corridors; tampering with fire protection equipment; missing ceiling tiles; and, equipment with damaged or exposed electrical wiring.


Even though all facilities on the NIH Bethesda and Poolesville campuses are surveyed regularly for fire safety hazards by the DFM, the "Top Ten" list of common fire safety hazards in the workplace still prompted substantial feedback from concerned NIH employees recognizing potential fire safety hazards.


DFM Makes Reporting Fire Safety Issues Easier  

The DFM has made it even easier for an employee to report a fire safety issue or concern. Visit the DFM website and use the anonymous "Report a Fire Safety Issue or Concern" tool at:http://www.ors.od.nih.gov/ser/dfm/Pages/Community-Complaint-Report.aspx .


You can choose to provide your name and contact information or you are welcome to issue a report anonymously. If you choose to enter your contact information, your submission will be handled confidentially.

The NIH community should not assume the DFM is aware of and/or working to correct every fire safety hazard.  


Peer responsibility plays a large part in keeping NIH facilities fire-safe. Therefore, it is extremely important for the NIH community to be able to spot and correct, or report, the more common workplace fire safety hazards before a fire incident occurs.


The Division of the Fire Marshal (DFM), Office of Research Services, greatly appreciates the ongoing assistance and support of the NIH community as our advocates for keeping NIH facilities fire safe.  


For questions or assistance regarding any workplace fire safety matter, please contact the DFM at 301-496-0487.


A biweekly e-newsletter from the Office of Research Resources, 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.