August 7, 2013 DPSAC News

August 7, 2013 issue of the DPSAC NEWS

In This Issue

HHS ID Badge/PIV Card Rollout Scorecard

Guide Summarizes When & How to Replace a PIV Card

NED Training Schedule for August

How to Renew and Maintain the Digital Certificates on Your HHS ID Badge - a Primer

Helpful Tips

FAQs

Past Issues

Contact Us

Division of Personnel Security and Access Control (DPSAC),

Office of Research Services

Personnel Security

Helpdesk: 301-402-9755

e-QIP: 301-402-9735

Appointment Line: 301-496-0051

E-mail: orspersonnelsecurity@

mail.nih.gov

Access Control

Helpdesk: 301-451-4766

E-mail: facilityaccesscontrol@

mail.nih.gov

Here are the most recent NIH badging statistics from HHS as of August 2, 2013:

Sponsored: 38,348 Enrolled: 37,901 Issued: 37,509*

*This figure represents 97.8% of individuals who have been sponsored.

Guide Summarizes When & How to Replace a PIV Card

ID Badge Reissuance Procedures is an easy-to-use guide designed to assist the NIH administrative community understand what procedures to follow when it's necessary to replace an individual's HHS ID Badge (PIV Card).

The guide outlines five scenarios requiring badge replacement: (1) Lost or Stolen Badges; (2) Classification Changes; (3) Renewals; (4) Broken or Damaged Badges; and (5) Name Changes.

To view this job aid, visit:

http://www.ors.od.nih.gov/ser/dpsac/Documents/ID%20Badge3-508Compliant.pdf

You may also want to bookmark this site or print the pdf for future reference.

NED Training Schedule for August

The HSPD-12 Program Office is offering Beginner and Advanced "NED and the PIV Process" classes on Friday August 23 to close out its summer schedule. Quickly master NED in a hands-on computer lab environment. All classes are FREE!

August 2013 NED Classes

* For the first time, these courses, and all future NED courses, will be posted on the CIT Training site where visitors will be able to view availability for any class and receive a confirmation immediately after registering. The catalog of NED classes is posted at: http://training.cit.nih.gov/coursecatalog.aspx under "General Seminars."

When you see a course you want to take, just click on the course name (listed in the right column of the table). You'll be taken to the HHS Learning Management System (LMS) where you can register for the course online.

To log onto the HHS Learning Management System you can use either your PIV card and PIN or your NIH credentials. If you experience any difficulties accessing the LMS, please contact the CIT Training Program at 301-594-6248 or send an e-mail to: cittraining@mail.nih.gov.

Also, the HSPD-12 Program Office will continue to post the NED training schedule on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/Training/Pages/nedweb.aspx.

How to Renew and Maintain the

Digital Certificates on Your HHS

ID Badge - a Primer

All NIH employees, contractors and affiliates periodically must renew the digital certificates that reside in the computer chips embedded in their HHS ID Badges (PIV Cards). The following material, excerpted from the fact sheet, "How to Renew and Maintain the Digital Certificates on Your HHS ID Badge," outlines the steps for determining the expiration date of your certificates and how and when to renew those certificates. The fact sheet was developed by the Office of the Chief Information Officer.

Your HHS ID Badge (PIV card) is a type of smart card that can be used to log in, to digitally sign documents, and to receive encrypted e-mail.

Your digital certificates are stored in the gold chip on your HHS ID Badge. To work, they must be active (not expired). Your certificates are protected by a six, seven, or eight digit PIN that you set at the time your Badge is issued. You use your PIN to unlock the certificates. The following steps will help you determine the expiration date of your digital certificates and how you can renew and maintain them

Determine the Expiration Date of Your Digital Certificates

Your certificates may expire earlier than the date printed on your HHS ID Badge. If you are using a Windows computer, you can follow these steps to check the expiration date of your certificates using Internet Explorer:

1. Insert your HHS ID Badge into your smart card reader so that the photo is
facing up and the gold chip enters first.

2. Open a session of Internet Explorer.

3. Under the Tools menu on your browser, select "Options" or "Internet Options."

4. On the "Content" tab, click the "Certificates" button.

5. On the "Personal" tab, you will be able to view your certificates and the date
they expire.

Renew Your Digital Certificates

If your certificates will expire in the next 42 days...

* If you know the PIN for your HHS ID Badge and have a Windows computer, you can use an application called the Access Card Utility (ACU) to conveniently renew your certificates at your computer. For help using the ACU, call the NIH IT Service Desk at 301-496-4357, or see the instructions available here: http://isdp.nih.gov/isdp/download.action?versionid=970&prodid=198&oa=y.

If your certificates expired within the past year (OR if you do not know your PIN or if you do not have a Windows computer)...

* You can renew your certificates and reset your PIN at the same time at a Lifecycle Workstation (LWS). Find an LWS near you by visiting: http://www.ors.od.nih.gov/ser/dpsac/badge/Pages/lifecycle.aspx.

If your certificates have been expired for over one year...

* Please make an appointment with your local badging office to renew your certificates:

o For on-campus appointments: http://www.ors.od.nih.gov/ser/dpsac/about/Pages/hours.aspx.

o For remote location appointments: http://www.ors.od.nih.gov/ser/dpsac/resources/Pages/satellite.aspx.

Maintain Your Digital Certificates

* It is your responsibility to maintain your digital certificates. If you let them expire, they will stop working and you won't be able to log in, digitally sign documents, or receive encrypted e-mail. IMPORTANT: Renew your certificates BEFORE they expire in order to prevent access issues.

* The HHS Smart Card Management System (SCMS) will send alerts when your certificates are within 42 days of expiration, and every 7 days until they expire or until you renew them. Make sure that your e-mail settings enable receipt of these alerts:

o Sender: HHSIdentity [donotreply@hhs.gov].

o Subject: ACTION REQUIRED: The certificates on your HHS ID badge must be
renewed.

Recover Old and Publish New Digital Certificates

If you send or receive encrypted e-mail, or if you digitally sign documents, please refer to the "How to Publish Your Digital Certificates to the Global Address List (GAL)" and "How to Recover Your Old (Expired) Certificates" guides at this site: http://www.ors.od.nih.gov/ser/dpsac/Pages/Continued-Implementation-of-HSPD-12.aspx.

Please visit http://smartcard.nih.gov or http://idbadge.nih.gov for more information about your HHS ID Badge and how to use it. If you have trouble logging in, please contact the NIH IT Service Desk at 301-496-4357 or submit a ticket online at: http://itservicedesk.nih.gov/support.

Helpful Tips

The Enrollment and Badge Issuance Stations previously located at 6116 Executive Boulevard have moved to 9609 Medical Center Drive,
Rockville, MD. DPSAC is providing staff at the new site. Hours of operation at these new locations are posted at: http://www.ors.od.nih.gov/ser/dpsac/Pages/contactinfo.aspx

Removing your PIV Card from your card reader will NOT log you off your computer--however, after a period of inactivity, whether your PIV card is inserted in your card reader or in your card holder, your computer will log you off and you'll have to log back in with your PIV Card and PIN.

ICs that want to add LWS operators to the approved roster -- send a written request to Richie Taffet at: taffetr@mail.nih.gov. Your request should include the new operator's name, their IC, their NED number, as well as the operator's e-mail address, building/room and phone number.

Once Mr. Taffet has approved the request, he will forward the name(s) to HHSIdentityAdmins@deloitte.com to complete the approval process, add the name to the LWS operator roster and inform the IC that the individual is now approved to operate the LWS.

Need to make changes to the LWS operator directories? -- drop an e-mail to Lanny Newman, newmanl@mail.nih.gov, and let him know what needs changing (e.g., adding new operators or LWS locations, removing operators, etc.). Remember, before a new operator can be added to the LWS directory, s/he must first be approved by Richie Taffet (see preceding Helpful Tip).

If an LWS is not available in your IC or your immediate area, and you work in the greater Bethesda or Rockville area -- please call 301-451-4766 or 301-402-9755 to schedule an appointment with the Division of Personnel Security and Access Control located in Building 31, Room B1A26 or in Building 10, South Lobby, Room 1C52.

If you work outside the Bethesda/Rockville area, contact your local badge issuance office.

Subscribing to DPSAC News -- know someone who would benefit by subscribing to DPSAC News? Have them contact Lanny Newman, newmanL@mail.nih.gov, with a request to be added to the mailing list. The HSPD-12 Program Office publishes this bi-weekly e-newsletter every other Wednesday.

Past issues get posted on the 'idbadge' website at: http://www.ors.od.nih.gov/ser/dpsac/resources/newsletter/Pages/newsletter.aspx

FAQ

Q. Is there a tutorial available that shows how to deactivate someone's NED record?

A. Yes. The NED Sandbox (see the 'Training' section under http://idbadge.nih.gov) offers two scenarios that cover NED deactivated for someone (1) leaving today; (2) someone leaving a week from now.

Q. I have a couple of employees who are MAC users and do not use their badges/certificates to access their computers. Are MAC users required to renew their certificates?

A. According to CIT, there will soon be a push at NIH to PIV-enable MAC computers. MAC users will probably lose their "exemption" (from PIV card login) in the upcoming year. Failure to renew certificates while they are still active makes it more difficult for the user to renew them later. While MAC users are presently not required to renew their certificates, it will be easier on them in the future if they do.

Q. What if my badge is lost or stolen?

A. Please contact your AO who must submit a new badge request, via the NIH Enterprise Directory (NED), to the Division of Personnel Security and Access Control (DPSAC), which oversees badge issuance. You should also inform Access Control (301-451-4766) directly as soon as possible.

Q. What happens if I leave my badge at home?

A. If you leave your badge at home, you will need to go through the NIH Gateway Center (or its equivalent on other NIH campuses) to gain access to NIH facilities. You will also need to call the NIH IT Service Desk at 301-496-4357 to be granted temporary access to the NIH network, via your Username and Password.

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.