December 11, 2013 issue of the DPSAC NEWS

In This Issue

HHS ID Badge Rollout Scorecard

NED Training Schedule for December, 2013 through March, 2014

Know Someone Who Would Benefit by Receiving DPSAC News?

Using the 'Update' and Modify' Functions in NED

Helpful Tips

FAQs

News Briefs ... DC DMV Redesigns Driver License

Safety Corner...Fire Safety During the Holiday Season

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 December 6, 2013:

Sponsored: 38,425 Enrolled: 37,992 Issued: 37,644*

* This figure represents 98.0% of individuals who have been sponsored.

Note: the Department reports weekly on the number of individuals who have been sponsored, enrolled and issued new HHS ID Badges for each OPDIV. DPSAC News reports the latest Departmental figures for NIH in the first issue published for that month.

NED Training Schedule for January, 2014 through March, 2014

The HSPD-12 Program Office is pleased to offer NED training in January, 2013 and March, 2014. These classes are designed to help beginners and advanced users quickly master NED in a hands-on computer lab environment. All classes are FREE!

How to Enroll

The NED courses are posted on the CIT Training site where visitors can 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 in DPSAC News and on the DPSAC website at:

http://www.ors. od.nih.gov/ser/dpsac/Training/Pages/nedweb.aspx.

Know Someone Who Would Benefit by Receiving DPSAC News?

Have that person e-mail Lanny Newman at NewmanL@mail.nih.gov DPSAC News to request their name be added to the mailing list. Also, past issues are posted online at: http://www.ors.od.nih.gov/ser/dpsac/resources/newsletter/Pages/newsletter.aspx.

Using the 'Update' and 'Modify' Functions in NED

One question that comes up regularly during NED training involves when to use the NED 'Update' and 'Modify' functions.

NED users will find the following job aid helpful when deciding which of these two functions is most appropriate for various circumstances.

When to use 'Update'

Use 'Update' when you need to change information about a person's:

Position
Their classification; their status as an FTE
Where they work/work phone numbers
Their personal information
Their supervisor
Their servicing AO

How to use 'Update' in NED

Click on 'Update' in the menus on the left side of the NED screen, search for the person whose badge you need to update, and then make changes by using the 'Edit' button, as illustrated here:

When to use 'Modify'

Use 'Modify' when you need to change information about a person's services, including:

Their access to the NIH Bethesda (MD) Campus or to Research Triangle Park (NC).
Their NIH Exchange E-mail access
Their access to the NIH Library services
Whether they will be listed in the NIH Paper Directory
Their badge was lost or stolen

Cases involving broken or demagnetized badges are now handled by Access Control. Call 301-451-4766 for assistance, or have the individual bring his or her broken badge to any NIH badge issuance station.

How to use 'Modify' in NED

Click on 'Modify' in the menus on the left side of the NED screen, search for the person whose badge you need to modify, and then make changes by checking the boxes for those services (e.g., NIH Library Services) you want the individual to have, as illustrated here:

Helpful Tips

New policy requires re-issuance of lost or stolen HHS ID Badges -- beginning December 16, 2013, once an applicant reports his or her HHS ID Badge lost or stolen and the AO records this in NED, the AO will no longer have the ability cancel the re-issuance task and restore the operation of the badge. The applicant will need to go through the badge issuance process to receive a new HHS ID badge.

Updating your computer to use your new certificates -- once you renew your digital certificates (see DPSAC News, September 4, 2013), or replace your HHS ID Badge (PIV Card), you will need to update your computer to use the new certificates. Instructions for this process can be found on the OCIO website at:

https://ocio.nih.gov/Smartcard/Pages/newcertificates.aspx

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.

FAQs

Q. Can you please confirm something I read recently in DPSAC News, namely, that if someone with a PIV Card (HHS ID Badge) changes employers (i.e., moves from one contractor to another), that person does not need a new HHS ID Badge?

A. You are correct. There is no need to issue a new badge when someone switches from one company to another and their classification (employee or contractor/affiliate) remains the same. The AO just needs to update the information in NED regarding the new company. The only time a new badge would be needed under these circumstances is if the AO deactivated the NED record and then re-created it a few days later.

Q. If someone is "deactivated" in NED, how do I go back into the system and re-activate them?

A. You must complete a new Register/Activate task in NED. It is just like entering a new person into NED.

Q. What is the difference between "View Badge History" and "Track Badge Status?"

A. The "View Badge History" displays a longer chronology of activity associated with the individual and the badge. The "Track Badge Status" shows only the most recent activity. Both features are very useful for both reviewing activity for you and your customer.

Q. What happens when I "revoke" a badge?

A. When you "revoke" an individual's badge in NED, that person will not be able to use their badge to access any perimeter gates or restricted building entrances.

Note: revoking the PIV Card (HHS ID Badge) in NED also suspends the person's logical (computer) access. To reinstate that person's privileges, you must request a new HHS ID Badge in NED. The individual will then need to go to DPSAC or any other enrollment and badge issuance location to complete the identity proofing, enrollment and issuance process again.

Q. What happens if I leave my HHS ID Badge at home?

A. 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.

Q. If I deactivate someone's badge, is the person's record totally removed from NED?

A. No. An individual can have an active NED record and no HHS ID Badge.

If someone who previously had an HHS ID Badge at NIH left and then returned, the old NED record can be reactivated. This is accomplished when the Personally Identifiable Information (PII) is entered, thereby ensuring that the person can use the same HHS ID number as before.

Note: when an AO/AT deactivates someone's HHS ID Badge, s/he is required to collect the badge and return it to DPSAC.

The training section of the NED Sandbox offers two scenarios that cover NED deactivation for someone (1) leaving today; (2) someone leaving a week from now. To access the Sandbox click on the following link: http://www.ors.od.nih.gov/ser/dpsac/Training/Pages/nedweb.aspx).

News Briefs

D.C. Department of Motor Vehicles Adopts New Design for Driver License, Centralizes Issuance Process

Effective November 26, 2013, the District of Columbia Department of Motor Vehicles (DCDMV) moved to a new driver license and identification card design, as well as a central issuance process. DC DMV licenses and identification cards will no longer be issued over the counter.

The applicant will receive a temporary license or identification card valid for 45 days, and the new credential will be mailed to the applicant. DC DMV will not mail to PO Boxes. The new DC DMV driver license or identification card should arrive in approximately two weeks.

According to the DC DMV, "the new card design and central issuance process, a motor vehicle industry best practice, will decrease fraud." Changes include, but are not limited to:

Two photos on the front and one on the back;
Signature on front and back;
Veteran identifier; and
Organ donor symbol.

Details about the new process and new credentials are available in DC DMV's brochure. It is available online as well as in DC DMV's service centers. The agency will also mail the brochure to customers in their driver license and identification card renewal notices.

For additional information about these changes, visit the DC DMV website at: http://dmv.dc.gov.

Safety Corner

Fire Safety During the Holiday Season

The following fire safety awareness article was prepared by the Division of the Fire Marshal

With the approach of the holiday season, many of us look forward to decorating our workplace. When planning, here are some practical guidelines to minimize fire hazards.

Many of these fire safety tips are equally appropriate for your home as well.

Christmas trees may be displayed beginning Monday, December 2, 2013 through Friday, January 3, 2014.

Only small artificial trees are permitted in laboratory areas.

The height of natural trees is limited to four feet. Be sure that the tree base is submerged in water at all times.

Display trees and decorations away from room exits in a manner that does not obstruct entering or leaving the room. Trees are not permitted in corridors or stairwells.

All artificial trees and decorations must be made of flame retardant or non-combustible materials. Non-combustible decorations are safer and preferred.

Open flame candles (including menorahs with real candles) are not permitted.

Because of the risk of electrical shock, lights are not to be used on aluminum trees.

These guidelines apply only to Bethesda main campus facilities. For other NIH occupied facilities, contact your local fire department for guidance.

The Division of the Fire Marshal, Office of Research Services, wishes everyone the happiest of holidays and a fire-safe and prosperous New Year.

If you have any questions concerning holiday fire safety issues in the workplace, or in the home, please contact the Office of Research Services, Division of the Fire Marshal at 301-496-0487.

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.