August 5, 2015 issue of the DPSAC NEWS

In This Issue

NOT IN NED = NOT ENTERING ON DUTY

OPM Temporarily Shuts Down e-QIP to Address Security Issues, Vulnerabilities

DHS Issues REAL ID Program Update to Federal Agencies

OPM Announces Immediate and Retroactive FY 2015 Price Adjustment for Background Investigations

NED Training Schedule: August - September, 2015

Helpful Tips

FAQs

Safety Corner

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

NOT IN NED = NOT ENTERING ON DUTY

For some time, the Division of Personnel Security and Access Control (DPSAC), together with the Office of Human Resources (OHR), have been trying to "clear" future federal new hires so that they can be sent a final offer letter by OHR.

Under the current process, OHR sends DPSAC a listing of potential new hires [from OHR's Workflow Information Tracking System (WITS)], generally twice a week. DPSAC then reviews these listings and responds back to OHR with the status of each name on the list.

DPSAC has noticed a troubling trend in this process. For example, a July 30 report from OHR to DPSAC contained 233 names. A review of the 233 names resulted in the following:

122 individuals were clear for a final offer letter and the scheduling of an Entry on Duty (EOD) date;
39 individuals could not be cleared because they had not completed their background investigation forms;
12 individuals could not be cleared for an EOD until they were interviewed and cleared by the Division of International Services (DIS); and
60 individuals were not entered into the NIH Enterprise Directory (NED) by the IC's administrative staff.

This last figure (60 out of 233, or 26% of the OHR list) indicates that no further action can be taken for 60 individuals by either OHR or DPSAC because they can't be seen by DPSAC.

"Not in NED" translates to being invisible to DPSAC

IMPORTANT: It is imperative that future new hires be entered into NED

Why? DPSAC needs to gather their Personally Identifiable Information or PII (Full Legal Name, SSN, Date of Birth and Place of Birth) in order to check OPM's database to see if the individual has a closed background investigation on file. This search requires DPSAC to have the individual's PII from the NED data entry.

The check of the OPM database may indicate that the future new hire may not need another background investigation, thus saving the IC money and saving the new hire the time needed to complete background investigation paperwork. Entering the person into NED also saves DPSAC time since it won't have to initiate a new background investigation, review the investigation when it is returned and release it to OPM. This obviously speeds up the new hiring process for DPSAC, OHR and the IC.

Again, it is imperative that the administrative community enter future new hires into NED as soon as possible so that DPSAC can determine if a new background investigation is needed.

Simply stated: Not in NED = Not Entering on Duty

HHS Issues Guidelines to OPDIVs to Begin Implementing Revised e-QIP

Full Resumption of e-QIP Will Occur in Stages

Many of the HHS OPDIV/STAFFDIVs will come up with a plan that works best for them to put e-QIP back online. For NIH, the following phased resumption plan is in work:

1. Process cases initiated but not yet entered into the e-QIP portal prior to the shut down.

2. Process cases initiated but not yet touched when e-QIP was shut down.

3. Continue the interim paper process for new requests in priority order, beginning with SF86, 85P and 85.

4. Target to resume all new e-QIP by network access no earlier than September 2.

As part of the e-QIP resumption plan, the Department also offered step-by-step guidance to its e-QIP specialists on how to proceed with its case management backlog.

e-QIP Adds 14-Character Alpha-Numeric PIN as Requirement with all e-QIP Applications

As part of the newly revised e-QIP system, OPM will now require all applicants to use a 14-character alpha/numeric PIN to regain access to the e-QIP system. The e-QIP specialists will need to perform an authentication reset and provide the applicant with the PIN.

The specialists are instructed to provide this PIN to the applicant via their ".GOV" or ".MIL" e-mail address or in person for those without network accounts.

Some agencies, including NIH, have indicated that they will require additional time to incorporate the changes to e-QIP into their own procedures before they can begin using e-QIP again.

How these changes to e-QIP will impact NIH

DPSAC's Personnel Security Office has indicated that there are still important procedural issues that need to be resolved before e-QIP can resume at NIH. DPSAC anticipates that it will be able to resume full use of e-QIP for everyone no earlier than September.

OPM and HHS stress that bringing e-QIP back up to full speed will occur in increments. DPSAC will inform the administrative community and other stakeholders once e-QIP is ready to be returned to service at NIH. In the meantime, DPSAC will continue to require paper forms for processing background investigations for new hires.

DPSAC will pre-screen all non-FTE personnel in accordance with the HHS directive requiring completed forms and agency review prior to issuing an identification card (PIV or RLA).

DHS Issues REAL ID Program Update to Federal Agencies

Universal Enforcement of the Real ID Act Begins October 10

In an August 3, 2015 notice to federal agencies, the Department of Homeland Security (DHS) announced that it has granted the State of Arizona an extension, through October 10, 2015, to meet the standards of the REAL ID Act of 2005 and its implementing regulations.

For the duration of this extension, federal agencies may accept driver's licenses and identification cards issued by Arizona for official purposes in accordance with existing agency policies.

In the communique, DHS also reminded agencies that REAL ID enforcement Phase 3B begins on October 10, 2015. As of that date, federal agencies are prohibited from accepting driver's licenses or identification cards issued by non-compliant states for purpose of accessing military and federal facilities rated at Facility Security Levels 3, 4, or 5. [This includes NIH]. Currently, this restriction only applies to driver's licenses and identification cards from Louisiana, Minnesota, New Hampshire, New York and American Samoa.

Note: The NIH will continue to accept all driver's licenses for day visitors (see "Implementing REAL ID at NIH" below).

As this list is subject to periodic revision, individuals may always find the most recent list at http://www.dhs.gov/secure-drivers-licenses.

According to the e-mail, the Interagency Security Committee, established by Executive Order in 1995 to address continuing government-wide security for federal facilities, is preparing to release guidelines to assist agencies in implementing REAL ID enforcement. All agencies will be notified as soon as they become available.

Implementing REAL ID at NIH

The NIH will continue to accept all driver's licenses for day visitors (i.e., individuals who enter the NIH campus through the Gateway Center or Commercial Vehicle Inspection Facility who are issued a day pass).

Starting October 10, 2015, when all federal agencies will begin enforcing the REAL ID Act, NIH cannot accept non-compliant licenses as an I-9 document for federal identification purposes for issuance of a PIV card, RLA badge or NIH Legacy badge.

OPM Announces Immediate and Retroactive
FY 2015 Price Adjustment for Background Investigations

OPM's Federal Investigative Services (FIS) issued Notice No. 15-04 on July 21, 2015 announcing a retroactive price increase, effective immediately, on the reimbursable billing rates previously published in Federal Investigations Notice (FIN) 14-07, Investigations Reimbursable Billing Rates Effective October 1, 2014.

During the July billing cycle, OPM FIS will bill agencies for the additional amount required for each case previously ordered and billed thus far in FY 2015, and all remaining cases ordered in FY 2015 will be billed at the increased rates reflected in this FIN.

According to the Notice, the FY 2015 reimbursable billing rates published in FIN 14-06, Special Agreement Check and Reimbursable Suitability/Security Investigation Billing Rates Effective October 1, 2014, and FIN 14-07 "reflected the results of its detailed cost allocation budget for delivering background investigative services." Consistent with FIS' full cost recovery program, "the FY 2015 prices were established to provide income to pay for our planned expenses for the projected casework for FY 2015."

The Notice states that changes to OPM's contracted workforce that occurred following publication of the FY 2015 prices resulted in approximately $97 million in additional cost, as well as operational impacts on the background investigations program. These added impacts raised overall FY 2015 costs beyond revenue generated by the previously published 2015 pricing.

An Office of Management and Budget (OMB)-led review to assess the OPM financial situation validated the need for an immediate FY 2015 pricing increase applicable to work already performed and to be performed in FY 2015 to address funding shortfalls and sustain the critical government-wide background investigation program.

According to the Notice, the new prices were derived by first identifying the actual FY 2015 orders through June 30 and then estimating the remaining orders that will be received through the end of the fiscal year. OPM then determined the individual case price increase required on all FY 2015 orders to recover the total estimated additional costs ($97M).

The new pricing schedule for the eight most commonly ordered investigations at the NIH is shown here and is posted on the DPSAC website at: http://www.ors.od.nih.gov/ser/dpsac/bgchecks/Pages/pricing.aspx. The schedule also shows the rates that were replaced.

To read the Notice No. 15-04 in its entirety, please click on the link: Notice. To view a listing of all new Investigations Reimbursable Billing Rates and Investigations Discontinued Billing Rates, click on the link: FY 2015 Price Adjustments.

All cases ordered as of the effective date of FIN No. 15-04 will be billed the updated case price as shown in the FY 2015 Price Adjustment table. Any specific rate not listed in that table will continue to be billed according to FIN 14-07. The Notice also contains additional instructions regarding invoicing and the collection process.

OPM is asking that [agency] security offices "work with their financial offices to disseminate this FIN so that these billing adjustments can be properly accounted for and the collection processes for the July 2015 invoices are performed without incident to the highest degree possible."

OPM plans to provide additional information to agencies and answer questions through stakeholder briefings. "Please do not charge back the July 2015 invoice you will receive in August 2015, as it will only delay the required transactions," the Notice concludes.

NED Training Schedule:
August - September, 2015

Whether you are new to NED or an advanced NED user who needs to hone your NED skills, the HSPD-12 Program Office has a training program for you. 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 will be taken to the HHS Learning Management System (LMS) where you can register for the course online.

To log on to 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.

Helpful Tips

AOs who wish to obtain sponsor authority -- must complete the sponsor training (available at: http://www.ors.od.nih.gov/ser/dpsac/Training/Pages/administrators.aspx) and e-mail a copy of your signed certificate to the NIH HSPD-12 Program Office at hspd12@od.nih.gov. Upon receipt of the certificate, the Program Office will authorize the AO as a sponsor.

ICs that want to add Lifecycle Work Station (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
his/her IC
his/her NED number
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(s) 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).

FAQs

Q. We see that six-month badges are still being issued. When will this stop? Also, do you know if HR policies of not supplying a final EOD without fingerprints and e-QIP will still remain in place?

A. Issuing six-month badges will continue until NIH resumes e-QIP. Although OPM announced that e-QIP is operational, the Department only recently sent out instructions to its OPDIVs on how next to proceed. For NIH, there are still a number of procedural and practical issues that need to be resolved before e-QIP can resume at NIH. DPSAC will notify the administrative community and other stakeholders before it reactivates e-QIP.

Q. After a contractor has been reclassified to FTE in NED, can he or she make appointments for Enrollment and Badge Issuance before their FTE EOD date?

A. Yes. It's important that the person be reclassified to FTE, and other NED information be updated as necessary, otherwise, the individual won't be able to get an appointment! Once the AO updates NED and DPSAC updates their database, the person can get an appointment.

Please note: a person can be enrolled and his or her background investigation can be adjudicated prior to his or her EOD date, but NED will not authorize issuance of the badge until the person's EOD date.

Safety Corner

FIRE SAFETY TIPS FOR USING PERSONAL COMPUTERS

The following fire safety article was prepared by the Division of the Fire Marshal, Office of Reseaerch Services

The Division of the Fire Marshal, Office of Research Services offers these fire safety tips for using personal computers with the hope that they might
prevent the loss of life or property both in the workplace and at home.

Make sure that a multipurpose fire extinguisher (e.g., one rated for ordinary combustibles and electrical fires) is located within a reasonable distance from your personal computer.
When you leave your personal computer on and unattended, turn off the monitor during your absence. Monitors generate high voltage internally with the potential to start an electrical fire, or even trigger an explosion if the computer is located in a flammable atmosphere (such as one might encounter from a gas leak or from flammable vapors resulting from a chemical spill in a laboratory).

The switch for the monitor is typically found at the bottom of the screen, on the side of the monitor, or in some cases at the rear of the unit. Turning off the monitor while leaving the computer on will NOT disrupt the computer's operation or compromise data integrity. When you return, simply turn the monitor back on and wait a few seconds for it to warm up.
Never leave on a personal computer, monitor, or printer with protective dust covers in place. Doing so may cause excessive heat build-up, which can cause hardware failure and potentially result in electrical fires.
Never place liquids on computer components or other electronic equipment where damage from spills could occur.
Make sure that your computer's electrical outlet is properly grounded and has a sufficient power rating to handle all the components connected to it.
Keep backup copies of important data in a remote location (i.e., in another building or in a safe deposit box). This will allow you to restore your data subsequent to a fire or other catastrophic event, rather than experiencing the expense of recovery, or worse, the irreversible loss of data.

If you have questions concerning fire safety tips for personal computers in the workplace, or in the home, please contact the Division of the Fire Marshal, Office of Research Services 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.