0002 Attachment 4 VHA COR Contractor Security Presentation April 2025 Final.pdf

Department of Veterans Affairs

VHA 106A WMC HROO PerSec Contractor Team VHAWMCPerSecContractor@va.gov

WMC HROO contractor onboarding for CORs and Program Managers including NEW Foreign

National training requirements

Presenter:

Updated December 2024 mailto:vhawmcperseccontractor@va.gov

VHA Contractor Onboarding Process

Personnel Security Topics

- Screening process steps

- Position Designation Tool (PDT)

- Sponsoring Fingerprints in USAccess

- PIV Badge investigation requirements

- Human Resources Operations Office (HROO)

Personnel Security Package

- Foreign National Check for non-US Citizens

- Screening process timeline

- Points of Contact and References

- Questions

Our Section WMC – Workforce Management and Consulting HROO – Human Resources Operations Office

Personnel Security Acronyms

COR – Contracting Officer Representative PM – Program Manger eApp - Electronic Investigation Application

Questionnaire

Fingerprints and Identifiers SAC – Special Agreement Check SON – Submitting Office Number SOI – Security Office Identifier

Closed Investigations COI – Certificate of Investigation

Agency Information

DCSA – Defense Counterintelligence and Security Agency

Interim Access Form

NCHC – National Criminal History Check

Position Risk

PDT – Position Designation Tool

Bench Marks

Main objective: Get the contractor applicant badged. The benchmarks to achieve the objective:

• Get applicant is fingerprinted in USAccess and routed to

WMC HROO PERSEC CONTRACTOR (VA08, 955C, 36001)

• Packet sent to VHAWMCPerSecContractor@va.gov

• Receive NCHC in order to sponsor applicant for PIV mailto:VHAWMCPerSecContractor@va.gov

Personnel Security Screening Process Steps

VHA Contractor Onboarding Flow Chart

* WMC Request

OF- 306

Self Certification

Contract Awarded

CO/COR/PM collects required documents (*) from contractors and submits to

WMC

WMC HROO Security Request is completed and signed by CO/COR/PM

WMC ensures investigation is in “Scheduled” status

WMC will either release e- APP to DCSA to be scheduled or rejects it back to contractor for corrections

WMC completes fingerprint screening / adjudication and reciprocity if needed

Contractor receives e-APP invitation and registration code from the e-APP system

WMC sends NCHC for SAC only/Recip or Initiates e-

APP if investigation is required

COR/PM Sponsor in USAccess for fingerprints (WMC HROO PerSec

Contractor VA08/955C) Contractor gets fingerprinted

WMC confirms receipt of packet and begins processing

Contractor completes e- APP and releases to WMC

WMC sends NCHC (Notice to Proceed)

Assigned Sponsor updates sponsorship to correct credential option.

Notify Specialist/Assistant to adjudicate.

Fingerprinting in USAccess

• All fingerprints are now captured though USAccess Personal Identity Verification (PIV) system via the Enrollment process. Job aid can be found on our SharePoint and it was attached to the training invite.

Regional Procurement Offices COR Contractor Onboarding serviced by WMC HROO PerSec Contractor Team (sharepoint.com)

• Contracting Officer Representatives (CORs)/ Program Managers who enroll contractors for issuance of PIV badge will follow these steps for pre-sponsoring of Fingerprints.

• Employee type will be [contractor]

• Employee status will be [future]

• Select [None] for credential option, you are sponsoring for fingerprints not a PIV badge at this time

• Ensure to select WMC HROO PERSEC CONTRACTOR (VA08, 955C, 36001) from the drop-down menu so the SAC is forwarded to our team for adjudication.

https://dvagov.sharepoint.com/sites/vhahremployee/SitePages/Security.aspx?xsdata=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&sdata=aGxUTFZEamRxSmozMzJEdzA0cmJWMDhiL2k2TDIvcC9FbVR4azVCUXg5OD0%3D&ovuser=e95f1b23-abaf-45ee-821d-b7ab251ab3bf%2CDavid.Wolff%40va.gov&OR=Teams-HL&CT=1682524823590&clickparams=eyJBcHBOYW1lIjoiVGVhbXMtRGVza3RvcCIsIkFwcFZlcnNpb24iOiIyNy8yMzAzMDUwMTExMCIsIkhhc0ZlZGVyYXRlZFVzZXIiOmZhbHNlfQ%3D%3D

Position Designation Tool

(PDAT)

Please note this is only a brief general overview

• VA POSITION DESIGNATION/RISK MATRIX

• Date Issued: April 2023

• Document Number: VAPERSEC 23-02

Position Designation Tool

• Website: https://pdt.nbis.mil

• VA Handbook 6500.6 - Contract Security 4.p.9 & VA Directive 0710

Personnel Security & Suitability Program 2.e.4 CO’s and COR’s/PM’s are responsible for:

“Ensuring that the PDAT is used to appropriately designate in the Statement of Work or other written description of the assignment, the proper risk or sensitivity level for the contract employees.”

https://pdt.nbis.mil/

Position Designation Tool (PDT) Introduction

National Background Investigation Services (NBIS) provides PDT as an automated means for agencies to complete proper validation of covered positions. The requirement for designation of all covered positions is outlined in title 5, Code of Federal Regulations (CFR), Part 731, National Security Positions are covered in 5 CFR, Part 1400.

By using the assessed combination of a position’s national security and public trust duties will allow for a determination of the appropriate level of investigation for a position being considered.

PIV vs. PIV-I

PIV Badge vs. PIV-I badge

PIV-I badges can only be issued for up to 182 days Required Investigation = Fingerprint only

Cannot be reissued

PIV badges can be issued for up to 3 years Required Investigation = Tier 1 or higher investigation in scheduled status Can be issued with or without logical access

• Instructions for contractors that require VA network access: The contractor is ready for completed PIV sponsorship once the network account is established. Select “Edit Sponsorship”; Employee Status:

Select “Active”; Set work email and UPN to contractor’s @va.gov email; set credential option to PIV;

Required Certificates: Select (4) PIV Authentication. ; Card Expiration Date: Select User Provided if length of contract is under 3 years, otherwise select System Generated Date (defaults to 3-year period)

• NEW INSTRUCTIONS PIV BADGE PHYSICAL ACCESS ONLY: Select “Edit Sponsorship”; Employee Status:

Select “Active”; For User Principal Name select “System Generated UPN”; Work Email: Use subject’s personal email.; For Credential Option: Select “PIV”; Required Certificates: Select (2) PIV Authentication; PIV Card Type: Leave system default text; Agency Text: Leave blank; Card Expiration Date: Select User Provided if length of contract is under 3 years, otherwise select System Generated Date (defaults to 3 year period)

HROO Personnel Security Package

APDS

• The Account Provisioning/Deprovisioning System.

• Link to the VHA WMC PerSec Contractor shared inbox which will allow CORs/CLs to submit their Contractor's BI documents

• Within the "Training/Education" section

The WMC HROO Personnel Security packet includes the following:

• WMC HROO Contract Security Services Request form

(FEB-2025)

• OF-306 - Declaration for Federal Employment

• Self-Certification of Continuous Service Form, if prior federal service.

• All background investigation request forms and supporting documents must be .pdf files and the below naming convention used:

• Station #_last name last four of SSN_form name

• Example:

• 573_Jones1234_REQ

• 573_Jones1234_306

• 573_jones1234_SC

SPECIFIC TITLE OR DESCRIPTION

Please Note the box “Lived in US for 3 consecutive years”

All Foreign Nationals and Green Card / Permanent Resident card employees Must have either the Yes or No box checked.

OF-306 – Declaration for Federal Employment o OF-306 Common Errors:

o Not current version of form. Current Version is August 2023 o Not legible – Please utilize the fillable pdf version.

o Middle name not spelled out or “No Middle Name” / “Initial Only” indicated.

o City and State or City and Country not provided.

o Incomplete answers to questions #9 thru #15 in block #16. Please refer to last sentence in each question for specific requirements.

o Line #17a “Signature” – Only Wet/Physically and USAccess PIV Digital Signatures are acceptable.

Self Certification of Continuous Service

Foreign National Request NEW Requirement

Foreign National Check for non-US Citizens Foreign National Check must be completed before final adjudication of Pre-screening.

Unlike background investigations, the Foreign National

Check is initiated by your security specialist/assistant and is conducted by the Insider Threat team.

In response to increasing threats from persistent threat actors against Government and healthcare targets, the Department of Veterans Affairs is enhancing its security posture by strengthening credential and vetting practices.

Photocopied

• Green Card or Permanent Residence card

• Completed Intake form

Foreign Nationals will need the additional documents photocopied

• Passport with Stamp page (must be legible and valid)

• Visa (must be legible and valid)

• completed intake form

Foreign National Request Form Required Documents o General Onboarding Information:

o Subject has 5 business days to complete e-APP/4 Day

Warning o If canceled, the COR/Program Manager must submit a new

Request packet for that individual to the main Personnel Security email box. VHAWMCPerSecContractor@va.gov o The NCHC form communicates the contractor’s eligibility to the COR/Program Manager. Sponsor and request badge adjudication, then communicate PIV badge pickup at the local PIV office.

o Once case is adjudicated, a Certificate of Investigation (COI) is created, signed and emailed to the COR/Program Manager.

o COIs are not released to Contractor POC or Contractors.

mailto:VHAWMCPerSecContractor@va.gov

National Criminal History Check Form (NCHC)

Personnel Security Screening Process Timeline

• Investigation and badging requests are sent to VHAWMCPerSecContractor@va.gov .

• Please use Encrypt Only when sending, If using a NON-VA email please password protect the document and send the password in a separate email.

• They are reviewed and assigned timely, typically within 2 business days (depending on volume).

• Foreign National investigations will be initiated after the Insider Threat Team completes their check. (Timeline cannot be estimated).

• E-APP Initiation – within 5-7 business days of assignment.

• E-APP Completion – Subject has 5 Business Days to complete.

• NCHC Sent – within 2 – 3 business days once all self-declared information (OF-306, SAC is adjudicated, and investigation is in scheduled or closed status).

**Timelines are dependent upon all groups, Contracting, Contractors, and Personnel Security hitting their bench-marks and completing their part of the onboarding process.

Personnel Security Points of Contact and References

• Your primary POC is the Personnel Security Professional who is assigned to your onboarding request.

• If you are unable to get a response within a reasonable timeframe, send all inquiries to VHAWMCPerSecContractor@va.gov first.

• Patrick Carrabine Patrick.Carrabine@va.gov Lead Personnel Security Specialist

• Erica Kordish Erica.Kordish@va.gov Lead Personnel Security Specialist

• David Wolff David.Wolff@va.gov Supervisory Personnel Security Specialist mailto:Patrick.Carrabine@va.gov mailto:Erica.Kordish@va.gov mailto:David.wolff@va.gov

References

• VHA Handbook 0710 Personnel Security and Suitability

Program

• VA Directive 0710 Personnel Security and Suitability

Program

• VA Handbook 6500.6 Contract Security

• VHACOPERSEC Advisory 23-01 VHA Personnel Vetting

Program Standard Operating Procedures

• USAccess Adjudication Guide

• SharePoint: Regional Procurement Offices COR Contractor Onboarding serviced by WMC HROO PerSec Contractor Team (sharepoint.com) https://dvagov.sharepoint.com/sites/vhahremployee/SitePages/Security.aspx?xsdata=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%3D&sdata=clNyNHd1MWVmbTZOTTVRT1hmR05UaFlTcjE3WEs1Q3BrbDVUZW5EaStmTT0%3D&ovuser=e95f1b23-abaf-45ee-821d-b7ab251ab3bf%2CPatrick.Carrabine%40va.gov&OR=Teams-HL&CT=1684260365735&clickparams=eyJBcHBOYW1lIjoiVGVhbXMtRGVza3RvcCIsIkFwcFZlcnNpb24iOiIyNy8yMzA0MDIwMjcwNSIsIkhhc0ZlZGVyYXRlZFVzZXIiOmZhbHNlfQ%3D%3D https://dvagov.sharepoint.com/sites/vhahremployee/SitePages/Security.aspx?xsdata=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%3D&sdata=clNyNHd1MWVmbTZOTTVRT1hmR05UaFlTcjE3WEs1Q3BrbDVUZW5EaStmTT0%3D&ovuser=e95f1b23-abaf-45ee-821d-b7ab251ab3bf%2CPatrick.Carrabine%40va.gov&OR=Teams-HL&CT=1684260365735&clickparams=eyJBcHBOYW1lIjoiVGVhbXMtRGVza3RvcCIsIkFwcFZlcnNpb24iOiIyNy8yMzA0MDIwMjcwNSIsIkhhc0ZlZGVyYXRlZFVzZXIiOmZhbHNlfQ%3D%3D

TMS Credit for COR Training Search under :Find Learning

TMS ID: 4183815

Course Title: Contractor Investigations Process

QUESTIONS?