Attachment J006_Contractor_On-boarding_Off-boarding Instructions_v1.0.DFA_090419.docx

U.S. DEPARTMENT OF TRANSPORTATION

FEDERAL AVIATION ADMINISTRATION

Memorandum

Date:

To:

From:

SUBJECT: Systems Engineering & Technical Innovative Solutions (SETIS) Contractor On /Off-boarding Procedures

1. Purpose of This Attachment. Attachment J006, Contractor On-boarding/Off-Boarding Checklist applies to all System Engineering & Technical Innovative Solutions (SETIS) contract personnel. This attachment provides SETIS contractors with procedures for the on-boarding/off-boarding of contract employees. Attachment J006 facilitates such processes as termination of access to facilities, automated and telecommunications systems, surrender and cancellation of IT credentials and parking decals and surrender of accountable property and records. This document defines roles and responsibilities for the contract employee in a new hire, separation and transfer process and implements a standardized separation/transfer process used to assist with tracking of contractor information related to task order award and task order close out.

2. Information Statement. The information furnished via Attachment J006 will be used to verify compliance with the SETIS Contractor On-boarding and Off-Boarding (exit) process by identifying records properly associated with contract performance at the FAA, to obtain additional information if necessary, and to maintain complete contract file records.

3. Scope. Attachment J006 applies to contract employees who are:

a. New hires by the contractor or reassigned from employment with the contractor;

b. Transferring employment from one FAA contract to another or to Federal employment status;

c. Exiting as a result of the contract being concluded; or

d. Terminated or Deceased.

4. Objective. Attachment J006 centralizes and standardizes a process of internal controls so the SETIS Contracting Officer Representatives (COR) can:

a. Ensure cancellation and surrender of credentials and parking decals.

b. Ensure cancellation and removal of all access privileges to telecommunication and automated information systems.

c. Reclaim any Government property issued to or in use by the contract employee.

d. Reclaim any electronic and paper Federal records and FAA owned non-record materials (including drafts, duplications, and copies) the contract employee received, used or created on behalf of the FAA unless otherwise specified in the contract employee’s Contract.

7. Policy. This clearing process shall be used to clear the contract employee’s record and to document it through the proper completion of Attachment J006.

8. Exceptions and Waivers. None. In the event that a contract employee departs without completing the clearance process, it is the responsibility of the employing Contractor Project/Program Manager to return all Government property including credentials, parking decals, keys, etc. as indicated on the form, to the COR.

9. Roles and Responsibilities.

a. The Contract Project/Program Manager is accountable and is ultimately responsible for ensuring that the contract employee follows the separation/transfer process by having the employee fill out the respective portions of form Attachment J006 and obtaining the appropriate signatures and/or verification on the form in accordance with the specific contract under which they are performing. Even though someone else employed by the contractor may assist the contract employee in completing the process, the final responsibility rests with the Contract Project/Program Manager. This process is in accordance with the Security Clause and Personnel Suitability Requirements incorporated into the SETIS portfolio contract

b. Upon notification of an employee leaving, the Contract Project/Program Manager shall ensure the COR is provided with Attachment J006 to document completion of the contract employees employment. The COR will coordinate with the CO to ensure that all requirements of the contract have been met.

Attachment J006 - Contractor On-Boarding/Off-Boarding Instructions

c. A copy of the contract employee clearance records shall be retained in the CORs contract file.

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d. The Contracting Officer (CO) is responsible for including in each contract (new or existing), the appropriate Security Clause and Personnel Suitability requirement. The CO is responsible for ensuring this new procedure is incorporated into all COR delegation letters and that the COR’s are trained in this new requirement.

e. The Division and Staff Offices with the responsibilities listed on Attachment J006 must assume final authority within their area of responsibility. Individuals who sign the form or confirm clearance must meet the appropriate level of access requirements for systems, security credentials and accountable property.

f. The contract employee and the Contract Project/Program Manager are responsible for surrendering all Government issued keys to the Security Operations Center (SOC) or the Technical Center Key Control Official, ANG-E333.

g. Upon employee separation, the Contract Project/Program Manager is responsible for submitting a removal a Vendor Application Procedure (VAP) action is submitted to Security and Investigations (ACT-700). Upon receipt, ACT-700, will update the employees status.

h. The Contract Project/Program Manager is responsible for ensuring that all Government issued accountable property, issued or used by the contract employee is surrendered and provided to the COR.

i. The Contract Project/Program Manager is responsible for ensuring that all electronic and paper Federal records and FAA owned non-record materials (including drafts, duplications, and copies) the contract employee received, used or created on behalf of the FAA unless otherwise specified in the contract employee’s Contract/task order are surrendered and their location provided to the COR/Technical Customer (TC).

j. The contract employee and the Contract Project/Program Manager are responsible for surrendering all forms of local ID media including electronic key(s), ID cards, parking decals and reserved handicap parking placards to the COR.

k. The contract employee and the Contract Project/Program Manager are responsible for surrendering Personal Identity Verification (PIV) cards to the COR or FAA Security Office.

l. The TC and/or COR are responsible for contacting the National Service Center (NCS), 405-954- 4002 or nsc@faa.gov, for cancelation and removal of all access to FAA systems (DELPHI, PRISM, GOVTRIP, LOTUS NOTES, etc.). The TC and/or COR issues a ticket, via phone or email, requesting the removal of the contract employee’s access and the reason. A ticket number is assigned, and when complete, an email confirmation is sent to the requestor. Attach the confirmation email to Attachment J006.

m. The TC and/or COR is responsible for cancelation of assigned phone number and 411 information by contacting the Telecommunications group.

10. Distribution. Attachment J006 is initiated by the Contract Project/Program Manager when the status of employment of a contractor changes. The sections requiring completion by the Contract Project/Program Manager of the attachment are submitted electronically as directed by the SETIS COR.

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