Attachment 06-SOP_690-990-3B.pdf

DEPARTMENT OF THE ARMY

PROGRAM EXECUTIVE OFFICE

SIMULATION, TRAINING AND INSTRUMENTATION

12350 RESEARCH PARKWAY

ORLANDO, FL 32826-3276

SFAE-STRI-G5 17 May 2016

STANDARD OPERATING PROCEDURE (SOP) NO. 690-990-3B

SUBJECT: In- and Out-Processing of Systems Engineering and Technical Assistance (SETA) Support Services Contractor to the Program Executive Office for Simulation, Training and Instrumentation (PEO STRI)

1. PURPOSE. To define policy and procedures for in-processing new and out-processing exiting SETA contractors. This SOP supersedes SOP 690-990-3A dated 28 June 2012.

2. SCOPE. This policy and its procedures apply to the in- and out-processing of SETA contractors PEO STRI-wide.

3. REFERENCES. None.

4. DEFINITIONS. None.

5. POLICY. It is the PEO STRI policy that all SETA contractors will in- and out-process via the guidelines contained herein.

6. RESPONSIBILITIES.

a. The Contractor’s Program Management Office (PMO) will notify the Contracting Officer Representative (COR) and the respective Task Order’s Alternate COR electronically when a new SETA contractor has been selected. Every attempt should be made to provide this notification at least five business days in advance of the entry on duty (EOD) date to provide sufficient time to submit facility, electronic, and network support requests. In accordance with contractual provisions, the Contractor is responsible for ensuring their new employees have the required Security Clearance and/or Background Check prior to this notification. Conversely, the Contractor’s Program Manager immediately notifies the COR and the respective Task Order’s Alternate COR when a SETA contractor will no longer be providing government support services and provides last date of employment.

STANDARD OPERATING PROCEDURE NO. 690-990-3B

b. The Alternate COR coordinates arrangements, directly or delegated, for all normal accommodation requirements. Conversely, the Alternate COR coordinates arrangements, directly or delegated, for all exit requirements.

c. The Contractor is responsible for providing Reasonable Accommodations (such as, but not limited to, ergonomic chairs and standing desks) to their employees.

7. PROCESS.

a. In-processing.

(1) From date of hire to EOD date, the Contractor’s PMO will:

(a) Provide personally identifiable information (PII) (i.e., Full Name (to include Middle Name and Cadency (if applicable)), Social Security Number (SSN), and Date and Place of Birth) to the respective PEO STRI Trusted Associate (TA) to complete the interactive Common Access Card (CAC) application process in the Trusted Associate Sponsorship System (TASS). Additionally, the Contractor’s PMO will arrange for their employee to receive their CAC prior to EOD date.

(b) Assist their employee in acquiring their Naval Air Warfare Center – Training Systems Division (NAWC-TSD) Facility Access Badge and establishing their Army Knowledge Online (AKO) e-mail account (with assistance from the Alternate COR). As of SOP issuance, NAWC-TSD does not require vehicle registration decals for installation access; this guidance is subject to change at their direction. In the event that it does change, the COR will notify the Contractor’s PMO for incorporating into future in-processing actions.

(2) Upon notification, the Alternate COR coordinates arrangements, directly or delegated, for all accommodation requirements, to include but not limited to:

(a) Ensuring that a Customer Request System (CRS) action is initiated to vet the new employee’s security credentials, to secure a billet for the new employee in Campus Area Network (CAN) Training, to create the CAN account, and to provision the required information technology equipment. CRS is accessible from the Applications tab on the PEO STRI Knowledge Center.

(b) Ensuring that upon the new SETA contractor’s arrival at his/her duty station, a cubicle has been assigned, a computer and telephone are available and supplies are readily accessible. Public Works Request form is accessible from the Applications tab on the PEO STRI Knowledge Center.

(c) Ensuring that the new SETA contractor’s information is communicated to G1 Manpower and the Enterprise Business System (EBS) Manpower proponent within their organization.

(d) Ensuring that the SETA contractor completes Appendix A: "PEO STRI In- Processing Personal Contact Information" and provides a copy to the Emergency Operations Point of Contract (POC), so their Emergency Contact Information can be entered in EBS HRM.

(3) On the EOD date, the Contractor’s PMO will:

(a) Ensure their new employee completes their organization’s orientation session.

(b) Have their new employee complete upper portion of the PEO STRI Employee In–Processing Personal Contact Information form and submit same to the COR and the Task Order Alternate COR. See Appendix A.

(c) Escort their new employee to the gaining organization’s physical location.

b. Out-processing.

(1) The Contractor’s PMO ensures their employee completes his/her out-processing activities in accordance with their internal policies as well as PEO STRI’s internal policies.

(2) If applicable, the Government POC collects any after-hours facility access badges that may have been issued.

(3) The Contractor’s PMO collects their employee’s NAWC-TSD Facility Access Badge, CAC, and any keys on their employee’s last day of employment and submits the articles to the COR.

(4) The COR notifies the Alternate COR and TA that cards have been returned, requests TASS revocation, and submits cards to the Security Office.

(5) Upon notification, the Alternate COR coordinates arrangements, directly or delegated, for all exit requirements to include but not limited to:

(a) Ensuring that a CRS is initiated and executed to remove the SETA contractor from the CAN. Similarly, submit a Public Works Request form for telephone number termination or reassignment, as appropriate.

(b) Ensuring that electronic equipment (i.e., computer, BlackBerry, cell phone, wireless card) is collected and returned to the Requiring Activity’s Telephone Control Officer.

(c) Ensuring that the SETA contractor’s departure is communicated to G1 Manpower and the EBS Manpower proponent within their organization. Communicate backfill intent and information, if known.

(6) Ensuring the return of any Contractor-provided Reasonable Accommodations equipment.

8. GOAL. The objective is to ensure that all new SETA contractors are efficiently in-and out-processed and that they are provided a positive experience.

9. PROPONENT. The proponent for this SOP is the SETA COR in the PEO STRI G5, 407-384-5136, DSN 970. The SOP will be reviewed annually; however, revisions will be made as warranted.

GORDON T. WALLACE

COL, GS

Chief of Staff Encl:

Appendix A – PEO STRI Employee In-Processing Personal Contact Information Appendix B – Change History

SUBJECT: In-Processing of New Employees to the Program Executive Office for Simulation, Training and Instrumentation (PEO STRI)

A-1

Appendix A

PEO STRI In-Processing Personal Contact Information

PERSONAL CONTACT INFORMATION

Type: Military / Civilian / Contractor (circle one)

Name: _______________________________________________________

Home Street Address: __________________________________________

Personal Phone Number: ________________________________________

Emergency Contact Name / (relationship): __________________________

Emergency Contact Phone Number: _______________________________

Duty Location (i.e., Orlando/Huntsville):

Organization (i.e., PM/Exec Ofc): _______________________________________

Building Location (i.e., Annex/DeFlorez/PII):

BUSINESS CONTACT INFORMATION (to be completed after arrival by Admin POC)

Bldg Floor: _____ Office/Cube #: _______ Office Phone: _________________

Business Cell Phone: _____________________________

Blackberry PIN: _____________________________

Position Title: ________________________________________________

Approved Position on Staffing Plan: _________________________________

Company (For Contractor personnel ONLY): _____________________________

* This document is subject to the Privacy Act of 1974. Contents shall not be disclosed, discussed or shared with individuals unless they have a direct need-to know in the performance of their official duties.

SUBJECT: In-Processing of New Employees to the Program Executive Office for Simulation, Training and Instrumentation (PEO STRI)

B-1

Appendix B

CHANGE HISTORY

SOP 690-990-3 In- and Out-Processing of Systems Engineering and Technical Assistance (SETA) Support Services Contractor Employees to the Program Executive

Office for Simulation, Training and Instrumentation (PEO STRI)

DATE REVISION PAGES DESCRIPTION

25 Aug 2010 Original ALL Initial Release

May 2012 A ALL Update document to nine-section format in accordance with SOP 25-1C. Major change was to separate former combined Process/Responsibilities section into separate sections. Content was not changed regard to process or responsibilities.

Update verbiage as necessary (i.e., TPOC to Alternate COR.)

May 2016 B All Update font to Arial 12.

May 2016 B All Update to reflect current organization titles.

May 2016 B Para 7.a.(1)(a) Update Trusted Agent to Trusted Associate and Contractor Verification System (CVS) to Trusted Associate Sponsorship System (TASS) throughout document.

May 2016 B Para 6.c.

Para 7.b.(6)

Added Reasonable Accommodations verbiage.

May 2016 B Para 9 Changed to an annual review requirement.