Attachment 4 Onboarding Checklist for Contractor Employees.pdf
PDF 266 KB Posted
- Attached to
- Recovery Coordination Program Federal contract opportunity
- Solicitation number
- HT0011-20-R-0023
- Issued by
- Defense Health Agency
About this file
This onboarding checklist outlines the steps a new contractor employee must complete to gain access to the Defense Health Agency's network and systems. The employee must first obtain a security clearance if required, complete training, and acquire a Common Access Card. They then fill out various forms for network access, building entry, and systems authorization. Training requirements include the DoD Cyber Awareness Challenge, HIPAA and Privacy Act overview, and combating trafficking in persons. Upon completing all onboarding tasks, the employee submits the checklist to their supervisor or contracting officer's representative, demonstrating they have finished onboarding for the Recovery Coordination Program contract supporting programs such as transition of care, caregiver support, and warrior games coaching.
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CAE (J-4) | Onboarding Checklist - Contractors – Feb 2018 Previous Editions Obsolete 1
Onboarding Checklist for Contractor Employees
DATE (MM/DD/YYYY) WORKSTATION LOCATION PARENT COMPANY CONTRACT NUMBER
Part I - Employee Information
The following checklist is to be completed by the new contractor personnel.
EMPLOYEE’S NAME (Last, First, Middle Initial)
DHA CAE (J-4) BRANCH PHONE (Commercial) EMAIL (Personal)
CONTRACTING OFFICERS REPRESENTATIVE (COR) NAME (Last, First, Middle Initial)
DHA CAE (J-4) BRANCH PHONE (Commercial) EMAIL (Official)
FACILITY SECURITY OFFICER (FSO)/CORPORATE SECURITY OFFICER NAME (Last, First, Middle Initial)
PARENT COMPANY PHONE (Commercial) EMAIL (Official)
Part II - Onboarding - Pre-Common Access Card (CAC)
Part II of this checklist is used for onboarding contractor personnel to facilitate the award of a Common Access Card (CAC).
The CAC is the standard identification for active duty Uniformed Service personnel, Selected Reserve, Department of Defense (DoD) civilian employees, and eligible DoD contractor personnel. It is the principal card used to enable physical access to buildings and controlled spaces and provides access to DoD computer networks and systems. If you have questions regarding the requirements listed below, please contact your supervisor, COR, or FSO.
1. DO YOU HAVE A SECURITY CLEARANCE?
(discuss with your FSO; they will verify your clearance status) NO (go to step 2) YES (go to step 4)
2. COMPLETE THE eQIP SECURITY PROFILE (SF-86) (your FSO will send the login profile, complete within 7 days of receipt)
DATE SUBMITTED
(MM/DD/YYYY)
3. COMPLETE FINGERPRINTS (FSO coordinates fingerprint requirements, If needed)
DATE COMPLETED
(MM/DD/YYYY)
Steps 2 and 3 above begin with your FSO. They will need set up a profile and request a Personnel Security Questionnaire (PSQ) in order to begin the security clearance process (if you require one). You will need to contact your FSO in order to start this process.
4. RECEIVE THE “DHA CAE (J-4) New Employee Onboarding Handbook” FROM YOUR SUPERVISOR OR ONBOARDING POC
DATE RECEIVED
(MM/DD/YYYY)
5. COMPLETE THE DHA FORM 33 “Request for DoD Common Access Card (CAC) TASS Registration”
DATE COMPLETED
(MM/DD/YYYY)
This form is provided by your COR or FSO and approved by your COR and DHA Personnel Security Branch (PSB) Mission Assurance Division (MAD). The DHA Form 33 MUST be approved prior to you making an appointment at a RAPIDS facility. The COR or FSO will send it to DHA PSB MAD as an encrypted email for processing. The DHA Form 33 generates the TASS email noted below in step 6. Details for the DHA Form 33 are found in Appendix C.
6. COMPLETE THE “Trusted Associate Sponsorship System” (TASS) APPLICATION (within 7 days of receipt)
DATE COMPLETED
CAE (J-4) | Onboarding Checklist - Contractors – Feb 2018 Previous Editions Obsolete 2
Upon approval of the DD Form 33 by DHA PSB, you will receive a Trusted Associate Sponsorship System (TASS) username and password from the Office of the Secretary of Defense (OSD) TASS email account (tass.DONOTREPLY@osd.pentagon.mil) along with instructions how to complete and submit the TASS. The application must be completed within seven (7) days or it will be deleted and the process will start over. Additional details are found in Appendix C of the DHA CAE (J-4) Employee Onboarding Handbook.
7. LOCATE A RAPIDS FACILITY, MAKE AN APPOINTMENT, AND REPORT
FOR CAC ISSUE (within 7 days of TASS approval email)
DATE COMPLETED
(MM/DD/YYYY)
Once the HVDF CAC application is submitted the DHA TASS office will process the request (it can take up to seven (7) days). The next step is receiving an email with instructions to obtain your CAC. Immediately make an appointment at the nearest RAPIDS Issuing Facility as instructed within the email as it can take up to 30 days to get an appointment depending on the RAPIDS location. Once a CAC is issued let your COR and supervisor know.
Part III - Onboarding - Post-CAC - Pre-Network Access
Part III of this checklist requires a CAC which is needed to gain access to the network, Enterprise Email account, and complete other onboarding requirements. The linked forms within Part III require SharePoint access. If you are unable to access them, contact your supervisor or COR.
8. RECEIVE THE “Procurement Division 2020 Strategic Plan” FROM
YOUR SUPERVISOR, ONBOARDING POC, OR ON THE DHA SHAREPOINT
DATE RECEIVED
9. COMPLETE "DoD Cyber Awareness Challenge" TRAINING DATE COMPLETED
Log into JKO at https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf. Choose the appropriate option and follow the direction on the site. Upon completion of the course, save the certificate as a PDF to send in with your system access request (below). For additional information refer to the DHA CAE (J-4) Employee Onboarding Handbook.
10. COMPLETE THE DHA Form 8 "Contractor Add User to DHA Network Form" along with the “DHA Network Security Agreement” FOR NETWORK ACCESS (send to COR, all locations except Contracting Operations San Antonio, to include ASAD personnel)
The DHA Form 8 is required for Enterprise Email (EE) accounts and network access at all locations except San Antonio. However, the DD Form 2875 will be used at all locations in step 13 for systems access (i.e. EDA, iRAPT…) Contracting Operations-SA and ASAD personnel will use the SF 312 and the DD Form 2875 for network access. The DoD Cyber Awareness Challenge certificate (step 8) must accompany the DHA Form 8. There are a few offices that have a role to play with the DHA Form 8, details are found in Appendix C of the DHA CAE (J-
4) New Employee Onboarding Handbook.
11. COMPLETE SF 312 "Classified Information Nondisclosure Agreement" (send to COR, San Antonio only)
DATE COMPLETED
(MM/DD/YYYY)
12. COMPLETE DD Form 2875 "Systems Authorization Access Request” (SAAR) FOR NETWORK AND LAN ACCESS AND SUBMIT THE ENTERPRISE SUPPORT DESK (ESD) SYSTEM TICKET (San Antonio only, send to COR)
This form must be submitted through the DHA HIT DD 2875 submission page and an ESD ticket is required for Network and LAN access at San Antonio. Use this form when requesting Enterprise Email (EE) accounts and network access; Send the form to the DHA DD Form 2875 mailbox (see Handbook Appendix E for email address) for approval and then submit the form along with the Cyber Awareness Challenge certificate through the DHA HIT DD 2875 Submission Page and through the ESD system. Details for completing the DD Form 2875, submitting through the DHA HIT site, and submitting the ESD ticket are found in Appendix C of the DHA CAE (J-4) New Employee Onboarding Handbook. The DD Form 2875 is also used for requesting systems access in step 13.
13. RE-CREDENTIAL YOUR CAC (if needed) DATE COMPLETED
(MM/DD/YYYY)
This should be accomplished by the IT Call Center when they build your Email account. If it is not performed reference the DHA CAE (J-4) New Employee Onboarding Handbook section 2.1.5.4 for assistance how to accomplish the task. Understand that it is not always needed.
14. COMPLETE THE “HIPAA and Privacy Act”, the “Anti-Terrorism (Level 1)”, AND “Combating Trafficking in Persons Course (CTIP)” TRAININGs WITHIN 30 DAYS OF OBTAINING NETWORK ACCESS
DATE COMPLETED
(MM/DD/YYYY)
Log into JKO at https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf. Choose the appropriate option and follow the direction on the site. Upon completion of the course, save the certificate as a PDF or print it and scan as a PDF for your records. For additional information refer to the DHA CAE (J-4) Employee Onboarding Handbook.
15. REQUEST SYSTEMS ACCESS (i.e. PD2, iRAPT, EDA…) DATE COMPLETED
(MM/DD/YYYY)
https://rapids-appointments.dmdc.osd.mil/ https://info.health.mil/sites/DOP/BOD/OPS/OCM%2020%20Documents/Procurement%20Strategic%20Plan.pdf https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf https://info.health.mil/sites/DOP/OnboardingResource/On-boarding%20Resources/DHA_Form_8_Contractor_Add_User_Form%202.0.pdf https://info.health.mil/sites/DOP/OnboardingResource/On-boarding%20Resources/DHA_Network_Security_Agreement.pdf http://www.archives.gov/isoo/security-forms/sf312.pdf http://www.dtic.mil/whs/directives/forms/eforms/dd2875.pdf https://jkodirect.jten.mil/Atlas2/page/desktop/DesktopHome.jsf
CAE (J-4) | Onboarding Checklist - Contractors – Feb 2018 Previous Editions Obsolete 3
Systems access requests are processed through the ASAD Help Desk Ticket System located in the DHA CAE (J-4) SharePoint. Complete the Rules of Behavior (ROB) form, DHA Form 49, Non-Disclosure Agreement” and a DD Form 2875 for each system request. Additional information and directions are provided within the DHA CAE (J-4) New Employee Onboarding Handbook section 2.1.7 and Appendix B.
16. COMPLETE THE “Rules of Behavior”(ROB) FORM and the “DHA Form 49 “Non-Disclosure Agreement”
DATE COMPLETED
(MM/DD/YYYY)
17. COMPLETE THE “DHA Security Access Control Form” FOR BUILDING ACCESS (all CO’s except Contracting Operations Aurora &, San Antonio, or those only requiring unescorted access to DHHQ)
DATE COMPLETED
(MM/DD/YYYY)
Request the “DHA Security Access Control Form” from DHA Physical Security. The form is also housed in the Onboarding Resources Folder within the SharePoint. If you only require unescorted access to DHHQ you will use the form in step 16. The location will dictate what type of access you require. Exceptions: Aurora does not use this form, building access is requested via the REMEDY system through the onboarding POC. San Antonio must follow the Building 1000 (Old BAMC) Security Standing Operating Procedures (SOP) when requesting building access for new employees. The POC for San Antonio building access and for requesting a copy of the aforementioned SOP is Army South, Operational Protection Directorate, Physical Security Branch, (210) 295-6149/6119/6221.
18. COMPETE THE “DHA Privilege Management Program (PMP) Request Form” (Only those requiring unescorted entry into DHHQ)
The PMP Request Form is only for those individuals located at DHHQ and only requiring unescorted access to the DHHQ facility. The form details are found in Appendix C of the DHA CAE (J-4) New Employee Onboarding Handbook
19. COMPLETE THE DD FORM 2946 “Department of Defense Telework Agreement”(if applicable)
DATE COMPLETED
(MM/DD/YYYY)
Reference the OPM telework website for additional questions at https://www.telework.gov/. Access the Department of Defense Instruction (DoDI 1035.01) “Telework Policy” at http://www.dtic.mil/whs/directives/corres/pdf/103501p.pdf. Telework agreements are at the digression of your supervisor and your contract requirements. The DoD Form’s site has the form available at http://www.dtic.mil/whs/directives/forms/eforms/dd2946.pdf.
20. COMPLETE DHA Form 47 “DHA Emergency Notification Send Word Now” ENROLLMENT
Fill out the DHA form 47 and send it to the DHA Send Word Now mailbox (see Handbook Appendix E for email address) once completed.
This form provides a means for quickly contacting DHA personnel prior to or during an emergency or for other organizational events. The form is available in the Onboarding Resources folder on the DHA CAE (J-4) SharePoint.
21. ONCE ALL THE ABOVE TASKS ARE COMPLETE; TURN THIS CHECKLIST INTO YOUR SUPERVISOR OR COR. YOU HAVE
COMPLETED ALL ONBOARDING TASKS. WELCOME ABOARD!
Part IV - Onboarding - Resources and Guidance The below links are provided to assist you complete the checklist requirements and answer any questions you may have. If you are unable to find the answers you are seeking, please contact the FSO, COR, or supervisor.
Privacy Act of 1974 Common Access Card (CAC) Home
RAPIDS Self Service (RSS) Portal List of Valid forms of Identification https://info.health.mil/sites/DOP/BOD/SitePages/ticket/home.aspx https://info.health.mil/sites/DOP/OnboardingResource/On-boarding%20Resources/Rules_of_Behavior_(ROB)_Form.pdf?Web=1 https://info.health.mil/sites/DOP/OnboardingResource/On-boarding%20Resources/DHAForm_49_Non-Disclosure_July2014.pdf?Web=1 https://info.health.mil/sites/DOP/OnboardingResource/On-boarding%20Resources/DHAForm_49_Non-Disclosure_July2014.pdf?Web=1 https://info.health.mil/sites/DOP/OnboardingResource/In-Processing%20Resources/DHA%20_Security_Access_Control_Form.pdf https://info.health.mil/sites/DOP/OnboardingResource/On-boarding%20Resources/DHA_PMP_Request_Form.pdf https://info.health.mil/sites/DOP/OnboardingResource/On-boarding%20Resources/DHA_PMP_Request_Form.pdf https://facilities.health.mil/Repository/Download/12986 https://www.telework.gov/ http://www.dtic.mil/whs/directives/corres/pdf/103501p.pdf http://www.dtic.mil/whs/directives/forms/eforms/dd2946.pdf https://info.health.mil/sites/DOP/OnboardingResource/On-boarding%20Resources/DHA_Form_47_Employee_Emergency_Notification_Send_Word_Now.pdf https://info.health.mil/sites/DOP/SitePages/OnBoarding/Resources.aspx?RootFolder=%2Fsites%2FDOP%2FOnboardingResource%2FOn%2Dboarding%20Resources&FolderCTID=0x0120003438C9BEE77ED44A94F15A8113964FBB&View=%7b0932BD69-DE42-4BEA-AE29-B69D92E59EC9%7d http://www.justice.gov/opcl/privacy-act-1974 http://www.cac.mil/ https://www.dmdc.osd.mil/self_service/ http://www.cac.mil/docs/List_of_Acceptable_Documents.pdf
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