Attachment B - Contractor Onboarding Process.pdf

Contractor Onboarding Process

1. COMPLETE AND SUBMIT FORMS (5 days)

a. Declaration for Federal Employment (OF306)

b. Self-Certification of Continuous Service

c. Authorization for Release of Information (VA Form 0710)

d. Non-disclosure Agreement (VA Form 0752)

e. Resume

f. Bulk Upload Template

g. Background Investigation Request Form

2. FINGERPRINTS (1 hour plus travel time)

NOTE: In rural areas, the nearest VA Medical Center’s Personnel Information Verification (PIV) Office may be up to 4 hours’ travel each way. PIV Office appointment availability varies by location, averaging 3 weeks out.

a. VA enters enrollment information online for the specific PIV office, prior to appointment date.

b. Applicant schedules an enrollment appointment.

3. BACKGROUND INVESTIGATION (3 weeks)

a. VA requests Personnel Security Adjudication Center (PSAC) initiates background investigation.

b. PSAC sets up account for applicant and emails login details.

c. Applicant submits background investigation answers via PSAC website.

d. PSAC reviews answers and, if needed, requests more information from applicant.

e. PSAC transmit package to the Defense Counterintelligence & Security Agency.

4. ONLINE TRAINING (2 hours)

a. Privacy & Information Security Awareness

b. Health Insurance Portability & Accountability Act

c. Trainings are an annual requirement.

5. NETWORK ACCOUNT CREATION (3 days)

a. VA builds accounts after online training is completed.

6. ADJUDICATION OF BACKGROUND REQUEST (2 weeks)

a. PSAC notifies VA when background request has been transmitted to DCSA.

b. VA requests adjudication of the background request for PIV card purposes.

c. Once adjudicated, VA enters sponsorship information online for PIV card issuance.

d. VA notifies contractor when applicant may login and schedule PIV appointment.

7. LOG IN AND REQUEST ACCESS (2 hours)

a. Contractor arranges appointment with applicant to assist with initial setup.

b. Applicant calls help desk for PIV exemption, then logs in.

c. Applicant downloads and installs VA-specific software to access network.

d. From behind VA firewall, applicant submits access requests for:

i. Office 365

ii. Electronic patient record

iii. If MAC user, exemption from using standard remote access portal

iv. ID.me account

e. Accounts disable if applicant does not login at least once every 30 days.

8. PIV CARD ISSUANCE (1 hour plus travel time)

a. PIV office emails applicant when card is ready for pickup.

b. Applicant schedules a pickup appointment.

TOTAL ESTIMATED TIME: 6 weeks

NOTE: Time noted in parentheses for each step is an estimated average for the step to be completed, including processing time. Actual times may vary depending on several factors, including:

- the accuracy of originally submitted information

- if additional information is required

- if the applicant had a favorable prior background investigation

- the timeliness of action by the applicant and contractor

- computer compatibility with VA systems

- VA network upgrades and outages

- distance of the applicant to a PIV office and availability to make a PIV appointment

- Contractor’s Orientation of the applicant to be functional is not included here.