D.10 Government Provided Equipment.docx

DEPARTMENT OF VETERANS AFFAIRS Policy Memorandum IT-18-10 South Texas Veterans Health Care System San Antonio, Texas 78229-4404 February 5, 2018

ISSUE AND USE OF GOVERNMENT FURNISHED EQUIPMENT

1. PURPOSE: To provide policy and procedures for the issue, use, and control of the Department of Veterans Affairs (VA)-owned equipment for the South Texas Veterans Health Care System (STVHCS).

2. POLICY: It is the policy of the STVHCS to minimize the risk of exposure of Protected Information (PI). STVHCS mitigates some of the risk by ensuring mobile devices are only issued when a position requires mobility as part of their duties.

3. ACTIONS:

a. Supervisor will:

(1) Ensure requests for Government-Furnished Equipment (GFE) are submitted by appropriate supervisor or Contracting Officer’s Representative (COR) using the Just in Time (JIT) portal (https://vaww.servicecatalog.va.gov) or via an Enterprise Service Desk request as appropriate. See Appendix A for more information on JIT submissions.

Exception: Universal Serial Bus (USB) Thumb drives will be requested via Electronic Permission Access System (ePAS) and reviewed and approved by the Information Security Officer (ISO) and Privacy Officer.

(2) Validate Employee has completed the Security Awareness and Rules of Behavior training prior to request of GFE equipment.

b. The Area Manager (AM) or designee will:

(1) Review all JIT requests and approve when appropriate.

(2) Enterprise Service Desk requests will be reviewed by the Area Manager via reporting from STX OIT Asset Management.

c. Each employee seeking issuance of GFE will:

(1) Ensure Security Awareness and Rules of Behavior are up-to-date and compliant.

(2) Ensure the security, safe-handling, and appropriate usage of VA-owned equipment, as outlined in VA Form 0887, VA Government Property Loan Form.

Electronic signature of this form is done in the Veterans Health Information System and Technology Architecture (VistA). If desired, a copy of the form can be printed from VistA.

https://vaww.servicecatalog.va.gov/

POLICY MEMORANDUM IT-18-10

(3) Return the GFE to OIT when no longer required or when separating from the VA. Employees transferring to another station will consult OIT Area Manager to coordinate whether equipment will transfer with the employee or be turned in.

(4) Immediately report lost, stolen, or misplaced GFE in accordance with STVHCS Policy Memorandum 90-15-01, Report of Survey Process.

4. REFERENCE:

a. VA Directive 7002, Logistics Management Policy;

b. VA Directive 6500, Information Security;

c. STVHCS Policy Memorandum 90-15-01, Report of Survey Process

5. RESPONSIBILITY: Area Manager, OIT (IT)

6. RESCISSION: STVHCS Policy Memorandum IT-11-10 dated February 1, 2011.

7. RECERTIFICATION: February 2023

(Signed original on file)

ROBERT M. WALTON

Director

Attachment: (1)

DISTRIBUTION: A & E

Appendix A – Just in Time (JIT) Provisioning

JIT is a process for requesting accounts and equipment for new staff and will take the place of some ePAS requests.

1. The new process IS for the following:

a. User accounts (network/”Windows” account – VHASTXxxxxx) for new full-time employee equivalent (FTEE).

b. Equipment requests for new FTEE.

c. Laptop swap requests.

2. The new process is NOT for:

a. Accounts or equipment for Without Compensation (WOCs), Students or Volunteers (continue to use ePAS).

b. VistA account requests.

c. Modifications to accounts.

d. Activation or project requests for equipment.

3. Supervisors and CORs are the requesting authority for the JIT process. Supervisors should go to https://vaww.servicecatalog.va.gov and click on "End User Operations Services".

4. The first step is to ensure the FTEE has an account (does NOT apply to WOCs, Students or Volunteers – still use ePAS for them right now). To do so you need to follow the steps below.

a. Go to the JIT link at https://vaww.servicecatalog.va.gov

b. Click on “User Provisioning”.

c. Fill out the form, then click the “Submit” button.

d. Enter an ePAS for any required VistA access. In the comment section enter “JIT request submitted,” with the request number and date of submission.

5. Once the Active Directory (network/”Windows” account – VHASTXxxxxx) has been created or for a new laptop swap request follow the steps below.

a. Go to the JIT link at https://vaww.servicecatalog.va.gov

b. Click on "End User Operations Services".

c. Choose whether a desktop or laptop is appropriate for your employee or contractor.

d. Click on the appropriate link (either “Just in Time GFE Laptop Request” or “Just in Time GFE Desktop Request”).

e. Fill out the form, then click the “Submit” button. When filling out the form, ensure you check all required equipment because OIT does not have shelf stock for most of the items that go with the Laptops or Computers.

Appendix A, page 1 of 2

6. Additional Help for JIT:

a. JIT User Guide https://vaww.sde.portal.va.gov/sites/nsd/NSDDocs/JIT%20User%20and%20GFE%20Pr ovisioning%20User%20Guide.pdf

b. FAQs – JIT User Provisioning and GFE https://vaww.sde.portal.va.gov/sites/nsd/NSDDocs/Introduction%20to%20the%20Interi m%20User%20Provisioning%20Process%20FAQs.pdf

Appendix A, page 2 of 2 https://vaww.sde.portal.va.gov/sites/nsd/NSDDocs/JIT%20User%20and%20GFE%20Provisioning%20User%20Guide.pdf https://vaww.sde.portal.va.gov/sites/nsd/NSDDocs/JIT%20User%20and%20GFE%20Provisioning%20User%20Guide.pdf https://vaww.sde.portal.va.gov/sites/nsd/NSDDocs/Introduction%20to%20the%20Interim%20User%20Provisioning%20Process%20FAQs.pdf https://vaww.sde.portal.va.gov/sites/nsd/NSDDocs/Introduction%20to%20the%20Interim%20User%20Provisioning%20Process%20FAQs.pdf