Attachment3.GSP_DHA_New_Employee_Handbook.pdf

WELCOME PACKET

VERSION 1.2 – 5/28/2021

NOTE ABOUT THIS VERSION: This is an initial version of the Welcome Book, and is for

DHHQ in the National Capital Region. In the future versions, this Welcome Book will expand to include information about the DHA activities in geographically dispersed locations outside of the National Capital Region.

If you are a POC at one of those locations and have information about activities at your location, please reach out to Workforce Development Branch (WFD):

dha.ncr.j-1-8.mbx.hrd-wfd-branch-customer-satisfaction1@mail.mil.

mailto:dha.ncr.admin-mgt.mbx.ldd-customer-satisfaction@mail.mil

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CONTENTS

DHA OVERVIEW

A. Organization Chart 6

B. Introduction To ADS And DADS 7

1. Assistant Director Health Care Administration

2. Assistant Director Management/Component Acquisition Executive

3. Assistant Director Combat Support

C. MHS Transformation 13

COMPREHENSIVE ONBOARDING EXPERIENCE

A. Sponsorship Program 14

B. Onboarding Checklist 15

A. Entry On Duty (EOD) 15

B. New Employee Orientation 15

DHA COMMUNICATIONS

A. Websites 16

1. Launchpad

2. External Website

3. TRICARE.Mil

4. MilSuite

INFRASTRUCTURE

A. Security 16

B. Safety 17

C. Building Access 18

D. Visitor Building Access – DHHQ 19

1. Visitor Management System (VMS)

2. Visitor Parking - DHHQ

E. Transportation and Parking 19

1. Transportation – DHHQ

2. Parking - DHHQ

F. CAC/Badging Office 20

1. CAC/Badging Office – DHHQ

G. Mass Alert Notification 21

TELECOMMUNICATIONS, IT SUPPORT AND COMMUNICATION TOOLS

A. Telecommunications 21

B. IT Support 21

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C. Communication Tools 22

1. MS Teams (Replaced with for Dod365)

2. Defense Collaboration Services (DCS)

3. Video Telecommunications (VTC)

4. DHA Audio

ADMINISTRATIVE SERVICES AND HUMAN RESOURCES

A. Useful/Resource Links 23

B. Email Global Address List 24

C. Signatures Instruction 24

D. Payroll, Time and Attendance 25

E. Publications and Correspondence Control, TMT 25

F. Travel Management 26

G. Government Purchase Card and Training 26

H. Labor Management & Employee Relations 26

I. Performance Management 27

J. Individual Development Plan 27

K. Workforce Development Branch 28

1. Competitive Programs

2. Presidential Management Fellows Program

L. Civilian/Military Awards & Recognition Program 28

M. Equal Employment Opportunity Division 29

N. Office of Inspector General 29

O. Office of General Council 29

P. Records Management 30

Q. Army Benefits Center 30

TRAINING

A. Mandatory Training 31

B. Joint Knowledge Online 31

1. Update JKO Profile

C. MyBiz 32

D. SkillPort 32

E. SF-182 32

SUPPORT SERVICES AND NOTABLE LOCATIONS

A. Support Services Team 33

1. DHHQ Support Services

2. Aurora Support Services and Space Planning Office

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3. Great Lakes Support Services and Space Planning Office

4. San Antonio Support Services

B. Facility Amenities and Services – DHHQ 34

1. DHHQ Building

2. Food Options

C. Pavilion & Conference Rooms 35

1. Gatehouse Road Large Group Request

D. Duplication Center 36

E. Mail Room 36

F. Base Supply Center 37

G. Fitness Center/Gym 37

H. Sanctuary Room 37

I. DHA NCR Nursing Mothers Rooms 37

1. DHHQ

2. Gatehouse

3. Skyline

4. Resources

J. Dry Cleaning 38

K. Bicycle Racks 38

L. Defense Medical Virtual Library (DMVL) 38

M. Smoke Areas and Tobacco Quit Kits 38

ACRONYMS

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Welcome Message

Welcome to the Defense Health Agency (DHA)! We are excited to have you join the organization and we are confident that your contributions will make a positive impact within the DHA. Let’s work together to build a Medically Ready Force and a Ready Medical Force!

We have put together this welcome packet as a tool for you to help navigate through your first months at the agency.

This is an initial version of the Welcome Book and is focuses on DHHQ in the National Capital Region (NCR). We will update and grow this Welcome Book to include information about the activities in the geographically dispersed locations outside of the NCR. If you have useful information about other locations, please do not hesitate to send them to our team at the email below.

Workforce Development Branch Team on behalf of DHA Phone: 703-681-5360 Email: dha.ncr.j-1-8.mbx.hrd-wfd-branch-customer-satisfaction1@mail.mil

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DHA OVERVIEW

The Defense Health Agency is a joint, integrated Combat Support Agency that enables the Army, Navy, and Air Force medical services to provide a medically ready force and ready medical force to Combatant Commands in both peacetime and wartime. The DHA supports the delivery of integrated, affordable, and high quality health services to Military Health System (MHS) beneficiaries and is responsible for driving greater integration of clinical and business processes across the MHS.

DHA VISION STATEMENT: Unified, Reliable, and Ready…

DHA MISSION STATEMENT: We support the National Defense Strategy and Service Military Departments by leading the Military Health System as an integrated, highly-reliable system of medical training, readiness, and health.

Make sure to visit the DHA Welcome Center:

https://info.health.mil/sitepages/welcomecenter.aspx

A. ORGANIZATION CHART

i DHA Senior Leaders Org Chart - https://info.health.mil/DHA_Organizational_Chart/Forms/AllItems.aspx https://info.health.mil/SitePages/WelcomeCenter.aspx

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For the most current DHA Organization Chart and an overview of the Senior Leaders, visit:

https://info.health.mil/dha_organizational_chart/forms/allitems.aspx

B. INTRODUCTION TO ADS AND DADS

DHA has three Assistant Directors (ADs): Assistant Director Health Care Administration (ADHCA), Assistant Director Combat Support (ADCS) and Assistant Director Management/Component Acquisition Executive (ADM/CAE).

1. Assistant Director Health Care Administration ADHCA is the primary execution body for the administration and management of health care delivery across all Department of Defense (DoD) Military Treatment Facilities (MTFs) and sustainment of the medical readiness of the armed forces and the readiness of the medical force within a unified MHS. ADHCA is responsible for the planning, direction, and management of health care facilities, implementing policy, procedures, and direction that affect health care delivery and administration, as well as providing cross-functional support to the markets and managing the TRICARE Health Plan.

MISSION: To support the sustainment of a medically ready and a ready medical force and provide optimal, integrated health care to our DoD beneficiaries through the medical facilities under the authority, direction, and control of DHA and the management of the DoD TRICARE program.

VISION: A staff truly invested in an integrated health care system where patients receive excellent, standardized, and improved health care in an empathetic and caring environment.

Website: https://info.health.mil/hca/pages/home.aspx Point of Contact: dha.ncr.admin-sup.mbx.adhca-front-office@mail.mil

ADHCA is comprised of:

Deputy Assistant Director (DAD) Health Care Operations/TRICARE

DAD Medical Affairs

DAD Information Operations (J6)

DAD Financial Operations (J8)

Markets: National Capital Region Market, Jacksonville Market, Coastal Mississippi Market and Central North Carolina Market.

a) Health Care Operations MISSION: Health Care Operations' (HCO) mission is to support the ADHCA by providing direction and guidance to optimize critical health care administration functions across markets, integrate military MTFs and the purchased care system to sustain a medically ready force and a ready medical force, and ensure beneficiaries' health care needs are met. To fulfill its mission, HCO will develop and execute a market-based operating model for administration, direction, and control of the markets (direct care, purchased care, and civilian care) that achieves enterprise integration, enhances system performance, creates a consistent patient experience, improves readiness and health outcomes, and reduces waste.

https://info.health.mil/DHA_Organizational_Chart/Forms/AllItems.aspx https://info.health.mil/HCA/Pages/Home.aspx mailto:dha.ncr.admin-sup.mbx.adhca-front-office@mail.mil

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VISION: The market-based operating model enables HCO to synchronize execution of its seven subordinate divisions (HCO Support, TRICARE Health Plan (THP), Health Care Optimization, Market Integration, Pharmacy Operations, Laboratory Operations, and Patient Administration) across three capabilities to support its mission:

Support Daily Market Structure Activities

Manage Key Market Services

Optimize Health Care Administrative Functions

Website: https://info.health.mil/hca/hco/pages/hco.aspx Point of Contact/Business Support Office: dha.ncr.admin-sup.mbx.adhca-front-office@mail.mil

b) Medical Affairs MISSION: Medical Affairs supports DHA by providing strategic clinical direction and policy that optimizes patient outcomes, patient satisfaction, staff fulfillment, and medical readiness of uniformed and clinical personnel. Medical Affairs manages the safety and quality of care provided across the system, and it strives for a highly reliable culture that prevents patient harm.

VISION: To cultivate a DHA-led, world-class healthcare system with a patient-centered culture that delivers great outcomes to patients and supports the Defense readiness mission.

Website: https://info.health.mil/sites/dadma/pages/home.aspx Point of Contact: dha.ncr.clinic-support.mbx.dhachiefmedicalofficer@mail.mil

c) Information Operations (J-6) – Health IT MISSION: Implement, manage, and sustain an integrated and protected medical information enterprise in order to ensure the right information is accessible to the right customers at the right time and in the right way.

VISION: A premier system of health Information Technology (IT), enabling integrated health care delivery for those who serve in the defense of our country, retirees, and their families.

Website: https://info.health.mil/hit/pages/home.aspx Point of Contact/Business Support Office: dha.ncr.bus-ops.mbx.adhca-milpers@mail.mil

d) Financial Operations (J-8) MISSION STATEMENT: The DAD Financial Operations (DAD-FO)/J8 conducts a systematic accounting of the program of record, resource allocation and execution to identify, prioritize and fund requirements within existing resources to enable the Military Health System to accomplish anticipated missions and drive improved performance.

Website: https://info.health.mil/bus/pages/home.aspx Point of Contact: Business Support Office Business Support Office: george.c.goodwyn.mil@mail.mil https://info.health.mil/HCA/HCO/Pages/HCO.aspx mailto:dha.ncr.admin-sup.mbx.adhca-front-office@mail.mil mailto:dha.ncr.admin-sup.mbx.adhca-front-office@mail.mil https://info.health.mil/sites/DADMA/Pages/Home.aspx mailto:dha.ncr.clinic-support.mbx.dhachiefmedicalofficer@mail.mil https://info.health.mil/hit/Pages/Home.aspx mailto:dha.ncr.bus-ops.mbx.adhca-milpers@mail.mil https://info.health.mil/bus/Pages/Home.aspx mailto:george.c.goodwyn.mil@mail.mil

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2. Assistant Director Management/Component Acquisition Executive ADM/CAE is comprised of five divisions including Administration & Management, Acquisition, Strategy & Innovation, Education &Training and Research and Development. In addition to these areas, the Department directly oversees the DHA transition plan as it assumes authority, direction, and control of all Military MTF within the DoD. Our goal is to optimize processes in order to improve the efficiency of medical support while minimizing costs and maximizing medical readiness.

MISSION: To support the Defense Health Agency's delivery of a premier integrated system of readiness and healthcare delivery through resourcing and managing our exceptional workforce;

providing an effective and efficient acquisition and procurement program for equipment, services, and supplies; leading efforts to use data to inform decision making and strategic development; optimizing and synchronizing professional training and increasing opportunities to enable a ready medical force in alignment with Service partners); innovating through a consolidated and warfighter focused research and development portfolio for the future; and by leading overall MHS transformation efforts (Transition Office).

VISION: Optimize the Defense Health Agency for Greater Performance.

Website: https://info.health.mil/staff/cae/pages/managementcaehome.aspx Business Support Office: https://info.health.mil/cos/admin/pmss/sitepages/home.aspx;

Point of Contact: melissa.j.shea.civ@mail.mil

AD-M is comprised of:

DAD Administration and Management (DAD-AM) or J-1

DAD Pricing and Contracting (DAD-P&C)

DAD Strategy, Planning, and Functional Integration (DAD-SPFI) or J-5

DAD Education and Training (DAD-E&T) or J-7

DAD Research and Development (DAD-R&D) or J-9

a) Administration and Management (J-1) J-1 supports the DHA work structure to include civilian and military personnel, manpower requirements/resources, and workforce development to sustain readiness of the force. They are responsible for the administrative control of the resource management supporting execution of the Defense Health Program for Assistance Secretary of Defense Health Affairs (ASD/HA).

They manage the support infrastructure of DHA, such as facility management, personnel security, and administration. J-1 safeguards MHS beneficiary and DHA workforce information through administration of compliance programs under the Health Insurance Portability and Accountability Act (HIPAA), the Privacy Act, Records Management, Human Research Protection, the Freedom of Information Act (FOIA) and Civil Liberties statues and regulations.

Website: https://info.health.mil/cos/admin/pages/home.aspx

J-1 Organizations:

Human Resources - https://info.health.mil/cos/admin/hr

Infrastructure Support - https://info.health.mil/cos/admin/infrasup

Manpower and Organization - https://info.health.mil/cos/manpower https://info.health.mil/staff/cae/Pages/ManagementCAEHome.aspx https://info.health.mil/cos/admin/pmss/SitePages/Home.aspx https://info.health.mil/cos/admin/Pages/home.aspx https://info.health.mil/cos/admin/hr https://info.health.mil/cos/admin/infrasup https://info.health.mil/cos/manpower

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Privacy and Civil Liberties -https://info.health.mil/cos/admin/privacy/sitepages/home.aspx

Records Management - https://info.health.mil/cos/admin/pmss/pages/records-management.aspx

Business Support Office: sheron.l.malone.civ@mail.mil

b) Pricing and Contracting The Deputy Assistant Director Pricing and Contracting (DAD-P&C) is responsible for oversight and approval of all acquisition matters for the DHA, including both those acquisition matters performed under purview of the Agency's Program Executive Officers as well as those acquisition matters undertaken within the Agency's directorates and offices, except for acquisition matters explicitly reserved for oversight and approval by the Under Secretary of Defense (Acquisition, Technology, and Logistics). Acquisition functions falling under the DAD- P&C purview include product conceptualization, program initiation, design, development, test, production, deployment, logistical support, modification, and product disposal. The DAD-P&C oversees these functions as they are applied to the acquisition of supplies, equipment, services, information technology systems, and infrastructure to satisfy the DHA’s mission to provide a medically ready force and a ready medical force. In addition, the DAD-P&C is responsible for creating a professional, agile and motivated DHA defense acquisition workforce that consistently makes smart business decisions, acts in an ethical manner, and delivers timely and affordable capabilities.

MISSION: The DAD-P&C of the Defense Health Agency, an acquisition agency, leads an MHS integrated system of acquisition and procurement services, delivering the quadruple aim:

increased readiness, better health, better care, and lower costs.

VISION: Unified and Ready Acquisition.

Website: https://info.health.mil/staff/cae/pages/home.aspx Point of Contact/Business Support Office: dha.ncr.procurement.mbx.dad-pricing-and-contracting@mail.mil or edward.w.norwood2.civ@mail.mil

c) Strategy, Planning, and Functional Integration (J-5) The J-5 role is to strengthen MHS-wide support for integrated operations through strategy management, analytics, measurement and reporting, and support for continuous improvement efforts. The J5 is led by the DAD Strategy, Planning, and Functional Integration. To better serve the DHA, J5 is organized into four Divisions, supported by Business Operations:

Strategy Management

Analytics & Evaluation

Capability Management Division

Enterprise Architecture

Business Operations

MISSION: Strategy to action through integrated planning, requirements gathering, and agile, data-driven decision making.

https://info.health.mil/cos/admin/privacy/SitePages/Home.aspx https://info.health.mil/cos/admin/pmss/Pages/Records-Management.aspx https://info.health.mil/cos/admin/pmss/Pages/Records-Management.aspx mailto:sheron.l.malone.civ@mail.mil https://info.health.mil/staff/cae/Pages/Home.aspx mailto:dha.ncr.procurement.mbx.dad-pricing-and-contracting@mail.mil mailto:dha.ncr.procurement.mbx.dad-pricing-and-contracting@mail.mil mailto:edward.w.norwood2.civ@mail.mil

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VISION: J-5 is the value stream for MHS enterprise integration.

Website: https://info.health.mil/sites/stratp/pages/home.aspx Business Support Office: barbara.j.eilenfield.civ@mail.mil

d) Education and Training (J-7) MISSION: To lead the Military Health System in the development and sustainment of a “unified and ready” medical force.

VISION: A Unified MHS Learning Continuum

Values: R.I.S.E.

Respect. Strive to be fair and considerate in or dealings with each other and outside groups.

Integrity. Endeavor to always do the right thing.

Service. Always work to provide the finest service to our customers and partners.

Excellence. Hold ourselves to the highest standards in everything we do.

Website: https://info.health.mil/edu/sitepages/home.aspx Point of Contact/Business Support Office: Mr. Creech - gerald.l.creech.civ@mail.mil; and Ms. Loretta King - loretta.king.civ@mail.mil

e) Research and Development (J-9) J-9’s role is to optimize and align research capabilities:

Drive innovation to advance the highest priorities in health and readiness.

Increase integration between research and practice to maximize health readiness (i.e.

integration with the clinical communities, etc.)

Implement best practices for the management of research, development, and acquisition programs

Through centralization and standardization of processes, strategically align research efforts to bring solutions to the battlefield and healthcare challenges while additionally enhancing the GHE program.

MISSION: Lead the discovery, development, and delivery of enhanced pathways to military health and readiness

VISION: To bridge the future of military health and readiness

Website: https://info.health.mil/rd/pages/home.aspx Point of Contact/Business Support Office: carmita.b.myers.civ@mail.mil

3. Assistant Director Combat Support Assistant Director Combat Support (ADCS) is comprised of six directorates, including: Public Health; Operations, Plans, & Requirements; the Joint Trauma System; the Armed Services Blood Program; Medical Logistics; and the Armed Forces Medical Examiner System. AD-CS’ pursuit is to continuously refine the supporting relationship with the Joint Staff (through the Joint Staff Surgeon) and the geographic and functional Combatant Commands.

https://info.health.mil/sites/stratp/Pages/Home.aspx mailto:barbara.j.eilenfield.civ@mail.mil https://info.health.mil/edu/SitePages/Home.aspx mailto:gerald.l.creech.civ@mail.mil mailto:loretta.king.civ@mail.mil https://info.health.mil/rd/Pages/Home.aspx mailto:carmita.b.myers.civ@mail.mil

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MISSION: DHA-Combat Support works with singular purpose, guided by the Joint Concept for Health Services, to provide full-spectrum support for our warfighters by deploying vital health solutions for the 21st Century Battlespace.

VISION: Deliver Globally Integrated Health Solutions to Combat Forces.

Website: https://info.health.mil/hco/pages/home.aspx Point of Contact: dha.ncr.health-opns.mbx.hco-fo@mail.mil Business Support Office/Chief of Staff: donald.e.hall40.civ@mail.mil

AD-CS is comprised of:

Public Health Division (PHD)

Combatant Command Operational Support (CCOS)

Joint Trauma System (JTS)

Medical Logistics (MEDLOG) Division

Armed Forces Medical Examiner System (AFMES)

Armed Services Blood Program (ASBP)

a) Public Health Division Public Health Division provides world-class capabilities to prevent disease, disability, and death in garrison and while deployed. Examples: Global Emerging Infections Surveillance (GEIS) which addresses militarily relevant infectious disease threats and informing force health protection decision making; Health Surveillance Explorer GIS map, which communicates timely, actionable, and integrated global health threat and disease outbreak surveillance to Combatant Commands and the Services.

Website: https://info.health.mil/hco/phealth/sitepages/home.aspx Point of Contact: dha.ncr.health-opns.mbx.hco-fo@mail.mil

b) Combatant Command Operational Support MISSION: The Combatant Command Operational Support ensures that the DHA supports the Combatant Commands’ medical planning and operations requirements; it identifies, receives, manages, refines, and coordinates Combatant Commands’ operational medical readiness requirements relating to the prevention, treatment, and evacuation of casualties in the Combatant Commands (CCMD) Areas of Operations; it provides tools, policy support, analysis, and coordination between, the Services, and the service areas of DHA.

VISION: Serve as the conduit between CCMD needs and DHA solutions; CCOS will identify or develop solutions to meet operational medical and planning requirements, or will coordinate solutions from appropriate organizations; we will provide informed and rigorous recommendations, policy support, coordination, program management, and analytic products;

we will take continuous, aggressive and innovative action to protect the lives of our forces throughout the CCMD areas of responsibility. We will realize our vision through extensive and transparent collaboration inside and outside the Department of Defense. We plan and act as a team, and together we will achieve excellence in all we do.

https://info.health.mil/hco/pages/home.aspx mailto:dha.ncr.health-opns.mbx.hco-fo@mail.mil mailto:donald.e.hall40.civ@mail.mil https://info.health.mil/hco/phealth/SitePages/Home.aspx

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Website: https://info.health.mil/hco/j35/pages/ad-cs-ccoshome.aspx

c) Joint Trauma System MISSION: The mission of the Joint Trauma System (JTS) is to improve trauma readiness and outcomes through evidence-driven performance improvement. The JTS vision is that every Soldier, Sailor, Airman and Marine injured on the battlefield or in any theater of operations will be provided with the optimum chance for survival and maximum potential for functional recovery.

Website: https://jts.amedd.army.mil/

d) Medical Logistics Division DHA Medical Logistics (MEDLOG) provides leadership and synchronizes a coalition of military departments, defense organizations and other governmental agencies that plan, create, provide and direct medical logistics capabilities supporting health care across the full spectrum of military operations.

MISSION: The mission of the DHA MEDLOG is to recommend clinical, logistics, and program policy, as well as to support medical materiel development and acquisition processes across the four Services. The purpose of this mission is to promote standardized medical supplies and equipment, joint interoperability of operational medical capabilities, and efficiency in the acquisition and lifecycle management of medical materiel.

Website: https://info.health.mil/sites/medlog

e) Armed Forces Medical Examiner System Armed Forces Medical Examiner System (AFMES) provides medical-legal services for readiness, sustainability, and survivability—and also feeding real-time lessons learned from examinations to improve our capabilities. AFMES works with Defense POW/MIA Accounting Agency on DNA identification. In turn, the DNA identification feeds valuable data into the JTS.

Website: https://info.health.mil/hco/afmes/sitepages/home.aspx

C. MHS TRANSFORMATION

As of October 2019, the Defense Health Agency was tasked with responsibility for administrative functions and management of military hospitals and clinics across the United States. During a transition period, the military medical departments will support DHA until headquarters functions and markets mature to handle full operations. In FY 2021, DHA will establish Defense Health Region Europe and Defense Health Region Indo-Pacific to manage overseas hospitals and clinics.

Broad-scale changes happening across the MHS will continue over several years. By merging three military health care systems into one, the MHS is forming a more unified health care https://info.health.mil/hco/j35/Pages/AD-CS-CCOSHome.aspx mailto:dha.ncr.health-opns.mbx.hco-fo@mail.mil https://jts.amedd.army.mil/ mailto:dha.ncr.health-opns.mbx.hco-fo@mail.mil https://info.health.mil/sites/medlog mailto:dha.ncr.health-opns.mbx.hco-fo@mail.mil https://info.health.mil/hco/AFMES/SitePages/Home.aspx

Version 1.2 – 5/28/2021 DHA Welcome Packet 14 organization. We call this MHS Transformation, and it includes organizational structure changes and performance improvements as part of health care reforms.

Standardizing business processes offers new opportunities for the MHS enterprise to improve health services while creating a seamless, valuable experience for patients. Changes may reshape the military health care services footprint; reduce uniformed medical personnel staffing in some military hospitals or clinics; and, introduce modern information technology tools – among other developments to come.

Military medical personnel reductions reflect the Department of Defense requirement to deliver on our National Defense Strategy. Gradually reducing the military medical staff began in Fiscal Year 2020 and will continue. Some reductions are taking place through attrition by not filling job vacancies. To the greatest extent possible, all personnel will receive advanced notice of any changes along with the criteria used to make decisions. Throughout the reduction period, DoD and MHS leaders across DHA and the military departments will look at any impacts on readiness or medical care and address them in their planning and dialogue with Congress.

When it comes to creating stronger business practices and deploying an electronic health record, there is MHS GENESIS. In February 2017, the MHS began a five-year transition to MHS GENESIS at four locations in the Pacific Northwest. A second wave of installations launched with four additional facilities in Northern California and Idaho in September 2019. More waves are coming to more locations across the enterprise, and the program will complete a full installation in 2023.

By reducing undesired variation, the MHS will strengthen the enterprise to deliver patient access to quality health care, improve patient experience, drive value the DoD can reinvest and better support medical readiness.

For the latest MHS Transformation news and initiatives, please visit the website:

https://info.health.mil/sitepages/mhstransformation.aspx

COMPREHENSIVE ONBOARDING EXPERIENCE

The DHA Onboarding Program consists of several components:

Sponsorship Program

Onboarding In-processing checklist

Entry on Duty (EOD) for (civilian employees only)

New Employee Orientation

Website: https://info.health.mil/cos/admin/hr/pages/dhaonboarding.aspx

A. SPONSORSHIP PROGRAM

Each new employee will be assigned a sponsor prior to arrival to guide new employees during the first 30-60 days of employment. Sponsors are identified by the new employee supervisor.

New employees will be provided their sponsor’s contact information prior to arrival. Sponsors will meet and greet new employees on their first day, provide them their checklist, give a tour of https://info.health.mil/SitePages/MHSTransformation.aspx https://info.health.mil/cos/admin/hr/Pages/DHAOnboarding.aspx

Version 1.2 – 5/28/2021 DHA Welcome Packet 15 the facilities and facilitate key introductions. Sponsorship program is for all employees: civilian, military and contractors.

Point of Contact: Ms. Lisa Spruiell - lisa.l.spruiell.civ@mail.mil or 703-681-7048;

Human Resources Division - 703-681-6909

B. ONBOARDING CHECKLIST

An In-processing checklist is created for each employee (Civilian, Military, and Contractor) as they join the DHA, as well as an Out-processing checklist when they leave. Checklists can be initiated centrally by the program managers (for civilians joining the organization), supervisor, sponsor, admin assistant, Military Personnel Services Division, or supporting coworker. The check list items vary depending on the employee status (Civilian, Military, Contractor, PHS, Foreign Liaison Officer, MDR/TOF), location, etc.

In-processing & realignment checklist must be completed within 30 days of a member's arrival date. Out-processing checklists are initiated by departing personnel supervisor, COR or Program Manager and must be completed prior to a member’s date of departure.

In-Processing and Out-processing Portal:

https://info.health.mil/cos/admin/hr/io/sitepages/home.aspx

Point of Contact: Ms. Lisa Spruiell – lisa.l.spruiell.civ@mail.mil or 703-681-7048;

https://info.health.mil/cos/admin/hr/pages/dhaonboarding.aspx

A. ENTRY ON DUTY (EOD)

All Civilians (not Military or Contractors) must attend Entry on Duty. It takes place the Monday morning after the start of a Federal civilian pay period (on Sunday) and covers the following topics: In-Processing, Meet the Chief of DHA Human Resources Division, Office of General Council (OGC)/Ethics, Workforce Development, Security and Facilities, Privacy and Civil Liberties Office, Government Credit Card, Army Benefits Center, Payroll, and Health IT.

Point of Contact: Human Resources Division - 703-681-6909

B. NEW EMPLOYEE ORIENTATION

All new employees (Civilian, Military and Contractors) are encouraged to attend the New Employee Orientation held every other Monday in the afternoon, after EOD.

Schedule and registration site: https://ldd.adobeconnect.com/admin/show-event-catalog

Point of Contact: Workforce Development Branch, 703-681-5360; dha.ncr.j-1-8.mbx.hrd-wfd-branch-customer-satisfaction1@mail.mil mailto:lisa.l.spruiell.civ@mail.mil https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx mailto:lisa.l.spruiell.civ@mail.mil https://info.health.mil/cos/admin/hr/Pages/DHAOnboarding.aspx https://ldd.adobeconnect.com/admin/show-event-catalog

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DHA COMMUNICATIONS

DHA Communications Division oversees all external communications/media relations, social media, 508 training, internal communications, design and much more. They serve as the agency’s public affairs office.

Website: https://info.health.mil/staff/comms/sitepages/communications.aspx

A. WEBSITES

1. Launchpad DHA utilizes a SharePoint Launchpad website as its primary internal communication space. It is constantly updated and each area within DHA has a presence on Launchpad. Only employees on the network (or using VPN) can access the Launchpad.

Launchpad URL: https://info.health.mil/

Launchpad is managed by J-6. You may contact them by clicking on the Submit Service Request at the bottom of the site in the blue ribbon.

If you have questions about the Home Page on LaunchPad or the Welcome Center, please contact DHA Communications at: dha.ncr.comm.mbx.dha-internal-communications@mail.mil; 703-681-1770.

2. External Website DHA’s external website is: https://www.health.mil/ It contains high-level information intended to communicate outside of the agency and is not used to store any internal documents.

3. TRICARE.mil DHA also manages the TRICARE website that provides information for beneficiaries:

https://tricare.mil.

4. MilSuite Various teams within DHA also utilize MilSuite for internal and external collaboration. The websites for various groups can be obtained by contacting the teams directly.

MilSuite site with information about the NDAA2017:

https://www.milsuite.mil/book/groups/reform-of-the-mhs-ndaa2017/overview

INFRASTRUCTURE

A. SECURITY

Enterprise Security, Threat Management Branch (ESTM) falls under Infrastructure Support Division under J-1. ESTM is responsible for providing Security and Safety programs to DHA https://info.health.mil/staff/comms/SitePages/Communications.aspx https://info.health.mil/ mailto:dha.ncr.comm.mbx.dha-internal-communications@mail.mil mailto:dha.ncr.comm.mbx.dha-internal-communications@mail.mil https://www.health.mil/ https://tricare.mil/ https://www.milsuite.mil/book/groups/reform-of-the-mhs-ndaa2017/overview

Version 1.2 – 5/28/2021 DHA Welcome Packet 17 personnel in the workplace. The Mission of the ESTM Branch is to develop and implement a standard level of protection across the Military Health System.

Important ESTM Contacts:

Enterprise Security Branch dha.estms@mail.mil

(703) 681-6777

- General Security Questions

Personnel Security dha.psb@mail.mil

(703) 275-6038

- Background Investigation Questions

- E-QIP

Notice of Incoming Personnel dha.nip@mail.mil For HR and Personnel Security Managers Counter Insider Threat dha.insider-threat@mail.mil Suspicious Activity Reporting

Physical Security dha.physec@mail.mil

- Access Control System Service Requests

- Keys and Access Media (Not CACs)

- Pentagon Access

Foreign Travel and Visitors dha.ftv@mail.mil

(703) 681-9538

- Foreign Travel Notification Form

- Foreign Travel Debriefing Form

- Notification of Foreign Visitors

Special Security Office dha.sso@mail.mil

(703) 681-7243

- General Questions - Classified Spaces

- VARs for Classified Spaces

- DD254 for Classified Contracts

DHHQ Badging Office dha.rapids@mail.mil

(703) 681-5744

- General Questions - Badging Office

- PMP Requests

- PFAC Requests

- Lost CAC Requests

- CAC PIN Reset

TASS

dha.tass@mail.mil

- FSO CAC Processing Inquiries

- DHA Form 33

- HA Form 8

- DHA Change User Form

DD2875s dha.dd2875@mail.mil

- System Access Authorization Requests

DHA Security: https://info.health.mil/cos/admin/ma/pages/home.aspx

DHHQ Security: https://info.health.mil/cos/admin/dhhq/sitepages/dhhq%20security.aspx

B. SAFETY

The Safety Office Branch falls under Infrastructure Support Division under J-1. The Safety Office is responsible for providing reasonable assurance that DHA personnel and its safety processes within their area of operations are compliant with federal statutes, standards, policies, and other requirements for safety. This includes ensuring that DHA personnel are protected from accidental death, injury, or occupational illness, equipment and facilities are protected from preventable harm or damage, and applying risk management strategies to eliminate occupational injury or illness and loss of mission capability and resources.

mailto:Dha.estms@mail.mil mailto:Dha.psb@mail.mil mailto:Dha.nip@mail.mil mailto:Dha.insider-threat@mail.mil mailto:Dha.physec@mail.mil mailto:Dha.ftv@mail.mil mailto:Dha.sso@mail.mil mailto:Dha.rapids@mail.mil mailto:Dha.tass@mail.mil mailto:Dha.dd2875@mail.mil https://info.health.mil/cos/admin/ma/Pages/Home.aspx https://info.health.mil/cos/admin/DHHQ/SitePages/DHHQ%20Security.aspx

Version 1.2 – 5/28/2021 DHA Welcome Packet 18

Safety Office website: https://info.health.mil/cos/admin/safety/pages/home.aspx

The Safety in-processing and out-processing safety requirements are included in the

DHA in-processing and out-processing portal website:

https://info.health.mil/cos/admin/hr/io/sitepages/home.aspx

Occupational safety work related injuries will be immediately reported to your supervisor.

Supervisors will notify DHA Safety at the website: dha.safety@mail.mil. The DHA Safety

Automated System will be used to document these injuries.

Report unsafe or unhealthful working conditions using DHA Form 171, DHA Hazard

Report Form, and forward to the DHA Safety Office. Employees have the right to submit the hazard report anonymously and/or have their name protected if the person making a report does not want his or her name revealed.

DHA Form 171 available at: https://info.health.mil/cos/admin/dha_forms_ management/dha_forms1/dha%20171.pdf

Report mishaps to your supervisors using DHA Form 172. DHA Form 172 is available at:

https://info.health.mil/cos/admin/dha_forms_management

/dha_forms1/dha%20172.pdf

The DHA Occupational Safety and Health Protection for Employees poster, contains your rights and responsibilities under OSHA. DHA OSHA Poster is available at:

https://info.health.mil /cos/admin/safety/documents/ dha%20osha %20poster.pdf

DD Form 2977, Deliberate Risk Assessment Worksheet applies risk management strategies to eliminate occupational injury or illness and loss of mission capability and resources. DD Form 2977, Deliberate Risk Assessment Worksheet is available at:

https://ww.esd.whs.mil/directives/forms/

Safety Training:

Employee safety training is an annual training requirement at: https://jkosupport.

jten.mil/atlas2/page/desktop/desktophome.jsf. Search in JKO for Course # US323 or by course name "DHA Employee Safety Course”.

Supervisor safety training is a one time required training available at: TBD – reach out to

Safety team.

Point of Contact: dha.safety@mail.mil

C. BUILDING ACCESS

If you are headquartered at DHHQ, your government supervisor or Contracting Officer Representative (COR) must complete a Privilege Management Program (PMP) Request Form https://info.health.mil/cos/admin/safety/Pages/home.aspx https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx mailto:dha.safety@mail.mil https://info.health.mil/cos/admin/DHA_Forms_Management/DHA_Forms1/DHA%20171.pdf https://info.health.mil/cos/admin/DHA_Forms_Management/DHA_Forms1/DHA%20171.pdf https://info.health.mil/cos/admin/DHA_Forms_Management/DHA_Forms1/DHA%20172.pdf https://info.health.mil/cos/admin/DHA_Forms_Management/DHA_Forms1/DHA%20172.pdf https://ww.esd.whs.mil/Directives/forms/ https://jkosupport.jten.mil/Atlas2/page/desktop/DesktopHome.jsf https://jkosupport.jten.mil/Atlas2/page/desktop/DesktopHome.jsf mailto:dha.safety@mail.mil

Version 1.2 – 5/28/2021 DHA Welcome Packet 19 in order for you to access the DHHQ perimeter and interior space. Additional privileges must be requested to access controlled space.

Form: https://info.health.mil/cos/admin/ma/it/documents/forms/allitems.aspx

Other Physical Security forms:

https://info.health.mil/cos/admin/ma/it/documents/forms/allitems.aspx

Point of Contact: dha.rapids@mail.mil; (703) 681-5744

D. VISITOR BUILDING ACCESS – DHHQ

1. Visitor Management System (VMS) In order for visitors to access the DHHQ building, a VMS request needs to be put in and approved by the VMS administrators prior to visit. Visitors will not be allowed to access the building without the prior approval.

A DHA employee will initiate the request in the VMS portal (URL below) several days before the visit. The visitor will receive a system generated email with follow-up instructions to complete in the system. Once all of the information is collected and submitted to VMS, it will be reviewed by system administrators. The visitor will receive a determination (approval/denial) notification once the information is reviewed.

VMS Website: https://visitorsponsor.pfpa.mil

2. Visitor Parking - DHHQ If the visitor is driving to DHHQ and requires a parking pass, a parking permit must be requested from the parking office, a minimum of 48 hour prior to the visit. The parking pass must be requested after the VMS process is completed. Once the parking request is approved, parking official will email the requestor a parking pass, a map and instructions for accessing the campus.

Parking Request Form:

https://info.health.mil/cos/admin/dhhq/sitepages/parking%20office.aspx

Email form to: dhadhhqparkingvisitorrequest@mail.mil

DHHQ Visitor & Parking Office

Phone: (703) 681-9532 or (703) 681-8707

Email: dhadhhqparkingvisitorrequest@mail.mil

E. TRANSPORTATION AND PARKING

1. Transportation – DHHQ DHHQ Parking and Transportation website contains information about parking, shuttle service and schedule, mass transit and rideshare.

Website:

https://info.health.mil/cos/admin/dhhq/sitepages/transportation%20and%20parking.aspx https://info.health.mil/cos/admin/ma/IT/Documents/Forms/AllItems.aspx https://info.health.mil/cos/admin/ma/IT/Documents/Forms/AllItems.aspx mailto:Dha.rapids@mail.mil https://visitorsponsor.pfpa.mil/ https://info.health.mil/cos/admin/DHHQ/SitePages/Parking%20Office.aspx https://info.health.mil/cos/admin/DHHQ/SitePages/Transportation%20and%20Parking.aspx

Version 1.2 – 5/28/2021 DHA Welcome Packet 20

This page also contains information about car request services (cab, Uber, etc.), as well as bicycling, motorcycle parking, overnight parking and information about vehicle inspections:

https://info.health.mil/cos/admin/dhhq/sitepages/parking%20office.aspx

Parking and Transportation points of contact:

Hours of Operation: 0700-1600; Email requests after 1600 will be addressed the following business day.

Parking Office Location: 1SW411 Contact: (703) 681-9532 or (703) 681-8707;

Email: dhadhhqparkingvisitorrequest@mail.mil

2. Parking - DHHQ The DHHQ is currently enforcing an open parking policy. Open parking is available to all DHHQ personnel who hold a valid parking pass or placard. Rules established during the Open Parking Pilot remain; anyone who parks in marked spaces such as Handicapped, Reserved, or Visitor, without proper authorization, will be ticketed and risk losing their parking privileges. You must use your CAC to access the DHHQ Campus and display a valid parking placard/pass at ALL times.

Employees with permanent work location at DHHQ may request a permanent parking placard.

To request a parking placard, visit the below website and fill out the DHHQ Reservation Parking Permit Application.

DHHQ Parking Website:

https://info.health.mil/cos/admin/dhhq/sitepages/parking%20office.aspx

Same contact information as above for Parking.

F. CAC/BADGING OFFICE

1. CAC/Badging Office – DHHQ All DHA employees will have a Common Access Card (CAC) in order to access the building, the network, etc. Your supervisors/sponsor will guide you through the CAC process.

Once your approvals are completed, you will need to obtain a CAC by visiting a Real-Time Automated Personnel Identification System (RAPIDS) center. Your nearest ID card issuing facility can be found by using the RAPIDS Site Locator at http://www.dmdc.osd.mil/rsl/. Once you have located your nearest Site, if the Site accepts appointments, the Site's web page should include a link to an appointment scheduler. If a link for the scheduler cannot be located, please contact the Site using the contact phone number provided on the web page for assistance.

RAPIDS Appointment Scheduler: https://rapids-appointments.dmdc.osd.mil/appointment/building.aspx?buildingid=592 http://www.dmdc.osd.mil/rsl/ https://rapids-appointments.dmdc.osd.mil/appointment/building.aspx?BuildingId=592 https://rapids-appointments.dmdc.osd.mil/appointment/building.aspx?BuildingId=592

Version 1.2 – 5/28/2021 DHA Welcome Packet 21

ESTM&S Website with CAC info and Frequently Asked Questions (FAQs):

https://info.health.mil/cos/admin/ma/pages/home.aspx

DHHQ CAC/Badge Office contact information: dha.rapids@mail.mil; 703-681-5744;

1SW325

G. MASS ALERT NOTIFICATION

DHA utilizes an emergency alert and mass notification system Send Word Now. To sign up, fill out the form listed below and submit to the provided email. Once the form is processed you will receive a one-time use link for you to update your information in the system. Do not share this URL with anyone!

Periodically, DHA administrators will send out alerts to your provided methods (email, phone) such as, inclement weather alerts, building closures, and area/building emergencies.

Form: https://info.health.mil/cos/admin/infrasup/siteassets/lists/resources/editform/ha-dha%20send%20word%20now%20slides%20- %20self%20update%20november%202020.pdf

Email: dhasendwordnow@mail.mil

Additional information about Mass Alert Notification system:

https://info.health.mil/cos/admin/infrasup/pages/isd.aspx

TELECOMMUNICATIONS, IT SUPPORT AND COMMUNICATION

TOOLS

DHA Global Support Center for the MHS Enterprise to include all MTFs: (800) 600-9332 Global Service Center Portal: https://gsc.health.mil/ Global Service Center E-mail: dha.itcallcenter@mail.mil

A. TELECOMMUNICATIONS

The Telecommunication Branch under Information Operations (within J-6) is the group that handles questions about telecommunications, wireless devices (iPhone, iPads, MiFi Devices), and multi-functional devices (copiers, printers, fax, etc.).

Telecom mailbox: dha.telecommunications@mail.mil Wireless mailbox: dha.wireless-devices@mail.mil Copier mailbox: dha.copy-management@mail.mil

B. IT SUPPORT

Desktop, Laptop and Network access is managed by the End User Support Services under the J-6/Information Operations.

https://info.health.mil/cos/admin/ma/Pages/Home.aspx mailto:Dha.rapids@mail.mil https://info.health.mil/cos/admin/infrasup/SiteAssets/Lists/Resources/EditForm/HA-DHA%20Send%20Word%20Now%20Slides%20-%20Self%20Update%20November%202020.pdf https://info.health.mil/cos/admin/infrasup/SiteAssets/Lists/Resources/EditForm/HA-DHA%20Send%20Word%20Now%20Slides%20-%20Self%20Update%20November%202020.pdf https://info.health.mil/cos/admin/infrasup/SiteAssets/Lists/Resources/EditForm/HA-DHA%20Send%20Word%20Now%20Slides%20-%20Self%20Update%20November%202020.pdf mailto:DHASendWordNow@mail.mil https://info.health.mil/cos/admin/infrasup/Pages/ISD.aspx https://gsc.health.mil/ mailto:DHA.ITCallCenter@mail.mil mailto:dha.telecommunications@mail.mil mailto:dha.wireless-devices@mail.mil

Version 1.2 – 5/28/2021 DHA Welcome Packet 22

Prior to obtaining access to the network, all employees will need to complete the Cyber Awareness Challenge, found under Mandatory Training section within this book. Your sponsor or supervisor will guide you through the request forms to obtain a laptop.

DHA Global Service Center Phone1-800-600-9332 Email: dhagsc@mail.mil WEBSITE: https://gsc.health.mil

IT Call Center Phone: 703-681-9411 Email: dha.itcallcenter@mail.mil

C. COMMUNICATION TOOLS

DHA utilizes various communication tools, below are a few enterprise-wide systems.

1. MS Teams (replaced with for DoD365) Note: MS Teams will be decommission 15 June 2021

CVR Teams is a chat and collaboration platform with document sharing, video calling, and many more useful features for business communications. Having an engaging Team space is helpful for being able to make creative decisions and communicate with your colleagues.

Access this link in Chrome with your authentication certification:

https://disa.deps.mil/ext/cop/gsd/cvr/index.html#/ Go through the steps to enable your account.

For assistance, contact DHA Global Service Center, 1-800-600-9332, Email:

dhagsc@mail.mil WEBSITE: https://gsc.health.mil

2. Defense Collaboration Services (DCS) DCS is a widely used communication tool (chat, video, etc.) throughout the federal government.

It requires a CAC to start/enter a meeting. DCS is hosted by DISA.

DCA websites: https://conference.apps.mil/ and https://chat.apps.mil

If you have additional questions about DCS, please contact DCS POCs, email or phone number listed here: https://disa.mil/enterprise-services/applications/defense-collaboration-services; Phone: 844-347-2457.

3. Video Telecommunications (VTC) For point-to-point connections between various DHA and MTFs, DHA utilizes VTC. VTC can only be utilized in conference rooms that have the proper equipment.

To request a VTC connection for a meeting or event, use the form found here:

mailto:DHA.ITCallCenter@mail.mil https://disa.deps.mil/ext/cop/gsd/cvr/index.html%23/ https://conference.apps.mil/ https://chat.apps.mil/ https://disa.mil/Enterprise-Services/Applications/Defense-Collaboration-Services https://disa.mil/Enterprise-Services/Applications/Defense-Collaboration-Services

Version 1.2 – 5/28/2021 DHA Welcome Packet 23 https://info.health.mil/cos/admin/dhhq/sitepages/pavilion%20and%20conference%20roo ms.aspx

Point of Contact: dha.vtcrequest@mail.mil; 703-681-5226

4. DHA Audio To request an audio line for a meeting, fill out and submit an audio request form to the DHA Audio inbox.

Form can be found here:

https://info.health.mil/cos/admin/dhhq/sitepages/pavilion%20and%20conference%20roo ms.aspx

Point of Contact: dhaaudio@mail.mil

ADMINISTRATIVE SERVICES AND HUMAN RESOURCES

A. USEFUL/RESOURCE LINKS

Timesheet system - Automated Time and Attendance Production System (ATAAPS):

https://ataaps.csd.disa.mil/index3.htm?d

MyPay - https://mypay.dfas.mil/

Telework – https://telework.gov

- Additional Information: https://info.health.mil/cos/admin/infrasup/pages/isd.aspx

Civilian Human Resources Agency (CHRA):

https://portal.chra.army.mil/hr_public/?id=chra_pub

Army Benefits Center – Civilian: https://portal.chra.army.mil/abc

DCPDS/MyBiz Portal Page: https://compo.dcpds.cpms.osd.mil/

CHRTAS: https://portal.chra.army.mil/abc

Joint Knowledge Online (JKO): https://jkodirect.jten.mil/

How to update online personal contact info (see section with various links):

https://info.health.mil/sitepages/welcomecenter.aspx

Defense Performance Management & Appraisal Program (DPMAP):

https://info.health.mil/cos/admin/hr/sitepages/dpmap.aspx

Civilian Human Resources Training Application System (CHRTAS):

https://www.atrrs.army.mil/chrtas/ https://info.health.mil/cos/admin/DHHQ/SitePages/Pavilion%20and%20Conference%20Rooms.aspx https://info.health.mil/cos/admin/DHHQ/SitePages/Pavilion%20and%20Conference%20Rooms.aspx https://info.health.mil/cos/admin/DHHQ/SitePages/Pavilion%20and%20Conference%20Rooms.aspx https://info.health.mil/cos/admin/DHHQ/SitePages/Pavilion%20and%20Conference%20Rooms.aspx mailto:DHAaudio@mail.mil…