Industry Team Partnering for National Security JPAS Updates 9 JULY

Industry Team Partnering for National Security JPAS Updates 9 JULY 2014 STEVE BURKE 1

Industry Team Partnering for National Security The JPAS Industry Team DoD CAF Consolidation Where is JPAS Going? – DISS – CATS Portal Where is JPAS Now – Call Center Transition – PSMO-I – JPAS Reports – PR Timeline – Break in Access vs. Break in Service – Policy Updates – JPAS Printouts – Data Correction Additional Resources Keys To Success 2

DSS/Industry Team Working Group Partnering for National Security The JPAS Industry Team (est. 2004) Renita “Toni” MacDonald (Boeing) Tanya Elliott (Analyst Warehouse) Quinton Wilkes (L-3 Communications) Steven Burke (Lockheed Martin) Rene Haley (Northrop Grumman) Susie Bryant (Raytheon) Carla Peters-Carr (Northrop Grumman) Shala Romandelvalle (BAE Systems) 3 Sheila Garland (Ball Corporation)

Industry Team Partnering for National Security DoD CAF Consolidation Defense Adjudication Activities Facility WHS CAF Joint Staff CAF DISCO DOHA Adj Air Force CAF Army CCF Navy CAF Note: DoD CAF Consolidation does not include: DIA, NGA, NRO, NSA, or DOHA-AJ 4

Industry Team Partnering for National Security Where is JPAS going? Away! JPAS 5

Industry Team Partnering for National Security JPAS Present and Future JPAS Today JPAS Future Joint Adjudication Management System (JAMS) Joint Clearance Access Verification System (JCAVS) Joint Personnel Adjudication System (JPAS) Case Adjudication Tracking System (CATS) Joint Verification System (JVS) Defense Information Systems Security (DISS) JVS is the system that will replace JPAS (Scheduled for 2016) 6

Industry Team Partnering for National Security CATS Portal Case Adjudication Tracking System CATS– to adjudicate electronic investigations – – – – Faster and easier communication between Security Managers , FSOs and DSS/CATS Will be able to upload and forward electronic documents (.PDF) to the new DSS PSMO Classified Non-Disclosure Agreements (SF-312) Incident Reports and supporting documentation Other DISS PMO conducted demonstrations in December and January User Login SMO creation, access, management Subject record detail Incident creation and update Manage CAF requests (Former RRU process) Version 4 will retool and restructure the adjudication process Incorporates HSDP-12 determinations Clean Secret cases will be e-Adjudicated Non e-Adjudicated will route for human adjudication 7

Industry Team Partnering for National Security Where is JPAS now? 8

Industry Team Partnering for National Security Call Center Transition JPAS, SWFT, DCII, and non-Industry e-QIP call center functions have transitioned from the DSS Call Center to the DMDC Contact Center DSS Call Center: DMDC Contact Center: Contact Information – – – – – 1-888-282-7682 [email protected] Menu Options: 1 – STEPP/ISFD/Industry ONLY e-QIP Account Lockout or Password Reset 2 – Personnel Security or Facility Clearance Inquiry 4 – e-QIP 5– STEPP 6 – ISFD 8 – General Inquiry / Call Center Contact Information Click here for the DSS SAR Contact Information 1-800-467-5526 [email protected] [email protected] Menu Options: 1 – JPAS 2 – e-QIP (Non-Industry) 3 – SWFT 4 – DCII 5 – Personnel Security Inquiry 6 – General Inquiry / Contact Center Information Click here for the DMDC PSSAR 9

Industry Team Partnering for National Security Personnel Security Management Office for Industry (PSMO-I) Personn el Clearan ce Processi ng Customer Support Non-disclosure Agreement (SF312) NISP Rqmts Clearance System Records Data Management Overdue PRs e-QIP submissions e-Fingerprints centralized communication efficiency increased visibility systematic vision collaborative effort PSM O-I timeliness streamlined processes Liaison to DoD CAF PCL Oversig ht Interim Clearances PCL Eligibility/Access Interim Suspens ion Incident Report Oversight 10

Industry Team Partnering for National Security DSS PSMO-I Update Research, Recertify, and Upgrade Actions (RRU) – Research Research requests will be forwarded to the PSMO-I for action regarding any front end submission process concerning Interim eligibilities, overdue PR notifications and SF 312 processing. They can also be submitted for any official requests for information by the PSMO-I. – Recertify/Upgrade Recertify requests will be used by the DoD CAF to assist in any adjudicative action, issues or responding to official requests for information by the DoD CAF. When requesting the reciprocity of eligibility please submit an Upgrade Request to the DOD CAF-Industry Division. 11

Industry Team Partnering for National Security JPAS Reports Changed with JPAS Release 5.4.0 – – Removed Low Usage Reports Changed formatting of reports exported to .CSV files The current formatting issue when exporting reports to Comma Separated Value (CSV) format will be corrected in a deployment to be released on 19 July, and users will then be able to generate CSV reports that adhere to the previous format. Additionally, three of the most used reports will be converted to the new format by 2 July to include: PSMnet, Overdue PR, and Personnel reports 12

Industry Team Partnering for National Security Industry Guidance on Submitting Periodic Reinvestigations Effective April 10, 2014, the Defense Security Service (DSS), Personnel Security Management Office for Industry (PSMO-I) will accept requests for periodic reinvestigations that are within 90 days of the investigation anniversary date. This is a change from the current 30 day timeframe and reinstates the previous 90 day submission window Please see the following site for additional information: http:// www.dss.mil/psmo-i/indus psmo-i updates.html NOTE: In the near future DMDC will be working with the PSMO-I to send communications regarding any past due Periodic Reinvestigations 13

Industry Team Partnering for National Security Break in Access vs. Break in Employment Break in access is the point when a cleared employee no longer has a requirement to have access to classified information. If an employee no longer has a requirement to access classified information, remains employed by the contractor, and there is a “reasonable” expectation that the employee will require access to classified information again in the future then complete the following actions in JPAS: – – “Debrief” the employee from access Maintain an owning relationship of the employee’s eligibility record in the JPAS Personnel Security Management Network (PSM Net) until a separation action is necessary The contractor should debrief the employee. If the employee is no longer in your PSM-Net, then the contractor should not submit a request for a PR and is not required to provide refresher training to the employee. The contractor should continue to submit adverse information reports in accordance with NISPOM 1-302a (and the clarifying guidance in Industrial Security Letter 2011-04) by using the “Report Incident” feature in JPAS for any employee eligible for access to classified information, regardless of whether the employee currently has access to classified information. 14

Industry Team Partnering for National Security Break in Access vs. Break in Employment If the employee no longer has a requirement to access classified information, remains employed, and there is “no reasonable” expectation that the employee will require access again while employed by the company, then complete the following actions in JPAS: – – – “Debrief” the employee from access Add a separation date to the record Out-process the employee’s eligibility record from the PSM Net The contractor should debrief the employee. If the employee is no longer in the contractor’s PSM-Net, then the contractor should not submit a request for a PR and is not required to provide refresher training to the employee. The contractor should continue to submit adverse information reports in accordance with NISPOM 1-302a (and the clarifying guidance in Industrial Security Letter 2011-04) by using the “Report Incident” feature in JPAS for any employee eligible for access to classified information, regardless of whether the employee currently has access to classified information. 15

Industry Team Partnering for National Security Break in Access vs. Break in Employment Break in employment is the point when a cleared contractor terminates the employment of an employee with eligibility for access to classified information regardless of the reason for the termination, and regardless of whether the termination was initiated by the company, the employee (e.g., by resignation), or by mutual agreement of the company and the employee. When a contractor terminates the employment of an employee who is eligible for access to classified information at the time of termination, the contractor must complete the following actions in JPAS: – – – “Debrief” the employee from access (Note: this is the verbiage in JPAS for removing access) Add a separation date to the record Out-process the employee’s eligibility record from the PSM Net The contractor should debrief the employee prior to departure from the company. When an employee who previously was eligible for access to classified information has had a break in employment greater than 24 months, the employee cannot be granted access to classified information until the employee has undergone a new (initial) investigation, regardless of the recency of any prior personnel security investigation. 16

Industry Team Partnering for National Security Policy Updates Use of PKI Certificates – Please note that it is wrongful to willingly use another individual's PKI certificate for authentication/logon to JPAS as the certificate is the digital representation of another person's identity. This is considered to be a misuse of technology and will result in a security incident and potentially permanent debarment from having a JPAS account. Deleted JPAS Accounts – If your Account was created under a previous SMO that you previously separated from, the JPAS Account will be deleted. Please ensure your account is associated with your existing SMO. Denied, Revoked , Suspended or any other unfavorable eligibility No owning and/or servicing SMO Separated categories Inactivity of 90 days Inactive Account Deletion Policy – In order to comply with CYBERCOM TASKORD 13-0641, JPAS/SWFT/DCII will be decreasing the inactive account deletion deadline from 90 days to 45. This change will not affect the current 30 day account lock due to inactivity. Users should remember to login every 30 days to prevent any interruption in access. This enhancement is currently planned17 to be implemented on 9 March 2014.

Industry Team Partnering for National Security Policy Updates Common misuses of JPAS include, but are not limited to: – – – – – – – Sharing of username, password, CAC or PIV cards and/or associated PIN numbers to access the system. Allowing non-cleared individuals to access the system. Leaving the JPAS application insecure while logged into it. Allowing others to view data on the JPAS screen that do not have the proper authorization. Providing printouts of JPAS data without proper authorization. Querying the JPAS application for ‘celebrity’ records. Querying the JPAS application for your own record. (Don’t do it!) NO Test or “Dummy” SSNs in JPAS – JPAS is a DoD System of Record, and therefore inputting test or “dummy” SSNs into the system is a violation of system policies and is STRICTLY prohibited. If you input test SSNs into JPAS, your account will be terminated and a misuse of technology incident will be recorded on your JPAS record. 18

Industry Team Partnering for National Security JPAS Printouts Military, DoD and non-DoD Civilian Users: The printing out of the JCAVS Person Summary Screen can only be utilized when a Federal Government Agency requests the printout for reciprocity or compliance purposes and JPAS access is unavailable. JCAVS Person Summary Screen cannot be utilized for law enforcement or Privacy Act purposes. This printout screen can only be used to provide proof of investigation, eligibility, and access at that single point in time at the Federal Government Agency request. Industry Users: The guidance to military, DoD and non-DoD civilian JPAS users does not apply to National Industrial Security Program (NISP) JPAS industry users regarding JCAVS Person Summary Screen Printouts. Industry users should continue to follow current National Industrial Security Program Operating Manual (NISPOM) and Industrial Security Letters (ISL) guidance. Contact Defense Security Service with any questions. All ISLs are located at http://www.dss.mil/isp/fac clear/download nispom.html. The NISPOM is located at http://www.dss.mil/documents/odaa/nispom2006-5220.pdf. 19

Industry Team Partnering for National Security JPAS Printouts Industry JPAS users should continue to follow the NISPOM and the guidance in Industrial Security Letter (ISL) 2010-01, article #5. If a Government Agency asks for a printout, please notify your DSS Industrial Security Representative so that DSS can address the issue with that agency. Contractor security functions can be accomplished without printing from JPAS. – If a visit requires access to classified information and JPAS is not available to verify the – visitor's personnel security clearance (PCL) level, a visit authorization letter may be used. Reference NISPOM paragraph 6-104b. Contractors may continue to inform employees of the status of their eligibility and access to classified information, the date of their last investigation, and consult with employees regarding their personal information in order to maintain accurate access records in JPAS in accordance with NISPOM paragraph 2-200b. As a reminder, all JCAVS printouts must be protected from unauthorized disclosure and in accordance with the requirements for privacy/sensitive information and For Official Use Only (FOUO), Privacy Act of 1974. Privacy Act requests must be made according to the JPAS SoRN Record Access procedures. 20

Industry Team Partnering for National Security JPAS Data Correction 21

Industry Team Partnering for National Security 22

Industry Team Partnering for National Security JVS System Modifications DMDC has created a JPAS Users’ Checklist for upcoming changes to JVS – – In order for the person records to be properly migrated over to JVS, the JPAS team is asking that you review the company/service persons’ names and update the records. The easiest way to find out if the Name (Last, First, Middle) does not meet the standards is to pull a JPAS report, import the data into Excel, and then perform a search on the Name fields for the invalid characters. Names: – Certain characters are not allowed in last names: – No blanks, no numbers, no periods, i.e. SMITH JR or ST GEORGE, no parenthesis, no underscores, quotes, or asterisks, suffix should be in the suffix field and not the last name field (SMITH JR) Alpha characters: A – Z, a – z and Hyphens are allowed. 23

Industry Team Partnering for National Security SMO Data Phone Numbers: – – Please ensure the SMO phone number is accurate. Example: (123)-456-1234 SMO Email Address: – All email addresses in the SMO Email Address Field need to be updated without name, phone, rank, title, or extra wording. i.e. [email protected]; [email protected] separated by semicolons (;). 24

Industry Team Partnering for National Security Additional Resources 25

Industry Team Partnering for National Security Personnel Security System Access Request (PSSAR) 26

Industry Team Partnering for National Security JPAS Account Requirements Clearance Requirements – The minimum requirement for JPAS access is Secret eligibility. Levels 2, 3 and 8 require an SSBI at minimum. Training Requirements – JCAVS / Cyber Awareness / PII Personnel Security System Access Request (PSSAR) Form – – – You must read the Account Management Policy before you can access the PSSAR. Initial accounts for Primary Account Managers - send to the DMDC Contact Center Subsequent accounts - send to appropriate JPAS Account Manager Letter Of Appointment (LOA) – Required for ALL Industry Account Managers Note: Account Managers are responsible for keeping PSSAR forms and training certificates (in case of audit or incident) 27

Industry Team Partnering for National Security JPAS Account Requirements AS A FUTURE OR CURRENT JPAS ACCOUNT HOLDER, WHAT SHOULD I DO TO GAIN ACCESS TO OR MAINTAIN MY JPAS ACCOUNT? – The Defense Manpower Data Center (DMDC) Contact Center is unable to process a Personnel Security System Access Request (PSSAR) for applicants with no Owning or Servicing relationship in JPAS. When DMDC Contact Center receives a PSSAR for an applicant who is missing the required owning or servicing relationship in JPAS but has met all other requirements, the DMDC Contact Center will send the request to the DSS Facility Clearance Branch (FCB), who will establish a temporary 30-day servicing relationship for the applicant to facilitate creation of their JPAS account. FCB will notify the Facility Security Officer (FSO) of the action taken and the facility must establish a servicing or owning relationship with that subject under their own Security Management Office (SMO) within the 30-day timeframe or the account will be deleted. 28

Industry Team Partnering for National Security This is the page to bookmark: www.dmdc.osd.mil/psawebdocs Alerts, notices, user guide resources, etc. are posted here. If unable to log in via above link, try the following link that takes you to JPAS Disclosure page: https:// jpasapp.dmdc.osd.mil/JPAS/JPAS Disclosure For Customer support you can contact: DMDC Contact Center 800-467-5526 Or: DSS Call Center 888-282-7682 29

Industry Team Partnering for National Security Channels of Communication DSS Website DMDC PSA VOI JPAS Website NCMS DSS Webinar Briefings to Industry JPAS PMO meetings E-Mail Listserv ISFD CDSE Flash JPAS SMO emails AskPSMO-I Webinar Participants 30

Industry Team Partnering for National Security JPAS Newsletter 31

Industry Team Partnering for National Security Additional Resources Contacts Email questions: [email protected] DO NOT SEND PII Email questions: [email protected] AskPSMO-I Webinars Email DMDC Contact Center Inquiries: [email protected] Join the PSMO-I for its bi-monthly webinars where we answer specific questions related to eFP Visit the DSS website for the webinar announcement and registration link Be sure to submit questions during the registration process DoD Security Services (Call) Center Inquiries: DoD Security Services Center eFP Setup & Submission FBI Product List FBI Approved Channeler List SWFT - Registration, Access and Tes ting Procedures DMDC-SWFT Homepage When submitting eFPs use: SOI: DD03 SON: 346W IPAC: DSS-IND Note: Hyperlinks only work in “Slideshow View”. Click 32 Shift F5

Industry Team Partnering for National Security Q’ s Tips A forum utilized to assist the Industrial Security community with additional guidance, training, and application for use of government databases and processes affecting industry Located in members only section on NCMS website E-mail links to Industry Team members E-mail links to ask questions re: JPAS and SWFT Hot Topics Upcoming Training NCMS Board of Directors Industrial Security Professionals Certified (ISP) Gov’t & Industry Committee Chair Industry Team Subcommittee Chair NCMS Presidential Award Winner 33

Industry Team Partnering for National Security Useful Websites DMDC: https://www.dmdc.osd.mil/psawebdocs/ JPAS Homepage: https://www.dmdc.osd.mil/psawebdocs/docPage.jsp?p JPAS DSS website: http://www.dss.mil/ DEERS website: http://tricare.mil/mybenefit/home/overview/Eligibility/DEERS/Updating SWFT: https://www.dmdc.osd.mil/psawebdocs/docPage.jsp?p SWFT ISFD: http://www.dss.mil/diss/isfd.html STEPP: http://www.dss.mil/seta/enrol/stepp.html NCMS: https://www.classmgmt.com/Home/ 34

Industry Team Partnering for National Security JPAS Industry Team Contact Information Industry Team PMOs Industry Sub Team Quinton Wilkes – Team Lead [email protected] Renita “Toni” MacDonald [email protected] Tanya Elliott [email protected] Susie Bryant [email protected] Rene Haley [email protected] SWFT Industry Sub Team Sheila Garland [email protected] Shala Roman [email protected] Steven Burke [email protected] DMDC Contact Center 800 467-5526 Carla Peters-Carr [email protected] Customer Call Center 888 282-7682 35

Industry Team Partnering for National Security Keys to Success Information Relationships Stay Engaged 36

Industry Team Partnering for National Security 37