personnel management - access commander v3.57€¦ · 15-6 personnel management access commander...

Chapter 15

Personnel Management

In This Chapter

9 Module Overview

9 Personnel Management Screens

9 Basic How To’s

9 How To’s By Tab

ContentsOverview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-5Personnel Search Screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-6

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-6Accessing Personnel Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-7Accessing Advanced Personnel Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-8

Personnel Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-10Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-10Accessing Personnel Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-10Personnel Listing Screen Color Legend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-10Personnel Listing Screen Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-11Export to Excel Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-12

Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-13Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-13Accessing Personnel Info Screen - Add New . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-16Accessing Personnel Info Screen - Update. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-16Accessing Personnel Info Screen - View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-16Personnel Info Screen Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-17Personnel Info Screen Tabs–Data Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-17

Employee Activity Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-26Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-26Accessing Employee Activity Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-26

Personnel Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-28Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-28Accessing Personnel Reports Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-29

Basic Personnel Management How To’s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-30Search Employee Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-30Add an Employee Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-33Update an Employee Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-34Delete an Employee Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-35View (Read-Only) an Employee Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-36View an Employee Record’s Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-37Change Employment Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-37Export Data for Records on the Personnel Listing Screen to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-38

Employee Tab–Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-40DOD Clearances | Collateral | NISP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-42

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-42DOD Clearance Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-42Update DoD Clearance, Collateral, or NISP Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-45Delete DoD Clearance, Collateral, or NISP Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-46View (Read-Only) DoD Clearance, Collateral, or NISP Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-47

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Duplicate a DoD Clearance, Collateral, or NISP Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-48Non-DoD Clearances | Public Trust Eligibility/Suitability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-50

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-50Non-DOD Clearance Info Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-50Add Non-DoD Clearance and Public Trust Eligibility/Suitability Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-53Update Non-DoD Clearance and Public Trust Eligibility/Suitability Information . . . . . . . . . . . . . . . . . . . . . . . . . 15-54Delete Non-DoD Clearance and Publict Trust Eligibility/Suitability Information . . . . . . . . . . . . . . . . . . . . . . . . . 15-55View (Read-Only) Non-DoD Clearance and Public Trust Eligibility/Suitability Information . . . . . . . . . . . . . . . . 15-56Duplicate a Non-DoD Clearance and Public Trust Eligibility/Suitability Record . . . . . . . . . . . . . . . . . . . . . . . . . . 15-57

Special Accesses/Caveats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-59Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-59Special Access Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-59Add Special Access and Caveat Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-61Update Special Access and Caveat Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-62Delete Special Access and Caveat Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-63View (Read-Only) Special Access and Caveat Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-64

Polygraph(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-66Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-66Poly Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-66Add Polygraph Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-67Update Polygraph Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-67Delete Polygraph Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-68View (Read-Only) Polygraph Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-69

Associated Documents - No PII . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-71Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-71Upload Personnel Associated Doc - No PII Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-71Upload an Associated Document - No PII . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-71Remove an Associated Document - No PII . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-72View (Read-Only) an Associated Document - No PII. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-73Download an Associated Document - No PII . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-73

Organization Tab – Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-75Personal Tab–Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-76Badge(s) Tab–Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-77Primary Badge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-78

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-78Add a Primary Badge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-78Update a Primary Badge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-79Delete a Primary Badge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-79View (Read-Only) a Primary Badge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-80

Additional Badge(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-81Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-81Additional Badge(s) Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-81Add an Additional Badge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-82Update an Additional Badge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-82Delete an Additional Badge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-83View (Read-Only) an Additional Badge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-84

Emergency Tab–Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-85Flag/Remarks Tab–Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-86Alert Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-87

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-87Add an Alert Flag for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-87Delete an Alert Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-88View (Read-Only) an Alert Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-89

Fingerprinting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-90Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-90Track Fingerprint Information for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-90

Assignment(s) Tab–Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-91Property(ies) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-92

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-92Property Search For Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-93Select Property(ies) to Assign screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-93

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Assign Property(ies) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-93Unassign Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-95View (Read-Only) an Employee’s Assigned Property(ies): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-95Print a Key Agreement: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-96

Active Outgoing Visits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15-97Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-97Personnel Listing–Assign to New Outgoing Visit Request Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-98Visit Request Search for Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-99Select Visit Request(s) to Assign Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-100Visit Authorization Letter (VAL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-100Assign an Employee to a New Outgoing Visit Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-100Assign an Employee to an Existing Outgoing Visit Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-102Unassign an Employee from an Outgoing Visit(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-104Delete Outgoing Visit(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-104View (Read-Only) an Employee’s Outgoing Visit(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-105Generate a Visit Authorization Letter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-105

Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-107Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-107Contract Search For Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-108Select Contract to Assign Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-108Program Access Log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-108Assign a Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-109Unassign Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-110Delete Contract(s). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-111Generate the Program Access Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-111View (Read-Only) Contract Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-112

Secured Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-113Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-113SAM Search For Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-113Select SAM to Assign screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-114Assign an Employee to a Secured Area. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-114Unassign an Employee from a Secured Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-115

Document(s) Tab–Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-116Document(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-117

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-117Document Search For Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-117Select Document(s) to Assign Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-118Classified Document Hand Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-118Assign a Document(s) to an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-118Unassign a Document(s) from an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-119Generate a Classified Document Hand Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-120

Other(s) Tab–Personnel Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-121Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-122

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-122Upload Employee Associated Doc Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-122Upload an Associated Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-122Remove an Associated Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-123View (Read-Only) an Associated Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-124Download an Associated Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-124

Courier(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-126Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-126Courier Info Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-126Add Courier(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-126Update Courier(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-127Delete Courier(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-128View (Read-Only) an Employee’s Courier(s). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-129

Notepad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-130Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-130Notepad Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-130Add a Notepad Entry for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-130Update an Employee’s Notepad Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-131Delete an Employee’s Notepad Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-132View (Read-Only) an Employee’s Notepad Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-133


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Skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-134Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-134Skill Search For Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-134Select Skill(s) to Assign screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-134Assign Skills to an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-134Unassign a Skill(s) from an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-135View (Read-Only) Skill Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-136


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OverviewThe Personnel Management module within Access Commander is used to input and maintain all personnel records.

Within this module, personnel records can be:

� Added � Updated � Deleted � Viewed � Changes from Active to Inactive status, and vice versa

The following can be assigned to and unassigned from an employee(s):

� Accesses � Documents � Property � Outgoing visit requests � Contracts � Badges � Clearances � Secured Areas � Skills � Training/conference events

The following activities associated with an employee can be tracked:

� Courier Info � Foreign Travel � Polygraphs � Fingerprinting

Additional functionality includes:

� Notepad � Alert Flag with message � Preformatted reports � Associated documents, both including and not including Personally Identifying Information

(PII) � Importing an employee’s picture and/or signature � Exporting Personnel Listing screen record data to Excel

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Personnel Search Screens

Overview

The Personnel Search screen contains the fields that can be filled in and/or selected as search criteria. This allows you to narrow down the search for a specific employee record, or group of employee records.

Figure 15-1 . The Personnel Search screen .

In the Personnel Management module, there is an additional search screen, the Advanced Personnel Search screen. In addition to the fields that display on the Personnel Search screen, the following display when you click the Advanced Search button:

� Additional fields in the Personnel section: Manager Last Name, Manager First Name, Group, Location

� Clearance section � Special Access section � Poly section � Primary Badge section � Agency Badge(s) section � Contract section � Conference section � Outgoing VAL section � IS/Property/Safe section � Foreign Travel Info section

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� Skill section

Figure 15-2 . The Advanced Personnel Search screen .

Accessing Personnel Search Screen

Depending on where you are in Access Commander, there are four ways to access the Personnel Search screen:

� Main Menu screen, Personnel Management icon � Main Menu screen, Personnel Management icon, Search option � Personnel Listing or Personnel Info screen, Search link � Main Menu link, Personnel Management option

To use the Personnel Management icon:

1. Access the Main Menu screen.



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2. Click the Personnel Management icon. The Personnel Search screen displays.

To use the Search option:


2. Place the cursor on the Personnel Management icon.The Personnel Management pop-up menu displays.

3. Click the Search option. The Personnel Search screen displays.

To use the Search link: 1. Access the Personnel Listing or Personnel Info screen.

2. Click the Search link.The Personnel Search screen displays.

To use the Main Menu link:1. Place the cursor on the Main Menu link.

The options display.

2. Click the Personnel Management option.The Personnel Search screen displays.

For more information about searching, see Searching in Chapter 3.

Accessing Advanced Personnel Search Screen

Depending on where you are in Access Commander, there are four ways to access the Advanced Personnel Search screen:

� Main Menu screen, Personnel Management icon, Advanced Search option � Personnel Listing or Personnel Info screen, Search link, Advanced Search button on the

Personnel Search screen

To use the Advanced Search option:



3. Click the Advanced Search option. The Advanced Personnel Search screen displays.

To use the Search link: 1. Access the Personnel Listing or Personnel Info screen.

2. Click the Search link.



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The Personnel Search screen displays.

3. Click the Advanced Search button.The Advanced Personnel Search screen displays.


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Personnel Listing Screen

Overview

The Personnel Listing screen:

� Displays the results of your search on the Personnel Search or Advanced Personnel Search screen. Records are displayed in table format. The columns in the table display key data for each record (e.g., Facility Code, Name, Organization).

Figure 15-3 . The Personnel Listing screen .

Accessing Personnel Listing Screen

To access the Personnel Listing screen:

� Personnel Search, or Advanced Personnel Search screen, Find button

To use the Find button:1. Access the Personnel Search or Advanced Personnel Search screen.

2. Enter search criteria to narrow down the search for the specific employee record, or group of employee records.

3. Click the Find button.The Personnel Listing screen displays with the results of your search.If no records are found matching the entered search criteria, a blank Personnel Listing screen displays.

Personnel Listing Screen Color Legend

The Color Legend on the Personnel Listing screen, as shown in Figure 15-19, distinguishes the status



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of employees using different colors. Table 15-1 lists and describes the statuses included in the legend.

Figure 15-4 . The Personnel Listing screen Color Legend .

Table 15-1 . The Personnel Listing screen color legend .

Color Screen Description Explanation

RED An alert message was set for this person This record will display in red and a pop-up window with a message, if entered, displays when the record is selected, viewed, updated, or deleted.

GRAY Inactive The employment status for the record has been set to Inactive.

BLACK Selected record (a checkmark displays in the record’s checkbox)

This record will display in black when selected using the checkbox.

Personnel Listing Screen Commands

Six commands are available on the Personnel Listing screen. The Commands link does not display until at least one employee record is selected.

Whether or not a command displays depends on both the:

� Status of a selected employee (Active or InActive), and � User’s permissions.

Figure 15-5 . The commands on the Personnel Listing screen .

Table 15-2 lists and describes the commands.

Table 15-2 . The commands on the Personnel Listing screen .Command Screen Accessed Use the command to

Assign to Conference/Training

Conference Search for Assignment assign two or more employees to a conference or training.

Assign to a Contract Contract Search for Assignment assign two or more employees to a contract.

Assign to IS IS Search for Assignment assign two or more employees to an IS.



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Command Screen Accessed Use the command toAssign to Property/Safe Property Search for Assignment assign two or more employees to a property or safe.

Assign to Existing Incoming Visit Request

Visit Request Search for Assignment assign two or more employees to an existing incoming visit.

Assign to New Incoming Visit Request

Personnel Listing–Assign to New Incoming Visit Request

assign two or more employees to a new visit request.

Export to Excel Link

The Export to Excel link on the Personnel Listing screen allows you to export the data for the records displaying on the page(s) of the Listing screen to an Excel spreadsheet.

Refer to Export Record Data to Excel in the How To’s section for more information.

Figure 15-6 . The Export to Excel link .


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Personnel Info Screen

Overview

The Personnel Info screen is used to:

� Add new employee records to the system when in Add New mode � Modify existing employee records when in Update mode � View existing employee records when in View (read-only) mode

Figure 15-7 . The Personnel Info screen in Add New mode .

When in Add New mode, the Personnel Info screen displays the Add and Cancel buttons, and has the following tabs, as shown in Figure 15-7:

� Employee � Organization � Personal � Badge(s) � Emergency � Flag/Remarks


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Figure 15-8 . The Personnel Info screen in Update mode .

When in Update mode, the Personnel Info screen displays the Update and Cancel buttons, and has the following tabs, as shown in Figure 15-8:

� Employee � Organization � Personal � Badge(s) � Emergency � Flag/Remarks � Assignment(s) (does not display in Add New mode) � Document(s) (does not display in Add New mode) � Other(s) (does not display in Add New mode)



Also, the following sections display on the Employee tab, which did not display in Add New mode:

� DOD Clearances | Collateral | NISP � Non-DOD Clearance | Public Trust Eligibility/Suitability � Special Accesses/Caveats � Polygraphs � Associated Doc(s) - (No PI Info.)

Figure 15-9 . The Personnel Info screen in View mode .

When in View mode, the Personnel Info screen displays the Exit button and all fields are read-only, as shown in Figure 15-9.



Accessing Personnel Info Screen - Add New

Depending on where you are in Access Commander, there are two ways to access the Personnel Info screen in Add New mode:

� Main Menu screen, Personnel Management icon, Add New option � Personnel Search, Advanced Personnel Search or Personnel Listing screen, Add New link

To use the Add New option: 1. Access the Main Menu screen.

2. Place the cursor on the Personnel Management icon.A pop-up menu displays

3. Click the Add New option.The Personnel Info screen, Employee tab, displays in Add New mode.

To use the Add New link: 1. Access the Personnel Search, Advanced Personnel Search or Personnel Listing screen.

2. Click the Add New link.The Personnel Info screen, Employee tab, displays in Add New mode.

Accessing Personnel Info Screen - Update

To access the Personnel Info screen in Update mode:

� Personnel Listing screen, Update button

To use the Update button: 1. Access the Personnel Search or Advanced Personnel Search screen.

2. Enter the search criteria.

3. Click the Find button.The Personnel Listing screen displays with the results of your search.

9 If no records are found matching the entered search criteria, a blank Personnel Listing screen displays. If this is the case, click the Search link and search again.

4. Click the Update button in the column next to the employee’s name.The Personnel Info screen, Employee tab, displays in Update mode.

Accessing Personnel Info Screen - View

To access the Personnel Info screen in View mode:

� Personnel Listing screen, View button



To use the View button: 1. Access the Personnel Search or Advanced Personnel Search screen.


3. Click the Find button.The Personnel Listing screen displays with the results of your search.

9 If no records are found matching the entered search criteria, a blank Personnel Listing screen displays. If this is the case, click the Search link and search again.

4. Click the View button in the column next to the employee’s name.The Personnel Info screen, Employee tab, displays in View (read-only) mode.

Personnel Info Screen Command

There is one command on the Personnel Info screen.

Table 15-3 . Command on the Personnel Info screen .

Command Screen Accessed Use the command toBack to Personnel Listing Personnel Listing return to the Personnel Listing screen.

9 New records and changes to fields will not be saved when you use this command.

Personnel Info Screen Tabs–Data Fields

The data fields on the Personnel Info screen (in Update mode) are listed in the following tables. They are organized by tab, as they display on the screen from left to right, as shown in Figure 15-22.



Table 15-4 . Personnel Info screen, Employee tab data fields .

9 The fields on this tab can be customized by a System Administrator. A field can be renamed, designated as required or not required, and be hidden from view. The table lists the default fields, which may differ from what you see on this tab.

Field Name Explanation

EMPLOYEE TAB:

Personnel Info Section:UPLOAD PHOTO Click to upload a photo of the employee.

Prefix Select the correct prefix.

Last REQUIRED. Enter the last name.

First REQUIRED. Enter the first name.

Middle Enter the middle name.

Suffix Enter the suffix.

SSN REQUIRED. Enter the Social Security Number of the employee.

Employee # REQUIRED. Enter the employee number assigned to the employee.

Employee Type Click to select the type of employee.

Status Click to select the status of the employee.

Business Phone Enter the business phone number.

Ext. Enter the business phone extension number.

Fax Enter the fax number for the employee.

Pager # Enter the pager number for the employee.

E-Mail REQUIRED. Enter the employee’s e-mail address.

File Sign Date Click the calendar button and select the file sign date, or enter it in MMDDYY format.

Hired Date Click the calendar button and select the date of employment date, or enter it in MMDDYY format.

Start Date REMINDER. Click the calendar button and select the employee’s start date, or enter it in MMDDYY format.

UPLOAD SIGNATURE Click to upload the employee’s signature.

Termination Letter Click to indicate a termination letter was issued.

Termination Date Click the calendar button and select the termination date, or enter it in MMDDYY format.

Consultant Agreement Expiration Date Click the calendar button and select the date the consultant agreement expired or enter it in MMDDYY format.

FOCI/ITAR Click to indicate that Foriegn Owned, Control, or Influence/International Traffic in Arms Regulations applies.

Key Management Personnel Click to indicate the employee is key management personnel.This check box must be checked to designate an employee as the Insider Threat Program Senior Official (ITPSO) for his/her facility on the Facility Info screen, Facility Info tab. Also, the Appointment Letter Received? check box on the Flag/Remarks tab must be checked.




DoD Clearances | Collateral | NISP Section:

Click the + New button to add a new DoD clearance, Collateral or NISP record. Maintain existing records using the View, Update and Delete buttons.

Refer to Table 15-13. DOD Clearance Info screen data fields. for more information.

Non-DOD Clearances | Public Trust Eligibility/Suitability Section:

Click the + New button to add new non-DoD clearances or Public Trust Eligibility/Suitability record. Maintain existing records using the View, Update and Delete buttons.

Refer to Table 15-14. Non-DOD Clearance Info screen data fields. for more information.

Special Accesses/Caveats Section: Click the + New button to add new special accesses or caveats. Maintain existing records using the View, Update and Delete buttons.

Refer to Table 15-15. Special Access Info screen data fields. for more information.

Polygraphs Section: Click the + New button to add new polygraphs. Maintain existing polygraph records using the View, Update and Delete buttons.

Refer to Table 15-16. Poly Info screen data fields. for more information.

Associated Doc(s) - (No PI Info .) Section:

Click the Upload Associated Doc button to associate documents that do not contain Personally Identifiable Information (PII) to the employee. Click the Remove (-) button to delete the associated document. Use the File Description link to view and download/save the associated document.

Table 15-5 . Personnel Info screen, Organization tab data fields .



ORG .ANIZATION TAB:

Facility Code REQUIRED. Click to select the employee’s facility code.

Location Enter the employee’s location.

Actual Work Location Enter the location at which the employee works.

Group Enter the employee’s group.

Business Unit Enter the employee’s business unit.

Operation Enter the employee’s operation.

Organization Enter the employee’s organization.

Division Enter the employee’s division.

Group Enter the employee’s group.

Labor Category Enter the employee’s labor category.

Title Enter the employee’s title.

Grade Enter the employee’s grade.

Project # Enter the employee’s project number.



Field Name ExplanationInbound Date Click the calendar button and select the employee’s inbound date, or enter it in MMDDYY format.

Charge # Enter the employee’s charge number.

Amount Enter the dollar amount.

Cost Center Enter the cost center.

Last Audit Date Click the calendar button and select the last audit date, or enter it in MMDDYY format.

Available Date Click the calendar button and select the employee’s available date, or enter it in MMDDYY format.

Urinalysis Date Click the calendar button and select the employee’s urinalysis date, or enter it in MMDDYY format.

Supervisor/Manager/Counselor Section:

Last Enter the last name of the employee’s supervisor/manager/counselor and click the Find Supervisor button.

First Enter the first name of the employee’s supervisor/manager/counselor.

Middle Enter the middle name of the employee’s supervisor/manager/counselor.

Phone Enter the business phone number of the employee’s supervisor/manager/counselor.

Ext. Enter the business phone extension of the employee’s supervisor/manager/counselor.

Fax Enter the fax number of the employee’s supervisor/manager/counselor.

E-Mail Enter the email of the employee’s supervisor/manager/counselor.

Find Supervisor button

Click this button after you enter the last name, or both the last name and first name, of the employee’s supervisor/manager/counselor.

Clear Click this button to clear the Last and/or First name fields.

Military Section:

Office Symbol Enter the office symbol.

Rank Enter the employee’s rank.

Branch Select the employee’s service branch.

Base Badge # Enter the employee’s base badge number.

Issue Date Click the calendar button and select the employee’s badge issue date, or enter it in MMDDYY format.

Table 15-6 . Personnel Info screen, Personal tab data fields .



PERSONAL TAB: Sex Select the employee’s gender.

Date of Birth Click the calendar button and select the date the employee was born, or enter it in MMDDYY format.

Country of Birth Enter the country where the employee was born.

County/Province of Birth Enter the county/province where the employee was born.

City of Birth Enter the city where the employee was born.



Field Name ExplanationState of Birth Enter the state where the employee was born.

US Citizen Check if the employee is a US Citizen. If not, select the applicable citizenship status.

Naturalization # Enter the employee’s naturalization number if US citizen and foreign born.

Passport # Enter the employee’s passport number.

Alien # Enter the Alien ID number if not US citizen.

Nationality Enter the employee’s nationality if not US citizen.

Height Enter the employee’s height.

Weight Enter the employee’s weight.

Eye Color Enter the eye color of the employee.

Hair Enter the employee’s hair color.

Race Enter the employee’s race.

Driver License # Enter the employee’s driver license number.

Valid State Enter the issued state of the driver license.

Login ID Enter the login ID.

Bar Code Enter the bar code number.

Home Address 1 Enter the employee’s residential street address.

Home Address 2 Enter the employee’s residential address.

Home City Enter the employee’s residential city.

Home State Enter the employee’s residential state.

Home Zip Enter the employee’s residential zip code.

Home Phone Enter the employee’s residential home phone number.

Personal E-mail Enter the employee’s personal e-mail address.

Cell Phone Enter the employee’s cell phone number.

Passport Iss Date Enter the passport’s date of issue.

Passport Country Enter the passport’s country of issue.

Passport Exp Date Enter the passport’s expiration date.

Automobile Info:Decal # Enter the employee’s issued decal number.

Plate # Enter the employee’s license plate number.

Issue State Enter the employee’s plate state of issue.

Car Make Enter the employee’s make of car.

Car Model Enter the employee’s model of car.

Car Color Enter the employee’s car color.

Table 15-7 . Personnel Info screen, Badge(s) tab data fields .





BADGE(S) TAB:

Primary Badge Section:

Company Badge # Enter the company badge number.

Issued Date Click the calendar button and select the company badge issue date, or enter it in MMDDYY format.

Expiration Date REMINDER. Click the calendar button and select the date the company badge expires, or enter it in MMDDYY format.

Badge Type Click to select the badge type.

Pin # Enter the pin number.

Returned Date Click the calendar button and select the date the company badge was turned in, or enter it in MMDDYY format.

Additional Badge(s) Section: Click the + New button to add new additional badge(s). Maintain existing badge(s) using the View, Update and Delete buttons.

Refer to Table 15-17. Additional Badge(s) Info screen data fields. for more information.

Table 15-8 . Personnel Info screen, Emergency tab data fields .



EMERGENCY TAB:

First Contact:

Name Enter the primary contact’s emergency first and last name.

Relationship Enter the primary contact’s relationship to the employee.

Email Enter the primary contact’s email address.

Address 1 Enter the first line of the primary contact’s address.

Address 2 Enter the second line address of the primary contact’s address, if applicable.

City Enter the city of the primary contact’s address.

State Enter the state of the primary contact’s address.

Zip Enter the five-digit zip code of the primary contact’s address, and the +4 digits if known.

Home Phone Enter the primary contact’s home phone number.

Business Phone Enter the primary contact’s work phone number.

Cell Phone Enter the primary contact’s mobile phone number.

Second Contact:

Name Enter the secondary emergency contact’s first and last name.

Relationship Enter the secondary contact’s relationship to the employee.

Email Enter the secondary contact’s email address.

Address 1 Enter the first line of the secondary contact’s address.

Address 2 Enter the second line address of the secondary contact’s address, if applicable.



Field Name ExplanationCity Enter the city of the secondary contact’s address.

State Enter the state of the secondary contact’s address.

Zip Enter the five-digit zip code of the secondary contact’s address, and the +4 digits if known.

Home Phone Enter the secondary contact’s home phone number.

Business Phone Enter the secondary contact’s work phone number.

Cell Phone Enter the secondary contact’s mobile phone number.

Out of State Contact:

Name Enter the out-of-state contact’s name.

Relationship Enter the relationship of the out-of-state contact to the employee.

Email Enter the out-of-state contact’s email address.

Address 1 Enter the first line of the out-of-state contact’s address.

Address 2 Enter the second line address of the out-of-state contact’s address, if applicable.

City Enter the city of the out-of-state contact’s address.

State Enter the state of the out-of-state contact’s address.

Zip Enter the five-digit zip code of the out-of-state contact’s address, and the +4 digits if known.

Home Phone Enter the home phone number of the out-of-state contact.

Business Phone Enter the out-of-state contact’s work phone number

Cell Phone Enter the out-of-state contact’s mobile phone number.

Table 15-9 . Personnel Info screen, Flag/Remarks tab data fields .



FLAG/REM TAB: Senior Management Official? This check box must be checked to designate an employee as the Insider

Threat Program Senior Management Official (ITPSMO) for his/her facility on the Facility Info screen, Facility Info tab.

Appointment Letter Received? This check box must be checked to designate an employee as the Insider Threat Program Senior Official (ITPSO) for his/her facility on the Facility Info screen, Facility Info tab. Also, the Key Management Personnel check box on the Employee tab must be checked.

Enrolled in STEP? Check if the employee is enrolled in STEP.

Remarks Enter text, as applicable.

Alert Flag check box This check box is automatically checked when the Alert Start Date, Alert End Date and Alert Message fields are populated, and the record is updated.

Alert Start Date Click the calendar button and select the date the Alert Message should begin to display, or enter it in MMDDYY format.

Alert End Date Click the calendar button and select the date the Alert Message should stop displaying, or enter it in MMDDYY format.

Alert Message Enter the alert message.

Fingerprint Details Section:



Field Name ExplanationFingerprints Required? check box

Check if fingerprinting is required for the employee.

Fingerprints Taken By Enter the name of the person or organization who/that took the fingerprints.

Fingerprint Date Click the calendar button and select the date the fingerprints were taken, or enter it in MMDDYY format.

Fingerprint Submission Date Click the calendar button and select the date the fingerprints were submitted, or enter it in MMDDYY format.

Fingerprint Submission Type Select the way the fingerprints were submitted.

Customized Fields System Administrators can add up to 5 data entry fields to this screen.

Table 15-10 . Personnel Info screen, Assignment(s) tab data fields .


ASSIGNMENT(S) TAB:

Assigned Information System(s) Section:

Displays the information systems to which the employee has been assigned in the Information Systems module, if any. The Information Systems module was replaced by the RMF module in a previous version, so this section will be phased out in a future version.

Assigned Properties Section:

Click the Assign Properties button to assign new or additional property records to the employee. Click the Unassign Properties button to unassign property records from the employee. Click the Select All button to select all property records assigned to the employee. Click the UnSelect All button to unselect all property records assigned to the employee.

Active Outgoing Visit(s) Section:

Click the Assign New Visit or Assign Existing Visit button to assign the employee to an incoming visit request. Click the Unassign Visits button to unassign the incoming visit records from the employee. Click the Select All button to select all active incoming visit records. Click the UnSelect All button to unselect all active incoming visit records. Click the Print VAL button to print the visit Authorization letter.

Refer to Table 15-18. Personnel Listing - Assign to New Outgoing Visit Request screen data fields. for more information.

Assigned to Contract(s) Section:

Click the Assign Contract(s) button to assign new or additional contract records to the employee. Click the Unassign Contract(s) button to unassign the contract records from the employee. Click the Select All button to select all contract records. Click the UnSelect All button to unselect all contract records. Click the Program Access Log button to print the log.

Assigned SAM Section: Click the Assign SAM button to assign new or additional secured area to the employee. Click the Unassign SAM button to unassign the secured area from the employee. Click the Select All button to select all secured area records. Click the UnSelect All button to unselect all secured area records.

Conference(s) Section: Displays the conference(s) to which the employee has been assigned in the Training and Conferences module, if any.

Training(s) Section: Displays the training(s) to which the employee has been assigned in the Training and Conferences module, if any.

RMF(s) Section: Displays the system(s) to which the employee has been assigned in the Risk Management Framework module, if any.

International Outgoing Visit(s) Section:

Displays the visit(s) to which the employee has been assigned in the International Outgoing VAL module, if any.

Foreign Travel Section: Displays the foreign trips to which the employee has been assigned in the Foreign Travel module, if any.




Foreign Travel Section: Displays the system(s) to which the employee has been assigned in the Foreign Travel module, if any.

Incident(s) Section: Displays the incident(s) to which the employee has been assigned in the Insider Threat module, if any.

Reportable Information Section:

Displays the incident(s), for which Severity = Reportable Information, the employee has been assigned to in the Insider Threat module, if any.

Table 15-11 . Personnel Info screen, Document(s) tab data fields .


DOCUMENT(S) TAB:

Assigned Document(s) Section: Click the Assign Doc(s) button to assign additional document records to the employee. Click the Unassign Doc(s) button to unassign a document. Click the Select All button to select all document records. Click the UnSelect All button to unselect all document records. Click the Doc Receipt button to generate a receipt.

Table 15-12 . Personnel Info screen, Other(s) tab data fields .


OTHER(S) TAB:

Associated Doc(s) Section: Click the Upload Associated Doc button to associate documents to the employee. Click the Remove (-) button to delete the associated document. Use the File Description link to view and download/save the associated document.

Courier(s) Section: Click the + New button to add new courier(s). Maintain existing courier records using the View, Update and Delete buttons.

Refer to Table 15-20. Courier Info screen data fields. for more information.

Notepad Section: Click the + New button to add new notepad records. Maintain existing note records using the View, Update and Delete buttons.

Refer to Table 15-22. Notepad Info screen data fields. for more information.

Skill(s) Section: Click the Assign Skills button to assign a skill to the employee. Click the Unassign Skills button to unassign a skill.


Back to this chapter’s TOCemployee aCtivity info sCreen

Employee Activity Info Screen

Overview

The Employee Activity Info screen displays the pertinent data that needs to be tracked for the selected record, as well as the user who performed the action.

Figure 15-10 . The Employee Activity Info screen .

Accessing Employee Activity Info Screen

To access the Employee Activity Info screen:

� Personnel Info screen, Audit Trail link


Back to this chapter’s TOC employee aCtivity info sCreen

To use the Audit Trail link: 1. Access the Personnel Info screen.

2. Click the Audit Trail link.The Employee Activity Info window displays.

3. Click the Close link to close the window.The Personnel Info screen displays.


Back to this chapter’s TOC

Personnel Reports Screen

Overview

The Personnel Reports screen displays the preformatted reports available for the Personnel Management module. Reports can be customized as specified and requested by your employer.

Figure 15-11 . The Personnel Reports screen .

The records upon which the selected report is based is determined by:

� Records displaying on the Personnel Listing screen.

In other words, those records that matched the search criteria entered on the Personnel Search screen during the most recently completed search. For example, a user may want to include only active employees, so he/she would complete a search for employees with Active employee status. Then, on the Personnel Reports screen, the Row(s) in List radio button is selected.In some cases, you may need to complete a search prior to running a report to ensure that the appropriate records are included for the specific report. If you need to include all records in the system, select the All radio button on the Personnel Reports screen, in which case it doesn’t make a difference what search was last completed.

� Records selected on the Personnel Listing screen.

To include only a single employees record, or specific employees records, in a report, check that record’s checkbox(es) on the Personnel Listing screen. Then, select the Selected Row(s) radio button on the Personnel Reports screen to include only the selected records in the report.

� Radio button selected on the Personnel Reports screen. Depending on the report selected, the applicable button(s) display: Selected Row(s), Row(s) in List, and All.

personnel reports sCreen


Back to this chapter’s TOC Personnel rePorts screen

Accessing Personnel Reports Screen

To access the Personnel Reports screen:

� Personnel Listing or Personnel Info screen, Reports link

To use the Reports link: 1. Access the Personnel Listing or Personnel Info screen.

2. Click the Reports link.The Personnel Reports screen displays.


Back to this chapter’s TOCBasiC personnel management how to’s

Basic Personnel Management How To’s

In This Section

9 Search Employee Records

9 Add an Employee Record

9 Update an Employee Record

9 Delete an Employee Record

9 View an Employee Record

9 View an Employee Record’s Activities

9 Change Employment Status

9 Export Data for Records on the Personnel Listing Screen to Excel

Search Employee Records

Depending on where you are in Access Commander, there are five ways to search for employee records:

� Main Menu screen, Personnel Management icon � Main Menu screen, Personnel Management icon, Search option � Main Menu screen, Personnel Management icon, Advanced Search option � Personnel Listing or Personnel Info screen, Search link � Main Menu link, Personnel Management option

To use the Personnel Management icon:

Figure 15-2 . The Personnel Management icon .


2. Click the Personnel Management icon. The Personnel Search screen displays.

9 To display additional search fields, click the Advanced Search button. The Advanced Personnel Search screen displays.


4. Click the Find button.The Personnel Listing screen displays the records that match the search criteria.


Back to this chapter’s TOC BasiC personnel management how to’s

9 If no records are found matching the entered search criteria, a blank Personnel Listing screen displays.

5. To search for another employee record, click the Search link on the Personnel Listing screen.

To use the Search option:

Figure 15-13 . The Search option .



3. Click the Search option. The Personnel Search screen displays.


4. Enter the search criteria. )

5. Click the Find button.The Personnel Listing screen displays the records that match the search criteria.If no records are found matching the entered search criteria, a blank Personnel Listing screen displays.


To use the Advanced Search option:

Figure 15-14 . The Advanced Search option .



3. Click the Advanced Search option. The Advanced Personnel Search screen displays.


5. Click the Find button.



The Personnel Listing screen displays the records that match the search criteria.If no records are found matching the entered search criteria, a blank Personnel Listing screen displays.


To use the Search link:

Figure 15-15 . The Search link .

1. Access the Personnel Listing or Personnel Info screen.

2. Click the Search link.The Personnel Search screen displays.



4. Click the Find button.The Personnel Listing screen displays the records that match the search criteria.If no records are found matching the entered search criteria, a blank Personnel Listing screen displays.


To use the Personnel Management option:

Figure 15-16 . The Personnel Management option .

1. Place the cursor on the Main Menu link.The options display.

2. Click the Personnel Management option.The Personnel Search screen displays.






If no records are found matching the entered search criteria, a blank Personnel Listing screen displays.


Add an Employee Record

There are two ways to add a new employee record:

� Main Menu screen, Personnel Management icon, + Add New option � Personnel Listing or Personnel Search screen, + Add New link

To use the + Add New option:

Figure 15-17 . The + Add New option .


2. Place the cursor on the Personnel Management icon.The Personnel Management popup menu displays.

3. Click the + Add New option.A blank Personnel Info screen displays.

4. Complete the required fields (indicated in red), and additional fields as needed, on all 6 tabs: � Employee � Organization � Personal � Badge(s) � Emergency � Flag/Remarks

5. Click the Add button.The message, “The information has been added.” , the Re-Edit This Record link and the Done button display.

9 Click the Re-Edit This Record link to have access to the following tabs:

Assignment(s)

Document(s)

Other(s)

6. Click the Done button.The Personnel Listing screen displays. The new employee record displays in the list, highlighted (in black) and its checkbox is checked.



7. To add another employee record, click the + Add New link on the Personnel Listing screen.

To use the + Add New link:

Figure 15-18 . The + Add New link .

1. Access the Personnel Listing or Personnel Search screen.

2. Click the + Add New link.A blank Personnel Info screen displays.

3. Complete the required fields (indicated in red), and additional fields as needed, on all 6 tabs: � Employee � Organization � Personal � Badge(s) � Emergency � Flag/Remarks

4. Click the Add button.The message, “The information has been added.” , the Re-Edit This Record link and the Done button display.

9 Click the Re-Edit This Record link to have access to the following tabs:

Assignment(s)

Document(s)

Other(s)

5. Click the Done button.The Personnel Listing screen displays. The new employee record displays in the list, highlighted (in black) and its checkbox is checked.

6. To add another employee record, click the + Add New link on the Personnel Listing screen.

Update an Employee Record

To update an employee record:

� Personnel Listing screen, Update button

To use the Update button:

Figure 15-19 . The Update button .



1. Access the Personnel Listing screen.

2. Click the Update button in the column next to the employee’s name.The Personnel Info screen, Employee tab displays.

3. Complete the updates on all 9 tabs: � Employee � Organization � Personal � Badge(s) � Emergency � Flag/Remarks � Assignment(s) � Document(s) � Other(s)

4. Click the Update button.The message, “The information has been updated.” , the Re-Edit This Record link and the Done button display.

5. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.

6. To update another employee record, repeat from step 2 above.

Delete an Employee Record

Deleting employee records must be done with care. Once a employee record is deleted it cannot be restored. Follow your employer’s guidelines when using the Delete button.

To delete an employee record:

� Personnel Listing screen, Delete button

To use the Delete button:

Figure 15-20 . The Delete button .

1. Access the Personnel Listing screen. Click the Delete button in the column next to the employee’s name.



The Personnel Listing–Delete Confirmation screen displays.

3. Click the Go button (the Yes, delete command is the default).The message, “The selected record(s) was/were successfully deleted.” displays.

9 If the employee record cannot be deleted (e.g., he/she is assigned to an active contract), an error message displays in a pop-up window.

4. Click the OK button. The Personnel Listing screen displays.

5. To delete another employee record, repeat from step 2 above.

View (Read-Only) an Employee Record

To view all of an employee record’s data elements:

� Personnel Listing screen, View button

To use the View button:

Figure 15-21 . The View button .


2. Click the View button in the column next to the employee’s name.The Personnel Info screen, Personnel Info tab displays.

3. View the information on all 8 tabs: � Employee � Organization � Personal � Badge(s) � Emergency � Flag/Remarks � Assignment(s) � Document(s) � Other(s)

4. Click the Exit button. The Personnel Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.

5. To view another employee record, repeat from step 2 above.



View an Employee Record’s Activities

To view the activities for an employee record:

� Personnel Info screen, Audit Trail link

To use the Audit Trail link:

Figure 15-22 . The Audit Trail link .



3. Click the Audit Trail link.The Employee Activity Info screen displays.

4. When done viewing the information, click the Close link.The Personnel Info screen displays.

5. Click the Cancel button.The record displays highlighted (in black) and its checkbox is checked.

6. To view the activities for another employee record, repeat from step 2 above.

Change Employment Status

To change an employee’s employment status:

� Personnel Info screen, Employee tab, Status field

To use the Status field:

Figure 15-23 . The Status field .





3. Click the down arrow button for the Status field.The Status list box displays.

4. Click the desired status.The list box closes and the selected status displays in the Status field.

5. Click the Update button.The message, “The information has been updated.”, the Re-Edit This Record link and the Done button display.

6. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked. The current status displays in the Employment Status column.

7. To change another employee’s employment status, repeat from step 2 above.

Export Data for Records on the Personnel Listing Screen to Excel

9 The Export to Excel link also displays on the Personnel Listing - Assign to New Outgoing Visit Request Certificate screen. It is the data from the records on the Personnel Listing screen that is exported when the link is clicked on the Personnel Listing - Assign to New Outgoing Visit Request Certificate screen.

To export the data for records to Excel:

� Personnel Listing screen, Export to Excel button

To use the Export to Excel button:

Figure 15-24 . The Export to Excel button .

1. Access the Personnel Search or Advanced Personnel Search screen and enter search criteria to narrow down the search to include the records for which to export data to Excel.


3. Click the Export to Excel link.The spreadsheet generates. A window displays asking if you wish to Open, Save or Save as the spreadsheet.

4. Select Open, Save or Save as as applicable.

5. Work with the Excel spreadsheet as applicable.



6. Return to the Personnel Listing screen.The Personnel Listing screen displays with the results from your earlier search.

7. To generate an excel spreadsheet for another set of records, repeat from step 1 above.


Back to this chapter’s TOCemployee taB - personnel info sCreen

Employee Tab–Personnel Info Screen

Figure 15-25 . The Employee tab of the Personnel Info screen (in Update mode) .

The Employee tab of the Personnel Info screen displays when in Add New, Update, or View mode. It displays data fields at the top and sections underneath:

� Employee specific fields (e.g., SSN, Employee #) � DOD Clearances | Collateral | NISP section * � Non-DOD Clearances |Public Trust Eligibility/Suitability section * � Special Accesses/Caveats section * � Polygraphs section * � Associated Doc(s) - (No PI Info.) section *

* These sections do not display in Add New mode.

9 You must add the new employee before adding clearances, special accesses, polygraphs and/or non-PII associated documents.

For a list and description of the data fields, see Table 15-4.

For a list and description of the data fields on the Info screens that corresponds to the sections on this tab, see:

� DOD Clearance Info screen, Table 15-13


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� Non-DOD Clearance Info screen, Table 15-14 � Special Access Info screen, Table 15-15 � Poly Info screen, Table 15-16

For the How To’s that correspond to the Associated Doc(s) - (No PI Info.) section, see Associated Documents - No PII.


Back to this chapter’s TOCDoD ClearanCes | Collateral | nisp

DOD Clearances | Collateral | NISP

How To’s In This Section

9 Add DoD Clearance, Collateral and NISP Information

9 Update DoD Clearance, Collateral and NISP Information

9 Delete DoD Clearance, Collateral and NISP Information

9 View (Read-Only) DoD Clearance, Collateral and NISP Information

9 Duplicate a DOD Clearance, Collateral or NISP record

Overview

DoD clearances are added, updated, deleted and viewed using the:

� DoD Clearances | Collateral | NISP section on the Employee tab on the Personnel Info screen (in Update mode)

9 DOD Clearance records for which the Status is Pending display in purple in this section.

DOD Clearance Info Screen

The DOD Clearance Info screen has two tabs:

� DOD Clearance Info � Remarks/Customized Info

Table 15-13 . DOD Clearance Info screen data fields by tab .

9 The fields on this screen can be customized by a System Administrator. A field can be renamed, designated as required or not required, and be hidden from view. The table lists the default fields, which may differ from what you see on this tab.


DOD CLEARANCE INFO TAB: Justification Rec’d Date Click the calendar button and select the date the justification was received, or enter it in

MMDDYY format.

Request Type REQUIRED. Select the type of request.

Clearance REQUIRED. Select the clearance requested.

State If the default is not correct, select the applicable state.

Case Control # Enter the Case Control number.

JPAS Eligibility Enter JPAS eligibility.


Back to this chapter’s TOC DoD ClearanCes | Collateral | nisp

Field Name ExplanationAgency Submit Date Click the calendar button and select the date the agency submitted, or enter it in

MMDDYY format.

RRU Date Submitted Click the calendar button and select the RRU date submitted, or enter it in MMDDYY format.

Notify Date Click the calendar button and select the notify date, or enter it in MMDDYY format..

RRU Final Response Date Click the calendar button and select the RRU Final Response Date date, or enter it in MMDDYY format..

DOHA Package Received Date Click the calendar button and select the DOHA Package Received date, or enter it in MMDDYY format..

DOHA Package Submission Date Click the calendar button and select the DOHA Package Submission date, or enter it in MMDDYY format..

Eligibility Date Click the calendar button and select the eligibility date, or enter it in MMDDYY format.

Granted By REQUIRED. Select the granted by.

NDA Date EClick the calendar button and select the NDA date, or enter it in MMDDYY format.

Facility Code REQUIRED. Select the facility code.

Briefed Date REMINDER. Click the calendar button and select the defensive/briefed date, or enter it in MMDDYY format. Initially, this will default to the employee hired date.

Attestation Date Click the calendar button and select the attestation date, or enter it in MMDDYY format.

Clearance Status REQUIRED. Select the clearance’s status.

Defensive Briefed Date Click the calendar button and select the defensive briefed date, or enter it in MMDDYY format.

Re-briefed Date Click the calendar button and select the re-briefed date, or enter it in MMDDYY format.

Suspended Date Click the calendar button and select the suspended date, or enter it in MMDDYY format.

Debriefed Date REMINDER. Click the calendar button and select the debriefed date, or enter it in MMDDYY format.

Clearance Terminated Date Click the calendar button and select the clearance termination date, or enter it in MMDDYY format.

SMO Relationship If the default is not correct, select the correct relationship.

Investigation Open Date REMINDER. Click the calendar button and select the investigation open date, or enter it in MMDDYY format.

Investigation Type Select the investigation type.

Investigation Closed Date Click the calendar button and select the investigation closed date, or enter it in MMDDYY format.

Investigation Completed By Select the agency that completed the investigation.

Next Reinvestigation Date REMINDER. Click the calendar button and select the next reinvestigation date, or enter it in MMDDYY format.

Reinvestigation Open Date REMINDER. Click the calendar button and select the reinvestigation open date, or enter it in MMDDYY format.

Reinvestigation Type Select the type of reinvestigation.

Reinvestigation Closed Date Click the calendar button and select the reinvestigation closed date, or enter it in MMDDYY format.

Reinvestigation Completed By Select the agency that completed the reinvestigation.

Courier Brief Date Click the calendar button and select the courier brief date, or enter it in MMDDYY format.

Travel Brief Date Click the calendar button and select the travel brief date, or enter it in MMDDYY format.



Field Name ExplanationAnnual Refresher Brief Date REMINDER. Click the calendar button and select the defensive briefed date, or enter it

in MMDDYY format.

Contract Number Click the button, on the Contract Search screen enter search criterion(ia), click FInd, Select the applicable contract on the Select a Contract From Listing screen, click Assign. The contract number displays in the field.

Requestor Click the button, on the Security POC Search screen enter search criterion(ia), click Find, Select the applicable contract on the Select Employee(s) to Assign screen, click Assign. The requestor’s name displays in the field.

Security Personnel Assigned Enter the name of the assigned security personnel.

REMARKS/CUSTOMIZED INFO . TAB: Initiated PSI Click the calendar button and select the date the PSI was initiated, or enter it in

MMDDYY format.

Ready for Review Click the calendar button and select the review ready date, or enter it in MMDDYY format.

Release Forms Signed Date Click the calendar button and select the release forms were signed, or enter it in MMDDYY format.

Fingerprint Date Click the calendar button and select the fingerprinting date, or enter it in MMDDYY format.

Released to Disco for Review Click the calendar button and select the release date to Disco for review, or enter it in MMDDYY format.

DISCO released PSI to OPN Click the calendar button and select the date Disco released the PSI to OPM, or enter it in MMDDYY format.

Fingerprint Card Sent Date Click the calendar button and select the date the fingerprint card was sent, or enter it in MMDDYY format.

Investigation Opened Date Click the calendar button and select the investigation opened date, or enter it in MMDDYY format.

Conversion Submittal Date Click the calendar button and select the conversion submittal date, or enter it in MMDDYY format.

Remarks Enter remarks.

Clearance Date UDF5 User Defined Field. May be configured by a System Administrator as a customized date field.

Clearance UDF1 User Defined Field. May be configured by a System Administrator as a customized data entry field.





Add DoD Clearance, Collateral, or NISP Information To add a new DoD clearance, Collateral, or NISP record for an employee:

� Personnel Info screen, Employee tab, + New button in DoD Clearances | Collateral | NISP section



To use the + New button:

Figure 15-26 . + New button, DoD Clearances | Collateral | NISP section .



3. Click the + New button in the DoD Clearances |Collateral | NISP section.

The DOD Clearance Info screen displays.

4. Complete the required fields (indicated in red), and additional fields as needed, on both tabs: � DOD Clearance Info � Remarks/Customized Info.

5. Click the Add button.The message, “The information has been added.” displays.

6. Click the Done button.The Personnel Info screen, Personnel Info tab displays.In the DoD Clearances |Collateral | NISP section, the new clearance displays in the list.

7. To add another DoD clearance, Collateral or NISP record, repeat from step 3 above.

8. To return to the Personnel Listing screen, click the Update button. The message, “The information has been updated.” the Re-Edit This Record link and the Done button display.

9. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.The clearances assigned to the employee display in the Clearance(s) column.

Update DoD Clearance, Collateral, or NISP Information

To update an employee’s DoD clearance, Collateral or NISP record:

� Personnel Info screen, Employee tab, Update button in DoD Clearances | Collateral | NISP section


Figure 15-27 . Update button, DoD Clearances | Collateral | NISP section .





3. Click the Update button for the DoD clearance, Collateral or NISP record in the DoD Clearances | Collateral | NISP section. The DOD Clearance Info screen displays.

4. Complete the updates on both tabs: � DOD Clearance Info � Remarks/Customized Info.

5. Click the Update button.The message, “The information has been updated.” displays.

6. Click the Done button.The Personnel Info screen, Employee tab displays.In the DoD Clearances |Collateral | NISP section, the updated information for the DoD clearance, Collateral or NISP record displays in the columns, as applicable.

7. To update another DoD clearance, Collateral or NISP record, repeat from step 3 above.

8. To return to the Personnel Listing screen, click the Update button. The message, “The information has been updated.” the Re-Edit This Record link and the Done button display.


Delete DoD Clearance, Collateral, or NISP Information

Deleting an employee’s DoD clearance, Collateral or NISP record must be done with care. Once a clearance is deleted it cannot be restored. Follow your employer’s guidelines when using this command.

To delete an employee’s DoD clearance, Collateral or NISP record:

� Personnel Info screen, Employee tab, Delete button in DoD Clearances | Collateral | NISP section


Figure 15-28 . Delete button, DoD Clearances | Collateral | NISP section .





3. Click the Delete button in the column next to the DoD clearance, Collateral or NISP record in the DoD Clearances |Collateral | NISP section. The DOD Clearance Info screen, DOD Clearance Info tab displays.

4. Click the Delete button.The Personnel Info screen, Employee tab displays.The DoD clearance, Collateral or NISP record no longer displays in the DoD Clearances |Collateral | NISP section.

5. To delete another DoD clearance, Collateral or NISP record, repeat from step 3 above.

6. To return to the Personnel Listing screen, click the Update button.The message, “The information has been updated.” the Re-Edit This Record link and the Done button display.

7. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.The clearances assigned to the employee, if any, display in the Clearance(s) column.

View (Read-Only) DoD Clearance, Collateral, or NISP Information

To view an employee’s DoD clearance, Collateral or NISP record on the DOD Clearance Info screen:

� Personnel Info screen, Employee tab, View button in DoD Clearances | Collateral | NISP section


Figure 15-29 . View button, DoD Clearances | Collateral | NISP section .


2. Click the View button in the column next to the employee’s name.The Personnel Info screen, Employee tab displays.



3. Click the View button in the column next to the DoD clearance, Collateral or NISP record in the DoD Clearances |Collateral | NISP section. The Clearance Info screen displays.

4. View the information on both tabs: � DOD Clearance Info � Remarks/Customized Info.

5. Click the Exit button.The Personnel Info screen, Employee tab displays.

6. To view another DoD clearance, Collateral or NISP record, repeat the steps above.

7. To return to the Personnel Listing screen, click the Exit button.The Personnel Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.The clearances assigned to the employee display in the Clearance(s) column.

Duplicate a DoD Clearance, Collateral, or NISP Record

To duplicate a DoD clearance, Collateral or NISP record:

� Personnel Info screen, Employee tab, Duplicate button in DoD Clearances | Collateral | NISP section

To use the Duplicate button:

Figure 15-30 . Duplicate button, DoD Clearances | Collateral | NISP section .



3. Click the Duplicate button in the column next to the DoD clearance, Collateral or NISP record in the DoD Clearances |Collateral | NISP section. The DOD Clearance Info screen, DOD Clearance Info tab displays. The duplicated DoD clearance, Collateral or NISP record’s data displays in the corresponding fields.

4. Revise/complete the fields as needed, on both tabs: � DOD Clearance Info � Remarks/Customized Info.


6. Click the Done button.



The Personnel Info screen, Personnel Info tab displays.In the DoD Clearances |Collateral | NISP section, the new DoD clearance, Collateral or NISP record displays in the list.

7. To duplicate another DoD clearance, Collateral or NISP record, repeat from step 3 above.

8. To return to the Personnel Listing screen, click the Update button. The message, “The information has been updated.”, the Re-Edit This Record link and the Done button display.



Back to this chapter’s TOCnon-DoD ClearanCes | puBliC trust eligiBility/suitaBility

Non-DoD Clearances | Public Trust Eligibility/Suitability


9 Add Non-DoD Clearance and Public Trust Eligibility/Suitability Information

9 Update Non-DoD Clearance and Public Trust Eligibility/Suitability Information

9 Delete Non-DoD Clearance and Public Trust Eligibility/Suitability Information

9 View (Read-Only) Non-DoD Clearance and Public Trust Eligibility/Suitability Information

9 Duplicate a Non-DoD Clearance and Public Trust Eligibility/Suitability Record

Overview

Non-DoD clearances and Public Trust Eligibility/Suitability records are added, updated, deleted and viewed using the:

� Non-DOD Clearances | Public Trust Eligibility/Suitability section on the Employee tab on the Personnel Info screen (in Update mode)

9 Non DOD Clearance records for which the status is Pending display in purple in this section.

Non-DOD Clearance Info Screen

The Non-DOD Clearance Info screen has two tabs:

� Clearance Info � Remarks/Customized Info.

Table 15-14 . Non-DOD Clearance Info screen data fields by tab .

9 The fields on this screen can be customized by a System Administrator. A field can be renamed, designated as required or not required, and be hidden from view. The table lists the default fields, which may differ from what you see on this tab.

Field Name ExplanationCLEARANCE INFO TAB:

Non-DOD Clearance Section:

Request Date Click the calendar button and select the clearance request date, or enter it in MMDDYY format

Request Type Select the type of request.

Clearance Select the clearance requested.

Submit Date Click the calendar button and select the date submitted, or enter it in MMDDYY format.

Approved Date Click the calendar button and select the approved date, or enter it in MMDDYY format.


Back to this chapter’s TOC NoN-DoD ClearaNCes | PubliC TrusT eligibiliTy/suiTabiliTy

Field Name ExplanationXO/CCA/DT Denied Date Click the calendar button and select the XO/CC/DT denied date, or enter it in MMDDYY

format.

Granted Date Click the calendar button and select the granted date, or enter it in MMDDYY format.

Granted By Select the granted by agency.

PCN/AIN Enter the PCN/AIN.

Status Select the status of the employee.

Completed Date REMINDER. Click the calendar button and select the completed date, or enter it in MMDDYY format.

NDA Date Click the calendar button and select the NDA date, or enter it in MMDDYY format.

Status Date Click the calendar button and select the status date, or enter it in MMDDYY format.

Briefed Date REMINDER. Click the calendar button and select the briefed date, or enter it in MMDDYY format.

Attestation Date Click the calendar button and select the attestation date, or enter it in MMDDYY format.

Defensive Brief Date Click the calendar button and select the defensive brief date, or enter it in MMDDYY format.

Travel Brief Date Click the calendar button and select the travel brief date, or enter it in MMDDYY format.

Sponsor Select the sponsor.

Facility Code REQUIRED. Select the facility code.

Rebriefed Date Click the calendar button and select the rebriefed date, or enter it in MMDDYY format.

Vendor Enter the vendor.

State If the default value is not correct, select the state.

Notify Date Click the calendar button and select the notify date, or enter it in MMDDYY format.

GEO Code Enter the GEO code.

eQIP Initiated Date Click the calendar button and select the eQIP date, or enter it in MMDDYY format.

Suspended Date Click the calendar button and select the suspended date, or enter it in MMDDYY format.

Terminated Date Click the calendar button and select the termination date, or enter it in MMDDYY format.

Debriefed Date REMINDER. Click the calendar button and select the debriefed date, or enter it in MMDDYY format.

Courier? Click in applicable.

Courier Brief Date Click the calendar button and select the courier brief date, or enter it in MMDDYY format.

USSID 18 Date Click the calendar button and select the USSID 18 date, or enter it in MMDDYY format.




PREAPPOINTMENT

Request Date REMINDER. Click the calendar button and select the preappointment request date, or enter it in MMDDYY format.

Approved Date Click the calendar button and select the preappointment approved date, or enter it in MMDDYY format.

WAIVER



Field Name ExplanationRequest Date REMINDER. Click the calendar button and select the waiver request date, or enter it in

MMDDYY format.

Approved Date Click the calendar button and select the waiver approved date, or enter it in MMDDYY format.

INTERIM CLEARANCE

Request Date REMINDER. Click the calendar button and select the interim clearance request date, or enter it in MMDDYY format.

Approved Date Click the calendar button and select the interim clearance approved date, or enter it in MMDDYY format.

POLYGRAPH

Polygraph 1 check box Check if a Polygraph 1 was completed.

Date Click the calendar button and select the Polygraph 1 date, or enter it in MMDDYY format.

By Select the organization that performed the polygraph.

Type Select the type of polygraph.

Polygraph 2 check box Check if a Polygraph 2 was completed.

Date Click the calendar button and select the Polygraph 2 date, or enter it in MMDDYY format.

By Select the organization that performed the polygraph.

Type Select the type of polygraph.

INITIAL INVESTIGATION

Request Date REMINDER. Click the calendar button and select the initial investigation request date, or enter it in MMDDYY format.


Investigation Date Click the calendar button and select the investigation date, or enter it in MMDDYY format.

By Select the agency.

REINVESTIGATION

Request Date REMINDER. Click the calendar button and select the reinvestigation request date, or enter it in MMDDYY format.

Completed Date Click the calendar button and select the completed date, or enter it in MMDDYY format.

By Select agency.

Type Enter the type of reinvestigation.

Date Click the calendar button and select the reinvestigation date, or enter it in MMDDYY format.

Next Reinvestigation Date REMINDER. Click the calendar button and select the next reinvestigation date, or enter it in MMDDYY format.

OTHERS

Downgrade Date REMINDER. Click the calendar button and select the downgrade date, or enter it in MMDDYY format.

Annual Refresher Brief Date REMINDER. Click the calendar button and select the annual refresher brief date, or enter it in MMDDYY format.

Revoke Date Click the calendar button and select the revoked date, or enter it in MMDDYY format.

Expiration Date REMINDER. Click the calendar button and select the expiration date, or enter it in MMDDYY format.

Termination Reason Enter the termination reason.

REMARKS/CUSTOMIZED INFO .TAB:



Field Name ExplanationClearance UDF1 User Defined Field. May be configured by a System Administrator as a customized data

entry field.
















Add Non-DoD Clearance and Public Trust Eligibility/Suitability Information

To add a new Non-DoD clearances or Public Trust Eligibility/Suitability record for an employee:

� Personnel Info screen, Personnel Info tab, + New button in Non-DoD Clearances | Public Trust Eligibility/Suitability section


Figure 15-31 . + New button, Non-DoD Clearances | Public Trust Eligibility/Suitability section .



3. Click the + New button in the Non-DoD Clearances | Public Trust Eligibility/Suitability section. The Non-DOD Clearance Info screen, Clearance Info tab displays.



4. Complete the required fields (indicated in red), and additional fields as needed, on both tabs: � Clearance Info � Remarks/Customized Info.


6. Click the Done button.The Personnel Info screen, Employee tab displays.In the Non-DoD Clearances | Public Trust Eligibility/Suitability section, the new record displays in the list.

7. To add another Non-DoD clearance or Public Trust Eligibility/Suitability record, repeat from step 3 above.

8. To return to the Personnel Listing screen, click the Update button. The message, “The information has been updated.” , the Re-Edit This Record link and the Done button display.

9. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.The Non-DoD clearance or Public Trust Eligibility/Suitability is assigned to the employee display in the Clearance(s) column.

Update Non-DoD Clearance and Public Trust Eligibility/Suitability Information

To update an employee’s Non-DoD clearance or Public Trust Eligibility/Suitability record:

� Personnel Info screen, Personnel Info tab, Update button in Non-DoD Clearances | Public Trust Eligibility/Suitability section


Figure 15-32 . Update button, Non-DoD Clearances | Public Trust Eligibility/Suitability section .



3. Click the Update button for the clearance in the Non-DoD Clearances | Public Trust Eligibility/Suitability section. The Non-DOD Clearance Info screen, Non-DoD Clearance Info tab displays.

4. Complete the updates on both tabs: � Clearance Info



� Remarks/Customized Info.


6. Click the Done button.The Personnel Info screen, Employee tab displays.In the Non-DoD Clearances | Public Trust Eligibility/Suitability section, the updated information for the Non-DoD clearance or Public Trust Eligibility/Suitability record displays in the columns, as applicable.

7. To update another Non-DoD clearance or Public Trust Eligibility/Suitability record, repeat from step 3 above.


9. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.The Non-DoD clearance or Public Trust Eligibility/Suitability assigned to the employee display in the Clearance(s) column.

Delete Non-DoD Clearance and Publict Trust Eligibility/Suitability Information

Deleting a Non-DoD clearance or Public Trust Eligibility/Suitability record must be done with care. Once a record is deleted it cannot be restored. Follow your employer’s guidelines when using this command.

To delete an employee’s Non-DoD clearances or Public Trust Eligibility/Suitability record:

� Personnel Info screen, Employee tab, Delete button in Non-DoD Clearances | Public Trust Eligibility/Suitability section


Figure 15-33 . Delete button, Non-DoD Clearances | Public Trust Eligibility/Suitability section .



3. Click the Delete button in the column next to the Non-DoD clearance or Public Trust Eligibility/Suitability record in the Non-DoD Clearances | Public Trust Eligibility/Suitability section. The Non-DOD Clearance Info screen displays, with the Delete and Cancel buttons.


Back to this chapter’s TOCNoN-DoD ClearaNCes | PubliC TrusT eligibiliTy/suiTabiliTy

4. Click the Delete button.The Personnel Info screen, Employee tab displays.The Non-DoD clearance or Public Trust Eligibility/Suitability record no longer displays in the Non-DoD Clearances | Public Trust Eligibility/Suitability section.

5. To delete another Non-DoD clearance or Public Trust Eligibility/Suitability record, repeat from step 3 above.

6. To return to the Personnel Listing screen, click the Update button.The message, “The information has been updated.” , the Re-Edit This Record link and the Done button display.

7. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.The deleted Non-DoD clearance or Public Trust Eligibility/Suitability no longer displays in the Clearance(s) column.

View (Read-Only) Non-DoD Clearance and Public Trust Eligibility/Suitability Information

To view an employee’s Non-DoD clearance and/or Public Trust Eligibility/Suitability record on the Non-DoD Clearance Info screen:

� Personnel Info screen, Employee tab, View button in Non-DoD Clearances | Public Trust Eligibility/Suitability section


Figure 15-34 . View button, Non-DoD Clearances | Public Trust Eligibility/Suitability section .


2. Click the View button in the column next to the employe’s name.The Personnel Info screen, Employee tab displays.

3. Click the View button in the column next to the clearance in the Non-DoD Clearances | Public Trust Eligibility/Suitability section. The Non-DoD Clearance Info screen displays.

4. View the information on both tabs: � Clearance Info � Remarks/Customized Info.




6. To view another Non-DoD clearance or Public Trust Eligibility/Suitability record, repeat the steps above.

7. To return to the Personnel Listing screen, click the Exit button.The Personnel Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.

Duplicate a Non-DoD Clearance and Public Trust Eligibility/Suitability Record

To duplicate a Non-DOD clearance:

� Personnel Info screen, Employee tab, Duplicate button in Non-DoD Clearances | Public Trust Eligibility/Suitability section

To use the Duplicate button:

Figure 15-35 . Duplicate button, Non-DoD Clearances | Public Trust Eligibility/Suitability section .



3. Click the Duplicate button in the column next to the clearance in the Non-DoD Clearances | Public Trust Eligibility/Suitability section. The Non-DOD Clearance Info screen, Non-DOD Clearance Info tab displays. The duplicated Non-DoD clearance or Public Trust Eligibility/Suitability record’s data displays in the corresponding fields.

4. Revise/complete the fields as needed, on both tabs: � Clearance Info � Remarks/Customized Info.


6. Click the Done button.The Personnel Info screen, Personnel Info tab displays.In the Non-DoD Clearances | Public Trust Eligibility/Suitability section, the new Non-DoD clearance or Public Trust Eligibility/Suitability record displays in the list.

7. To duplicate another Non-DoD clearance or Public Trust Eligibility/Suitability record, repeat from step 3 above.


9. Click the Done button.


Back to this chapter’s TOCNoN-DoD ClearaNCes | PubliC TrusT eligibiliTy/suiTabiliTy

The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.The Non-DoD clearance or Public Trust Eligibility/Suitability assigned to the employee display in the Clearance(s) column.


Back to this chapter’s TOC speCial aCCesses/Caveats

Special Accesses/Caveats


9 Add Special Access and Caveat Information

9 Update Special Access and Caveat Information

9 Delete Special Access and Caveat Information

9 View (Read-Only) Special Access and Caveat Records

Overview

Special Accesses and Caveats are added, updated, deleted and viewed using the:

� Special Accesses/Caveats section on the Employee tab on the Personnel Info screen (in Update mode)

9 Special Access records for which the status is Pending display in purple in this section.

9 If the system is configured to do so, the Reinvestigation Date will display on the Special Access Info screen in the Rebrief Date field when completion of the corresponding training is indicated on the Employees tab in the Training and Conferences module.

Special Access Info Screen

The Special Access Info screen displays when the:

� + New, View, Update and Delete buttons are clicked in the Special Accesses/Caveats section

The screen has two tabs:

� Special Access Info � Program Info


Back to this chapter’s TOCspeCial aCCesses/Caveats

Table 15-15 . Special Access Info screen data fields by tab .

9 The fields on these tabs can be customized by a System Administrator. A field can be renamed, designated as required or not required, and be hidden from view. The table lists the default fields, which may differ from what you see on the tabs.


SPECIAL ACCESS INFO TAB:

Access Type Select the Access type.

Status Select the status of employee.

Special Access check box Check if special access.

Request Type Select the request type.

Date Requested Click the calendar button to select the requested date, or enter the date in MMDDYY format.

Date Submitted Click the calendar button to select the submitted date, or enter the date in MMDDYY format.

Date to Sponsor Click the calendar button to select the date to sponsor, or enter the date in MMDDYY format.

Sponsor Select the sponsor.

AIN/PCN Enter the AIN/PCN.

Date Signed Sponsorship Letter Received

Click the calendar button to select the date the signed sponsorship letter was received, or enter the date in MMDDYY format.

Date Signed Forms Received from Candidate/Employee

Click the calendar button to select the date the signed forms were received from the candidate/employee, or enter the date in MMDDYY format.

CCA Approval Date Click the calendar button to select the date the CCA was approved, or enter the date in MMDDYY format.

Date Paperwork Sent to Candidate/Employee

Click the calendar button to select the date the paperwork was sent to the candidate/employee, or enter the date in MMDDYY format.

COTR Approval Date Click the calendar button to select the date the COTR was approved, or enter the date in MMDDYY format.

State If the default is not correct, select the state.

Approved Date Click the calendar button to select the approved date, or enter the date in MMDDYY format.

Granted By Select the granted by agency.

AIN/PCN Date Click the calendar button to select the date of AIN/PCN.

Briefed Date Click the calendar button to select the Briefed date, or enter the date in MMDDYY format.

Rebrief Date REMINDER. Click the calendar button to select the rebriefed date, or enter the date in MMDDYY format.

If the system is configured to do so, the reinvestigation date will display in this field when completion of the corresponding training is indicated in the Training & Conferences module.

Debriefed Date Click the calendar button to select the debriefed date, or enter the date in MMDDYY format.



Field Name ExplanationSponsor Debrief Click the calendar button to select the sponsor’s debrief date, or enter the date in

MMDDYY format.

Termination Date Click the calendar button to select the termination date, or enter the date in MMDDYY format.

Suspended Date Click the calendar button to select the suspended date, or enter the date in MMDDYY format.

Investigation Date Click the calendar button to select the investigation date.

Next Review Date REMINDER. Enter the next review date.

Revoked Date Click the calendar button to select the revoked date.

NDA Date Click the calendar button to select the NDA date.

Waiver Req Date Click the calendar button to select the waiver request date, or enter the date in MMDDYY format.

Waiver Approved Date Click the calendar button to select the waiver approved date, or enter the date in MMDDYY format.


Location Enter the location.

Facility Code Select the facility code.




Remarks Enter the remarks.

PROGRAM INFO TAB:

Program Select a program.

Indoctrination Date Click the calendar button to select the indoctrination date, or enter the date in MMDDYY format.

Billet Number Select a billet number.

CNX Date Click the calendar button to select the CNX date, or enter the date in MMDDYY format.

NDS Date Click the calendar button to select the NDS date, or enter the date in MMDDYY format.

CB Code Enter the CB code.

Program Debrief Date Click the calendar button to select the program debrief date, or enter the date in MMDDYY format..

Customized Fields System Administrators can configure an additional 10 date fields and 5 data entry fields on this tab.

Add Special Access and Caveat Information

To add new Special Accesses or Caveats for an employee:



� Personnel Info screen, Employee tab, + New button in Special Accesses/Caveats section


Figure 15-36 . + New button, Special Accesses/Caveats section .



3. Click the + New button in the Special Accesses/Caveats section. The Special Access Info screen, Special Access Info tab displays.

4. Complete the required fields (indicated in red), and additional fields as needed, on both tabs: � Special Access Info � Program Info


6. Click the Done button.The Personnel Info screen, Employee tab displays.In the Special Accesses/Caveats section, the new special access or caveat displays in the list.

7. To add another special access or caveat, repeat from step 3 above.


9. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.The special accesses or caveat assigned to the employee display in the Special Access(es) column.

Update Special Access and Caveat Information

To update an employee’s special accesses and caveats:

� Personnel Info screen, Employee tab, Update button in Special Accesses/Caveats section




Figure 15-37 . Update button, Special Accesses/Caveats section .



3. Click the Update button in the Special Accesses/Caveats section. The Special Access Info screen, Special Access Info tab displays.

4. Complete the updates on both tabs: � Special Access Info � Program Info

5. Click the Update button. The message, “The information has been updated.” displays.

6. Click the Done button.The Personnel Info screen, Employee tab displays.In the Special Accesses/Caveats section, the updated information for the access(es) or caveat(s) displays in the columns, as applicable.

7. To update another special access or caveat, repeat from step 3 above.


9. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.The access(es) a or caveat(s) assigned to the employee display in the Special Access(es) column.

Delete Special Access and Caveat Information

Deleting access(es) must be done with care. Once a special access is deleted it cannot be restored. Follow your employer’s guidelines when using this command.

To delete an employee’s special access(es):

� Personnel Info screen, Employee tab, Delete button in Special Accesses/Caveats section




Figure 15-38 . Delete button, Special Accesses/Caveats section .



3. Click the Delete button in the column next to the Special Accesses/Caveatssection. The Special Access Info screen, Special Access Info tab displays.

4. Click the Delete button.The Personnel Info screen, Employee tab displays.The special access or caveat no longer displays in the Special Accesses/Caveats section.

5. To delete another special access or caveat, repeat from step 3 above.


7. Click the Done button.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.The access(es) or caveat(s) assigned to the employee display in the Special Access(es) column.

View (Read-Only) Special Access and Caveat Information

Some special access information fields are displayed in the Special Access(es) section on the Employee tab (Personnel Info screen). To view all fields follow the steps below.

To view an employee’s special access(es):

� Personnel Info screen, Employee tab, View button in Special Accesses/Caveats section




Figure 15-39 . View button, Special Accesses/Caveats section .



3. Click the View button in the column next to the Special Accesses/Caveats section. The Special Access Info screen, Special Access Info tab displays.

4. View the information on both tabs: � Special Access Info � Program Info


6. To view another special access or caveat, repeat from step 3 above.

7. To return to the Personnel Listing screen, click the Exit button.The Personnel Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.The access(es) or caveat(s) assigned to the employee display in the Special Access(es) column.


Back to this chapter’s TOCPolygraPh(s)

Polygraph(s)


9 Add Polygraph Information

9 Update Polygraph Information

9 Delete Polygraph Information

9 View (Read-Only) Polygraph Information

Overview

Polygraph information is added, updated, deleted and viewed using the:

� Polygraphs section on the Employee tab on the Personnel Info screen (in Update mode)

9 Polygraph records for which the status is Pending display in purple in this section.

Poly Info Screen

The Poly Info screen displays when the:

� + New, View, Update and Delete buttons are clicked in the Polygraphs section

Table 15-16 . Poly Info screen data fields .

9 The fields on this screen can be customized by a System Administrator. A field can be renamed, designated as required or not required, and be hidden from view. The table lists the default fields, which may differ from what you see on the screen.

Field Name ExplanationPoly Type Select the polygraph type.

Poly By Select the agency that gave the polygraph.

Poly Date Click the calendar button to select the date of the polygraph, or enter it in MMDDYY format.

Poly Scheduled Date Click the calendar button to select the date for which the polygraph was scheduled.

Status Select the status of the polygraph.

Facility Code Select the facility code.

Remarks Enter applicable remarks.


Back to this chapter’s TOC PolygraPh(s)

Add Polygraph Information

To add new polygraph(s) for an employee:

� Personnel Info screen, Employee tab, + New button in Polygraphs section


Figure 15-40 . + New button, Polygraphs section .



3. Click the + New button in the Polygraphs section. The Poly Info screen displays.

4. Complete the required fields (indicated in red), and additional fields as needed.


6. Click the Done button.The Personnel Info screen, Employee tab displays.In the Polygraphs section, the new polygraph record displays in the list.

7. To add another polygraph, repeat from step 3 above.



Update Polygraph Information

To update an employee’s polygraph record(s):

� Personnel Info screen, Employee tab, Update button in Polygraphs section




Figure 15-41 . Update button, Polygraphs section .



3. Click the Update button in the Polygraphs section. The Poly Info screen displays.

4. Complete the updates.

5. Click the Update button. The message, “The information has been updated.” displays.

6. Click the Done button.The Personnel Info screen, Employee tab displays.In the Polygraphs section, the updated information for the polygraph record displays in the columns, as applicable.

7. To update another polygraph record, repeat from step 3 above.



Delete Polygraph Information

Deleting polygraph records must be done with care. Once a record is deleted it cannot be restored. Follow your employer’s guidelines when using this command.

To delete an employee’s polygraph record(s):

� Personnel Info screen, Employee tab, Delete button in Polygraphs section



Back to this chapter’s TOC PolygraPh(s)

Figure 15-42 . Delete button, Polygraphs section .



3. Click the Delete button in the column next to the Polygraphs section. The Poly Info screen displays.

4. Click the Delete button.The Personnel Info screen, Employee tab displays.The polygraph record no longer displays in the Polygraphs section.

5. To delete another polygraph record, repeat from step 3 above.



View (Read-Only) Polygraph Information

Most polygraph information fields are displayed in the Poly(s) section on the Employee tab (i.e., only the Poly Scheduled Date and Remarks fields do not display in the section columns). To view all fields follow the steps below.

To view an employee’s polygraph record(s):

� Personnel Info screen, Employee tab, View button in Polygraphs section


Figure 15-43 . View button, Polygraphs section .





3. Click the View button in the column next to the polygraph record in the Polygraphs section. The Poly Info screen displays.

4. View the information.


6. To view another polygraph record, repeat from step 3 above.



Back to this chapter’s TOC assoCiateD DoCuments - no pii

Associated Documents - No PII


9 Upload an Associated Document (No PII)

9 Remove an Associated Document (No PII)

9 View (Read-Only) an Associated Documents (No PII)

9 Download an Associated Document (No PII)

Overview

Associated documents are viewed, uploaded, and removed using the:

� Associated Doc(s) - (No PI Info.) section on the Employee tab on the Personnel Info screen (in Update mode)

Upload Personnel Associated Doc - No PII Screen

The Upload Personnal Associated Doc - No PII screen displays when you click the:

� Upload Associated Doc. link in the Associated Doc(s) - (No PI Info.) section

Upload an Associated Document - No PII

To upload associated documents (no PII) to an employee record within the Personnel Management module:

� Personnel Info screen, Employee tab, Associated Doc(s) - (No PI Info.) section, Upload Associated Doc. link

To use the Upload Associated Doc link: 1. Access the Personnel Listing screen.


3. Click the Upload Associated Doc. link in the Associated Doc(s) - (No PI Info.) section.The Upload Personnel Associated Doc - No PII screen displays.

4. Enter a description of the document being associated in the File Description field.

5. Click the Choose File button to select the file path to the document to be associated.Depending on the software loaded on your computer, a browse window opens.

6. Locate the file that is being associated, and double click it.


Back to this chapter’s TOCassoCiateD DoCuments - no pii

The Upload Personnel Associated Doc - No PII screen displays with the selected file’s name next to the Choose File button.

7. Click the Upload button.The Personnel Info screen, Employee tab displays.The new associated document displays in the list.

9 This is a read-only document that cannot be modified.

8. To add another associated document, repeat from step 4 above.

9. To return to the Personnel Listing screen, click the Update button.The message, “The information has been updated.”, the Re-Edit This Record link and the Done button display.

10. Click the Done button.The Personnel Listing screen displays.The updated employee record displays highlighted (in black) and its checkbox is checked.

11. To upload an associated document for another employee, repeat from step 2 above.

Remove an Associated Document - No PII

To remove an associated document record:

� Personnel Info screen, Employee tab, Associated Doc(s) - (No PI Info.) section, button in the Remove? column

To use the Remove (-) button: 1. Access the Personnel Listing screen.


3. In the Associated Doc(s) - (No PI Info.) section, click the “-” button in the Remove? column next to the file description that’s being removed. The message, “The file is successfully removed.” displays.

4. Click the OK button.The Personnel Info screen, Employee tab displays.The document no longer displays in the Associated Doc(s) section.

5. To delete another associated document, repeat from step 4 above.



8. To remove an associated document for another employee, repeat from step 2 above.


Back to this chapter’s TOC assoCiateD DoCuments - no pii

View (Read-Only) an Associated Document - No PII

All associated document fields are displayed in the Associated Doc(s) - (No PI Info.) section on the Employee tab on the Personnel Info screen. To view the actual associated document, follow the steps below.

To view associated document(s) on the Personnel Info screen:

� Personnel Info screen, Employee tab, file description link in the File Description column in the Associated Doc(s) - (No PI Info.) section

To use the file description link: 1. Access the Personnel Listing screen.


3. In the Associated Doc(s) - (No PI Info.) section, to view the associated document, click its file description in the File Description column. The File Download window opens.

4. Click the Open button.The document displays.

5. Close the window when you’re finished viewing the document.

6. Return to the Personnel Info screen, Employee tab.

7. To view another associated document, repeat from step 3 above.

8. To return to the Personnel Listing screen, click the Exit button.The Personnel Listing screen displays.

The viewed employee record displays highlighted (in black) and its checkbox is checked.

9. To view an associated document for another employee, repeat from step 2 above.

Download an Associated Document - No PII

Associated documents can be downloaded only if the Personnel Info screen is accessed in Update mode.

To download an associated document:

� Personnel Info screen, Employee tab, Associated Doc(s) - (No PI Info.) section, file description link in File Description column



3. Click the File Description column link of the associated document in the Associated Doc(s) - (No PI Info.) section.


Back to this chapter’s TOCassoCiateD DoCuments - no pii

A window opens with options for what to do with the file (i.e., Open, Save, Save as).

4. Click the Save As option.The Save As window displays.

5. Change the file name, if needed.

6. Navigate to and select the location to which the document should be saved.

7. Click the Save button.The file is saved to the designated location.

8. Return to the Personnel Info screen, Employee tab.

9. To download another associated document, repeat from step 4 above.



12. To download an associated document for another employee, repeat from step 2 above.

Back to this chapter’s TOC


organization taB - personnel info sCreen

Organization Tab – Personnel Info Screen

Figure 15-44 . The Organization tab of the Personnel Info screen (in Update mode) .

The Org. tab displays when the Personnel Info screen is in Add New, Update, or View mode. It displays only data fields (no sections) that are grouped by:

� General organization data (e.g., Facility Code, Organization) � Supervisor data � Military data



Back to this chapter’s TOCpersonal taB - personnel info sCreen

Personal Tab–Personnel Info Screen

Figure 15-45 . The Personal tab of the Personnel Info screen (in Update mode) .

The Personal tab displays when the Personnel Info screen is in Add New, Update or View mode. It displays only data fields (no sections):

� Personal employee data (e.g., Country of Birth, Nationality) � Automobile information



Back to this chapter’s TOC BaDge(s) taB - personnel info sCreen

Badge(s) Tab–Personnel Info Screen

Figure 15-46 . The Badge(s) tab of the Personnel Info screen (in Update mode) .

The Badge(s) tab of the Personnel Info screen displays when in Add New, Update and View mode. It displays data fields that are grouped by:

� Primary Badge section (e.g., Company Badge #, Issued Date) � Additional Badge(s) section *

* This sections does not display in Add New mode.

9 You must add the new employee before adding additional badges.


For a list and description of the data fields on the Info screen that corresponds to the Additional Badge(s) section, see:

� Additional Badge(s) Info screen, Table 15-17


Back to this chapter’s TOCprimary BaDge

Primary Badge


9 Add a Primary Badge

9 Update a Primary Badge

9 Delete a Primary Badge

9 View a Primary Badge

Overview

On the Badge(s) tab on the Personnel Info screen, you can add, update, delete or view a primary (company) badge for the selected employee.

� Personnel Info screen, Badge(s) tab, Primary Badge section


Add a Primary Badge

9 Employees can be assigned only one primary (company) badge.

To add a primary badge entry for an employee:

� Personnel Info screen, Badge(s) tab, Primary Badge section, Primary Badge fields

To use the Primary Badge fields: 1. Access the Personnel Listing screen.


3. Click the Badge(s) tab. The screen refreshes and the Primary Badge and Additional Badge(s) sections display.

4. Complete the fields as needed.

9 The Expiration Date field is a reminder field; a primary badge coming close to expiration will display on the Reminder Listing screen.

5. Click the Update button. The message, “The information has been updated.” , the Re-Edit This Record link and the Done button display.

6. Click the Done button.The Personnel Listing screen displays.


Back to this chapter’s TOC primary BaDge

The updated employee record displays highlighted (in black) and its checkbox is checked.

Update a Primary Badge

To update a primary badge:


To use the Primary Badge fields: 1. Access the Personnel Listing screen.

2. Click the Update button in the column next to the employee’s name.A pop-up window displays the alert message.


4. Complete the needed updates.




Delete a Primary Badge

Deleting an employee’s primary badge entry must be done with care. Once a badge is deleted it cannot be restored. Follow your employer’s guidelines when using this command.

To delete a primary badge:


To delete a primary badge: 1. Access the Personnel Listing screen.

2. Click the Update button in the column next to the employee. The Personnel Info screen, Employee tab displays.


4. Delete the contents of the Company Badge#, Expiration Date, and Issued Date fields.

5. Click the Update button.


Back to this chapter’s TOCprimary BaDge

The message, “The information has been updated.” , the Re-Edit This Record link and the Done button display.


View (Read-Only) a Primary Badge

All primary badge fields are displayed in the Badge(s) tab of the Personnel Info screen.

To view an employee’s primary badge information:

� Personnel Info screen, Badge(s) tab, Primary Badge section

To use the View button: 1. Access the Personnel Listing screen.

2. Click the View button in the column next to the employee’s name. The Personnel Info screen, Employee tab displays.



5. Click the Exit button.The Personnel Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.


Back to this chapter’s TOC AdditionAl BAdge(s)

Additional Badge(s)


9 Add an Additional Badge

9 Update an Additional Badge

9 Delete an Additional Badge

9 View an Additional Badge

Overview

Additional badges are viewed, updated, added, and deleted using the:

� Personnel Info screen, Badge(s) tab, Additional Badge(s) section

Additional Badge(s) Info Screen

The Additional Badge(s) Info screen displays when the + New, Update, View and Delete buttons are clicked in the Additional Badge(s) section.

Table 15-17 . Additional Badge(s) Info screen data fields .


Field Name ExplanationIssuing Agency REQUIRED. Select the agency.

Badge # Enter the additional badge number.

Badge Type Select the type of badge.

Badge Status Select the status of the badge.

Activation Date Click the calendar button to select the date the additional badge was activated, or enter the date in MMDDYY format.

Expiration Date REMINDER. Click the calendar button to select the date the additional badge expires, or enter the date in MMDDYY format.

Renewal Submission Date Click the calendar button to select the date the renewal for the additional badge needs to be submitted, or enter the date in MMDDYY format.

Organization Select the organization.

Issuer Name Enter the name of the person who issued the additional badge.

Issuer Phone Enter the phone number of the person who issued the additional badge.

Issuer Email Enter the email of the person who issued the additional badge.


Back to this chapter’s TOCAdditionAl BAdge(s)

Field Name ExplanationContract # Enter the contract number associated with the badge, if applicable.

Room Access Enter room access, if applicable.

Building Access Enter building access, if applicable.

Customized Fields System Administrators can add up to 5 data entry fields to this screen.

Add an Additional Badge

To add an additional badge for an employee:

� Personnel Info screen, Badge(s) tab, + New button in Additional Badge(s) section

To use the + New button: 1. Access the Personnel Listing screen.



4. Click the + New button in the Additional Badge(s) section. The Additional Badge(s) Info screen displays.


9 The Expiration Date field is a reminder field; an additional badge coming close to expiration will display on the Reminder Listing screen.

6. Click the Add button. The message, “The information has been updated.” displays.

7. Click the Done button.The Personnel Info screen, Badge(s) tab displays.In the Additional Badge(s) section, the new additional badge entry displays in the list.

8. To add another additional badge entry, repeat from step 4 above.



Update an Additional Badge

To update an additional badge:

� Personnel Info screen, Badge(s) tab, Update button in Additional Badge(s) section


Back to this chapter’s TOC AdditionAl BAdge(s)

To use the Update button: 1. Access the Personnel Listing screen.



4. Click the Update button for the badge number in the Additional Badge(s) section.The Additional Badge(s) Info screen displays.



6. Click the Update button.The message, “The information has been updated,” displays.

7. Click the Done button.The Personnel Info screen, Badge(s) tab displays.In the Additional Badge(s) section, the updated badge entry displays in the list.

8. To update another additional badge entry, repeat from step 4 above.



Delete an Additional Badge

Deleting additional badge entries must be done with care. Once a badge entry is deleted it cannot be restored. Follow your employer’s guidelines when using this command.

To delete an additional badge:

� Personnel Info screen, Badge(s) tab, Delete button in Additional Badge(s) section

To use the Delete button: 1. Access the Personnel Listing screen.

2. Click the Update button in the column next to the employee. The Personnel Info screen, Employee tab displays.


4. Click the Delete button in the column next to the badge entry in the Additional Badge(s) section.


Back to this chapter’s TOCAdditionAl BAdge(s)

The Additional Badge(s) Info screen displays.

5. Click the Delete button.The Personnel Info screen, Badge(s) tab displays.The badge entry no longer displays in the Additional Badge(s) section.

6. To delete another badge entry, repeat from step 4 above.



View (Read-Only) an Additional Badge

All additional badge fields are displayed in the Additional Badge(s) section on the Badge(s) tab of the Personnel Info screen. You can also view them on the Additional Badge(s) Info screen by following the steps below.

To view additional badge information on the Additional Badge(s) Info screen:

� Personnel Info screen, Badge(s) tab, View button in Additional Badge(s) section


2. Click the View button in the column next to the employee’s name. The Personnel Info screen, Employee tab displays.


4. Click the View button for the badge in the Additional Badge(s) section.The Additional Badge(s) Info screen displays.



7. To view another additional badge, repeat from step 4 above.

8. To return to the Personnel Listing screen, click the Exit button.The Personnel Listing screen displays.The updated employee record displays highlighted (in black) and its checkbox is checked.


Back to this chapter’s TOC emergenCy taB - personnel info sCreen

Emergency Tab–Personnel Info Screen

Figure 15-47 . The Emergency tab of the Personnel Info screen (in Update mode) .

The Emergency tab of the Personnel Info screen displays when in Add, Update and View mode. It displays only data fields (no sections) that are grouped by:

� First Contact (e.g., Name, Relationship) � Second Contact � Out of State Contact



Back to this chapter’s TOCflag/remarks taB - personnel info sCreen

Flag/Remarks Tab–Personnel Info Screen

Figure 15-48 . The Flag/Remarks tab of the Personnel Info screen (in Update mode) .

The Flag/Remarks tab of the Personnel Info screen displays when in Add New, Update, or View mode. It displays data fields that are grouped by:

� Insider Threat configuration check boxes (i.e., Senior Management Official (SMO)?, Appointment Letter Received?)

� Alert flag fields (e.g., Alert Flag checkbox, Alert Message field) � Five UDFs (user defined fields) that display only when configured � Remarks text box � Fingerprint Details section


For the How To’s that correspond to the Fingerprint Details section, see Fingerprinting.


Back to this chapter’s TOC Alert FlAg

Alert Flag


9 Add an Alert Flag

9 Update an Alert Flag

9 Delete an Alert Flag

9 View an Alert Flag

Overview

When an alert flag is set for an employee, his/her record displays in red on the Personnel Listing screen. Also, when the record’s View button, Update button, or Select checkbox is clicked, a pop-up window displays with the alert message.

9 An alert flag can be set only for employees who have an Active status.

On the Flag/Remarks tab on the Personnel Info screen, you can add, update, delete or view an alert flag for the selected employee.

� Personnel Info screen, Flag/Remarks tab

Add an Alert Flag for an Employee

To add an alert flag for an employee:

� Personnel Info screen, Flag/Remarks tab, Alert Date fields and Alert Message field

To use the Alert Start Date, Alert End Date and Alert Message fields: 1. Access the Personnel Listing screen.


3. Click the Flag/Remarks tab. The screen refreshes and the fields on the tab display.

4. Select or enter the applicable dates in the Alert Start Date and Alert End Date fields.

5. In the Alert Message field, enter the message you would like to display in the pop-up window when the Select checkbox, View button, or Update button is clicked for the employee record on the Personnel Listing screen. If you do not want a message to display, leave the field blank. When no message is added, the pop-up window message is, “An alert flag was set for this person without an alert message!”.

6. Complete other fields, as needed.

7. Click the Update button.


Back to this chapter’s TOCAlert FlAg


8. Click the Done button.The Personnel Listing screen displays.The updated employee record displays highlighted (in black) and its checkbox is checked.The Alert column now displays Yes.The next time the record is updated or viewed, the alert message displays in a pop-up window. When OK is clicked, the Employee tab displays. On the Flag/Remarks tab, the Alert Flag check box is automatically checked to indicate that an alert is active for the employee.

Update an Alert Flag To update an employee’s alert flag:

� Personnel Info screen, Flag/Remarks tab, Alert Start Date, Alert End Date and Alert Message fields



3. Read the alert message, then click OK.The Personnel Info screen, Employee tab displays.




7. Click the Done button.The Personnel Listing screen displays.The updated employee record displays highlighted (in black) and its checkbox is checked.The Alert column displays Yes.

8. Uncheck the Select checkbox.The Personnel Listing screen refreshes.The updated employee record displays highlighted (in red).

Delete an Alert Flag

To delete an employee’s alert flag:

� Personnel Info screen, Flag/Remarks tab, Alert Start Date, Alert End Date and Alert Message fields


Back to this chapter’s TOC Alert FlAg

To delete an Alert Flag: 1. Access the Personnel Listing screen.

2. Click the Update button in the column next to the employee. A pop-up window displays the alert message.

3. Click OK.The Personnel Info screen, Employee tab displays.


5. Delete the dates in the Alert Start Date and Alert End Date fields.

6. Delete the message in the Alert Message field, if any.


8. Click the Done button.The Personnel Listing screen displays.The updated employee record displays highlighted (in black) and its checkbox is checked.The Alert column now displays No.

View (Read-Only) an Alert Flag

The Alert Flag checkbox and Alert Message field are displayed on the Flag/Remarks tab of the Personnel Info screen. When the Alert Flag checkbox is checked, the employee’s record displays in red on the Personnel Listing screen. Also, when the record’s View button, Update button, or Select checkbox is clicked, a pop-up window displays with the alert message.

To view an employee’s alert flag:

� Personnel Info screen, Flag/Remarks tab, Alert Flag checkbox and Alert Message field

To view an employee’s Alert Flag: 1. Access the Personnel Listing screen.

2. Click the View button in the column next to the employee’s name. A pop-up window displays the alert message.

3. Click the OK button.The Personnel Info screen, Employee tab displays.





Back to this chapter’s TOCfingerprinting

Fingerprinting

How To In This Section

9 Track Fingerprint Information for an Employee

Overview

On the Flag/Rem. (Flag/Remarks) tab on the Personnel Info screen, you can add, update, delete or view an employee’s fingerprinting information.

� Personnel Info screen, Flag/Rem. tab, Fingerprint Details section

Track Fingerprint Information for an Employee

To track fingerprint information for an employee:

� Personnel Info screen, Flag/Rem. tab, fields in the Fingerprint Details section

To use the Fingerprint Details fields: 1. Access the Personnel Listing screen.


3. Click the Flag/Rem. tab. The screen refreshes and the fields, and Fingerprint Details section, display.

4. In the Fingerprint Details section, click the Fingerprinting Required? checkbox, if applicable.A checkmark displays in the checkbox.

5. Complete the other fields, as applicable: � Fingerprints Taken By � Fingerprints Date � Fingerprints Submission Date � Fingerprints Submission Type




Back to this chapter’s TOC assignment(s) taB - personnel info sCreen

Assignment(s) Tab–Personnel Info Screen

Figure 15-49 . The Assignment(s) tab of the Personnel Info screen (in Update mode) .

The Assignment(s) tab of the Personnel Info screen displays when in Update or View mode. It displays the following sections:

� Assigned Information System(s) (display only) � Assigned Properties � Active Outgoing Visits � Assigned to Contract(s) � Assigned SAM � Conference(s) (display only) � Training(s) (display only)

For the How To’s that correspond to the sections on this tab, see:

� Property(ies) � Active Outgoing Visits � Contracts � Secured Areas

� RMF(S) (display only) � International Outgoing Visit(s) (display

only) � Foreign Travel (display only) � Incidents(s) � Reportable Information


Back to this chapter’s TOCProPerty(ies)

Property(ies)


9 Assign Property

9 Unassign Property(ies)

9 View (Read-Only) Assigned Property Information

9 Print a Key Agreement

Overview

Employees can be assigned to, and unassigned from, property within the Personnel Management module.

9 Employees can also be assigned to and unassigned from property within the Property Management module.

On the Personnel Info screen, Assignment(s) tab, the following buttons display in the Assigned Properties section:

� Assign Properties � Unassign Properties � Select All � UnSelect All

On the Personnel Listing screen, the Assign to Property/Safe command is available.

Figure 15-50 . Assign to Property/Safe command on the Personnel Listing screen .

Property(ies) can be viewed, updated, assigned and unassigned using the:

� Assigned Properties section on the Assignment(s) tab on the Personnel Info screen (in Update mode)

Property(ies) can be assigned using the:


Back to this chapter’s TOC ProPerty(ies)

� Assign to Property/Safe command on the Personnel Listing screen

Property Search For Assignment Screen

The Property Search For Assignment screen displays when you click the:

� Assign Properties button in the Assigned Properties section on the Assignment(s) tab, or � Assign to Property/Safe command on the Personnel Listing screen

The search criteria for the property(ies) to assign are entered on this screen.

Select Property(ies) to Assign screen

The Select Property(ies) to Assign screen displays when you click the:

� Find button on the Property Search For Assignment screen

This screen displays the results of the search on the Property Search For Assignment screen. The property(ies) to be assigned are selected on this screen.

Assign Property(ies)

There are two ways to assign property(ies) to an employee(s):

� Personnel Info screen, Assignment(s) tab, Assigned Properties section, Assign Properties button

� Personnel Listing screen, Assign to Property/Safe command

9 Using the Assign to New Outgoing Visit Request command allows you to assign property(ies) to more than one employee at a time.

To use the Assign Properties button: 1. Access the Personnel Listing screen.


3. Click the Assignment(s) tab. The Personnel Info screen refreshes and the sections on the tab display.

4. Click the Assign Properties button in the Assigned Properties section.The Property Search For Assignment screen displays.

5. Enter search criteria based on the information you have and the type of property(ies) being assigned.

6. Click the Find button. The Select Property(ies) to Assign screen displays the records that match the entered search criteria.



7. Click the Select checkbox(es) next to the property item number being assigned to the employee(s). The screen refreshes and the property(ies) display highlighted (in black) with a checkmark in the checkbox(es).

8. Click the Assign button.If the employee(s) cannot be assigned to the property(ies) (e.g., the employee/visitor does not have the proper accesses), an error message displays in red under the navigation links (e.g., “Cannot assign item:[Property Name (Item #]. [User Name] does not have the required access(es).” ). The Personnel Info screen, Assignment(s) tab displays.In the Assigned Properties section, the newly assigned property(ies) display in the list.

9. To assign another property(ies), repeat from step 4 above.



To use the Assign to Property/Safe command:1. Access the Personnel Listing screen.

2. Click the Select checkbox(es) in the column next to the employee(s) name(s).The screen refreshes and the record(s) display(s) highlighted (in black) with a checkmark(s) in the checkbox(es).

3. Place the cursor on the Commands link.The commands display.

4. Click the Assign to Property/Safe command. The Property Search For Assignments screen displays.

5. Enter search criteria based on the information you have and the type of property(ies) being assigned.

6. Click the Find button. The Select Property(ies) to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox(es) next to the property item number being assigned to the employee(s). The screen refreshes and the property(ies) display highlighted (in black) with a checkmark in the checkbox(es).

8. Click the Assign button.If the employee(s) cannot be assigned to the property(ies) (e.g., the employee/visitor does not have the proper accesses), an error message displays in red under the navigation links(e.g., “Cannot assign item:[Property Name (Item #]. [User Name] does not have the required access(es).” ). The message window displays, “The property(ies)/safe(s) successfully assigned to the people!”.

9. Click OK.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.

10. To assign another property/safe, repeat from step 2 above.


Back to this chapter’s TOC ProPerty(ies)

Unassign Properties

To unassign property from an employee(s):

� Personnel Info screen, Assignment(s) tab, Unassign Properties button in the Assigned Property section

9 You can only unassign active property(ies).

To use the Unassign Properties button: 1. Access the Personnel Listing screen.

2. Click the Update button in the column next to the employee(s) name.The Personnel Info screen, Employee tab displays.


4. Click the Select checkbox(es) in the column next to the property(ies) item number.

5. Click the Unassign Properties button in the Assigned Properties section.The Personnel Info screen refreshes. The property item no longer displays in the Assigned Properties section.

6. To unassign another property(ies), repeat from step 4 above.


8. Click the Done button. The Personnel Listing screen displays.The updated employee record displays highlighted (in black) and its checkbox is checked.

View (Read-Only) an Employee’s Assigned Property(ies):

To view an employee’s assigned property(ies):

� Personnel Info screen, Assignment(s) tab, Assigned Properties section




4. View the list of property(ies) assigned to the employee in the Assigned Properties section.





Print a Key Agreement:

To print a Key Agreement:

� Personnel Info screen, Assignment(s) tab, Assigned Propertes section, Print Key Agreement button

To use the Print Key Agreement button: 1. Access the Personnel Listing screen.



4. Select the key assigned to the employee in the Assigned Properties section for which you want to print the Key Agreement.The Print Key Agreement button is now active.

5. Click the Print Key Agreement button The Key Agreement displays.

6. Print or export the Key Agreement as needed.

7. To return to the Personnel Info screen, click the Return button. The Personnel Listing screen, Assignment(s) tab displays.


Back to this chapter’s TOC Active OutgOing visits

Active Outgoing Visits


9 Assign an Employee to a New Outgoing Visit Request

9 Assign an Employee to an Existing Outgoing Visit Request

9 Unassign an Employee from an Outgoing Visit(s)

9 Delete an Outgoing Visit

9 View (Read-Only) an Employee’ s Outgoing Visits

9 Generate a Visit Authorization Letter

Overview

Outgoing visit requests can be assigned and unassigned, viewed, deleted, and new requests created, in the Active Incoming Visit(s) section. You can also generate a Visit Authorization Letter (VAL), as well as many other reports.

On the Personnel Info screen, Assignments tab, the following buttons display in the Active Incoming Visit(s) section:

� Assign New Visit � Assign Existing Visit � Unassign Visits � Select All � UnSelect All � Print VAL � Delete button (displays in the Select column for unassigned visits

On the Personnel Listing screen, the following outgoing visit request commands display, as shown in Figure 15-91:

� Assign to Existing Incoming Visit Request � Assign to New Incoming Visit Request

Figure 15-91 . Outgoing Visits Request commands on the Personnel Listing screen .


Back to this chapter’s TOCActive OutgOing visits

Employees are assigned to, and unassigned from, new outgoing visit requests using the:

� Assign New Visit button in the Active Outgoing Visit(s) section on the Assignment(s) tab (on the Personnel Info screen in Update mode), or

� Assign to New Outgoing Visit Request command on the Personnel Listing screen.

9 Using the Assign to New Outgoing Visit Request command allows you to assign more than one employee at a time.

Employees are assigned to, and unassigned from, existing outgoing visit requests using the: � Assign Existing Visit button in the Active Outgoing Visit(s) section on the Assignment(s) tab

(on the Personnel Info screen in Update mode), or � Assign to Existing Outgoing Visit Request command on the Personnel Listing screen.

9 Using the Assign to Existing Outgoing Visit Request command allows you to assign more than one employee at a time.

Visit Authorization Letters (VALs) can be printed using the:

� Print VAL button in the Active Outgoing Visit(s) section on the Assignment(s) tab (on the Personnel Info screen in Update mode).

Visits assigned in error can be deleted using the:

� Delete button in the Active Outgoing Visit(s) section on the Assignment(s) tab (on the Personnel Info screen in Update mode).

Edits and validations include:

� Incoming Visits requiring a certain clearance and/or access level will allow only those employees that have the required level(s) to be assigned.

Personnel Listing–Assign to New Outgoing Visit Request Screen

The Personnel Listing–Assign to New Outgoing Visit Request screen displays when you click the:

� Assign New Visit button in the Active Outgoing Visit(s) section, or � Assign to New Incoming Visit Request command on the Personnel Listing screen

Some of the record information for the employee being assigned displays at the top of the screen, and data elements for the new outgoing visit request below.

Table 15-18 . Personnel Listing–Assign to New Outgoing Visit Request screen data fields .




Field Name ExplanationRequest Date Click the calendar button and select the date of the request, or enter it in MMDDYY

format.

Start Date REQUIRED. REMINDER. Click the calendar button and select the start date of the visit, or enter it in MMDDYY format.

End Date REQUIRED. REMINDER. Click the calendar button and select the end date of the visit, or enter it in MMDDYY format.

Request ID Enter the request id of the visit.

Visit Type Defaults to Incoming.

Status Defaults to Open.

Acknowledge Date Click the calendar button and select the acknowledge date, or enter it in MMDDYY format.

Permanent Cert. check box Click if permanent certificate.

Ignore Clearance check box Click if want to ignore clearances.

Originator Enter the originator, if the default (user) is not correct.

Contract # Enter contract number.

Clearance Select the clearance.

Access(es) Select the allowed access(es).

Purpose of Visit Enter the purpose of the visit.

Security POC Enter the security POC’s name.

Phone Enter the security POC’s phone number.

Fax Enter the security POC’s fax number.

Email Enter the security POC’s email address.

Tech. POC Enter the technical POC’s name.

Phone Enter the technical POC’s phone number.

Fax Enter the technical POC’s fax number.

Email Enter the technical POC’s email address.

From Facility Code REQUIRED. Enter the employee’s facility code, or click the button to search for and select the code. May populate the default facility code.

To Facility Code REQUIRED. Enter the facility code being visited, or click the button to search for and select the code.

Pass Thru Facility Code Enter the pass through facility code, or click the button to search for and select the code.


Customized Fields System Administrators can configure an additional 5 data entry fields on this screen.

Visit Request Search for Assignment Screen

The Visit Request Search for Assignment screen displays when you click the:

� Assign Existing Visit button in the Active Outgoing Visits section



� Assign to Existing Outgoing Visit Request command on the Personnel Listing screen

The search criteria for the outgoing visit request to which the employee is being assigned are entered on this screen.

Select Visit Request(s) to Assign Screen

The Select Visit Request(s) to Assign screen displays when you click the:

� Find button on the Visit Request Search For Assignment screen

The results of the search on the Visit Request Search for Assignment screen display on this screen. The outgoing visit(s) to which the employee is being assigned are selected on this screen.

Visit Authorization Letter (VAL)

The Visit Authorization Letter displays when you click the:

� Print VAL button in the Active Outgoing Visits section

The letter can be printed and/or exported.

Assign an Employee to a New Outgoing Visit Request

There are two ways to assign an employee to a new outgoing visit request:

� Personnel Info screen, Assignment(s) tab, Assign New Visit button in Active Outgoing Visit(s) section

� Personnel Listing screen, Assign to New Incoming Visit Request command

9 Using the Assign to New Outgoing Visit Request command allows you to assign more than one employee at a time.

To use the Assign New Visit button: 1. Access the Personnel Listing screen.


3. Click the Assignment(s) tab. The Personnel Info screen refreshes and the sections on the Assignment(s) tab display.

4. Click the Assign New Visit button in the Active Outgoing Visit(s) section.The Personnel Listing–Assign to New Outgoing Visit Request screen displays.




9 To Facility Code is a required field. If you know the code, enter it and press the <TAB> key. Make sure that the fields in that section populated. If you do not know the code, click the To Facility Code button, complete a search on the Facility Search screen, and select the correct facility on the Facility Listing screen.

6. Click the Go button (the default command is Add the request & Assign the people).The message, “The new Visit Request has been successfully added. The new Visit Request ID is VQ####.” displays.The default command has changed to Print the VAL.

7. Click the Go button.

9 If you do not want to print the VAL, click the down arrow next to the Go button and click the Return to Personnel Info Screen! command. Skip to step 10 below.

The VAL displays.

8. View, print, e-mail, etc. the letter as needed.

9. Click the Return button.The Personnel Info screen, Assignment(s) tab displays.In the Active Outgoing Visit(s) section, the new outgoing visit request displays in the list and the employee has been assigned to it.

10. To assign another new outgoing visit request, repeat from step 4 above.



To use the Assign to New Outgoing Visit Request command:1. Access the Personnel Listing screen.



4. Click the Assign to New Outgoing Visit Request command. The Personnel Listing–Assign to New Outgoing Visit Request screen displays.The employee record(s) display(s) at the top of the screen.


9 To Facility Code is a required field. If you know the code, enter it and press the <TAB> key. Make sure that the fields in that section populated. If you do not know the code, click the To Facility Code button, complete a search on the Facility Search screen, and select the correct facility on the Facility Listing screen.

6. Click the Go button (the default command is Add the request & Assign the people).



The message, “The new Visit Request has been successfully added. The new Visit Request ID is VQ####.” displays.The default command has changed to Print the VAL.

7. Click the Go button.

9 If you do not want to print the VAL, click the down arrow next to the Go button and click the Return to Personnel Listing! command. Skip to step 10 below.

The VAL displays.

8. View, print, e-mail, etc. the letter as needed.

9. Click the Return button.The Personnel Listing screen displays.The updated record(s) displays highlighted (in black) with a checkmark in the checkbox(es).

10. To assign additional employees to a new outgoing visit request, repeat from step 2 above.

Assign an Employee to an Existing Outgoing Visit Request

There are two ways to assign employees to an existing outgoing visit request:

� Personnel Info screen, Assignment(s) tab, Assign Existing Visit button in Active Outgoing Visit(s) section

� Personnel Listing screen, Assign to Existing Outgoing Visit Request command

9 Using the Assign to Existing Outgoing Visit Request command allows you to assign more than one employee at a time.

To use the Assign Existing Visit button: 1. Access the Personnel Listing screen.



4. Click the Assign Existing Visit button in the Active Outgoing Visits section.The Visit Request Search For Assignment screen displays.

5. Enter search criteria based on the information you have and the type of visit(s) being assigned.

6. Click the Find button. The Select Visit Request(s) to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox(es) next to the request ID(s) to which the employee is being assigned. The screen refreshes and the visit request(s) display(s) highlighted (in black) with a checkmark(s) in the checkbox(es).

8. Click the Assign button.



9 If the employee(s) can’t be assigned to the visit request (e.g., the employee(s) does not have the proper clearance), an error message displays in red under the navigation links.

The Personnel Info screen, Assignment(s) tab displays. In the Active Outgoing Visit(s) section, the new incoming visit request displays in the list.

9. To assign the employee to another existing incoming visit request, repeat from step 4 above.



To use the Assign to Existing Outgoing Visit Request command:

9 Using this command allows you to assign more than one employee at a time.




4. Click the Assign to Existing Outgoing Visit Request command. The Visit Request Search For Assignment screen displays.

5. Enter search criteria based on the information you have and the visit being assigned.

6. Click the Find button.The Select Visit Request(s) to Assign screen displays.

7. Click the Select checkbox(es) in the column next to the request ID of the visit(s).The screen refreshes and the record(s) display(s) highlighted (in black) with a checkmark(s) in the checkbox(es).

8. Click the Assign button.The message, “The selected employees were successfully assigned to the outgoing visit request!” displays.

9 If the employee(s) cannot be assigned to the visit(s) (e.g., one or more of them do not have the proper clearance), an error message displays in red under the navigation links.

9. Click the OK button.The Personnel Listing screen displays. The updated employee(s) record(s) display(s) highlighted (in black) and the checkbox(es) is/are checked.

10. To assign an additional employee(s) to an existing outgoing visit, repeat from step 2 above.



Unassign an Employee from an Outgoing Visit(s)

To unassign an employee from an outgoing visit request(s):

� Personnel Info screen, Assignment(s) tab, Unassign Visits button in Active Outgoing Visit(s) section

To use the Unassign Visits button: 1. Access the Personnel Listing screen.



4. Click the Select checkbox(es) in the column next to the request number of the visit. To unassign the employee from all outgoing visits, click the Select All button.

5. Click the Unassign Visits button in the Active Outgoing Visit(s) section.The Personnel Info screen refreshes and the unassigned record(s) displays in the Active Outgoing Visit(s) section with Delete in the Select column, and the current date in the Unassigned Date column.

6. To unassign another outgoing visit(s), repeat from step 4 above.

Delete Outgoing Visit(s)

Outgoing visit(s) assigned in error can be deleted from the list in the Active Outgoing Visits section.

9 Only previously unassigned visits can be deleted.

To delete an employee’s unassigned outgoing visit(s):

� Personnel Info screen, Assignment(s) tab, Active Outgoing Visit(s) section, Delete button in the Select column




4. In the Active Outgoing Visits section, click Delete in the Select column of the request needing to be deleted. The deleted visit no longer displays in the list.

5. To delete additional visits, continue to click Delete next to the visit.

6. To return to the Personnel Listing screen, click the Update button.





View (Read-Only) an Employee’s Outgoing Visit(s)

To view an employee’s active outgoing visit(s):

� Personnel Info screen, Assignment(s) tab, Active Outgoing Visit(s) section




4. Locate the Active Outgoing Visit(s) section.The Active Incoming Visits section displays all outgoing visits for the selected employee.

5. To return to the Personnel Listing screen, click the Exit button.The Personnel Listing screen displays.The viewed employee record displays highlighted (in black) and its checkbox is checked.

Generate a Visit Authorization Letter

To print the VAL for an employee’s active outgoing visit(s):

� Personnel Info screen, Assignment(s) tab, Print VAL button in Active Outgoing Visit(s) section

To use the Print VAL button: 1. Access the Personnel Listing screen.



4. Click the Select checkbox(es) in the column next to the request number of the visit(s) in the Active Outgoing Visit(s) section.

5. Click the Print VAL button.The Visit Authorization Letter displays in a new window.



6. Print or export the VAL as needed.

7. When finished, click the Return button.The Personnel Info screen, Assignment(s) tab displays.

8. To generate the VAL for another visit(s), repeat from step 4 above.




Back to this chapter’s TOC ContraCts

Contracts


9 Assign a Contract

9 Unassign a Contract

9 Delete a Contract

9 Generate the Program Access Log

9 View an Assigned Contract

Overview

On the Personnel Info screen, Assignment(s) tab, the following buttons display in the Assigned to Contracts(s) section:

� Assign Contract(s) � Unassign Contract(s) � Select All � UnSelect All � Program Access Log

On the Personnel Listing screen, the Assign to a Contract command is available as shown in Figure 15-97.

Figure 15-97 . Assign to a Contract command on the Personnel Listing screen .

Employees are assigned to contracts using the:

� Assign Contracts button in the Assigned to Contract(s) section on the Assignment(s) tab (on the Personnel Info screen in Update mode), or

� Assign to a Contract command on the Personnel Listing screen.


Back to this chapter’s TOCContraCts

9 An employee’s clearance must match or exceed the clearance level of the contract, unless the Ignore Clearance in People Assignments checkbox is checked on the contract’s Contract Info screen. Also, employee’s special access(es) must match or exceed the access requirements of the contract, if any, unless the Ignore Clearance in People Assignments checkbox is checked on the contract’s Contract Info screen.

Employees are unassigned from contracts using the:

� Unassign Contracts button in the Assigned to Contract(s) section on the Assignment(s) tab (on the Personnel Info screen in Update mode)

Contracts to which an employee was assigned in error can be deleted using the:

� Delete button in the Select column in the Assigned to Contract(s) section on the Assignment(s) tab (on the Personnel Info screen in Update mode)

The Program Access Log can be printed using the:

� Program Access Log button in the Assigned to Contract(s) section on the Assignment(s) tab (on the Personnel Info screen in Update mode)

Contract Search For Assignment Screen

The Contract Search For Assignment screen displays when you click the:

� Assign Contracts button in the Assigned to Contract(s) section

The search criteria for the contract(s) to which the employee is going to be assigned are entered on this screen.

Select Contract to Assign Screen

The Select Contract to Assign screen displays when you click the:

� Find button on the Contract Search For Assignment screen

This screen displays the results of the search on the Contract Search For Assignment screen. The contract(s) to which the employee is being assigned is/are selected on this screen.

Program Access Log

The Program Access Log displays when you click the:

� Program Access Log button in the Assigned to Contract(s) section on the Assignment(s) tab

This log can be printed and/or exported.



Assign a Contract

There are two ways to assign contract(s) to employees:

� Personnel Info screen, Assignment(s) tab, Assigned to Contract(s) section, Assign Contracts button

� Personnel Listing screen, Assign to a Contract command

9 The Assign to a Contract command allows you to assign more than one employee at a time.

To use the Assign Contract(s) button: 1. Access the Personnel Listing screen.



4. Click the Assign Contracts button in the Assigned to Contract(s) section.The Contract Search For Assignment screen displays.

5. Enter search criteria based on the information you have and the type of contract(s) being assigned.

6. Click the Find button. The Select Contract to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox(es) next to the contract number being assigned to the employee. The screen refreshes and the contract(s) display(s) highlighted (in black) with a checkmark(s) in the checkbox(es).


9 If the employee(s) cannot be assigned to the contract(s) (e.g., the employee does not have the proper clearance), an error message displays: “XXXX does not have the correct access for the contract.” in red under the navigation links.

The Personnel Info screen, Assignment(s) tab displays.In the Assigned to Contract(s) section, the contract(s) display in the list.

9. To assign another contract(s), repeat from step 4 above.



12. To assign a contract to another employee, repeat from step 2 above.

To use the Assign to a Contract command:1. Access the Personnel Listing screen.



Click the Select checkbox(es) in the column(s) next to the employee name(s).The screen refreshes and the record(s) display highlighted (in black) with a checkmark(s) in the checkbox(es).


3. Click the Assign to a Contract command. The Contract Search For Assignment screen displays.

4. Enter search criteria based on the information you have and the type of contract(s) being assigned.

5. Click the Find button. The Select Contract to Assign screen displays the records that match the entered search criteria.

6. Click the Select checkbox(es) next to the contract number(s) being assigned to the employee(s).


9 If the employee(s) cannot be assigned to the contract(s) (e.g., the employee does not have the proper clearance), an error message displays: “XXXX does not have the correct access for the contract.” in red under the navigation links.

The confirmation message window displays.

8. Click OK.The Personnel Listing screen displays.The updated employee record(s) display highlighted (in black) and its checkbox is checked.

9. To assign a contract another employee(s), repeat from step 2 above.

Unassign Contracts

To unassign a contract:

� Personnel Info screen, Assignment(s) tab, Unassign Contracts button in the Assigned to Contract(s) section

9 After a contract is unassigned it can be deleted.

To use the Unassign Contract(s) button: 1. Access the Personnel Listing screen.



4. Click the Select checkbox(es) in the column(s) next to the contract number in the Contract(s) section. To unassign all contracts, click the Select All button.

5. Click the Unassign Contracts button in the Assigned to Contract(s) section.The Personnel Info screen refreshes.



The unassigned contract(s) display(s) Delete in the Select column and the Unassigned Date field(s) is/are populated.

6. To unassign another contract(s), repeat from step 4 above.



Delete Contract(s)

Contracts assigned in error can be deleted from the list in the Assigned to Contract(s) section.

9 Only previously unassigned contracts can be deleted.

To delete an employee’s unassigned contract(s):

� Personnel Info screen, Assignment(s) tab, Assigned to Contract(s) section, Delete button in the Select column




4. In the Assigned to Contract(s) section, click Delete in the Select column of the contract needing to be deleted. The deleted contract no longer displays in the list.

5. To delete additional contracts, repeat step 4.



Generate the Program Access Log

The Program Access Log button displays the list of contracts the employee has worked/is working on.

To generate a program access log:



� Personnel Info screen, Assignment(s) tab, Program Access Log button in the Assigned to Contract(s) section

To use the Program Access Log button: 1. Access the Personnel Listing screen.



4. In the Assigned to Contract(s) section, click the Program Access Log button. The screen displays the Program Access Log.

5. Print and/or export the log as needed.

6. To return to the Personnel Info screen, click the Update button.The Personnel Info screen, Assignment(s) tab displays. displays.

7. To return to the Personnel Listing screen, click the Update/Done buttons or the Cancel button.The Personnel Listing screen displays.The selected employee record displays highlighted (in black) and its checkbox is checked.

8. To generate the program access log for another employee, repeat from step 2 above.

View (Read-Only) Contract Information

To view an employee’s assigned contract(s):

� Personnel Info screen, Assignment(s) tab, Assigned to Contract(s) section



3. Click the Assignment(s) tab. The Personnel Info screen refreshes and displays the sections on the tab.

4. View the list of contract(s) assigned/unassigned to the employee in the Assigned to Contract(s) section.


6. To view the contract(s) assigned to another employee, repeat from step 2 above.


Back to this chapter’s TOC Secured AreAS

Secured Areas


9 Assign an Employee To a Secured Area

9 Unassign an Employee From a Secured Area

9 View (Read-Only) Assigned Secured Areas

Overview

Employees can be assigned to, and unassigned from secured areas within the Assigned SAM section.

9 Employees can also be assigned to and unassigned from events within the Secured Area Management (SAM) module.

On the Personnel Info screen, Assignment(s) tab, the following buttons display in the Assigned SAM section:

� Assign SAM � Unassign SAM � Select All � UnSelect All

Employees are assigned to secured areas using the:

� Assign SAM button in the Assigned SAM section on the Assignment(s) tab (on the Personnel Info screen in Update mode)

Employees are unassigned from secured areas using the:

� Unassign SAM button in the Assigned SAM section on the Assignment(s) tab (on the Personnel Info screen in Update mode)

Users can also be assigned and unassigned to secured areas within the Secured Area Management module.

SAM Search For Assignment Screen

The SAM Search For Assignment screen displays when you click the:

� Assign SAM button in the Assigned SAM section on the Assignment(s) tab

The search criteria for the secured area to assign are entered on this screen.


Back to this chapter’s TOCSecured AreAS

Select SAM to Assign screen

The Select SAM to Assign screen displays when you click the:

� Find button on the SAM Search For Assignment screen

This screen displays the results of the search on the SAM Search For Assignment screen. The secured area(s) to be assigned is/are selected on this screen.

Assign an Employee to a Secured Area

To assign an employee to a secured area:

� Personnel Info screen, Assignment(s) tab, Assigned SAM section, Assign SAM button

To use the Assign SAM button: 1. Access the Personnel Listing screen.



4. Click the Assign SAM button in the Assigned SAM section.The SAM Search For Assignment screen displays.

5. Enter search criteria based on the information you have and the secured area being assigned.

6. Click the Find button. The Select SAM to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox(es) next to the secured area(s) being assigned to the employee. The screen refreshes and the area(s) display highlighted (in black) with a checkmark in the checkbox(es).

8. Click the Assign button.If the employee cannot be assigned to the secured area (e.g., the employee does not have the proper clearance), an error message displays in red under the navigation links (e.g., “[User Name] does not have the correct clearance.” ). The Personnel Info screen, Assignment(s) tab displays.In the Assigned SAM section, the newly assigned secured area displays in the list.

9. To assign another area(s), repeat from step 4 above.




Back to this chapter’s TOC Secured AreAS

Unassign an Employee from a Secured Area

To unassign an employee from a secured area:

� Personnel Info screen, Assignment(s) tab, Assigned SAM section, Unassign SAM button

To use the Unassign SAM button:1. Access the Personnel Listing screen.


3. Click the Assignment(s) tab. The screen refreshes and the tab’s sections display.

4. In the Assigned SAM section, click the Select checkbox(es) in the column next to the securea are(s) that is/are being unassigned. To unassign all events, click the Select All button.

5. Click the Unassign SAM button.The screen refreshes and the secured area(s) no longer display(s) in the Assigned SAM section.

6. To unassign the employee from another secured area, repeat from step 4 above.



9. To unassign a secured area(s) from another employee, repeat from step 2 above.

9. Click OK.The Personnel Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.

10. To assign another event(s), repeat from step 2 above.


Back to this chapter’s TOCDoCument(s)taB - personnel info sCreen

Document(s) Tab–Personnel Info Screen

Figure 15-105 . The Document(s) tab of the Personnel Info screen (in Update mode) .

The Document(s) tab of the Personnel Info screen displays when in Update or View mode. It displays the:

� Assigned Document(s) section

For the How To’s that correspond to this section, see Documents.


Back to this chapter’s TOC Document(s)

Document(s)


9 Assign a Document(s) to an Employee

9 Unassign a Document(s) from an Employee

9 Generate a Classified Document Hand Receipt

Overview

Documents can easily be assigned to, and unassigned from, employees on the Documents tab. A Classified Document Hand Receipt is automatically generated when a document(s) is assigned, and can also be generated upon request.

9 A safe must already be assigned to an employee before assigning document(s).

Documents are assigned and unassigned to/from employees using the:

� Assign Doc(s) and Unassign Doc(s) buttons in the Assigned Document(s) section on the Document(s) tab (on the Personnel Info screen in Update mode)

Classified Document Hand Receipts can be printed using the:

� Doc Receipt button in the Assigned Document(s) section on the Document(s) tab (on the Personnel Info screen in Update mode)

Edits and validations include:

� An employee’s clearance must match or exceed the clearance level of the document � An employee must have the required container safe � An employee must have the proper accesses � A document can be assigned to only one employee at a time

Document Search For Assignment Screen

The Document Search For Assignment screen displays when you click the:

� Assign Doc(s) button in the Assigned Document(s) section

The search criteria for the document(s) to assign to the employee are entered on this screen.


Back to this chapter’s TOCDocument(s)

Select Document(s) to Assign Screen

The Select Document(s) to Assign screen displays when you click the:

� Assign Doc(s) button on the Document Search For Assignment screen

It displays the results of the search on the Document Search For Assignment screen. The document(s) to be assigned to the employee is/are selected on this screen.

Classified Document Hand Receipt

The Classified Document Hand Receipt displays when you click the:

� Doc Receipt button in the Assigned Document(s) section

The letter can be printed and/or exported.

Assign a Document(s) to an Employee

To assign a document(s) to an employee:

� Personnel Info screen, Document(s) tab, Assign Doc(s) button in Assigned Document(s) section

To use the Assign Doc(s) button: 1. Access the Personnel Listing screen.


3. Click the Document(s) tab. The Personnel Info screen refreshes and the Assigned Document(s) section displays.

4. Click the Assign Doc(s) button in the Assigned Document(s) section.The Document Search For Assignment screen displays.

5. Enter search criteria based on the information you have and the type of document(s) being assigned.

9 The Status field is set to Active and the Assigned? field is set to No.

6. Click the Find button. The Select Document(s) to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox(es) next to the document number being assigned to the employee. The screen refreshes and the document(s) display(s) highlighted (in black) with a checkmark(s) in the checkbox(es).

8. Select the safe, if applicable, in the Safe # field.



Back to this chapter’s TOC Document(s)

The Personnel Info screen, Document(s) tab displays. In the Assigned Document(s) section, the document(s) display in the list.

9 If the employee(s) cannot be assigned to the document(s) (e.g., the employee does not have the proper clearance), an error message displays: “XXXX does not have the correct access for the Document.” in red under the navigation links.

10. To assign another document(s), repeat from step 4 above.



Unassign a Document(s) from an Employee

9 You can only unassign active documents.

To unassign a document(s) from an employee:

� Personnel Info screen, Document(s) tab, Unassign Doc(s) button in Assigned Document(s) section

To use the Unassign Doc(s) button: 1. Access the Personnel Listing screen.


3. Click the Document(s) tab. The Personnel Info screen refreshes and the Assigned Documents(s) section displays.

4. Click the Select checkbox(es) in the column next to the document number. To unassign all documents, click the Select All button.

5. Click the UnAssign Doc(s) button.The Personnel Info screen refreshes.The document(s) is/are no longer visible in the Assigned Documents(s) section.

6. To unassign another document(s), repeat from step 4 above.




Back to this chapter’s TOCDocument(s)

Generate a Classified Document Hand Receipt

To generate a Classified Document Hand Receipt:

� Personnel Info screen, Document(s) tab, Doc Receipt button in Assigned Document(s) section

To use the Doc Receipt button: 1. Access the Personnel Listing screen.


3. Click the Document(s) tab. The Personnel Info screen refreshes and the Assigned Documents(s) section displays.

4. Click the Select checkbox(es) in the column next to the control number(s) of the document(s) needing receipt(s).

5. Click the Doc Receipt button.The Classified Document Hand Receipt displays.

6. Print or export the receipt as needed.

7. When finished, click the Return button.The Personnel Info screen, Document(s) tab displays.

8. To generate the Classified Document Hand Receipt for another document, repeat from step 4 above.




Back to this chapter’s TOC other(s) taB - personnel info sCreen

Other(s) Tab–Personnel Info Screen

Figure 15-110 . The Other(s) tab of the Personnel Info screen (in Update mode) .

The Other(s) tab of the Personnel Info screen displays when in Update or View mode. It displays the following sections:

� Associated Doc(s) � Courier(s) � Notepad � Skill(s)

For the How To’s that correspond to the Associated Doc(s) section, see Associated Documents.

For a list and description of the data fields on the Info screens that corresponds to the sections on this tab, see:

� Courier Info screen, Table 15-20 � Foreign Travel Info screen, Table 15-21 � Notepad Info screen, Table 15-22

For the How To’s that correspond to the Skill(s) section, see Skills.


Back to this chapter’s TOCAssociAted documents

Associated Documents


9 Upload an Associated Document

9 Remove an Associated Document

9 View (Read-Only) an Associated Documents

9 Download an Associated Document

Overview

Associated documents are viewed, uploaded, and removed using the:

� Associated Doc(s) section on the Other(s) tab on the Personnel Info screen (in Update mode)

Upload Employee Associated Doc Screen

The Upload Employee Associated Doc screen displays when you click the:

� Upload Associated Doc. link in the Associated Doc(s) section

Upload an Associated Document

To upload associated documents to an employee record within the Personnel Management module:

� Personnel Info screen, Other(s) tab, Upload Associated Doc. link

To use the Upload Associated Doc link: 1. Access the Personnel Listing screen.


3. Click the Other(s) tab. The Personnel Info screen refreshes and the Associated Doc(s) section and other sections display.

4. Click the Upload Associated Doc. link in the Associated Doc(s) section.The Upload Employee Associated Doc screen displays.

5. Enter a description of the document being associated in the File Description field.

6. Click the Browse button to select the file path to the document to be associated.Depending on the software loaded on your computer, a browse window opens.

7. Locate the file that is being associated, and double click it.


Back to this chapter’s TOC AssociAted documents

The Upload Employee Associated Doc screen displays with the selected file’s path in the Select File field.

8. Click the Upload button.The Personnel Info screen, Other(s) tab displays.The new associated document displays in the list.

9 This is a read-only document that cannot be modified.

9. To add another associated document, repeat from step 4 above.



12. To upload an associated document for another employee, repeat from step 2 above.

Remove an Associated Document

To remove an associated document record:

� Personnel Info screen, Other(s) tab, Associated Doc(s) section, button in the Remove? column

To use the Remove (-) button: 1. Access the Personnel Listing screen.


3. Click the Other(s) tab. The Personnel Info screen refreshes and the Associated Doc(s) section and other sections display.

4. In the Associated Doc(s) section, click the “-” button in the Remove? column next to the file description that’s being removed. The message, “The file is successfully removed.” displays.

5. Click the OK button.The Personnel Info screen, Other(s) tab displays.The document no longer displays in the Associated Doc(s) section.

6. To delete another associated document, repeat from step 4 above.




Back to this chapter’s TOCAssociAted documents

9. To remove an associated document for another employee, repeat from step 2 above.

View (Read-Only) an Associated Document

All associated document fields are displayed in the Associated Doc(s) section on the Other(s) tab on the Personnel Info screen. To view the actual associated document, follow the steps below.

To view associated document(s) on the Personnel Info screen:

� Personnel Info screen, Other(s) tab, file description link in the File Description column in the Associated Doc(s) section,



3. Click the Other(s) tab. The Personnel Info screen refreshes and the Associated Doc(s) section, and other sections, display. A list of all documents associated with the employee record displays.

4. To view the associated document, click its file description in the File Description column. The File Download window opens.

5. Click the Open button.The document displays.

6. Close the window when you’re finished viewing the document.

7. Return to the Personnel Info screen, Other(s) tab.

8. To view another associated document, repeat from step 3 above.



10. To view an associated document for another employee, repeat from step 2 above.

Download an Associated Document

Associated documents can be downloaded only if the Personnel Info screen is accessed in Update mode.

To download an associated document:

� Personnel Info screen, Other(s) tab, Associated Doc(s) section, file description link in File Description column


2. Click the Update button in the column next to the employee’s name.


Back to this chapter’s TOC AssociAted documents

The Personnel Info screen, Employee tab displays.

3. Click the Other(s) tab. The Personnel Info screen refreshes and the Associated Doc(s) section, and other sections, display.

4. Click the File Description column link of the associated document in the Associated Doc(s) section. A window opens with options for what to do with the file (i.e., Open, Save, Save as).

5. Click the Save As option.The Save As window displays.

6. Change the file name, if needed.

7. Navigate to and select the location to which the document should be saved.

8. Click the Save button.The file is saved to the designated location.

9. Return to the Personnel Info screen, Other(s) tab.

10. To download another associated document, repeat from step 4 above.



13. To download an associated document for another employee, repeat from step 2 above.


Back to this chapter’s TOCCourier(s)

Courier(s)


9 Add Courier(s)

9 Update Courier(s)

9 Delete Courier(s)

9 View (Read-Only) an Employee’s Courier(s)

Overview

Courier information is viewed, updated, added, and deleted using the:

� Courier(s) section on the Other(s) tab on the Personnel Info screen (in Update mode)

Courier Info Screen

The Courier Info screen displays when the:

� + New, View, Update, and Delete buttons are clicked in the Courier(s) section

Table 15-20 . Courier Info screen data fields .


Field Name ExplanationCourier Date REQUIRED. Click the calendar button and select the delivery date of material, or enter the date in

MMDDYY format.

Material Description REQUIRED. Enter description of material being delivered.

Depart Point Enter the location of the material.

Destination Point Enter the destination of the material.

Transfer point Enter the location between the starting point of departure and destination of the material, if one.

Host Endorse Click if person signed for material.

Package Returned Click if material returned.

Clearance Select the clearance.

Add Courier(s)

To add courier transactions for an employee:

� Personnel Info screen, + New button in Courier(s) section


Back to this chapter’s TOC Courier(s)



3. Click the Other(s) tab. The screen refreshes and the sections on the Other(s) tab display.

4. Click the + New button in the Courier(s) section. The Courier Info screen displays.

5. Complete the required fields (indicated in red), and additional fields, as needed.


7. Click the Done button.The Personnel Info screen, Other(s) tab displays.In the Courier(s) section, the new courier transaction displays in the list.

8. To add another courier transaction, repeat from step 4 above.



11. To add a courier transaction for another employee, repeat from step 2 above.

Update Courier(s)

To update courier transactions:

� Personnel Info screen, Other(s) tab, Update button in Courier(s) section




4. Click the Update button for the courier transaction in the Courier(s) section.The Courier Info screen displays.




Back to this chapter’s TOCCourier(s)

7. Click the Done button.The Personnel Info screen, Other(s) tab displays.In the Courier(s) section, the updated courier transaction displays in the list.

8. To update another courier transaction, repeat from step 4 above.



11. To update a courier transaction for another employee, repeat from step 2 above.

Delete Courier(s)

Deleting courier transactions must be done with care. Once a transaction is deleted it cannot be restored. Follow your employer’s guidelines when using this command.

To delete a courier transaction:

� Personnel Info screen, Other(s) tab, Delete button in Courier(s) section


2. Click the Update button in the column next to the employee.The Personnel Info screen, Employee tab displays.


4. Click the Delete button in the column next to the courier transaction date in the Courier(s) section. The Courier Info screen displays.

5. Click the Delete button.The Personnel Info screen, Other(s) tab displays.The courier transaction no longer displays in the Courier(s) section.

6. To delete another courier transaction, repeat from step 4 above.

7. To return to the Personnel Listing screen, click the Update button. The message, “The information has been updated.” displays.


9. To delete a courier transaction for another employee, repeat from step 2 above.


Back to this chapter’s TOC Courier(s)

View (Read-Only) an Employee’s Courier(s)

All courier transaction fields are displayed in the Courier(s) section on the Other(s) tab of the Personnel Info screen. You can also view them on the Courier Info screen by following the steps below.

To view courier transactions on the Courier Info screen:

� Personnel Info screen, Other(s) tab, View button in Courier(s) section


2. Click the View button in the column next to the employee.The Personnel Info screen, Employee tab displays.


4. Click the View button in the column next to the courier transaction date. The Courier Info screen displays.


6. Click the Exit button.The Personnel Info screen, Other(s) tab displays.

7. To view another courier transaction, repeat from step 4 above.


9. To view another employee’s courier transactions, repeat from step 2 above.


Back to this chapter’s TOCNotepad

Notepad


9 Add a Notepad Entry for an Employee

9 Update an Employee’s Notepad Entry

9 Delete an Employee’s Notepad Entry

9 View (Read-Only) an Employee’s Notepad Entry

Overview

The notepad feature provides a way for you to maintain information on an employee that is not captured elsewhere within the Personnel Management module.

Notepad entries are viewed, updated, added, and deleted using the:

� Notepad section on the Other(s) tab on the Personnel Info screen (in Update mode)

Notepad Info Screen

The Notepad Info screen displays when the:

� + New, View, Update, and Delete buttons are clicked in the Notepad section

Table 15-22 . Notepad Info screen data fields .


Field Name ExplanationNote Date REQUIRED. Click the calendar button and select the note date, or enter the date in MMDDYY format.

Subject REQUIRED. Enter the subject.

Descriptions REQUIRED. Enter any descriptions.

Add a Notepad Entry for an Employee

To add a notepad entry for an employee:

� Personnel Info screen, + New button in Notepad section



Back to this chapter’s TOC Notepad



4. Click the + New button in the Notepad section. The Notepad Info screen displays.

5. Complete all the fields (on this screen all the fields are required, as indicated in red).


7. Click the Done button.The Personnel Info screen, Other(s) tab displays.In the Notepad section, the new notepad entry displays in the list.

8. To add another notepad entry, repeat from step 4 above.



11. To add a notepad entry for another employee, repeat from step 2 above.

Update an Employee’s Notepad Entry

To update a notepad entry:

� Personnel Info screen, Other(s) tab, Update button in Notepad section




4. Click the Update button for the notepad entry in the Notepad section.The Notepad Info screen displays.


6. Click the Update button.The message, “The information has been updated,” displays.

7. Click the Done button.The Personnel Info screen, Other(s) tab displays.


Back to this chapter’s TOCNotepad

In the Notepad section, the updated notepad entry displays in the list.

8. To update another notepad entry, repeat from step 4 above.



11. To update a notepad entry for another employee, repeat from step 2 above.

Delete an Employee’s Notepad Entry

Deleting notepad entries must be done with care. Once an entry is deleted it cannot be restored. Follow your employer’s guidelines when using this command.

To delete a notepad entry:

� Personnel Info screen, Other(s) tab, Delete button in Notepad section




4. Click the Delete button in the column next to the notepad entry’s date in the Notepad section. The Notepad Info screen displays.

5. Click the Delete button.The Personnel Info screen, Other(s) tab displays.The notepad entry no longer displays in the Notepad section.

6. To delete another notepad entry, repeat from step 4 above.



9. To delete a notepad entry for another employee, repeat from step 2 above.


Back to this chapter’s TOC Notepad

View (Read-Only) an Employee’s Notepad Entry

All notepad fields are displayed in the Notepad section on the Other(s) tab of the Personnel Info screen. You can also view them on the Notepad Info screen by following the steps below.

To view notepad entries on the Notepad Info screen:

� Personnel Info screen, Other(s) tab, View button in Notepad section




4. Click the View button in the column next to the notepad entry’s date. The Notepad Info screen displays.


6. Click the Exit button.The Personnel Info screen, Other(s) tab displays.

7. To view another notepad entry, repeat from step 4 above.


9. To view another employee’s notepad entry, repeat from step 2 above.


Back to this chapter’s TOCSkillS

Skills


9 Assign Skills to an Employee

9 Unassign Skills From an Employee

9 View (Read-Only) the Skills Assigned to an Employee

Overview

Employees can be assigned to, and unassigned from, skills within the Skills section.

Skill information is viewed, updated, added, and deleted using the:

� Skill(s) section on the Other(s) tab of the Personnel Info screen (in Update mode)

Skill Search For Assignment Screen

The Skill Search For Assignment screen displays when you click the:

� Assign Skills button in the Skill(s) section on the Other(s) tab

The search criteria for the skill(s) to assign are entered on this screen.

Select Skill(s) to Assign screen

The Select Skill(s) to Assign screen displays when you click the:

� Find button on the Conference Search For Assignment screen

This screen displays the results of the search on the Skill Search For Assignment screen. The skill(s) to be assigned is/are selected on this screen.

Assign Skills to an Employee

To assign skills to an employee:

� Personnel Info screen, Other(s) tab, Assign Skills button in the Skill(s) section,

To use the Assign Skills button: 1. Access the Personnel Listing screen.


Back to this chapter’s TOC SkillS


3. Click the Other(s) tab. The Personnel Info screen refreshes and the sections on the tab display.

4. Click the Assign Skills button in the Skill(s) section.The Skill Search For Assignment screen displays.

5. Enter Category and/or Skill search criteria based on the information you have and the type of skill(s) being assigned.

6. Click the Find button. The Select Skill(s) to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox(es) next to the skill(s) being assigned to the employee. The screen refreshes and the skill(s) display highlighted (in black) with a checkmark in the checkbox(es).

8. Click the Assign button.The Personnel Info screen, Other(s) tab displays.In the Skill(s) section, the newly assigned skill(s) display in the list.

9. To assign additional skills, repeat from step 4 above.



Unassign a Skill(s) from an Employee

To unassign a skill(s) from an employee:

� Personnel Info screen, Other(s) tab, , Unassign Skills button in the Skill(s) section

To use the Unassign Skills button:1. Access the Personnel Listing screen.


3. Click the Other(s) tab. The screen refreshes and the tab’s sections display.

4. In the Skill(s) section, click the Select checkbox(es) in the column next to the skill(s) that is/are being unassigned. To unassign all skills, click the Select All button.

5. Click the Unassign Skills button.The screen refreshes and the skill(s) no longer display(s) in the Skill(s) section.

6. To unassign additional skill(s), repeat from step 4 above.

7. To return to the Personnel Listing screen, click the Update button.


Back to this chapter’s TOCSkillS



9. To unassign a skill(s) from another employee, repeat from step 2 above.

View (Read-Only) Skill Information

To view an employee’s assigned skill(s):

� Personnel Info screen, Other(s) tab, Skill(s) section

To use the View button:1. Access the Personnel Listing screen.


3. Click the Other(s) tab. The screen refreshes and the tab’s sections display.

4. View the list of skills, if any, assigned to the employee in the Skill(s) section.
