The USAccess reports portal-specifically, the Applicant
Status Report -provides valuable information for HSOs
who are asked, "Where's my HSPD-12 badge?"
To access this site, you must first be assigned a
USAccess System "role." At Headquarters,
Ray Holmer is the USAccess System Role Administrator.
If you have already been assigned a role (e.g., Sponsor),
you already have access to the reports portal. If
not, you can be assigned the role of Report Viewer
by sending an e-mail request to Ray
Holmer. Tell him you
are an HSO and require access to answer queries from
your constituents and to facilitate card sponsorship.
Once you are assigned a role, you will receive your
ID and temporary password from HSPD12Admin@identitymsp.com.
There is no training required or available for reviewing
Applicant Status Reports; consequently, the instructions
below are intended to assist HSOs in accessing and
reviewing the reports. If these instructions do not
meet your needs, please contact Tim Gaines
or Ceil Rogers for assistance.
INSTRUCTIONS FOR USING THE USACCESS REPORTS PORTAL
To find the status of one or more individuals-
- Log in to the USAccess reports portal
- Select (highlight) your role
- Select (highlight) Applicant Status.rpt
and click Select Report
WARNING: Do not select Applicant
Status Export Format.rpt or click on Show Report
at this point. Either selection will produce an
Excel spreadsheet that is too large for Excel 2003
to process. In addition, it "brings the system
to its knees."
- Click Advanced Report
- Click the radio button next to Name
- Type a last name in the highlighted box and click
Search
The system will list the names of everyone with
that name* who has been sponsored by DOE. (*NOTE:
The system returns every last name that begins with
the character string you type, so a search for "Le"
will return every name that begins with "Le.")
If your constituent isn't on the list, s/he hasn't
been sponsored.
- If your constituent(s) is/are on the list, highlight
the name(s) for which you want information, and
click the arrow (>) to move it to the box on
the right.
- If you want to look up more than one person, type
another name in the highlighted box and click Search.
You can repeat this sequence as many times as you
like.
- Once you have all the desired names in the right-hand
box, click Show Report.
The system produces a cover page, a page of field
definitions, and one report page for each individual
requested. This report can be viewed online or saved
as a .pdf file. Generating a .pdf file is recommended
if you want to print a page, as the HTML version cuts
off part of the data. Remember to encrypt anything
you save or send and protect any reports you print,
as the combination of name and date of birth constitutes
PII and must be protected accordingly.
INTERPRETING THE REPORT
A status of incomplete
in any of the first three sections-Sponsorship, Enrollment,
Adjudication-means no card has been produced yet.
Sponsorship is created/completed by a Sponsor. For
most Federal employees (except SC, NA, IG, and LM),
the Sponsor is someone in HC-30. For contractors,
each office is responsible for assigning that responsibility
to the CORs or having the COR officially delegate
the Sponsor responsibility to another member of their
federal staff. Some offices have had a manager with
fiduciary responsibility sign a memorandum (addressed
to Ray Holmer) delegating the USAccess sponsorship
of contractors to their HSOs or to members of the
HSPD-12 project management office team. For more information,
contact Ray
Holmer, Tim
Gaines, or Ceil
Rogers.
Enrollment is the act of reporting to a USAccess
credentialing center to have I-9 documents checked
and photo and fingerprints captured. Making and keeping
this enrollment appointment is the responsibility
of the badge applicant.
Adjudication is a function of Personnel Security-either
the PIV Team or someone involved with issuance of
a clearance.
If all these sections are complete, check the next
section, Issuance, which relates to the physical card
status. Note: The card status should not remain "Card
Printing in Process" for more than 2 weeks.
If one of your people gets "stuck" in this
status, please notify Tim
Gaines. Please do not call the badge
offices to ask if a card has been delivered. If the
Applicant Status Report does not reflect an issuance
status of Card Delivered, the card cannot be
activated (even if the card is physically located
on the premises).
At this time, there is no way to filter Applicant
Status Reports by program office. That is, the system
cannot produce a list of the people in your office
who have been sponsored, who still need to enroll,
etc. The sponsoring office is simply not recorded
in USAccess.
Direct questions about role assignment or contractor
sponsorship to Ray
Holmer. Direct questions about using the reports
portal or interpreting Applicant Status Reports to
Ceil Rogers or
Tim Gaines.
In all cases, e-mail is preferred.
HSO Program Manager Comment: The HSO Program
Manager has developed a template to request that an
HSO be assigned the role of "Report Viewer"
in USAccess. If you are interested in obtaining or
using the template, please call Wayne Berkebile at
(301) 903-1163 or send an e-mail to him to request
the template.
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