DEPARTMENT OF DEFENSE Defense Contract Management Agency INSTRUCTION. Personnel Accountability (PA)

Transcription

1 DEPARTMENT OF DEFENSE Defense Contract Management Agency INSTRUCTION Personnel Accountability (PA) Corporate Support DCMA-INST 562 OPR: DCMA-DS 1. PURPOSE. This Instruction: a. Establishes Agency-specific personnel accountability (PA) procedures and assigns responsibilities that implement the requirements of DoD Instruction (DoDI) , Personnel Accountability in Conjunction With Natural or Manmade Disasters (Reference (a)). b. Is established in accordance with (IAW) the authority in DoD Directive (DoDD) , Defense Contract Management Agency (DCMA) (Reference (b)). 2. APPLICABILITY. This Instruction applies to all DCMA activities. 3. MANAGERS INTERNAL CONTROL PROGRAM. In accordance with DCMA Instruction (DCMA-INST) 710, Managers Internal Control Program (Reference (c)), this Instruction is subject to evaluation and testing. 4. RELEASABILITY UNLIMITED. This Instruction is approved for public release. 5. DAI PROCESS CODE. IHC02 Personnel Management 6. POLICY RESOURCE WEB PAGE EFFECTIVE DATE. By order of the Director, DCMA, this Instruction is effective January 26, 2016 and all applicable activities shall be fully compliant within 60 days from this date. Martin J. Jakim Executive Director Corporate Support

2 TABLE OF CONTENTS REFERENCES...3 CHAPTER 1 POLICY 1.1. Policy...4 CHAPTER 2 ROLES AND RESPONSIBILITIES 2.1. Director, DCMA Component Heads, Regional Commanders, and Contract Management Office (CMO) Commanders/Directors Director of Security (DSS) Executive Director, Office of Independent Assessment (DM) Executive Director, Human Capital Directorate (HC) Executive Director, Information Technology Directorate (IT) Personnel Accountability Program Manager (PAPM) Personnel Accountability Administrators (PAA) Managers and Supervisors DCMA Employees...8 CHAPTER 3 - PROCEDURES 3.1. General Preparedness Conducting and Reporting Personnel Accountability Out-Processing Requirements...13 GLOSSARY Definitions...15 Acronyms

3 REFERENCES (a) DoDI , Personnel Accountability in Conjunction With Natural or Manmade Disasters, May 3, 2010 (b) DoDD , Defense Contract Management Agency (DCMA), January 10, 2013 (c) DCMA-INST 710, Managers Internal Control Program, April 21, 2014 (d) DCMA-INST 1002, Situation Report (SITREP), May 14, 2014 (e) Human Capital Business Practice Number 32, Reporting the Death of a Civilian Employee, August 20, 2014 (f) DoDI , Department of Defense (DoD) Personnel Casualty Matters, Policies, and Procedures, January 8, 2008, Incorporating Change 1, August 14, 2009 (g) DoDD , DoD Privacy Program, May 8, 2007, Incorporating Change 1, September 1, 2011 (h) DoD Manual , Volume 1, DoD Information Security Program: Overview, Classification, and Declassification, February 24, 2012 (i) DoD Manual , Volume 2, DoD Information Security Program: Marking of Classified Information, February 24, 2012, Incorporating Change 2, March 19, 2013 (j) DoD Manual , Volume 3, DoD Information Security Program: Protection of Classified Information, February 24, 2012, Incorporating Change 2, March 19, 2013 (k) DoD Manual , Volume 4, DoD Information Security Program: Controlled Unclassified Information (CUI), February 24, 2012 (l) DCMA-INST 632, Onboarding Process, December 19, 2014 (m) DCMA Internal Web Access Management (IWAM) User Manual, Version 3.2, February 2014 (n) DCMA-INST 1028, Military In-Processing and Out-Processing, May 14,

4 CHAPTER 1 POLICY 1.1. POLICY DCMA will establish and maintain Personnel Accountability (PA) programs and procedures at all levels of the organization that facilitate the expeditious accountability of assigned personnel (active duty military, DoD civilian employees, and contractors with a contractual obligation to DCMA) in compliance with DoDI (Reference (a)) PA shall be a shared responsibility between and among commanders/directors, managers, supervisors, and assigned personnel The senior DCMA management official at DCMA offices is responsible for the accountability of all DCMA personnel assigned or housed (e.g., mission partners or hotelers) at the particular DCMA office IAW this Instruction. Managers and supervisors of employees housed at DCMA offices shall fully support the PA program of the host senior management official IAW DoDI (Reference (a)), the DoD Personnel Accountability Reporting System (PARS) shall serve as the system of record for conducting and reporting PA Management officials and their assigned personnel shall ensure PA information is accurately recorded and maintained in the Agency Fourth Estate Personnel Accountability Assessment System (FEPAAS) and in the various DoD systems of record that feed PARS. Such systems of record include the Defense Civilian Personnel Data System (DCPDS), Trusted Associate Sponsorship System (TASS), and DoD milconnect. 4

5 CHAPTER 2 ROLES AND RESPONSIBILITIES 2.1. DIRECTOR, DCMA. The Director, DCMA, shall establish and resource a PA Program that complies with the requirements of DoDI (Reference (a)) and other higher level guidance COMPONENT HEADS, REGIONAL COMMANDERS, AND CONTRACT MANAGEMENT OFFICE (CMO) COMMANDERS/DIRECTORS. Component Heads, Regional Commanders, and CMO Commanders/Directors shall: Designate a PA Administrator (PAA) who shall have responsibility for implementation and maintenance of the organization's PA Program. Report designations to the DCMA PA Program Manager (PAPM) Establish processes and procedures to rapidly account for DCMA personnel assigned to, housed with, or visiting offices or facilities under their responsibility. Such procedures will include the use of Emergency Recall Rosters (ERRs) Establish and maintain procedure(s) that ensure accurate PA information is acquired and maintained in FEPAAS and in the various systems of record identified in paragraph Ensure personnel are trained and comply with the requirements of this Instruction Prepare and submit SITREPs IAW DCMA-INST 1002 (Reference (d)), at the initiation and completion of PA operations Report deaths of DCMA personnel using the procedures contained in Human Capital Business Practice Number 32 (Reference (e)) or DoDI , (Reference (f)), as applicable Establish processes and procedures to ensure Personally Identifiable Information (PII) is safeguarded IAW DoDD (Reference (g)) DIRECTOR OF SECURITY(DSS). The DSS shall: Establish and maintain an Agency PA Program which meets the spirit and intent of DoDI (Reference (a)) and tailored to the unique DCMA environment Appoint, in writing, a PAPM responsible for the day-to-day execution and management of the PA Program Advocate and allocate resources in support of the PA Program EXECUTIVE DIRECTOR, OFFICE OF INDEPENDENT ASSESSMENT (DM). The Executive Director, DM shall: 5

6 In addition to the requirements listed in paragraph 2.2, biennially, conduct, and document an assessment of the Agency's PA Program as required by DoDI , enclosure 2, paragraph 7 (Reference (a)). Reports shall be marked and safeguarded IAW DoD Manual , Volumes 1-4, (References I through L) EXECUTIVE DIRECTOR, HUMAN CAPITAL DIRECTORATE (HC). The Executive Director, HC, shall: In addition to the requirements listed in paragraph 2.2, establish processes and procedures that provides accurate recording of PA information (duty location, contact information, etc.) in DCPDS Upon request, provide updated personnel lists/reports, by specific criteria, to the PAPM to support PA operations and reporting EXECUTIVE DIRECTOR, INFORMATION TECHNOLOGY DIRECTORATE (IT). The Executive Director, IT shall: In addition to the requirements listed in paragraph 2.2, establish and maintain toll free emergency call-in numbers to support rapid PA Provide telecommunications devices to the deaf (TDD) or TDD line for hearing impaired employees PA PROGRAM MANAGER (PAPM). The PAPM shall: Establish and maintain Agency-level PA policy and tools Provide PA training and FEPASS access to designated PAAs Schedule, coordinate, and conduct PA exercises on a quarterly basis in selected geographic locations Notify Executive Directorates, Regions, and/or CMO Headquarters (HQ) when an Order to Account is directed; provide assistance to PAAs in resolving and submitting accountability reports, as applicable Report Agency-level PA status to the Chairman of the Joint Chiefs of Staff (CJCS), when directed, using the DoD PARS and/or FEPAAS Facilitate the submission of DD Forms 2875, System Authorization Access Request, to the Director, Defense Manpower Data Center (DMDC), to obtain account access to the PARS; train personnel on its use. 6

7 Facilitate the posting of emergency call-in numbers on the Military OneSource Website (a link is available on the resource page of this Instruction) Represent the Agency at higher level PA forums Identify and report PA resource requirements to the Director of Security PERSONNEL ACCOUNTABILITY ADMINISTRATORS (PAA). PAAs shall: Establish and maintain effective organizational PA Programs that ensure the prompt and accurate reporting of PA IAW this Instruction When required, train and provide access to FEPAAS SUPV (Managers/Supervisors access) users within their organization Regional PAAs will obtain and maintain access to the DoD PARS. Contact the DCMA PA PM for assistance in obtaining PARS access Safeguard PII IAW with DoDD (Reference (g)) MANAGERS AND SUPERVISORS. DCMA Managers and Supervisors shall: Validate the information in blocks 38 and 39 of employee Standard Form (SF) 50, Notification of Personnel Action, to ensure accuracy of the duty geographic location code and duty station location information (city, county, and state) Ensure PA data in the various systems identified in paragraph remains accurate Validate the accuracy of employee data using the employee's My Info Contact Information and Recall Roster Reports tabs in FEPAAS Managers and supervisors with employees housed with other DCMA organizations (i.e., mission partners/hotelers) shall report employee names, organizational code(s), and non-duty contact information quarterly to the host PAA and ensure this information remains accurate When directed, expeditiously account for assigned personnel using the guidance in this Instruction and report results to the responsible PAA Create, maintain, and terminate Internal Web Access Management (IWAM) accounts for assigned employees IAW DCMA-INST 632 (Reference (l)) and the IWAM User Manual (Reference (m)). Ensure duty and non-duty contact information remains accurate and is identical to the information in their employee's My Info tab in FEPAAS Safeguard PII IAW DoDD (Reference (g)). 7

8 2.10. DCMA EMPLOYEES. DCMA employees shall: Validate and/or update current residence and work address, with contact information (duty and non-duty telephone number), using the DoD milconnect and FEPAAS websites at least during the months of April and October or when there is a change in information (Website links are located on the resource page of this Instruction) During the month of April and October, using the My Info Contact Information tab in FEPASS, employees shall validate their data by selecting the Verify Info as Current button or edit their data using the "Edit Contact Info button When directed or following a disaster, promptly report personal accountability status using the Agency FEPAAS (link is located in the resource page). If employees lack the capability to access FEPAAS, employees shall report their accountability status to the responsible manager, supervisor, senior representative, or commander/director Provide duty and non-duty telephone number to the responsible manager, supervisor, senior representative, and/or PAA; update information as necessary. 8

9 CHAPTER 3 PROCEDURES 3.1. GENERAL DoDI (Reference (a)) establishes the requirements for the execution of the DoD PA Program. This reference clearly defines PA as a joint responsibility of management and employees DoDI (Reference (a)) establishes the DoD PARS as the DoD system of record (SOR) and definitive source for reporting accountability within DoD Information within the DoD PARS is populated by a variety of feeder systems. However, the most efficient way for personnel to update their accountability information in the DoD PARS is through use of the DoD milconnect Website (the link is available on the resource page of this Instruction) Within DCMA, the FEPASS provides an automated means for employees (DoD civilians, host nation employees, and contractors) to self-report accountability using an internet based capability accessible from any computer or smart phone. The FEPASS automatically records accountability status in the DoD PARS. As such, it is imperative that employees ensure their contact information in the FEPAAS remains current Military personnel and their family members use the respective Services accountability systems or protocols to provide accountability status PII used in connection with PA operations and reporting shall be safeguarded IAW DoDD (Reference (g)) OCONUS DCMA activities shall follow the PA policies and procedures of the responsible Combatant Commander (COCOM) and/or local host DoD installation when conducting PA operations PREPAREDNESS PA begins on the first day an employee is assigned to DCMA and runs through the full lifecycle of one s assignment/employment. Success in PA operations lies in preparation. As such, this paragraph addresses the preparation actions required to ensure effective and efficient accountability operations. Refer to the Personnel Accountability Quick Reference Guide, located on the resource page of this Instruction, for essential preparation actions When PA information changes or at least during the months of April and October annually, employees will update/validate their information in the My Info Contact Information tab in the FEPAAS. To ensure accomplishment, managers/supervisors and/or senior representatives will confirm employees have updated their information in the My Info Contact 9

10 Information and Recall Roster Reports tabs in FEPAAS. Military service members will update/validate their PA information in the appropriate Service personnel accountability and assessment system and the DoD milconnect Website Commanders/Directors will conduct a PA exercise not later than the end of April annually. Completion of the annual exercise will be reported to the Regional PAA and DCMA PAPM using the following address: personnelaccountability@dcma.mil. The format for reporting the completion of exercises is located on the resource page for this Instruction Within 72 hours of a known potential incident for which accountability processes may be initiated (example: hurricane, flood, severe snow storm, etc.), the following essential preparation actions shall be taken PAAs shall: Upon the completion of paragraph (below), print a FEPAAS Recall Roster Report Issue managers, supervisors, and/or senior representatives detailed guidance on when and how personnel are to report their accountability status Managers, supervisors, and senior representatives shall: Direct employees to validate/update their My Info Contact Information tab in FEPAAS Provide employees with the responsible manager, supervisor, and/or senior representative duty and non-duty telephone number(s), an alternate telephone number (example: Region or HQ Staff Duty Officer contact number) in the event the manager/supervisor cannot be reached, and an address to report accountability if other means of accountability fail Provide detailed guidance to employees on when and how to report their accountability status CONDUCTING AND REPORTING PERSONNEL ACCOUNTABILITY Within DCMA, PA operations may be initiated as a result of an Order to Account issued by higher authority or as a result of a localized incident that might include but not be limited to: natural or man-made disasters, incidents of severe weather, decisions to initiate Continuity of Operations (COOP) plans, etc. Contained within this paragraph are the procedures and reporting requirements associated with conducting and reporting PA Order To Account. 10

11 11 DCMA-INST The initiation of PA operations based on an Order To Account may be issued by the CJCS, the responsible COCOM, Installation Commander, or the DCMA Director When a Higher Headquarters or Agency-level Order To Account is issued, the PAPM (or designated representative) will disseminate the order to the affected HQ Component(s), Region(s), and/or CMO HQs. Such an order may be issued Agency-wide, may be organizational-specific, or may be issued for specific states and counties affected by a disaster When an Order To Account is issued, Commanders/Directors shall direct managers, supervisors, and senior representatives to initiate PA procedures and continue those efforts until positive accountability is validated for all DCMA personnel for which they are responsible for accountability. In addition, Commanders/Directors shall submit an initial SITREP validating receipt of the Order To Account and affirm accountability efforts have begun Listed below are the categories of personnel for which positive accountability must be established under an Order To Account: Active duty military and their family members DoD civilian employees Family members of OCONUS DoD civilian employees and DCMA-affiliated contractor personnel receiving benefits associated with being evacuated to an authorized safe haven DCMA-affiliated contractors (those with a contractual obligation to DCMA) Host Nation employees (OCONUS) Below are the acceptable means for validating positive accountability: (NOTE: While the DCMA Mass Notification System (DMNS) may be used to assist in notification during an Order To Account, its response capability does not constitute positive accountability under DoDI (Reference (a)). Employees shall account for themselves by logging into FEPAAS or the applicable Service PAAS/protocol for military personnel If internet access is not available, managers/supervisors may account for their employees when: o An employee(s) is physically present before the manager/supervisor o Notification is made to the manager/supervisor by an DCMA employee via telephone, text message, or When employees are unaccounted for, managers/supervisors shall record the employee s official status as: o Not accounted for o Deceased (due to event) o Deceased (not by event) o Deployed

12 o Transferred o Separated/Retired o Deserter o Other Once 100 percent accountability is validated, the responsible Commander/ Director (or designated representative) shall submit a final SITREP to close out the accountability action. SITREPs are not required for HQ Components as accountability reporting progress is monitored by the PAPM During the course of conducting accountability, should it be determined that a DCMA employee(s) has died, report the death IAW the following guidance (NOTE: The Commander s All Hazards Checklist (located on the resource page) may be used as a guide DoD Civilian Employee: Follow the guidance in DCMA Human Capital Business Practices Number 32, (Reference (e)) Active Duty Military Personnel or their Family Member(s): Follow the guidance in DoDI (Reference (f) Localized Incidents When localized incidents occur which warrant the initiation of accountability operations, DCMA Commanders/Directors may order the initiation of such operations for personnel and operations for which they are assigned PA responsibility. Such incidents might include but are not limited to: natural or man-made disasters, incidents of severe weather, decisions to initiate COOP plans, terrorist threats, etc When a DCMA Commander/Director initiates PA operations at the local level, the following shall be accomplished: (NOTE: If a Commander/Director decides to use FEPAAS to conduct local accountability operations, contact the Agency PAPM (during normal duty hours) or HQ SDO (after duty hours) so that the event can be initiated in the FEPAAS Submit a SITREP IAW DCMA-INST 1002 (Reference (d)) outlining the localized situation warranting the initiation of PA operations Account for personnel and submit a final SITREP IAW paragraph concluding the event OUT-PROCESSING REQUIREMENTS Commanders/Directors shall establish procedures that ensure personnel out-processing the organization are removed from the various authoritative databases. This paragraph discusses the appropriate out-processing requirements relative to the PA Program. 12

13 Military Personnel All DCMA military personnel shall out-process DCMA organizations IAW DCMA-INST 1028 (Reference (o)) Managers/supervisors shall ensure the affected employee s information is deleted or transferred (as applicable) in the IWAM system DoD Civilian Employees Managers/supervisors will coordinate with the DCMA Human Capital Directorate to ensure an appropriate final SF 50 is initiated and processed for employees departing from or transferring within the organization Managers/supervisors will ensure the affected employee s information is deleted or transferred (as applicable) in the IWAM system DCMA-Affiliated Contractor Personnel Contracting Officer Representatives (CORs) will notify the responsible trusted agent (TA) of all contractor departures from DCMA The TA will ensure the contractor is deactivated in the Trusted Association Sponsorship System (TASS) CORs will ensure the departing contractor s assigned equipment, Common Access Card (CAC), security badge(s), and other information and/or materials are collected. All departing contractors are required to visit their security office prior to departure for any required debriefings CORs shall ensure the contractor s IWAM account is deleted. 13

14 GLOSSARY DEFINITIONS Accounted for. A person s status and whereabouts have been confirmed by a commander and/or supervisor. Family members of a person in a desertion status will not be accounted for and will be reconciled off the DMDC baseline. A DoD Component shall consider its personnel accounted for when: The person is physically present The person has been contacted or has made contact (i.e., by telephone or other means) The person is in an official status of unauthorized absence, desertion, deceased, or missing The person will not be physically accounted for and will be reconciled off the PARS baseline The employee or military member indicates his or her family members are accounted for or accountability is verified through other means Civilian Employee. Appropriated fund (DoD civilian employees) and nonappropriated fund employees. This does not include foreign national employees in OCONUS. Contractor. An employee of a firm, corporation, partnership, association, or other legal non- Federal entity who enters into a contract directly with the DoD to furnish services, supplies, or construction and working in and/or on a DoD facility, including commercial facilities. Foreign governments, representatives of foreign governments, or foreign corporations wholly owned by foreign governments that have entered into contracts with the DoD are not defense contractors. DCMA Employees, DCMA Persons, or DCMA Personnel. These terms includes military, DoD civilian and contractor personnel with a contractual obligation to DCMA. Geographical Area of Coverage. An area established by the CJCS, in conjunction with the Federal Emergency Management Agency (FEMA), when applicable, in which DoD-affiliated PA will be accomplished, using the PARS, upon the occurrence of a natural or manmade disaster. Hoteling/Mission Partners. Employees who are not assigned to the current CMO and have been assigned to a vacant desk. Incident. An occurrence or event, natural or manmade, that requires a response to protect life or property. Incidents can, for example, include major disasters, emergencies, terrorist attacks, terrorist threats, civil unrest, wild land and urban fires, floods, hazardous material (HAZMAT) spills, nuclear accidents, aircraft accidents, earthquakes, hurricanes, tornadoes, tropical storms, tsunamis, war-related disasters, medical and public health emergencies, and other occurrences requiring an emergency response. Military OneSource. A confidential DoD-funded program providing comprehensive information on every aspect of military life at no cost to active duty, National Guard, and 14

15 Reserve members, and their families. Information includes, but is not limited to, deployment, reunion, relationships, grief, spouse employment and education, parenting and childhood services. It is a virtual extension to installation services. OCONUS. Locations outside the continental United States, including the States of Hawaii and Alaska, the Commonwealth of Puerto Rico, Guam, the Commonwealth of the Northern Mariana Islands, and U.S. territories. Order To Account. An official order requiring execution of PA reporting procedures. Personal Information. Information about an individual that identifies, links, relates, or is unique to, or describes him or her; e.g., a social security number; age; military rank; civilian grade; marital status; race; salary; home/office phone numbers; other demographic, biometric, personnel, medical, and financial information. Personally Identifiable Information (PII). Information which can be used to distinguish or trace an individual s identity, such as their name, social security number, date and place of birth, mother s maiden name, biometric records, including any other personal information which is linked or linkable to a specified individual. Personnel Accountability (PA). The process of determining the status and whereabouts of all assigned or attached personnel at the social security number level of detail. 15

16 GLOSSARY ACRONYMS CJCS CMO COCOM COOP COR DCPDS DMDC DoD DoDD DoDI ERR HQ IAW IWAM OCONUS PA PAA PARS PII PM SF SIPRNet SITREP SOR TA TASS TDD USD(P&R) Chairman of the Joint Chiefs of Staff contracting management office component command continuity of operations Contracting Officer Representative Defense Civilian Personnel Data System Defense Manpower Data Center Department of Defense DoD Directive DoD Instruction emergency recall roster headquarters in accordance with internal web access management outside the continental United States personnel accountability Personnel Accountability Administrator Personnel Accountability Reporting System personally identifiable information program manager standard form Secret Internet Protocol Router Network situation report system of records trusted agent Trusted Association Sponsorship System telecommunications device for the deaf Under Secretary of Defense for Personnel and Readiness 16