1 NIH ENTERPRISE DIRECTORY NED RELEASE 5 2

1 NIH ENTERPRISE DIRECTORY (NED) RELEASE 5. 2 OVERVIEW March 2020

2 Release Content 1. Implementation of mandated change requests & enhancements üPosition Designation Tool (PDT) üNED badge tracking points üOpt-in on behalf of individuals who want Alert. NIH notifications sent to their personal contacts 2. NED Portal Redesign üRemove customizations to align with vendor’s “out-of-the-box” software features üIntegrate new capabilities üIncorporate usability feedback üFaster and less expensive future maintenance üResults in significant “look and feel” changes, but no functionality changes üPhased Approach – planned over 4 releases üPhase 1 – Landing Page Changes (Release 5. 0 – 9/3/2019) o Phase 2 – Centralized Find Person Capabilities (Release 5. 2 – 3/27/2020) o Phase 3 – Activate/Register Functions (Summer 2020) o Phase 4 – Other NED Functions (Fall 2020)

3 DPSAC Changes in Release 5. 2 Business Requirements & Features Overview Presented by DPSAC

PDT • OD The Position Designation Tool (PDT) is the required method to determine the correct background investigation for a position. – The tool is maintained by the Defense Counterintelligence & Security Agency (DCSA) in DOD. – The PDT provides the ability to identify any national security or public trust responsibilities associated with a position. – The link to access the PDT is https: //pdt. nbis. mil/ – DCSA PDT Training Course: https: //www. dcsa. mil/mc/tec/upcoming_courses/ • In the NED 5. 2 release, a copy of the PDT must be uploaded to NED. – Individuals responsible for designating positions are encouraged to attend formal PDT training offered by DCSA. – AOs are encouraged to work with HR, supervisors, contracting officers, etc. to accurately complete the PDT. – DPSAC in partnership with the NED Team will be offering training and job aids to the AO community. ORS Office of the Director | ors. od. nih. gov

PDT OD • National Security Factors ORS Office of the Director | ors. od. nih. gov

PDT OD • Public Trust Factors ORS Office of the Director | ors. od. nih. gov

7 NED & PDT Instructions Select Tier Level Upload PDT file

Badge Tracking OD • The “View Badge Status” feature in NED does not currently track the completion of background investigation forms. – The completion of forms is often the longest reason for delays in badge issuance. – Currently, individuals and AOs can only get updates on the status of investigation forms by contracting DPSAC. • These new status messages are designed to help the NIH community understand what actions are still required to complete the background investigation process. ORS Office of the Director | ors. od. nih. gov

OD Badge Tracking • Current vs. New Message Comparison: Current NED Status New NED Status* Waiting for DPSAC to authorize ID badge issuance Waiting for DPSAC to send background investigation paperwork DPSAC sent background investigation paperwork Waiting for individual to complete background investigation paperwork Individual completed background investigation paperwork Waiting for DSPAC to review background investigation paperwork DPSAC completed review of background investigation paperwork Waiting for individual to correct background investigation paperwork Individual corrected background investigation paperwork Waiting for DPSAC to finalize investigation paperwork and authorize ID badge issuance * If the individual has not yet been enrolled (fingerprints & photograph), their will also be a message stating that the applicant must complete enrollment. ORS Office of the Director | ors. od. nih. gov

10 NED Badge Tracking Points New Tracking Points

11 Overview of NED Portal Redesign Changes § Navigation & Layout üDefault to favorite Inbox view üUser acknowledgement screen removed üConsolidated “find person” functionality üNavigation to perform tasks on existing records changed (Find person then select task instead of select task then find person) § Menu Bar üSlight menu item naming and ordering change üMenu options moved to Find Person – Perform Task view: Update, Deactivate, Modify Services , Transfer, Renew Badge, View Badge and Account History üRemoved SAC Preferences menu option § Find Person üCentralized find person capabilities üEnhanced search functionality • • List filtering while typing Search by first name or preferred last name in addition to by last name and HHS ID Search results pagination Lazy loading üWork address information displayed

12 Menu Bar - Changes Release 5. 0 - AO Menu Bar Release 5. 2 - AO Menu Bar Highlighted menu options to be presented after a person is selected using “Find Person – Perform Task. ”

13 Find Person Select Action

14 Change Management § Impact üImpacts NED Portal users üAdditional data share with DPSAC Background Investigation Tracking System (BITS) üNo impact for public users (Search), integrated systems, or data customers § Communication üRelease communication – emails to users üPresentations to NED CCB, Deputy EOs, IAMC, IPAC, OMCC, ISSO SPS, ORSAC, CABS – January – March meetings üProgram documentation update – Online User Guide and Job Aids (NED Help and NED Share. Point) üSeries of DPSAC news articles § Training üNED Release 5. 2 changes presentation– summary of changes and impact to users üOnline training sessions – 3/24, 3/26, 3/30, 4/3 • Register for “NED Release 5. 2” training via LMS üOnline FAQs

15 APPENDIX

16 Usability Enhancements in Release 5. 0 § Usability Study Recommendations ü Tailor the homepage to meet specific user needs (personalized views) ü Provide access to the Inbox directly from the homepage to reduce number of clicks and allow quick access to features ü Make sections of the menu bar expandable/collapsible ü 508 Compliance • Ensure all non-text content that is presented has a text alternative that serves the equivalent purpose • Contrast ratio on menu bar § NED User Advisory Group Feedback ü Navigate directly to the inbox after login ü Additional information columns in the Saved Searches (e. g. , User, Record Entry Date) ü Redesign the announcement section • More relevant and specific information • Show system updates for future and recent functionality changes • Suppress announcements if there is no new information • Change color contrast so that announcements stand out ü Rename items in the menu bar for clarity ü Keep menu bar accessible when a process is started ü Simplify instructions in the help guide

17 Usability Enhancements in Release 5. 2 § Usability Study Recommendations üTailor the homepage to meet unique user roles and specific user needs (personalized views/SAC preferences) üCombine first name and last name search into a single row üIncrease the visibility of find person search parameters üIncrease the size and visibility of call to action buttons üStreamline options in the menu bar üReduce loading time üConsolidate & re-organize pages where applicable § NED User Advisory Group Feedback üRename View – Find Person menu bar option for clarity üAdditional work information column in the find person search üSearch by preferred name