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Access Procedures for Computer Resources - Employee Transfer

Following are procedures for employees that currently have a USDA computer account and have a change in duty station or job duties that require changes to their access permissions.

Procedures

Information about the employee transfer is entered on Form NRCS-IRM-3, Information System Security Request for User Access to ITS Resources.

NRCS Employee Affiliate Employee
Human Resources (HR) Staff
Upon approval to fill a vacancy with an employee currently employed with NRCS, Farm Service Agency (FSA), or Rural Development (RD), HR Staff will fill in the following fields in Part I:
  • Employee Name
  • Nickname (if known)
  • Work Title/Function
  • Organization
  • Justification for access - Enter the effective date of the employee's appointment and the employees current duty station
  • Supervisor Name

In Part II:

  • ICAMS ID - empowHR identification number
  • Security Background Check Information

Send Form NRCS-IRM-3 to the Information System Security Point of Contact (ISSPOC). ISSPOC will contact the supervisor to review "Additional Information" to gather additional needs of the employee.

 NRCS/Conservation District Office
The employee or sponsor will fill in the following fields in Part I (sponsor is someone at the office assisting the new employee such as a district manager, district conservationist, RC&D coordinator):
  • Employee Name
  • Nickname (if applicable)
  • Work Title/Function
  • Organization (service center city)
  • Partner/Affiliate/Company or Organization Name
  • Justification for access - Enter the effective date of the employee's appointment and the current duty station
  • Supervisor Name (sponsor)

Sponsor will review "Additional Information" and enter additional needs for the employee. Sign and date as supervisor and send the NRCS-IRM-3 to the ISSPOC.
Additional Information
The middle section of Part I of Form NRCS-IRM-3 requests what access privileges the employee will need.

Access Required:
Dial Up/VPN Account - Mark this item if the employee will be traveling extensively or will be working in a stand-alone conservation district office. Note this reason under "Justification for access." A Virtual Private Network (VPN) account allows access to USDA resources from a non-USDA network connection.
Server Shared Drives - the employee will be given server permissions for their duty station. If the employee will have multi-county responsibilities, list the additional offices where they will be working.

Elevated Privileges:
Other Request - If employee will use Toolkit or Program Contracts System (ProTracts), enter "Toolkit" and/or "ProTracts" here. Permission will be updated to their duty station county and any additional counties listed in "Server Shared Drives."

Justification for access:
List any additional needs of the employee (Example: access to files from a previous employee).
ISSPOC
Upon receipt of Form NRCS-IRM-3, the ISSPOC will enter a System Authorization Access Request (SAAR) to request an update to the employee computer account and record information in the security database. ITS staff will update the account and contact the employee.

The ISSPOC will also keep the assistant state conservationist for field operations and the area office assistant informed of requests received for NRCS employees and affiliates in their area.

Note: Form NRCS-IRM-3 may be faxed to the ISSPOC (Fax: 785-823-4540).

If the employee transfer changed the employee's e-mail address (Example: transfer from another state), the employee will need to update their contact information on their eAuthentication (eAuth) account and in EmpowHR (NRCS only).

eAuth Account

To update the e-mail address on an eAuth, select Update your account from the Quick Links on the eAuth Web site and log in when prompted. From the left menu select My Account, Update My Employee Profile. Your current e-mail address, phone number, and security attributes (mother's maiden name, date of birth, and PIN) are displayed. Update your information and click Submit.

EmpowHR

NRCS employees will also need to update their e-mail address in EmpowHR (formerly called ICAMS). Log into EmpowHR (Note: User ID in EmpowHR is case-sensitive; most NRCS user identification accounts begin with two capital letters).  Select Employee Self Service from the left menu, then select Email Addresses listed under Personal Information. Update your Business e-mail address and click Save.

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Last Modified: 01/03/2008