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Onboarding Process

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This section provides guidance to CMS ISG team members and ISG contractors on the overall onboarding process into QualityNet IT Services. The following timeline identifies what occurs and when during the onboarding/offboarding process. The first five entries in the timeline refer to the activities involved in the onboarding process. Note that this timeline may vary based on your contract.



QualityNet | Contract Services - Onboarding/Offboarding Timeline



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To learn more about the actions required and who is responsible for each action, click on the tab that corresponds to the step in the timeline.

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Onboarding Process

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title60 Days Prior to Award
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60 Days Prior to Award

CMS CORISG Contract Engagement Team


  • Notify of Contract Solicitation

    The CMS COR notifies the ISG Contract Engagement Onboarding Services team of a new contract solicitation and provides an estimated award date at the following email address: ISGContractorOnboardingServices@cms.hhs.gov. 

    Note: Only a high-level notice is needed; only provide contract specifics that are publicly available as contractors have access to the email address and only non-sensitive information should be included.

    Responsible Parties: CMS CORCMS COR


  • Identify Contract Requirements

    The CMS COR works with the ISG Contract Engagement Onboarding Services team to identify high-level service requirements for the new contract to gain a better understanding of what QualityNet IT Services will be applicable. Some contract types, such as ADOs, already have a package of services pre-approved for use.

    If this is not an ISG contract, please fill out the ISG Questionnaire and provide the approved ISG Questionnaire to the ISG Contract Engagement team to assist with requirements gathering.

     


    Responsible Parties: CMS CORImage AddedCMS COR, ISG Contract Engagement TeamImage AddedISG Contract Onboarding Services Responsible Parties: CMS CORImage RemovedCMS COR, ISG Contract Engagement TeamImage RemovedISG Contract Engagement Team



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titleContract Awarded
Contract Awarded

CMS COR


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The CMS ISG selects and contacts the New Contractor. Thereafter, ISG prepares the official approval of the contract to send to the New Contractor. The contract is then executed by the New Contractor. No work can start or meetings scheduled with the New Contractor until the Period of Performance (POP) begins. The New Contractor must identify a Security Point of Contact (SPOC) and Security Official (SO) within one (1) day of the contract award.


  • Notify of Contract Award

    The CMS COR notifies the ISG Contract Engagement Onboarding Services team of a new contract award at the following email address: ISGContractorOnboardingServices@cms.hhs.gov

    Responsible Parties: CMS CORCMS COR



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titlePeriod of Performance Begins
Period of Performance Begins

CMS COR New Contractor ISG Contract Engagement Team


The Period of Performance (POP) is the time span between the effective date of a contract (when the contracted effort begins) and the last day under the contract in on which deliveries of goods are made or services are performed. Once the POP begins all meetings, work, and calls can proceed.

Complete

Complete Contract

Engagement

Onboarding Services Intake Form

The CMS COR

and

coordinates with the New Contractor

completes the Contract Engagement Intake Form to

to gather the required information to onboard a contract and identify the type of work to be performed and the services required. Refer to

the 

the CMS Services

 tab

 tab for guidance on the Data Use Agreement (DUA) process.

  • Designate initial contractor Security Official (SO) to review contractor access to approved QualityNet IT Services.
  • Designate initial contractor Security Point of Contact (SPOC) who will ensure security compliance.

Within one day after the POP start date, the contractor needs to identify the Security Officer (SO) and the Security Point of Contract (SPOC) for their contract.  These individuals need to initiate their background checks via EUA and create/activate their user ID in HARP and the New Contractor needs to provide their ID and contact information to the COR as part of the onboarding process.

Upon completion, the CMS COR or New Contractor submits the form to the ISG Contract Engagement team at ISGContractorOnboardingServices@cms.hhs.gov.

Once the COR has gathered the required information, they need to submit the JSM Form to onboard the New Contractor.  For detailed information regarding this process, CLICK HERE.



Responsible Parties: CMS CORImage ModifiedCMS COR, New ContractorImage ModifiedNew Contractor, ISG Contract Engagement TeamImage ModifiedISG Contract

Engagement

Onboarding Services Team



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titleWithin 5 Business Days

Within 5 Business Days

ISG Contract Engagement Team CMS COR New Contractor


  • Conduct Contract

    Engagement

    Onboarding Services Meeting

    The ISG Contract Engagement Onboarding Services team conducts a meeting with the CMS COR and New Contractor to confirm eligibility for the services identified in the Contract Engagement Onboarding Services Intake Form and sends a request for approval of these services to the CMS Service Leads for processing.

    Responsible Parties: ISG Contract Engagement TeamISG Contract Engagement Onboarding Services Team, CMS CORCMS COR, New ContractorNew Contractor


  • Complete Contract Onboarding

    After the CMS Service Leads have processed the request, the ISG Contract Engagement Onboarding Services team prepares and sends a welcome package to the New Contractor’s Security Official (SO) to complete to complete the engagement process. The welcome package includes the following information:

    • List of SO Responsibilities
    • List of Approved Services
    • Description of Approved Services
    • Instructions for Onboarding Users

    Upon receipt of this welcome package and informational materials, the New Contractor SO can begin the process of onboarding new users into the QualityNet IT Services. Access is based on the list of approved services provided in the package.

    Responsible Parties: ISG Contract Engagement TeamISG Contract Engagement Onboarding Services Team, CMS Service Leads;   New ContractorNew Contractor



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titleWithin 10 Business Days

Within 10 Business Days

CMS COR ISG Contract Engagement Team New Contractor


  • Hold Contract Calls as Needed

    The CMS COR and ISG Contract Engagement Onboarding Services team will conduct touch point calls with the New Contractor. During these calls, the teams will ensure that the New Contractor has all the necessary knowledge, templates, and points of contact (POCs) for any formal security deliverables or other security-related items within the dates of the engagement timeline. The teams will also ensure that the New Contractor has all necessary hardware and software ordered, delivered, and installed within the dates of the engagement timeline. The ISG Contract Engagement Onboarding Services team will be responsible for archiving documentation of the results of the meetings/calls.

    Responsible Parties: CMS CORCMS COR, ISG Contract Engagement LeadISG Contract Engagement Onboarding Services Team, New ContractorNew Contractor


  • Complete Post-

    Engagement

    Onboarding Survey

    The ISG Contract Engagement Onboarding Services team forwards link to Contract Engagement Onboarding Services Post-Onboarding Survey to New Contractor for response. The goal of the survey is to assist the team in creating an effective and efficient onboarding process.

    Responsible Parties: ISG Contract Engagement TeamISG Contract Engagement Onboarding Services Team, New ContractorNew Contractor




Onboarding Process 



Refer to the Offboarding Process as the contract's Period of Performance nears its end to determine what actions are required and who is responsible.


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ISG Contract Services - Onboarding/Offboarding - 508 Compliant PDF