OnboardingProcess_ContractEngagementIntake

Procedures for Completing the Contract Onboarding Services Intake Form

The process for onboarding New ISG Contracts is facilitated using a fully automated and centralized request form built on the Jira/JSM platform.  This process ensures that the minimum information required to onboard a new contract is captured during onboarding and facilitates a one-stop shop for managing all onboarding requests, automates the workflow, facilitates consistent tracking and auditability, and aligns with CMS’s strategic commitment for continuous improvement.

The process requires CMS ISG CORs to collaborate with the incoming contractor point of contact to gather the required information and use their (the COR’s) Jira access in HARP to use the gathered information to fill out the Onboarding Intake Form and submit. 

Step-by-step instructions for the CMS COR to onboard New Contracts to CCSQ Services:

1. Prior to the period of performance (POP) start date:
   1. Coordinate with the Contract Point of Contact (Ctr POC) and ensure you have all required information before filling out the onboarding form.
      1. Required Information to complete the onboarding form can be found on this Word Document: LINK
      2. You will likely need to discuss the types of system access available to the contractor and agree upon what is appropriate given the duties to be performed under the contract.
      3. The following link is public and discusses the various tools available to ISG contractors through the HARP system:  LINK
2. Once the contract is awarded:
   1. The contractor Security Official (SO) and the Security Point of Contact (SPOC) will need to initiate their background check through EUA and create their HARP ID and provide them to you, as this is required information for the intake form.
3. Log into the Onboarding Team’s JSM platform: LINK
   1. Select the appropriate onboarding intake form from the dashboard (13th SOW contracts must be onboarded using the 13th SOW Onboarding Form.)
   2. Fill out the form.
      1. All questions are required unless marked (optional)
      2. If you are granting the contract access to a tool (Slack for example), then the justification and number of users must be provided in the following justification field. This question asks for the justification for granting the access AND the anticipated number of users that will be using the tool under the contract.
         1. If the justification is not provided or complete, this will slow the processing of the onboarding as the Onboarding Team will have to reach back out to the managing COR to obtain the justification.
      3. If the contract is an ADO contract, the ADO questions are required.
   3. Complete the form in its entirety and scroll to the bottom of the page and click the Create button.
   4. If you inadvertently missed a required field, the form will stay in its editable format.
      1. Scroll up the form and fill in any questions that are circled with Red.
   5. If you filled in all required fields, the screen will change to a static view of the information you provided.
      1. A Confirmation email will be sent to your Outlook with a link to the submitted form and all the submitted information.
   6. Hereafter, you will receive status updates and any directed notifications from the team via your Outlook account. To respond to the notification or question, you will use the ADD COMMENT link in the email to respond.
4. To submit the form:
   1. The COR will need to check the box above the attestation (last question on the page) providing your approval to process the intake according to the information provided.

Next Steps:

1. The Onboarding Team will be notified that a form was submitted.
   1. They will review the form for completeness and clarity.
   2. If they have any questions, they will send you a notification via the form workflow
      1. All communication about this request will be sent to your email.
      2. You will be able to respond to the questions through the email using the ADD COMMENT link in the body of the email.
         1. NOTE:  Do NOT use the standard Outlook "Respond" button as this will result in the email being rejected and sent back to you and the Onboarding team will not receive your response.
2. The Onboarding Team will then route the request for the appropriate approval(s) as required by the CMS Onboarding Team lead and, once approval is received, will begin processing the request.
3. Once the onboarding request is completed, you will receive a notification that your request is complete.

In order to submit a CCSQ onboarding intake form, the COR will need to have Jira system access.  To check if you have the necessary access and request access if you do not, follow the steps below.

1. Log into HARP Production: LINK
   1. For CMS CORs, you should utilize your EUA ID in HARP, and can simply enable your EUA ID in HARP by logging into HARP with your EUA credentials.  This will activate your account in HARP.
   2. For more detailed instructions, utilize the HARP Quick Start Guide: LINK
2. Check if you already have access to Jira. Once you are logged into HARP, scroll down to the User Roles Section, Click View User Roles and look for the following:
   1. Program = QualityNet Atlassian
   2. Organization = CMS Federal
   3. Role = Standard User
3. Request access to Jira. Once you are logged into HARP, if you need to request access to Jira, scroll down to the User Roles Section, Click Request Role.
   1. On the Select a Role page, scroll down to QualityNet Atlassian, Check the round button next to the role to select the role, scroll to the bottom of the page and Click the Next button.
   2. On the Select an Organization page, scroll down to CMS Federal, Check the round button next to the Organization, scroll to the bottom of the page and Click the Next button.
   3. On the Select Roles page, Check the squared box next to the Standard User role, scroll to the bottom of the page and Click the Submit button.
   4. Your role request will go to the individual(s) responsible for approval and you will be granted access to CCSQ Jira.