Annual Clean Up Time!

Admin May 2, 2019

FSO Success

What great FSO’s read!

More cleanup? Time to bring out the big guns.

Annual Clean Up Time!

By now, you have all (hopefully) completed your NISS PSI Survey. April brought us many gifts – spring flowers, the new Avengers movie, the return of Game of Thrones and, throughout the month, DSS kept extending the deadline for the survey so we can all get used to NISS! As I am typing this, the deadline has been extended to Friday, April 26. If you are still struggling with your survey – let us know!

May 2019

What should FSO’s be doing this month?

Check your facility information in NISS – make sure it is correct!
You can also check with Executive Management for board meeting minutes if you are a corporation with quarterly meetings.
Audit/Clean your personnel files.
Run a Ghost/Leech/Orphan report in JPAS and separate any names that pop up!
Update your training information.
Log into JPAS and any other timed data base so you don’t get locked out.
Remove any personnel who should not be in JPAS by out-processing or contract ending.
Make sure you have destroyed any SF86s where the investigation has closed.
Start prepping your annual “Foreign Travel Training”!
Calendar a CDSE Training or STEPP Training – at least once a month!
Be kind and take those vitamins like Mom says!

Speaking of NISS, though…

While you are there – you may want to add a step to this process. You may be shocked to hear this, but not ALL of the information for your organization made its way from eFCL to NISS. Before you wash your hands of NISS until next year’s survey or self-inspection (reminder – you will need to add your self-inspection information into NISS annually from here on out), you need to make sure your organization has the correct information!

Step 1: Login and select your Facility Profile Step 2: Click “(External) My Facilities” on the
right side Step 2: Click “(External) My Facilities” on the right side Step 3: Your company’s name and DSS Rep’s name should appear – double-click on it … sigh … sit and wait for a minute for it to populate. (It is getting faster but still slow!) Step 4: Make sure your address, DUNS, website, etc. is correct.

You’re right, they SHOULD have an Oscar for best circle drawing. I would totally win.

Step 5: Open these two tabs to make sure your FCL information, KMP List, contacts, customers, subcontractors and your FSO information is all correct.

We even have the shorts. (not pictured for your safety)

NOTE: If your FCL, business structure or address/name is incorrect in NISS – you will have to create a “changed condition” to modify it – even if you already completed that action in eFCL. Don’t wait until your next Security Vulnerability Assessment (Inspection) to update your company information!

Hopefully, you have a sidekick like FSO PRO who can help you with this because it saves a lot of time.

Spring Cleaning !!

Somewhere between the annual survey and when you start giving those “Defensive Foreign Travel” briefings for vacationers (Yes, Janet! We all heard you are going to Cabo for a week!), it is a great idea to spring clean security records. Here are a few ideas to help you keep what is necessary and protect what is valuable.

Audit personnel files.

a) Training Records You know when you send out the Annual Refresher/Insider Threat training and everyone responds immediately and gets it done? … Yeah, we don’t either. The problem is, after a few “courtesy reminders” it is easy to move on with life and forget that there a few ~~slackers~~ training acknowledgements that are still due. If you are having trouble getting employees to complete the government-required training promptly, you can send him or her a reminder and cc their supervisor as a way to make it more important to the employee. Or, better yet (because our Mom says it is better to be kind) give kudos to quick responders for a nice bump to their annual performance reviews. b) SF86s NISPOM prohibits the keeping of SF86s of clearance candidates after they have received the final adjudication. While you are auditing the personnel files, make sure you delete or shred any SF86s. Note: it is a nice thing to do to check with the candidate first to ask if they would like a copy. This helps them with future questionnaires and confirms to them that you are getting rid of their very personal information.

When you empty a vacuum cleaner… you become a vacuum cleaner.

(Glances left and right…..furiously clicks.)

c) Report Gaps This is a good time to check in with your “Insider Threat” working group: IT, Finance & HR to see if there are any indicators for Insider Threats. Are you noticing that you are low on foreign travel debriefings or other essential self-reporting? Maybe it is time to plan a reminder for personnel.

Do you need to keep training records/spreadsheet from 2003? DSS typically looks at records from SVA (Inspection) to SVA. If you have all your information electronically, move it to an archive folder or delete it. If you have hard copies, a shredder works fine. d) Old records Somewhere between the annual survey and when you start giving those “Defensive Foreign Travel” briefings for vacationers (Yes, Janet! We all heard you are going to Cabo for a week!), it is a great idea to spring clean security records. e) Ghost Report, Orphan Report, Leech Report This is all the same report but the name changes depending on your DSS Field office. Basically, it is the report you run to ensure no one is still attached to your JPAS who is no longer in your PSMNet. You can obtain the steps to running that report from this guy! f) Master List: Finally, list everything you need to do regarding your security program and start prioritizing items before the year gets away from you. Experts tell us to pick the top three from that list and focus on those immediately until they are completed. Okay, the “Expert” here is our Mom, but she is pretty right most of the time. She also recommends daily vitamins.

Don’t get rid of ALL your old records. DSS loves Neil Diamond.

Coming Next Month: Details about DSS changing their name to DCSA: Defense Counterintelligence and Security Agency and other BIG changes!

Need more explanation or assistance with any items mentioned this month? Contact FSO PRO!

Looking for FSO Gifts? Check out the FSO PRO Shop!

* SVA Binders!
* Coffee Mugs!
* Membership Clubs!
* Training Videos!
* One Hour FSO Support!
* SVA Prep!

FSO PRO thanks all the FSOs out there for everything you do to keep the warfighter safe. Even the smallest task is designed to keep our nation’s information out of the hands of those who would do harm. We, as FSOs, are doing our part to stay vigilant and determined to protect those who protect us, even in our own small way.

That is why we say how awesome you are. And thank you.

Annual Clean Up Time!