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ONBOARDING PERSONNEL

Onboarding Process

This page is specifically for those who perform onboarding functions at NASA Headquarters (i.e., HQ IT POCs, Administrative POCs, COTRs, etc.).

Onboarding involves collecting data from the employee needed by the Security team, the Information Technology (IT) group, the Human Resources (HR) folks, and Facilities services to equip the employee with the necessary credentials and required resources to be effective. A successful onboarding results in the new employee having the appropriate IT resources needed on their first day on the job.

To onboard a person at NASA Headquarters, several different applications are used:

  • Workforce Transformation Tracking System (WTTS): Tracks all prospective gains, losses, and moves across NASA.

  • Entrance on Duty Station (EODS): Allows new hires to verify their information and complete HR forms prior to their first day of employment.

  • System for Training and Educational Resources (SATERN): NASA training system that tracks all required training.

  • Identity Management and Account Exchange (IdMAX): Gateway to accessing multiple IT tools used for badging and application requests.

  • Enterprise Service Desk (ESD): New tool for ordering IT seats and services.

You will use IdMAX and ESD to onboard all different types of personnel. See the checklist for step-by-step instructions.  Follow these steps to ensure personnel are properly vetted, equipment is issued, and permissions are granted in a timely manner.

 + View Onboarding Checklist

PERSONNEL ENTRY TYPES
 

Personnel Type

IdMAX

Type of IdMAX Entry Required

ESD

Type of ESD Entry Required

New Hire Civil Servant

HR creates and Sponsors the Identity

NOMAD and NCAD accounts are automatically created
IT POC would request HQ Standard Account, applications, PKI, Token, etc.

Yes

Computer Seat, Desk Phone, Mobile Seat, WebEx 

NASA to NASA Detailee

Sending center creates an FPPS action

IT POC would request HQ VPN account, HQ Shared Folders, etc.

Yes

Computer Seat (if user does not bring theirs), Mobile Seat (if needed) Desk Phone, WebEx

Another Federal Agency to NASA Detailee

HR creates and Sponsors the Identity

NOMAD and NCAD accounts are automatically created
IT POC would request HQ Standard Account, applications, PKI, Token, etc.

Yes

Computer Seat, Desk Phone, Mobile Seat, WebEx

IPAs (Inter-governmental Personnel Act)

Yes

Update Affiliation and Sponsor (AO responsibility, to be process)
Applications, PKI, Entrust etc.

Yes

Computer Seat, Desk Phone, Mobile Seat, WebEx

Paid Interns

HR creates and Sponsors the Identity

NOMAD and NCAD accounts are automatically created
IT POC would request HQ Standard Account, applications, PKI, Token, etc.

Yes

Computer Seat, Desk Phone, Mobile Seat, WebEx

Non-Paid Interns, Grantees, & Fellows
(Create Identity)   
(Modify Identity) 
(Invite User)

Yes

Create Identity Process
Sponsor Identity Process
Applications, PKI, Token, etc.

Yes

Computer Seat, Desk Phone, Mobile Seat, WebEx

Contractors
(Create Identity)   
(Modify Identity) 
(Invite User)

Yes

Create Identity Process
Sponsor Identity Process
Applications, PKI, Token, etc.

Yes

Computer Seat, Desk Phone, Mobile Seat, WebEx

 

 

 

 

 

 
 
DOCUMENTATION
 

Headquarters-Specific Documentation

Other Useful Reference Materials

Onboarding Foreign Nationals - Useful Reference Materials

 

TRAINING AND GUIDELINES
 

Training Modules

< Back to Onboarding/Offboarding page




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