L&I, Office of Information Technology Procedure
(PDF)
Name: |
Contractor Account Administration Procedure |
Effective Date: |
June 2017 |
Category: |
Security |
Version: |
1.3 |
1. Scope:
This policy applies to all contracted employees, temporary personnel, agents and vendors in the service of L&I for all bureaus, divisions, boards, commissions and councils within L&I (hereinafter referred to collectively as “L&I Users”).
2. Procedure:
The procedure is implemented by the Department of Labor & Industry (L&I) Enterprise Security and Compliance Section (ESC), in response to inputs from L&I Users.
- Contractor Account Creation
Step |
Responsibility |
Action |
1. |
L&I User |
Sends an email to the OIT ESC resource account
RA-LICONTRACTOR-REQS@pa.gov, including all necessary documentation.
- The email must include the Business Partner/Contractor Assignment Form and Pennsylvania State Police (PSP) Access to Criminal History (PATCH) or Commonwealth Law Enforcement Assistance Network (CLEAN), OIT-6, and OIT-8 as necessary, and any necessary approvals.
|
2. |
ESC |
Reviews the request for completeness.
- If the request is incomplete, it will be returned to the requestor unprocessed.
- If the criminal background check states, ”no criminal history,” the request is processed.
- If the criminal background check has a criminal record(s), the request must include supervisor/division chief approvals and ESC chief approval.
- If the criminal background check has a misdemeanor/felony record(s), the request must include supervisor/division chief, ESC chief, and deputy chief information officer (DCIO)/chief information officer (CIO) approval.
|
3. |
ESC |
Submits a request to the Office of Administration (OA) with a complete criminal records check and approvals. |
4. |
OA |
Creates the c-user account and initiates HR-40 onboarding processes within the IT Service Management (ITSM) tool. |
- Contractor Account Terminations/Separations
Step |
Responsibility |
Action |
1. |
L&I User |
Sends an email to OIT ESC
RA-LICONTRACTOR-REQS@pa.gov including all necessary documentation.
- The email must include the business Partner/Contractor Separation Form.
|
2. |
ESC |
Reviews the request for completeness and, if necessary, submits a request to the Office of Administration (OA) to initiate the HR-40 process. |
- Contractor Account Annual Checks
Step |
Responsibility |
Action |
1. |
L&I User |
Sends an email to OIT ESC
RA-LICONTRACTOR-REQS@pa.gov including all necessary documentation.
- The email must include the PATCH, or CLEAN
|
2. |
ESC |
Verifies the OIT-6 & OIT-8 if necessary, have been signed. |
3. |
ESC |
Reviews the request for completeness and updates the ITSM tool for the user record.
- Date of the PATCH, criminal history and control number shall be recorded
|
4. |
ESC |
Destroys paper forms or electronic forms that contain sensitive data in accordance with retention and audit policies |
3. References
4. Version Control
Version |
Date |
Purpose |
1.0 |
08/2014 |
Base procedure |
1.1 |
05/2016 |
Edits for clarity |
1.2 |
03/2017 |
Updates to policy references, format and annual background requirements. |
1.3 |
06/2017 |
Annual review & content revision |