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L&I, Office of Information Technology Procedure

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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.

  1. 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.


  2. 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.


  3. 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

L&I Policy Definitions Document
SEC-007 - Contractor Account Administration
SEC-010 - Access Control for Non-Commonwealth Users
SEC-011 - Remote Access to the Commonwealth Network
SEC-012 - Audit, Accountability, and Reporting Policy
ITP-SEC-009 Minimum Contractor Background Checks Policy
MD 210.5 Records Management

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