REVN DT 02/09/2025 v4.202501
TABLE OF CONTENTS
- Overview
- Cross Module Assignment Rules - External Personnel Management Module
- Drop-Down List Boxes by Tabs and the corresponding Profiles - External Personnel Management Module
- Field Modification - External Personnel Management Module
- Permissions - External Personnel Management Module
- Profiles - External Personnel Management Module
- Reminders - External Personnel Management Module
- User Defined Fields (UDFs) - External Personnel Management Module
Overview
Users must be a System Admin (SA) to be able to access the System Administration landing page to make needed configuration changes to the module.
The following do not apply for the External Personnel Management module:
- Rules for Ignoring Special Access and Caveats for Assignments
- Sequences
- System Parameters
Cross Module Assignment Rules - External Personnel Management Module
 | System Administrator Mode landing page > System Profile submenu > SYSTEM PROFILES screen > Global tab > Rules for Cross Module Assignments profile |
Assets (Property Management module): Allow External Personnel to be assigned to Properties Ignore Asset Accesses when Assigning Personnel Ignore Asset Classification when Assigning Personnel Contracts (Contract Management module): Allow External Personnel to be assigned to Contracts Documents (Document Control module): Allow External Personnel to be assigned as Document Custodian Ignore Document Accesses when Assigning Personnel Ignore Document Classification when Assigning Personnel Keys (Locks & Keys module): Allow External Personnel to be assigned to Keys Ignore Accesses when Assigning Keys to Personnel Ignore Classification when Assigning Keys to Personnel
Secured Area (Secured Area Management module): Allow External Personnel to be assigned to Secured Areas Ignore Secured Area Accesses when Assigning Personnel Ignore Secured Area Classification when Assigning Personnel |
Drop-Down List Boxes by Tabs and the corresponding Profiles - External Personnel Management Module
| Unless otherwise stated, the profiles for this module are located: System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILE screen > Personnel Security tab > External Personnel Management tab |
Assignments Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| CONUS OUTGOING VISIT ADD NEW screen | |
| Agency | Clearance Owner (Global profiles tab) |
| Classification | Clearance Classifications (Global profiles tab). Only the classifications applicable for the selected Agency display. |
| Accesses Required | Access Type (Global profiles tab). Only the applicable types from the profile values display. |
| INCOMING VISIT ADD NEW screen | |
| Agency | Clearance Owner (Global profiles tab) |
| Classification | Clearance Classifications (Global profiles tab). Drop-down list options depend on Clearance Owner selected in Agency drop-down. |
| Accesses Required | Access Type (Global profiles tab) |
| Type of Visit | CONUS Incoming Visit Type (Visit Requests profiles tab > CONUS Incoming tab) |
Associated Documents Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| Type | Associated Document Type - External Personnel |
Information Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| Suffix | Suffix (Personnel Security profiles tab > Personnel Management tab) |
| Prefix | Prefix (Personnel Security profiles tab > Personnel Management tab) |
| Status | Status NOTE: There is a second profile, Inactive Employee Statuses, to which additional statuses can be added that behave as Inactive statuses. See Appendix D: System Profiles, for more information. |
| Cell Phone Carrier | Cell Phone Carrier (Personnel Security profiles tab > Personnel Management tab) |
| Citizenship | Citizenship Description (Personnel Security profiles tab > Personnel Management tab) |
| Citizenship Verification | Citizenship Verification (Personnel Security profiles tab > Personnel Management tab) |
| Badge Type | External Personnel Badge Type |
Organization Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| Branch | Service Branch (Personnel Security profiles tab > Personnel Management tab) |
Personal Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| Demographic Information section | |
| Marital Status | Marital Status (Personnel Security profiles tab > Personnel Management tab) |
| Nationality | Nationality (Global profiles tab) |
| EMERGENCY CONTACT screen | |
| Relationship | Emergency Contact - Relationship (Personnel Security profiles tab > Personnel Management tab) |
| PASSPORT screen | |
| Status | Passport - Status (Personnel Security profiles tab > Personnel Management tab) |
| Personal Information section | |
| Race | Race (Global profiles tab) |
| Hair Color | Hair Color (Global profiles tab) |
| Eye Color | Eye Color (Global profiles tab) |
Security Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| CAVEATS screen | |
| Access Level | Access Type (Global profiles tab). Only the applicable types from the profile values display. |
| Request Type | Special Access - Request Type (Personnel Security profiles tab > Personnel Management tab) |
| Granted By | Special Access - Granted By (Personnel Security profiles tab > Personnel Management tab) |
| Sponsor | Special Access - Sponsors (Personnel Security profiles tab > Personnel Management tab) |
| Status | Special Access/Caveat - Status (Personnel Security profiles tab > Personnel Management tab) |
| DOD CLEARANCE screen | |
| SMO Relationship | DoD Clearance - SMO Relationship (Personnel Security profiles tab > Personnel Management tab) |
| Status | Clearance - Status (Personnel Security profiles tab > Personnel Management tab) |
| Clearance Level | Clearance Classifications (Global profiles tab). Only the applicable clearances display. |
| Granted By | Clearance - Granted By (Personnel Security profiles tab > Personnel Management tab) |
| INVESTIGATION screen | |
| Request Type | Investigation - Request Type (Personnel Security profiles tab > Personnel Management tab) |
| Status | Investigation - Status (Personnel Security profiles tab > Personnel Management tab) |
| Investigation Type | Investigation - Type (Personnel Security profiles tab > Personnel Management tab) |
| Completed By | Investigation - Completed By (Personnel Security profiles tab > Personnel Management tab) |
| NON-DOD CLEARANCE screen | |
| Agency | Clearance Owner (Global profiles tab) |
| Clearance Level | Clearance Classifications (Global profiles tab). Options depend on Agency selected. |
| Status | Clearance - Status (Personnel Security profiles tab > Personnel Management tab) |
| Determination | Clearance - Determination (Personnel Security profiles tab > Personnel Management tab) |
| Sponsor | Non-DoD Clearance - Sponsor (Personnel Security profiles tab > Personnel Management tab) |
| Granted By | Clearance - Granted By (Personnel Security profiles tab > Personnel Management tab) |
| POLYGRAPHS screen | |
| Polygraph Type | Polygraph - Type (Personnel Security profiles tab > Personnel Management tab) |
| Polygraph By | Polygraph - Completed By (Personnel Security profiles tab > Personnel Management tab) |
| Status | Polygraph - Status (Personnel Security profiles tab > Personnel Management tab) |
| Program | Polygraph - Program (Personnel Security profiles tab > Personnel Management tab) |
| PUBLIC TRUST screen | |
| Agency | Public Trust - Agency (Personnel Security profiles tab > Personnel Management tab) |
| Status | Clearance - Status (Personnel Security profiles tab > Personnel Management tab) |
| Clearance Level | Clearance Classifications (Global profiles tab). Only Mod-1, Mod-II and Mod-III display for Public Trust. |
| Second Tier Agency | Public Trust - Second Tier Agency (Personnel Security profiles tab > Personnel Management tab) |
| SPECIAL ACCESS screen | |
| Access Type | Access Type (Global profiles tab). Only the applicable types from the profile values display. |
| Request Type | Special Access - Request Type (Personnel Security profiles tab > Personnel Management tab) |
| Granted By | Special Access - Granted By (Personnel Security profiles tab > Personnel Management tab) |
| Investigation Completed By | Special Access - Investigation Completed By (Personnel Security profiles tab > Personnel Management tab) |
| Investigation Type | Special Access - Investigation Type (Personnel Security profiles tab > Personnel Management tab) |
| Sponsor | Special Access - Sponsors (Personnel Security profiles tab > Personnel Management tab) |
| Status | Special Access/Caveat - Status (Personnel Security profiles tab > Personnel Management tab) |
| SPECIAL ACCESS PROGRAMS screen | |
| Billet Number | Special Access Program - Billet Number (Personnel Security profiles tab > Personnel Management tab) |
| Program Type | Special Access/Caveat - Status (Personnel Security profiles tab > Personnel Management tab) |
Field Modification - External Personnel Management Module
| System Administrator Mode landing page > System Setup menu > Field Labels submenu > SETUP SCREEN > External Personnel Management icon > SETUP SCREEN DETAIL screen: > INFORMATION section > ORGANIZATION section > PERSONAL section > SECURITY section |
The Field Labels module allows you to:
- Hide a field
- Hide a field except for users with Update permission
- Configure User Defined Fields (UDFs)
- Designate a field as required
- Rename a field
- Change field formatting – Capitalize the entire field name, or capitalize the first character of each word
Permissions - External Personnel Management Module
| System Administrator Mode landing page > User Setup menu > User Profile submenu > USER PROFILE MANAGEMENT screen > Permissions tab > Facility Level Permissions tab > EXTERNAL PERSONNEL MANAGEMENT section |
Profiles - External Personnel Management Module
| System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen: > Personnel Security tab > External Personnel Management tab > Personnel Security tab > Personnel Management tab > Global tab |
System Administrator Mode landing page > System Setup menu > System Profiles submenu > Personnel Security tab > External Personnel Management tab
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System Administrator Mode landing page > System Setup menu > System Profiles submenu > Personnel Security tab > Personnel Management tab
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System Administrator Mode landing page > System Setup menu > System Profiles submenu > Global tab
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Reminders - External Personnel Management Module
| System Administrator Mode landing page > Notification Setup menu > Reminder Events submenu > REMINDER SETTINGS screen > EXTERNAL PERSONNEL MANAGEMENT section |
| Reminder | Submodule | Tab/Section | Field Name |
| Badge Expiration Date | Information tab | Badge Expiration Date | |
| Badge Expiration Date | Badges | Organization tab/BADGES | Expiration Date |
| Badge Verification Date | Badges | Organization tab/BADGES | Verification Date |
User Defined Fields (UDFs) - External Personnel Management Module
| System Administrator Mode landing page > System Setup menu > Field Labels submenu > SETUP SCREEN > External Personnel Management icon |
| UDFs Available | SETUP SCREEN location |
CAVEATS section, Security tab: 10 Text Entry fields 10 Date fields | SECURITY section > Caveats section |
DOD CLEARANCE section, Security tab: 5 Text Entry fields 5 Date fields | SECURITY section > DoD Clearance section |
INVESTIGATION section, Security tab: 5 Text Entry fields 5 Date fields | SECURITY section > Investigation section |
NON-DOD CLEARANCE section, Security tab: 5 Date fields 5 Text Entry fields | SECURITY section > Non-DoD Clearance section |
PUBLIC TRUST section, Security tab: 5 Text Entry fields 5 Date fields | SECURITY section > Public Trust section |
SPECIAL ACCESSES section, Security tab: 10 Text Entry fields, 5 SAP Text Entry fields 10 Date fields, 5 SAP Date fields | SECURITY section > Special Access section |
User Defined Fields section, Information tab: 5 Text Entry fields 5 Date fields | INFORMATION section > User Defined Fields section |