Step

Responsible Party

Action

1.

Supervisor or designee

Complete all required areas on the DHS 0001, Employee Add, Modify, Move, or Delete Request form (commonly known as AMD form) and deliver via e-mail to mailbox address SERVICEDESK, DHS

2.

OIS Service Desk

Distribute request to network and e-mail system administration teams for implementation

3.

OIS Network and E-mail System Administration

Implement actions per request

Follow Information Security (IS) Access and Authorization procedures using DHS 0780, Information Security Individual User Profiles (IUP) form provided by manager (DHS-090-003-01; DHS-090-003-02 or DHS-090-003-03).

Maintain documentation for audit purposes.

4.

Supervisor or designee

When employee terminates employment with DHS, immediately request deletion of user account.

If the account needs to remain accessible to the DHS supervisor for a limited duration (maximum 10 working days beyond termination of employment),

• Contact Service Desk to request a new, temporary password for the account to be given to DHS supervisor,
• Complete all required areas on the DHS 0001, Employee Add, Modify, Move, or Delete Request form, including effective date for account deletion, and deliver via e-mail to mailbox address SERVICEDESK, DHS

5.

OIS Service Desk

Distribute all requests to network and e-mail system administration teams (with appropriate information) for implementation.

6.

OIS Network and E-mail System Administration

If account is to close immediately, delete account and contents.

If the DHS supervisor has requested that the account remain temporarily open:

• Assign a new, temporary password and notify requesting supervisor,
• Upon effective date of AMD submitted, delete account and contents.

Step

Responsible Party

Action

1.

Contracting Business Entity

Complete all required areas on the DHS 0001, Employee Add, Modify, Move, or Delete Request form (commonly known as AMD form) and deliver via e-mail to mailbox address SERVICEDESK, DHS

For adding an account, attach approved business reason, signed by Assistant Director.

2.

OIS Service Desk

Distribute request to network and e-mail system administration teams (with appropriate information) for implementation.

3.

OIS Network and E-mail System Administration

Implement actions per request.

Follow Information Security (IS) Access and Authorization procedures using DHS 0780, Information Security Individual User Profiles (IUP) form provided by manager (DHS-090-003-01; DHS-090-003-02; or DHS-090-003-03).

4.

Contracting Business Entity

When contract employee terminates employment with DHS, the DHS supervisor responsible for the covering contract shall immediately request deletion of user account.

If the account needs to remain accessible to the Contracting Business Entity for a limited duration (maximum 10 working days beyond termination of employment):

• Contact Service Desk to request a new, temporary password for the account to be given to DHS supervisor responsible for contract;

5.

OIS Service Desk

Distribute all requests to network and e-mail system administration teams (with appropriate information) for implementation.

6.

OIS Network and E-mail System Administration

If closing account immediately, delete account and contents.

If Contracting Business Entity has requested that the account remain temporarily open:

• Assign a new, temporary password and notify requesting supervisor;