Short: Electronic Facility Clearance System (e-fcl): A Review for Industrial Security Representatives Objective Estimated completion time Demonstrate knowledge of the e-fcl process 10 minutes Overview This review consists of 10 short scenarios based on the top issues related to using the e-fcl site from the perspective of the ISR. Each scenario has one or more questions for you to answer to demonstrate your knowledge of the e-fcl process. Introduction This short is intended for Industrial Security Representatives (IS Reps) as a review of the Electronic Facility Clearance (e-fcl) System. The review focuses on the Processing Site with emphasis on the DSS role and covers information in the DSS Electronic Facility Clearance (e-fcl) Processing Site User Guide and the Amended Concept of Operations for Handling of the Certificate Pertaining to Foreign Interests (SF328). It is strongly recommended that anyone participating in this short familiarize themselves with both of these documents which can be found using the links in the Resources tab. Dialogue Margaret: Hi Glenda, how has your first year as an ISR been? Glenda: Funny you should ask Margaret. Sam and I were just saying that it seems like the same issues keep coming up over and over. Sam: Just now we came up with 10 issues that we have both dealt with, some from the FSOs and some of our own. If you have a few minutes, let us share them with you and see if you are having the same issues Scenario 1 Upon arriving at work this morning you check your email and discover a message from the new FSO for the Cycle Path Corporation. He has written to tell you that he wants to include a few more pertinent emails concerning a new contract with a foreign owned company. He s asking you for your help entering this information into e-fcl. e-fcl: A Review for IS Reps Page 1
To: Uptown Albert Re: Help uploading information to e-fcl Albert, My boss just informed me that we have a new contract with a foreign-owned business. I made sure to ask if we were staying below the income threshold as stated in the SF328 instructions. Please let me know where in e-fcl to put this new set of emails about the new contract. FSO How should you advise the FSO to proceed with this information? Select all that apply. Correct Provide supporting documentation and related information. If any, answer Yes on the SF328. Add notes as appropriate when the e-fcl package is forwarded for review. Inform the FSO that only an email to the ISR with the information is necessary. Advise FSO to submit an updated SF328 via a Changed Condition e-fcl package. Check your answers in the Answer Key at the end of this document. Scenario 2 (Ring) John: Hello, John Rossi speaking. Julie: Hi John, I hate to bother you again. We spoke just yesterday. John: No problem Julie. I know being a new FSO can be challenging. What can I do for you? Julie: Well, I heard something about that Electronic Facility Clearance system and wanted to set up an account. Can you help me? I am really concerned that we don t have one yet. John: Actually, Julie, you don t need one. Julie: Oh, I thought we had to have one since this is a cleared facility. John: Yes, yours is cleared facility, but there are only certain events that will require you to have an account in e-fcl. Julie: Will I need one eventually? How will I know? e-fcl: A Review for IS Reps Short Page 2
What should John tell Julie? There are five conditions listed below. Select all of the conditions that would mean a company with a clearance, or requiring a clearance, would need an e-fcl account: An existing company with a KMP change An existing company with a change in ownership An existing company with a new address A company with safeguarding requirements A newly formed company required a facility clearance Scenario 3 As you are coming back from lunch, you walk by the new ISR's desk and overhear him on the phone talking to one of his FSOs. New ISR: "Uh oh, looks like I mistyped your CAGE code when I set up your account. You should go back to the Submission Site and update your CAGE Code." They appear to be talking about the fact that the FSO has the wrong CAGE Code in his e-fcl account. You know that this is something the ISR needs to take care of. You go back to the ISR to give him the proper response. What instructions should you give him on how to change a CAGE code? Place the steps below in the proper order to update a CAGE code. Step Select the Initial Package icon to display the 'Package Summary' page Highlight 'Utilities' and select 'Update CAGE code' Select the facility under the 'Please Select an Organization' heading Enter the updated CAGE code and any other information in the boxes, click 'Add' Type the facility CAGE code in the 'Quick Search' window Order Scenario 4 As an ISR you have access to multiple websites and databases. It can be difficult to remember which password goes to which site. Sometimes it s hard to remember which site is used for which task. Match the task with the correct database or website. Task Confirm a personnel clearance is current Enter a comment about a site visit Review a Changed Condition package Send an official email DSS Outlook e-fcl DoD System of Record ISFD e-fcl: A Review for IS Reps Short Page 3
Scenario 5 Valerie: Hi George. George: Hi Valerie. Thanks for responding to my email so quickly, but you didn t have to come over personally. Valerie: Actually, stopping by to answer your questions was a good excuse to see where your company is located now. I love your new building. So, what can I do for you? George: Well, besides the new address, we also had a KMP change. The Insider Threat Senior Official suddenly retired and was replaced at an emergency Board meeting held earlier this week. And I can t find the right place to add that information. Valerie: I m glad you contacted me. That process is a bit confusing. George: I know, I just could not find where to put the meeting minutes. I figured I was doing something wrong. Valerie: OK. Let me show you where to go to make the change. George: Oh, now I remember, using the Changed Condition option allows me to make both a KMP change and an address change. Valerie: Changed Condition also allows you to upload the official corporate documents like meeting minutes that are required to validate the changes to corporate officers. George: OK, thanks. I think I have everything I need since I just got a copy of the meeting minutes on official letterhead in my email this morning. From the list below, select all of the times that a changed condition package should be submitted: There is a Changed Condition Notification that an Assistant FSO was appointed Update a KMP Annual Certification packages (for FOCI companies only) Package submission every 5 years for an unchanged SF328 Scenario 6 You come back to your desk after an important meeting and find a voice mail from one of your FSOs. Hello John. This is Charlie the FSO at Serrentus. I need to add a new user. I haven t done that before and can t find my user guide. Can you help? Please give me a call back when you can. Thanks. You have two choices. Talk the FSO through the process or do it yourself. You decide to tell the FSO how to add a new User to their account. What are the correct steps for him to follow? Steps Complete new user information and click Save Highlight the Modules button on the left side of the home screen Click Add New User Select User Management Module Order Number e-fcl: A Review for IS Reps Short Page 4
Rearrange the steps listed below to make the changes for the FSO. Steps Highlight the Modules button on the left side of the home screen Select User Management Module Select "Manage User Complete the form with the information provided by the FSO Select Add New User Confirm that the FSO is the account manager Order Number Scenario 7 (Ring) Patsy: Hello this is Patsy Ryan, how can I help you? Randy: Randy Miles here, I m the new FSO at Silport Inc. I m so glad I caught you! I need your help! The former FSO left me instructions on how to make updates to the system but can't decipher them!! Patsy: (Uh oh - I just got the email notice that they lost their long time FSO unexpectedly as a result of some upper management changes, this must be the new appointee. I didn t have time to check his clearance.) Patsy: Randy. I m sure I can help, but I need to get some information first. Do you know if you have a clearance? Randy: Oh, I think so, they said something about getting a interim. Patsy: Alright, let me check. Randy, it looks like you do not have your interim yet. Let s get your SMO e-fcl access so your company can submit packages until you get your interim. Once you get your interim, we can set you up to manage the account. Randy: Great, thanks. As you hang up you are thinking about what you need to do. Properly order your next steps. Steps Add the SMO as an account user in e-fcl Designate the SMO as the account administrator Delete the name of the former FSO as account user Contact the SMO about the FSO appointment Update ISFD Order number Scenario 8 Sarah: Alex, do you remember last year when the FSO from the Fylon Corporation submitted an e-fcl package? He signed and dated a new SF328 but he didn t need to do that. I think we archived his account, didn t we? Alex: Yes, I remember. He was new and not quite sure what was required. Sarah: Well, I just heard from him, they have had a change of address and he wants to make the changes. I haven t reactivated an account recently; can you remind me how to do that? Alex: Sure, no problem The FSO recently contacted you regarding a facility address change. How do you proceed with an archived account? e-fcl: A Review for IS Reps Short Page 5
Steps Navigate to the Package Summary Page for that organization Enter the facility CAGE in the search window Select the "Reactivate Organization" button Choose "Company Information" from the fly out menu Select "Company Information" from Static Menu on the left Order number Scenario 9 After a meeting you return to your desk and check your phone. You see that you received two emails from Fred Maier, the FSO at one of your assigned companies. He indicates that they just sent a Changed Condition package and attached an official company letterhead with notice of their move next month to another one of the company s facilities located across the Potomac River to McLean, VA. What should you do? One of your assigned companies is moving. What is the best thing for you to do with his Changed Package? Archive the package as it is no longer your responsibility. Reassign the package for the new field office to review and approve. Process the package as a Changed Condition and approve it. Scenario 10 You are planning to deliver training to some new FSOs next week. You remember that several weeks ago you had a meeting scheduled with an FSO from a local company that you knew was in process. When you asked him how it was going he said proudly that he just finished uploading the SF328 and KMP list in his initial package. You recall that he did not have to upload both documents because of the business structure of this company. In your next training class you want to tell him about what types of business structures require SF328s. What will you say? There are several possible business structures. Select the business structure or organization that does not need to submit an SF328. Branch or Division Highest Cleared U.S. Entity Sole Proprietorship College or University Highest Uncleared entity Conclusion Margaret: Wow, you guys really covered a lot of ground on those scenarios. I think I have had every one of those happen to me! Glenda: I know I learned a lot just discussing this with you two. Sam: Hopefully this will help us be better prepared this year! Margaret: Well, thanks for sharing these with me. We better go sit down before we are late for the meeting e-fcl: A Review for IS Reps Short Page 6
Answer Key Scenario 1 How should you advise the FSO to proceed with this new information? Select all that apply. Correct X Provide supporting documentation and related information. If any, answer Yes on the SF328. X Add notes as appropriate when the e-fcl package is forwarded for review. Inform the FSO that only an email to the ISR with the information is necessary. X Advise FSO to submit an updated SF328 via a Changed Condition e-fcl package. Scenario 2 Select all of the conditions that would mean a company with a clearance, or requiring a clearance, would need an e-fcl account: Correct X An existing company with a KMP change X An existing company with a change in ownership X An existing company with a new address A company with safeguarding requirements X A newly formed company required a facility clearance Scenario 3 Place the steps below in the proper order to update a CAGE code. Type the facility CAGE code in the 'Quick Search' window Select the facility under the 'Please Select an Organization' heading Select the Initial Package icon to display the 'Package Summary' page Highlight 'Utilities' and select 'Update CAGE code' Enter the updated CAGE code and any other information in the boxes, click 'Add' Scenario 4 Match the task with the correct database or website. Task Confirm a personnel clearance is current DoD System of Record Enter a comment about a site visit ISFD Review a Changed Condition package e-fcl Send an official email DSS Outlook e-fcl: A Review for IS Reps Short Page 7
Scenario 5 From the list below, select all of the times that a changed condition package should be submitted: Correct X There is a Changed Condition Notification that an Assistant FSO was appointed X Update a KMP X Annual Certification packages (for FOCI companies only) Package submission every 5 years for an unchanged SF328 Scenario 6 You decide to tell the FSO how to add a new User to their account. What are the correct steps for him to follow? Highlight the Modules button on the left side of the home screen Select User Management Module Click Add New User Complete new user information and click Save Rearrange the steps listed below to make the changes for the FSO Confirm that the FSO is the account manager Highlight the Modules button on the left side of the home screen Select User Management Module Select "Manage User Select Add New User Complete the form with the information provided by the FSO Scenario 7 Properly order the steps for a SMO to be designated an FSO. Contact the SMO about the FSO appointment Add the SMO as an account user in e-fcl Designate the SMO as the account administrator Delete the name of the former FSO as account user Update ISFD e-fcl: A Review for IS Reps Short Page 8
Scenario 8 The FSO recently contacted you regarding a facility address change. How do you proceed with an archived account? Enter the facility CAGE in the search window Navigate to the Package Summary Page for that organization Select "Company Information" from Static Menu on the left Choose "Company Information" from the fly out menu Select the "Reactivate Organization" button Scenario 9 One of your assigned companies is moving. What is the best thing for you to do with his Changed Package? Correct Archive the package as it is no longer your responsibility. X Reassign the package for the new field office to review and approve. Process the package as a Changed Condition and approve it. Scenario 10 There are several possible business structures. Select the business structure or organization that does not need to submit an SF328. Correct X Branch or Division Highest Cleared U.S. Entity Sole Proprietorship College or University Highest Uncleared entity e-fcl: A Review for IS Reps Short Page 9