JAM Auto-Termination Capability in GPC Appointments
The JAM Auto-Termination capability in GPC appointments carries out routine, system-driven termination of appointments that are abandoned or associated with individuals in Archived status. This helps improve system-access internal control compliance, enhance security, and reduce fraud risk. Steps can be taken to reduce the risk of unintentional termination. The capability is important for timely termination of appointments for individuals no longer performing GPC functions, simplifying operational processes, and improving data integrity.
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GPC ONE-PAGER What Is the JAM Auto-Termination Capability? CPMs, OA/OPCs, A/OPCs PIEE/JAM The JAM Auto-Termination capability carries out routine, system- driven termination of GPC appointments that are abandoned or associated with individuals who have PIEE roles in Archived status. This begins when users do not login to PIEE for 90 days and/or when GAMs manually set a PIEE account to Inactive or Archived status. What is the risk of unintentional termination? Components that have enabled use of PIEE SSO to Access Online have a low risk of termination of necessary appointments. What steps can I take to reduce risk of unintentional termination? Why is the JAM Auto-Termination capability important? Timely termination of appointments for individuals no longer performing GPC functions will: o Improve system-access internal control compliance, o Enhance system security, and o Reduce misuse, abuse, and fraud risk. Routine, system-driven termination of appointments that are aged, stalled work-in-progress, or for individuals with Archived PIEE accounts, simplifies operational processes and improves data integrity. Once the PIEE/DEERS interface is redeployed in FY 2024, this capability will fulfill the 10 U.S.C. 4754 requirement to take appropriate steps to invalidate CH appointments and accounts upon termination or transfer. Periodically taking the steps identified in 3OP043, Preventing Auto-Termination of Necessary JAM Appointments, will prevent rework associated with reissuing appointments to individuals who may only occasionally access GPC systems (e.g., Alternate A/BOs) or who are not prevented from logging into Access Online directly using name and password. What status and notifications are associated with each time period? The flowchart on the next slide illustrates the process at various points in the timeline leading to termination. Once a PIEE account has been Archived, the user must request a new PIEE role(s) and complete the full PIEE account approval process. May 28, 2024 PIEE DAU DPC/Purchase Card 3OP:045 (Can be clicked in Slide Show mode) Page 2 of 4
JAM Appointment Clean-Up Capability Days 1 - 59 Days 60 - 90 Days 91 - 120 Day 121 User Has Not Logged in for 59 Days. User Can Work to Reactive Account. If Account Not Reactivated: Roles Archived but No Change to JAM Appointment Status. User Must Request New PIEE Roles/Account. Appointment Terminated. A/OPCs Use Bank PTQ Task to Terminate Account(s). New JAM Appointment Must be Initiated If Still Required. Time Status Role: Active || Appointment: Active Role: Inactive || Appointment: Active Role: Archived || Appointment: Active Role: Archived || Appointment: Auto-Terminated Days 45 - 59 Email Sent on Day 90 Notific- ations 9 Account Inactivation Email Warnings Sent Email Sent on Days 60, 89 BOX 1. PIEE CURRENT BOX 2. JAM AUTOMATED APPOINTMENT CLEAN-UP CAPABILITY Anticipate Deployment in FY 2024 PIEE Roles/Account, and PIEE/Bank SSO Access Reactivated Y GAM Manually Inactivates User Roles/Account JAM Termination Sent to Access Online PTQ A/OPC User Appointment Auto-Terminated4 Takes Appropriate Action5 30-Day Hold Reactivated Roles/Account within 30 days of Inactivation2 User & Supervisor1 Notified Roles/Account Inactivated because User Did Not Log in for 60 Days Process N OA/OPC or A/OPC Terminates JAM Appointment PIEE Roles/ Account Archived New PIEE Roles/ Account Required GAM Manually Archives User Roles/Account User & Supervisor Notified BOX 3. PIEE - DEERS CAPABILITY Anticipate Deployment in FY 2024 DEERS Notification (Left Service or Left Organization) 1. One notification is sent 30 days prior to user s PIEE account being Inactivated. Note: Functionality is being developed to additionally notify the initiator and A/OPCs as the account becomes Inactive and appointments are auto-terminated. 2. For Inactivation due to user inactivity, 90 days have passed since user s last PIEE login. 3. Abandoned appointments are appointments that have not been Activated by GAM for any reason. 4. Notification is sent the day the JAM appointment is terminated. If still required, the JAM appointment must be reissued. 5. A/OPC uses PTQ task to take appropriate action (e.g., T9, V9 account, no action). PIEE Purges Abandoned JAM Appointments after 60 Days3 May 28, 2024 Page 2 of 4
GPC ONE-PAGER What Is the JAM Auto-Termination Capability? What are the current PIEE Account Archive capabilities (Box 1 in the flowchart)? Designed to balance operational need to maintain uninterrupted system access with security imperative to prevent inappropriate user access to Government systems. PIEE users who have not logged in for 45 days are sent 9 emails over the following 15 days (i.e., Days 46 60) instructing them to login to avoid account inactivation. o Their Supervisor also receives the emails. o After 60 days of inactivity, these user accounts become Inactive (i.e., the user cannot access any PIEE capabilities). PIEE users with Inactive accounts have a 30-day Reactivation Window during which the user can use streamlined procedures to return the account to Active status. Accounts for users who have not logged in for 90 days are Archived. PIEE accounts also can be immediately Inactivated or Archived by a GAM at any time. Email notifications are sent to users and Supervisors when GAM Inactivates or Archives accounts. CPMs, OA/OPCs, A/OPCs PIEE/JAM What is the JAM Automated Appointment Clean-Up capability (Box 2)? Leverages Box 1, Current PIEE Account Archive Capabilities. Once activated, PIEE users with Archived accounts will have a 30-day Appointment Termination Pending Window. o This hold period provides PIEE users, Supervisors, and GAMs with 30 days to complete the full PIEE account approval process to avoid appointment termination. o Appointments are terminated for users who have not logged into PIEE for 121 days. Users and their Supervisors receive email notifications. Once a JAM GPC appointment has been auto-terminated, users still performing GPC appointed roles must initiate and complete the full PIEE account and JAM appointment processes (including reapproval by their Supervisor, GAM, and DAA). Components that have enabled exclusive use of PIEE Bank SSO eliminate nearly all risk that appointments will be terminated due to inactivity. May 28, 2024 PIEE DAU DPC/Purchase Card 3OP:045 (Can be clicked in Slide Show mode) Page 3 of 4
GPC ONE-PAGER What Is the JAM Auto-Termination Capability? CPMs, OA/OPCs, A/OPCs PIEE/JAM Why is SSO important? To enhance internal control compliance and improve system security, DoD GPC policy requires use of PIEE Bank SSO to access the Bank s applications. Components that continue to allow direct login to Bank applications will risk rework associated with reissuing appointments. Due to the nature of their responsibilities requiring infrequent JAM login, GPC Program participants at greatest risk of having their JAM GPC appointment terminated due to inactivity include: o Alternate A/OPCs o Alternate A/BOs o CHs supporting only occasional ETOs (e.g., contingencies, emergencies) What is the PIEE-DEERS Capability (Box 3)? When this capability is redeployed in FY 2024, users PIEE roles will be archived immediately upon notification from DEERS that they have left Government service or changed organizations. Once the PIEE-DEERS interface is redeployed in FY 2024, this capability will fulfill the 10 U.S.C. 4754 requirement to take appropriate steps to invalidate CH appointments and accounts upon termination or transfer. If no action is taken to return the user s PIEE account to Active status, the User s JAM appointment will be terminated following the processes and timelines addressed previously. May 28, 2024 PIEE DAU DPC/Purchase Card 3OP:045 (Can be clicked in Slide Show mode) Page 4 of 4
