DISS Webinars


 

Dear DISS Community, welcome to the new DISS Webinar page where you can find all things DISS JVS Webinar related including upcoming trainings, training materials, and Q&As.


Government/Agency User Webinars

These one-hour sessions are geared toward government/agency users and will focus on high-level user functions such as Subject Management, NDA Submission Process, Access Management, and Visit Requests. A Q&A session will be included at the end. Please note: no preregistration is required but attendance will be capped at 250 after the first 250 attendees.

Click the DCS link to attend: https://conference.apps.mil/webconf/JVSwebinar4government
To join via phone, dial 410-874-6300 or DSN: 312-874-6300 and use the PIN: 435 598 496 to follow along slides posted at DISS Resources (dcsa.mil).  

 

 


 

 

Industry User Webinars


These one-hour sessions are geared toward industry users and will focus on high-level user functions such as Subject Management, NDA Submission Process, Access Management, Visit Requests, and Investigation Requests. A Q&A session will be included at the end. Please note: no preregistration is required but attendance will be capped at 250 after the first 250 attendees.

Click the DCS link to attend: https://conference.apps.mil/webconf/JVSwebinar4industry
To join via phone, dial 410-874-6300 or DSN: 312-874-6300 and use the PIN: 974 650 249 to follow along slides posted at DISS Resources (dcsa.mil).  

VISITS

1. Relating to visit management, how do you find a visit request that was submitted.

A:  

  1.  Host needs to search the visiting Subject. Take a relationship (recommend servicing).
  2. Find the visit under the access tab after opening subject details.
  3. They can then open the visit and see all other subjects.

2. Why can't I archive a visit any longer?

A: With recent update to DISS, the visit must be cancelled before the archive option will become active to select. As a reminder if you cancel a visit, it will send a notification out to the creating SMO notifying them know that the visit was canceled, and it will remove the visit.

3. Without the ability to archive the visit, how will I manage the SMO visits to know if a visit has been read or completed?

A: Until 13.7 is released, recommend adding a word such as "Received" or "Worked" in the Visit Name. This will provide a way to sort your visits by the key word added.

4. What is the new clone visit feature added to the visit actions drop down?

A: This feature allows you to easily copy an existing visit details as well as a quick check box to add all of the existing approved subject (visitors) to the newly cloned visit.

5. Can a visit request be submitted for a full calendar year?

A: Yes, select the full date range from the calendar.

6. Can a visit request be submitted for multiple SMOs for a one-day visit?

A: No. When a visit request is created, it is created only for a single SMO.

7. Is there an easier way to find visits in DISS?

A: Run a visit report (permission based). Use View SMO Visits to view all visits for the selected SMO. Pull up individual subject to view their visits (with Owning Relationship).

8. What does the Activate Visit button do, and didn't it get taken off the list?

A: When you create a visit you can use the “Activate Visit” button to make the visit active prior to adding subjects/visitors to the visit request. Once subjects/visitors are added the option to use the “Activate Visit” button will be grayed out and no longer available for selection. To search for visits that have been created but not activated use the View SMO Visits, find visit status and select “created” then Find Visits and you will see a list meeting that criteria.

9. Does DISS automatically remove visits whose end date has passed or does the user have to manually remove them from the active list?

A: You will need to manually cancel or archive each visit to move it from the active list.

10. Can you touch on activating a visit please? Activating a visit request, it showed the first time, wasn’t an option the next 2 times.

A: As you are creating a visit request, if you complete it but don’t add subjects as visitors you will still be able to see the Activate request button, once you add subjects the visit becomes Active and the Activate Visit button is unavailable or grayed out.

11. If I go through the confirmation without subjects, I have to activate a request, but if I add subjects before confirmation, will it activate it automatically?

A: You can use the Activate Visit button to make a visit active without adding subjects. Once you add subjects, the visit is Active and you can no longer access the Activate Visit button, it is grayed out.

12. Is it possible to edit an Archived Visit Request? Meaning, if we created a group visit and then need to remove someone who should no longer be included, can you do that? It was possible with JPAS, but I cannot find a way with DISS

A. No, you cannot edit an Archived Visit.

13. When the hosting SMO archives/completes the visit request before the visit happens, is that what they’re supposed to do?

A. No, a visit request should not be Archived before the end date of the visit

14. There has been a previous problem with the Visit Requests in which some military installations are archiving once they enter it in their system, which makes it more complicated to review current visits. Have they been instructed yet to leave as active in DISS?

A: DCSA is currently working with stakeholders to address this issue; the military will be advised that all visits should remain active in the system.

SUBJECT MANAGEMENT

1. How can we get a subject's name corrected (input error) or updated (name change)? We have been unsuccessful utilizing both a CSR and calling DCSA.

A: Users with the Update PII permission (must have Security Manager or Officer Role) may update subject last name, birth country, birth state, birth date, and citizenship.

2. When attempting to transfer a subject, I have been unable to transfer individual subjects, it has only allowed me to do it in mass. Any update to that feature or process?

A: DISS allows to transfer individuals and/or multiple subjects using the mass transfer functions unless certain actions on the subjects prevent it. If not working in mass function, debrief and add in new SMO.

3. When gaining personnel, do I have to add category organizations under SMO Relationships or is that optional?

A: All required fields are indicated with an asterisk (*). Category Organizations is an optional field.

4. Is there a way in DISS to add a subject without the need to grant access? For example, uncleared personnel that require investigation for a CAC.

A: Yes, if you have the proper role and permissions you can create a subject and establish relationship without granting access.

5. Is there any way to change servicing to owning permissions without terminating an actual employee?

A: You don’t need to terminate the employee, you can add an owning relationship with the individual from the SMO Relationship tab, then delete the servicing relationship.

6. If a subject has break in service. Where can I find this information?

A: With Trusted Workforce, the hiring of new personnel and initiating an investigation is based on the current eligibility in DISS and the date of last investigation. If no eligibility is showing in DISS, initiate new (initial) investigation. If eligibility is showing in DISS, Security Manager (SM) can brief subject in access based on level supported, then SM should determine need for investigation based on date of last investigation and initiate PR if the investigation is no longer in scope. SM should work with VROC to enroll subject in Continuous Evaluation. Note: Reciprocity can be used if information is provided to VROC and DoD CAF for validation.

7. Do we document foreign travel in DISS?

A: Yes, the function is available.

8. How do you change servicing to owning, you did not answer the actual question?

A: You cannot change the SMO relationship from servicing to owning. You must add a new relationship and then delete the previous relationship that no longer applies.

9. What is the way to service a subject without granting access?

A: There is currently no way to add a servicing relationship without a subject first having an owning relationship.

10. How do you create a relationship with uncleared personnel? Every time that I try to add uncleared personnel, DISS always want to assigned classified access.

A: You can add an owning relationship to an uncleared person without granting access.

11. If you do not in-process or establish a relationship with suitability or HSPD-12 personnel does this have an impact on the favorable adjudication for their Tier 1. I don't in-process any suitability or HSPD-12 folks.

A: If an individual, who only requires suitability or HSPD-12 credentialing, belongs to your organization you should have an owning relationship in JVS with that subject. Defer to your agency policy for this action.

12. What is the contact info for the "help desk" for name change?

A: Phone Number 1-800-467-5526, Customer Service Hours: 8:00 a.m. – 8:00 p.m. ET, Monday – Friday (excluding Federal Holidays). Security Manager and Security Officer with the Update PII permission can edit subject’s PII.

13. Could you please cover foreign contacts listed in an individual's record? I have an employee whose family members are not listed correctly.

A: Go to the Subject Details, click the Other Subject Details tab, scroll down to Foreign contacts and relatives information block, find the family members that you need to edit and click the pencil icon under the options, that should allow you to edit the record.

14. How do we get updated information added to the HSPD-12 and Suitability Determinations (1) tab. New SACs for example.

A: Contact Servicing CAF or Component Adjudicator.

15. Will we ever see if a person is SCI briefed like we could in JPAS?

A: You must have the appropriate permission(s): Manage SCI Access or View SCI Access

16. In JPAS you were able to look someone up by last name, DOB & DoD ID number. Will this ability be a future capability in DISS or will it remain SSN lookup only? Or is this available now and I'm just missing it?

A: The way I have seen a by name look up is if you go to View Subjects, you will see a list of Subjects associated with your agency then type in name and click ‘search’. If you are not associated with the subject, go to search subject to search using only the SSN. DoD ID number is not supported in DISS.

17. How can you separate & debrief an individual in DISS? Maybe this can be addressed in the next training session.

A: In short, you can do the debrief and removing all owning and servicing relationships then that subject won’t show up under your SMO. Please refer to the JVS User Manuel under the help hyperlink in JVS.

18. How do we request reciprocity for a subject from another agency in DISS?

A: User complete and submit a CSR/Request Reciprocity in the Subject Action drop down in JVS.

SMO Management

1.Where do I find a SMO Name Index for an AF unit?

A: DCSA leaves the naming of SMOs to the individual agency. Use the “Search SMO” function to find a particular SMO. Narrow search using drop-down menus.

2. Is there a quick way to transfer members from the parent SMO to a child SMO vs. name by name?

A: Use the “Mass Subject Transfer” option in the Subject control panel.

3. What is the reasoning for having multiple owners under one SMO?

A: One SMO doesn’t have multiple owners, however, one subject can be owned by multiple SMOs under the SMO relationship tab, usually if the subject has more than one category (i.e. reserve, industry, civilian employee, etc.).

4. When creating a SMO, what is the SMO Name Index?

A: The SMO Name Index is Numeric Characters, where this Code comes from or how a Security Manager or Security Officer is notified of this Code. Reference the JVS User Manual 3.3.4.1 Create SMO, item 5, on page 89.

5. Will DISS start showing the level a SMO Code is (Level 6, 4, 3 or 2)?

A: DISS JVS is not set up to show SMO JPAS levels. DISS JVS permission levels provide the users the ability to manage and view specific access levels. All subjects can be managed from one SMO instead of the many levels that were used in JPAS.

6. When DISS was created and pulled SMOs from JPAS, there were multiple SMOs (level 4-non SCI and level 3-SCI) that were pulled. Since DISS allows for provisioning a single SMO to be able to handle both SCI functions and non-sci functions depending on the person doing the provisioning into the SMO. How does a unit go about requesting a SMO that is in DISS to be deleted now that it is no longer needed?

A: Send a Hierarchy Change Request (HCR) to the following email address stating the need remove the SMO: dcsa.dcsa-northern.dcsa-dvd.mbx.diss-provisioning@mail.mil

7. I have subjects that are "owned" by organizations that have no relationship to the subject or our company. How do I get these organizations that should not own our employees removed in DISS?

A: Please send the information through the help desk and the DISS will research for removal.

8. My facility has about eight (8) employees who are owned in DISS by one of our predecessor companies -- this company no longer exists. I was advised to create an account for the old/non-existent company and remove them. Is that correct?

A: No, that is incorrect. Provide SMO name and send request to have subjects removed and SMO deleted to the HCR email address: dcsa.dcsa-northern.dcsa-dvd.mbx.diss-provisioning@mail.mil

9. Will inactivated (unwanted) SMOs, viewed in the tree, go away or are there steps to take to remove from tree view. I am a hierarchy manager?

A: Currently, the SMO continues to display in the SMO Tree, but with a red “no” symbol on top that indicates it has been deactivated. As a hierarchy manger you can deactivate SMO within your tree. If unable to deactivate, send a Hierarchy Change Request (HCR) to the following email address stating the need to remove the SMO: dcsa.dcsa-northern.dcsa-dvd.mbx.diss-provisioning@mail.mil

10. Who changes the SMO if it is incorrect? I noticed my SMO UIC is wrong. Do I submit a change to DCSA Hierarchy?

A: Submit a Hierarchy Change Request to: dcsa.dcsa-northern.dcsa-dvd.mbx.diss-provisioning@mail.mil

DOCUMENT MANAGEMENT/UPLOAD

1. Can we upload an SF312 debrief form when SUBJ retires? Currently, the operation does not exist in the debrief

A: There is no requirement to submit SF312 for debrief actions.

2. Does the Transfer In Status of accesses option work. I've used it and out-processed an individual and it removed their accesses from DISS.

A: What type of access were you attempting to transfer. Collateral access should be removed at the time the individual out-processes.

3. Do we have the capability to view uploaded documents? Can we get rid of local hard copy documents from personnel security file?

A: Yes. You must consult your Agency policy on destroying hardcopy of documents.

4. Is it required to upload a proper NDA if no upload is evident? Several profiles do have a date but no upload.

A: If there is a date, the information transferred when the individual’s record transferred from JPAS so in theory an NDA was completed previously. A date will also populate when a new Sf312 is uploaded.

5. After creating a member’s foreign travel in their DISS record, attempts to then upload the post foreign travel debriefing form have been unsuccessful. What I am experiencing is a message that says it cannot be uploaded because of white space. How can we correct this issue to upload the FT debrief form?

A: Submit a ticket with help desk.

6. Uploading has been an issue. The document appears to be uploading but then no "submit" button appears.

A: Select document type which will open a new window. From there click the ‘Add Document’ button at the bottom and it should upload from there.

ROLES AND PERMISSIONS

1. What do I need to do to be able to view SCI accesses on personnel assigned to my SMO?

A: You must have the “View SCI Access” optional permission granted by your Account Manager and given to you as a JVS User (Security Officer/Security Manager Role) within JVS.

2. How do we make name changes? That block is grayed out for editing.

A: You must have the “Update PII” optional permission granted by your Account Manager and given to you as a JVS User (Security Officer/Security Manager Role) within JVS.

3. Can contractors now submit SCI VARs in DISS?

A: Yes. Please work this process with your supporting government agency.

4. My current role does not allow me to see SCI tickets...can my role be upgraded?

A: Yes, you will need to submit a PSSAR with the optional permissions of view SCI Access checked (your Account Manager, who must have “Manage SCI DISS User” permissions, will provide you with that permission if your agency policy allows).

5. Is there anything permitting a certain org from granting SCI view only, who can do this and does it have to be at the SSO level or MAJCOM can it be an account manager or Hierarchy manager?

A: The Account Manager or Hierarchy Manager who gives access to JVS can grant this permission, however this would be an internal agency policy determining who, within the organization determines who is granted the “manage or view SCI access”.

GRANTING ACCESS

1. Do you know of any issue with the grant access button missing? For example, if you are trying to grant S and there is no S to choose from in the list - this is random and infrequent.

A: If there is nothing to select from and you have an owning relationship, it is highly likely that the citizenship field is blank. Security Manager and Security with the Update PII permission can update the citizenship. Also check the investigation is scheduled.

2. How do we Indoc' NATO?

A: First consider internal agency rules within your organization. Within JVS go to Access and select Access level from drop down screen to add to the individual.

3. If a T3 investigation states "FSO Reviewed", am I complete with process of releasing the investigation?

A: Yes, it has been submitted to VROC.

4. How does one add IT levels and where are the IT levels located within DISS?

A: IT levels are no longer supported by policy and not in DISS for use.

5. In line with the individual's question about volunteers, how does DISS account for federal employees that require favorable T1 suitability, but not requiring classified access?

A: Servicing CAF or Component Adjudicator with Suitability and HSPD-12 Adjudication permissions grants the Suitability Eligibility.

NOTIFICATIONS

1. For messages in DISS, we cannot delete after taking action as we could with JPAS. Will this function be added to DISS?

A: DISS Team is in the process of creating a way to archive the messages while also trying to bring back the message capability to DISS to enhance communication within the system.

2. When an incident was reported, we are not receiving notifications in DISS, why not? JPAS used to put their name red this is a problem.

A: The red highlight notification is not a feature in DISS. You can refer to the Task Inbox for updates/changes/notifications.

Reporting

1. Is there an issue with some of the reporting features? When running a KMP report, it comes back blank, the periodic reinvestigation report does the same.

A: Please provide the information to your assigned Industrial Security Representative (ISR), who can notify the DISS Team will collaborate with the NISS and DISS developers for a resolution. Additionally, please include some examples to the help desk so the DISS Team can verify the SMO is tied to your organization as identified in NISS.

2. When doing monthly report in DISS JVS some names are not populating in the report. Anybody having the same problem?

A: Subjects owned or serviced by your SMO should populate in the Subject Report, if not please contact the help desk with examples so the DISS Team can troubleshoot.

3. Who is responsible for granting permission to manage SCI access and how is this accomplished?

A: The Account Manager who gives you access to JVS can grant this permission (as long as they also have “Manage SCI DISS User”), however this would be an internal agency policy determining who is granted this permission.

4. I have a person showing up in my Subject Report who I debriefed in Sept 2020. How do I correct that?

A: Contact help desk. Additionally, confirm that you removed all accesses or relationships from the subject.

5. I can never print an SCI access report for personnel we service and own.

A: You must have the manage SCI access or view SCI access permission for the SCI report.

Agency Policy

1. Do we still have to mail in NDA for Air Force? Seems to be a duplication of work now.

A: Contact your Agency for this policy information.

2. Do NDAs still need to be added to employees eOPFs?

A: Contact your Agency for this policy information.

3. If the NDA is pulled from JPAS, it didn’t include the document when the conversion to DISS happened. Do we need to create a new NDA for the subjects that do not have an attached document?

A: JPAS did not have the capability to upload documents. The annotation that an NDA was completed with the completion date stored in JPAS will eventually be transitioned to DISS. All NDA dates from JPAS will be transferred to DISS – JVS.

4. Same rules apply as JPAS, where person summary pages should never be printed correct?

A: Yes, you should not print material from DISS for sharing with other parties. Non-DoD agencies can submit a PSSAR to gain access to DISS-JVS to validate a subjects’ eligibility and access to include owning industry SMO.

5. Is foreign travel for personal vacation required to be entered in DISS?

A: Yes, based on SEAD 3 requirements.

SYSTEM FUNCTION/UPDATE

1. When will DISS show investigating agency?

A: You can see the investigating agency now if you own or service the individual and you click on the subject details link, then scroll down to the Investigation History table and click the investigation you are interested in, an Investigation Detail window opens up and shows information about that investigation including the investigating agency. Currently, not visible from the Subject Summary page

2. Do we have the capability to search for subject by DoD EDIP?

A: No, you can only search by SSN/PSSN or within your subject view by Last name and/or First name

3. Is there a report that can be pulled to see all member's who have signed NdA's or do we have to go through each record in DISS?

A: This is not a report type.

4. The merger did not transfer all PSIs in DISS causing eligibility pending and removal of interims or loss of jurisdiction. What is being done to correct this? Contractors are now having to re-submit SF-86s for those impacted and causing support issues with our customers for those who were once interim cleared.

A: There was a mapping issue with data involving eligibility from JPAS to DISS; clean-up was completed. If you continue to identify issues, please send an email to the Vetting Risk Operations Center (VROC) or submit a DISS Customer Service Request (CSR).