JOINT PERSONNEL ADJUDICATION SYSTEM (JPAS) UPDATE 4
Date Signed: 2/23/2004 | MARADMINS Number: 077/04
MARADMINS : 077/04
R 231425Z FEB 04
FM CMC WASHINGTON DC(uc)
TO AL MARADMIN(uc)
MARADMIN
BT
UNCLASSIFIED
MARADMIN 077/04
MSGID/GENADMIN/CMC WASHINGTON DC ARS//
SUBJ/JOINT PERSONNEL ADJUDICATION SYSTEM (JPAS) UPDATE 4//
REF/A/ASD MEMO/13 JUL 00/-//
REF/B/ASK MEMO/17 OCT 02/-//
REF/C/CNO MEMO/09N2/01NOV2002/2U532651//
REF/D/MARADMIN 453/02/261100ZAUG2002//
REF/E/MARADMIN 111/03/141205ZMAR2003//
REF/F/MARADMIN 249/03/231650ZMAY2003//
NARR/REF A OUTLINES JPAS AS THE SYSTEM TO IMPROVE EFFICIENCY WITHIN
DOD SECURITY PROGRAM.  REF B SPECIFIES THAT ALL CAFS WILL MIGRATE TO
JPAS NLT 31 JAN 03.  REF C SPECIFIED DATES WITHIN THE DEPARTMENT OF
THE NAVY FOR COMMANDS TO BE OPERATIONAL ON JPAS.  REF D IS THE FIRST
IN A THREE PART SERIES ESTABLISHING JPAS AS THE DOD MANDATED SYSTEM
OF RECORD FOR PERSONNEL SECURITY.  REF E IS THE SECOND OF THE THREE
PART SERIES ESTABLISHING JPAS AS THE DOD MANDATED SYSTEM OF RECORD
FOR PERSONNEL SECURITY.  REF F IS THE THIRD OF A THREE PART SERIES
ESTABLISHING JPAS AS THE DOD MANDATED SYSTEM OF RECORD FOR PERSONNEL
SECURITY.//
GENTEXT/REMARKS/1.  A RECENT REVIEW OF JPAS ACCOUNTS THROUGHOUT THE
MARINE CORPS INDICATES A LOW RATE OF COMPLIANCE WITH REFS A THROUGH
F. JPAS UTILIZATION IS REQUIRED THROUGHOUT THE DEPARTMENT OF THE NAVY
(DON).  THE DEFENSE CLEARANCE AND INVESTIGATIONS INDEX (DCII) IS
RAPIDLY BEING PHASED OUT AND WILL EVENTUALLY BECOME UNUSABLE FOR
CLEARANCE ELIGIBILITY INFORMATION.  SINCE DON CAF NO LONGER
COMMUNICATES VIA NAVAL MESSAGE AND DOES NOT UTILIZE PREVIOUSLY
ACCEPTED METHODS OF WRITTEN COMMUNICATION, JPAS IS CRITICAL FOR
MANAGING THE MARINE CORPS' PERSONNEL SECURITY PROGRAM.  AS SUCH,
THE PROVISIONS OF THIS MARADMIN ARE EFFECTIVE IMMEDIATELY DUE
TO THE VOLUME OF PREVIOUSLY RELEASED MESSAGES REGARDING
IMPLEMENTATION, THE ABOVE PROCEDURES ARE NOW SUBJECT TO INSPECTION
ON THE INSPECTOR GENERAL'S (IG) INSPECTION.  
2.  AS SPECIFIED IN REF D, THE ESTABLISHMENT OF JPAS IS DESIGNED
AROUND A PYRAMID CONCEPT, WITH SENIOR HQS ESTABLISHING ACCOUNTS FOR
SECURITY MANAGERS IN IMMEDIATE SUBORDINATE COMMANDS.  COMMANDS
SERVICING OTHER ORGANIZATIONS WITH CURRENT SECURITY SERVICING
AGREEMENTS (SSA) IN PLACE WILL ESTABLISH ACCOUNTS FOR THOSE
ORGANIZATIONS.  SPECIFIC GUIDANCE FOR ACCOUNT CREATION IS CONTAINED
IN THIS MARADMIN.
3.  SECURITY MANAGERS AND ASSISTANT SECURITY MANAGERS WILL BE
ASSIGNED AS ACCOUNT MANAGERS.  THE SENIOR COMMAND'S SECURITY
MANAGER/JPAS ACCOUNT MANAGER WILL CREATE HIS SUBORDINATE COMMAND'S
SECURITY MANAGER'S ACCOUNT WHO, IN TURN, WILL CREATE HIS ASSISTANT'S
ACCOUNT.  OTHER SECURITY PERSONNEL WILL BE ASSIGNED AS USERS AT THE
LEVEL ASSOCIATED WITH THE COMMAND AND AS REQUIRED TO MANAGE THE UNIT
PERSONNEL SECURITY PROGRAM.
4.  JPAS LEVELS ARE ASSIGNED DEPENDENT ON THE ECHELON LEVEL OF
COMMAND.  FOR COLLATERAL SECURITY MANAGEMENT, ONLY LEVELS 4 THROUGH
7 AND 10 ARE UTILIZED.  LEVELS 2, 3 AND 8 ARE FOR SENSITVE
COMPARTMENTED INFORMATION (SCI) ONLY.  THERE IS NO DIFFERENCE IN THE
FUNCTIONALITY OF THE USER LEVEL BETWEEN LEVELS 4 AND 6.  DIFFERENCES
RESIDE IN THE ACCOUNT MANAGEMENT FUNCTIONS AND ARE DESIGNED TO ALLOW
OVERSIGHT AND MANAGEMENT BY HIGHER HQS.  LEVELS 7 (COLLATERAL) AND 8
(SCI) ARE READ ONLY AND ARE DESIGNED FOR ACCESS CONTROL SUCH AS FOR
BUILDING ENTRY POINTS AND SCIF AREAS AND LEVEL 10 (COLLATERAL) IS
FOR SUBMISSION AND RECEIPT OF VISIT REQUESTS.
   A.  HQMC AND THE MARFOR'S ARE LEVEL 4.
   B.  MEF, WING, DIVISION, BASE AND SEPARATE COMMANDS SUCH AS
MCCDC, LOGCOM, SYSCOM, MCRC, ETC ARE LEVEL 5.
   C.  ALL ORGANIZATIONS BELOW THE WING/ DIVISION AND SEPARATE
BATTALIONS ARE LEVEL 6.
5.  WHEN ACCOUNT MANAGERS ARE ESTABISHED, THEY WILL, IN TURN, ENSURE
THE ACCURACY OF THE SECURITY MANAGEMENT OFFICE (SMO) INFORMATION FOR
THEIR COMMAND.  THE SMO PROVIDES CRITICAL INFORMATION REGARDING ALL
COMMANDS/AGENCIES WITHIN DOD AND ESTABLISHES THE COMMUNICATION PATH
WITH DON CAF AND OTHER COMMANDS/AGENCIES.    
   A.  PROPER SMO ESTABLISHMENT REQUIRES THE FOLLOWING.
      (1) SMO CODE IS THE RUC AND USER LEVEL OF THE COMMAND.  FOR
EXAMPLE, HQMC SMO CODE WILL BE 540084.  DO NOT USE THE MCC IN THE
SMO CODE UNLESS THE COMMAND HAS MULTIPLE MCCS WHICH USE THE SAME
RUC.  IN THAT CASE, THE SMO CODE WILL BE RUC/MCC/USER LEVEL.
      (2) SMO NAME IS THE PLAD FOR THE COMMAND.  THE SMO NAME WILL
NOT INCLUDE THE RUC OR ANY OTHER NUMBER UNLESS IT IS A PART OF THE
PLAD.  THE SMO NAME WILL ALSO NOT BE THE NAME OF ANY PERSON.  IT IS
NOT NECESSARY TO USE THE SLASHES NORMALLY ASSOCIATED WITH DMS
MESSAGE TRAFFIC.
      (3) SMO LOCATION WILL BE THE PHYSICAL LOCATION OF THE
NORMAL BASE FOR THE ORGANIZATION SUCH AS CAMP LEJEUNE, NC OR
WASHINGTON, DC.  DO NOT USE A STREET ADDRESS.  IT IS ALSO NOT
NECESSARY TO CHANGE THE LOCATION DURING DEPLOYMENTS.
      (4) THE REMAINDER OF THE FIELDS WILL BE COMPLETED TO
ALLOW PROPER IDENTIFICATION OF THE ORGANIZATION AND SECURITY
MANAGERS FOR CONTACT PURPOSES.  ENSURE A PROCESS IS IN PLACE TO
CHANGE THE CONTACT INFORMATION WHEN SECURITY MANAGERS ARE CHANGED.
ANOTHER OPTION WOULD BE TO CREATE AN ORGANIZATIONAL MAILBOX AND USE
THIS EMAIL ADDRESS FOR INCLUSION IN THE SMO POC INFORMATION.
COLLATERAL SMOS WILL NOT CHECK THE BOXES BELOW THE EMAIL BOX.  WHEN
THESE STEPS ARE COMPLETED, YOU MUST CLICK "SAVE" PRIOR TO ANY
FURTHER ACTION.  
      (5) YOU WILL IDENTIFY THE IMMEDIATE SENIOR IN YOUR
CHAIN OF COMMAND AS YOUR PARENT SMO.  ESTABLISHING A PARENT
RELATIONSHIP WITH THE NEXT HIGHER COMMAND TIES ALL SMOS TO HQMC AND
PROVIDES A SEAMLESS NETWORK FOR PERSONNEL SECURITY MANAGEMENT.
FAILURE TO DO SO PREVENTS PROPER AND EFFECTIVE UTILIZATION OF THE
JPAS REPORTS FUNCTION AND WILL HINDER THE BUDGETING PROCESS.
   B. THERE SHOULD BE ONE SMO PER COMMAND.  THE ONLY EXCEPTION IS A
CASE WHERE AN SCI SMO IS REQUIRED.  THE COMMAND WILL THEN ONLY
ESTABLISH TWO SMOS.
     (1) IF A COMMAND HAS MULTIPLE SMOS ALREADY CREATED,
CHOOSE THE SMO ASSIGNED AT THE LEVEL COMMENSURATE WITH THE COMMAND'S
LEVEL FOR ALL JPAS OPERATIONS.  THE OTHER SMOS WILL BE PURGED OF THE
PERSONNEL SECURITY MANAGEMENT NETWORK (PSM NET) CONTENTS.  DO NOT
DEACTIVATE A SMO IN JPAS.  CURRENT JPAS DESIGN WILL PREVENT
REUTILIZATION OF DEACTIVATED SMO CODES.  UNTIL THIS IS CORRECTED,
ALLOW OTHER SMOS ASSOCIATED WITH YOUR RUC TO REMAIN ACTIVE.  PURGING
PSM NET DATA WILL ENSURE THAT ALL DON CAF NOTIFICATIONS GO TO THE
CORRECT SMO.  IF AN SCI SMO EXISTS AND THE COMMAND DOES NOT HAVE A
NEED FOR SCI OR HAVE AN SSO, NOTIFY THE POC FOR THIS MESSAGE WITH
THE SMO CODE AND UNIT NAME.  ADDITIONALLY, NO SCI SMO WILL HAVE A
PARENT RELATIONSHIP WITH A COLLATERAL SMO.
   C.  MANY INCORRECT SMOS WERE CREATED EARLY IN THE TRANSITION TO
THE PSM NET.  SINCE THE INITIAL ESTABLISHMENT OF THE SMO CODE IS THE
LINK TO DON CAF, MAKING CHANGES TO THE SMO CODE WILL REQUIRE THE
CREATION OF A NEW SMO.  IF THE PSM NET IS ALREADY ESTABLISHED, THAT
WOULD REQUIRE RELOADING AND VERIFYING ALL PERSONNEL IN THE PSM NET.
THIS IS NEITHER PRACTICAL NOR USEFUL.  THEREFORE, THE FOLLOWING
SPECIFIC GUIDANCE IS PROVIDED IN THE INSTANCE OF THOSE UNITS WHO
HAVE BEEN USING A PREVIOUSLY CREATED SMO.
     (1) IF YOU HAVE ESTABLISHED  YOUR UNIT'S PSM NET IN A
SMO WHICH CONTAINS ANY COMBINATION OF YOUR UNIT'S RUC/MCC/USER
LEVEL, CONTINUE TO USE THE CURRENT SMO WITH THE CURRENT SMO CODE AND
CHANGE THE SMO NAME AND LOCATION TO MEET THE REQUIREMENTS OF THE
NAMING CONVENTION.  HOWEVER, IF THE SMO CODE CONTAINS INCORRECT
INFORMATION, YOU WILL NEED TO START WORKING TOWARD THE CREATION OF A
NEW SMO AND PSM NET.
     (2) IF YOU HAVE NOT STARTED ESTABLISHING YOUR PSM
NET, DETERMINE WHETHER THE SMO ESTABLISHED FOR YOUR UNIT MEETS THE
CODE/NAME/LOCATION CONVENTIONS.  IF YOU FIND ONE THAT DOES, USE THAT
TO BUILD YOUR PSM NET.  IF NOT, CREATE A NEW ONE, THEN ESTABLISH THE
PSM NET.
     (3) IF YOU HAVE NOTHING, START FROM SCRATCH AND BUILD THE SMO
AND PSM NET.
6.  AFTER CREATION OF THE SMO, THE SECOND ESSENTIAL STEP IS THE
CREATION OF THE PSM NET.  THE PSM NET IS THE VEHICLE THROUGH WHICH
DON CAF COMMUNICATES ALL SECURITY RELATED INFORMATION REGARDING
PERSONNEL IN THE DON.
   A.  ALL PERSONNEL WILL BE JOINED TO THE PSM NET, REGARDLESS OF
CLEARANCE STATUS.  THIS IS NECESSARY TO ENSURE THAT ALL DEROGOTORY
INFORMATION IS SUBMITTED AS IT BECOMES AVAILABLE, EVEN ON THOSE WHO
DON'T CURRENTLY REQUIRE ACCESS.
   B.  DON IS WORKING TOWARD A GOAL OF ALL PERSONNEL POSSESSING AN
ADJUDICATED NATIONAL AGENCY CHECK WITH LAW AND CREDIT (NACLC) WHICH
WILL GRANT SECRET ELIGIBILITY TO ALL DON MILITARY PERSONNEL.
ACCESS ASSIGNMENT WILL, AS ALWAYS, BE A LOCAL COMMAND DECISION.
TOWARD THIS END, ALL INCIDENTS RELATING TO THE 13 CATEGORIES OF
ADJUDICATIVE CRITERIA WILL BE REPORTED TO THE DON CAF VIA JPAS ON
ALL MARINES REGARDLESS OF CURRENT ACCESS TO ENSURE THE INTEGRITY OF
THE PROCESS IS MAINTAINED.
7.  BUSINESS RULES FOR THE CONTROL OF JPAS WILL BE ENFORCED BY ALL
ACCOUNT MANAGERS AND USERS.
   A.  COLLATERAL JPAS BUSINESS RULES
      (1) ONLY SECURITY MANAGERS AND ASSISTANT SECURITY MANAGERS
WILL BE ASSIGNED AS ACCOUNT MANAGERS.
      (2) USER NAMES AND PASSWORDS WILL NOT BE SHARED. SHARING OF
USER NAMES AND PASSWORDS WILL RESULT IN ACCOUNT SUSPENSION AND AN
INCIDENT REPORT TO DON CAF INVOLVING THE IMPROPER USE OF AN
INFORMATION TECHNOLOGY SYSTEM.
      (3) REQUESTS FOR UNLOCKING JPAS ACCOUNTS WILL ONLY BE
ENTERTAINED BY THE ORGANIZATION'S SECURITY CHAIN, UP TO AND
INCLUDING HQMC.  REQUESTS OUTSIDE THE CHAIN OF COMMAND WILL BE
LIMITED TO RESETTING PASSWORDS AND LOGGING OFF A USER.
      (4) SCI ACCOUNT MANAGERS WILL NOT PARTICIPATE IN THE
MANAGEMENT OF COLLATERAL JPAS ACCOUNTS UNLESS ASSIGNED AS A
COLLATERAL SECURITY MANAGER.  THIS INCLUDES LOCKING AND OR UNLOCKING
ACCOUNTS AND REASSIGNING PASSWORDS.
      (5)  ACTIONS TAKEN IN JPAS FILES BY SECURITY PERSONNEL WILL
ONLY BE AT THE DIRECTION OF THE UNIT SECURITY MANAGER.
      (6)  ALL REQUESTS FOR ACCOUNT ACCESS WILL BE MAINTAINED BY
THE GRANTING COMMAND FOR ONE YEAR FOLLOWING THE REASSIGNMENT OR
TRANSFER OF THE ACCOUNT HOLDER.
8.  JPAS IS CURRENTLY NOT POPULATED WITH ALL MARINES.  THIS IS A
DATA CONVERSATION ISSUE BETWEEN DEERS AND JPAS.  IN ORDER TO FIND A
SOLUTION M&RA (MI) HAS BEEN WORKING DILIGENTLY TO CORRECT THESE
CONVERSATION ERRORS AND INSTITUTE A DIRECT LINK BETWEEN JPAS AND
MCTFS.  WHEN IMPLEMENTED, MCTFS WILL UPDATE JPAS EVERY 7 DAYS WITH
MARINE PERSONAL DATA TO CREATE A FILE ON ALL MARINES.  THIS WILL
FACILITATE THE ENTRY OF INVESTIGATIVE AND ADJUDICATIVE DATA.
9.  JPAS TRAINING IS AVAILABLE AT THE DEFENSE SECURITY SERVICE (DSS)
ACADEMY IN MARYLAND OR THROUGH MOBILE TRAINING TEAMS.  THE GOAL IS
TO TRAIN THE TRAINER TO ENSURE JPAS PROFICIENCY THROUGHOUT THE
MARINE CORPS.
   A.  ATTENDANCE AT THE JPAS TRAINING COURSE SUPPORTED BY THE DSS
ACADEMY IN LINTHICUM, MD IS AVAILABLE AT UNIT EXPENSE.  REGISTRATION
INFORMATION IS AVAILABLE VIA A LINK ON THE JPAS GATEWAY SCREEN.
THIS IS A FOUR HOUR BLOCK OF TRAINING.  THE INSTRUCTOR FOR THIS
COURSE IS AVAILABLE INFREQUENTLY TO PROVIDE AN MTT AT UNIT EXPENSE.
   B.  THE NAVAL SECURITY MANAGER'S COURSE NOW PROVIDES JPAS
TRAINING AS A PART OF THE COURSE SYLLABUS.
   C.  HQMC PROVIDES A JPAS MTT THAT CAN BE STRUCTURED AND SCALED TO
MEET UNIT REQUIREMENTS.  
10.  JPAS REQUIRES DAILY UTILIZATION FOR PROPER PERSONNEL SECURITY
MANAGEMENT.  COMMUNICATION FROM DON CAF REGARDING LETTERS OF INTENT
TO DENY OR REVOKE CLEARANCES OR DENIAL OR REVOCATION OF
CLEARANCES IS TIME SENSITIVE AND MUST BE ADDRESSED WHEN RECEIVED.
THEREFORE, SECURITY MANAGERS MUST ENSURE THAT JPAS IS REVIEWED DAILY
FOR NOTIFICATIONS AND OTHER COMMUNICATIONS FROM THE CAF.
11.  DON CAF NO LONGER ACCEPTS THE OPNAV FORM 5510/413 REQUEST FOR
ACTION.  IF JPAS IS NOT AVAILABLE FOR COMMUNICATION WITH THE DON
CAF, YOU MAY USE STANDARD NAVAL CORRESPONDENCE FORMAT AND FAX THESE
INQUIRIES TO THE DON CAF.  DO NOT USE OPNAV FORM 5510/413'S AS THEY
WILL BE DESTROYED UPON RECEIPT.
12.  THE JPAS WEBSITE REFERS ALL QUESTIONS TO THE JPAS HELP DESK WHO
WILL IN TURN REFER YOU TO HQMC (ARS).  USE THE CHAIN OF COMMAND FOR
ALL QUESTIONS BEFORE CALLING HQMC.
13.  ALL QUESTIONS REGARDING JPAS AND OTHER INFORMATION AND
PERSONNEL SECURITY RELATED TOPICS SHOULD BE DIRECTED TO MR. W.T.
POTTS, JR., HQMC ARS, COMM (703) 614-2320, DSN 224-2320, NIPRNET AT
POTTSWT@HQMC.USMC.MIL.//