IRS -- Mandatory Two-Factor Authentication MOU Mandatory Two-Factor Authentication MOU SUMMARY: NTEU and the IRS have reached agreement regarding the Mandatory Use of the HSPD-12 SmartID Card to Access the Network. On July 2, 2013, NTEU and the IRS executed a Memorandum of Understanding (MOU) concerning the implementation of the Two-Factor Authentication (TFA) initiative. As part of this initiative, bargaining unit employees with SmartID cards, approximately 60,000 employees, will be required to use the cards when logging into the network, accessing the network remotely, and for “pre-booting” laptops. Through this initiative the functionality of the SmartID card will replace the ERAP grid cards. Employees who do not have an HSPD-12 SmartID card will continue to access the network consistent with current practice. This initiative will be rolled out in phases. The list of phases and projected implementation dates is attached. Importantly, there should be no change in the manner in which employees may be disciplined for SmartID cards that are lost, stolen, damaged, or for other related issues arising with SmartID cards. The IRS will provide notice and negotiate with the union, consistent with the law, should it decide to modify these disciplinary practices in the future. NTEU negotiated an important provision that the IRS shall establish an intranet site, located on the TFA web page that bargaining unit employees may visit to obtain information concerning the TFA Initiative. The intranet site will include a checklist of resources to contact in case of lost, stolen, or damaged SmartID cards. The web site will also permit employees to submit questions. The agency shall post answers to all submitted questions on the site. This intranet site will include a list of hyperlinked resources. Other highlights of the MOU include: • Notice. This initiative will be rolled out in phases. As a result, at least ten (10) workdays prior to each phase of implementation of this initiative, the Agency will apprise all those impacted bargaining unit employees of the change and this MOU via formal discussions, conducted in accordance with 5 U.S.C. § 7114(a)(2)(A) and Article 8 of the NA II. The IRS will provide all impacted bargaining unit employees and NTEU Chapter leaders with at least five (5) workdays’ advance notice of these discussions. The discussions will be held during regular work hours and may be conducted in person, telephonically, or via OCS/Centra/or similar technology. Moreover, these formal meetings can be held as part of regularly scheduled unit meetings. Consistent with workload and staffing needs, the Employer will provide impacted bargaining unit employees a reasonable amount of administrative time to review the MOU and the communications package referenced below, prior to the start of the formal discussions. During the formal discussions, the Agency will explain the MOU and answer any employees’ questions. If there are unanswered questions at the end of the formal discussion, the Agency will provide the employee with a response to his/her particular question(s) in writing, and will normally post answers to all remaining questions on the IRS intranet within ten (10) workdays of the meeting. • Union Rights. Consistent with Article 8, Section 1(D)(3)(e) of the Parties’ 2012 NA II, a Union representative will be entitled to meet with employees, outside the presence of management, for up to thirty (30) minutes after all formal meetings, that are held consistent with this MOU. • Communications Packet. No less than five (5) workdays before the formal meetings occur for the TFA Initiative, all impacted employees will be provided with a communications packet containing this MOU, a summary of the TFA Initiative, how to install it, what to do in the event of technical difficulties, where to direct inquiries about TFA, security policies with regard to the new tool, if applicable, and hyperlinks and/or directions to additional, more detailed information about the technology and its use. (See the Communications packet attached.) The packet may be delivered in either a paper or electronic format. Subject to workload considerations, employees will be provided with a reasonable amount of administrative time to review the Communications packet; engage in self-directed learning; and obtain additional information on the intranet site and post questions/review answers to questions on the dedicated intranet site.
Posted on: Thu, 04 Jul 2013 13:30:01 +0000
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