Check In Check Out (CICO)

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Check In Check Out (CICO)

• The Check Out Process

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The CICO Check Out Process for(Civil Servants,
Contractors, and OIG Personnel)

• The purpose of the Check Out process is to ensure
  that all assets and services are accounted for,
  recovered or deactivated.
• The following actions are part of the Check Out
  Process
• Identify the assets or services for a person
• Validate the person does or does not have assets
  or services
• Retrieve the asset or de-activate the service
• Verify that the asset was retrieved or the
  service has been de-activated

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The Check Out Checklist

• There are 3 variations of the Check Out
  Checklist. One for OIG employees, one for Civil
  Servants not OIG and one for Contractors.
• Each employee checking out must complete the
  Check Out Checklist.
• This Checklist takes the place of the Form 60
  that was previously used.
• The Checklist is a tool to guide the departing
  employee through the Check Out process.

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The Check Out Checklist (continued)

• It is the responsibility of the OPOC to ensure
  that the employee has a copy of the Check Out
  Checklist.
• The Checklists are located on the Help tab in
  CICO
• The completed Checklist is to be turned into the
  appropriate HR representative or COTR no later
  than 200 PM on the employees last day

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The 6 Steps of the Check Out Process

• (1) Initiate Check Out, creating the Parent
  Record
• (2) Generate Verification Emails
• (3) Check to see if Employee has Assets and Mark
  Indicators within CICO to Yes or No
• (4) Start the Check Out, generating the Request
  Records
• (5) Update of the Check Out Request Records
• (6) Closure, completion of the Check Out

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Step 1 Initiate Check Out

• This step is performed by the OPOC within the
  losing organization and should be performed
  approximately 10 business days before the
  departure date. Under those circumstances where a
  two week notice is not provided, a Check Out
  should be initiated as soon as it is known an
  employee is leaving.
• Start the Check Out from the Check Out Tab,
  Click on Add A Record
• Enter the persons first or last name, in the
  Select Person
• If there are multiple persons found on the search
  select the correct person from the pull down list
• Validate that the information displayed for the
  person is correct Organization Title, UUPIC etc.
• Enter the departure date

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Step 1 Initiate Check Out (continued)

• Populate the General Check Out Comments field.
  Indicate the type of Check Out for the person
  that is leaving
• Retiring
• Resigned
• Transferring to another Center (indicate which
  Center),
• Travel to Federal Agency (indicate which
  Agency)
• Other provide details of the Check Out type
• Once you press OK you will have created the
  parent Check Out record. Note at this point of
  the process you have not reached a state in which
  Emails have been generated or Check Out requests
  have been opened.

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Step 1 Initiate Check Out (continued)

• A generic list of possible assets or services
  that may need to be terminated or retrieved will
  be presented
• Includes items such as a Government Passport,
  Badge, Standard IT Accounts, Cell Phone, Office
  Space, Keys, Government Credit Cards, etc. In
  addition, it also includes the list of ODIN seats
  that are assigned to this person.
• It is not the OPOCs responsibility to know what
  assets and services a person may have

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Step 1 Initiate Check Out (continued)

• If the person checking out is a contractor, they
  will not have assets that only Civil Servants can
  get such as a Government Passport or Government
  Credit Cards.
• If the contractor sits off-site, they do not have
  office space to recover.
• If you know the employee does not have assets or
  services from a Functional Organization, Click on
  Update Record, scroll towards the bottom of the
  screen and change the corresponding CICO
  indicators to No This will prevent unnecessary
  Emails from being sent to the Organizations who
  manage the assets or services.
• If you are unsure it is best to generate the
  Emails and let the functional organization make
  the determination.

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Step 2 Generate Verification Emails

• This step is performed by the OPOC and should be
  performed immediately following Step 1.
• The purpose of this step is to generate Emails to
  the persons that manage the assets and services
  that may need to be retrieved or deactivated.
• The Functional Organizations notified include
  Facilities, Administrative Services, Information
  Technology and Communications, Security and other
  specialist at NASA HQ and GSFC.

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Step 3 Determine if Employee has Assets or
Services

• It is the responsibility of the Functional
  Organizations to determine if the employee has an
  asset or service that needs to be recovered or
  deactivated.
• The Functional Organizations will change the
  Unconfirmed Indicators within CICO to either
  Yes or No.
• Indicators marked as Yes will generate requests
• Any item left as Unconfirmed is addressed as a
  a Yes and will result in a request being opened
• This activity should be performed by the
  Functional Organization within 2 days of receipt
  of the verification email message.

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Step 4 Start the Check Out-Generate the Request
Records

• This step is performed by the OPOC, COTR or
  designee and should be performed within 3-5
  business days before the employees departure
  date.
• DO NOT EXECUTE THIS STEP UNTIL 48 HOURS AFTER
  YOU HAVE COMPLETED STEP 3.
• THIS PROVIDES THE FUNCTIONAL ORGANIZATIONS THE
  TIME REQUIRED TO DETERMINE IF ASSETS OR SERVICES
  EXIST FOR THE PERSON CHECKING OUT.

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Step 4 Start the Check Out-Generate the Request
Records (continued)

• This step will create Request Records for all the
  indicators that have been marked as either Yes or
  Unconfirmed in Step 3 above.
• A Request Record is a work order to the
  Functional Organization to recover/deactivate the
  asset or service. At this point in the process,
  the departing employee should have a copy of the
  Check Out Checklist and should begin completing
  the actions on that checklist.

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Wait for this icon to finish spinning indicating
that CICO has completed the process
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Step 5 Update the Check Out Request Record

• This step is performed by the Functional
  Organizations who have assets or services that
  need to be retrieved or terminated. The
  Functional Organization has the action to log
  into CICO and indicate the recovery status of the
  item or service.
• For example, if the employee has a Government
  parking space in the garage, the employee would
  return the parking permit to Administrative
  Services and Administrative Services would make
  note of this in CICO. In some cases, the item
  cannot be retrieved but notes for the record need
  to be entered.
• An example of an asset that may not be able to be
  easily retrieved is if the employee owes the
  Government some training debt. Appropriate notes
  need to be entered in CICO so the HR office can
  determine how to handle situations like this.

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Step 5 Update the Check Out Request Record
(continued)

• Ideally, Step 5 should be completed no later than
  200 p.m. on the employees last day. Having this
  data updated in a timely manner within CICO will
  help the people responsible for Step 6 feel
  confident that the departing employee has
  returned all their assets prior to departing HQ.

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Step 6 Final Check Out

• This step is performed by the departing employee,
  staff within the Human Resources Division (for
  civil servants) and the OPOC (for contractors).
  This step must be completed by 200 p.m. on the
  departing employees last day.
• At this point in the process the departing
  employee delivers the Check Out Checklist to
  either HR for civil servants or the OPOC for
  contractors. The HR staff or the OPOC reviews
  the Check Out Checklist to determine if the
  employee completed all the actions. In addition,
  the HR staff member or OPOC logs into the CICO
  Check Out record to determine the status of all
  check out records. If any anomaly was noted, the
  HR staff member or OPOC would discuss this with
  the departing employee or bring it to the
  attention of their management for resolution.

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Final Check Out

• It is the responsibility of the HR staff or OPOC
  to do the final close out of the CICO Check Out
  record.
• Depending on the timeliness of the Functional
  Organizations in performing Step 5 will determine
  when the final close out can be completed.
• The goal should be to be able to close the Final
  Check Out Record on the employees departure date
  but if this is not possible it should be
  completed within a day or two after the employee
  has departed.