NASA Headquarters PDA Allocation Policy

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Effective Date: January 1, 2009

NASA Headquarters Allocation of Centrally Funded

Personal Digital Assistant Resources

Responsible Office: LM020 -- Office of Institutions and Management,
Office of Headquarters Operations, Headquarters Information Technology
and Communications Division

> National Aeronautics and
>
> Space Administration

**Headquarters**

Washington, DC 20546‑0001

**1. Scope**

> The Headquarters (HQ) Chief Information Officer (CIO) or designee
> authorizes the issuance of PDA's within the Mission Support Offices.

**2. PDA Issuance**

> The Information Technology and Communications Division (ITCD) funds,
> manages and distributes the pool of PDA's to the Mission Support
> Offices. Each office may expect PDA's issued as follows:

-   The office's Associate or Assistant Administrator (AA) or equivalent

-   The Deputy AA or equivalent

-   Each Division Director within the office (as designated by the
    office's AA)

-   Key Emergency Management personnel (as designated by the Branch
    Chief, Emergency Management and Administrative Branch (David
    Redman), Facilities and Administrative Services Division, Office of
    Headquarters Operations)

> An AA may request additional PDA's for other employees (each
> specifically identified by name) by submitting written justification
> or an email to the HQ CIO. Written justification must be supported by
> thorough documentation to include a specific mission-related task or a
> critical assignment. Based on the justification, the HQ CIO will
> determine whether the issuance of additional PDA's is warranted and
> funds are available. If warranted and authorized by the HQ CIO, ITCD
> will issue the PDA(s).
>
> If a Mission Support Office elects to pay for additional PDA's from
> their own budget, those PDA's do not count against their allocation as
> previously described. However, all authorized or added PDA's for
> Mission Support Offices will be issued by the ITCD.

**3. Employee Transfer to a New Office**

> If a Mission Support employee with a PDA transfers to a new Mission
> Support Office, the employee may retain the issued PDA for use in the
> new office if:

-   The employee's role in the new office is an AA or a DAA

-   The employee's role in the new office is a Division Director, and
    the PDA is authorized by the new office AA

-   The employee does not meet either of the two above conditions, but
    the new AA authorizes the new employee to retain the issued PDA and
    submits written justification to the HQ CIO who decides the
    additional PDA is warranted and funds are available. If the request
    is authorized then the employee will retain the PDA. A retained PDA
    counts against the PDA total for the new office. If the request is
    not authorized, the user will return the PDA to ITCD.

**4. Employee Separation**

> When an employee with a PDA leaves NASA, the employee must turn in the
> PDA to ODIN. PDA issuance is to employees, not offices. Therefore, a
> PDA transfer within an office must be in accordance with the PDA
> issuance guidance set forth above.

**5. Loaner Pool**

> The ODIN Loaner Pool is a mechanism to satisfy short-term IT
> requirements for employees on travel, or with other short-term needs.
> The loans do not exceed two weeks unless the employee\'s travel or
> need is in excess of two weeks. Loaner Pool requests are processed via
> a call to the IT Help Desk at 358-HELP (4357) on a first-come
> first-serve basis.
>
> An employee who wishes to borrow ODIN Loaner Pool equipment must sign
> a Loan Agreement that clearly states the borrower's name, checkout
> date, planned return date, and other pertinent information. A copy of
> the Agreement is available from the ODIN Loaner Pool Manager.

**6. Appropriate Use**

> Chapter 11.3.3 of [NPR 2810.1A, Security of Information
> Technology](http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PR_2810_001A_&page_name=main),
> May 16, 2006 requires each individual with access to a NASA IT System
> to sign the following appropriate use policy statement:
>
> *Unauthorized use of the computer accounts and computer resources to
> which I am granted access is a violation of Federal law; constitutes
> theft; and is punishable by law. I understand that I am the only
> individual to access these accounts and will not knowingly permit
> access by others without written approval. I understand that my misuse
> of assigned accounts and my accessing others' accounts without
> authorization is not allowed. I understand that this/these system(s)
> and resources are subject to monitoring and recording and I will have
> no expectation of privacy in my use of and content on these systems
> and the computer equipment. I further understand that failure to abide
> by these provisions may constitute grounds for termination of access
> privileges, administrative action, and/or civil or criminal
> prosecution.*
>
> It further mandates compliance with the NASA Appropriate Use Policy
> defined in [NPD 2540.1F, Personal Use of Government Office Equipment
> Including
> IT](http://nodis3.gsfc.nasa.gov/displayDir.cfm?t=NPD&c=2540&s=1F), May
> 25, 2005. This policy is further articulated in the [HQ Appropriate
> Use Policy](http://www.hq.nasa.gov/itcd/documents/approp_use.pdf).
>
> Section 11.3.6 requires the following warning banner on all NASA owned
> or funded IT systems, regardless of location:
>
> *This US Government computer is for authorized users only. By
> accessing this system you are consenting to complete monitoring with
> no expectation of privacy. Unauthorized access or use may subject you
> to disciplinary action and criminal prosecution.*