# Presentation: 206523

## Check In Check Out (CICO)

- The Check Out Process

## 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

## 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.

## 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 2:00 PM on the employees last day

## 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 Indicator’s 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

## 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 person’s 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

## 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.

## 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 OPOC’s responsibility to know what assets and services a person may have

## 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.

## 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.

## 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” Indicator’s 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.

## 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.**

## 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.

## Wait for this icon to finish spinning indicating that CICO has completed the process

## 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.

## Step 5: Update the Check Out Request Record (continued)

- Ideally, Step 5 should be completed no later than 2:00 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.

## 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 2:00 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.

## 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 employee’s departure date but if this is not possible it should be completed within a day or two after the employee has departed.