Federal civilian · Moraph software

Federal HR "Onboarding Passport"

Track every selectee from tentative offer to first day, in one place

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Overview

What you are buying

The Onboarding Passport gives HR, personnel security, hiring managers and selectees one shared view of each pre-employment step: forms, fingerprints, background investigation status, credentialing and entry-on-duty preparation. Selectees see what is asked of them and what comes next, and HR sees where each case is waiting and why. Investigation details stay with your personnel security office; the Passport tracks status, not adjudication.

The problem it solves

Between a tentative offer and a first day, a federal selectee passes through HR, personnel security, the investigative service provider, credentialing and IT, each with its own system and forms. Selectees are unsure what they still owe and wait without updates, hiring managers ask HR for news by email, and HR specialists chase status across spreadsheets and inboxes. Cases stall on a missing form or an unscheduled fingerprint appointment that nobody noticed, and candidates accept other offers while they wait.

  • Selectees cannot see what they still need to do or where their case stands
  • Status sits in separate HR, security and credentialing systems
  • Missing forms and unscheduled appointments are found late
  • Hiring managers have no reliable view of when a new hire can start

Who uses it

  • Federal agency HR specialists and onboarding teams
  • Personnel security offices that manage pre-employment checks
  • Hiring managers waiting on new staff
  • Selectees going through the pre-employment process
  • Human capital leadership responsible for hiring timelines

Requirements it supports

5 CFR Part 731, Suitability and Fitness5 CFR Part 1400, Designation of National Security PositionsPrivacy Act of 1974 (5 U.S.C. 552a)HSPD-12 and FIPS 201-3, Personal Identity VerificationEmployment eligibility verification, Form I-9 (8 U.S.C. 1324a)Section 508 of the Rehabilitation Act (29 U.S.C. 794d)

The product supports these requirements; meeting them remains your organization’s responsibility.

See how it works

A short walkthrough

Illustrative screens with fictional sample data. They show the workflow, not any client’s data or configuration, and the layout of the product itself differs. A live demonstration uses the product with sample data.

  1. Step 1

    The onboarding queue

    HR specialists start from one list of selectees, each with their stage, how long they have been there and what they are waiting on.

    CaseSelecteePositionStageWaiting onAt stage
    OP-5521Selectee 30418IT Specialist, GS-12FormsSelectee3 days
    OP-5514Selectee 30392Program Analyst, GS-11FingerprintsAppointment not booked9 days
    OP-5502Selectee 30355Contract Specialist, GS-9InvestigationPersonnel security16 days
    OP-5497Selectee 30341Economist, GS-13Entry on dutyPIV enrollment4 days
    OP-5488Selectee 30307HR Assistant, GS-7Cleared to startHR: set start date2 days
    HR specialists start from one list of selectees, each with their stage, how long they have been there and what they are waiting on.

  2. Step 2

    The selectee's passport

    Each selectee sees what they owe, what is done and what happens next, in plain language.

    Selectee 30392 · Program Analyst, Example Agency (fictional)

    Current stage
    Fingerprints
    Agency forms
    Complete
    Investigation form
    SF-85P submitted in eApp
    Fingerprints
    Not yet booked
    Your HR contact
    HR Specialist (fictional)

    What happens next

    • Book a fingerprint appointment at an available location
    • Personnel security reviews your forms and fingerprints
    • HR contacts you with a final offer and start date
    Each selectee sees what they owe, what is done and what happens next, in plain language.

  3. Step 3

    Checking a submission

    HR checks each item and returns anything incomplete with a reason the selectee can act on.

    Case OP-5521 · Selectee 30418

    Position
    IT Specialist, GS-12
    Designation
    Moderate risk, public trust
    Investigation form
    SF-85P
    Items submitted
    5 of 7
    Hiring manager
    Supervisor (fictional)

    Items to check

    • Declaration for Federal Employment (OF-306)
    • Direct deposit form
    • !Résumé: dates of employment missing
    HR checks each item and returns anything incomplete with a reason the selectee can act on.

  4. Step 4

    Security milestones

    Personnel security records milestones as the case moves; HR and the hiring manager see the milestone, not the file.

    Case OP-5502 · Selectee 30355

    1. Investigation type confirmed for positionPersonnel security
    2. SF-85P receipt confirmedPersonnel security
    3. Fingerprint results receivedPersonnel security
    4. Investigation request submittedPersonnel security
    5. Pre-appointment determination recordedPersonnel security
    Personnel security records milestones as the case moves; HR and the hiring manager see the milestone, not the file.

  5. Step 5

    Ready for day one

    Once a start date is set, credential, equipment and account tasks go to the teams that own them.

    SelecteeStart datePIV enrollmentLaptopAccountsFirst-day email
    Selectee 30341Next pay periodBookedShippedRequestedSent
    Selectee 30307Not yet setNot startedNot startedNot startedNot sent
    Selectee 30288Next pay periodNot bookedReadyCreatedSent
    Once a start date is set, credential, equipment and account tasks go to the teams that own them.

  6. Step 6

    Where the process waits

    Leadership sees how long completed cases spent at each stage, to focus improvements where the waiting happens.

    StageCases completedMedian daysLongestOver target
    Forms846219
    Fingerprints8483017
    Investigation milestone84196211
    Entry on duty8412285
    Leadership sees how long completed cases spent at each stage, to focus improvements where the waiting happens.

Workflows

The principal workflows

  1. Start

    When a tentative offer is accepted, a case is opened from your staffing system with the position's sensitivity and risk designation, and the steps that position requires are laid out for everyone involved.

    • Selectee record received from your staffing system
    • Position designation and required investigation type recorded
    • Checklist of steps generated from your agency's rules for that position
    • Selectee invited to the Passport through a secure link
    • HR specialist and hiring manager assigned to the case

  2. Prepare

    The selectee sees each form and task they owe, with plain instructions, and completes agency forms in the Passport or is directed to the system where a form must be completed, such as eApp for SF-85 and SF-86.

    • Selectee completes agency onboarding forms and uploads requested documents
    • Selectee directed to complete the SF-85, SF-85P or SF-86 in eApp
    • Fingerprint appointment booked from the locations your agency offers
    • Missing or rejected items returned to the selectee with a reason
    • HR specialist confirms each item is complete

  3. Clear

    Personnel security records the status of pre-appointment checks and the investigation as it moves forward, so HR and the hiring manager see where the case is without seeing the investigation itself.

    • Fingerprint results status recorded
    • Investigation submission and status recorded by personnel security
    • Pre-appointment or interim determination recorded where your agency uses one
    • Status shared with HR as a milestone, without investigative detail
    • Cases waiting on a step longer than your target are flagged

  4. Arrive

    Once security clears the selectee to start, HR confirms the final offer and entry-on-duty date, and the Passport coordinates the credential, equipment and first-day tasks.

    • Final offer and entry-on-duty date confirmed by HR
    • PIV credential enrollment appointment scheduled
    • Equipment and account requests sent to IT
    • First-day instructions sent to the selectee
    • Form I-9 completion recorded on or before the first day

Roles and permissions

Who does what in the product

Each role below is a starting point. During implementation we set them up to match your teams, and every action anyone takes is recorded in the audit trail.

Selectee

Tentative selectee, incoming employee, returning employee

Completes what is asked of them before starting and sees where their case stands.

Sees

  • Their own checklist, with each item's status and instructions
  • Appointments booked and available locations
  • Messages from HR and items returned with a reason
  • Their expected next step

Does

  • Completes agency onboarding forms
  • Uploads requested documents
  • Books fingerprint and PIV enrollment appointments
  • Confirms completion of investigation forms in eApp
  • Messages their HR specialist

Cannot

  • See other selectees' cases
  • See investigation results or adjudication notes
  • Change items after HR has accepted them without HR returning them
Approvals
Items they submit are checked and accepted or returned by their HR specialist.
Notified about
New items to complete, items returned, appointments confirmed or approaching, and their final offer and start date.

HR specialist

Human resources specialist, onboarding specialist, staffing specialist

Moves each selectee from tentative offer to entry on duty and keeps everyone informed.

Sees

  • Cases assigned to them or their team, with every step's status
  • Security milestones, without investigative detail
  • Selectee submissions and messages
  • Cases flagged as stalled

Does

  • Opens cases and checks the generated checklist
  • Accepts or returns selectee forms and documents
  • Sets the final offer and entry-on-duty date once security clears the selectee
  • Sends entry-on-duty tasks to credentialing and IT
  • Records Form I-9 completion
  • Messages selectees and hiring managers

Cannot

  • Record or change security milestones
  • See investigative content or adjudication notes
  • Change checklist rules for a position type
Approvals
Final offers follow your agency's own approval rules, recorded in the Passport where configured.
Notified about
Selectee submissions, security milestones reached, cases flagged as stalled, and hiring manager questions.

Personnel security specialist

Personnel security specialist, security assistant, adjudicator

Records the status of pre-appointment checks and investigations so others can plan, while investigative information stays in the security office.

Sees

  • Cases in their queue with position designation and investigation type
  • Fingerprint and form status for each selectee
  • Security milestones they and their colleagues have recorded

Does

  • Confirms the investigation type for the position
  • Records receipt of investigation forms and fingerprint results status
  • Records investigation submission and status milestones
  • Records a pre-appointment or interim determination where your agency uses one
  • Returns a case to HR when something is missing

Cannot

  • Store investigation reports or adjudication rationale in the Passport
  • Set offers or entry-on-duty dates
  • Change position designations recorded by HR without a returned case
Approvals
Milestones they record follow your security office's own review rules; the Passport records who recorded each one.
Notified about
Selectees who have completed investigation forms, fingerprint appointments completed, and cases returned by HR.

Hiring manager

Supervisor, hiring manager, selecting official

Knows where each of their selectees stands and prepares for their arrival.

Sees

  • Their own selectees and each one's current stage
  • Expected next step and any flagged delays
  • Entry-on-duty date once set

Does

  • Checks selectee status without emailing HR
  • Confirms equipment and access needs for the new hire
  • Sends questions to the HR specialist through the case

Cannot

  • See selectee forms, documents or personal details beyond name and stage
  • See security milestones beyond cleared or in progress
  • Change any step's status
Approvals
None in the Passport; selection decisions remain in your staffing process.
Notified about
A selectee reaching a new stage, a start date being set, and delays flagged on their selectees.

HR leadership

Chief human capital officer, HR director, staffing branch chief

Sees how long onboarding takes, where cases wait, and whether teams are keeping up.

Sees

  • All cases across the agency, at summary level
  • Time spent at each stage and where cases are stalled
  • Workload by HR team and specialist

Does

  • Reviews timelines and stalled cases
  • Sets the targets used to flag stalled cases
  • Reassigns cases across teams
  • Exports reports for leadership and oversight

Cannot

  • See investigative content
  • Change security milestones
  • Edit the audit trail
Approvals
Approves changes to stage targets and checklist rules proposed by HR or the administrator.
Notified about
Scheduled summaries and cases stalled beyond the escalation point.

Auditor (read-only)

Inspector general auditor, internal control reviewer, privacy officer

Reviews how cases were handled and who accessed selectee information, without being able to change anything.

Sees

  • Cases and history within the scope granted
  • Reports and the audit trail
  • Access logs for selectee records

Does

  • Searches and reads records within their scope
  • Exports reports and records, with each export logged

Cannot

  • Change, approve or delete anything
  • See records outside the scope and dates granted
  • Keep access after it expires
Approvals
Their access is approved by HR leadership or the administrator, with a scope and an end date.
Notified about
Nothing by default.

Administrator

HR systems administrator, application administrator

Manages users, checklist rules, appointment locations and integrations.

Sees

  • Users, roles and teams
  • Checklist rules and position designations they map to
  • Integration status and the record of permission changes

Does

  • Adds and removes staff users, or maps them from single sign-on groups
  • Maintains checklist rules and form templates
  • Maintains appointment locations and times
  • Runs access review reports

Cannot

  • Open selectee case content beyond what support requires, unless granted
  • Record security milestones
  • Grant themselves another role without a second approver
Approvals
Changes to checklist rules are approved by HR leadership; role changes granting security access are approved by the personnel security office.
Notified about
Integration failures, access reviews coming due and accounts not used for a period your policy sets.

Permissions at a glance

ActionSelecteeHR specialistSecurityHiring mgrHR leadershipAuditorAdmin
Complete forms and upload documentsOwn work onlyNo accessNo accessNo accessNo accessNo accessNo access
Accept or return selectee itemsNo accessOwn work onlyNo accessNo accessFullNo accessNo access
Book appointmentsOwn work onlyOwn work onlyOwn work onlyNo accessNo accessNo accessNo access
Record security milestonesNo accessNo accessFullNo accessNo accessNo accessNo access
View security milestonesView onlyView onlyFullView onlyView onlyView onlyNo access
Set final offer and start dateNo accessOwn work onlyNo accessNo accessApprovesNo accessNo access
View selectee statusOwn work onlyOwn work onlyOwn work onlyOwn work onlyView onlyView onlyNo access
Send entry-on-duty tasksNo accessOwn work onlyNo accessNo accessFullNo accessNo access
Change checklist rulesNo accessNo accessNo accessNo accessApprovesNo accessFull
Export reportsNo accessOwn work onlyOwn work onlyNo accessFullView onlyNo access
View audit trailNo accessNo accessNo accessNo accessView onlyView onlyView only
Manage users and rolesNo accessNo accessNo accessNo accessApprovesNo accessFull
  • Full
  • Own work only
  • Approves
  • View only
  • No access

How access is controlled

  • Security information is separated by design: personnel security records milestones, and everyone else sees only the milestone. Investigation reports and adjudication rationale are not stored in the Passport.
  • Roles are configured with you during implementation. They can be limited by component, bureau, office or HR team, so each team sees only the cases it is responsible for.
  • Every permission change is recorded in the audit trail with who made it and when, and access review reports list each person's roles for periodic certification.
  • Staff sign in through your identity provider, including PIV, and roles can follow its groups. Selectees sign in with a verified email and multi-factor authentication until they receive agency credentials.

Features

What it does

Selectee portal

A secure, mobile-friendly page where each selectee sees what they owe, what is done and what happens next, written in plain language.

Position-based checklists

Steps generated from the position's sensitivity and risk designation and your agency's rules, so each selectee gets the right requirements.

Forms and documents

Agency onboarding forms completed online and supporting documents uploaded, with HR able to return an item with a reason.

eApp guidance

Selectees are told which investigation form to complete in eApp and when, with status recorded once security confirms receipt.

Appointment scheduling

Fingerprinting and PIV enrollment appointments booked from the locations and times your agency makes available.

Security milestones

Personnel security records status milestones; HR and hiring managers see the milestone, never the investigative content.

Stalled case alerts

Cases waiting on a step longer than the targets your agency sets are flagged to the person who can move them.

Hiring manager view

Hiring managers see where each of their selectees stands and the expected next step, without emailing HR.

Entry-on-duty coordination

Credential, equipment, account and first-day tasks sent to the teams responsible once a start date is set.

Messages and reminders

Reminders to selectees about outstanding items, and messages between selectee and HR kept with the case.

Timeline reporting

Time spent at each stage across cases, so leadership can see where the process waits.

Accessible by design

Designed to WCAG 2.1 AA for Section 508. Ask for the accessibility conformance report for the version you are evaluating.

Integrations

How it connects to your systems

Connects toHowWhat flows
Staffing systemSelectee and position information from your agency's staffing system, such as USA Staffing, where your agency authorizes the connection. Mapped during implementation.In: selectee, position, designation and tentative offer details.
HR system of recordEntry-on-duty details passed to your HR and payroll processing system or its intake process for personnel action processing.Out: start date, position and onboarding completion.
Personnel security case systemStatus milestones from your security office's case management system where an interface is available; otherwise recorded by security staff in the Passport.In: milestone status only, no investigative content.
CredentialingPIV enrollment and issuance requests sent to your agency's credentialing process, with appointment and issuance status returned.Out: enrollment request. In: appointment and issuance status.
IT service managementEquipment and account requests created in your IT service management tool, such as ServiceNow, once a start date is set.Out: equipment and account requests. In: fulfillment status.
Single sign-onStaff sign in through your identity provider (SAML or OpenID Connect), including PIV-based sign-in.In: user identity and group membership for role assignment.
Work APICase status and stage timing available to your data warehouse and reporting tools through the Moraph Work API.Out: case stages, dates and status, without investigative content.

Each integration is confirmed in discovery and specified in the design. See how an engagement progresses.

Security and privacy

How your data is protected

Records kept in the United States

Selectee and case data are hosted in the United States region.

Security status, not security files

The Passport holds investigation milestones only; investigative reports and adjudication rationale stay in your security office's systems.

Access by role

Selectees see only their own case, hiring managers only their own selectees, and HR teams only the cases they are responsible for.

Encryption under controlled keys

Client data is encrypted with keys Moraph staff cannot access without explicit, time-bound authorization.

Complete audit trail

Every view, change, submission and export is recorded with the user and time, supporting Privacy Act accounting and access reviews.

Cleared support lane

Support tickets from federal clients are routed only to US citizens with active security clearances.

Company-wide controls, independent audits (SOC 2 Type II and ISO/IEC 27001) and data residency are described in our Trust Center, where you can request the evidence pack.

Reporting

What you can report on

10 standard reports, grouped by who uses them. Each shows who it is for, how it can be broken down, how it is delivered and what it is used for. The data behind them is also available to your own reporting tools.

Operational

Open cases by stage

For hR specialists and team leads

Every open case with its current stage, how long it has been there, the specialist assigned and the next step.

Break down by
Stage, HR team, Specialist, Position type, Age at stage
Delivered as
Live dashboard; CSV export
Used for
Working the oldest cases first and balancing workload.

Stalled cases

For hR specialists, team leads and personnel security

Cases waiting on a step longer than the target your agency set, and who the case is waiting on.

Break down by
Stage, Waiting on, Office, Days beyond target
Delivered as
Live dashboard; scheduled email
Used for
Moving cases that would otherwise sit unnoticed.

Outstanding selectee items

For hR specialists

Forms, documents and appointments each selectee still owes, with reminders sent and items returned.

Break down by
Item type, Selectee, Specialist, Days outstanding
Delivered as
Live dashboard; CSV export
Used for
Following up with selectees before missing items hold up the case.

Upcoming starts

For hR, hiring managers, credentialing and IT

Selectees with a confirmed start date, and whether credential, equipment and account tasks are complete.

Break down by
Start date, Office, Task status
Delivered as
Live dashboard; scheduled email
Used for
Making sure new hires have what they need on their first day.

Management

Time at each stage

For hR leadership

Time cases spent at each stage from tentative offer to entry on duty, for cases completed in the period.

Break down by
Stage, Position type, Investigation type, Component or bureau, Period
Delivered as
Live dashboard; PDF for leadership packs; CSV export
Used for
Finding where the process waits and focusing improvement there.

Team workload

For hR leadership and team leads

Cases opened, completed and open per team and specialist over time.

Break down by
Team, Specialist, Period
Delivered as
Live dashboard; CSV export
Used for
Staffing decisions and spotting backlogs.

Declined and withdrawn offers

For hR leadership

Selectees who withdrew or declined during onboarding, the stage they had reached and any reason recorded.

Break down by
Stage reached, Position type, Reason recorded, Period
Delivered as
Live dashboard; CSV export
Used for
Understanding where candidates are lost during onboarding.

Security

Security milestone status

For personnel security office

Cases awaiting forms, fingerprints, investigation submission or a determination, with time at each milestone.

Break down by
Milestone, Investigation type, Position designation, Age
Delivered as
Live dashboard; CSV export
Used for
Managing the security office's queue alongside HR's.

Audit and privacy

Record access log

For privacy officer and auditors

Who viewed or exported a selectee's record and when.

Break down by
Selectee, User, Action, Date range
Delivered as
On request in the product; CSV export
Used for
Answering Privacy Act accounting requests and reviewing access.

Case history extract

For auditors and HR leadership

The full history of a case or set of cases: steps, submissions, returns, milestones and dates, with who did each.

Break down by
Case, User, Action, Date range
Delivered as
On request in the product; CSV and PDF export
Used for
Responding to audits, complaints and inspector general reviews.

Exports, access and evidence

  • Every report can be exported to CSV, and summary reports to PDF. Reports can be scheduled to arrive by email for the people entitled to see them.
  • Each report can be filtered and the filters saved, so a team lead or HR director can keep their own views.
  • Case stage and timing data are available through the Moraph Work API for use in your own human capital reporting, without investigative content.
  • Reports respect each viewer's role: specialists see their own team's cases, leadership sees summaries across the agency, and security reports are limited to the personnel security office.
  • Reports can be run as of a past date and give the same result each time. Running and exporting a report is itself recorded in the audit trail.

Deployment

Where and how it runs

Moraph cloud, United States

Hosted in the United States region, with selectee and case data kept in the US.

Dedicated environment

A single-tenant environment for agencies that require isolation, scoped in the proposal.

With a managed service

Optionally run alongside a Moraph managed service for administration, checklist maintenance and integration support.

Security controls, independent audits and data residency are set out in our Trust Center. Engagement models and what drives a quotation are on Working with Moraph.

Implementation

What a rollout involves

The general phases are on Working with Moraph. For this product, they involve the following.

Process mapping

We map your current pre-employment steps with HR, personnel security, credentialing and IT, and agree which steps the Passport tracks and who owns each.

Checklist rules

Checklists are configured by position sensitivity, risk designation and any component-specific requirements, and approved by HR leadership.

Integrations

Connections to your staffing system, credentialing, IT service management and single sign-on are set up where your agency authorizes them. We need contacts from each system's owner.

Selectee content

Instructions and messages selectees see are written with you in plain language and checked for accessibility.

Pilot

The Passport runs first for one HR team or office, with open cases continued in your current process by agreement.

Training and rollout

HR specialists, security staff and hiring managers are trained on their own views before the Passport is extended to further teams.

Limitations

What it does not do

Worth knowing before you evaluate it.

  • The Passport does not conduct, adjudicate or decide background investigations. Investigations are conducted by your investigative service provider and determinations are made by your agency.
  • It does not replace eApp. Selectees complete the SF-85, SF-85P and SF-86 in eApp, and the Passport records status.
  • It does not store investigation reports or adjudication rationale, by design.
  • It does not capture fingerprints or issue PIV credentials; it schedules appointments and tracks status from the systems that do.
  • It is not an HR system of record or payroll system and does not process personnel actions.
  • Connections to government systems depend on the system owner's approval and available interfaces. Where none exists, status is recorded by staff.
  • Moraph holds no FedRAMP authorization for this product. We provide control documentation to support your agency's own authorization decision.
  • Overall onboarding time depends on investigation and credentialing timelines outside the Passport's control.

Evaluation checklist

What to test in a demonstration or pilot

Questions worth putting to us, and to any other vendor you are considering.

  1. Walk a test selectee through the portal on a phone and judge whether the instructions are clear without help
  2. Configure the checklist for two of your position designations and compare it with your current steps
  3. Confirm that HR and hiring managers see security milestones but no investigative content
  4. Ask an HR specialist to find every stalled case and who it is waiting on
  5. Review the record access log for a selectee as your privacy officer would
  6. Check the accessibility conformance report against your Section 508 requirements

Questions

Frequently asked questions

Does the Passport see background investigation results?

No. Personnel security records status milestones only. Investigation reports and adjudication rationale stay in your security office's systems.

Do selectees still use eApp?

Yes. Investigation forms such as the SF-85, SF-85P and SF-86 are completed in eApp. The Passport tells selectees which form to complete and records its status.

Does it connect to USA Staffing?

It can receive selectee and position information from your staffing system where your agency authorizes the connection. The approach is agreed during implementation.

Is it FedRAMP authorized?

No. Moraph holds no FedRAMP authorization for this product. We provide control documentation to support your agency's own authorization decision.

Can selectees use it on a phone?

Yes. The selectee pages work on phones and tablets and are designed to WCAG 2.1 AA.

How is it priced?

As a subscription, usually measured by the number of selectees processed each year, with implementation charged separately. See Working with Moraph for what drives a quotation.

Next steps

Evaluate Federal HR "Onboarding Passport"

Book a demonstration

See the product working with sample data, focused on your workflows.

Request a demonstration

Request a technical briefing

Architecture, integrations, security and hosting, with our engineers and your technical team.

Request a briefing

Factsheet

This page on two sides, to share with colleagues or add to your evaluation file.

Open the factsheet

Buying through a formal procurement? See How to buy for purchasing routes, accessibility conformance reports and company information. Documentation: Federal HR "Onboarding Passport" guides on docs.moraph.com (getting started and security guides are public; setup, administration and integration guides are for client accounts). Support: Federal HR "Onboarding Passport" support guide.

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