Federal HR "Onboarding Passport"

Principal workflows

• 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.
• 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.
• 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.
• 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.

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

Reporting

• Open cases by stage, team and specialist
• Stalled cases and who they are waiting on
• Outstanding items each selectee still owes
• Upcoming starts and first-day readiness
• Time at each stage from tentative offer to entry on duty
• Record access history for privacy reviews

Features

• 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

• Staffing system: Selectee and position information from your agency's staffing system, such as USA Staffing, where your agency authorizes the connection. Mapped during implementation.
• HR system of record: Entry-on-duty details passed to your HR and payroll processing system or its intake process for personnel action processing.
• Personnel security case system: Status milestones from your security office's case management system where an interface is available; otherwise recorded by security staff in the Passport.
• Credentialing: PIV enrollment and issuance requests sent to your agency's credentialing process, with appointment and issuance status returned.
• IT service management: Equipment and account requests created in your IT service management tool, such as ServiceNow, once a start date is set.
• Single sign-on: Staff sign in through your identity provider (SAML or OpenID Connect), including PIV-based sign-in.
• Work API: Case status and stage timing available to your data warehouse and reporting tools through the Moraph Work API.

Deployment

• 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 and privacy

• 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.

Limitations

• 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.

Next steps

Book a demonstration or a technical briefing at www.moraph.com/solutions/federal-hr-onboarding-passport. Purchasing routes and company information: www.moraph.com/how-to-buy.