Federal HR "Onboarding Passport"

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.

Who it’s for

• 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

1. StartWhen 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.
2. PrepareThe 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.
3. ClearPersonnel 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.
4. ArriveOnce 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.

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.

Selectee

Completes forms and tasks, books appointments and sees their own progress

HR specialist

Manages cases, checks forms, sets offers and entry-on-duty dates

Personnel security specialist

Records pre-appointment checks and investigation status milestones

Hiring manager

Sees the status of their own selectees and confirms first-day arrangements

HR leadership

Sees hiring timelines and stalled cases across the agency

Administrator

Manages users, checklists and 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.

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.

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.

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.

• 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.

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