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NEDWeb AO/AT Interface Frequently Asked Questions (FAQ)
Q What is the NEDWeb AO/AT interface? Q Who can use the NEDWeb AO/AT interface? Q How do I log on to the NEDWeb AO/AT interface? Q What is an NIH ID# and how is it assigned? What is it used for? Q When a person leaves NIH, is their record deleted from NED? Q What is a "Pending Request"? Q What is a "Returned Request"? Q What is a "Scheduled Action"? Q Can I change the date upon which a Scheduled Action will execute? Q I just registered a new person in NED. How come when I search for their record it cannot be found? Q Is there a way to view a scheduled action if I'm not the approving AO? Q What is a NED "classification"? Q How do I transfer someone to a different IC? Q How do I change a person's classification? Q What does "directory status" refer to? Q How do I change a person's directory status? Q What should I do if I notice a person has more than one record in NED?
Q What is the NEDWeb AO/AT Interface? A A Web application used by Administrative Officers (AOs) and Administrative Technicians (ATs) to manage content in the NIH Enterprise Directory (NED). Using the NEDWeb AO/AT interface, AOs/ATs perform tasks such as registering new employees in NED, updating existing entries, authorizing NIH "services" (e.g., ID badges, NIH Library privileges, computer accounts), deactivating people when they leave NIH, transferring people to other institutes, and creating reports.
Q Who can use the NEDWeb AO/AT Interface? A Only people who have been authorized by their NED IC Coordinator, or in some cases, another AO.
A AO stands for "Administrative Officer." As defined in NEDWeb, an AO is a person who has been authorized to access the NEDWeb AO/AT Interface with the ability commit updates to NED.
A AT stands for "Administration Technician." As defined in NEDWeb, an AT is a person who has been authorized to access the NEDWeb AO/AT interface for the purpose of entering information, but without the ability to commit updates to NED. Information entered by ATs must be submitted to AOs for approval before NED is updated.
A NIC stands for "NED IC Coordinator." Each IC has at least one NIC (click here for a current list of NICs). NICs serve as a point of contact within the IC for issues pertaining to NED. Responsibilities include communicating information from the NED project team to AOs and ATs, training coordination, answering user questions about basic NEDWeb functions, and ensuring that private information in NED is not being used inappropriately.
Q How do I logon to the NEDWeb AO/AT Interface?
A NIH Login is used to "authenticate" a person before allowing access to NEDWeb. Open a Web browser (e.g., Internet Explorer or Netscape) and type the following URL: https://nedadmin.nih.gov. This will take you to the NIH Login screen. For questions or problems with your NIH Login, please contact the NIH Help Desk (301-496-HELP).
Q What's an NIH ID# and how does it get assigned? What will it be used for?
A The ten digit number (e.g., 001-1234-567) that is assigned to a person when they are registered in NED. Once assigned, a person's NIH ID# does not change. NIH ID#s are used, among other things, to uniquely identify NIH workers for the purpose of providing services and authorizing the use of NIH resources and facilities. For example, your NIH ID# is printed on the front of your ID badge and encoded in the bar code on the back. NIH ID#s facilitate the sharing of information between automated systems at NIH by providing a common "key" for identifying records in different systems corresponding to the same person.
A Registration refers to the process of adding a new person to NED. The process consists of two basic steps: 1) determining whether the person has a NED entry already, and if not, 2) creating a new entry. For more information on the registration process, click here.
A Deactivation refers to the process of changing a person's directory status to "inactive". Since ID badges and various other NIH services are revoked upon deactivation, records should only be deactivated when people leave NIH. Click here for more information.
Q When a person leaves NIH, is their record deleted from NED?
A No, records for people who have left the NIH remain in NED with a directory status of inactive so that if they return in the future, they'll have the same NIH ID#.
Q What is a "Pending Request?"
A A registration, update, or change of status entered by an AT that's been submitted to an AO for review, but not yet approved or rejected.
Q What is a "Returned Request?"
A A registration, update, or change of status submitted by an AT that's been returned to them by an AO.
Q What is a "Scheduled Action?"
A A registration, update, or change of status that's been approved by an AO and scheduled for a future date. Scheduled actions execute automatically each morning at 5:30 a.m.
Q Can I change the date upon which a "Scheduled Action" will execute?
A Yes, but only if you're the AO who originally approved the action. To change the execute on date of a scheduled action, go to "Review Requests" and click the "Change Date" button appearing next to the scheduled action.
Q I just registered a new person in NED. How come when I search for their record it cannot be not found?
A You most likely "scheduled" the registration by entering a future effective date. When a registration, or any other action (e.g., update, deactivate, transfer, etc.) is scheduled, it's not reflected in NED until the scheduled date at approximately 5:30 a.m. Scheduled actions can be changed to "immediate", or the date changed to a different future date, by the AO who originally approved the action (Main Menu --> Review Requests --> Click the "Modify" button next to the person's name).
Q Is there a way to view a scheduled action if I'm not the approving AO?
A A list of all scheduled actions for your IC can be displayed by creating a "View All Requests" report (Main Menu --> Reports --> View All Requests).
A A "worker type" that's assigned to every person when they are registered or activated in NED. Classifications include: NIH FTE, Fellow, Contractor, Guest, Volunteer, or Tenant. Click here for more information.
Q How do I transfer someone to a different IC?
A Transferring a person is a two step process: 1) an AO in the current IC changes the person's status to transferring (Main Menu --> Change Status --> Transfer), and 2) an AO in the gaining IC then activates the person in the new IC (Main Menu --> Change Status --> Activate).
Q How do I change a person's classification (e.g., person is converting from a contractor to an NIH FTE)?
A Classification is changed by performing an "intra-IC" transfer, which consists of two steps: 1) change the person's status to transferring (Main Menu --> Change Status --> Transfer), (Note: select the person's current IC as the "gaining" IC), and 2) activate the person with their new classification (Main Menu --> Change Status --> Activate). Classification cannot be changed via the Update option on the Main Menu.
Q What does "directory status" refer to?
A Represents the current "state" of a person's record in NED. Directory status will always be of the following: "active" (the person is currently working at NIH), "inactive" (the person is no longer working at NIH), "transferring" (the person is in the process of being transferred to between ICs), or "suspended" (the person's capabilities within the NIH system are limited or disabled while under review).
Q How do I change a person's directory status?
A A person's directory status can only be changed via the NEDWeb Change Status menu option (Main Menu -->Change Status) Directory status cannot be changed as an Update .
A SAC coverage to the range of SACs that have been assigned to an AO or AT for purposes of performing various actions (e.g., registrations, updates, deactivations, etc.) using the NEDWeb AO/AT interface. All NED records are assigned a specific SAC and AOs and ATs are limited to performing actions based on their assigned SAC coverage. For example, an AO with SAC coverage limited to HNU1 would not be able to update a NED record with SAC HNU2.
Q How do I authorize a person for a replacement ID badge (e.g., a badge renewal or replacement for a lost badge)? A Replacement badges are authorized as an Update to a person's NED record. After retrieving a person's record in Update mode, badge information appears on the Services tab. For more information, refer to the NEDWeb AO/AT Interface User Guide.
Q How come the badge replacement options (e.g., "Renew", "Lost", "Broken", etc.) sometimes do not appear on the Services tab? A Badge replacement options appear on the Services page only when ID badge "Status" is "Issued". If ID badge status is "Authorized", the person has already been authorized for a badge and simply needs to go pick it up.
Q What should I do if I get a "duplicate SSN" error message when attempting to register a new person in NED?
A This message usually means one of the following: 1) the person is already in NED, 2) the person has been entered by an AT and is awaiting AO approval, or 3) the person has been entered and approved by an AO as a scheduled registration (i.e., the person will be automatically added on a future date). First, try searching NED to see if the record exists. If not, run a "View All Requests Report" (Main Menu --> Reports --> View All Requests) to see if there's a pending request or scheduled action.
Q What should I do if I notice a person has more than one record in NED?
A Duplicate records for the same person should be avoided since it can lead to problems with ID badges and other NIH services authorized in NED. Please contact the NIH Help Desk (301-496-HELP) to request that the duplicate record be removed from the system.
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