GSA issues every 18F employee a badge, laptop, and phone. Your MacBook should be ready before your first day, but your phone may not be. The Ops Team submits phone requests to IT on your behalf, and you’ll receive a confirmation email within a few weeks when your phone is ready for pickup.
Your GSA badge, also known as a PIV card, allows you to get in and out of GSA buildings and avoid security lines.
Although some of our employees are based out of a specific office, your badge can be permissioned for multiple GSA buildings. Kathryn Connolly can submit paperwork to start this process, which usually takes a few days. After you receive an email confirmation, you’ll need to visit the security office in each new building to activate your card.
GSA processes new badges every Wednesday. When your badge is ready, you’ll receive an email (in both your personal and GSA emails) from
HSPD12Admin@usaccess.gsa.gov containing four steps. Please skip to step four, which details how to schedule an appointment and pick up your badge, and bring the password in step three. To check on the status of your GSA badge, you can email firstname.lastname@example.org.
Badges are shipped to your local GSA office. You will receive an email once your badge has been shipped. At that point, you can make an appointment to pick it up. Your badge may be available during your orientation – send an email to email@example.com to save yourself a trip. You may also ask your orientation leader to show you where to pick it up.
All 18F employees are issued an Apple MacBook Air/Pro computer. Note that this is not the norm for GSA.
Install Managed Software Center. This is how we’ll send you software updates, optional software titles, and Apple updates that won’t break your system.
Install ClamXav immediately. This software will be automatically pushed to your system by the Managed Software Center, so you must complete that installation first. This is your antivirus software.
Require a password when your computer goes to sleep or shows a screensaver.
Lock your computer before leaving it. Press the Control + Shift + Power keys on newer MacBooks or Control + Shift + Eject on older MacBooks with optical drives. If you use Alfred, you can open Alfred and type lock.
Back up your machine. Make a copy of your startup disk before you encrypt it. Your Mac has a built-in backup system called Time Machine (accessible from System Preferences) that will regularly back up the main disk to any compatible network server, connected hard drive, or partition you choose. Please ensure Time Machine backups are encrypted by selecting the Encrypt backups checkbox when you choose the destination disk.
Check that your hard drive is encrypted with FileVault. GSA IT sets up your laptop with FileVault encryption. You won’t need to (and shouldn’t) change this, but you can check it in your System Preferences just to see that it’s there and properly set up.
Encrypt all portable media that will connect to any 18F system. You can apply FileVault encryption to removable USB drives and external hard drives by right-clicking the drive on your desktop and clicking Encrypt. You must choose a strong password you can remember, as your drive will require the password to mount and retrieve data once encrypted.
- Run the shell script which will turn your Mac into an awesome web development machine.
All 18F employees are issued an Apple iPhone. The Ops Team will already have submitted a request to GSA IT for your work phone before you join 18F. Within a few weeks of starting at 18F, you should receive a confirmation email letting you know that your phone is ready for pickup. If you work in an office besides D.C. or are remote, please contact the Talent Team when you receive this email and a team member have your phone mailed to you.
GSA IT will ask for your Apple ID and password. Do not send your personal Apple ID or password to IT. Ask them to set up a new Apple ID with your GSA email address, or set one up for yourself and use Fugacious to send them your password securely. (Never share passwords over email.)
After GSA IT provisions your phone, set up two-factor verifications. Email firstname.lastname@example.org and ask them to add your work cell phone number (which you may or may not have) and your personal cell phone number to your GCIMS profile. You can learn more about using your phone for two-factor authentication in our Slack, GitHub, and Gmail guides. For two-factor authentication with this applications, you can use SMS, Authy, or Google Authenticator.
- You can use your phone to access your email. You should be prompted to sign in with your ENT username and password. Note that the GSA IT ServiceDesk does not support this connection, so please do not ask them about it as they will reject your request.
- You can tether to your laptop to iPhone for internet access when you’re on the go.
- If you can’t send email with your new work iPhone, create a new email and check the From field. If it’s a jumble of letters and numbers
@secure.mass360.com, tap on it to change it to your
@gsa.govemail address. Then go Settings > Mail > Default Account > GSA Account to switch the default address.
- If you stop getting email on your phone and can’t log into your account, you may need to regenerate your GKey. The Apple Mail app uses your GKey as your password.
- To reduce waste, GSA IT will disable mobile service for inactive accounts. The consumed minutes is the metric used to determine activity, so if you only use the phone for data, you’ll still need to make an occasional call on your mobile phone to prevent the account from going inactive.
- If you need help with your phone, call the GSA IT Help Desk at 1-866-450-5250.
Mice, keyboards, and trackpads
If you are based in an office, you can check out mice, keyboards, and trackpads to assist you in your work. They are already available, so there is no need to make a purchase request in C2. The procedure for requesting, however, varies by office.
You can request GSA business cards, which are free and don’t reflect 18F’s branding. Upon receiving a request, a member of Team Ops will log into Envision Business Cards, then reach out to you to retrieve the information you want on the card.
DC or remote
Make your request here. A member of the 18F Operations Team will reach out to you.
Ops is testing C2 for requesting office supplies, computer hardware, approved software, trainings, and other items under $3,500.
To make a request:
- Check the list of 18F’s purchased software to see if we have accounts/licenses already.
- If yes, reach out to the person/team listed for that item to get access. You/they may need to come back here to request more seats.
- If no, keep going!
- Open requests.18f.gov.
- Click Sign in with MyUSA to connect with Google.
- Scroll down and click Allow.
- Once you’re logged in, click New 18F request to create and submit your request. If you don’t see this link, it’s possible that you haven’t been set up as a member of 18F yet. Post a request in #c24ops for access or if you have any questions about how to use C2.
- After submitting your request, it will be reviewed by the Director of Operations. The Director of Operations must approve all requests before they are purchased.
- After your request is approved, it will typically be purchased by a purchase card holder on the operations team. Do not purchase yourself unless you are instructed to do so by a member of the operations team.
If you’re requesting software that no one else at 18F uses yet, be sure you have written approval from #infrastructure first. If it’s software that runs directly on your laptop, speak with Kimber Dowsett. Ops will not approve software without Infrastructure clearance.
If you’d like to check out Apple peripherals (for example, a Magic Mouse or wireless keyboard), make your request here.
Chicago or San Francisco
Reach out to Ethan Heppner (Chicago) via email or Slack, they will assist you as soon as they are available.
Equipment to accommodate disability
GSA provides equipment to accommodate an injury or disability under these conditions:
- You have supporting medical documentation for the need for a certain piece of equipment.
- You only need the equipment to do your work.
If 18F-issued equipment fails due to manufacturer defects or accidental damage:
- 18F will cover the full cost of repairs or replacement of the device, regardless of the warranty status of the device. This applies to all 18F-issued hardware and peripherals.
- Employees are responsible for informing Team Ops in #equipment of the damage or need for repair by the close of business one business day following the damage.
- If either your laptop or your phone is in need of repair, please go to #teamops for advice. They will likely either ask you to take it to an Apple Store (18F will pay for the repairs), or ship it back to 18F (we’ll ship you a new laptop).
- If you need to take your laptop to the Apple Store, you can check to see if it’s under warranty with the hardware serial number here. If it is not under warranty, Team Ops will walk you through how to take care of the cost for repair.
- If you need to leave your laptop for repairs at the Apple Store, double check that your hard drive is encrypted with FileVault. As a reminder, GSA IT sets up your laptop with FileVault encryption. You can check it in your System Preferences to see that it’s there and properly set up.
If 18F issued equipment is lost or stolen, follow these mandatory steps. Employees must follow the GSA procedures for lost or stolen equipment or missing PIV cards, and alert 18F in #equipment:
- Inform #equipment within one business day of learning the equipment is stolen or lost.
- Call 911 or a local police station when you suspect theft has occurred.
- Get and keep a copy of the police report in case you have to provide it to the Federal Protective Service (FPS) or your regional Information Systems Security Officer (ISSO). Provide as much information as possible.
- Call the IT Service Desk at 1-866-450-5250. An agent will create a ticket and initiate the process of wiping data off any stolen mobile device or laptop. Alternatively, you can report a lost or stolen item via GSA Service Desk.
- Call your FPS using contact information provided in the link.
- Contact your regional ISSO using contact information provided in the link.
18F will replace stolen or lost equipment once a copy of the police report is sent to Team Ops and the employee confirms they contacted FPS. If you lose your PIV card, you will also need to fill out this lost access card form and email it to email@example.com
Requirements for passwords
Read the guide on setting and managing passwords.