HomeMy WebLinkAbout20250385.tiffMEMORANDUM
TO: Board of County Commissioners
DATE February 5, 2025
FROM: Elizabeth Relford, Grants & Special Projects
SUBJECT: IDIS Online Access Request - Controller
Housing and Urban Development (HUD) requires the attached IDIS Online Rules
of Behavior form be filled out by the County Controller, Rusty Williams, in order to
grant access to the Integrated Disbursement & Information System (IDIS).
Staff is requesting the Board authorize the Chair's signature on the form in order
to submit it to HUD for their approval.
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OMB Approval No. 2506-0171 exp 07/31/2025
IDIS Online Access Request
U.S. Department of Housing and Urban Development
Office of Community Planning and Development
GRANTEE & REQUESTOR INFORMATION
Privacy Act Statement: Public Law 97-255, Financial Integrity Act, 31 U.S.C. 3512, authorizes
the Department of Housing and Urban Development (HUD) to collect all the information
which will be used by HUD to protect disbursement data from fraudulent actions. The
purpose of the data is to safeguard the Integrated Disbursement and Information System
(IDIS) from unauthorized access The data are used to ensure that individuals who no
longer require access to IDIS have their access capability promptly deleted. This
information will not be otherwise disclosed or released outside of HUD, except as
permitted or required by law. Failure to provide the information requested on the form
may delay the processing of your approval for access to IDIS.
Public Reporting burden for this information collection is estimated to average 30 minutes
including time for collecting, reviewing, and reporting data. HUD may not collect this
information, and respondents are not required to complete this form, unless it displays a
currently valid OMB Control Number.
This section of the form is to be completed by the requestor. Complete all information accurately and clearly in
its entirety to prevent delays in processing. Required fields are:
1. Request Type
2. Five -Digit Pin
3. Requestor Name (Last, First, MI)
4. Office Email Address
S. Office Address
6. Office Phone Number/Ext.
7. Grantee Name in IDIS
8. Grantee Type.
9. Please Mark All Necessary Functions and Programs (NOTE: If no Functions or Programs are requested, a
new requestor will be given rights to view activities and generate reports.)
10. Approval of State Subgrantee Request if applicable
11. Modules
Requestor must review and acknowledge IDIS Online Rules of Behavior by signing the User Acknowledgement
and Certification (name, signature, and date).
GRANTEE APPROVING OFFICIAL
This section of the form is to be completed by the grantee approving official. Complete all information
accurately and clearly in its entirety to prevent delays in processing. Required fields are:
1. Approving Official's Name
2. Title
3. Office Phone/Ext
4. Office Address (street, city, state, zip)
5. Signature
6. Date
Grantee Approving Official must sign, "I authorize the person above to have access to IDIS functions
checked".
Nota
rY
This section of the form is to be completed by an authorized notary.
The Approving Official's signature must be notarized to verify the identity of the individual who signed this
document using the appropriate notary certificate of the state, territory or insular area. Once completed, attach
the completed notary certificate to this form and send to your local HUD CPD Field Office. If your state, territory
or insular area does not require a notary certificate, use the space below for notary stamp.
HUD FIELD OFFICES ONLY
CPD field office staff must verify:
1. Ensure the requestor entered all required information accurately.
2. Ensure the grantee approving official information is completed and signed.
3. Ensure the form is notarized properly.
Forms will not be processed without the Field Office Approval (CPD Director or Designee) signature.
Once approved, scan and email the notarized form to IDISUseridRequests@hud.gov.
Subject of all emails must include:
1. Grantee Name in IDIS
2. Requestor Name
3. CPD Field Office
Forms received directly from grantees to the IDISUseridRequests@hud.gov mailbox will not be processed.
uthorized
Functions
OMB Approval No. 2506-0171 exp 07/31/2025
IDIS Online Access Request
U.S. Department of Housing and Urban Development
Office of Community Planni'ig and Development
GRANTEE & REQUESTOR INFORMATION
REQUEST TYPE
Privacy Act Statement: Public Law 97-255, Financial Integrity Act, 31 U.S.C. 3512, authorizes
the Department of Housing and Urban Development (HUD) to collect all the information
which will be used by HUD to protect disbursement data from fraudulent actions. The
purpose of the data is to safeguard the Integrated Disbursement and Information System
(IDIS) from unauthorized access. The data are used to ensure that individuals who no longer
require access to IDIS have their access capability promptly deleted. This information will
not be otherwise disclosed or released outside of HUD, except as permitted or required by
law. Failure to provide the information requested on the form may delay the processing of
your approval for access to IDIS.
Public Reporting burden for this information collection is estimated to average 30 minutes
including time for collecting, reviewing, and reporting data. HUD may not collect this
information, and respondents are not required to complete this form, unless it displays a
currently valid OMB Control Number.
Role to be Performed by Headquarters I Role to be Performed by Field or Local IDIS Administrator
New Request
Renew Lapsed ID
Change Name
Add Access for Another Grantee
Please create a five digit pin that will be used for password resets.
I
Requestor's Name (Last, First, MI):
Williams, Dennis, R
Office Address:
1301 N 17th Ave, Greeley CO, 80631
Grantee Name in IDIS:
Weld County
Please Mark All Necessary Functions & Programs
Set Up Activity
Approve Drawdown
CDBG
HESG
HOME ESG
HOP W A -C
9
•
4
Drop from IDIS
Change Function or Program Area
Office E-mail Address:
rwilliams@weld.gov
Office Phone:
970 400-4449
GRANTEE TYPE
ext.:
City I _ County 1 State Non -Profit Sub Grantee*
Request Drawdown
Local IDIS Administrator
HOPWA
HTF
•
Other:
If other, please specify name of program
*Approval of State Sub G 'antee Request — CPD State Coordinator or State Official name, signature and date:
Name: Signature: Date:
Con Plan:
Caper:
Create/Edit/Submit Edit
Create/Edit/Submit / Edit
View
View
IDIS Online Rules of Behavior
September 14, 2015
Introduction
This Rules of Behavior (RoB) procedure was developed as a guide to ensure that all users of IDIS Online are made aware of their security
responsibilities before accessing IDIS Online. The RoB defines responsibilities and procedures for secure use of IDIS Online. By reading
and acknowledging these rules, users accept the responsibility to protect IDIS Online and data. Users are accountable for their actions
and the requirements to prctect IDIS Online data and equipment from both malicious and accidental loss and damage. These rules
clearly delineate the responsibilities of and expectations for all individuals with access to IDIS Online. Non-compliance with these rules will
be enforced through sanctions commensurate with the level of infraction.
Responsibilities
All authorized users who have access to IDIS Online are required to read, acknowledge understanding, and sign the RoB before accessing IDIS
Online and associated data. This acknowledgement must be completed annually thereafter.
By agreeing to and signing these rules, the user signifies:
1. Understanding that access is given only to IDIS Online to which the user requires access in the performance of their official duties
and the user will not attempt to access systems they are not authorized to access.
ALL PREVIOUS VERISONS OF THIS FORM WILL NOT BE ACCEPTED OR PROCESSED. HUD FORM 27055 ( 10/2020)
Page 1 of 3
2. Understanding of the IDIS Online Rules of Behavior (IDIS RoB) security requirements.
3. Acknowledgement that disciplinary action may be taken based on violation of the IDIS RoB.
The IDIS Online System Security Administrator (SSA) verifies that the users who require access to IDIS Online have read and
accepted (via signature on the acceptance form) this IDIS RoB.
Other Policies and Procedures
This IDIS RoB is intended to enhance and further define the specific rules each user must follow while accessing IDIS Online. The rules are
consistent with the policy and procedures described in the following directives:
Revision
III,
of
"Security
OMB
of
Circular
Federal
Automated
No.
A-130,
Information
Transmittal
Resources."
No.
3, Appendix
https://www.whitehouse.gov/omb/circulars_a130_a130pre
Privacy Act of 1974,
as amended,
5 U.S.C. § 552a
http://www.justice.gov/opcl/privacy-act-1974
18
USC 1030(a)4,
"Accessing to
Defraud
and
Obtain
Value
http://www.gpo.gov/fdsys/granule/USCODE-2010-titlel8/USCODE-
2010-titlel8-partl-chap47-sec1030/content-detail.html
NIST
Developing
February
Special
2006
Security
Publication
Plans
800-18
for
Information
-
Revision 1,
Technology
Guide
for
Systems,
http://csrc.nist.gov/publications/nistpubs/800-18-Revl/sp800-18-
Revl-final.pdf
HUD
Information
Technology
Security Policy
Handbook
istration/h
httpifiportal.hud.gov/hudportal/HUD?src4program_officesiadmin
udcl
ips/hand
books/cio/2400.25
Application Rules
Because written guidance cannot cover every contingency, you are asked to go beyond the stated rules, using your best judgment
and highest ethical standards to guide your actions. These rules are based on Federal laws and regulations and HUD policies. As
such there are consequences for non-compliance. The following IDIS RoB is the minimum rules for users who are requesting an IDIS
Online user account:
1. You are aware of the existence of and penalty for violating 18 USC 1030 and abide by:
a. The elements of 18 USC 1030(a)4, "Accessing to Defraud and Obtain Value" are:
i. Knowingly accessing a protected computer without or in excess of authorization;
ii. With intent to defraud;
iii. Access furthered the intended fraud; and
iv. Obtain anything of value
b. The penalty for violating this statute includes a fine and imprisonment of not more than ten years, or both.
2. You must adhere to HUD's policy requiring a separation of duties between the requestor and approver for financial
transactions:
a. Effective December 14, 2001, the same person can no longer both request and approve a given draw down in IDIS
Online.
b. While individual persons may have the power to both request and approve draws, this rule prevents an individual
from approving a draw that he or she created. IDIS Online requires two people to be involved in every draw down
of funds.
3. Currently, the IDIS Online Local Administrator initially defines what a person can do in IDIS Online, carrying out the
wishes of each grantee's authorizing official — mayor, grant holder, CEO, CFO, etc. Some users have full rights, while
others have limited rights of various kinds. You understand that you are given access only to IDIS Online to which you
require access in the performance of your official duties and that you will not attempt to access systems that you are not
authorized to access.
4. You are prohibited from misusing IDIS Online, i.e., exceeding your authority. Your level of access to IDIS Online is limited to
ensure your access is not more than necessary to perform your legitimate tasks or assigned duties. If you believe you are
being granted access that you should not have, you must immediately notify the IDIS Online SSA via email at
IdisUseridRequests@hud.gov.
5. You must immediately notify your Supervisor, CPD Field Office Administrator, and/or your Local Grantee Administrator if
your access/privilege are no longer required, termination, promotion, and transferred.
6. You must maintain the confidentiality of your authentication credentials such as your password. Do not reveal your
authentication credentials to anyone and do not record passwords on paper or in electronic form.
7. You must report all security incidents or suspected incidents (e.g., lost passwords, improper or suspicious acts) related to
IDIS Online to the HUD Computer Incident Response Team at CIRT@hud.gov.
8. Your IDIS Online password expires every 90 days, so ensure you access IDIS at least once a month. Users who do not use
IDIS within a 90 day period will find their accounts are de -activated.
ALL PREVIOUS VERISONS OF THIS FORM WILL NOT BE ACCEPTED OR PROCESSED HUD FORM 27055 ( 10/2020)
Page 2 of 3
9. You must follow proper logon/logoff procedures. You must manually logon to your session; do not store your password
locally on your system or utilize any automated logon capabilities. You must promptly logoff when session access is no
longer needed. If a logoff function is unavailable, you must close your browser. Never leave your computer unattended
while logged into IDIS Online.
10. You must not establish any unauthorized interfaces between IDIS Online and other non -HUD systems.
11. Your access to IDIS Online constitutes your consent to the retrieval and disclosure of the information within the scope of
your authorized access, subject to the Privacy Act, and applicable Federal laws.
12. You must safegua-d IDIS Online resources against waste, loss, abuse, unauthorized use of disclosure, and misappropriation.
13. You must not process classified national security information on IDIS Online.
14. You must not browse, search or reveal IDIS Online data except in accordance with that which is required to perform your
legitimate tasks or assigned duties. You must not retrieve data, or in any other way disclose data, for someone who does
not have authority to access that information.
15. By your signature or electronic acceptance (such as by clicking an acceptance button on the screen), you must agree to these
rules
User Acknowledgement and Certification— I acknowledge and certify that:
1. I understand the IDIS RoB and Federal Government policies as set forth above regarding security awareness and practices
when accessing and utilizing ISIS Online.
2. I have read and urderstand the IDIS RoB governing my use of IDIS Online and agree to abide by them.
3. I understand my responsibilities and the penalties for NOT ADHERING to the IDIS RoB.
4. I understand that failure to comply will result in disciplinary action against me which may include, but are not limited to, a
verbal or written warning, removal of system access, reassignment to other duties, demotion, suspension, reassignment,
termination, and possible criminal and/or civil prosecution.
Requestor Name:
Dennis Williams
Signature:
D Russell Williams
Jd1e: 1/29/25
GRANTEE APPROVING OFFICIAL NOTARY
Approving Official's Name
Perry L Buck
Title:
Chair, Board of Weld County Commissioners
Office Phone:
970-400-4000
ext.:
Office Address: (Street, City, State, Zip)
1150 O Street
Greeley, CO 80631
Signature: _
Perry Buck
Nita urea by Awry Bun
Ds 2026 (12 OS I I 03 u O7 Uu
Date:
I authorize the person above to have access to IDIS functions checked
HUD FIELD OFFICES
Field Office Approval (CPD Director or Designee)
Name: Benjamin Alamprese
Signature
The Approving Official's signature must be notarized to
verify the identity of the individual who signed this
document using the appropriate notary certificate of the
state, territory or insular area. Once completed, attach
the completed notary certificate to this form and send
to your local HUD CPD Field Office. If your state,
territory or insular area does not require a notary
certificate, use the space below.
Date: 02/05/2025
jHoustan Aragon
Signature.
[lady pied by Hants *awe
Doty 102502 OS I 1 tO on o'
6/512025
A:i nit VIOUS VERISONS OF 'MIS:ORM WILL NO► at ACCEPTtO OA PAOCGSSE 3 HUD FORM 27055 (10/2020)
Pa) of)
State of Colorado
ss
County of Weld
The preceding Integrated Disbursement and Information System (IDIS) Online access
Request for Dennis R. Williams, was digitally subscribed and sworn before me this 5th of
February, 2025, by Perry L. Buck, as Chair, Board of Weld County Commissioners.
Witness my hand and official seal:
Notary Public
My Commission Expires: September 20, 2028
) Mane akar)
HOUSTAN MARIE ARAGON
NOTARY PUBLIC
STATE OF COLORADO
NOTARY ID 20244035426
MY COMMISSION EXPIRES SEPTEMBER 20, 2028
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