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TRANSCOM FAQ

TRANSCOM has compiled some of the most frequently asked questions over the years. We have organized these questions and answers in to one area to help our users.

TRANSCOM Access

1. Once I have received TRANSCOM training how do I gain access to TRANSCOM?

Your Group Administrator will create your read-only user account. If your role will be a Group Administrator, Shipper or Carrier, refer to "User Account" Tab and complete required forms and training. If you have questions, contact the TCC at (575) 234-7105.

2. How do I obtain TRANSCOM training?

Option 1:  The On-Line Computer Based Training (CBT) can be found at this website: To include:
      *  Cyber Security Awareness (CSA) - Required for ALL Users
      *  General User  - Required for ALL Users
      *  Group Administrator - Required for Group Administrators
      *  Shipper - Required for Users with access for entering shipments
      *  Carrier - Required for Carriers 
Successful completion of exams. 

Option 2: Classroom instruction is offered each year at the National Transportation Stakeholders Forum or based upon need.  

Please contact the TRANSCOM Communication Center at (575) 234-7105 or email transcom@transcom.energy.gov to request training needs.

 

 

3. How do I obtain a TRANSCOM Account?

All new requests to access the TRANSCOM system must be approved by the DOE Carlsbad Field Office TRANSCOM Program Manager. Please complete "Account Request" form and submit to the TCC. Refer to "User Account" tab.

4. What are the TRANSCOM system browser requirements?

A browser that supports Javascript, such as Microsoft Edge (link is external) or Firefox (link is external). Most mobile browsers (Apple and Android) support Javascript.

5. What is the exact web address for TRANSCOM?

The correct address is: https://apps.transcom.energy.gov/transcom, although we recommend accessing the system from the link on our Support Site at https://tcc.transcom.energy.gov and selecting "Login to TRANSCOM"

6. How do I upload my CSA Certificate once I am done with the training?

If you are a new employee the Group Admin is responsible for uploading your CSA training certificate at the time new User account is created.

Privileged Users are required to complete CSA training annually. The User can upload the CSA training upon completion:

A. Login to TRANCOM Web Application
B. Go to Admin tab
C. Select “Manage Security Training”
D. Upload CSA training certificate.
E. A successful upload will generate an email and send to transcom@transcom.energy.gov notifying a certificate was uploaded
F. The TRANSCOM staff will verify the certificate and enter training date to User profile CSA training field.

Shipments & Messaging

1. Why can't I see a shipment in TRANSCOM?

Some common reasons:

A. If the shipment is not currently active (Status 1,2,3,4,7,8), it may be viewed on the "InActive" tab of the Status Board.

B. You may not have the correlating campaign assigned to your User account for the shipment.

C. The shipment will no longer be visible two (2) hours after crossing state line User resides in. (exception applies to Users with need to know)

2. How do I know when a shipment has stopped?

You can check the messages within the "Status Board" screen.

3. Who can change the status of a shipment?

TCC can change the status of shipments when directed by the Shipper or Designated User.

TRANSCOM Maps

1. What should I do if my maps stop updating?

A. Refresh Maps (F5)

B. Check Status Board

Group Admin

1. If someone does not pass background verification, is this information shared with their employer?

No. The information would be shared with the applicant only. Each organization is responsible for assigning cognizant individuals who are able to establish a minimal level of trust if they wish to have and administer a TRANSCOM Group Account.

2. What are the criteria for acceptance of a background verification?

Social Security Verification – Confirm SSN is valid.
Employment Verification –verify employment for (5) years.
Criminal History – Check for County, State, and Federal infractions, including sex offender registries for five (5) years based on residence history.
Education Verification – Verify highest degree obtained and/or any degrees obtained in the past (5) years.

3. Who performs the background verifications?

Background verifications are performed by Checkr Dashboard.

4. Why is a background verification required for Group Administrators?

DOE is responsible for ensuring the security of the TRANSCOM system, inclusive of all uses, and users authorized to access the system. The DOE requires that the TRANSCOM contractor perform background verifications for Group Administrators because they will receive elevated privileges, beyond that of a “Read-Only” user. Users that possess a federally issued Personal Identity Verification (PIV) badge will not require background verification (See FIPS Pub-201). The TRANSCOM contractor will perform the background investigation with the cooperation of the person requesting a Group Administrator account. Access to federal information systems are granted on a Need-to-Know basis. All Federal Systems are required to have levels of security applied proportional to the type and sensitivity of the information stored and processed within that system. TRANSCOM has been rated as a “moderate” system and adheres to the security controls defined by the National Institute of Standards and Testing (NIST) Federal Information Processing Standard (FIPS) Publication 199, and Special Publication (SP) 800-53.

5. How does someone become a Group Administrator?

Forms to be submitted:
Complete the "User Information Form", which can be found at the following User Account page. This form will identify your user role and collect information for the TCC staff to use to create your "Privileged User” account. This form emailed to transcom@transcom.energy.gov

Required Training:
Option 1: On-line computer-based training to include: Interactive Cyber Security Training, General User Training, Group Administrator Training, and exams for all. The CBT can be found at this website: Online Training

Option 2: Classroom instruction is offered each year at the National Transportation Stakeholders Forum or based upon need.
Please contact the TRANSCOM Communication Center at (575) 234-7105 or email transcom@transcom.energy.gov to request training needs.

6. How are Group Administrators held accountable for their group users?

It is important that an organization select a person that is responsible, and grant access to information that will enable the Group Administrator to satisfy the TRANSCOM system access requirements. Regardless of organization type, each Group Administrator is accountable for:

1. Establishing the “need to know” for each user;
2. Verification that a potential user has successfully completed both training modules; and
3. Maintaining the group account with access to users actively employed by the organization.

7. What are Group Administrators responsible for in TRANSCOM?

Group Administrators are responsible for creating and overseeing individual user accounts, disabling users on extended leave, deactivating terminated employees, and adding new users when employees change jobs. All users managed by the Group Administrator will have “Read Only” access to TRANSCOM, and will not require a TCC background check.

-Prior to adding a new user to the organizational account, the Group Administrator should verify that the user has taken both the Cyber Security and the General User training to access the system. On-line training for your users can be found on our support site under the tab “Training”.
The training dates of completion will be needed when creating a new General User profile.

-Due to the 60 day life of passwords, the Group Administrator shall encourage their TRANSCOM users to access their accounts routinely to maintain their usability of the system and to keep passwords up-to-date.

-Group Administrators should advise their users that the TRANSCOM Help Desk staff is available 24/7 to help with unexpected access issues. If a user cannot reach their Group Administrator, they should contact the TRANSCOM Help Desk especially after hours.

As determined by each organization, the Group Administrator may restrict access or functions to any user within their group. Likewise, the Group Administrator may also allow functions, and shipping campaigns that are assigned to the organization.

8. Who creates Group Administrator accounts in TRANSCOM?

After a need-to-know has been established, the DOE authorizes at least one group administrator for each organization that requests access to the TRANSCOM application. Once an organization is authorized by DOE, the TCC will issue the Group Administrator an individual user ID and permissions within TRANSCOM to add, disable, or deactivate organizational users. Prior to creating the Group Administrator account in TRANSCOM, a background verification will be required if the individual does not possess a federally issued Personal Identity Verification (PIV) badge.

9. What is the purpose of the Group Administrator role?

The Group Administrator will manage system access and passwords for individual “Read Only” users from his or her organization. The Group Administrator will serve as the liaison between the TCC and the Organization for outage notifications, users meeting information and other change notices from DOE or TCC that could affect the Group Administrator’s organization.

10. Why was the Group Administrator role created in TRANSCOM?

The role of a Group Administrator was created to improve security and individual user accountability, as well as reducing the administrative burden of completing account request paperwork that was previously required by DOE/TCC for account management and access. It also allows each organization to manage changes without waiting for DOE/TCC to approve changes to add or remove general users.

Carrier

1. How does a Carrier access the TRANSCOM system?

A TRANSCOM Account Request form must be completed and submitted to the TCC. This form identifies the need for the access to TRANSCOM and is reviewed and approved by the DOE/CBFO TRANSCOM Program Manager. Upon notification of new account approval the User/Carrier must complete the following training which can be found on Support Site - Training Tab.

* Cyber Security Awareness Training (CSA) and exam

* General User training and exam

* Carrier training and exam

The TRANSCOM User/Carrier account will be created by the TCC and user login information will be submitted to user for accessing the TRANSCOM system.

2. What are the advantages of establishing a TRANSCOM account and becoming a User?

If the Carrier wishes to establish a TRANSCOM account; they may be granted access to manage their fleet within the TRANSCOM system as well as monitor their shipments while enroute. This is very beneficial to Carriers that do not have dual transponders on their vehicles. Prior to shipment departure, the transponder unit must be transferred to the TRANSCOM account for tracking; therefore the Carrier loses visibility to the shipment through the Omnitracs web portal. If the Carrier is a TRANSCOM user, they may monitor the shipment while enroute. If you do not wish to establish a TRANSCOM account; TRANSCOM staff can manage vehicle and transponder unit information in the TRANSCOM system.

3. As a Carrier, do I need to become a TRANSCOM User prior to using my vehicles for tracking in the TRANSCOM system?

It is not a requirement for a Carrier to obtain a TRANSCOM User account.

Other

1. Are system passwords case sensitive?

Yes

2. After typing my password I still cannot get into the system.

A. Confirm you are entering correct user ID & password.

B. Ensure Caps Lock is off.

C. Contact Group Administrator for assistance.

3. How do I get alerts to my mobile phone from TRANSCOM?

In "Preferences" under the Admin menu, you must add your mobile number to the Primary or Secondary email form. Each mobile carrier has a specific "email" address for your phone number as follows:

• AT&T – cellnumber@txt.att.net(link sends e-mail)

• Verizon – cellnumber@vtext.com(link sends e-mail)

• T-Mobile – cellnumber@tmomail.net(link sends e-mail)

• Sprint PCS - cellnumber@messaging.sprintpcs.com(link sends e-mail)

• Virgin Mobile – cellnumber@vmobl.com(link sends e-mail)

• US Cellular – cellnumber@email.uscc.net(link sends e-mail)

• Nextel - cellnumber@messaging.nextel.com(link sends e-mail)

• Boost - cellnumber@myboostmobile.com(link sends e-mail)

• Alltel – cellnumber@message.alltel.com(link sends e-mail)

After you have entered your information, you may click the "Test" button to send a test message to your mobile device.

4. Why can I not hear audible alerts in TRANSCOM?

A. In "Preferences" under the Admin menu, the option "Audible Alerts Enabled" must be selected. (Re-login is required if selected)

B. A soundcard and speakers are required to hear audible sounds

5. I get a message "You are not authorized to view the page".

A. Verify that you have the correct URL https://apps.transcom.energy.gov/transcom

B: Contact your Group Administrator to confirm that your account has not been disabled or deactivated.

C: Call the TCC Help Desk at (575) 234-7105.

6. How long is a shipment available in TRANSCOM after the shipment has arrived?

48 hours after shipment arrival.

7. Who can have administrative privileges?

Only TCC staff has administrative privileges on the TRANSCOM system.

8. Where can I see the reason why a shipment is at a status other than 1 or 9?

Check messages in the "Status Board" section.

9. I entered the incorrect password numerous times and now the system has locked me out!

A. The system locks you out after 3 attempts.

-OR-

B. Contact your Group Admin; your Group Admin should be able to unlock the account. If the Group Admin is not available, please contact TCC (575)234-7105.

MFA(Multi-Factor Authentication)

What is TOTP?

Time-based One-time Password (TOTP) is a widely adopted method for two-factor authentication. It generates unique, time-limited codes using a shared secret key and the current time.

What is a PIV Card?

PIV stands for a "Personal Identity Verification" credential. PIV cards are used government wide to control access to Federally Controlled Facilities and information systems at the appropriate security level.

What is an authenticator application?

An authenticator app is a mobile application that provides an extra layer of security to your online accounts by generating time-based one-time passwords (TOTPs). These passwords are used for two-factor authentication (2FA) and help protect your accounts from unauthorized access.

What authenticator applications are currently supported by TRANSCOM?

1. Microsoft Authenticator app https://www.microsoft.com/en-us/security/mobile-authenticator-app

2. Google Authenticator app https://support.google.com/accounts/answer/1066447 (Found on Google Play Store)

What if I cannot download the mobile apps or use my cell phone at my job site?

Desktop TOTP authentication is available for users who do not have access to a mobile device. To use this option, you must coordinate with your IT department to install a third-party authentication application on your work desktop. Some organizations permit the use of password managers with built-in authenticators. Alternatively, you can use desktop applications such as 'Protecc – 2FA Authenticator TOTP.' Be sure to obtain the necessary approvals from your IT department for any software installations.

Who can reset your MFA in TRANSCOM?

1. Your group administrator has access to reset your MFA. If your group admin is not available, TCC Operator can also reset the MFA.

2. You can reset your own MFA in the TRANSCOM Preference screen if you have access to your TRANSCOM account still and it is not locked out etc. Make sure to delete your previous account on the authenticator app that is associated with the TRANSCOM account. See Instruction sheet for more information.

Can I choose to use both PIV and Authenticator login methods?

Yes, if you are an external user outside of the Carlsbad Field Office network in Carlsbad NM

Will I still be required to keep my TRANSCOM password updated?

Yes, The TRANSCOM User account password rules still apply.

Can I reset my own MFA?

Yes, in the TRANSCOM Preference screen. Make sure to delete your previous account on the authenticator app that is associated with the TRANSCOM account. See Instruction sheet for more information.

Can an organization with multiple users share 1 device with an Authenticator app?

It may be possible but there could be technical issues. Contact your local IT group for assistance.