Section_J.5_ATTACHMENT_D_-_Notional_Data_Definition_for_Management_Info_and_Data_Fields_Rev_10-24-2018.pdf

J.5 ATTACHMENT D – NOTIONAL DATA DEFINITION FOR

MANAGEMENT INFORMATION AND DATA FIELDS (Rev 10-24-2018)

D.1 GSS Notional Data Definition for Management Information

The Contractor shall collect all necessary data fields for full auditability to include, but not limited to, the person-centric scenarios listed below. The Contractor shall provide a full list of all data fields being collected or used by their system, to include but not limited to descriptions, configuration and other details, upon request by the Government.

The Contractor shall adhere to the data schedule, formats, configurations and schemas as provided by the Government. Full auditability equates to any and all changes, modifications, and edits to, or by a user, to the system’s data in a reportable format.

Where possible, the Contractor shall collect data in a manner that directs the applicant to pick from a list of reasonable choices or as provided by the Government (i.e. country, post, etc.). Free form fields are permissible, but free form fields shall be validated to the greatest extent possible. For example, if a telephone number in a particular country has 10 characters, any entry that is not 10 characters would require the user to enter a valid 10 digit number. If there are variances between countries, the Contractor shall enforce the formats for the applicant’s country as much as possible; if a field should only have numbers and no letters, the Contractors validation controls for data entry shall detect the discrepancy. Known standard formats, such as email addresses shall be validated by the Contractor’s system. All data, no matter what letter case collected, shall be reported and viewed in capital letters, unless other wise instructed by the Government at the task order level. An applicant’s name shall clearly distinguish between first and last name.

The Contractor shall provide a dynamic, customizable reporting tool to allow users access to the collected data. The Contractors shall also submit at a minimum the following data in a data exchange file in agreed upon format, to be incorporated into a Government system used by both Washington and post users The data shall be used in multi-dimensional reporting about applicants, fees, backlogs and more. It shall also be used to collect contractor reports of performance metrics or for other future uses by the Government.

Information about the applicant must be available and reportable from the first encounter, be it through an information, appointment, fee payment service, and/or, if applicable, document delivery and/or biometric data collection

• Records should be person-centric and include the following applicant-specific data elements:

o Unique Identification (UID) (that remains with the applicant for the life of the contract) o Name (Surname, Given Name) o Nationality o Date of birth o Place of birth o Passport Information o Number o Place of Issuance o Date of Issuance o Date of Expiration o Address o Email address o Phone numbers (e.g., home, business, and/or cell) o Type of visa requested o If IV, case number, DS-260 barcode number o If NIV, the DS-160 barcode number, type of visa sought, and date previous visa (if any) expired

• In instances where information services are provided, records should include the following elements:

o Time and date when interaction occurred o ID and location of Contractor employee providing service (if applicable) o Length of service transaction (if applicable) o Comment field

• In instances where appointment services are provided, records should be created any time an appointment is scheduled (whether first appointment or rescheduled appointment) and should include the following elements:

o Time and date when interaction occurred o ID and location of Contractor employee providing service (if applicable) o Length of service transaction (if applicable) o Time, date, and location of appointment o Type of appointment (e.g., interview or OFC) o Whether or not applicant appeared o Comment field

• In instances where fee collection services are provided, records should include the following elements:

o Time, date, amount, method, and location of transaction o Time and date of deposit into USG account o ID and location of Contractor employee providing service (if applicable) o Comment field

• In instances where document delivery services are provided, to include travel documents being delivered to the US and to the applicant, records should include the following elements:

o ID and location of Contractor employee handling an applicant’s documents o Courier tracking number (if applicable, including vendor designator) o Time, date and location of document departure from point of origin o Time, date and location of document arrival at final point of destination o Comment field

• In instances where offsite data collection services are provided, records should include the following elements:

o Time, date, and location of transaction o Length of service transaction o ID of Contractor employee performing biometric data collection o Comment field

• Cases must be linked to or must reference related applications, as in the case of multiple applicants from the same household.

• Data must be submitted by the contractor daily or as specified by task order, as agreed upon with the Government.

• The data should provide a reference to searchable, archived phone recordings (for call centers) and CCTV recordings (for Offsite Facilitation Centers) of the applicant’s interactions with contractor staff.

• In addition to records and data fields stated above, the contractor will provide contract performance and quality data required to assess incentives and disincentives [see Section J, Listing of Attachments, Attachment E, GSS Notional Metrics].

D.2 GSS Notional Data Definition for Data Fields

GSS 2.0, SECTION J, ATTACHMENT D - GSS Notional Data Definition for Data Fields (does not include data elements specific to performance metrics)

FIELD DATA TYPE SPECIAL FORMAT

PRE-

POPULATED

SELECTION

REQUIRED

DESCRIPTION

Applicant ID Varchar2 (30) Required. To be assigned by contractor

Contractor Unique ID

Surname Varchar2 (33) Required. If there is only one name known for the person, it should be entered in the Surname field regardless of whether it is the applicant’s given name. In this event, First Name Unknown (FNU) should be entered in the Given Name field. This field allows one space between names. No hyphens, apostrophes or leading or trailing spaces. No titles such as Mr., Mrs., or Dr. should be entered in this field.

Applicant Last Name

Given Name Varchar2 (33) See comment for Surname field. If there is only one name known for the person, it should be entered in the Surname field regardless of whether it is the applicant’s given name. In this event, FNU should be entered in the Given Name field. One space between names is permitted, but do not accept hyphens, apostrophes or leading or trailing spaces.

Applicant First Name

Nationality Varchar2 (50) Required. To be validated against USG codes. USG provided.

Y Nationality Code. 9 FAM 102.5.

DOB Date DD–MMM–YYYY. The day must be two digits, for example, 05. The month and day are optional. Use blank spaces as placeholders if the month and day are not available. The year must be within 110 years from the current date.

Applicant Date of Birth

POB City Varchar2 (50) To be validated against USG codes.

The city of the applicant’s place of birth.

POB Country Varchar2 (50) To be validated against USG codes.

Y The country of the applicant’s place of birth.

Gender Varchar2 (1) M or F Y Male or Female Passport Number Varchar2 (30) May have leading zero. This field will not accept special characters or leading or trailing spaces. Spaces between characters are allowed. Required for NIV applicants, optional for BCC applicants. Validate length based on country's standard.

Applicant's Passport number.

Passport Country Varchar2 (50) To be validated against USG codes.

Y The country that issued the applicant’s passport.

Passport Place of Issue Varchar2 (50) To be validated against USG codes.

Y The location where the passport was issued.

Issued Date Date DD–MMM–YYYY.

Minimum 1/1/1900;

maximum SYSDATE. This date cannot be greater than the current system date or more than 50 years in the past from the current date

The date the applicant’s passport was issued.

Expires Date DD–MMM–YYYY. Greater than SYSDATE. Date should be equal to or greater than the current system date, and it should not be greater than 50 years from the current date.

The passport expiration date.

Address Line 1 and Line 2 Varchar2 (50) The applicant’s address information.

Address City Varchar2 (30) he city of the applicant’s address information.

State/Province Varchar2 (20) The state or province where the applicant resides.

Postal Code Varchar2 (10) Validate based on country's standard.

The postal code of the applicant’s state, country, or province.

Email Address Varchar2 (50) Entry shall be validated by vendor based on e-mail standards. The e-mail address can be in upper and lower case.

The applicant’s e-mail address.

Telephone (Home) Varchar2 (20) Shall be configured for valid phone number based on country's standards.The field shall not accept all zeros

The applicant’s home telephone number.

Telephone (Work) Varchar2 (20) Shall be configured for valid phone number based on country's standards. The field shall not accept all zeros

The applicant’s work telephone number.

Telephone (Other) Varchar2 (20) Shall be configured for valid phone number based on country's standards.

Other telephone numbers the applicant may have (for example, cellular/mobile telephone).

Consular Post Code Varchar2 (3) USG provided. To be validated against USG Codes.

Y Consular Post Code. 9 FAM 1.02.5

Country Code Varchar2 (4) USG Provided. To be validated against USG Codes.

Y The country where the applicant resides.

Visa Class Varchar2 (4) Y Visa class for which the applicant is applying.

Contact Surname (in U.S.) Varchar2 (33) A person in the U.S. who can be reached if the applicant cannot be reached.

Contact Given Name (in U.S.) Varchar2 (33) Contact Telephone (Home) Varchar2 (20) Shall be configured for valid phone number based on country's standards.

The contact person’s telephone number.

IV Petitioner Surname Varchar2 (75) May contain special characters.

IV Petitioner Surname

IV Petitioner Given Name Varchar2 (75) May contain special characters.

IV Petitioner Given Name

NIV Visa Case ID Varchar2 (17) Shall be validated by vendor based on standard length of NIV Case ID or USG data, if available.

IV Visa Case ID Varchar2 (17) Shall be validated by vendor based on standard length of

Date Previous NIV Visa Expired Date DD–MMM–YYYY

DS 160 Barcode Number Varchar2 (10) Shall be validated by vendor based on standard length of

DS 260 Barcode Number Varchar2 (10) Shall be validated by vendor based on standard length of

IP Address - Used to Add Applicant Varchar2 (250)

Shall be configured to be a valid IP address

IP Address of the device used to access vendor's system

Embassy/Consulate where applicant will apply

Varchar2 (3) To be validated against USG codes.

Y

Contractor Location Varchar2(50) Y In instances where information services are provided, records should include the following elements:

User ID Varchar2 (30) Case Created Date & Time Date DD–MMM–YYYY Embassy/Consulate where applicant will apply

Varchar2 (3) To be validated against USG codes

Y

Contractor Location Varchar2(50) Y

Length of service transaction Number Comment Varchar2(250) Free form text In instances where appointment services are provided, records should be created any time an appointment is scheduled (whether first appointment or rescheduled appointment) and should include the following elements:

User ID Varchar2 (30) Case Created Date & Time Date DD–MMM–YYYY Embassy/Consulate where applicant will apply

Varchar2 (3) To be validated against USG codes.

Contractor Location Varchar2 (50)

Length of service transaction Number Comment Varchar2

(250) Free form text

Appointment Date Date DD-MMM-YYYY Interview Date Appointment Time Date HH24:MI Appointment Site Varchar2 (3) To be validated against USG codes Appointment Office Name Varchar2 (50) Y Appointment Type Varchar2 (20) Y Comment Varchar2(250) Free form text In instances where fee collection services are provided, records should include the following elements:

Collection User ID Varchar2 (30) Collection Date & Time Date DD–MMM–YYYY Deposit User ID Varchar2 (30) Deposit Date & Time Date DD–MMM–YYYY Payment Amount Number(14,

2) U.S. dollar.

Contractor Location Varchar2(50) Y Comment Varchar2(250) Free form text Payment Location Varchar2 (50) Y Applicant Unique ID Number Varchar2 (30) Payer's Specific Unique ID Number Varchar2 (30)

Appropriation Code Associated with fee type

Varchar2 (30)

Exchange Rate Number Fee collection type Varchar2 (50) Specify type. (i.e. cash, credit, ETF, etc.)

Y Standard fee collection method

In instances where document delivery services are provided, records should include the following elements:

User ID Varchar2 (30) Pickup Date & Time Date DD–MMM–YYYY Embassy/Consulate where applicant will apply

Varchar2 (3) To be validated against USG codes

Y

Contractor Location Varchar2(50) Y Courier Company Name Varchar2 (50) Y Courier Tracking Number Varchar2 (20) Document Departure Site Code Varchar2 (3) Document Departure Date & Time Date DD–MMM–YYYY

Document Arrival Location Varchar2 (50) Y Document Arrival Date & Time Date DD–MMM–YYYY Y Comment Varchar2(250) Free form text In instances where offsite data collection services are provided, records should include the following elements:

User ID Varchar2 (30) Date & Time Date DD–MMM–YYYY Embassy/Consulate where applicant will apply

Varchar2 (3) To be validated against USG codes

Y

Contractor Location Varchar2(50) Y Location of Activity Varchar2 (50) Y

Length of service transaction Number Comment Varchar2(250) Free form text