Appendix_B_-_U_S__Repatriation_Program_Routine_Repatriation_Process_Map_FEB25_0001.pdf
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- Solicitation number
- DOIDFBO250042
About this file
The document is a comprehensive Routine Repatriation Process Map detailing the step-by-step workflow for the U.S. Repatriation Program across four stages: Pre-Arrival, Arrival, Case Management, and Case Closure. The process map uses swimlanes to illustrate the roles and actions of multiple entities including the Repatriate, State/Local Service Providers (LSP), Department of State (DOS), Consular Affairs (CA), Office of Human Services Emergency Preparedness and Response (OHSEPR), Program Support Center (PSC), and other stakeholders.
The map meticulously tracks each procedural step, from initial repatriation request through travel arrangements, arrival processing, service provision, and eventual case closure. Key processes include eligibility determinations, loan applications (DS-3072), travel booking, needs assessments (RR-05/RR-06), case management planning, potential service extensions, debt management, and final case closure. Decision points are clearly mapped with branching paths for scenarios like information requests, approval/rejection of services, and handling of program-related debt, providing a comprehensive visual guide to the repatriation workflow.
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| Sol_DOIDFBO250042_Amd_0001.pdf | ||
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| RFI_Attach_2_Industry_Task_Area_Feedback_Template_2_(Post).docx | DOCX document | |
| RFI__DOIDFBO250042___HHS_ACF_Repatriation_(Post).docx | DOCX document |
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Routine Repatriation Process Map: How to Read
The Routine Repatriation Process Map contains four pages: 1) Pre-Arrival, 2) Arrival, 3) Case Management, and 4) Case Closure. Each page includes an illustratrion with the process flow for the corresponding routine repatriation stage.
Key aspects of the routine repatriation process are represented in the Process Map by the elements described below.
Key: Process Map Shape ColorKey: Process Map Shape Color
3. Shapes – Action Type Shapes represent discrete, chronological activities completed by routine repatriation entities throughout the process. Several different shapes are used throughout the Process Map to indicate specific types of actions. Each shape is also color-coded to further delineate the entity responsible for the action.
Key: Process Map Shapes
3. Shapes – Action Type Shapes represent discrete, chronological activities completed by routine repatriation entities throughout the process. Several different shapes are used throughout the Process Map to indicate specific types of actions. Each shape is also color-coded to further delineate the entity responsible for the action.
Key: Process Map Shapes
1. Swimlanes – Entity Swimlanes are horizontal rows that represent routine repatriation entities. The shapes contained in the swimlane are actions completed by the specific entity indicated in the swimlane label.
Example Swimlane (Repatriate)
1. Swimlanes – Entity Swimlanes are horizontal rows that represent routine repatriation entities. The shapes contained in the swimlane are actions completed by the specific entity indicated in the swimlane label.
Example Swimlane (Repatriate)
2. Arrows – Flow of Decisions & Information Arrows in the Process Map indicate the progression among actions, flow of information, and handoffs between entities. Arrows following key decisions branch to indicate the resulting action based on the outcome of the decision.
Example Decision Arrows
Makes DS-3072 determination
Determines whether additional info needed
Requests more info from PostYes
No
2. Arrows – Flow of Decisions & Information Arrows in the Process Map indicate the progression among actions, flow of information, and handoffs between entities. Arrows following key decisions branch to indicate the resulting action based on the outcome of the decision.
Example Decision Arrows
Makes DS-3072 determination
Determines whether additional info needed
Requests more info from PostYes
No
Repatriate DOS Post DOS CA OHSEPR State PSC
U.S. Repatriation Program Routine Repatriation Process MapU.S. Repatriation Program Routine Repatriation Process Map R e p a tr ia te
R e p a tr ia te
S ta te /L
S P
S ta te /L
S P
D O
S C
A D
O S
C A
O H
S E P
R O
H S
E P
R D
O S
P o st D
O S
P o st F u n ct io n
F u n ct io n
Start Requests repatriation to U.S.
Conducts preliminary interview with potential repatriate
Makes eligibility determination for
DOS loan
Presents DS-3072 to potential repatriate
Completes or refuses DS-3072
Completes DS-3072
Makes DS-3072 determination
Provides necessary resources to potential repatriate
Completes repatriation cable
Completes and signs form
Eligible
Approves
Shares cable with
CA
Reviews cable Refers case to
OHSEPR
Decides if additional info needed
Requests more info from CA
Makes eligibility determination for
HHS loan
Opens case for the repatriate
Shares signed DS- 3072 with Post
Requests info from Post
Gathers requested info
Shares requested info with CA
Shares requested info with OHSEPR
Reviews referral
Reviews DS-3072
Yes
No
Eligible
Notifies Post of approval
Refers case to state/LSPs
Decides if additional info needed
Requests more info from OHSEPR
Reviews referral Convenes repatriation team
Yes
Requests more info from CA
Requests info from Post
Gathers requested info
Shares requested info with CA
Shares requested info with OHSEPR
Shares requested info with state/LSPs
No
Develops arrival plan (with state/LSPs)
Shares arrival plan with CA
Develops arrival plan (with OHSEPR)
Shares arrival plan with Post
Reviews arrival plan
Reviews arrival plan
Shares any comments/ questions on arrival plan with CA
Shares any comments/questions on arrival plan with
OHSEPR
Books repatriate’s travel
Shares travel itinerary with
OHSEPR
Shares travel itinerary with state/
LSPs Finalizes arrival plan
Finalizes arrival plan
Shares finalized arrival plan with CA
Shares finalized arrival plan with
Post
Provides repatriate with travel guidance
Supports repatriate’s local transport
Begins travel to U.S.
Presents PAW to potential repatriate
Signs or refuses
PAW
Continues collecting information about potential repatriate
Signs or refuses PAW
Shares travel itinerary with CA
Stop
StopNotifies Post of rejection
Tracks repatriate’s travel to U.S.
Stop
Refuses form
Shares DS-3072 with CA
Tracks repatriate’s travel to U.S.
Rejects
Notifies CA of rejection
Ineligible
Notifies Post of rejection Stop
Determines whether additional info needed
Requests more info from Post
Gathers requested info
Shares requested info with CA
Yes
No
2 2 4
8 9 98 10 11 11 13 13 15 2015 18 18 19 23 24 26
12 13 13 13 13 15 15 17 18 20 229
15 15 16 17 20 21 22 27
15 15 16
Ineligible
Makes changes to arrival plan and/or provides answers to questions
Comments/questions on arrival plan
No comments/questions on arrival plan
Makes changes to arrival plan and/or provides answers to questions
Proceed to Stage 2:
Arrival
Notifies CA of approval
U.S. Repatriation Program Routine Repatriation Process MapU.S. Repatriation Program Routine Repatriation Process Map e p a tr ia te
R e p a tr ia te
S ta te /L
S P
S ta te /L
S P
O H
S E P
R O
H S
E P
R
Arrives at POE
Meets repatriate at arrival location
Continues to final destination via U.S.
domestic travel
Arrives at final destination
Provides repatriate with Program information
Presents repatriate with RR-05/RR-06
Confirms arrival plan meets repatriate’s immediate needs
Signs or refuses
RR-05/RR-06
Performs needs assessment
Shares needs assessment and signed RR-05 with
OHSEPR
POE is final destination
Develops case management plan
Provides immediate services to repatriate
Develops case management plan
Confirms reception of repatriate with
OHSEPR
Notifies OHSEPR of refusal
Shares signed RR- 06 with OHSEPR
POE is not final destination
Proceed to Stage 3: Case Management
Signs RR-06
Refuses signature entirely
Signs RR-05
Stop
Stop
28 29 30
31 32 32
36 37 38 39
U.S. Repatriation Program Routine Repatriation Process MapU.S. Repatriation Program Routine Repatriation Process Map e p a tr ia te
R e p a tr ia te
S ta te /L
S P
S ta te /L
S P
O H
S E P
R O
H S
E P
R
Accesses Program services
Implements case management plan, providing services to repatriate
Completes RR-07 to request temporary assistance extension
Shares RR-07 with
OHSEPR
Notifies repatriate of approval
Oversees implementation of case management plan
Reviews extension request
Notifies state/LSPs of approval Proceed to
Stage 4: Case Closure
Notifies state/LSPs of rejection
Notifies repatriate of rejection
Repatriate does not require extension
Repatriate requires extension
Rejects
Determines length of time for extension
Approves Determines if additional information needed
Requests info from repatraite
Shares requested info with OHSEPR
Makes extension determination
Yes
No
40 41 41
U.S. Repatriation Program Routine Repatriation Process MapU.S. Repatriation Program Routine Repatriation Process Map e p a tr ia te
R e p a tr ia te
S ta te /L
S P
S ta te /L
S P
O H
S E P
R O
H S
E P
R P
S C
P S C
D O
S D
O S
Reviews case closure recommendation
Identifies that repatriate meets case closure critiera
Notifies OHSEPR of case closure recommendation
Makes case closure determination
Notifies state/LSPs of determination
Repatriate meets closure critera
Repatriate does not meet closure critera
Sends closing letter to repatriate
Completes RR-04 for all expenses
Shares RR-04 with OHSEPR within 30 days of case closure
Reviews reimbursement package
Identifies total amount of repatriate’s HHS loan
Submits repatriate’s Program debt to
PSC
Reviews Program debt information
Records repatriate’s debt in Debt
Management and Collection System
(DMCS)
Sends demand letter(s) to repatriate
Decides how to respond to debt
Completes RR-03 to request waiver/ deferral
Shares RR-03 with
OHSEPR
Reviews waiver/ deferral request
Determines if additional information needed
Requests info from repatraite
Shares requested info with OHSEPR
Makes waiver/ deferral determination
Notifies PSC
Notifies PSC
Notifies PSC
Notifies repatriate of deferral approval
Waives debt
Defers debt
Notifies repatriate of denial
Repays Program debt
Makes no payment
Decides to repay
Decides to request waiver/deferral
Decides not to repay by 61-day deadline
Reports delinquent consumer debts
Notifies repatriate of waiver approval Stop
Yes
No
Approves waiver
Approves deferral
Denies waiver or deferral
Stop
Submits reimbursement requests to OHSEPR within 30 days of case closure
43 43 45 45
44 44
47 47 48
49 49 49
Stop
Go back to Step 40 in
Stage 3: Case Management
Closes repatriate’s case
Notifies state/LSPs of determination
| f142b669-d860-4471-90a8-d72c0cadafbd.vsdx |
| How to Read |
| Pre-Arrival |
| Arrival |
| Case Management |
| Case Closure |
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