Attachment 9 CAC Process V 2.2.pdf

Defense Health Agency (DHA) Contractor Common Access Card

(CAC)

Request Process

Version: 2.2 July 2018

Prepared By:

DHA Mission Assurance Branch

Personnel Security Office

Contractor CAC Request Process Defense Health Agency (DHA)

Version 2.2 Page 2 of 14 July 2018

REVISION HISTORY

Revision Date Type Change Created/Revised By Change Summary

0.1 02/13/2017 A J. Kotowski Baseline Document.

0.2 02/21/2017 U J. Kotowski Edits based on review by Y. Scott.

1.0 02/24/2017 U J. Kotowski Final version.

1.1 04/11/2017 U J. Kotowski

1.2 04/24/2017 U J. Kotowski Updated Country Code from ‘US’ to ‘USA’

2.0 12/19/2017 U J. Kotowski Updated Columns AF and AL; Added Column AR

2.1 01/08/2018 U J. Kotowski Updated the information re: inputting the Subject’s Social Security Number

2.2 07/31/2018 U J. Kotowski Updated Page 13, Column

AF to “Department of Defense”

Type Change: A – Addition, D – Deletion, M – Moved, U – Updated

Contractor CAC Request Process

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TABLE OF CONTENTS

1.0 Introduction

2.0 About the Batch Processing Tool

3.0 Completing the Batch Processing Tool

4.0 Example Data

4.1 Column A through Column I

4.2 Column J through Column Q

4.3 Column R through Column AB

4.4 Column AC through AG

4.5 Column AH through Column AO

4.6 Column AP through Column AX

5.0 Submitting the Batch Processing Tool for Processing

6.0 Validation Rules and Description

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1.0 Introduction

The Defense Manpower Data Center (DMDC) created a tool, known as the High-Volume Data Feed (HVDF) Batch Processing Tool, which can process high-volume Trusted Associate Sponsorship System (TASS) applications that will significantly reduce the turn-around time for approving and processing TASS applications. As a web-based system, TASS allows the following populations to apply for a Common Access Card (CAC) or other governmental credential electronically through an approved DoD web application:

Affiliated Volunteers (requiring DoD Network access)

DoD and Uniformed Service Contractor

Foreign Affiliate

Non-DoD Civil Service Employee

Non-DoD Presidential Appointee

Non-Federal Agency Civilian Associate

Non-US Non-Appropriated Fun (NAF) Employee

OCONUS Hire

Other Federal Agency Contractor Notes:

With the implementation of the High-Volume Data Feed (HVDF) Batch Processing Tool, DHA Standard Form 33 will become obsolete and Facility Security Officers (FSOs) will be required to accurately complete and securely submit the Batch Processing Tool Spreadsheet [DMDC_TASS_ApplicationForCAC.xls] to dha.tass@mail.mil.

o Exceptions to this requirement will be granted by a TA on a case-by-case basis.

After approving the individual applications, the Applicant will receive an email with instructions to obtain his or her CAC. The Applicant must report to the nearest RAPIDS Issuing Facility within 89 days or the TASS Application Process will need to be reinitiated.

2.0 About the Batch Processing Tool

The HVDF Batch Processing Tool is a Microsoft Excel spreadsheet that consists of 50 possible data entry fields per Applicant.

Up to 25 Applicants can be listed in one spreadsheet. Each Applicant should be listed on separate rows.

While completing the spreadsheet, do NOT attempt to edit the first or second rows of the spreadsheet – the upload will fail if this data is altered in any way.

The FSO is responsible for entering the Applicant(s) data in the correct format as outlined in this user manual. If the file fails to upload into TASS, the spreadsheet will be returned to the FSO for corrective action.

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The HVDF Batch processing tool will also be used to initiate CAC renewals.

3.0 Completing the Batch Processing Tool

The FSO will prepare the Applicant(s) data using the DMDC_TASS_ApplicationForCAC.xls spreadsheet as received from his or her respective TA. As previously stated, do NOT attempt to modify or alter the text in Rows 1 and 2, as these fields map to metadata fields in the TASS application.