06 DHA Contractor Common Access Card (CAC) Request Process.pdf

Defense Health Agency (DHA) Contractor Common Access Card

(CAC)

Request Process

Version: 2.1 January 2018

Prepared By:

DHA Mission Assurance Branch

Personnel Security Office

Contractor CAC Request Process Defense Health Agency (DHA)

Version 2.1 Page 2 of 15 January 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

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.

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4.0 Example Data

4.1 Column A through Column I

4.2 Column J through Column Q

Column A: Enter the Applicant(s) 9-digit ID Number without any hyphens. Note: If the ID Number begins with ‘0’, the spreadsheet will automatically hide the ‘0; however, it will still be recognized during the upload.

Column B: Enter the Applicant(s) type of ID in a 3-letter abbreviation Column C: Enter “submit” for each Applicant Column D: If the Applicant(s) is a Foreign National, enter the Country’s ISO Code in a 3-letter abbreviation. If the Applicant(s) is not a Foreign National, the cell can be left blank.

Column E: If the Applicant(s) is a Foreign National, enter the Applicant(s) unique Foreign National ID Number. If the Applicant is not a Foreign National, the cell can be left blank.

Column F: Enter the Applicant(s) last name Column G: Enter the Applicant(s) first name Column H: Enter the Applicant(s) middle initial Column I: Enter the Applicant(s) cadency. If the Applicant(s) does not have relatives with the same name, the cell can be left blank.

Column J: Enter the Applicant(s) gender in a 1-letter format.

Column K: Enter the Applicant(s) Date of Birth in a YYYY-MM-DD format.

Column L: Enter the Applicant(s) State Code/Abbreviation of Place of Birth in a 2-letter format. If the Applicant(s) was not born in the United States, enter XX.

Column M: Enter the Applicant(s) Country Code/Abbreviation of Place of Birth

Column N: Enter the Applicant(s) Full Name of Country of Place of Birth Column O: Enter the Applicant(s) Country Code/Abbreviation of Citizenship Column P: Enter the Applicant(s) Full Name of Country of Citizenship Column Q: Enter the Applicant(s) personnel category. You must select one of the nine options listed in Section 1.0.

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4.3 Column R through Column AB

4.4 Column AC through AG

Column R: Enter the Applicant(s) Contract Expiration Date in the YYYY-MM-DD format. This Cell will be the same information as Cell

AU.

Column S: Enter the Applicant(s) email address.

Column T: Enter the Applicant(s) primary phone number entered in a 10-digit (##########) format. Do not use spaces, hyphens or parenthesis.

Column U: Enter the Applicant(s) Company Street Address (line 1).

Column V: Enter the Applicant(s) Company Street Address (line 2).

Column W: Enter the Applicant(s) Full Name of City of Company Street Address.

Column X: Enter the Applicant(s) State Code/Abbreviation of Company Street Address in a 2-letter format.

Column Y: Enter the Applicant(s) Full Name of State of Company Street Address.

Column Z: Enter the Applicant(s) Zip Code of Company Street Address in the ZIP+4 format. If the “+4” digits are not known, enter “0000” (i.e.

23455-0000).

Column AA: Enter the Applicant(s) Country Code/Abbreviation of Company Address.

Column AB: Enter the Applicant(s) Full Name of Country of Company Address.

Column AC: Enter the Applicant(s) personnel category. Columns Q and AC should be the same.

Column AD: Enter the Applicant(s) Sponsor Agency. This will always be Department of Defense.

Column AE: Enter the Applicant(s) Sponsor’s or TA’s phone number in a 10-digit (##########) format.

Column AF: Enter the Applicant(s) Sponsoring Office. This will always be Department Of Defense.

Column AG: Enter the Applicant(s) Sponsor’s or TA’s email address.

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4.5 Column AH through Column AO

4.6 Column AP through Column AX

Column AH: Enter the Applicant(s) Sponsoring Office Street Address (line 1). This will always be 7700 Arlington Boulevard.

Column AI: Enter the Applicant(s) Sponsoring Office Street Address (line 2). Not applicable for DHA.

Column AJ: Enter the Applicant(s) Full Name of City of Sponsoring Office Street Address. This will always be Falls Church.

Column AK: Enter the Applicant(s) State Code/Abbreviation of Sponsoring Office Street Address in a 2-letter format. This will always be VA.

Column AL: Enter the Applicant(s) Full Name of State of Sponsoring Office Street Address. This will always be VIRGINIA (must be all capitalized).

Column AM: Enter the Applicant(s) Zip Code of Sponsoring Office Street Address in the ZIP+4 format. This will always be 22042-0000.

Column AN: Enter the Applicant(s) Country Code/Abbreviation of Sponsoring Office Street Address. This will always be USA.

Column AO: Enter the Applicant(s) Government Agency. This will always be Defense Health Agency.

Column AP: Not applicable. This cell can be left blank.

Column AQ: Not applicable. This cell can be left blank.

Column AR: Not applicable. This cell can be left blank.

Column AS: Not applicable. This cell can be left blank.

Column AT: Enter the Applicant(s) 13-digit Contract Number that he or she is associated with. Do not use hyphens.

Column AU: Enter the Applicant(s) Contract Expiration Date associated with the Contract Number entered in a YYYY-MM-DD format Column AV: Enter the Applicant(s)/Contract Primary Work Location – Full Name of City Column AW: Enter the Applicant(s)/Contract Primary Work Location – State Code/Abbreviation entered in a 2-letter format Column AX: Enter the Applicant(s)/Contract Primary Work Location – Country Code/Abbreviation.

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5.0 Submitting the Batch Processing Tool for Processing

• Prior to completing the Excel spreadsheet, the FSO will ensure the Applicant(s) has an initiated or current investigation with his or her respective DHA e-QIP Point of Contact

(POC).

• Once the DHA e-QIP POC verifies the status of the investigation and takes ownership of the Applicant(s) in JPAS, the DHA e-QIP POC will notify the FSO that the Applicant(s) can be submitted for a CAC.

• The FSO will then complete the Excel spreadsheet with the Applicant(s) data and send it via the Safe Access File Exchange (SAFE) application (safe.amrdec.army.mil/safe) to the DHA TASS Mailbox (dha.tass@mail.mil) for processing.

• Applicant(s) will be notified only after the TA approves or denies their applications.

mailto:dha.tass@mail.mil

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6.0 Validation Rules and Description

Column Column Header Validation Rule Example

A $id

Enter the Applicant(s) 9-digit ID number without hyphens Note: If the ID Number begins with ‘0’, the spreadsheet will automatically hide the ‘0;

however, it will still be recognized during the upload.

858651301

B $idtype Enter the 3-letter abbreviation for the type of ID used

SSN (Social Security Number) FIN (Federal Identification Number)

C $txn This cell will always be “submit” in order to submit the request into TASS submit

D $foreignNationalCountry

If the Applicant(s) is not a foreign national, this cell can be left blank.

If the Applicant(s) is a foreign national, enter the 3-letter ISO Country Code.

https://countrycode.org/

IND (Indonesia)

E $foreignNationalIdNumber

If the Applicant(s) is not a foreign national, this cell can be left blank.

If the Applicant(s) is a foreign national, enter the Applicant(s) unique Foreign National ID Number.

PPRRSSDDMMYYXXXX (IND has a unique 16-digit number for each citizen)

F $last Applicant(s) full last name Doe G $first Applicant(s) full first name Jonathon H $middle Applicant(s) middle initial J

I $cadency

Applicant(s) order of birth if a relative has the same name. Enter as a numeral.

Leave blank if not applicable to Applicant(s).

I or II or III

J $gender Applicant(s) gender in one-letter format.

M (Male) F (Female) https://countrycode.org/

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K $bdate Applicant(s) birth date entered in YYYY-MM-DD format 1975-02-09

L $bstatecode

State Code/Abbreviation of Applicant(s) Place of Birth. If the Applicant(s) was not born in the United States, enter XX.

MN

M $bcountrycode Country Code of Applicant(s) Place of Birth https://countrycode.org/ USA

N $bcountry Full Name of Country of Applicant(s) Place of Birth United States

O $ctzcountrycode Country Code of Applicant(s) Citizenship https://countrycode.org/ USA

P $ctzcountry Full Name of Country of Applicant(s) Citizenship United States

Q $personnelcategory

Enter one of the following nine personnel options:

• 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

DoD and Uniformed Service Contractor

R $cardenddate Applicant(s) associated Contract 2018-08-01

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Expiration Date entered in YYYY- MM-DD format. This will always match the information in Cell AU.

S $email Applicant(s) primary email address jonjdoe@email.com

T $hphone Applicant(s) primary phone number entered in a 10-digit (##########) format (numbers only)

2343143330

U $hstreet1 Applicant(s) Company Street Address (line 1) 1112 Adam Drive

V $hstreet2 Applicant(s) Company Street Address (line 2) - if there is not a second line, leave blank.

Apt 31

W $hcity City of Applicant(s) Company Address Rock Island

X $hstatecode State Code/Abbreviation of Applicant(s) Company Address IL

Y $hstate Full Name of State of Applicant(s) Company Address Illinois

Z $hzipcode

Zip Code of Applicant(s) Company Address entered in ZIP+4 format. 12345-1112

If you are unsure of the final four numbers of the extended zip code, enter four zeros at the end.

12345-0000

AA $hcountrycode Country Code of Applicant(s) Company Address USA

AB $hcountry Full Name of Country of Applicant(s) Company Address United States

AC

Enter one of the following nine personnel options: (*Must match what was entered in Column Q)

• Affiliated Volunteers (requiring

DoD Network access)

DoD and Uniformed Service Contractor

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• 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

AD $agency This column will always be “Department Of Defense” Department Of Defense

AE $sphone Phone Number of the FSO’s TA or Sponsor entered in a 10-digit (##########) format (numbers only)

2345678902

AF $sponsor Name of the Sponsoring Office. This column will always be “Defense Health Agency”

Defense Health Agency

AG $semail Email address of the FSO’s TA or Sponsor Sponsor2@email.com

AH $sstreet1 Sponsoring Office Street Address (line 1). This will always be “7700 Arlington Boulevard”

7700 Arlington Boulevard

AI $sstreet2 Sponsoring Office Street Address (line

2) – if there is not a second line, leave blank.

AJ $scity City of Sponsoring Office. This will always be “Falls Church” Falls Church

AK $sstatecode State Code/Abbreviation of Sponsoring VA

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Office entered in a 2-letter format.

This will always be “VA”.

AL $sstate

Full Name of State of Sponsoring Office. This will always be

“VIRGINIA”. IT MUST BE ALL

CAPITALIZED.

VIRGINIA

AM $szipcode

Zip Code of Sponsoring Office entered in ZIP+4 format. If you do not know the +4 code, ZIP+0000. This will always be “22042-0000”.

22042-0000

AN $scountrycode Country Code of Sponsoring Office.

This will always be “USA”. USA

AO $govagency This column will always be “Defense Health Agency” Defense Health Agency

AP $volunteertypecd Not Applicable – leave blank.

AQ $foreignaffiliatetypecd Not Applicable – leave blank.

AR $personnelVettingStatus Not Required – leave blank.

AS $contractortypecd Not Required – leave blank.

AT $contractnum Contract Number associated with the Applicant(s) entered in a 13-digit format

DODAAC12A1111

AU $contractend Contract Expiration Date associated with the Contract Number entered in a YYYY-MM-DD format

2018-08-01

AV $dutycity Applicant(s)/Contract Primary Work Location – Full Name of City Dallas

AW $dutystatecode Applicant(s)/Contract Primary Work Location – State Code/Abbreviation entered in a 2-letter format

TX

AX $dutycountrycode Applicant(s)/Contract Primary Work Location – Country Code USA

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