Attachment_2_SPOT_Contractor_Guide.pdf

System User Manual (SUM) for:

Synchronized Predeployment & Operational Tracker - Enterprise Suite (SPOT-ES): Contractor Company User

Release 8.11

Version 43.0

June 2019

Perspecta

13600 EDS Drive Herndon, VA 20171

SPOT-ES 8.11: Contractor Company User Manual

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AMENDMENT HISTORY

Document

Version Date Revision Description

1.0 August 2007 Initial Draft

2.0 November 2007 Revised version per the system’s dot releases and overall edits

3.0 March 2008 Incorporated functionality changes for SPOT 6.1 Release

4.0 June 2008 Incorporated Contractor Release and Company Change

5.0 January 2009 Incorporated functionality changes for SPOT 6.1.11 and

6.1.15 Releases

6.0 March 2009 Incorporated functionality changes for SPOT 6.1.16 Release

7.0 August 2009 Incorporated functionality changes for SPOT 6.1.20 Release

8.0 September 2009 Incorporated functionality changes for SPOT 6.1.21 Release

9.0 October 2009 Incorporated functionality changes for SPOT 6.1.22 Release

10.0 November 2009 CENTCOM FRAGO 09-1451 MOD 2 Contractor Theater

Entrance Requirements 31 Oct 09 – clarifies requirements for SPOT use and Letters of Authorizations (LOAs)

11.0 March 2010 Incorporated functionality changes for SPOT 6.1.23 Release

12.0 September 2010 Incorporated functionality changes for SPOT 7.0 Release

13.0 November 2010 Incorporated functionality changes for SPOT 7.1 Release

14.0 February 2011 Incorporated functionality changes for SPOT 7.1.1 Release

15.0 August 2011 Incorporated functionality changes for SPOT 7.2 Release

16.0 November 2011 Incorporated functionality changes for SPOT 7.3 Release

17.0 March 2012 Incorporated functionality changes for SPOT 7.3.1 Release

18.0 April 2012 Incorporated functionality changes for SPOT 7.3.2 Release

19.0 August 2012 Incorporated functionality changes for SPOT 8.0 Release

20.0 October 2014 Incorporated functionality changes for SPOT 8.1 Release

21.0 November 2014 Incorporated functionality changes for SPOT 8.2 Release

22.0 March 2015 Incorporated functionality changes for SPOT 8.3 Release

23.0 August 2015 Incorporated functionality changes for SPOT 8.3.1, 8.3.3, and 8.3.4 Release

24.0 September 2015 Incorporated functionality changes for SPOT 8.3.5 Release

25.0 November 2015 Incorporated functionality changes for SPOT 8.4 Release

26.0 February 2016 Incorporated functionality changes for SPOT 8.5 Release

27.0 May 2016 Incorporated changes for SPOT 8.6 Release; removed

Help Desk DSN in text and Contact Us screen print

27.1 August 2016 Added Self-help video link and button to Table 2, Section 1.4

28.0 August 2016 Removed Help Desk DSN in Login screen print

29.0 September 2016 Incorporated changes for SPOT 8.7.0 Release; added Self-help video button to screen prints

30.0 November 2016 Incorporated additional changes for SPOT 8.7.0 Release;

added Steps 2-4 Self-help video buttons to screen prints

31.0 November 2016 Incorporated changes for SPOT 8.7.2 Release

32.0 March 2017 Updated SIPRNet URL

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Document Version Date Revision Description

32.1 May 2017 Updated DoD task order number format help for SPOT

8.7.3.1.5 Release

33.0 November 2017 Updated for SPOT 8.8 Release, including updated JAMMS population of ITAD

34.0 December 2017 Updated for PACOM SOFA

35.0 February 2018 Updated to remove +/-14 day limit and add SOFA Step 2 auto refresh

36.0 April 2018 Updated for additional SPOT Release 8.8 changes: TBC warning message, contract/task order number Help and DOS format, verification checkbox, company name approval, CAC expiration date, and SPOT last login.

37.0 July 2018 Updated for SPOT Release 8.9: Help Desk phone

number, blank ITAD email, person status, Operations Visibility Report, and SOFA page/LOA.

38.0 August 2018 Added “Employee Gender” column to SPOT Operations Visibility Report and updated LOA remarks note.

Updated company name on title page.

39.0 September 2018 Updated for SPOT Release 8.10 changes for multi-TBC country support.

40.0 December 2018 Updated for SPOT Release 8.10 changes for SOFA dependents, DMDC verification, SOFA OVR Report, and OCSIC Affirmation Report. Updated Help Desk phone number.

40.1 January 2019 Updated to gray security clearance fields.

41.0 March 2019 Updated for additional SPOT Release 8.10 changes:

update LOA Details (recalled LOA SOFA changes for Co Admin; duty station site, city, country; remove security clearance info), add Effective Date to Health tab, remove OCSIC columns from OVR, modify OCSIC report description, and update OMB message.

42.0 April 2019 Updated for additional SPOT Release 8.10 changes: add Passport/Visa Report, remove security fields, and update for LOA Details changes.

43.0 June 2019 Updated for SPOT Release 8.11: remove visa columns from OVR, activate Skip to Next Tab button on “Eligibility Requirements”, and update DoS task order format.

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TABLE OF CONTENTS

1 Introduction

1.1 Purpose

1.2 Background

1.3 User Roles

1.4 Icons, Symbols, and Controls in SPOT

1.5 Tabs

1.6 Getting Help with SPOT

1.7 Managing Connection Timeouts

2 Common Features

2.1 Searching for a Duty Station

2.2 Submitting a New Site Request

2.3 Searching for a Job Title/Entering a Job Title

2.4 Searching for a Company

2.5 Requesting a New Company

2.6 Searching for a Government Organization

2.7 Viewing and Exploring an Organization Hierarchy

2.7.1 Viewing an Organization Tree

2.7.2 Viewing a Specific Organization Hierarchy

3 Companies

3.1 Searching for a Company

3.2 Requesting a New Company

4 Contracts and Task Orders

4.1 Searching for a Contract

4.2 Searching for a Task Order

4.3 Adding a Contract

4.4 Adding a Task Order

4.5 Updating Contract Details

4.6 Updating Task Order Details

4.7 Managing Contractor Companies

5 Persons

5.1 Searching for a Person

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5.2 Adding a Person (U.S. Citizen)

5.3 Adding a Person (Foreign National)

5.4 Editing a Person’s Profile

5.5 Releasing a Person from a Company

5.6 Releasing a Person from a Contract/Task Order

5.6.1 Release Only

5.6.2 Release and Reassign

5.7 Affiliating a Person

6 Predeployments

6.1 SPOT System-Generated LOA

6.2 Creating Deployments and Requesting LOAs

6.2.1 Creating Deployments and Requesting LOAs

6.2.1.1 Start Deployment/LOA Workflow

6.2.1.2 Step 1 – Deployment Information

6.2.1.3 Step 2 – Personnel Information

6.2.1.4 Step 3 – Confirm

6.2.1.5 Step 4 – Results

6.2.2 Creating Deployments Only

6.2.3 Requesting LOAs Only

6.3 Searching for LOAs

6.4 Recalling an LOA

6.4.1 Recalling a Single LOA

6.4.2 Bulk Recalling LOAs

6.4.3 Resubmitting a Recalled LOA

6.5 LOAs with Revoked Status

6.6 Updating Eligibility Requirements

6.6.1 Training Information

6.6.2 Health Information

6.6.3 Visa Information

6.6.4 Personal Equipment/Weapons

6.6.5 Clearance Information

6.6.6 Forms

6.6.7 SOFA

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6.7 Adding a Deployment Itinerary

7 Person Lists

7.1 Searching for a Person List

7.2 Creating a Person List

7.3 Managing a Person List

7.4 Copying and Reusing a Person List

7.5 Managing Bookmarks for Person Lists

8 Deployment Templates

8.1 Searching for a Deployment Template

8.2 Creating a Deployment Template

8.3 Modifying a Deployment Template

8.4 Copying and Reusing an Existing Deployment Template

8.5 Managing Bookmarks for Deployment Templates

9 Deployments

9.1 Affirming Deployment Information

9.2 Identifying an Issued Weapon

9.3 Updating SOFA Requirements

9.4 Entering a Person’s In-Theater Arrival Date (ITAD)

9.4.1 Manually Entering the ITAD

9.4.2 Automatically Populating the ITAD

9.4.3 Validating or Changing the Automatically Populated ITAD

9.5 Entering a Person’s Duty Station Check-in Date

9.6 Updating Points of Contact

9.7 Updating Deployment Information

9.8 Referencing Additionally Supported Contracts or Task Orders

9.8.1 Adding Additionally Supported Contracts or Task Orders

9.8.2 Updating Additionally Supported Contracts or Task Orders

9.8.3 Removing Additionally Supported Contracts or Task Orders

9.9 Cancelling a Deployment

9.10 Updating a Person’s Status for a Deployed Person

9.11 Changing a Deployment Duty Station

9.12 Updating Visa Information

10 Redeployments

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10.1 Planning a Redeployment

10.2 Closing Out a Deployment

11 Deployment History and LOAs

11.1 Viewing Deployment History

11.2 Viewing Duty Station History

11.3 Viewing JAMMS Movements

11.4 Viewing and Printing LOAs

12 Equipment

12.1 Searching for Equipment

12.2 Adding Equipment

13 Reports

13.1 Types of SPOT Reports

13.2 Accessing SPOT Reports

13.3 Accessing a Sample Report Generated in SPOT

13.4 Accessing the Operations Visibility Report

13.5 Accessing the OCSIC Affirmation Report

13.6 Accessing the SOFA Operations Visibility Report

13.7 Accessing the Passport/Visa Report

14 Account Information

14.1 Requesting Additional Roles

14.2 Viewing User Information

14.3 Changing a Password

14.4 Adding a Certificate Credential

Appendix A: Getting Started in SPOT

SPOT Registration

Rules of Behavior

SPOT Log in With an Authorized PKI Certificate

SPOT User Name and Password Accounts

SPOT Log in With a User Name and Password Account

Home Page

Menu Bar

Role Context Change

Automated Processes

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Appendix B: Acronyms and Abbreviations

LIST OF TABLES

Table 1. SPOT User Roles and Descriptions Table 2. Icons and Symbols in SPOT Table 3: Deployment Status Icons Table 4: LOA Status and Definitions Table 5: SPOT Deployment States Table 6: SPOT Company Administrator Additional Roles

LIST OF FIGURES

Figure 1: LOA Workflow Figure 2: Page 1 of Sample LOA Figure 3: Page 2 of Sample LOA Figure 4: Contractor Company User Home Page View

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1 Introduction

1.1 Purpose

This document provides Company Administrators with the information required to enter and maintain contract and deployment data for contractor personnel, as well as to create reports pertaining to deployments of company personnel in the Synchronized Predeployment and Operational Tracker (SPOT) application.

1.2 Background

The Synchronized Predeployment and Operational Tracker – Enterprise Suite (SPOT-ES) is the joint enterprise suite of systems employed for the management, tracking, and visibility of contracted capabilities and contractors authorized to accompany U.S. forces overseas. SPOT-ES captures data relating to logistics, operations, planning, and reporting of contractor status, and makes it available to government agency stakeholders.

SPOT-ES consists of three applications: Synchronized Predeployment and Operational Tracker (SPOT), Total Operational Picture Support System (TOPSS), and Joint Asset Movement Management System (JAMMS). JAMMS systems are standalone systems placed in military installations that are currently non-networked. SPOT and TOPSS are hosted on both Non-secure Internet Protocol Router Network (NIPRNet) and Secure Internet Protocol Route Network (SIPRNet) environments.

Notes:

• For information about supported browsers, click the Which browsers can I use with SPOT? link on the SPOT “Login” page.

• Contract and task order number formats that display depend on the contracting agency selected for the contract. Note that some examples in this document for Department of Defense (DoD) agencies may use 4-character task order numbers, but the 13-character format is preferred.

SPOT

SPOT was designated by the Office of the Secretary of Defense (OSD) as the system of record, in accordance with Department of Defense Instructions (DoDI) 3020.41. It is a single, joint enterprise system employed for the management, tracking, and visibility of contractors accompanying U.S. armed forces overseas. It has a standardized front-end user interface for use by defense contractors, government agencies, and the military. SPOT tracks information about contracts and task orders, persons supporting those contracts and task orders, and deployments of those persons. SPOT also produces the Letter of Authorization (LOA) for deployed contractor personnel.

JAMMS

JAMMS is an information technology application developed to capture movement and location information about operating forces, government civil servants, and government contractors in specified operational theaters.

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TOPSS

TOPSS is the reporting and analysis component of SPOT-ES for use by Government employees.

As an ad hoc business intelligence reporting system, TOPSS puts information in the hands of analysts so they can make immediate and effective decisions.

A key benefit of SPOT is its technology integration. SPOT integrates with existing system-of-record applications to provide up-to-date information related to contracts and contractors. For example, SPOT tracks contractor movements through its interface with JAMMS, and validates contractor identity (for U.S. citizens) by interfacing with the Defense Manpower Data Center (DMDC) Defense Enrollment Eligibility Reporting System (DEERS). SPOT also features a graphical user interface (GUI) with intuitive business flows based on user roles.

The following sections provide basic information about SPOT and how it works.

1.3 User Roles

Because SPOT limits access to certain data and functions based on your role, an important part of obtaining a SPOT account is getting the proper role for the work you have to perform. Table 1 lists all user roles available in SPOT and their key distinctions. An asterisk identifies those roles available for assignment to contactor company personnel (*).

Note: Many of the roles identified by an asterisk (*) are limited to being assigned to those support contractor personnel in government offices/agencies.

The focus of this user manual is for the Company Administrator role. Therefore, throughout this document, screenshots are from the perspective of that role, even though contractor personnel may have other roles besides Company Administrator assigned to them.

Note: Available data and functions are based on user roles and the user’s affiliated organizations.

Table 1. SPOT User Roles and Descriptions

Role Name Role Description

Basic Report User * Generates SPOT standard reports for the company or organization with which the user is registered.

Company Administrator * • Manages information (such as personnel and deployment) for contractor company employees.

• Able to create and maintain deployments for persons associated with the company and subcontractor companies through contract or task order relationships.

• Able to request and recall (to a limited extent) LOAs for persons associated with the company and subcontractor companies through contract or task order relationships.

• Able to add and edit Private Security Contractor (PSC) and Contractor-Owned Contractor- Operated (COCO) equipment.

Company Employee (Self Tracker) *

Contractor company employee with the privilege to enter and view the individual’s own basic personal information in

SPOT.

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Role Name Role Description Contracting Administrator * • Government or military employee who creates and manages contract and task order information in SPOT.

• Able to search, add, and update contracts and task orders within the Contracting Offices with which this user is registered or associated.

Contracting Officer (KO) • Government or military employee who creates and manages contract and task order information in SPOT.

• Only role that can assign Authorized Government Services (AGS) and Company billing information to contracts, task orders, and LOAs.

• Able to search, add, and update all contracts and task orders related to this user’s Contracting Office.

• Able to search, review, deny, revoke, recall, and approve LOAs.

• Able to add and update contractor counts Contractor Accountability Government or military administrator who monitors and provides oversight for deployed contractors.

Equipment Manager Able to search, view, and update equipment for any company or contract.

Global Report User Able to create custom reports within SPOT for the organization with which the user is registered.

Government Administrator * • Government or military employee who manages deployment and LOA information in SPOT.

• Able to search, add, and update any person by full Social

Security Number (SSN) or Foreign Identification Number (FIN).

• Able to search, add, and update all contracts and task orders with which the user is registered or associated.

• Able to create and maintain deployments for any persons related to the organization(s) with which the user is registered or associated.

• Able to request LOAs.

Government Administrator with Global Report User

Same permissions as Government Administrator, as well as the ability to create custom reports within SPOT for the organization with which this user is registered or associated.

Government Authority (GA) • Government or military employee who manages deployment and LOA information in SPOT.

• Able to search, request, review, deny, recall, and authorize LOAs.

• Able to search, update, and edit any person by full SSN or FIN.

• Able to search, update, and edit all contracts and task orders related to the organization(s) with which the role is associated.

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Role Name Role Description

• Able to create and maintain deployments.

Government Authority with Global Report User

Same permissions as Government Authority, as well as ability to create custom reports within SPOT for the organization with which this user is associated.

JAMMS Administrator * Responsible for uploading JAMMS files into SPOT.

JAMMS Report User * Accesses JAMMS reports in SPOT only.

Sponsor **

• DoD policy requires a Sponsor to approve and validate the need for users to access the SPOT-ES applications.

• For Contractor Company users, the users should enter their supervisor or someone from their Human Resources (HR) department when registering to access SPOT.

• For the Government and Military user community, the users must enter their Government or Military Supervisor information when registering to access SPOT.

• For individuals requesting a SPOT User Name and Password account, the user must have a Government or Military Sponsor with an active SPOT account to submit the User Name Password Account form and request a SPOT proxy account. All User Name and Password accounts must be approved by the SPOT Program Management Office (PMO).

• Sponsors for SPOT Secure Internet Protocol Router (SIPR) and Total Operational Picture Support System (TOPSS) users must be either U.S. Government or U.S.

Military personnel.

**A Sponsor plays an important role in the SPOT registration process; however, Sponsor is not an actual role in SPOT.

1.4 Icons, Symbols, and Controls in SPOT

The SPOT GUI uses several standard symbols, icons, buttons, and field types. The following table lists the icons and symbols in SPOT, as well as a description of what each icon or symbol means.

Table 2. Icons and Symbols in SPOT

Icon/Symbol Name and Description

Add: Indicates that an “Add” function is available.

* Asterisk (Red): Indicates that a field is required.

Bookmark: Indicates that the person list or deployment template is bookmarked.

Calendar: Opens a calendar for selecting a date.

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Checkbox: Click to select the checkbox; a check mark appears. Click again to clear the checkbox.

Collapse: Use to collapse an expanded section.

Drop-Down List: A pre-set list of data entries.

Click the down arrow on the right side of a drop-down list field to open the drop-down list.

Expand: Use to expand a collapsed section.

Go: A button next to a data field that adds value(s) from the field to the data table or brings up a page to execute selected functions.

Green Circle: Indicates you can proceed to the next step of the deployment/LOA process because the required person(s) and batch information have been provided.

Green Circle with Tools: Indicates deployment contract/task order does not match the contract/task order assigned when the prime company added the person to SPOT.

Continuing will modify the previous prime company and contract/task order relationship when this deployment is created.

Help (?): Opens a pop-up window with additional information specific to the adjacent field.

Number Links: At the bottom of a data table, number links indicate there is more data than is displayed on the page at one time. Clicking a number will change the view to that page of the data.

Organization Hierarchy: Opens a pop-up window that displays an organization hierarchy from which you can find and select the desired data.

Pencil: Opens a search window or a list of values from which you can find and select the desired data.

Radio Buttons: Indicates a Yes/No or Either/Or-type question where you may select only one of the options.

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Ready for Deployment: The deployment template, person list, or person is ready for deployment.

Ready for Deployment/LOA: The deployment template, person list, or person is ready for deployment and LOA.

Ready for LOA: The deployment template, person list, or person is ready for LOA.

Red Octagon: Indicates you cannot proceed to the next step of the deployment/LOA process.

Refresh or Reload: Refreshes the data on the page.

Remove: Indicates a “Remove” function is available.

+ Required field for deployment ++ Required field for LOA request

Search: Indicates a “Search” function is available. Opens a search window from which you can find and select the desired data.

Self-help video: Launches a how-to video for the workflow where the link/button is located.

SPOT-ES Logo: Takes you to the “Home” page.

Text Field: A data entry field that allows you to enter data as free text.

Text Field Mask: A set of underlines, dashes, or other special characters appearing in a text field. Indicates you must enter data in the field in a specific format.

Please wait: Indicates the system is busy processing data and no inputs can be accepted during this time.

Yellow Triangle: Indicates you need to complete required information to proceed to the next step of the deployment/LOA process.

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1.5 Tabs

Throughout SPOT, tabs appear in workflows that require multiple steps, such as Add Person and Eligibility Requirements.

In addition, the “Tab” feature lets you open another occurrence of a workflow or task. The “Tab” feature is available in areas such as Deployment/LOA, Deployment Template, Person List, and Resource Center.

The “Tab” feature has the following characteristics:

• Currently, SPOT is configured so you can open a maximum of five tabs at one time.

• If you try to open more than five tabs, a message will appear and no additional tabs will open.

• The tab width is fixed and displays the first 25 characters of the tab title. Tabs are left justified. If a tab’s title is more than 25 characters, the first 22 characters of the tab title followed by “...” will be displayed. If you hover over the title, the system will display the complete tab title.

1.6 Getting Help with SPOT

If you need assistance in accessing or using SPOT, there are several resources available. These resources include:

• SPOT-ES Resource Center – The Resource Center option in the menu bar links to several libraries and information regarding the SPOT application and the SPOT Enterprise Suite. Each library contains user manuals, quick reference guides, information sheets, and other reference documentation. You can search for and view documents based on keyword searches. The search will take into account document title, filename, and document content.

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Each library displays the relevant documents for user reference. For example, to access documentation related to the SPOT application, hover the mouse over the Resource Center option in the menu bar and click the SPOT Library link. The “SPOT Library” page will display, listing documents specific to SPOT. The left navigation menu contains the same options as the menu bar.

When a library page is open, you can open another library from either the menu bar or the left navigation menu. For example, click the SPOT-ES Library link to access documentation related to the SPOT Enterprise Suite.

The “SPOT-ES Library” page will display, listing documents for the SPOT Enterprise Suite.

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When a library page is open, you can search for documents by clicking the Search link from the Resource Center option in the menu bar or from the left navigation menu. The “Search Resource Center” page will display.

Enter a keyword in the search field and click Search. The search takes into account document title, filename, and document content. The search results will display.

Note: The search returns whole word matches and not partial matches.

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From the search results, select a document to view or save to your local machine.

Note: By default, the “Search Resource Center” returns results in pages containing 25 documents. You can use the drop-down list above the search results to change the maximum number of documents per page to display 10, 25, 50, 100, 250, or 500 documents. The pagination feature at the bottom of the page allows you to scroll forward and backward between pages.

• A Contact Us link is located in the upper-right hand corner and is available on every screen in the application. When you click the link, the “Contact Us” pop-up window opens and displays the SPOT-ES Help Desk information. This allows you to easily describe your issue to the help desk and quickly obtain a solution. To move the “Contact Us” pop-up window, hold down the left mouse button and move the mouse to drag the window.

• SPOT-ES Help Desk is staffed 24x7 by technical support specialists:

o Phone: (703) 578-5407 o Email: dodhra.beau-alex.dmdc.mbx.spot-helpdesk@mail.mil o Chat: https://conference.apps.mil/webconf/5285

1.7 Managing Connection Timeouts

For security purposes, SPOT is configured to terminate user sessions after 15 minutes of inactivity. Prior to terminating a session, SPOT displays a warning message indicating your session is going to expire.

mailto:dodhra.beau-alex.dmdc.mbx.spot-helpdesk@mail.mil https://conference.apps.mil/webconf/5285

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If you do not click Continue to extend your session, the session will terminate. When this occurs, the system will require you to log in again. You may also need to reenter your Certificate PIN to access the system.

2 Common Features This section describes search features that are common to the entire SPOT system, including search for duty station, job title, company, and organization. In addition, this section also includes how to submit a new site request, request a new company, and view and explore an organization hierarchy.

Note: Search features that belong to a specific module, such as search for LOA, person, or contract/task order, are described with their specific module.

2.1 Searching for a Duty Station

The “Search for Duty Station” capability is available when you need to perform a task such as creating a deployment, updating a duty station, creating a deployment template, completing a person’s next of kin information, or entering a person’s duty station check-in date.

1. On any page that displays the “Search for Duty Station” capability, click the Search icon ( ). A “Duty Station” window will display.

The following example displays the “Search for Duty Station” capability on the “Step 1.

Deployment Information” tab of the “Create Deployment s/Request LOAs” page.

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2. Enter the search criteria. If you know the name of the site, enter the name in the Site field. If you do not know the name of the site, enter/select Country and then City and Site.

Notes:

• A duty station location in SPOT is the combination of country, state (if USA), city, and site. A duty station location contains at least a country and a city, and a specific site if base access is required. For city only deployments, choose a location where the site is a dash “-“.This applies to contractors who do not need base access or contractors deployed to a city where there is no nearby base, station, fort, or airport.

• The State field is displayed only when the country selected is the United States.

• As you type, the window automatically displays values that match the search criteria and begins filtering the result set to match the entered data. Click the desired value from the drop-down list and the subsequent data fields will populate.

• Example 1 – Use if you are unsure of the site name or the site is not available.

Begin to type and then select a Country name and a list of available sites within the county will display.

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Begin to type and then select a City name and a list of available sites within the city will display.

Begin to type and then select a Site name and a list of sites that match your entry will display.

Select the site from the populated list. If the site you need is not available, see Section 2.2, Submitting a New Site.

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Notes:

• Although you can scroll down, sort, or page through the list of available sites within a county until the desired site is located, it is better to continue to enter City and Site search criteria until you find the correct location.

• By default, the search returns results in pages containing 25 records. You can use the drop-down list above the search results to change the maximum number of records per page to display 10, 50, 100, 250, or 500 records. The pagination feature at the bottom of the page allows you to scroll forward and backward between pages.

• The search results are listed in alphabetical order by state (if USA) or by city. To sort by a different column, click in the column heading. Click again to toggle between ascending and descending order.

• Example 2 – Use to search directly for a site or city.

Enter either the Site name or the City name. For example, the easiest way to search for Camp Arifjan is to begin typing Arifjan directly in the Site field.

After you type the first three characters, SPOT displays options that match your entry. As you continue to type, SPOT refines the available options. For example, Camp Arifjan becomes available as a selection.

If the desired site or city does not populate, verify the correct spelling of the name. Click Clear to clear your entries or click Cancel or the Close icon (X) to close the search window; then conduct the search again.

Select the site or city from the populated list. For example, select Camp Arifjan, which is located in the city of Kuwait City, Kuwait, as the deployment site. SPOT will populate the Primary Deployed Duty Station field with your selection, such as Camp Arifjan, Kuwait City, Kuwait.

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3. When the desired duty station location is displayed, click it to select the location. The window closes and fields for the selected duty station are populated on the original page.

2.2 Submitting a New Site Request

If you cannot find the required site through a search, you can request that a new site be added.

Note: Submitting a new site for Afghanistan is no longer available.

1. Click the Add icon ( ) for the “Submit New Site” option. The “Submit New Site” window will display.

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2. If you previously attempted to search for a duty station, the information will be populated with the previous selections. If the city was not selected before, enter the city name. A table will automatically display the list of cities that match the data entered. When the desired city is displayed, click the city to populate the City field.

3. Enter the name for the new site in the Site field and click Submit.

A pop-up window opens with a message stating the new site will be reviewed and approved before use.

4. Click OK to return to the “Primary Deployed Duty Station” search window. Until the newly added site is approved, you will need to select the desired duty station location with only the city selected.

If the new site is approved, you will need to update the duty station for all deployments created when requesting the new site because all those deployments are only at the city level.

2.3 Searching for a Job Title/Entering a Job Title

The “Search for Job Title” capability is available when you need to perform tasks such as creating a deployment, updating deployment information, or creating a person list.

1. On a page that displays the “Search for Job Title” capability, do one of the following:

• To enter the job title for a person, click the Search icon ( ) associated with the person.

• To enter the job title for multiple persons in the person list, click one or more checkboxes to select the person(s) and click the Bulk Job Title link.

A “Job Title” window will display.

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The following example displays the “Search for Job Title” capability on the “Step 2.

Personnel Information” tab of the “Create Deployment s/Request LOAs” page.

2. Enter the name of the job title in the Search field. The table will automatically display job titles that match the entered data.

Notes:

• SPOT uses Department of Labor standardized job titles, as defined in O*NET data.

• For Private Security Contractors, you must select one of the following three job titles:

o First-Line Supervisors of Police and Detectives o Police Patrol Officers o Security Guards

• By default, the search returns results in pages containing 25 records. You can use the drop-down list above the search results to change the maximum number of records per page to display 10, 50, 100, 250, or 500 records. The pagination feature at the bottom of the page allows you to scroll forward and backward between pages.

• The search results are listed in alphabetical order by category. To sort by a different column, click in the column heading. Click again to toggle between ascending and descending order.

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3. When the desired job title is displayed, click the desired row to select it. The window closes and the selected job title is populated on the original page.

Note: If you hover over a job title, a tooltip will display the complete text of the job title.

2.4 Searching for a Company

The “Search for Company” capability is available when you need to perform tasks such as adding a task order or managing contractor companies.

Note: You can also search for a company from the SPOT menu bar (see Section 3.1).

1. On any page that displays the “Search for Company” capability, depending on the page, click the Search icon ( ) or the Add icon ( ) for the “Add Contractor Company” option. The “Search for Company” window will display.

The following example displays the “Search for Company” capability with the Add icon ( ) on the “Add Task Order Details” page.

Tooltip

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2. Enter search criteria for at least one field. For the Company Name field, enter at least three characters in order to search. Click Search. The search results display companies that match the entered search criteria.

Notes:

• By default, the search returns results in pages containing 10 records. You can use the drop-down list above the search results to change the maximum number of records per page to display 10, 50, 100, 250, or 500 records. The pagination feature at the bottom of the page allows you to scroll forward and backward between pages.

• The search results are listed in alphabetical order by company name. To sort by a different column, click in the column heading. Click again to toggle between ascending and descending order.

3. Click Select next to the company you wish to select. The window closes and the selected company is populated on the original page.

Note: The search results section displays both the Company Name and Company Acronym fields, regardless of whether you enter search criteria in one or both fields.

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2.5 Requesting a New Company

If the required company is not found through a search during a task, you have the ability to request that a new company be added to SPOT’s list of selectable companies.

Note: The ability to request a new company is not available when company contractor personnel try to register for SPOT. If persons trying to register cannot find their company name in SPOT, they must contact the SPOT-ES Help Desk at dodhra.beau-alex.dmdc.mbx.spot-helpdesk@mail.mil or (703) 578-5407.

1. Click the Can’t find your Company? link. The “Request New Company” window will display.

2. Enter the company information and click Submit.

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A pop-up window will display a message to indicate the company name has been submitted for approval.

3. Click OK to return to the “Search for Company” window.

4. Click Cancel to close the “Search for Company” window and return to the original page.

You will receive an email to notify you if the requested company name is approved, approved with comments, approved with changes and comments, or denied with comments.

5. If the company name is approved (or approved with comments/changes), perform the search again for the newly created company. The company will display in the search results. If necessary, click the page number button at the bottom of the window until you locate the new company name.

6. Click Select next to the company you wish to select. The window closes and the selected company is populated on the original page.

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2.6 Searching for a Government Organization

The “Search for Government Organization” capability is available when you need to perform tasks such as creating a deployment, requesting an LOA, or creating a deployment template. The search provides an option for you to select an organization by viewing the organizational hierarchy first. This will allow you to browse and drill down through organizations in the application to ensure you select the appropriate organization.

1. On any page that displays the “Search for Organization” capability, click the Search icon ( ). The “Supporting Government Organization” window will display.

The following example displays the “Search for Organization” capability on the “Step 1.

Deployment Information” tab of the “Create Deployments/Request LOAs” page.

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2. Enter the name of the organization in the Search field. When the desired organization is displayed, click the appropriate row to select the organization. The window closes and the selected organization is populated on the original page.

Notes:

• If you enter three or more characters, the matching search results will be displayed automatically.

• If you enter two or fewer characters, click Search to display the search results.

2.7 Viewing and Exploring an Organization Hierarchy

At any time during the organization search, click an Organization Hierarchy icon to view the organization hierarchy. The “Organization Tree View” provides a high-level view or you can drill down to view a specific organization’s hierarchy. Within a specific organization’s hierarchy, you can select subordinate organizations.

Note: Organizations that have a blue and green colored hierarchy icon ( ) are selectable as supporting organizations. Organizations that have a white colored hierarchy icon ( ) are not selectable as supporting organizations

2.7.1 Viewing an Organization Tree

To view an organization tree:

1. Click the Organization Hierarchy icon in the upper right hand corner. The “Organization Tree View” window will display. This is a high-level view, showing the tier 1 organizations. None of these tier 1 organizations can be selected as a supporting organization.

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2. To view the children of an organization, click the triangle icon associated with the organization.

The selected organization will display its children.

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3. To view more information, hover over an organization and a small pop-up window displays details, including the long name, acronym, whether the organization is also a contracting office in SPOT.

4. To hide the children of an expanded organization, click the highlighted triangle.

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5. To exit the view, click Cancel or the Close icon (X).

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2.7.2 Viewing a Specific Organization Hierarchy

To view an organization hierarchy:

1. Click the Organization Hierarchy icon associated with an organization in the search results.

From this view, you can perform different actions. See the following steps for options.

2. To view more information, hover over an organization and a small pop-up window will display details.

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3. To view other high-level organizations, use the scroll bar on the right.

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4. To select an organization at a specific level, click an active, selectable Organization Hierarchy icon; the icon must be green and blue, not white. For organizations with white icons, drill down to a selectable subordinate organization.

You will return to the original page where you launched the organization search. The selected organization will be populated in the Supporting Government Organization field.

5. To exit the view without selecting an organization, click Cancel or the Close icon (X).

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3 Companies The “Company Administration” feature is available to the Company Contractor and Government user communities. This section provides instructions on searching for a company and requesting a new company.

3.1 Searching for a Company

Before attempting a task that requires you to select a company, search to see if the company is in SPOT’s list of selectable companies.

1. From the SPOT menu bar, hover the cursor over SPOT and a drop-down menu will display. Under “Company”, click the Search link.

The “Search Company” tab will display on the “Company Administration” page.

2. Enter search criteria for at least one field. To clear entries and search again, click Clear.

• For the Search Company Name field, enter at least three characters.

• For the Search Company Acronym field, enter at least two characters.

As you enter the minimum required search criteria, search results display companies that match your entries.

Notes:

• The search results displays both the Company Name and Company Acronym fields regardless of whether you enter search criteria in one or both fields.

• By default, the search returns results in pages containing 25 records. The pagination feature at the bottom of the page allows you to scroll forward and backward between pages.

• The search results are listed in alphabetical order by company name. To sort by a different column, click in the column heading. Click again to toggle between ascending and descending order.

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3.2 Requesting a New Company

If the required company is not found through a search, you have the ability to request that a new company be added to SPOT’s list of selectable companies.

1. From the SPOT menu bar, hover the cursor over SPOT and a drop-down menu will display. Under “Company”, click the Request link.

The “Request Company” tab will display on the “Company Administration” page.

2. Enter the company information. Company Name and Company Acronym are required.

Click Submit.

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A pop-up window will display a message to indicate the company name has been submitted for approval.

Notes:

• If the request is urgent, contact the SPOT-ES Help Desk to expedite the approval process.

• If the requested company already exists or you have already submitted a request for this company, the message indicates this in the pop-up window.

3. Click OK to return to the “Request Company” tab.

You will receive an email to notify you if the requested company name is approved, approved with comments, approved with changes and comments, or denied with comments.

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After the company name is approved (or approved with comments/changes), you can perform a task that requires you to select this company.

4 Contracts and Task Orders The “Manage Contracts and Task Orders” feature is available to the Company Contractor and Government user communities. SPOT allows these users to enter basic contract data and information about related task orders. Users will also establish the relationship between a contractor company serving as the prime contractor and those serving as subcontractors for the contract and task order.

This section provides instructions on searching for a contract or task order, adding a new contract or task order, and managing the details of a contract or task order.

Note: These functions are normally performed by government personnel or contractor personnel, although SPOT currently permits Company Administrators to enter pertinent contract information.

4.1 Searching for a Contract

Before attempting to add a new contract into the SPOT system, perform a search to ensure that the contract does not exist in the system. This will maintain data integrity in the system. You should also perform a search for a contract if you need to update an existing contract.

1. Use one of two ways to search for a contract:

• From the SPOT menu bar, hover the cursor over SPOT and a drop-down menu will display. Under “Contracts”, click the Search link.

• From the “Start Here” section of the “Home” page, click the Search for Contract link.

The “Search for Contract” page will display.

Note: The drop down menu displayed under the SPOT menu will be determined by the role in which you are currently using. As previously mentioned, the screenshots apply to the role of Company Administrator. If you are using other roles such as Contracting Administrator, you will not see the Add a Person or Search for Person options on the “Home” page and the menu bar drop-down menu.

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2. Enter the search criteria and click Search for Contracts. The “Search for Contract” page will display a list of contracts that match the search criteria. The search disregards non-alphanumeric characters and embedded spaces, and is not case-sensitive. This means you do not need to know the exact format of the contract number in order to search for it.

Notes:

• Your role and company will determine which contracts are available to view. Your company must be the prime on the contract/task order in order for you to see it as a Company Administrator.

• If you click Search for Contracts without entering search criteria, all accessible contracts will display.

• The search results include all contract numbers containing the characters in the Contract Number field, whether the alphanumeric characters appear at the beginning, in the middle, or at the end of the contract number. For example, if you enter abc in the Contract Number field, one of the results can be poh12abcre.

• When you enter at least three alphanumeric characters in the Contract Number field, a drop-down list automatically lists the top five matching contract numbers that begin with the alphanumeric characters entered in the field. If you click to select a contract in the drop-down list, the contract number populates in the Contract Number field.

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3. In the Contract Number column of the search results, click the desired contract to view contract details. The “Manage Contracts” page will display.

4. To return to the “Search for Contract” page, click Return to Search. The “Search for

Contract” page will display; however, the contract search fields will not display the previously entered search criteria or generated search results.

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4.2 Searching for a Task Order

From the “Manage Contracts” page, you can select and view the details of a task order associated with a contract.

Not all contracts have task orders. The “Manage Contracts” page displays a drop-down list allowing you to select a task order if one is associated with the contract. When there are no associated task orders, the Select Task Order drop-down list is not displayed and the “No associated Task Order(s)” message indicates that there are no associated task orders.

To search for a task order, complete the following steps:

1. Search for and select a contract. The “Manage Contracts” page will display.

2. On the “Manage Contracts” page, select the desired task order from the Select Task

Order drop-down list and click Go ( ). The “Manage Task Order” page will display.

3. To perform an action on a task order, select a task order action from the Select Task

Order Action drop-down list. Click Go ( ).

4. To return to the “Manage Contracts” page, click Return to Manage Contracts.

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4.3 Adding a Contract

1. Use one of two ways to add a contract:

• From the SPOT menu bar, hover the cursor over SPOT and a drop-down menu will display. Under “Contracts”, click the Add link.

• From the “Search for Contract” page, click the Add a Contract link.

The “Add/Update Contract Details” page will display.

1 1

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9 (TBC)

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2. In the “Manage Contractor Companies” section, select subcontractor companies, if applicable. The prime contractor company is automatically populated for the Company Administrator and can only be changed by a Contracting Officer.

Notes:

• Only one prime contractor company is assigned to a contract.

• The prime contractor company defaults to the company associated with your account that is registered in SPOT.

• If you select Yes in step 13 for adding a new task order, adding subcontractor companies is not allowed at the contract level.

• If you select No in step 13, adding subcontractor companies is allowed at the contract level; however, if one or more task orders are added later, functionalities (such as deployments and LOAs) must be performed at the task order level. Therefore, subcontractor companies should be entered at the contract level only if the contract has no associated task orders.

To add a subcontractor company at the contract level, complete the following steps:

a. In the “Manage Contractor Companies” section, click the Add Contractor Company link. The “Search for Company” window will display.

b. Perform a search and select the company. For instructions on searching for a…