PWS Attachment 4 - DRAFT DHA CAC Request Process.pdf

Defense Health Agency (DHA) Contractor Common Access Card (CAC)

Request Process Handbook

Version: 3.0 July 2024

Prepared By:

DHA Security Administration Division

Industrial Security Branch

DRAFT

Contractor CAC Request Process Defense Health Agency (DHA)

Version 3.0 Page 2 of 8 July 2024

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

3.0 07/04/2024 U C. Cwiklinski Edits made throughout the document to update the process.

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

Defense Health Agency (DHA) Contractor CAC Request Process Handbook

Version 3.0 Page 3 of 8 July 2024

TABLE OF CONTENTS

1.0 Introduction

2.0 About the Application for CAC Sponsorship

3.0 Submitting the CAC Application for Processing

4.0 Example Data

4.1 Column 2 through Column 10

4.2 Column 11 through Column 18

4.3 Column 19 through Column 28

5.0 Acronyms

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1.0 Introduction

The Mission Partner Identity Credential and Access Management (MP-ICAM) application allows for the sponsorship and management of Department of Defense (DoD) and non-DoD credentials for DoD physical and/or logical access for DoD’s Mission Partners. Mission Partners are described as other federal agencies and Industry partners who have an affiliation with the DoD. MP-ICAM replaces the Trusted Associate Sponsorship System (TASS) functionality for the DoD credential sponsorship lifecycle. MP-ICAM allows these types of Applicants to apply and be sponsored for a DoD credential:

• DoD Contractor

• Foreign Affiliate (Military, Civilian or Contractor)

• Presidential Appointee

• Non-Federal Agency Civilian or Contractor

• Outside the Continental United States (OCONUS) Hire

• Other Government Agency Civilian or Contractor

The Facility Security Officer (FSO) or Contracting Officer Representative (COR) will be required to accurately complete and securely submit the CAC Application spreadsheet [DMDC_MP ICAM_ApplicationFor CAC_New.xls] to the DHA MP-ICAM Mailbox (dha.ncr.security.mbx.personnel-security-tass@health.mil) for processing. If a copy of the blank spreadsheet is needed, the FSO or COR can request it from the Mission Partner Affiliation Sponsor (MPAS) at the address above.

• 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 Real Time Automated Personnel Identification System (RAPIDS) Issuing Facility within 89 days or the MP-ICAM Application Process will need to be reinitiated.

2.0 About the Application for CAC Sponsorship

• The CAC Application is a Microsoft Excel spreadsheet that consists of 28 possible data entry fields per Applicant.

• When completing the spreadsheet, do NOT attempt to edit the first or second rows of the spreadsheet.

• The FSO or COR is responsible for entering the Applicant(s) data in the correct format as outlined in this Handbook. If the CAC Application is incorrectly completed, the spreadsheet will be returned to the FSO or COR for corrective action.

3.0 Submitting the CAC Application 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 National Background Investigation Services (NBIS) Point of Contact (POC).

mailto:dha.ncr.security.mbx.personnel-security-tass@health.mil

Version 3.0 Page 5 of 8 July 2024

• Once the DHA NBIS POC verifies the status of the investigation and takes ownership of the Applicant(s) in Defense Information System for Security (DISS), the DHA NBIS 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 to the DHA MP-ICAM Mailbox (dha.ncr.security.mbx.personnel-security-tass@health.mil) for processing.

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

mailto:dha.ncr.security.mbx.personnel-security-tass@health.mil

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4.0 Example Data

4.1. Column 2 through Column 10

Column 2: Enter the Applicant(s) type of ID in a 3-letter abbreviation. Note:

Use SSN for Social Security Number and FIN for Federal Identification Number.

Column 3: 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 4: Enter the Applicant(s) last name.

Column 5: Enter the Applicant(s) first name.

Column 6: Enter the Applicant(s) middle initial.

Column 7: Enter the Applicant(s) cadency. If the Applicant(s) does not have relatives with the same name, the cell can be left blank. Note: Use I, II, or III.

Column 8: Enter the Applicant(s) gender in a 1-letter format.

Column 9: Enter the Applicant(s) Date of Birth in a YYYY-MM-DD format.

Column 10: 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.

4.2. Column 11 Through Column 18

Column 11: Enter the Applicant(s) Full Name of Country for Place of Birth.

Column 12: Enter the Applicant(s) Country Code/Abbreviation of Place of Birth. Note: Applicant Citizenship Country Codes can be found at https://countrycode.org/ Column 13: Enter the Applicant(s) Personnel Category. You must select one of the six options listed in Section 1.0.

Column 14: Enter the Applicant(s) Common Access Card end date.

in YYYY- MM-DD format. Note: This will always match the information in Column 25 Contract Expiration Date.

Column 15: Enter the Applicant(s) primary Email.

Column 16: Enter the Applicant(s) primary phone number entered in a 10-digit (##########) format. Note: Do not use spaces, hyphens, or parenthesis.

Column 17: Enter the Applicant(s) Sponsoring Agency. Note: This column will always be Department Of Defense.

Column 18: Enter the Applicant(s) Sponsoring Office Street Address (line 1). Note: This will always be 7700 Arlington Boulevard.

https://countrycode.org/

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4.3. Column 19 through Column 28

Column 19: Enter the Applicant(s) Full Name of City of Sponsoring Office Street Address. Note: This will always be Falls Church.

Column 20: Enter the Applicant(s) State Code/Abbreviation of Sponsoring Office Street Address in a 2-letter format. Note: This will always be VA.

Column 21: Enter the Applicant(s) Zip Code of Sponsoring Office Street Address in the ZIP+4 format. Note: This will always be 22042-0000.

Column 22: Enter the Applicant(s) Country Code/Abbreviation of Sponsoring Office Street Address. Note: This will always be USA.

Column 23: Enter the Applicant(s) Government Agency. Note: This will always be Defense Health Agency.

Column 24: Enter the Applicant(s) 13-digit Contract Number that he or she is associated with. Note: Do not use hyphens.

Column 25: Enter the Applicant(s) Contract Expiration Date associated with the Contract Number entered in a YYYY-MM-DD format.

Column 26: Enter the Applicant(s)/Contract Primary Work Location – Full Name of City

Column 27: Enter the Applicant(s)/Contract Primary Work Location – State Code/Abbreviation entered in a 2-letter format.

Column 28: Enter the Applicant(s)/Contract Primary Work Location – Country Code/Abbreviation.

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5.0 Acronyms

CAC – Common Access Card COR – Contracting Officer Representative

DHA – Defense Health Agency DISS – Defense Information System for Security DoD – Department of Defense

FIN – Federal Identification Number FSO – Facility Security Officer

MPAS - Mission Partner Affiliation Sponsor MP ICAM – Mission Partner Identity Credential and Access Management

NBIS - National Background Investigation Services

OCONUS – Outside the Continental United States

RAPIDS – Real Time Automated Personnel Identification System

SSN – Social Security Number

TASS – Trusted Associate Sponsorship System