Section C Final - Attachment 14.docx

GSA SOLICITATION QMAD-JM-100001-N

August 23, 2010

GSA SOLICITATION QMAD-JM-100001-N

Attachment 14 - E-Gov Travel Service Standard Data Elements August 23, 2010

Attachment 14

E-Gov Travel Service Standard Data Elements

Table of Contents

Data Elements Format…………………….………………………………….…….14 Data Elements Category: Traveler Profile

Category: ETS2 User Profile………………………………………………….....…86

Category: Travel Planning and Authorization……………………………......…89

Category: Reservations and Ticketing…………………………………….…...125

Category: Travel Advance Information…………………………...………….…182

Category: Delinquent Travel Advances………………………………………...189

Category: Travel Vouchers and Claims………………………………..…….…196

Category: Credit/Refunds from Cancellation……………………….…………226

Category: Non Federally Sponsored Travel…………………………………...229

Category: Account Code Structure……………………………………..………244

Category: WorkFlow, Routing Notification and System Messages….……249

DATA ELMENTS FORMAT

ELEMENT – Descriptive name of the data element. Data element names are intentionally verbose so as to be descriptive and unambiguous. Element and data type names should be “UpperCamelCase”, and attribute names (if any) should be “lowerCamelCase”. Abbreviations that are likely to be agency-specific (e.g. TrPyMet) must be avoided. Use of acronyms should be minimized, but those travel-related acronyms understood Government wide (such as POV) are acceptable, as in TotalAuthorizedPOVExpense.

CATEGORY – Category of the data element for potential XML Schema support.

DEFINITION - Description of a data element and any remarks necessary to assist the user in understanding how the element is collected, coded, used, or formatted.

ALSO KNOWN AS – Alternative names for a data element.

ELEMENT GROUP – The group of which the data element belongs.

DATA TYPE - This indicates the structural format of data contained in the field. The following data types are used:

Number - Numeric Data (can be Integer, Decimal, Positive Integer, etc.)

Varchar2 – Alphanumeric Data Boolean – Boolean Data Date – Date Data DateTime – Date and Time Data In an XML implementation, data types should be used in those found in the XML Schema Part2: Datatypes Second Edition W3C Recommendation, or derived from those data types.

FIELD LENGTH - Number of positions contained in the field. Length can be either fixed length, minimum length or maximum length. Both minimum and maximum lengths can be provided for an element, when needed.

FIELD FORMAT (Pattern) - The logical configuration of the field in terms of data type and field length. If the format is open-ended it will include the Data Type and Field Format. If it is a restricted format it will so indicate by delimiting the format (i.e. Social Security Number XXX-XX-XXXX).

USE – This indicates if the use of the element is:

R=Required – The element is necessary in all cases.

D=Dependent – The element is necessary if certain condition(s) exists.

O=Optional – The element is not required in all cases.

Regardless of the use as indicated above, all the elements in this document are mandatory for the ETS2. Above classification only means that some elements might not be used/populated in certain cases. ETS2 shall implement all the elements.

REPEATING ELEMENT – This indicates whether the element is repeatable or not. Repeatable means the element may occur multiple times in one transactional message. For example ‘VisasHeld’ is a repeating element as a traveler may have multiple visas.

PII – This identifies whether the element is considered a ‘Personally Identifiable Information’ or PII.

(Note: The Privacy Act of 1974 was originally intended as anti-stalking legislation. Protection of PII needs to protect against identity-theft and stalking. PII is information which can be used to distinguish or trace an individual's identity, such as their name, social security number, biometric records, etc. alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother’s maiden name, etc.)

SOURCE – Document of entity that indicates that this particular data element is needed. The “Source” keys appearing in this document are:

· SDE Workshop = Standard Data Elements workshop

· RFP = ETS RFP

· FTR = Federal Travel Regulation

· JFMIP = Joint Financial Management Improvement Program

· FAM = Foreign Affairs Manual

· PMO = Program Management Office

· OTA = Open Travel Alliance

· USDA = U.S. Department of Agriculture LIST OF VALUES - Established values of a standardized data element. For example the standard for the data element, TravelType, includes the values "CONUS”, “OCONUS”, “FOREIGN” and “LOCAL”.

DATA ELEMENTS

Definition: Unique ID - Automatically generated by system. Please note there is a difference between ProfileID and ETS2 User ID. ProfileID is for Travelers. An ETS2 User need not be a Traveler. Authorization will be linked to ProfileID and Not to ETS2 User ID.

Also Known as:

List of Values:

Definition: Employee SSN number. Either SSN or Traveler ID is mandatory, but an agency can specify both if necessary.

Also Known as: SocialSecurityNumber

List of Values:

Definition: Agency assigned Unique ID Other Than SSN. If the agency cannot use SSN due to sensitivity, use Traveler ID to identify the traveler as an alternative. However an agency can specify both if necessary.

Also Known as:

List of Values:

Definition: Either a Code Or Full value. Need consensus from all participating agencies for the list of values and corresponding codes. Alternatively this could be an Agency Specific Lookup table (I.e. customized table for each agency), but this may cause inconsistency for Government wide reporting.

Also Known as:

List of Values: Employee, Contractor, Experts, Witness, Consultant, Local Gov Official, State Gov Official, Foreign Official, Deported Alien, Intergovernmental Personnel Agreement, Very Important Person.

Definition: Determines the seniority of employees. Required only in case of traveler being an employee.

Also Known as:

List of Values:

Definition: This flag identifies if traveler is a mandatory or non-mandatory traveler. The government permits some workers to buy outside of their discount programs. These are called non-mandatory travelers. For example, members of Congress fall within this category. Workers who are required to purchase within the discount programs are called mandatory travelers.

Also Known as:

List of Values: true, false (default)

Definition: Traveler’s first name

Also Known as: FirstName, GivenName

List of Values:

Definition: Employee Middle Name or Initial. The special value "NMI" will be identified as "No Middle Initial" for use by agencies that choose to distinguish this case from a missing initial.

Also Known as: MiddleNameOrInitial

List of Values:

Definition: Traveler’s last name prefix e.g. “van der”, “von”, “de” etc.

Also Known as: LastNamePrefix, SurnamePrefix

List of Values:

Definition: Traveler’s last name

Also Known as: LastName

List of Values:

Definition: Suffix for Traveler name. Hold various name suffixes and letters (e.g. Jr., Sr., III, Ret., Esq.).

Also Known as: NameSuffix

List of Values:

Definition: Degree of honors such as Ph.D., M.D. etc.

Also Known as: NameTitle

List of Values:

Definition: Traveler’s date of birth. This is a required field per Transport Security Administration’s Secure Flight Program.

Also Known as: DOB, DateofBirth

List of Values:

Definition: Traveler’s gender. This is a required field per Transport Security Administration’s Secure Flight Program.

Also Known as: Gender

List of Values: M (male), F (female)

Definition: Unique number that Department of Homeland Security (DHS) assigns individuals who use the DHS Traveler Redress Inquiry Program (TRIP). This promotes resolution with previous watch list alerts. Under the Transport Security Administration’s Secure Flight Program, individuals with redress number will use it when making future travel reservations.

Also Known as: RedressNumber

List of Values:

Definition: Assigned passenger number Department of Homeland Security (DHS) utilizes to facilitate passenger clearance. Known Traveler Number will be for TSA-approved programs and is a future functionality at the time of writing.

Also Known as:

List of Values:

Definition: There used to be 4 digits FIPS codes identifying Agency or the Department. No official codes exit currently so vendor should establish their own codes to uniquely identify a department or agency.

Also Known as:

List of Values:

Definition: Name corresponding to Traveler’s Department

Also Known as:

List of Values:

Definition: Code Identifying Bureau or Sub Agency underneath the Department or Agency. There used to be 4 digits FIPS codes for this purpose. No official codes exit currently so vendor should establish their own codes to uniquely identify a bureau or sub agency.

Also Known as:

List of Values:

Definition: Name Identifying Bureau or Sub Agency underneath the Department or Agency.

Also Known as:

List of Values:

Definition: This is the third level of Organization identification where the Traveler is employed. The Office Code will be underneath the Bureau Code. E.g. OCFO, OCIO etc.

Also Known as:

List of Values:

Definition: This is the fourth level of Organization identification where the Traveler is employed. For example it could be used for identifying Regional Office code.

Also Known as:

List of Values:

Definition: City where the employee's permanent duty station is located.

Also Known as: City

List of Values:

Definition: State where the employee's permanent duty station is located. For International employees this should represent the Province.

Also Known as: StateProvince, StateOrProvince, StateProv

List of Values:

Definition: Another way of representing the Traveler's Official Duty Station is by Location Code.

Also Known as:

List of Values:

Definition: This field indicates the default office number (e.g. CIO-Room 3230) where a given request has originated from for tracking purposes. It will be pre-filled at the time of Travel Authorization or Voucher Preparation etc., but can be overridden during those activities.

Also Known as:

List of Values:

Definition: Employee's job title or designation.

Also Known as: Title

List of Values:

Definition: Office Address – Street

Also Known as: StreetNumber, Street

List of Values:

Definition: Office Address – Building name, room, apartment or suite number.

Also Known as: BuildingRoom, BldgRoom

List of Values:

Definition: Office Address - City

Also Known as: City

List of Values:

Definition: Office Address – State

Also Known as: StateProvince, StateOrProvince, StateProv

List of Values:

Definition: Office Address – Zip. Post Office Code number.

Also Known as: ZipPostalCode, ZipOrPostalCode, PostalCode

List of Values:

Definition: Office Address – Country. Default=USA

Also Known as: CountryName, Country

List of Values:

Definition: Office Telephone

Also Known as: Telephone, PhoneNumber

List of Values:

Definition: Government Supplied Cell Phone Number

Also Known as: Telephone, PhoneNumber, CellPhone, CellPhoneNumber

List of Values:

Definition: Office Email Address

Also Known as: EMailAddress

List of Values:

Definition: Traveler’s security clearance level or none.

Also Known as:

List of Values:

Definition: This information may be obtained from the Agency's HR system. According to FTR this information is required only if the address (City, State, Zip) is different from that of Official Duty Station.

Also Known as: StreetNumber, Street

List of Values:

Definition: Home Address - City

Also Known as: City

List of Values:

Definition: Home Address - State

Also Known as: StateProvince, StateOrProvince, StateProv

List of Values:

Definition: Home Address – Postal Code. Post Office Code number.

Also Known as: ZipPostalCode, ZipOrPostalCode, PostalCode

List of Values:

Definition: Home Address - Country

Also Known as: CountryName, Country

List of Values:

Definition: Home Telephone. This will be primary telephone number.

Also Known as: Telephone, PhoneNumber

List of Values:

Definition: This will be secondary telephone number. This could also be a cell number. This might be required if traveler’s cell number used with office address information is different in case of home address.

Also Known as: Telephone, PhoneNumber

List of Values:

Definition: Home Address – E-Mail

Also Known as: EMailAddress

List of Values:

Definition: This information may be obtained from the Agency's HR system. FTR definition says "Location designated by agency guidelines"

Also Known as: StreetNumber, Street

List of Values:

Definition: Mailing Address - City

Also Known as: City

List of Values:

Definition: Mailing Address - State

Also Known as: StateProvince, StateOrProvince, StateProv

List of Values:

Definition: Mailing Address – Postal Code. Post Office Code number.

Also Known as: ZipPostalCode, ZipOrPostalCode, PostalCode

List of Values:

Definition: Mailing Address - Country

Also Known as: CountryName, Country

List of Values:

Definition: Alternate telephone e.g. Personal cell phone.

Also Known as: Telephone, PhoneNumber, Telephone2OrCell

List of Values:

Definition: In case of employee/contractor wants to use an alternate address

Also Known as: StreetNumber, Street

List of Values:

Definition: Special Address – City

Also Known as: City

List of Values:

Definition: Special Address - State

Also Known as: StateProvince, StateOrProvince, StateProv

List of Values:

Definition: Special Address – Postal Code. Post Office Code number.

Also Known as: ZipPostalCode, ZipOrPostalCode, PostalCode

List of Values:

Definition: Special Address – Country

Also Known as: CountryName, Country

List of Values:

Definition: Phone number for this alternate address.

Also Known as: Telephone, PhoneNumber

List of Values:

Definition: This flag indicates to ignore HR system validation so that travel authorization can proceed if agency’s HR system is not up-to date (e.g. new employee not completely setup in HR yet, or Contractor travel etc.)

Also Known as:

List of Values: true, false

Definition: Flag indicating that all voucher claims for that traveler must be audited. Types of travelers whose claims should always be reviewed would include employees of SES rank or equivalent, special appointees, anyone in the finance office who processes travel payments, anyone in systems who works on travel systems, and anyone who should be designated to have their claims reviewed.

Also Known as:

List of Values: true, false (default)

Definition: Government Contractor Issued, Individually Billed Charge Card

Also Known as: CardNumber, GCIBCCardNumber

List of Values:

Definition: Expiration date of the card. Required only if GCIBC Card is entered.

Also Known as: CardExpirationDate

List of Values:

Definition: A data element which enables agencies to automate the activation/deactivation of employees travel charge cards in relation to travel authorization and voucher events. Actual activation/deactivation of travel charge cards would be accomplished by means of the card management application provided by an agency's charge card vendor. This is an Optional field if GCIBC Card exists.

Also Known as:

List of Values: true, false

Definition: Card holder name printed on the card.

Also Known as: CardHolderName

List of Values:

Definition: Name of bank or organization issuing the card (e.g., alumni association, bank, fraternal organization, etc.).

Also Known as: CardIssuerName

List of Values:

Definition: The 2 character code used that references* the credit card

Also Known as: CardType, CardCode

List of Values: AX, BC, BL, CB, DN, DS, EC, JC, MC, TP, VI

*Reference:

Definition: Personal Charge Card Number. Can have multiple Charge Card Numbers.

Also Known as: CardNumber

List of Values:

Definition: Expiration date of the Personal Charge card. Required only if Personal Charge Card is entered.

Also Known as: CardExpirationDate

List of Values:

Definition: Card holder name printed on the card.

Also Known as: CardHolderName

List of Values:

Definition: Name of bank or organization issuing the card (e.g., alumni association, bank, fraternal organization, etc.).

Also Known as: CardIssuerName

List of Values:

Definition: The 2 character code used that references* the credit card. Required only if personal charge card is entered.

Also Known as:

List of Values:

Definition: Agency Central Billing Account Number. Multiple accounts can be specified. Accounts Data may not be changed by traveler so these elements should not be displayed, although ETS2 should maintain them.

Also Known as: CardNumber

List of Values:

Definition: Expiration date of the Central Billing Account. Required only if Central Billing Account is entered.

Also Known as: CardExpirationDate

List of…