NOMINATION FOR 2005 INNOVATION IN THE USE OF

UNCLAS SECTION 01 OF 02 KINGSTON 001831

SIPDIS

STATE FOR IRM/EX/HRM (RITA EVANS)

E.O. 12958: NA
TAGS: ACOA APER AADP
SUBJECT: NOMINATION FOR 2005 INNOVATION IN THE USE OF
TECHNOLOGY AWARD - ERIC A. SALZMAN


1. Nominating Officers: Steve Valdez (FS01) Management
Counselor, Steve Goertz (FS02) Supervisory General Services
Officer; Doug Bruce (FS03) Assistant Regional Security
Officer; Jennifer Schaming-Ronan (FS04) Consular Officer;
Lindsey Diefenderfer (FSO5) Consular Officer;


2. Mr. Salzman does not have any specific job
responsibilities for the management, development,
implementation, or support of computer technology. He has
used his knowledge of web-based database programming,
working at home on his own time, to develop several data
management applications for Embassy Kingston, including an
OpenNet site, a Work Visa Appointment Tracking System
(WVATS),a Foil Accountability Tracking System Online
(FATSO) and a Visa Fraud Criminal Casefile (VFCC).


3. Embassy Kingston physically occupies several buildings;
the same is true for its data storage infrastructure. Prior
to 2004, officers outside the Chancery could not access
forms and files residing on the Chancery's servers. In
September 2004, Mr. Salzman proposed to senior officers in
the Management, GSO and IPC units the creation of an OpenNet
site for Embassy Kingston. Therein, sections would each
have a page to which files could be uploaded for general
access using password-protected one-click upload/delete/edit
tools that would allow designated in-section personnel to
manage content without adding to the IPC unit's workload.


4. Features: Information pages for each section (including
EEO and AFSA); an anonymous suggestion box; an interactive
country map with links to archived news and information; a
community bulletin board; a personnel directory with staff
photos, important numbers, contact info, tools for each user
to update their own profile, and listings by section,
alphabetically, or keyword search; front-page spotlights on
Mission-relevant news stories from the past two weeks and
upcoming events within the next 30 days; an ICASS service-
quality feedback survey; newsletter archives; a keyword
search function for news and files; and site-wide
point'n'click content control for administrators.


5. The implementation of this project has revolutionized
information flow in the Embassy. Increasingly, staff
members are relying on the easy access to the data on this
site. All staff members save time no matter if they are
looking for information or being asked to provide it. The
Marine security detachment finds the photo-directory to be
especially useful in familiarizing new staff. Due to the
ease of use and scalable architecture, Post is confident
that the site can be maintained after Mr. Salzman departs
and continue to meet the needs of the mission.


6. Embassy Kingston's work visa program is a high volume
operation, second in the world in numbers processed. Prior
to WVATS, work visa records were kept in a complex Excel
spreadsheet. Officers spent hours each week searching for
petition records and updating activity records. Duplicate
entries were common, and large gaps existed where previous
officers had fallen behind in record keeping. The system was
described by one officer as "unsustainable". With approval
of the section chief, Mr. Salzman developed an alternative
web-based record-keeping system - WVATS.


7. WVATS features: Provides a user-friendly interface with a
FAQ and helpfile; stores all records in a database located
on a secure server with regular backups; prevents duplicate
petitions or invalid data from being entered; creates a
logfile of all activity, for auditing purposes; search
function retrieves records by petition name or ID number;
enables cases to be flagged for Anti-Fraud Unit
investigation; allows users to add extensive notes to
petition entries; generates time-series charts (yearly,
monthly, and daily) of scheduled interviews; allows users to
set general interview parameters (holidays, start times,
daily interview caps, etc.),allowing the autoscheduler to
place applicants into the next available appointment slot.


8. The WVATS on-line appointment system has proven an
enormously effective and user-friendly tool for work visa
adjudicators. Due to the wealth of information in the
system and the ease of access to that information, officers
have been better able to determine the validity of
petitioners, cutting down on the number of fraud checks that
need to be completed and ensuring that applicants can be
scheduled for interviews more expeditiously. Officers also
can use the system to determine which applicants are new and
which are returning without having to refer to the original
petition, thanks to the feature that allows descriptive
notes to be written about each petitioner during data entry.
This helps reduce confusion while on the line, allowing
officers to provide better customer service and adjudicate
cases more quickly even if the petition is unavailable to
them at the time of interview. Thanks to the on-line
appointment system, productivity has been enhanced while
preserving the integrity of the H2B scheduling and interview
processes.


9. While serving as the Accountable Consular Officer (ACO),
Mr. Salzman got approval from the section chief to replace
the error-prone and time-consuming logbook system for visa
foil accountability with a web-based accountability system
that could check for mathematical errors or logical
inconsistencies throughout the data-entry process and
immediately identify an error's source, allowing for speedy
and accurate resolution of any discrepancies. Records
include the identities of the printer, the ACO and the
section chief, as well as notes on any unusual events for a
given day, and can be quickly retrieved for auditing
purposes. The FATSO system has been in daily use by Post's
immigrant visa section since May 2004, and is currently
being evaluated by Orkand Systems for possible inclusion in
future versions of their consular automation software.
Officers prefer the FATSO system, due to ease of use, ready
access to records, and demonstrated accuracy of results, and
recommend that FATSO become an accountability SOP.


10. After the successful deployment of the consular data
management programs (FATSO and WVATS),the ARSO asked Mr.
Salzman to design a web-based database interface for storing
records of visa fraud cases. The resulting secure VFCC
system allows authorized users to create new cases, enter
updates, attach supplementary files, generate printable
reports in the standard Diplomatic Security (DS) format with
one click, and share this information with other authorized
officers through the OpenNet. The system generated strong
interest among DS agents and supervisors when demonstrated
at a regional conference in 2005.


11. Mr. Salzman's dedication to these projects has been
particularly impressive. Prior to implementation he
carefully researched the requirements and possibilities of
each application. He was immediately responsive to security
concerns and suggested enhancements. His initiative should
be recognized and rewarded and that is why Post is
submitting him for the prestigious "Innovation in Use of
Technology Award."