Civilian Arming Authorization Management System (CAAMS)

Civilian Arming Authorization Management System (CAAMS)

CAAMS
User Guide
CAAMS Project Lead: Raquel Davis
[email protected]

Menu
When You See Me, Hover
Over Me For Additional
Information!

1. Introduction to CAAMS
2. Arming Policy and Procedure

3. Accessing CAAMS
Home Menu
Process Master List
BV & QC
HOLD
Transfers
Renewals
Arming Confirmation
Role-Based Dashboard
*Click Titles to Navigate

Contract Information

**View Notes by hovering over the callout icon at the
Top Left of the Screen

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Introduction


Civilian Arming Authorization Management System (CAAMS)



An automated, web-based solution
Processes the submission, review, approval, and compliance management of
arming requests for contractors in Theater



CAAMS is a resident application on the secure Joint Contingency and
Expeditionary Services (JCXS) web-based platform



Stakeholder


Armed Contractor Oversight Directorate (ACOD)
 MISSION: To evaluate, provide legal review, and advise on Exception to
Policy (ETP) arming requests for DoD contractors, and to track arming
authorizations and Serious Incident Reports related to armed civilians and
contractors.

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Functionalities and Benefits
Streamlined,
Automated
Arming
Authorization
Process
Supports PostAward phase
of Contingency
Acquisition
Process

Supports
Phase II and
Phase III of the
OCS Process

Increases
Auditability and
Accountability

Ensures authorization and
issuance comply with
USFOR-A FRAGO 16-143
Arming Procedures for
DoD Contractors & CJTSCC HCA Bulletin 14-01,
Arming of Department of
DoD Contractors and
Subcontractors in
Afghanistan

Enable
External DoD
Agencies
Usage of
Arming Data

Provides
Metrics on
Arming
Census and
Compliance

Arming Roster
Snapshot

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CAAMS User Guide

ARMING POLICY AND
PROCEDURE
Menu
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USFOR-A Arming Policy for DoD Contractors


In order to legally carry a weapon in Afghanistan, DoD contractor personnel must possess:


Arming Authorization Letter (AAL)



Afghan Weapons Permit (AWP)

- Note: Does not apply to PSCs who only provide security *inside* agreed U.S./NATO facilities



The AAL must be carried by contractor personnel at all times while armed. If an AWP is required, it must also be carried at all
times while armed.



Arming Authorization Letter (AAL) – A letter issued by the DoD Arming Authority




Two Categories: (originally established by USFOR-A policy memo dtd 17 Dec 2014)


Armed Security – Personnel who provide private security functions under a covered contract



Self Defense – Personnel who regularly perform their contractual duties outside of Agreed Facilities and Areas in support of NATO/U.S. missions,
including the provision of training, advice, and assistance to Afghan National Security Forces (ANSF)



An AAL is required before contractor personnel may apply for a weapons permit from the Afghan Ministry of Interior



Valid for 9 MONTHS from the date of issue



Contractors should apply for arming authorization 45 DAYS PRIOR to the desired arming date



ALL TRAINING / QUALIFICATIONS are only valid for one year and must be re-accomplished annually


Weapons Qualifications/Scorecards



Rules for the Use of Force and Law of Armed Conflict (RUF/LOAC) training

Afghan Weapons Permit (AWP) – A license issued by the Afghan Ministry of Interior (MoI)


Applies to any individual who will carry a weapon outside of U.S./NATO facilities in Afghanistan


Does NOT apply to PSCs who only provide fixed site security *inside* U.S./NATO facilities



PSCs who provide fixed site security inside U.S./NATO facilities must still register their weapons with the Afghan MoI



Valid for one year upon an annual fee of 5,000 AFN (~$100) – Note: subject to change at MoI discretion



The PSC is responsible for obtaining an AWP within 45 days after receipt of an AAL

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Arming Authorization Letter (AAL) Process

Contractor loads
Documents into
CAAMS

The following documents are captured, reviewed, and retained in the
web-enabled Civilian Arming Authorization Management System
(CAAMS) for each individual contractor arming request:
Screening
Training

Admin

• Synchronized Pre-deployment and Operational Tracker Letter of
Authorization (SPOT LOA)
• Background check memorandum
• Qualification to Possess Firearms or Ammunition (DD Form 2760)
• Biometric Verification (BV) Letter (for non-U.S. Citizens only)
• Written acknowledgement of responsibilities, training, and
liability for actions under U.S. or host nation laws
• Rules for the Use of Force / Law of Armed Conflict training
• Weapons Scorecards (Pistol, Rifle, other as applicable)
• Requesting Official (RO) memorandum
• Legal Review Letter
• Arming Authorization Letter (AAL)
• Afghanistan Weapons Permit

COR reviews
Documents in
CAAMS,
Generates BV
Letter and RO
memo

ACOD Quality
Check
&

Arming
Authorization
Letter Drafted for

Legal Review

Arming Authority

The Contractor is required to provide the documents (other than the
BV Letter) and upload them into CAAMS. For non-U.S. citizens, the
COR liaisons with Task Force Biometrics (TF BIO) to prepare the
Biometric Verification Letter.
The COR prepares the RO memo, with assistance from the
Contractor, and routes to the RO for signature.
The COR uploads the signed RO memo to CAAMS and quality checks
all documents for each individual, then forwards to ACOD.
ACOD conducts a quality check and Legal Review of all documents,
then prepares the Arming Authorization Letter (AAL) for signature.
The Afghan Ministry of Interior requires a copy of the AAL as part of
the application for an Afghan Weapons Permit.

The Arming Package Provides Evidence of Screening and Training, As Required by Law & Regs

Arming Authorization Letter (AAL) Process


The Vendor (or COR) prepares the Requesting Official Memorandum (RO memo), which lists the DoD contractor personnel who need to be armed and provides
a justification for arming them. The COR routes the RO memo to the signature authority (RO) in his/her operational chain of command.



*Note: ACOD recommends having the COR submit the RO memo to ACOD for a quality check (via email), to ensure the justification for arming
contains sufficient information, prior to routing through the operational chain of command for the RO’s signature. This practice often saves time as it
avoids the need to re-route RO memos that contain errors through the operational chain of command.



Vendor creates an entry in CAAMS for each DoD contractor employee who needs to be armed and fills in all required information (“Add Person” from Contractor
menu).



Vendor compiles all documentation required for each arming request and uploads to CAAMS for each DoD contractor employee who needs to be armed.
Complete documentation consists of:






Synchronized Pre-deployment and Operational Tracker Letter of Authorization (SPOT LOA)



Background check memorandum



Qualification to Possess Firearms or Ammunition (DD Form 2760)



Rules of the Use of Force / Law of Armed Conflict training



Written acknowledgement of responsibilities, training, and liability for actions under U.S. or host nation laws



Weapons Scorecards (Pistol, Rifle, other as applicable)

*Note: Vendors should ensure that they upload each document to the correct slot in CAAMS. **For non-U.S. citizens, the COR must also upload a
Biometric Verification (BV) letter for each DoD contractor employee.**
COR uploads the signed RO memo to CAAMS, and reviews (QC’s) all documents for each individual for completeness and accuracy. If inaccuracies are found, the
COR should make a note of what needs to be corrected and return the package to the Vendor (place in the HOLD queue).




If all documentation in the package is accurate, the COR should forward the package to ACOD by clicking the “QC Complete” box for each individual.

ACOD conducts an initial review (ACOD QC) and legal review (LR) of each individual package, and forwards complete and accurate packages to the arming
authority for approval.


Any package with deficiencies will be returned to the HOLD queue for correction by the COR and/or Vendor.



All complete and accurate packages will be forwarded to the USFOR-A DCDR-S, along with a draft Arming Authorization Letter (AAL), for signature.



ACOD delivers the signed AAL to the COR (via email) and uploads the signed AAL to CAAMS under each individual. AALs are valid for one year from the date
signed.



COR provides hard copies of the AAL to each DoD contractor employee who is authorized to be armed.



DoD contractor personnel are also required to obtain a weapons permit from the GIRoA Ministry of Interior (MoI) within 45 days of receiving a signed AAL. The
Vendor is responsible for uploading a copy of the weapons permit to CAAMS.



*Note: When adding Afghan Weapons Permits to accounts, the Vendor MUST use the link under the "Complete" column on the Process Master list.
Uploading these documents in any other way does not update the individual’s status, and will leave the contract out of compliance.
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CAAMS User Guide

ACCESSING CAAMS
Menu
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1. Government Users Login Button
1. Go to https://www.jccs.gov/jccscoe/ and select the
GOVT USERS LOGIN button

0704-XXXX
XX/XX/XXXX

The public reporting burden for this collection of information, 0704-XXXX, is estimated to average 30 Mins per response,
including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and
completing and reviewing the collection of information. Send comments regarding the burden estimate or burden reduction
suggestions to the Department of Defense, Washington Headquarters Services, at [email protected]. Respondents should be aware that notwithstanding any other provision of law, no person shall be subject
to any penalty for failing to comply with a collection of information if it does not display a currently valid OMB control number.

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3. Launch the Application

2. Launch your application

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CAAMS User Guide

HOME MENU
Menu
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Home Page
0704-XXXX
XX/XX/XXXX

Important CAAMS
Announcements will
show here.

The New document Library feature on the
site home page allows users to view all
required documents for pursuing an Arming
Request and Policy Documentation

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Home Menu: About
0704-XXXX
XX/XX/XXXX

The About page contains a great deal of
information regarding the arming process
and CAAMS.

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Home Menu: FAQ

0704-XXXX
XX/XX/XXXX

FAQs have been categorized
for easier navigation

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Helpdesk & Feedback Ticket

Need help? Have a question? Complete the
requested fields, include your username,
and submit a Helpdesk ticket.
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CAAMS User Guide

PROCESS MASTER
LIST/CONTRACTORS MENU
Menu
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Process Master List
The Process Master List
shows the various phases of
the arming package lifecycle
(New, Hold, BV, QC, ACOD
QC, LR, AAL, Complete, &
Permit Uploaded)

Hyperlinked numbers in #In
Process column display all
individuals under the same
contract, in various phases.

Hyperlinked numbers in each step
forwards you to a detailed screen,
displaying the personnel’s records
currently in that phase requiring
specific action to move forward in
the process .
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Process Master List
If contracts do not appear, submit a
helpdesk ticket, including the
contract numbers needed. The
Helpdesk team will request
approval from the appropriate
source

There are three main reasons why the Process Master List may be empty
• There are no individuals who have been assigned to the contract. Once an
individual is added to a contract, the contract will appear in the Process Master List
• The contract has “expired” in CAAMS; the Contract End Date needs to be updated
• The user’s role has not been associated with the contract number

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Process Master List Details
The Following table describes the data columns displayed on the screen

Column Name

Description/What is Displayed when the Hyperlink is Selected

#In-Process

The number of arming requests entered in CAAMS per contract. This view shows a complete snapshot of the entire
contract’s personnel

New

The number of people added to CAAMS who have not started the arming authorization process and/or number of
people undergoing AAL Renewal Process. These individuals require data and documents added/uploaded to
their record to move them out of this phase.

Hold

Requests that have been put on hold by ACOD for further review or records returned to either the Vendor or
KO/COR. These records have discrepancies identified to be fixed and resubmitted for QC, then ACOD QC

BV

The number of requests in the Biometric Verification stage of the authorization process. Non-US Citizens are
automatically moved to BV to have the BV letter uploaded to their record. Once uploaded from the BV
phase, the individual will move to QC

QC

The number of requests in the Quality Control stage of the authorization process. These individuals require
verification from the KO/COR. Data and documents must be reviewed and verified, then submitted to ACOD
QC.

ACOD QC

The number of requests in the ACOD Quality Control stage of the authorization process

LR

The number of requests in the Legal Review stage of the authorization process

AAL

The number individuals with AALs (Arming Authorization Letter) ready to be generated and sent to the
Authorization Authority for signature

Complete

The number of requests that have finished all stages of the authorization process. Per FRAGO guidance, it is
mandatory to obtain the country specific permit Within 45 days of receiving the AAL; the KO/COR must
upload the Afghan Weapon Permit to move the individual to Permit Uploaded

Permit Uploaded

The number of individuals who have obtained their Afghan Weapons Permit

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Process Master List
1. Select the appropriate contract
number and click on the highlighted
number in the “In-Process” column.

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Process Master List (# In Process)

2. To update the records, click “Edit”.

Note: Edits to the personnel records
can be done during the New, BV, Hold,
or QC Queue.

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Process Master List
The arming process doesn’t begin until the
Security Type (Self Defense/Armed Security) is
selected.

3. Select a Security Type

4. Add Weapon Type and enter
Quals. Expiration Date. Click
“Update”.

Note: After editing these sections, “Save
Changes” and/or “Update” must be
clicked; if not, the information entered
and selected will NOT be saved.
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Process Master List

5. To upload a document, click
“Add”.

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Process Master List
6. Select the file type.

7. Select the document to upload
and click “Upload”.

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Single Doc/Multiple Individual Upload
1. Select the Upload Single
Doc/Multiple Individuals link

2. Select all of the
individuals who are listed
on the document you
would like to upload
3. Select Upload Document
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Single Doc/Multiple Individual Upload

0704-XXXX
XX/XX/XXXX

This feature is only applicable for the RO
Memo Armed Security, RO Memo Self
Defense, RO Memo Renewal, and
Background Check
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CAAMS User Guide

PERFORMING THE BV AND
QUALITY CONTROL
Menu
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Biometric Verification

1. Identify desired contract number.

2. Click the highlighted number in
the BV column.

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Biometric Verification

3. Select one or multiple names
found on the BV Letter to have the
document associated with the
record. Then press the Upload BV
Letter button

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Biometric Verification

4. Attach the BV Letter

5. Select BV Letter and click “Upload”.

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Quality Control
 When processing a new person into CAAMS,
the KO/COR should perform quality control (QC)
by




Ensuring data entered into CAAMS matches values
supplied from documentation
 Contract information
 Arming information
 LOA number
 Passport/Taskera/National Identity Number
 Deployment Start/End dates
Ensuring all necessary supporting documentation is
uploaded and verified
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Quality Control (QC) from Process Master List

1. To successfully perform QC,
the individual must be selected
by a number from the QC
column

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Quality Control (QC)

2. Select the QC link for an
individual

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Quality Control (QC)

3. Read each document to make
sure all information is correct for the
individual

If a document is missing, select
“Add Document” to make easy
additions
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Quality Control (QC) Complete
4. Check the “QC Verified” boxes
as you read documents

5. Once all documents have been
“QC’d”, select the QC Complete
button to advance them to ACOD
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Quality Control (QC) Complete

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Quality Control (QC)
Notice there is one less individual
on the QC page

Notice the individual has been
moved to ACOD QC queue on the
Process Master List
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CAAMS User Guide

HOLD
Menu
43

HOLD
Individuals are put on HOLD if ACOD finds
discrepancies in their record

Click the hyperlink within the “Hold”
Column
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HOLD

Any Record Notes on the
individuals will show here

1. Click the Edit link to view/edit the
record

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HOLD
0704-XXXX
XX/XX/XXXX

2. View Record Notes for
necessary changes, issues,
recommendations, etc. from ACOD

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HOLD
0704-XXXX
XX/XX/XXXX

3. Make the necessary changes,
add to the Record Notes to be
viewed by ACOD

4. Click “Save Changes” and then
“Re-Submit to QC”
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QC to HOLD
QC to HOLD from
the QC Screen

KO/CORs also have the ability to send a record
to HOLD. Once sent to HOLD, the Vendor will
have access to make the necessary changes.
They would then submit the record back to QC.

QC to HOLD from
the Edit Screen

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CAAMS User Guide

TRANSFERRING
CONTRACTORS
Menu
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Transferring Contractors
 KO/CORs are able to manage their contracts by
transferring contractors to other contracts

1. Select a contract from the #In
Process column

Transferring Contractors

0704-XXXX
XX/XX/XXXX

2. Select the individual to Transfer

Transferring Contractors
NOTE: Data from their current LOA will
be removed from individual records after
transfer and will need to be updated with
information from their new LOA.
Transfers are an irreversible action

3. Select the new contract to
transfer the individual to. Click
Transfer Record

Transferring Contractors

The record has been successfully updated

Transferring Contractors

0704-XXXX
XX/XX/XXXX

4. The individual is now in NEW
status under the new contract

Bulk Transfer

1. Select the “Multi-Individual
Transfer” link

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Bulk Transfer

2. Check all individuals needing to
be transferred

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Bulk Transfer
3. Select contract from the Transfer
To dropdown

4. Click the Transfer button to
complete action

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CAAMS User Guide

RENEWALS
Menu
58

Renewals
Upon consent from ACOD, a Renewal RO Memo may be
submitted for
 A contract employee when he/she moves to a different
contract not listed on the existing AAL (but will be
performing the same duties in the same or similar
circumstances)
 The current contract is extended beyond the expiration
date of the existing AAL
 The prime and/or sub-contracting company has changed
– USFOR-A FRAGO 16-143

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Renewals
Renewals should be looked at a month in advance to allow
for documents to be processed in a timely manner.
Required Documents for Renewals with an existing AAL:
 Updated LOA
 Updated Weapons Qualifications
 Renewal RO Memo (different template than a regular
RO Memo)

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Renewals
To initiate a renewal for an existing
contract, select the renew/transfer
link

Click the Initiate Renewal Process
button

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Renewals
The individual is placed in NEW
status, and marked as a Renewal

All renewals need to have the RO
Memo Renewal document
uploaded into the system

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CAAMS User Guide

ARMING CONFIRMATION
Menu
63

Arming Confirmation
For compliance reasons, once a contractor’s
AAL is signed and uploaded, it is the KO/COR’s
responsibility to confirm that the contractor is
armed or not

1. Select the checkbox in the
Armed column

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Arming Confirmation
Note: KO/CORs must confirmed armed
contractors monthly by completing this task.

Notice the date has been changed to “today’s” date
or the date the armed status was confirmed.

If a contractor were to no longer be armed, the
KO/COR will unselect the checkbox and the
Confirmed date will change

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CAAMS User Guide

ROLE-BASED DASHBOARD
Menu
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Welcome to the Dashboard

Expiring/Expired Items

Process Master List

Status Changes

LR/AAL Uploads

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Role-Based Dashboard
Editing records in New, Hold, BV, and QC can
be done from both the Dashboard and Process
Master List. NOTE: The Status Change queue
will ONLY show records that have changed in
the last 7 days. View the full snapshot of
records from the Process Master List
Navigate to the Dashboard from the
Contractors dropdown menu; the
static number will show how many
items need updating

6

1. Select hyperlink

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Role-Based Dashboard

2. Select Edit

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Role-Based Dashboard

3. Select Update Qual. To
update the expired date

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Role-Based Dashboard
The number in the dashboard
column has been updated from 6
to 5 after making the necessary
changes

Bobby Manning’s status has
been updated and displayed
in the records table
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QC from Role-Based Dashboard

Click the QC link from the Status
Change queue or a hyperlinked
number in the QC column from the
Process Master List

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QC from Role-Based Dashboard
You will be brought to the QC page. All
contractors under the selected contract who are
ready to be QC’d will appear on this page.

Click the QC link and follow regular
procedures for QC’ing an individual.

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CAAMS User Guide

CONTRACT INFORMATION
Menu
74

Contract Information

0704-XXXX
XX/XX/XXXX

Contract information can be updated from the
Contract Detail screen

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Contract Information

Edit Contract
Information

Upload/View
Contract
Documents

Assign
KO/COR/RO &
Vendor

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CAAMS User Guide

END OF GUIDE
Menu

For More Information or to Receive Training on CAAMS,
contact Raquel Davis via email at [email protected]
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