CHAPTER 7: PEOPLE
CHAPTER 7: PEOPLE CHAPTER 7: PEOPLE
Chapter 7: People 7.1 Types of DTS Profiles Each person who uses DTS or has travel documents created in the system must have a DTS profile. When creating a profile for a person in DTS, the DTA must identify which type of profile the person needs. Table 1 describes the two types of DTS profiles: user and user/traveler. Table 7-1: DTS Profile Types DTS PROFILE TYPES The person travels on DoD business USER PROFILE No USER/TRAVELER PROFILE Yes DTS role • Non-DTS Entry Agent (NDEA) • Travel clerk • DTA personnel • Routing Official • Transportation Officer (TO) • Centrally Billed Account (CBA) Specialist DTS actions • Perform administrative tasks • Create travel documents for other people • Anyone who travels on official DoD business • May also have a DTS role such as NDEA, travel clerk, DTA, Routing Official, TO, or CBA Specialist • Create travel documents for themselves • May also create travel documents for other people and perform administrative tasks Required Information Minimal for DTS to: • Validate identity, permissions, and access Extensive for DTS to: • Validate identity, permissions and access • Capture information to automatically complete travel documents 7.1.1 Personal Information Protection and Access Points To safeguard personal data in the system, and to comply with requirements of the Privacy Act, DTS limits access according to permission level(s), as described in Chapter 3 of this manual. The DTA should determine the role(s) and permission level(s) each person needs to accomplish their duties. Prior to entering data in the personal profile, the DTA should identify the person's organization membership and group membership (if Global Group Membership Rules [GGMRs] are not in place), and any requirements for organization access or group access. 7.2 Methods of Entering Personal Information DTAs use either method as shown below to enter new profiles in the DTS database: • Add personal information manually • Complete DTS Self-Registration Once the user or user/traveler's personal information is in DTS, and they have a valid certificate, they can log in to DTS and access it according to their permission level(s). New users should check their personal profiles when logging in to DTS for the first time to verify that the personal information is accurate. Users with user/traveler profiles may access their personal profiles from the DTS User Welcome screen by selecting Traveler Setup > Update Personal Profile. Changes made to traveler information under the Traveler Setup tab will automatically update the personal profile in the DTA Maintenance Tool. When a new document is created, the traveler's information in the personal profile will load into the document. When changes are made to traveler information on a travel document, the changes will only Page 7-2 DTS Release 1.7.3.17, DTA Manual, Version 4.5.6 Updated 3/15/13 This document is controlled and maintained on the www.defensetravel.dod.mil website. Printed copies may be obsolete. Please check revision currency on the web prior to use.
Chapter 7: People save to the personal profile in the DTA Maintenance Tool if the Save changes to permanent traveler information box is checked. Leaving the box unchecked alters traveler information on the open document without changing the personal profile. For example, if a mailing address is different for only one voucher, the person may change it on the voucher without changing their permanent profile. The DTA must update restricted fields in the profile for users who do not have access because of their permission level(s). DTAs are responsible for maintaining current and accurate profile information. 7.2.1 Add Personal Information Manually A new user is a person who has no profile in DTS. When adding a new user to an organization, the DTA can manually create a profile for that person. DTAs use the Create Person link to enter the below data for each individual: • Personal information • Organization of membership • Routing information • Permission level(s) • Organization access • Group access • Financial account numbers (Government Travel Charge Card [GTCC]) • Other information, as required This manual process is explained in Section 7.4. Because this method is time consuming for making multiple entries, it is recommended only for small organization changes and individual additions. 7.2.2 Self-Registration New users who have not been entered in DTS by their DTAs can self-register upon their first log in to DTS. After the users complete their personal information and travel preferences, they submit their selfregistrations to the local DTAs for review. After the self-registrations have been accepted, users can log in to DTS. See Appendix A for guidance on reviewing self-registration requests. 7.3 The DTA Maintenance Tool and People DTAs access the DTA Maintenance Tool by selecting the Administrative drop-down list from the DTS User Welcome screen. The DTA Maintenance Home page opens. This is the starting point of the tool, and displays the tools that the DTA's permission level allows them to access. The DTA Tools drop-down list appears on every screen in the DTA Maintenance Tool. It allows DTAs to move easily from task to task. Personal information for all users and travelers in DTS is managed in the People tool. The People tool is used to create and maintain personal profiles and roles for DTS users. DTAs can only create and update the personal profiles to which the DTA has access to, based on the hierarchical setup within DTS. Likewise, the Search People screen limits their choices in the drop-down lists based on that access. To perform administrative tasks related to people, select People from the DTA Tools drop-down list (Figure 7-1). DTS Release 1.7.3.17, DTA Manual, Version 4.5.6 Updated 3/15/13 Page 7-3 This document is controlled and maintained on the www.defensetravel.dod.mil website. Printed copies may be obsolete. Please check revision currency on the web prior to use.
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Chapter 7: People<br />
7.1 Types of DTS Profiles<br />
Each person who uses DTS or has travel documents created in the system must have a DTS profile. When<br />
creating a profile for a person in DTS, the DTA must identify which type of profile the person needs. Table<br />
1 describes the two types of DTS profiles: user and user/traveler.<br />
Table 7-1: DTS Profile Types<br />
DTS PROFILE TYPES<br />
The person travels on<br />
DoD business<br />
USER PROFILE<br />
No<br />
USER/TRAVELER PROFILE<br />
Yes<br />
DTS role • Non-DTS Entry Agent (NDEA)<br />
• Travel clerk<br />
• DTA personnel<br />
• Routing Official<br />
• Transportation Officer (TO)<br />
• Centrally Billed Account (CBA)<br />
Specialist<br />
DTS actions • Perform administrative tasks<br />
• Create travel documents for other<br />
people<br />
• Anyone who travels on official DoD business<br />
• May also have a DTS role such as NDEA,<br />
travel clerk, DTA, Routing Official, TO, or CBA<br />
Specialist<br />
• Create travel documents for themselves<br />
• May also create travel documents for other<br />
people and perform administrative tasks<br />
Required Information<br />
Minimal for DTS to:<br />
• Validate identity, permissions, and<br />
access<br />
Extensive for DTS to:<br />
• Validate identity, permissions and access<br />
• Capture information to automatically complete<br />
travel documents<br />
7.1.1 Personal Information Protection and Access Points<br />
To safeguard personal data in the system, and to comply with requirements of the Privacy Act, DTS<br />
limits access according to permission level(s), as described in Chapter 3 of this manual. The DTA<br />
should determine the role(s) and permission level(s) each person needs to accomplish their duties.<br />
Prior to entering data in the personal profile, the DTA should identify the person's organization<br />
membership and group membership (if Global Group Membership Rules [GGMRs] are not in place),<br />
and any requirements for organization access or group access.<br />
7.2 Methods of Entering Personal Information<br />
DTAs use either method as shown below to enter new profiles in the DTS database:<br />
• Add personal information manually<br />
• Complete DTS Self-Registration<br />
Once the user or user/traveler's personal information is in DTS, and they have a valid certificate, they can<br />
log in to DTS and access it according to their permission level(s). New users should check their personal<br />
profiles when logging in to DTS for the first time to verify that the personal information is accurate. Users<br />
with user/traveler profiles may access their personal profiles from the DTS User Welcome screen by<br />
selecting Traveler Setup > Update Personal Profile. Changes made to traveler information under the<br />
Traveler Setup tab will automatically update the personal profile in the DTA Maintenance Tool.<br />
When a new document is created, the traveler's information in the personal profile will load into the<br />
document. When changes are made to traveler information on a travel document, the changes will only<br />
Page 7-2 DTS Release 1.7.3.17, DTA Manual, Version 4.5.6 Updated 3/15/13<br />
This document is controlled and maintained on the www.defensetravel.dod.mil website. Printed copies may be obsolete.<br />
Please check revision currency on the web prior to use.
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