US embassy cable - 05KINGSTON1831

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."