0704-0460 SPOT-ES SSN Justification Memo

DEPARTMENT OF DEFENSE
DEFENSE HUMAN RESOURCES ACTIVITY
DEFENSE MANPOWER DATA CENTER
4800 MARK CENTER DRIVE, SUITE 04E25-01
ALEXANDRIA, VA 22350-6000

March 1, 2018
MEMORANDUM FOR DEFENSE PRIVACY, CIVIL LIBERTIES AND TRANSPARENCY
WASHINGTON.DENISE.F.125951 Digitally signed by
DIVISION
WASHINGTON.DENISE.F.1259517547
7547

Date: 2018.03.29 15:57:27 -04'00'

THROUGH: RECORDS, PRIVACY AND DECLASSIFICATION DIVISION
SUBJECT: Justification for the Use of the Social Security Number (SSN) in Synchronized
Predeployment and Operational Tracker - Enterprise Suite (SPOT-ES), DITPR ID 6501
This memorandum is to satisfy the requirements of the Department of Defense
Instruction (DoDI) 1000.30, “Reduction of Social Security Number (SSN) Use Within DoD,”
requiring justification to collect and use the SSN with the Synchronized Predeployment and
Operational Tracker - Enterprise Suite (SPOT-ES) family of systems.
SPOT-ES consists of three automated information systems. Two are web-based: the
Synchronized Predeployment and Operational Tracker (SPOT) and the Total Operational Picture
Support System. The Joint Asset Movement Management System is stand-alone. Together, they
provide the central repository of contract and contractor personnel information as required by
Public Law 110-181 10 U.S.C. 2302. All contractor companies that deploy contractors on behalf
of the Department of Defense (DoD), Department of State (DoS), U.S. Agency for International
Development (USAID), and other Federal Agencies in support of contingency, peacekeeping, or
humanitarian operations are required to use SPOT as the designated common database to build
individual contractor employee records. SPOT-ES affords these Federal Agencies and
Combatant Commanders the ability to plan, manage, track, account for, monitor, and report on
contracts, companies, and contractor employees during planning, operation, and drawdown of
any such operations both within and outside of the United States.
Use of the SSN within the SPOT-ES family of systems falls under two of the acceptable
uses in DoDI 1000.30. Acceptable Use 8, Computer Matching, is required as SPOT-ES is the
authoritative source of contract/contractor information and must interact with private sector
companies, DoD, DoS, USAID, and other Federal agency systems that continue to rely on the
SSN as the primary identifier. Acceptable Use 11, Legacy System Interface, is required because
SPOT-ES has interfaces with legacy authoritative systems that require the SSN as part of their
Interface Control Agreements. DFAS is billed for government services provided to contractors
by the DoD medical community and meals consumed at Air Force dining facilities in active
operations. DFAS cannot accommodate a web-service interface, so when SPOT-ES provides
information related to contracts, DFAS has to have the SSN for their manual interface.
The data collected is covered by System of Record Notice, Defense Manpower Data
Center 18 DoD. This system is secured to protect Personally Identifiable Information in
accordance with the Privacy Act of 1974 and DoD 5400.11-R, “Department of Defense Privacy
Program”.
SORRENTO.MICH
AEL.V.1399639162

Digitally signed by
SORRENTO.MICHAEL.V.139963
9162
Date: 2018.03.01 14:44:35 -05'00'

Michael V. Sorrento
Director