TSA Integration - Passengers Only

TSA Integration - Passengers Only

With the release of 3.16.1, FOS is now connected to the TSA No Fly Database for passengers only. Continue to handle crew vetting through your existing process.

To setup the integration, please follow the steps below. 

1. Initial contact. The below waiver must be sent to the TSA first. 
Info
  1. The waiver should be on company letterhead and signed (digitally or manually) by a representative authorized to speak on behalf of the Aircraft Operator.
  2. The waiver should be emailed as an attached document.
  3. The subject line of the email should be "Portside Inc., [Airline Name], Forgo Testing.
  4. The recipients are listed below. For smooth transaction, please be sure to include FOS Support in the initial email.

Waiver Notice Template:
"[Airline Name and Carrier Code] the regulated party, elects to abstain/forgo individual testing with TSA's Secure Flight and or Aviation Employee Vetting program(s). [AO Name] is relying on the testing our contracted service provider, Portside Inc., has performed on our behalf. TSA will support individual testing with any AO electing to do so." 

Waiver Recipients:
  1. Your assigned Principal Security Specialist (PSS)
  2. secureflight@tsa.dhs.gov  
  3. fossupport@portside.co

2. Once TSA replies with the approval, await a separate confirmation email from FOS Support and be prepared to share the following details that will be asked:
  1. Company Name (full legal name)
  2. Carrier Name (as registered with the FAA)
  3. Carrier Code
  4. FAA Certificate Number
  5. Contact Name, Phone, Fax, Email
  6. Aircraft scope (all aircraft, or a specific list of tails if only some should be vetted)
Warning
Stop & Wait: do not continue until you have received direction from FOS Support.

 3. Once you receive confirmation from FOS Support that your DHS router has been enabled, you may move onto this final step; setup within FOS itself.
      a. Navigate into the Admin Tab > Company Module > Open your Primary Company
      b. Select the Interfaces tab > Data Sync Tab > Select the red + to add a new integration.
      

      c. Choose DHS (No Fly) as the external app, complete all fields, select Submit. For the "Use for all Aircraft" checkbox, if a single DHS account covers every aircraft in       every FOS company you have, select the box. Otherwise, leave it deselected.
      
      
      d. After submitting, return to the Data Sync tab to review the status.
Info
  1. Received - successfully connected and ready to use
  2. Company Not Allowed - the carrier was not enabled on the backend router, report this to FOS Support
  3. Blank or red status - the router did not accept the company, report this to FOS Support
  4. Network timeout - wait a few moments and try to submit again, continued fails should be reported to FOS Support
            


Procedure to utilize the No Fly integration
1. Within the Company record > General Tab, select a No Fly List Search setting option that works best for your organization.
  1. Run Manually – Requires the user to click on the run option in the trip. Steps outlined below.
  2. Ask 135 Trips – Prompts the user as they exit all 135 and 121 trips to run the No Fly List search 
    1. Answer Yes - the trip is saved and hte passenger list is submitted to DHS in the background, just as if you used the manual command.
    2. Answer No - the trip is still saved, but it is not sent to DHS. You can do this at a later time from the steps outlined below as if you were to run manually.
  3. Ask All Trips – Prompts the user as they exit any trip to run the No Fly List search. 
    1. Answer Yes - the trip is saved and hte passenger list is submitted to DHS in the background, just as if you used the manual command.
    2. Answer No - the trip is still saved, but it is not sent to DHS. You can do this at a later time from the steps outlined below as if you were to run manually.
  4. Always – This runs the No Fly List search automatically as you exit any trip.
    1. When a brand new trip, with passengers, is saved then FOS submits immediately.
    2. When an already submitted trip is saved and FOS detects unsubmitted passenger changes, FOS resubmits the trip with the updated data.


Notes
Note: Passenger records must be complete with a first name, last name, and DOB (at minimum) for the integration to properly function.
(First and Last Name field on main passenger record > Pax tab within the Passenger database)

(Birthdate field on main passenger record > Report tab within the Passenger database)

2. To manually run the No Fly List, navigate to the Interfaces button in the trip view > No Fly List Submission option


3. Viewing the status is done within the Passengers tab of the trip as well as within the trip pax screen for the individual passenger selected.
NotesNote: If the No Fly column is not present within the passenger tab, it will need to be enabled via the Passengers Tab within the Scheduling Defaults section of FOS.


Info
Options that may be seen:
  1. Verified - the name has been ran and no issues found
  2. Missing Pax Data - the main passenger record does not have the first and last name fields populated
  3. Inhibited - TSA has flagged the name







Notes
Additional Notes:
  1. Automatic updates from DHS – if DHS changes a passenger’s status after the trip was submitted (for example, Cleared → Inhibited), FOS refreshes the No Fly column automatically. You do not need to resubmit.
  2. Cancellations are per-passenger – when you cancel or delete a trip, FOS sends an XR code for every passenger to DHS. There is nothing extra to do.
  3. Audit trail – every passenger add, delete, verify, cancel, and inbound DHS update is logged automatically to the No Fly Audit table.
  4. Record Info stamp – after the first submission, the "No Fly / Selectee List Checked" field on the trip’s Record Info tab shows the last user to change passenger data on the trip.

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