Total Force Training 23 September 2009 "LINKING TOTAL FORCE TO MISSION AND OPERATIONS"

1. DMHRSi HR (Personnel)ModuleGail M. EpsteinDMHRSi Project Management OfficeNavy Medicine Support Command Total Force Training 23 September 2009 "LINKING TOTAL FORCE TO MISSION AND OPERATIONS"

2. Why is the HR Module Important? • Cornerstone to everything that occurs in DMHRSi. • Provides leadership with an overall view of all personnel assets at a command. • One source of query for all personnel types (ACDU/CIV/CON/VOL/RES) • Upper echelon has the ability to view individual command and regional data. • Provides visibility of staffing levels (required and actual) • Staffing and readiness decisions are based on information contained the HR module.

3. Person Page • Contains the basic demographic information of all employees in Navy Medicine. • Information is fed to DMHRSi via a variety of source systems. • Must be carefully maintained to ensure accuracy. • Information can be locally created as needed. • Provides for “date tracking” to view information from the past, present, or future. • Errors on the “person page” adversely effect all reports and may “misrepresent” status of personnel at a command.

4. Five inter-related modules Readiness Data Labor Data Manpower Data Education & Training Data Personnel Data

5. Manpower TFMMS via AMPPS AMD Education/Trng FLTMPS Personnel OPINS (Officers) NES (Enlisted) DCPDS (Civilians, FNs) RHS (Reserve) Tables/DB DMIS JONs CAC Composite Pay Occupational Database (ODB) Readiness EMPARTS DMHRSi Interfaces/Data Feeds DMHRSi Financial SMART EAS IV Financial DCPS

6. DMHRSi HR Page DMHRSi Employee ID (sequentially assigned) The most common error found on the HR page is missing information in the Additional Personal Details Flex Field. When you open the Flex Field, all the lines in Yellow must be populated. For all Military a grade is required.

7. Additional Personal Details for Different Person Types For all Civil Service Personnel a Grade and Step are required. The step must be 2 numbers. In the case of NSPS personnel the step is 00 For All Contractors a Contractor Type is Required

8. Additional Personal Details for Different Person Types For Local National personnel a Local National Type is required. This is also where the Local National ID number can be entered. For all Reservists, a Reserve Type is Required

9. Additional Personal Details for Different Person Types For all Volunteers, a Volunteer type is Required. When there is missing information in the Additional Personal Details field, the Service Unique Expense Element (SUEE) will not be calculated, thereby causing errors on EAS and SMART files of “Missing Expense Element” and “Missing Cost Rate” during End of Month Processing by the LCA (MEPRS) dept.

10. Occupation Codes in Extra Information • The Current Primary Occupation Code found in the Extra Information on the Person Page is where the Service Unique Occupation Code (SUOC) is derived for Military and Civilian personnel. • For Contractors and Volunteers the SUOC is derived from the Job field on the Assignment page. • All Contractors and Volunteers must have a Job on the Assignment page using the Civilian Series that most closely relates to what they are hired to do. • This is the source of errors in the SUOC/Skill Type Mismatch Report. • If these codes are missing or incorrect they will cause errors on the EAS file that is created during End of Month processing by the LCA (MEPRS) dept.

11. Officer Occupation Codes in Extra Information All Officers must have a minimum of 3 different Primary Occupation Codes ND = Naval Designator; NB = NOBC (Naval Officer Billet Code); and NS = Naval Sub Specialty Code. You may also see a 4th code called NQ = AQD (Additional Qualification Detail). This is where the SUOC (Service Unique Occupation Code) is derived from. The Skill Type and Suffix must match to the current primary Sub Specialty code.

12. Enlisted Occupation Codes in Extra Information You may see 2 different types of Occupation Code records for Enlisted personnel. NR = Navy Rating and NE = Navy Enlisted Code (NEC) . Enlisted Personnel should have only one of these record types as Current and Primary. The Skill Type and Suffix must match the Current and Primary Occupation Code.

13. Civilian Occupation Codes in Extra Information All Civilian Records must have at least one Current Primary Occupation Code . This code should reflect the Series that the Civilian employee has on their most recent SF-50. The Skill Type and Suffix must match to the Current Primary Occupation code.

14. The Assignment Page • The tool used to match personnel on board to authorized billets in an organization. • The organizations and billets are fed in to DMHRSi from the Activity Manpower Document (AMD). • Navy Medicine AMDs are required to be aligned according to the Navy Surgeon General’s Standard Organization Policy.

15. Five inter-related modules Readiness Data Labor Data Manpower Data Education & Training Data Personnel Data

16. Manpower TFMMS via AMPPS AMD Education/Trng FLTMPS Personnel OPINS (Officers) NES (Enlisted) DCPDS (Civilians, FNs) RHS (Reserve) Tables/DB DMIS JONs CAC Composite Pay Occupational Database (ODB) Readiness EMPARTS DMHRSi Interfaces/Data Feeds DMHRSi Financial SMART EAS IV Financial DCPS

17. Assignment Basics As part of the data loading process, the position is aligned to the organization based on the Civ_Org code. The Job (occupation code) and Grade are also aligned to the position during the loading process. These associations can NOT be broken. The Group field is used to show when someone is working outside of the organization (department/division) that owns the position the person is assigned.

18. Position Basics • The position as it appears in DMHRSi is a combination of several pieces of information from the AMD. • The N represents Navy; the service that owns the billet. • The 68907 represents the UIC that owns the billet. • The 00125 represents the billet sequence code from the AMD. • Legal Tech represents the Job Title of the billet. • YB-02 represents the Authorized Rank/Grade of the billet. • C represents the Authorized Person Type of the billet. In this case C stands for Civilian. • 355510 is a sequential number assigned to the billet by DMHRSi when it was loaded in to the system.

19. Assignment Record There are several key parts to the Assignment Page: The Location – should reflect the UIC of the organization. The Position – Is required for all Active Duty/Civilian records. The Assignment Category – Tells the system what type of timecard is to be used. 2-week for Full Time Regular and Monthly for GME/GDE Full Time. The Supervisor – Should reflect the first line supervisor of each person. The only person who does not get a Supervisor is the Commanding Officer. The Skill Type and Suffix are entered in the Additional Assignment Details flex field.

20. Contractor/Volunteer Assignment For Contractor and Volunteer assignments, the required information is similar to Military and Civilian with one major exception. Contractors/Volunteers DO NOT get a position in DMHRSi. Since the SUOC is derived from the Job Field for these two person types; you must use the Civilian series that most closely relates to what they were hired to do. This is what the Skill Type and Suffix must be matched to.

21. Common Errors on the Assignment Page • Missing Location – Will cause the error that Labor will be included in the SMART file but not in the EAS file. • Missing Position – Will cause the “Invalid SUEE and Invalid BS/L” error in the EAS file for Active Duty personnel. • Missing Assignment Category – will cause Expenditures not to be costed. • Skill Type and Skill Type Suffix must be matched correctly to Person Occupation codes for Civilian and Military personnel and to jobs for Contractors and Volunteers.

22. DMHRSi Desk Reference Guide • The DMHRSi desk reference guide is a tool developed by Mr. Scott Schuler at NMSC to assist in ensuring data quality. • It provides how – to instructions on running monthly Data Quality checks. • Also provides an appendix listing all EAS errors caused by personnel records in DMHRSi and how to fix them. • There is a data checker tool embedded in the guide for use by both LCA and HR personnel to assist in identifying all HR errors by person name for ease in making required corrections.

23. DMHRSi REPORTING ACCESS https://www-nmcp.mar.med.navy.mil/navmedsupport/initiallogin.aspx Selecting the Report Admin button will bring up the Report Catalog The Report Catalog will show the names of the reports in each category and a brief description of what is contained in the report.

24. DMHRSi REPORTING ACCESS Shows the date the data in the Sequel Server was last refreshed by DMHRSi

25. NMSC Home Pagehttp://nmsc.med.navy.mil Link to DMHRSi page

26. DMHRSi NMSC Homepage For all Super Users

27. DMHRSi NMSC Homepage

28. Questions?