Title: Data Integrity Breakouts (Navy) MEPRS - 100% DMHRSi Requirement Session: R-4-1440-1700

1. Title: Data Integrity Breakouts (Navy) MEPRS - 100% DMHRSi Requirement Session: R-4-1440-1700

2. Objectives Provide overview of DMHRSi purpose Discuss Data Quality ramifications of DMHRSi Explain the current 100% Timecard Requirement

3. DMHRSi Timecard Policy • In July 2008, BUMED published guidance for a DMHRSi 100% Monthly File. • This guidance provides BUMED policy regarding DMHRSi LCA reporting requirements for MEPRS/EAS. • It outlines the definition and monthly creation of a 100% LCA file for EAS and SMART to meet DoD and Navy Medicine reporting requirements. • The guidance also provides the roles and responsibilities related to Manpower, Human Resources, and LCA for the accurate and timely capture and reporting of command data.

4. Why is a 100% File Important? • If timecards are not submitted, the labor expense is not reported. • Across the MHS, 70% of all MTF and DTF expenses are attributed to human resource/labor related costs. • FTEs is a factor used to allocate many overhead expenses in EAS. • Missing timecards can misallocate these overhead expenses across final accounts.

5. How DMHRSi Data Impacts EAS

6. DMHRSi Data in EAS - Manpower Manpower data represents the mission, functions, and tasks of a command: The command’s AMD (Activity Manpower Document) is the source for positions (billets) in DMHRSi for Active Duty, Civilians, and Contractors. Personnel occupying a position in DMHRSi represents an “Assigned” FTE for that command. Maintaining an accurate AMD ensures that the right mix of personnel are available to meet local and readiness requirements.

7. Manpower Roles & Responsibilities Manage the command’s Activity Manpower Document (AMD). The AMD must coincide with the command’s personnel structure by directorate, department, and division; The quality and quantity of billets on the AMD must match the quality and quantity of personnel working within the facility;   Initiate and process ongoing updates to the AMD. These updates/changes must coincide with adjustments to the command’s personnel structure- Manpower Change Requests

8. DMHRSi Data in EAS Human Resources Complete and accurate DMHRSi HR data is critical: Personnel must be in- processed and out-processed promptly -within 2 working days; All HR data must be verified and updated as necessary; All Active Duty and Civilians must be assigned to an Organization and Position Assignment of a Skill Type and Suffix based on the Person Occupation is required for all personnel

9. HR Roles & Responsibility In process and out process personnel timely; Enter and maintain accurate demographic data. Correct source system data when necessary. Assign positions for Active Duty and Civilian personnel. Contractors are assigned a job. Assign a People Group if personnel are not working in their assigned Organization. Assign a skill type and suffix based on the current job/position.

10. DMHRSi Data in EAS LCA Complete and accurate reporting of labor hours is mandatory All personnel are required to enter hours via a timecard. Hours can be entered via Timekeeper entry or batch if necessary by designated personnel. Timecards must be approved within 7 days of submission by an assigned timecard approver.

11. LCA Roles & Responsibilities LCA manages the labor data entered via timecard entry, timekeeper entry, or batch; Provides oversight and training of timekeepers and timecard approvers; Analyzes and corrects erroneous timecard data; Creates the monthly EAS and SMART data files which include 100% of the command’s personnel. This is a BUMED requirement.

12. Monitoring Mechanisms – Manpower, HR, and LCA Manpower, HR and LCA Staff have many reports available in the DMHRSi module, Discoverer Viewer, and on the DMHRSi Report Server to monitor data inconsistencies. Reports should be run on a regular basis and the data should be corrected. EAS data elements can be found on these reports.

13. Activity Monitoring Mechanisms - Manpower The NAVY AMD shows all authorized positions (billets) at your command for Active Duty (Officers and Enlisted), Civilians, and Contractors The Multi Encumbered Positions report shows multiple command personnel assigned to one position (billet)

14. Activity Monitoring Mechanisms - Human Resources The HR Data Issues Report Affecting EAS should be used to monitor missing data in DMHRSi.

15. Activity Monitoring Mechanisms - LCA The DoD Batch & Timecard Status Report provides information on all personnel timecards. Timecards should be monitored after each pay period for 100% approval.

16. Activity Monitoring Mechanisms - LCA The SUOC Mismatch Report compares the Skill Type and Suffix assigned to each person in DMHRSi based on their Occupation with the current fiscal year Occupation Code Table. SUOCs shown below are not valid on the current Occupation Code Table for these Physicians.

17. Data Non-Compliance - How EAS Is Affected • Missing billets/positions affect assignment of personnel • Missing or erroneous HR data compromises the EAS data file and records may or may not be included. • Occupation and skill type/suffix mismatches may cause data to be changed in EAS. • For example, a clinician (1P) with an AQD other than their medical specialty automatically becomes a 5Z when the DMHRSi record in imported into EAS. • Labor hours not reported could result in EAS errors such as Workload reported without corresponding work hours. • Labor hours not reported can impact Cost Per Visit or Cost Per Disposition calculations.

18. BUMED Monthly Monitoring BUMED monitors DMHRSi Manpower, HR, and LCA data twice monthly thorough the DMHRSi Interim and Final Authorization Reports. Missing billets/positions and Human Resources data will present on the HR Data Issues Report. Missing or incomplete timecards will present on the DoD Batch and Timecard Status Report. Beginning in FY11 all activities are required to achieve 100% timecard approval.

19. DMHRSi Final Authorization Report

20. DMHRSi Final Authorization Report

21. DMHRSi Compliance within the DQMC Program Beginning in FY10, the MHS Data Quality Program included the DMHRSi submitted and approved timecard metrics as part of each command’s monthly Data Quality Statement. The metrics for submitted and approved timecards is based on the DMHRSi Interim and Final Authorization Reports distributed by BUMED each month.

22. DMHRSi DQMC Metrics Report

23. DMHRSi DQ Metrics Calculations The Submitted Timecard Calculation is based on the total number of MTF timecards in the Approved, Submitted, and Rejected Statuses divided by the total number of MTF timecards. The formula excludes timecards in “Not Submitted” and “Working” statuses. The Approved Timecard Calculation is based on the total number of MTF timecards in the Approved status divided by the total number of MTF timecards. The formula excludes timecards in the following statuses: Submitted, Not Submitted, Rejected, and Working. These metrics are reported via the DMHRSi DQ Metrics Report issued by BUMED to the Regions monthly.

24. FY 11 DMHRSi DQ Reporting Beginning with the FY11 fiscal year, all Navy activities are required to achieve 100% timecard compliance before authorization is granted to create the monthly EAS and SMART files. Any deviation from the 100% requirement must be documented with a logged trouble ticket or detailed explanation.

25. Summary • DMHRSi LCA file must be complete and accurate • There are tools available to assist in ensuring DMHRSi data quality • In FY11, commands are required to achieve 100% time card compliance before receiving approval to process

26. Q&A Questions?