DQ MEPRS Audit Readiness DMHRSi Timecard Management Bi-weekly vs. Monthly RE-T-3-F 2012 Navy Medicine Audit Readiness Training Symposium

DQ MEPRS Audit Readiness Context: Explain how results of FY11 reporting determined new DMHRSi Reporting Requirements Purpose: Educate the audience on the importance of proper timecard management techniques to meet reporting requirements. Outcome: Promote a better understanding of DMHRSi timecard management techniques and the role that it plays data transmission. FOR OFFICIAL USE ONLY 2

DQ MEPRS Audit Readiness Navy Medicine’s Strategic Goal One of Navy Medicine’s strategic goals is to maintain the right workforce to deliver quality healthcare services to the patient population. Correct, accurate and complete data reporting is pivotal for realizing this goal. DMHRSi is the tool for capturing and reporting this data. DMHRSi is a Critical System for Navy Medicine. FOR OFFICIAL USE ONLY 3

DQ MEPRS Audit Readiness Why it is Important? Across the MHS, 70% of all MTF and DTF expenses are directly attributed to human resources and labor related costs. DMHRSi timecards is the mechanism for identifying the time (and costs) associated with each activity. Erroneous reporting can lead to bad decisions. FOR OFFICIAL USE ONLY 4

DQ MEPRS Audit Readiness BUMED Policy In July 2008, BUMED published policy for a DMHRSi 100% monthly file. In November 2010, BUMED M1 published policy that sets guidelines and assigns responsibilities for utilization of DMHRSi. A 100% LCA file includes timecards for each pay period for all personnel at a command. In July 2011, DMHRSi compliance was incorporated into the Pre-EAS Transmission Report (PETRA). FOR OFFICIAL USE ONLY 5

DQ MEPRS Audit Readiness Monthly Requirements for PETRA The DMHRSi DoD Batch and Timecard Status Report be included in the new PETRA process. Activities are required to run this report and import the text file into the PETRA worksheet. 100% timecard compliance is required for PETRA processing. Activities with extenuating circumstances must note the reason for non-compliance on the PETRA report. FOR OFFICIAL USE ONLY 6

DQ MEPRS Audit Readiness Monthly Requirements for Data Quality The monthly Data Quality Review List and Commander’s Statement requires all activities to report their compliance for Submitted and Approved timecards for the reporting month. BUMED tracks the metrics for all commands and provides the information via SharePoint. Beginning in FY13, BUMED will calculate these metrics a new way, which may affect a command’s compliance. FOR OFFICIAL USE ONLY 7

DQ MEPRS Audit Readiness Let’s Compare the Processes Currently the metrics are pulled according to the MEPRS/EAS System Processing Schedule. BUMED runs the DoD Batch and Timecard Status Report for each command and reports the “Submitted” and “Approved” metrics. One caveat; if a command has an approved PETRA by the PETRA deadline, the metric on the PETRA for “approved” timecards will be used as the 3d metric. FOR OFFICIAL USE ONLY 8

DQ MEPRS Audit Readiness 2013 Metrics Calculation for 3c & 3d For FY13, BUMED will track submitted and approved timecards bi-weekly. Submitted timecards: DMHRSi DoD Batch and Timecard Status Report run on Wednesday following the close of pay period. Approved timecards: report run on Wednesday following DCPS file load (civilian pay). Pay period results will be aggregated for monthly metric. FOR OFFICIAL USE ONLY 9

DQ MEPRS Audit Readiness Let’s Look at the Metrics As is vice To Be FOR OFFICIAL USE ONLY 10

DQ MEPRS Audit Readiness February Submitted Metrics - Monthly FOR OFFICIAL USE ONLY 11 The monthly “Submitted” metrics as published on the SharePoint - extracted 3/23/2012

DQ MEPRS Audit Readiness February Approved Metrics - Monthly FOR OFFICIAL USE ONLY 12 The monthly “Approved” metrics as published on SharePoint - extracted 3/29/2012

DQ MEPRS Audit Readiness Closer Look by Pay Period The following charts show the metrics for Submitted and Approved when calculated on a bi-weekly basis. The reports are run on the Wednesday immediately following the pay period end date (Saturday) for the Submitted metrics and on the Wednesday immediately following the DCPS file load (one week after the pay period ends) for the Approved metric. FOR OFFICIAL USE ONLY 13

DQ MEPRS Audit Readiness Submitted Metrics – Bi-weekly FOR OFFICIAL USE ONLY 14

DQ MEPRS Audit Readiness Approved Metrics – Bi-weekly FOR OFFICIAL USE ONLY 15

DQ MEPRS Audit Readiness The Submitted Difference FOR OFFICIAL USE ONLY 16

DQ MEPRS Audit Readiness The Approved Difference FOR OFFICIAL USE ONLY 17

DQ MEPRS Audit Readiness Recommendations Going Forward As noted, there is quite a difference in the 3c and 3d metrics when they are tracked bi-weekly. BUMED is tracking the metrics now and will be providing this information to the Regions. Tracking on a bi-weekly basis will provide more timely and complete data. The quality should also improve. The new tracking will start in FY13, but by being prepared we hope to eliminate surprises. FOR OFFICIAL USE ONLY 18

DQ MEPRS Audit Readiness Recommendations Going Forward Acquaint your Leadership and DQAT with the new processes and guidance; PETRA, R2DQ, Bi-weekly timecard tracking. Gain Leadership support. Begin to track your timecard status on a bi- weekly basis. Work with the DQAT to improve lines of communication at your command. Be proactive. FOR OFFICIAL USE ONLY 19

DQ MEPRS Audit Readiness Points of Contact Colleen Rees, Randy Van Nostrand, , ext. 602 Kate Burchess, ext. Bonnie Rehbein, ext. FOR OFFICIAL USE ONLY 20

DQ MEPRS Audit Readiness Questions FOR OFFICIAL USE ONLY 21