MEPRS FUNDAMENTALS: PROCESSES AND IMPACT DMHRSi Project & Tasks - DoD Batch & Timecard Status Report Presenter: Mrs Catherine Soto March 2011 - San Antonio, TX

OUTLINE Section 1: DMHRSi Project Creating a new project Setting Up or Modifying an existing project Section 2: DMHRSi Tasks Adding new tasks to a project Editing existing tasks Section 3: Timecard Compliance Generating the DoD Batch & Timecard Compliance report Reviewing the report and resolving discrepancies Section 4: Reporting Issues & Obtaining Help Account Requests Reporting Timecards Stuck/Locked in Submitted Status

DMHRSi project Section 1

What is a DMHRSi Project The DMHRSi project is: The data element generated by the DMHRSi system to delimit the operational timeframe for an specific Military Treatment Facility (MTF). The project represents the Parent Facility DMIS and includes all children DMIS Is composed by a series of seven numerical characters i.e. 1000888 The generation of project numbers in DMHRSi is with the purpose to ensure standardization and compliance to those rules through the establishment of common expense classifications by site, fiscal year, work center, consistent cost assignment methodology, and uniform reporting of personnel utilization data. 

Creating a new project A new project number is generated by the ARMY MEPRS Program Office (AMPO) each Fiscal Year: Sites will receive their FY12 Project Numbers no later than 30 AUG 2011

Creating a new project The generation of a new project number requires the following data elements: Example: 0049_2007_WINN_ACH Owning “Organization” 01-OCT-YYYY 30-SEP-YYYY Can be up to 250 characters During the month of September AMPO will generate all project numbers for the ARMY facilities and forward the list of new projects to the DMHRSi POCs for project establishment. DMIS ID & UIC associated with the parent facility

Creating a new project Below is the Project Summary Screen: Mention chargable and non-chargeable tasks and the use of the report Previous FY projects must be closed

Setting Up or Modifying an Existing Project The site’s MEPRS Office is responsible for ensuring the accuracy of Tasks for new projects: Ensuring that Tasks end-dated during previous fiscal years are deleted, Ensuring Tasks are added or deleted in accordance to AMPO New Fiscal Year Guidance, and Verify chargeable and non-chargeable tasks All the verification steps must be carefully followed before approving the new project number for a fiscal year, since mistakes in the establishment of the project can lead to errors in the creation of the EAS Interface File.

DMHRSi Tasks Observe the figure: By checking or un-checking the “allow charges” box in the Task Detail form you can change Tasks to chargeable or non-chargeable. Changing the tasks to non-chargeable before any time is charged to the tasks is essential to protect future use of the tasks. 

DMHRSi Tasks Section 2

DMHRSi Tasks DMHRSi Tasks are equal to Functional Cost Codes (FCC/MEPRS Codes) which according to DoD 6010.13-M are: “Standard cost accounting elements that uniformly labels a work/cost center in the DoD Military Health System (MHS) with a four-digit alphanumeric code.” (p. 11) FCC/MEPRS Codes are the key element for cost accounting standardization, since these codes aligned critical accounting elements such as workload, expenses, and FTEs in first, second, and third level categories to structure a system of functional categories, summary accounts, and sub-accounts.

DMHRSi Tasks When setting up the MTF new FY project special considerations must be made to the structure of the project’s tasks: The third level tasks must be identified* and unused third level tasks made non-chargeable, since third level tasks do not have the proper coding the interface into the EAS Create file. Unauthorized tasks or new tasks by AMPO guidance must be modified in current project changes to Non-chargeable or added to your task template before your project is approved * You can identify all unused 3rd level tasks by running the Discoverer Report Projects /Tasks in the LCA Standard Reports workbook.  Use the report to find the tasks to change to non-chargeable using the “Task Details” form.

DMHRSi Tasks If your tasks is AAAA_0049 the FCC & DMIS ID populated in the Task detail form must match this task’s characters as shown in the figure During the preparation for FY11 process AMPO found many sites with discrepancies between the Task Names and Task FCC shown in the Tasks screen. These two data elements must always match.

Timecard Compliance Section 3

Timecard Compliance The manhour data interfacing to EAS comes from DMHRSi and as such DMHRSi Timecard Compliance is instrumental in order to ensure data accuracy in the final monthly processes. Sites are responsible for ensuring that all timecards are submitted and in “approved” status before transmitting their MEPRS data. If all timecards are not submitted the data transmitted is incomplete which negatively impact the MTF. By carefully reviewing the data in the DoD Batch and Timecard Compliance Report the MEPRS staff is able to report the same output as EASIV (all records should match when comparing the population against EASIV).  Report Assignment Details:  The Timecard status should be returned based on the assignment details on the last day of the pay period.  If there are multiple assignment records within the start and end date of the timecard period, all attributes should be returned as the timecard period end date.

DoD Batch and Timecard Compliance Report The report is a valuable tool for sites’ MEPRS staff visibility of DMHRSi data by: Allowing the ability to export data from DMHRSi. Select timecard data with Date Ranges, Organization Parent DMIS ID or Group Parent DMIS ID (one of the two not both). Review multiple pay periods for the same month. Visibility of all type of payrolls and all timecards that affect the month, and staff assigned/working in workcenter Have the ability to include all Payrolls (time is collected in weekly (when batched), bi-weekly, and monthly intervals), regardless of time entry frequency, should be returned based upon parameters. Report Dual Component Assignment Details (the assignment details on the report should be returned based upon the person type defined in the timecard for each payroll period).   Distinguish between assignment types, allowing the user to distinguish between primary, secondary, and/or reserve guard assignments. Have the Ability to identify time reporting requirements. Define the Assignment Category (assist the user in being able to distinguish between full time regular and GME/GDE). Identify who entered time (i.e. submitter name, using timecard entry or created by through pre-approved batch entry).   Prevent the user from entering incorrect dates.    Report Reserve or Guard (Single component) employees.

Generating & Reviewing the Report Using the LCA Specialist, LCA Manager or DMHRSi LCA Exceptions Manager role schedule the report to run by selecting the “Submit Processes and Reports” option from the Processes and Reports menu as shown below:

Generating & Reviewing the Report Select a single request and click on the “OK” button

Generating & Reviewing the Report Enter “DoD BATCH%” on the name field and press the Tab Key Reminder: Always populate one DMIS ID parameter, eaither Organization Parent DMIS ID or Group Parent DMIS ID. AMPO recommends to use Group Parent DMIS ID

Generating & Reviewing the Report The parameters screen will pop-up for you to enter your query criteria: Warning:  This report SHOULD NOT be run for timecard periods that extend over 31 days. Enter the Reporting Period Start and End Dates (Required) in DD-MON-YYYY format (Example: 15-SEP-2006). Click in the “Group Parent DMIS ID” field and enter the group parent DMIS ID (Group  Parent DMIS ID allows you to enter the Group Parent DMIS ID of the department/facility you wish to report). And click “OK”

Generating & Reviewing the Report When the report return completed you can click on “View Output” button and export it to a document in your computer:

Review a current report Exercise: Running and downloading a report to an Excel Document Reviewing the Report to highlight discrepancies * For the conference I will run a current report and insert it as an MS Excel sheet in the presentation to go over the major causes of discrepancy

Reporting Issues & Obtaining Help Section 4

Account Requests: through TMA Help Desk 1. Request for Employee Self Service, Requests for Employee Self-Service will be submitted directly to dmhrsiaccounts@tma.osd.mil by the Site Application Administrator (SAA) Requests must be submitted on the Account Request Template form dated 6/30/2010 DO NOT ADD ANYTHING TO THE FORM; ONLY SUBMIT THE INFORMATION REQUESTED 2. Requests for LCA Timekeeper Specialist, * Request will only be accepted from employees who have the DMHRSi SAA role *Changing the form or adding information that is not requested will delay the request Requests for LCA Timekeeper Specialist “MUST” be approved by MEPRS at the site before they are submitted

Account Requests: through AMPO Requests for: Army Timekeeper Manager, DMHRSi Timekeeper Manager, Army LCA Manager, Army LCA Specialist (All Sites), and DMHRSi LCA Exceptions Manager Request will be submitted via email to Elizabeth Arzola, Catherine Soto, MEPRS Army Func Spt and the site’s AMPO Analyst - Requests “MUST” be approved by MEPRS at the site before they are submitted and require Army MEPRS Program Office (AMPO) approval - AMPO will approve and complete the request within three working days Request should be submitted via email using the AMPO DMHRSi Account Request form - Request submitted directly to the dmhrsiaccounts@tma.osd.mil will be returned without action because they require AMPO approval

Locked/Stuck Timecards Timecards showing as locked should be submitted to AMPO immediately Request must be submitted via email to Elizabeth Arzola, Catherine Soto, MEPRS Army Func Spt and the site’s AMPO Analyst DO NOT submit a timecard as stuck in a submitted status unless it has been in a submitted status for five working days; you have verified that it is not in the Timecard Approver’s worklist . Remember: Civilian Timecards will remain in submitted status until the reconciliation happens Human Resources issues should be forwarded to the Regional Human Resources POC DMHRSi Timecards get locked/Stuck in DMHRSi for the following major reasons: Dual Component staff missing the person type in one of the timecard rows or all the rows GME/GDE timecards when the HR record changed from GME/GDE to full time or viceversa during a month * AMPO recommends to batch this timecards and continue processing as usual on the next month To verify that timecards are locked, go to: Army LCA Manager>Timekeeper:Timekeeper Entry>Enter employee name in the Person Name field>enter date in the Period field>click “Find”>click “Messages” located at the bottom of the screen>a message will appear that states the timecard is locked The error message reads: The current row is locked Cause: You are trying to lock a row in the &TABLE_NAME table which is currently being locked by another user. Action: Re-query and attempt to lock the row again. 99.5% of the problems are training or data related, some require a system change

Questions