Physical Readiness Information Management System (PRIMS) CFL Certification Course - S-562-0612A Establish Contact. Physical Readiness Information Management System (PRIMS) CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Objectives Provide PRIMS training resources. We will go over the basics of PRIMS and provide the resources where you can learn more Provide an overview of PRIMS capabilities to expose you to the different features and how this can benefit your command Discuss CFL responsibilities so that you know what is expected of the CFL and related OPNAV policies Discuss record correction procedures. This is a common question and we want to provide this information so that you know what to do when this need arises Provide PRIMS training resources Provide a basic overview of PRIMS capabilities Discuss CFL responsibilities Discuss record correction procedures CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A PRIMS PRIMS is an official reporting system. It is a legal document and will be treated as such. At times, members have attempted to use the FITREP/EVAL as a documentation of PFA records, however, PRIMS is the official document and will supersede any other documentation All data entries are traceable and auditable. You are responsible for all data entered under your name Official PFA reporting system Legal Supersedes other documents EVALs/FITREPs All data entries are traceable and auditable You are responsible for all data entered under your name CFL_1-17_PRIMS.ppt

PRIMS Tracking Capabilities CFL Certification Course - S-562-0612A PRIMS Tracking Capabilities PFA data PFA failure data Medical PHA and PARFQ Waivers FEP data BCA and mock PFA progress Nutrition Command vs Navy trends CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A CFL Responsibilities OPNAV will grant CFL access only after receiving a letter of designation signed by the CO. CFL will grant ACFL access to a department or division and read-only access to your command suite (CO, XO, CMC), as well as other command members, as designated in writing by the CO. Have ACFLs designated in writing, too Enter PFA data in 30 days. This is policy. Navy leadership makes decisions based on the PRIMS data. The data must be in PRIMS to accurately reflect the status of the fleet Maintain the integrity of PRIMS. You will have access to your command's records. It is your job to collect the data and accurately enter it into the system. These records are reviewed and audited Submit corrections paperwork in proper format. We will discuss later in this lesson Maintain all records, i.e. rosters/score sheet, medical waiver forms, PARFQ's and any other supporting documentation, for at least five years Submit CFL designation letter to OPNAV to gain PRIMS access CFL grants ACFL access and read only access to CO/XO/CMC and other command members as designated in writing by the CO Enter PFA data within 30 days of command cycle completion Submit corrections paperwork with supporting documentation CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Learning PRIMS You will need to invest time to practice using PRIMS, so you are familiar with how to navigate through the various screens There is also a "How Do I" Guide under Help in PRIMS that will assist you Additionally, a guide was created specially for member access that will walk individual members through the PRIMS application You will need to take time to practice using PRIMS to learn to navigate A guide with screen shots is on the CFL NKO, Physical Readiness Program, and PRIMS websites Recommend train-the-trainer with more experienced CFL/ACFL CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A PRIMS Reference Guide The reference guide is available on the Physical Readiness Program website. Print this and use it as a reference. The guide is also available under the Help link in PRIMS. www.public.navy.mil/bupers-npc/support/physical/ CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A PRIMS Location PRIMS is located at Bupers Online (BOL) NOTE: As a CFL instructor, you have access to the PRIMS training website, if you have an NMCI account. It is a training module that allows you to access the system and make changes that are not to the live system. It is highly recommended that you use the PRIMS training website to show the trainees how the system works. https://www.bol.navy.mil/ CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A This is the location of PRIMS after logging onto BOL CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Welcome Screen This is the welcome screen. There are notes from the administrator that are dated. Always read these for updates. When PRIMS is experiencing major difficulties, refer to the section "Message from Administrator" for updates Administrator messages provide updates and downtime information CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A PRIMS Layout The following tabs are available in PRIMS: Administrator Message Command tab (managed by the CFL): The Command link is available to ACFLs and members with read access - not just to CFLs Only the CFL can update the Command screen CFLs and ACFLs are advised to work from the Command screen, when they need reports or need to perform functions on a command level, instead of an individual member The Member tab is easier to work with, if you are entering data, and it is also the screen members use to enter their PARFQ data Admin Under Help, you will find: PFA and Elliptical/Bike Calculators PRIMS Users Manual and the PRIMS Context Menu training videos Page 13 Training and the request to remove Page 13 template CFL_1-17_PRIMS.ppt

Working with the Command Screen CFL Certification Course - S-562-0612A Working with the Command Screen CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Command Screen Once in PRIMS you may work in the command screen. The UICs for which you have authorization will appear in the Command block. Click the down arrow to see the UICs. Select the UIC and click Get Command Info. The information for that UIC will load Click the down arrow UICs will appear Select UIC Click Get Command Info CFL_1-17_PRIMS.ppt

Command Detail Information CFL Certification Course - S-562-0612A Command Detail Information Once you select a UIC, the above screen will appear. CFLs are required to update the Command Screen when they acquire CFL access and every 180 days thereafter CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Update Command Screen To update the Command Screen, right-click the UIC under Get Command Info and select Edit Command Info CFL_1-17_PRIMS.ppt

Updating the Command Screen CFL Certification Course - S-562-0612A Updating the Command Screen CFLs must fill out entire command detail screen. All fields must have data prior to saving (the only exceptions are Cmd Address Line 2 and Remarks) The CO, CMC and CFL must be selected from the Search for CO, Search for CMC, Search for CFL links. They cannot be keyed in The Echelon II is required as well as the ISIC information. The ISIC is the CO's CO. It does not have to be the actual Commanding Officer, but a representative of that command CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Menus Menus - Right click on UIC to see the drop-down menu for the command screen The UIC can be expanded to see the departments and divisions assigned to that UIC. The departments and divisions can also be right-clicked to get the menus specifically for that department/division Right click on UIC for drop-down menu Select desired menu option CFL_1-17_PRIMS.ppt

Transfer Member In Under Command Screen CFL Certification Course - S-562-0612A Transfer Member In Under Command Screen To transfer (gain) a member into your UIC - go to Command Screen and search on the UIC Right-click the UIC to get the menu and select Xfer Member In A search section appears, allowing you to search for the member by Last Name, First Name, and SSN. Fill in the information and click Find Members. PRIMS will return the member If the member is already in a UIC and not available, click the I to the left of the member's name. PRIMS will show you the command POC information so you can contact that command and have that member released CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Transfer (cont) If member is in the "transfer" status - the Current Command will show TRANS - Transferring Members You can gain a member by placing your cursor on their last name. The cursor will change to 4-arrows. Click the cursor and PRIMS will allow you to drag and drop the member into the UIC on the left The CFL can also drop members into departments/divisions from here NOTE: For ACFLs: You can only transfer a member into your department/division (not the UIC). Place your cursor on the member’s name and drag and drop into the UIC above. CFL_1-17_PRIMS.ppt

Member Location Management Command Screen CFL Certification Course - S-562-0612A Member Location Management Command Screen Managing your members in departments with ACFLs: Go to command screen, select the UIC, and click Get Command Info Right click on UIC and select Member Location from the drop-down menu Place your cursor on the member's name - it will change to 4 arrows Drag and drop the member into the UIC/dept/div on the left side of the screen Drag and drop member into the appropriate UIC/dept/div above CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Command Reporting Command Screen reports - Right click on UIC under command structure and select Command Reporting to view the selection of reports listed on the slide NOTE: The Commander's Report is now located under the Admin tab. Command Results Crew Member Listing PHAs Due Med Waivers PARFQ Listing BCA Listing PRT Listing PFA Listing Separation Waiver Under Admin: Commander’s Report CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Command Results Command Results reports - select from Command Reporting menu All of the Command Results reports reflect the CFL's UIC. They do not include records from other UICs, even if the member is currently assigned to the CFL's UIC. This is the one place a CFL can go to retrieve results for their UIC regardless of where the members are now located All of the other reports reflect the PFA results for the members currently attached to the command Results of PFAs at your Command regardless of where they are stationed now Allows you to track PFAs at your Command Reporting Options include: Summary BC All Members Passed BC Failed BC BC Not Completed BC Non Participant PRT All Members Passed PRT Failed PRT PRT Not Completed PRT Non Participant PFA Results CFL_1-17_PRIMS.ppt

Working with the Member Screen CFL Certification Course - S-562-0612A Working with the Member Screen CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Member Menu Options Now, we will be working with the Member screen. Click on Member. Enter the UIC in the UIC block and wait for it to load If you want to search for a specific member, enter name and last 4 of member's SSN, then click search Right click on member name to see the drop-down menu (as listed on the slide) Member Edit Member Record (e-mail/phone number) Separation Waiver (Readiness Waiver) Add/View Xfer Member Out Update Member PHA PARFQ (Add/View) Medical Waiver (Add/View) PFA (Add/View) Fitness Programs (FEP and ShipShape) Member Authorization (Add/View) Member Reporting CFL_1-17_PRIMS.ppt

Menu Options - 2 Member Reporting CFL Certification Course - S-562-0612A Menu Options - 2 Member Reporting These are the different reports available on the Member Screen. Right click on the member's name and select Member Reporting Admin Separation Waivers PFA Listing BCA Listing PRT Listing Administrative Action Med Waivers PARFQ Listing FEP FEP Results Summary FEP Progression Filled PARFQ Blank PARFQ Filled PARFQ – NAVMED 6110/4 Blank PARFQ – NAVMED 6110/4 Blank NAVMED 6110/4 NAVMED 6110/4 Smoking Cessation Questionnaire Pre-Physical Activity NAVMED 6110/4 BCA Failed NAVMED 6110/4 CFL_1-17_PRIMS.ppt

Transfer Member Out Under Member Tab CFL Certification Course - S-562-0612A Transfer Member Out Under Member Tab NOTE: Member Transfers Most CFLs have been doing a good job, which is reflected in the slight decrease in the number of transfer requests. All CFLs must ensure they are included on the command Check In / Check Out sheet. Members must also make every effort to make sure their records are updated and accurate. CFLs must place transferring personnel in the PCS status prior to transfer. Due to the number of requests, the Physical Readiness Program office is no longer transferring members upon request. WARNING: Circumventing the system may result in a loss of PFA data. One of the PRIMS program requirements is that a CFL must transfer a member's record out of one UIC, before it can be accessed or transferred into another. Contacting the Physical Readiness Program Office to circumvent this process can result in incomplete or missing records for Sailors and, therefore, the incoming CFL or the Sailor must make every effort to request the transfer from the outgoing CFL and not the Physical Readiness Program Office. Go to the member screen and search for the member (last name, first name, SSN + UIC) Click the door with the red arrow icon. The transfer box will appear Select PCS (or other option) Select Xfer Member button CFL_1-17_PRIMS.ppt

Medical Waivers and PFA Records CFL Certification Course - S-562-0612A Medical Waivers and PFA Records CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Member Screen Click on member tab and search for the member (member's last name, first name and last four of SSN) by UIC then click Search for Member(s) When the grid populates, you will notice an arrow to the left of the member's name. Click the arrow and this will open the records. You will see the PFA records are defaulted To open any record on this screen, click the arrow. To add a record, click the + button. To edit a record, click the icon that looks like a pencil Medical waivers must be entered prior to any PFA data. This creates a new PFA record and populates that record with medical waiver information CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Enter Medical Waiver Click the Medical Waiver tab and then the + button All fields are required except the Comment block. The comment block is used to record generic information about the waiver, not a member's personal medical information. Once the medical waiver is saved, it will create the PFA record CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Member PFA Records Click on member tab and search for the member (member's last name, first name and last four of SSN) by UIC then click Search for Member(s) When the grid populates, you will notice an arrow to the left of the member's name. Click the arrow and this will open the records. You will see the PFA records are defaulted To add a PFA record, click the + button The input screen appears. Select the cycle, enter the test date (required) and select the participation status (required). Enter the height and weight data and click calculate If the member did not meet height/weight requirements, you will be required to enter the measurements and calculate again Once the BCA is entered, PRIMS will ask if you want to enter the PRT. It can either be entered at the same time as the BCA or a later time To enter the PRT portion of the PFA record, just open the record and select the Edit (Pencil) link If a member has a nonparticipation status, you have to click the calculate button NOTE: You have 1 year to add a new PFA record and 3 months to edit a PFA record NOTE: Medical waivers must be entered prior to adding a new record CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A FEP and Nutrition CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A FEP Records Automatically enrolls members who fail PFA Must manually enter others Must dis-enroll members once FEP requirements are met Must enter monthly mock PFA data and Nutrition program attendance CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A FEP – Member Enrolled Click on member tab and search for the member (member's last name, first name and last four of SSN) by UIC then click Search for Member(s) When the grid populates, you will notice an arrow to the left of the member's name. Click the arrow and this will open the records. You will see the PFA records are defaulted. Click the FEP tab Click the arrow to open/view/edit the detailed records (mock PFAs) Click the edit link (pencil) to edit the enrollment record Click the green + to add a detail record (mock BCA/PRT) CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A FEP Enrollment When manually adding an FEP record, the start date and enrollment reason must be included To dis-enroll a member from the FEP, you must enter an end date and a depature reason for disenrollment To enroll member: Select start date and enrollment reason To dis-enroll member: Select end date and departure reason CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Nutrition When a member fails the BCA, they must enter a nutrition program. To add this into PRIMS, go to the Member Screen and search for the member Open the member's records and select the Nutrition tab, then click + Add Nutrition Enr Enter the date and select the program, then click Save Enrollmentollment CFL_1-17_PRIMS.ppt

Reports, Notes, & Record Corrections CFL Certification Course - S-562-0612A Reports, Notes, & Record Corrections CFL_1-17_PRIMS.ppt

Command Screen Reports and Member Reports CFL Certification Course - S-562-0612A Command Screen Reports and Member Reports PRIMS reports are available on the Command and Member Screens. To get a report for the entire command (or drill down to a department or division level), use the Command Screen. Use the Member Screen to print reports and forms for a selected member only Help manage your program Track PFA data to assist with admin responsibilities Create reports to provide to leadership Assist with medical screening compliance Show FEP progress Compare command against Navy CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Notes High altitude will use the appropriate tables in PRIMS USMC will be recorded in PRIMS as USMC Pass. Scores cannot be entered. If a member fails the USMC PFT, they must take the Navy PFA All members need a PFA record for each cycle, even for non-participation (DEP/OP, TAD, etc.) If a member does not complete the cardio portion of the test and does not incur a medical waiver, record 5959 as the cardio time For high altitude or USMC PFA, select option in standard block. USMC will be recorded in PRIMS as USMC Pass. Scores cannot be entered CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Notes, cont. UA is an automatic failure beginning with the 2011 PFA Cycle 2 Pregnant service women are excused from the PFA from the date they are confirmed as being pregnant until six months after the end of their convalescent leave Members not participating in the PFA without authorization are recorded as UA. Do not input scores or data to “make” them fail Pregnant service women are excused from the PFA from the date they are confirmed as being pregnant. It is not a medical waiver. There is a “pregnant” nonparticipation status option for this situation CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Record Corrections During the current cycle, CFL can make corrections While the member is at the command, a letter of correction (LOC) with supporting documentation is the requirement to make corrections to the PRIMS record Work with the previous command's CFL to get the documentation needed to correct the PRIMS record, again, send a LOC signed by the CO to the PRIMS office As a "last resort", contact the Board for Correction of Naval Records (BCNR) to have the PRIMS record corrected Timeline Current cycle  CFL Current command  LOC LOC must be in correct format, signed by CO, not CFL LOC / BCNR if previous command All templates located on Physical Readiness Program website CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Forms All forms must be filled out on command letter head, in the proper format, signed by the CO and faxed to the PRIMS office: (901-874-2054) CFL_1-17_PRIMS.ppt

Troubleshooting: PRIMS Database Errors CFL Certification Course - S-562-0612A Troubleshooting: PRIMS Database Errors Some of the errors that occur during data manipulation in PRIMS can be corrected by deleting Temporary Internet Files and cookies and logging out and back into BOL To delete these files go to: Tools/Internet Options/ Delete Temporary Internet Files Delete Temporary Internet Files and Cookies Log out and back in If these actions do not help, contact the PRIMS Help Desk CFL_1-17_PRIMS.ppt

Troubleshooting: Letters of Corrections CFL Certification Course - S-562-0612A Troubleshooting: Letters of Corrections Refer to Physical Readiness Program, OPNAVINST 6110.1 (Series), Paragraph 6.k.(7), Page 10. For LOCs for PFAs from previous cycles, the Physical Readiness Program office requires: Original PFA rosters to change PFA results Supporting documentation for medical waivers Remember you are required to maintain PFA records for five years CFL_1-17_PRIMS.ppt

Troubleshooting: Number of CFLs & Medical Waivers CFL Certification Course - S-562-0612A Troubleshooting: Number of CFLs & Medical Waivers Number of CFLs Only one CFL per command is allowed Submit CFL designation letter to gain access to PRIMS and prevent a CFL from being inadvertently removed from PRIMS Medical Waivers Enter medical waivers first Then edit the PFA record to enter the rest of the PFA information CFL_1-17_PRIMS.ppt

Troubleshooting: Command Screen CFL Certification Course - S-562-0612A Troubleshooting: Command Screen It is very important that you keep the information on the Command tab current The Physical Readiness Program office is no longer accepting mass transfer request. Therefore, gaining CFLs must rely on the Command tab to obtain CFL contact information of the previous command in order to import new check-ins, if they have not been released by the previous command's CFL Keep the information on the Command tab current! The Physical Readiness Office is no longer accepting mass transfer requests Gaining CFLs must rely on the Command tab to obtain CFL information in order to import new check-ins, if they have not been released CFL_1-17_PRIMS.ppt

Troubleshooting: Physical Readiness Program Office Requests CFL Certification Course - S-562-0612A Troubleshooting: Physical Readiness Program Office Requests Please submit requests only once to one staff member/fax number/email The office is receiving duplicate requests (via fax and emails) This creates a duplication of effort when multiple staff members are working on the same request CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A PRIMS POC Other staff members assigned to OPNAV-N135 are knowledgeable and can assist with PRIMS issues Mrs. Tina Agee – PRIMS Manager Mrs. Kelly Shellenberger – PRIMS Assistant Manager (901) 874-2210 or Mill_PRIMS@navy.mil CFL_1-17_PRIMS.ppt

Within how many days of the PFA must PFA data be entered into PRIMS? CFL Certification Course - S-562-0612A Within how many days of the PFA must PFA data be entered into PRIMS? CFL_1-17_PRIMS.ppt

Within how many days of the PFA must PFA data be entered into PRIMS? CFL Certification Course - S-562-0612A Within how many days of the PFA must PFA data be entered into PRIMS? 30 Days CFL_1-17_PRIMS.ppt

How does a CFL gain access into PRIMS? CFL Certification Course - S-562-0612A How does a CFL gain access into PRIMS? CFL_1-17_PRIMS.ppt

How does a CFL gain access into PRIMS? CFL Certification Course - S-562-0612A How does a CFL gain access into PRIMS? Forward designation letter signed by CO to OPNAV CFL_1-17_PRIMS.ppt

Who grants access to ACFLs, CO, XO, and CMC? CFL Certification Course - S-562-0612A Who grants access to ACFLs, CO, XO, and CMC? CFL_1-17_PRIMS.ppt

Who grants access to ACFLs, CO, XO, and CMC? CFL Certification Course - S-562-0612A Who grants access to ACFLs, CO, XO, and CMC? The CFL CFL_1-17_PRIMS.ppt

Where do you find samples of all letters and waivers? CFL Certification Course - S-562-0612A Where do you find samples of all letters and waivers? CFL_1-17_PRIMS.ppt

Where do you find samples of all letters and waivers? CFL Certification Course - S-562-0612A Where do you find samples of all letters and waivers? Physical Readiness Program website: www.public.navy.mil/bupers-npc/ support/physical/ CFL_1-17_PRIMS.ppt

CFL Certification Course - S-562-0612A Questions? CFL_1-17_PRIMS.ppt