Navy Career Tools in the afloat environment for Prospective COs, XOs and CMCs

1. Navy Career Tools in the afloat environmentfor Prospective COs, XOs and CMCs OPNAV N1 Fleet Introduction Team Note: All slides have explanatory notes in the notes section and many slides are “hidden” for this presentation.

2. “Sailor-facing” MPTE Navy Career Tools are accessed in 3 environments Navy is moving toward “self help” but not making it easy for Sailors! All SAILORS CCC PERSO TRAINO

3. OPNAV N1 FIT – Who we are and what we do Chief of Naval Personnel • Fleet Introduction Team (FIT) • Conduct Fleet evaluations and assessments of career tools • Gather Fleet feedback – report it to appropriate organizations • Assist in development of communication and training products (user aids) for Fleet • Facilitate introductory training Your voice. So please speak up! Fleet Representatives (e.g., TYCOMs) Online Application Technical Owners (PMW 240, BUPERS) Online Application Functional Owners (NETC and NPC) Mr Alex Watt, GS San Diego CWO3 Troy Massey, Norfolk Ms Elizabeth McGrath, GS San Diego IT1 Michael Rohner, San Diego Mississippi River 3

4. Command level introduction to Navy Career Tools Why is this topic worth your time? Because: you and your Sailors don’t get this information anywhere else! (for now). it affects advancement and retention of your Sailors, and there’s lots of PII at risk. Everyday, your Sailors rely on these tools. How do you know they work? Training Officer – FLTMPS (Internet/NIAPS), Navy eLearning (NIAPS/Internet) Command Career Counselor – CMS-ID (Internet), CIMS (Internet/NSIPS), Career Navigator/Career Waypoints (Internet) Personnel Officer – TOPS (Internet/NIAPS), ESR (Internet/NSIPS), OMPF (Internet) Crew – ESR (Internet/NSIPS), CMS-ID (Internet), Navy eLearning (NIAPS/Internet) Today, I will show you: Where to find user guides and best practices to assist you and your crew. Ways to know if your shipboard disconnected environments are working effectively. Revealing questions you can ask when you get to your command. BLUF: I strongly recommend you direct your CMC, CCC, CPCs, TRAINO, ADMINO/PERSO, and COMMO/ADPO to study these slides (incl. notes)! – FYI, many slides “hidden” for today’s presentation. And call us with ?s.

5. Reality and way ahead On most ships there’s NOT enough bandwidth underway for Sailors to routinely access Navy Career Tools on the Internet – even CVNs. “Disconnected” alternatives to the Internet (NIAPS and NSIPS), often don’t work reliably, and/or aren’t well advertised, maintained or understood. When we give Sailors and commands tools that don’t work reliably, we shouldn’t be surprised when they create “work-arounds” (some risky). Navy leaders are seldom made aware of the barriers you and your Sailors encounter. You are in the best position to take care of, and advocate for your Sailors, and my team and I will be glad to help you. I want to empower your key command stakeholders to succeed!

6. 2012/2013 Navy Personnel Systems Evaluation • Purpose of Evaluation • Verify suitability and effectiveness of Navy personnel systems in Fleet environments, from the Fleet User’s perspective. • Conducted on behalf of: • COMNAVSURFOR, COMNAVAIRFOR and COMSUBPAC N1s • Participants • Over 750 Fleet users interviewed in 39 commands (incl. PSDs) • Top Four (depressing) Results (118 page report) • Absence of standardized personnel processes • Confusing and conflicting policy • A Fleet-wide lack of training/understanding • System data-sharing barriers result in inaccurate and/or incomplete Sailor personnel records (for the majority of Sailors)

7. “Jacked Up” and “Mess” are accurate descriptors 1 JUL 2013 “If I can’t manage to get my records updated, how can anyone else?” (PS1) “Which of these systems talk to other systems? Information isn’t where I expect it to be.” (PS1) “Why am I hearing about this for the first time now? I’m two weeks from major command and this is all new information!?!” (O-6/ PCO) 11 NOV 2013 As of 4/14/14: A recent Pers 313 review of OMPF found that 81,000 enlisted service members have missing reenlistment close out documents -- at least 16,000 are missing their actual Reenlistment contract NP 1070/601. WTH!?

8. When executing mandated FSR Close-out, PSDs were not directed to update ESR first, causing career information gaps. Field Service Record (FSR) • Many PSDs and CVNs fail to conduct proper ESR Close-out and required OMPF update. FLTMPS • Critical training and qualification data entered in RADM, ASMand FLTMPSis not accepted by NSIPS and never reaches OMPF. RADM ASM

9. What’s being done about this mess • Not Enough! • But there is some hopeful progress • Standard Operating Procedures (SOPs) for all major personnel transactions have been promulgated for your Sailors, CPCs and PSD. You should direct your Sailors, CPCs and PERSO to use them and ensure your PSD is using them too! (if they’re not, provide them a copy of the email that’s in the notes) • These will surely benefit your Sailors and CPCs! • Some NSIPS ESR Job Performance (training) Aids being created for PS clerks and supervisors • Part 2 of the Navy Personnel Systems Evaluation commenced in April 2014. We will select various Fleet commands and track real-world personnel transactions from beginning to end to ensure systems are working and that Sailors’ online records are being updated correctly. As Admiral Harvey used to say: “Alex, follow those electrons!”

10. The New Step-by-step and End-to-End SOPs Pay Processes • Basic Allowance for Housing (BAH) • Career Sea Pay • Career Sea Pay Premium • Command Responsibility Pay • CONUS COLA • Demolition Pay • Diving Pay • Family Separation Allowance • Flight Deck Pay • Hardship Duty Pay • Hostile Fire – Imminent Danger Pay • Meal Deduction • OCONUS COLA • OPSUB Duty Pay • Overseas & Move-in Housing Allowance • Parachute Pay • Special Duty Assignment Pay Personnel Processes • Extensions • Fleet Reserves / Retirements • FSGLI • Leave • LIMDU • Navy Enlisted Advancement Exam • Page 2 • Recall to Active Duty • Receipts • Reenlistments • Reserve Component Demobilization • Separations • SGLI • Transfers • Transients For SOPs, go to www.npc.navy.milUnder Career Links, click Career Toolbox

11. 13 Tools Sailors should be using today • Each application listed has its own explanatory page: • What it is • Where to find it • What to do • How to get help Go to www.npc.navy.mil (will be redirected to www.public.navy.mil/bupers-npc). Under Career Links, click Career Toolbox

12. CMD Best Practices (for CO/XO/CMC-COB) This is a special version of the Sailor Career Toolbox created exclusively for CO/XO/CMC-COBs, per their request. Command Leadership Teams use Best Practices to ensure personnel access and use functionality provided by their Navy Career Tools. Go to www.npc.navy.mil (will be redirected to www.public.navy.mil/bupers-npc). Under Career Links, click Career Toolbox

13. Personnel guidance for your Sailors and commands 2 For all your Sailors 3 4 For CCC CO/XO/CMC For CPC 5 1 Go to towww.public.navy.mil/bupers-npc) > (Career Links) > Career Toolbox

14. More User Aids to keep your command on track Go to www.npc.navy.mil (will be redirected to www.public.navy.mil/bupers-npc). Under Career Links, click Career Toolbox

15. For you and your command leadership team SOPs for 32 Pay/Pers processes begin with the Sailor, continue through CPC/CCC and PSD, and provide all participants with task and role-based performance and verification processes. For your CCC and CPC

16. CPC: Go to www.npc.navy.mil Under Career Links, click Career Toolbox then click on CPC Resources on far right FACT: If CCC and CPCs are competent and resourceful, you will have far fewer Personnel problems!! CCC: Go to www.npc.navy.mil. Under Career Links, click Career Toolbox then click on Career Counselor in list on the left side.

17. Two means to access Career Tools EXAMPLE: “Disconnected environment” provided by NIAPS • “Connected” (Internet) • CAC usually required • Bandwidth limits access • “Disconnected” (NIAPS and NSIPS server) • Navy Information Application Product Suite • Navy Standard Integrated Personnel System • Access without the Internet • Applications on ship’s server • “Frequent” replication synchronizes Internet-based applications with NIAPS/NSIPS applications • Currently, no CAC required Underway, Sailors can use NIAPS – not the Internet! Satellite or Pier Connection (T1) • NIAPS • Compresses data, then replicates changes shore-to-ship and ship-to-shore

18. Shipboard NIAPS suite (except LCS) Navy Information Application Product Suite (NIAPS) • Applications • RED applications require ROUTINE replication • Career Tools Afloat (CTA) (replaces NKO at Sea) • Navy eLearning Afloat (2200+ courses)  • Electronic Training Jacket Afloat • FLTMPS Afloat  • TOPS Afloat OOC • Navy Credentialing Opportunities Online • TORIS/TFOM • FSM (Food Service Management) • ICAS (Remote Equipment Monitoring) • MCMS (Calibration Data) • eSOMS (Electronic Tagout) • WebATIS (Tech Mans and drawings) • 3M SKED (manage/sked PMS) • TDKM • TSIMS (CVN only) OPNAV N1 CNSF The NIAPS suite allows for use of installed applications in a “disconnected” environment and reduces the ship’s reliance on the Internet. NAVSUP SYSCOM Installed on ~173 ships (NIPR); ~61 subs (SIPR)

19. Access training tools via “Career Tools Afloat” Career Tools Afloat (CTA) page links to systems Afloat and Ashore DESKTOP ICON

20. “Career Tools Afloat” replaces NKO At Sea You must have Internet access for links in right-hand column to work. TAKES SAILOR TO NIAPS or NSIPS (within the lifelines) TAKES SAILOR TO INTERNET

21. Latest Fleet-wide NIAPS Policy COMNAVCYBERFOR DTG 091849Z MAR 12 COPY PROVIDED IN SLIDE NOTES • NIAPS replication • Auto-replicate 6x daily if able. (NIAPS automatically downloads high priority amendments.) • Manually replicate 1x daily. (SysAd elects to receive medium and low priority files.) • System Administration • Ships may request large NIAPS updates via DVD. • Daily system checks defined. Backup requirements specified. • “NIAPS e-Alerts” sent to NIAPS@hull#.navy.mil email account distro. • Training available on Navy eLearning – catalog # NAVSEA-A-150-1800.2 • System Monitoring • COMMO, NIAPS System Administrator, and TRAINO check NIAPS Content Health Indicator Tool (CHIT) daily to verify replication status and data currency.

22. NIAPS (and NSIPS) – Best Practices • Ensure COMMO/ADPO report NIAPS replication status to you via Eight O’clock Reports. • Designate command NIAPS and NSIPS application owners who will routinely access and “verify” major functionality. • For NIAPS: Direct TRAINO to verify NeL Afloat, FLTMPS Afloat, ETJ Afloat, and TORIS. Have PERSO verify and report status of TOPS Afloat. Recommend MPAverify the functionality of all maintenance related applications. • For NSIPS: Direct PERSO to verify ESR Afloat. Have CCC verify and report status of CIMS Afloat. • If an application doesn’t work, have owner contact the Navy 311. • Conduct NIAPS SYSAD training • Ensure IT SYSADs are trained. Right now, opportunities are very limited: • NIAPS 2.3 System Administrator Course NeL catalog code: A-150-1800.2(Note: This earlier version is satisfactory for ships with NIAPS 2.4)

23. TRAINO Best Practices (INTERNET and NIAPS) • Instruct crewmembers on how to access courses via NIAPS and Internet. • Routinely verify NeL Afloat course catalog is available to crew. • Work with COMMO/ADPO to ensure NIAPS applications’ currency and reliability. • Review NIAPS Content Health Indicator Tool (CHIT) frequently to maintain awareness of the data currency. • Monitor eLearning completions to look for any negative trends that may indicate access or reliability issues. Have Sailors compare their afloat and ashore ETJs, and use FLTMPS to verify replication of ship-to-shore course completion data. • Direct Sailors to Navy 311 for issues that cannot be resolved onboard – or submit trouble tickets on behalf of the crew (more clout).

24. Shipboard NSIPS suite Navy Standard Integrated Personnel System (NSIPS) Web Afloat • Applications • RED applications require ROUTINE replication • PERS/PAY functions (much less with PSDA) • Career Information Management System (CIMS) • Electronic Service Record (ESR) accounts • eLeave Afloat (being deployed) MPTE A SD DDG XO wasn’t aware the ship had an NSIPS server. Two SD CGs discovered no one was performing server maintenance. LPD PERSO had no idea who “SAM” was. The NSIPS server allows for use of installed applications in a “disconnected” environment and reduces the ship’s reliance on the Internet. Installed on all ships (FFG crew size and larger) NOT on LCS or MCM

25. NSIPS (Navy Standard Integrated Personnel System) • NSIPS is the repository for Navy personnel and pay data. • Personnel and Pay (PERS/PAY) Support, Electronic Service Record (ESR), Career Information Management System (CIMS) and eLeave Afloat. • Access provided via Internet and shipboard NSIPS server. • NSIPS servers onboard surface ships with a crew size of FFG or larger. • No schoolhouse SYSAD or user training provided; maintenance performed by your IT personnel and via NSIPS Waterfront Support Group (WSG). • Access to ESR based on established roles and responsibilities. • CO, XO and CMC (and approved command stakeholders) should obtain Admin- command level view-only access via NSIPS/ESR System Access Authorization Request (SAAR) and Ship Access Manager (SAM). • Please be careful! There’s lots of PII from the entire command on your NSIPS server. Be aware of the risks for PII theft and “spillage”.

26. Latest Fleet-wide NSIPS Policy COMNAVCYBERFOR DTG 021713Z MAY 13 COPY PROVIDED IN SLIDE NOTES • NSIPS Web Afloat User Policy • Afloat Sailors (with NSIPS servers) must establish both a primary NSIPS/ESR Web Afloat account (ship’s server) and a secondary Internet account. • NSIPS Web Afloat servers host eLeave Afloat, which require all Sailors to have an NSIPS/ESR Web Afloat account for access • Ships must establish NSIPS/ESR links on Intranet (Web Afloat and Web) – CTA • NSIPS System Administration • Ships must designate a primary and secondary “IT” NSIPS System Administrator • COMMO/ADPO, ADMINO, PERSO and NSIPS SYSADs are directed to protect the security posture of the NSIPS Web afloat server at all times (lots of PII) • Ships must designate in writing a primary and secondary Ship Access Manager – critical duties defined

27. NSIPS Best Practices • CO, XO, CMC and PERSO obtain ESR accounts (shore and afloat). • Ensure proper functionality of NSIPS apps either by logging in, or periodic reports from your NSIPS “Ship Access Manager” (SAM). You need to know if it works! • ITs must perform weekly Operating System log file reviews: • To identify unusual activity on the server; check for unapproved software • SAM manages and monitors the overall security aspect of NSIPS/ESR on the ship. • Refer to the CYBERFOR NSIPS policy message and SAM User Guide • Request training from the NSIPS Waterfront Support Group. • Command is responsible for training PS’s and IT’s. Unfortunately, Navy professional training courses (“A” and “C” Schools) do NOT do an adequate job! • Resources found on NKO (Quicklinks > NSIPS) and from NSIPS Help Desk

28. Questions the CO/XO/CMC should ask For COMMO / ADPO / NIAPS and NSIPS System Administrators • Is NIAPS working? What version do we have? • Who is the NIAPS System Administrator (SysAd)? Who is the backup? • What training have the NIAPSSysAds received (e.g. NeL course)? • How many times a day does our NIAPS replicate (auto and manual)? Do you check? • Show me the latest NIAPS policy guidance from CYBERFOR? • Who in our command is responsible for monitoring the currency of the various NIAPS applications? • If inbound NIAPS amendments are too large to take underway, what are our options? • Show me the NSIPS server! Who are the NSIPS SYSADs? Who is “SAM?” • Show me the latest CYBERFOR NSIPS policy message! For TRAINO • How many Navy eLearning courses are on our NIAPS server today? Show me. • Do you incorporate Navy eLearning in command training plan (or Command Indoc)? • Do we have the latest LMS Pub/amendments (NeL)? Has the NIAPS SysAd informed you of any LMS files awaiting download via manual replication? • When did the ship receive its last NAFL Datamart (on NIAPS)? What is it? • Do we have FLTMPS Afloat on NIAPS? Do you use it? • How do PQS and key enlisted quals get into a Sailor’s ESR? (trick question)

29. Questions the CO/XO/CMC should ask For CMC/CCC • Do we usually have sufficient bandwidth for our Sailors to access Career Management System-Interactive Detailing (CMS-ID)? When we don’t, how do you facilitate our Sailors in their PCS window to conduct job searches and submit job applications in CMS-ID? • Do we have bandwidth to access Career Waypoints (formerly FleetRIDE/PTS) to support your job? • Are you able to routinely access CIMS via the NSIPS server? If not, why not? • Is our command website active on CMS-ID? Do we use CMS-ID Command Role? • Do you use the CCC “5 Tips” series and SOPs? (on NPC website) For Personnel Officer • What Personnel applications are installed on the NSIPS server? Do they work? • Has crew established ESR accounts? Internet and NSIPS server? Who is SAM? • Who has command “view access” to the crew’s ESR data and OMPF documents? • Do your Sailors and CPCs use the new Personnel and Pay SOPs? Does our PSD? Question For XO • Is NIAPS and NSIPS replication status on Eight O’clock Reports? If not, why not?

30. Questions? or Comments? Offer: If you would like us to give this brief to your Wardroom or CPO Mess, or if you have any questions or problems, please call me! alexander.watt@navy.mil 619 666-1115