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Army Personnel and Pay Integration Initiatives

Army Personnel and Pay Integration Initiatives. Consolidated Army Action Plan May 1997. Purpose. To outline Army’s plan to meet DoD requirements for personnel and pay systems interfaces and the Army goal of personnel and pay functional integration. Consolidation of pay and personnel

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Army Personnel and Pay Integration Initiatives

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  1. Army Personnel and Pay Integration Initiatives Consolidated Army Action Plan May 1997

  2. Purpose To outline Army’s plan to meet DoD requirements for personnel and pay systems interfaces and the Army goal of personnel and pay functional integration

  3. Consolidation of pay and personnel (COPPER) implemented COPPER terminated BackgroundPerPay Historical Time Line Army implemented AF pay system with 5 interfaces used in JUMPS-Army. Additional interfaces not implemented due to DS/DS SSI BPR terminated: results inconclusive due to limited scope. HQDA establishes consolidated PerPay TF SFMOC directed the Army to implement additional interfaces. Army implemented quick fix for 14 events Interfaces for 5 pay events implemented. Interfaces for additional pay events studied to make Army on par with AF on PerPay interfaces Scope of the integration effort has evolved over time. From 1993-1996, numerous starts, stops, and direction changes have slowed progress toward PerPay integration as Army searches for right approach. 1965 1975 1978 1988 1989 1991 1993 1994 1995 1996 Post DS/DS GAO report to Sec Def cited Army for monetary losses and attributed them to the lack of PerPay interfaces TAG and PERSINSCOM begin work on interfaces Paper Personnel and Pay records separated Army initiates SSI BPR Army completes 22 pay events and develops a game plan to completely interface personnel and pay systems Army studied feasibility of adopting a sister service personnel system instead of developing SIDPERS-3 Since 1975, Army has pursued feasibility of interfacing personnel and pay systems with no clear direction/vision Increasing awareness of waste, fraud and abuse has increased Army leadership’s commitment to completing PerPay interfaces

  4. Personnel/Pay Integration Vision and Goals Vision: A state of the art integrated personnel & finance system that provides seamless support to all customers. Mission: Provide commanders personnel and finance support through functional integration of personnel and finance processes, technical interfaces of military personnel and pay systems and, if feasible, structural merger of personnel & finance units. Integrated automation systems will be key to the success. As such, the system must be capable of seamless support to all active and reserve components, and functional on the battlefield as well as in garrison. Integration of structure, functions, and systems must enhance the commander’s ability to meet mission requirements and increase quality of life for soldiers, as well as provide timely strength and accounting information for personnel and finance operations managers. Goals: • Seamless personnel and pay processes • Internal controls and audit procedures that prevent loss of funds • Single source data entry (minimize rekeying) • Reduce system mismatches • Improve customer service • Meet USD (Comptroller) requirements • Serve both AC & RC personnel

  5. Policy PerPay TF Mission Optimal PerPay Functional Integration with supporting interfaced systems and trained soldiers providing support to satisfied customers Field Mission Execution PerPay TF Mission: Publish a comprehensive program for personnel and pay functional integration and systems interfaces. DFAS Training SSI SSI TOE/TDA Structure DFAS SSI Business Rules Battlefield Concepts PERSCOM HQDA DFAS PERSCOM Requirements SSI Doctrine

  6. PerPay TF Scope

  7. PerPay TF Process Owners and Tasks TF Director responsible for integrating the efforts of all process owners • Business processes and rules for SIDPERS-3, TAPDB TRANSPROC, RETAIN • Systems development for SIDPERS-3, TRANSPROC, RETAIN, TAPDB • Update AR 600-8 series regs • Determine SSB./SSD (MILPO Ops) oversight requirements • Update principles of support for multi-functional programs • Determine appropriate work center for for each function, task, step • Determine and staff policy for in-service soldier debt • Business processes and rules for out-processing separating soldiers for debt avoidance • Develop integrated personnel and finance doctrine • Determine MOS requirements for multi-functional units • Determine training (AIT and OJT) requirements for new processes and systems • Develop supporting structure for new processes • Develop customer service concept in conjunction with structure development • Provide personnel functional oversight for PerPay integration • Determine and staff appropriate changes to personnel and pay compensation policy • Determine and staff appropriate changes to statutes • Examine business processes and rules for RECBASS interface to DJMS • Coordinate with OTSG for medical pay events • Develop single AC/RC pay system • Complete technical requirements for interfaces from personnel systems • Determine military pay oversight requirements • Determine business rules for Pay only functions, tasks, steps • Determine appropriate changes to military pay policy • Provide finance operations oversight to PerPay integration • Determine and staff appropriate changes in financial operations policy • Determine and staff appropriate changes to statutes • Determine and staff policies for Soldier out-of-service debt

  8. DJMS AC/RC Blueprint Development AC/RC System Development Testing Fielding SIDPERS--3 APG FT Jackson FT Drum FT Bragg General Fielding DOCTRINE FM 14-100 STRUCTURE Study Doctrine, Training Issues FM 12-6 TRAINING FDU 99-2 TOE Approval TAA 09 TO BE PROCESS Release 1&2 Rules Rules, Policies, and Procedures PerPay Mission Timeline 96 97 98 99 PerPay ENHANCEMENTS Release 1 Rel 2 Rel 3 Rel 4 Rel 5 Rel 6 Training Plan Development TOE Development Service to Soldier Study Functions, Tasks, Steps TASK FORCE PerPay Task Force Transition Team

  9. Task Force Overwatch HQDA level GOSC FOA of DCSPER Subordinate to TRADOC and CASCOM DoD Level Agency

  10. PerPay TF Scope

  11. PerPay Systems Interfaces Systems Interfaces

  12. DEFENSE JOINT MILITARY PAY SYSTEMS- ACTIVE DEFENSE MANPOWER DATA CENTER DEFENSE DEBT MGMT SYSTEM (DDMS) DEBTS FROM OTHER AGENCIES STANDARD INSTALLATION DIVISION PERSONNEL SYSTEM (SIDPERS) ACCOUNTING DIRECTORATE FIELD ACCOUNTING OFFICES STANFINS INTERFACE OFFICE OF THE SURGEON GENERAL (OTSG) DEFENSE VA QUADRENNIAL REVIEW INTERFACE DEFENSE ENROLLMENT ELIGIBILITY REPORTING SYSTEM (DEERS) Create match files and offset salary CROSS DISBURSING STANFINS REDESIGN (SRD1) Transactions affecting Medical Pays, dates and entitlement VERIFICATION EXTRACT AUTOMATED CLEARING HOUSE INPUT SYSTEM (ACHIS) SSAN, NAME CREDITOR AGENCY AMT COLLECTED File of separated accounts with debts TFO/TBO FILE INTERNAL REVENUE SERVICE FEDERAL TAX INTERFACE DDMS DEBT FILE Veterans Education Assistance Program (VEAP) Subsystem VETERANS ADMINISTRATION SSA TAX REPORTING INTERFACE SOCIAL SECURITY 5 YEAR TAX HISTORY STATE TAX INTERFACE TAPE OR CHECK TO EACH STATE TOTAL # OF SOLDIERS AND DISBURSEMENTS GEOGRAPHICAL LOCATION OUTLAYS INTERFACE DFAS- CL maintains bonds in safekeeping for all services Request hardcopy of bond in safekeeping FEDERAL RESERVE BANK OF PITTSBURGH HOUSING OFFICE MGMT ENTITLEMENT SYSTEM (HOMES) STATE REPRESENTATIVES HQDA DFAS-DENVER Bond Issue Account becomes “V” status and pymt is due the soldier the system send s data DFAS-DE returns undeliverable bonds to DFAS-IN TREASURY DEPARTMENT DJMS-RC INTERFACE No address Total Army Personnel Data Base HEWLETT PACKARD (HP) FED RES BANK KANSAS CITY Standard Negotiable Instruments Processing System Interface (SNIPS) Consolidated Interface Returned Item Stop Payment System (CRISPS) CORPS OF ENGINEERS BILLING DEFENSE RETIRED PAY AND ANNUITANT SYSTEM (DRAS) RECEPTION BATTALION AUTOMATED SUPPORT SYSTEM (RECBASS) FED RES BANK CHICAGO ARMY AIR FORCE EXCHANGE SERVICES (AAFES) EFT DATA GBT PYMTS MISC DEBT PYMTS CHECK ADDRESS UNIT Separation and/or Court payment TREASURY DEPARTMENT Sends input files for reissuing checks FRB EFT INTERFACE

  13. Interfaces Programming/Business Process Comparison Programming Schedule Processes/Business Rules Schedule • By the end of FY 95, 21 automated interfaces were completed using existing systems, to include SIDPERS 2/2.75 • SIDPERS-3 is capable of providing most interfaces to the payroll system, but not all. • Additional resources are needed to program other systems and re-engineer business processes. • To maximize interfaces and functional capability, multiple systems will be programmed for the same pay event (i.e. RECBASS initiates many pay entitlements upon accession. SIDPERS-3 or another system will make updates and changes as entitlements or options change --SGLI, BAQ, etc.) Reflects the complete 128 pay event inventory. 17 pay events require additional analysis for system determination.

  14. Soldier Debt Avoidance Soldier Debt Avoidance/ New Out-processing Procedures

  15. New Out-processing ProceduresBackground • 1994 DFAS statistical reports showed approximately $87 million Army loss due to out-of-service debt. • 1994 DoD IG report cited the Army as the worst of all services with one in four soldiers separating with a debt. • Comparison to sister services revealed that the Air Force consistently meets or exceeds the DFAS standard of 15% of service members separating in debt. • Research on Army installation procedures indicated that there was room for improvement Army-wide. Installations that best controlled debt were using stringent clearance procedures similar to those used by the AF. • DoD Debt Avoidance Task Force directed the Army and the Navy to conduct a test of new out-processing procedures aimed at identifying debt before a soldier reports to the final separation station. • 19 Sep 95 Information Paper outlining test provided to MACOM DCSPERS. • 20 Sep 95 Information briefed to MACOM DCSPERS at DCSPER VTC. • 11-20 Oct 95 MACOM DCSPERS notified by email of pending changes and where possible HQDA Letter and test forms provided electronically. • Test began 1 Nov 95 and will continue through 1 May 96.

  16. Summary of Out-of-service DebtTest Procedures • HQDA Letter implementing instructions provided to all installations. • New DA Form 137 (Test) issued to all out-processing soldiers. • Extensive checks for debts required by all installation agencies to which a soldier could become indebted (i.e. housing, AER, transportation, etc.) • FY 95 average debt statistics serve as the baseline for comparison. • Evaluation of debt reduction made monthly beginning with Dec 95 data. • Use of existing automation systems to meet requirements is encouraged. UCAS and DA ISM both provide excellent capability to gather the required information and thus minimize the soldier traffic to each agency. • Initial instructions targeted all PCS and separating soldier population. MACOMs allowed to focus on separating population if installation circumstances warrant it. • ODCSPER approval of exceptions.

  17. SIDPERS-3 PerPay Enhancements SIDPERS-3 PerPay Enhancements

  18. Business process re-engineering and systems modifications Current Target TAPDB TAPDB Per SIDPERS-3 (reconciliation) (limited) (manual) DFAS UNCOMPLETED ACTIONS: Training Doctrine Structure Data Standardization Funding Manpower Pay DFAS • Separate personnel & pay systems • Much data unique to each system • Paper trail between local Per Office and local Pay Office • Multiple source input to top of Per & Pay systems • Totally automated and interfaced Army PerPay Systems • Shared single source data entry to top of Per & Pay systems • Unnecessary paper eliminated

  19. SIDPERS-3 Interfaces Schedule • 1988 pay interfaces began with SSD. • Following a 1993 GAO report which outlined deficiencies of the personnel and payroll systems, the Army began aggressive programs to correct deficiencies and maximize interfaces. • In 1994, DoD led a study of current SIDPERS 2/2.75 and determined that it was not technologically possible to add additional pay interfaces to that system. • In 1995, the Army developed a plan that would build on the new SIDPERS-3 capabilities and provide maximum pay interfaces. • SIDPERS-3 PerPay enhancement plan consists of a time phased plan of six program releases from FY96-FY99. The plan is a joint plan with ODCSPER, DFAS and ASA (FM&C).

  20. SIDPERS-3 PAY EVENTS TENTATIVE FIELDING • PRIMARY INPUT • LEVEL • PAC - 43 • PSB/MPD - 38 OTHER SYSTEMS PerPay DEVELOPMENT PLAN RELEASE 1 NAME, GRADE, SEX, SVC DATES, DOS/ETS 9802 RELEASE 2 SPECIAL/INCENTIVE PAYS, LEAVE, SGLI 9802 RELEASE 3 PAY/BANK OPTION, CLOTHING, NJP, CM, PACIDN, 9808 LES ADDRESS, HELD PAY RELEASE 4 AWOL/DESERT/CONFINE, BAS (TENT.), TAXES, DEBT 9808 RELEASE 5 ALLOTMENTS 9902 RELEASE 6 BAQ, VHA, COLA, FSA, PCS ARRIVE/DEPART 9902 • TAPDB ACCESSIONS-NBT; ACCESSION CONFIRMATIONS • RETAIN REUP/EXTENSION, EB, SRB, BROKEN SVC SRB • MODS MED/DENTAL VSP, VET/OPTOMETRY DUTY PAY, • NURSE/DENTAL ACCESSION BONUS • RECBASS ACCESSIONS-BT • DA ISM SEPARATIONS; ARRIVAL/DEPARTURE

  21. DJMS INQUIRY DROTUCFR FB Soldier FILING PSB PSB FILING PerPay WORKFLOW-PAC CURRENT PROCEDURES DJMS FEEDBACK DJMS PAC FILING TAPDB SIDPERS FEEDBACK FUNDAMENTALS • ON-LINE DJMS AT PSB; NOT PAC • EARS FOR FEEDBACK/RECON • INPUT SOURCE WORKS ERRORS & • STORES SOURCE DOCS • DTL • REJECTS • UCFR • REPORTS • LES DJMS FEEDBACK DJMS INQUIRY DJMS FEEDBACK DJMS PAC Soldier PerPay ENHANCED PROCEDURES SIDPERS FEEDBACK SIDPERS FEEDBACK TAPDB

  22. SSI Service to the Soldier Study SSI S2S Study

  23. SSI Service to the Soldier Study Task ISSUE 35 1. TRADOC develop feasibility study timelines and concept for entry into FDU 98-2 2. Incorporate current PerPay business process re-engineering study being conducted jointly by ASA(M&RA) and ASA (FM&C) , and FM 14-100 was published 7 May 1997. 3. DCSOPS, if FDU results are approved by VCSA/CSA, transition the Army to the new force structure design. 4. USAFISA, if FDU results are approved by the VCSA/CSA, document the new organizational design. 5. No branches will be dissolved and the opportunity to compete for command will be maximized.

  24. FM 14-100 FM 12-6 PSS PERSONNEL MGT FINANCE SVC --------------------------- CHAPLAIN SVC LEGAL SVC PUBLIC AFFAIRS SSI Service to the Soldier Study Scope PerPay Enhancements Integrated Personnel/Finance Organizations

  25. Service to the Soldier Study( Command and Control (C2) Structure Test)

  26. PerPay Data Reconciliation PerPay Data Reconciliation

  27. Ongoing Data Reconciliation Efforts • C27/UCFR Reconciliation • Working with ASA (FM&C) to evaluate the proposal to provide a standard software program to the field, so that commanders and S1s can leverage automation systems to reconcile database differences at the unit level. • Military Pay Reject Analysis • Established procedure where DFAS provides the Army monthly statistical analysis of military pay errors caused by personnel transactions. PERSCOM analyses the data to separate system incompatibility errors from personnel input errors (i.e. promotions rejects caused by DFAS software) • Database 'Bumps' • Monthly database bumps are conducted to ensure that no record exists on the pay system that is not verified by the personnel system. • Additional comparisons are planned to ensure that more data is matched, i.e. grade and ETS date • Procedures to routinely verify personnel strength and payroll strength being initiated • Pursuing other means to minimize data reconciliation problems due to processing dates, i.e. USR as of 15th, UCFR as of 20th and Personnel Accountability Reports as of 30th

  28. PerPay Policy IntegrationBusiness Process Re-engineering Policy Integration Business Processes

  29. Characteristics • Supports minimal PSS battlefield footprint while providing maximum information support capability. • Automation systems rely on single source input from the lowest practical level. • Business practices and automation systems compliant with established DoD standards. • Automation systems enable DFAS and other agencies to share needed data. • Connectivity through the automation system will be seamless and transparent to the users. • Complementary to the Army Battle Command architecture. • Reduces paper processing to that required by law.

  30. PerPay TF Synchronization Plan of Policy, Doctrine, and Training Provide vision, Integrate process direction, development with SSI guidance, and doctrine concepts, oversight training and MFU Doctrine testing Integration Team Need support from PerPay Coordination Cells to ensure coordination, Clearing consistency, and House compatibility with systems and functions beyond scope and capability of the TF Systems programming and regulation revisions Receives requirements Policy/Process from GOSC Integration Team Develop processes and tasks steps, rules draft 600-8 series changes SSI Concepts & Development Ft. Bragg Service to Soldier Test Council of COLs GOSC TF Director Proponent review and execution Execution

  31. Levels of Input ARCIS/SIOT (Soldier input/output Terminal) ARCIS SIDPERS-3 COMPANY Leave, duty status, grade advancements, UCMJ deductions INDIVIDUAL Allotments, taxes, sure pay, SGLI, dental care, mailing address PAC UCMJ deductions, leave, duty status changes, PACIDN, promotions, reductions; debts MULTI-COMPONENT ARMY PERSONNEL/PAY DATABASE SIDPERS-3/ ISM/ EDAS TOPMIS/ EDAS/ DJMS INSTALLATION Separation, debts, advance pays, PCS, special duty pay, allowance entitlements, service dates, ETS changes, local promotions, reductions TOP OF SYSTEM ID correction, central promotions, service component, accessions

  32. Levels of Output SIDPERS-3 ARCIS/SIOT PAC Individual data, unit data, processing reports, strength accounting reports, personnel, payroll entitlement reports, action approvals and disapprovals INDIVIDUAL LES, ORB/ERB, leave balance, debt balance (Battlefield cash) COMPANY UCFR/C27, individual and unit data, processing reports, personnel action approvals and disapprovals TOPMIS/EDAS/ DJMS SIDPERS-3/ ISM/EDAS MULTI-COMPONENT ARMY PERSONNEL/PAY DATABASE INSTALLATION Individual data, unit data, management reports, strength accounting reports, personnel action approvals and disapprovals TOP OF SYSTEM Individual data, unit data, management reports, strength accounting reports

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