IMNE-PLD by decree

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									IMNE-PLD                                         22 Mar 06

MEMORANDUM FOR RECORD


Subject: Best Practices Collected from the Fort Lee
Organizational Inspection Program (OIP) Site Visit, 7-9 Feb
06

1. The following are Fort Lee best practices submitted by
OIP inspectors:

    a. DPW (Mr. Mark Terry, SRM):

         (1) Architect-Engineer Initiative (AEI): Fort
    Lee has saved $3M over an 8 year period by using a
    JOC-type system for the design world. Fort Lee
    implemented AEI in FY 95 and served as a successful
    test site for the Army on this initiative. Fort Lee
    awards an umbrella type contract to one AE firm
    through competitive process similar to JOC. Then
    issue delivery orders each year with the same firm for
    design projects. The program has immediate savings in
    time and money because of the ability to negotiate,
    retain local authorities and total customer and
    project manger involvement throughout the process.
    Time has been decreased by 66% over traditional
    methods. All savings have been documented and derived
    from actual cost comparisons with the standard AE
    contracts with the US Army Corps of Engineers. For
    additional information, the POC at Fort Lee is Mr. Jim
    Furr, Ch/EPS Div, 804.734.4545

         (2) Value Stream Analysis USACE Design Build
    Process: Army Transformation has created the need to
    reduce design build cycle time and cost while workload
    is expected to increase. The value system provides
    the customer with a facility that meets their design
    specifications delivered on time and within
    cost/budget.    Key contractor requirements: domestic
    and international statutory and regulatory
    requirements, small business goals, and validated
    infrastructure.    Measurement criteria: capacity
    (awards/year), cost (award/program amount), flow time
    (Code 7 to BOD). For additional information, the POC
    at Fort Lee is Mr. Jim Furr, Ch/EPS Div, 804.734.4545
 b. OPS (Mr. Allen Pack, Law Enforcement):

       (1) The Garrison Commander and DES Chief
recognized the garrison current TDA lacks a dedicated
criminal intelligence analyst and wislely filled this
requirment with a local retired police intelligence
offficer.

      (2) Not only did he immediately increased the
 flow of local threat information for analysis; but,
 his rich training, background, and local and Virginia
 state contacts in this civilian police field has
 greatly bolstered support the overall installation
 antiterrorism effort.

      (3) His work to develop, coordinate and implement
 the novel Ft Lee Non-US citizen Access Program and his
 work with State of Virginia Homeland Security
 Department to present improvised explosive device and
 criminal gangs training are but a few of these
 accomplishments.

      (4) POC at Ft Lee: LTC LaDonna M. Holt, Provost
 Marshal, Office: 804-734-7587, DSN: 687-7587, Fax:
 804-734-7018.

 c. OPS (Mrs. Karen Raiford, Security)

      (1) The Security Division, DPTMS, at Fort
 Lee developed and implemented what might be
 considered a good idea/best practice (as documented in
 the Fort Lee Inspection Report).

      (2) Title:   Security Managers Orientation Course
 (SMOC):

           - The SMOC was developed and implemented by
      Mrs. Mary Stanley, Installation Security Manager,
      and her staff. The SMOC is conducted for new
      activity/unit security managers on Fort Lee. It
      is offered at least twice a year, and also open
      to established security managers who desire
      refresher training. The training is typically
      covered in one day and covers the following
      elements of Service 21, Installation Security
      Program Management Support: Personnel Security
      (PERSEC), Information Security (INFOSEC),


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           Industrial Security, and Security Education,
           Training, and Awareness (SETA).

                - Point of Contact is Mrs. Mary Stanley,
           Installation Security Manager, at (804) 734-
           6412/DSN 687-6412, and email is
           mary.d.stanley@us.army.mil .

      d. HR (Mr. Gordon Smith, Military Personnel)

           (1) The enclosures are SOPs used at Ft Lee for
     management of inactive Soldiers and for separation
     processing.

           (2) These would only be used at places with
      Trainees, so it would be useful at installations in
      other Regions.

           (3) I think these are great products, and I think
           other installations have similar tools, but these
           are especially well done.

           (4) I need to get with TRADOC DCSOPS&T to
           validate that these really are in concert with
           their published trainee policies, and then it'd
           be time to share it thru IMA to other Regions.

2.   POC is the undersigned.

Encls



                               Bob Parmenter
                               Management Analyst
                               Plans Div, NERO




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                                                                                 Enclosure 1


STUDENT MANAGEMENT                                             8 February 2005

SUBJECT: Standard Operating Procedures for the Inactive Soldiers Report (ISR)


1. The purpose of this memorandum is to establish procedures for updating and
distributing the ISR between the AG and the 23d QM Brigade. TRADOC Regulation
600-6 dated 5 August 1988, Subject: Personnel-General Inactive Soldier Reporting, and
TRADOC message dated 25 January 1995, Subject: IET Reports, directs that each
TRADOC installation provide updates via the Army Training Requirement and Request
System (ATRRS). The ISR is the vehicle used between the 23d QM Bde and the
Adjutant General Division to exchange information in order to update the TRADOC
Inactive Soldier Report. Per TRADOC guidance, ATRRS is to be updated twice a week,
and must be updated on the last day of each month. The ISR is due at AG by 0900 each
Tuesday and Friday.

2. This report applies to all members of the Active Component (RA), the Army National
Guard (ARNG), and the US Army Reserve (USAR) undergoing initial active duty for
training (IADT), who has had their training disrupted, did not start their scheduled
training on time, or did not proceed to their first assignment upon successful completion
of training. TDY soldiers should not be placed on the ISR.

3. The criteria for being reported on ATRRS are being out of training for three days or
longer. All soldiers covered in paragraph 2 will be annotated on the ISR except soldiers
who will be out of training for two days or less and it is reasonably certain the individual
will be in class the next school day. The following are examples of soldiers who are
identified in paragraph 2, but would not be annotated on the report:

   a. Soldiers who gave blood.

   b. Soldiers who went on sick call.

   c. Soldiers on KP duty.

If a soldier is out of school for two or more days before being added to the report, then
the effective date is the first day the soldier became inactive. Any soldier who has
cleared AG, but has not departed the unit will be added to the ISR immediately, no matter
what the reason.

4. Student Management ISR Clerk will update ISR each Tuesday and Friday the ISR will
be updated using the following sources of information:



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    a. Each company will provide Trainee/Student Management with an updated ISR NLT
0900 hours each Tuesday and Friday. ISR reports received after 0900 hours will not be
processed and information must be resubmitted on the following ISR report day. (Notify
your supervisor when ISR is not received. Information received should be IAW the
attached LOI.

    b. ISR clerk will receive all ISR reports from the companies via email and click on the
attachment to run copies of the received ISR and using the ISR UPDATE INPUT
STATUS CHECK-LIST SHEET will check off each company and attach the IRS’s to the
INPUT CHECK-LIST to annotate date received, updated and comments e.g. No changes
or Not Submitted for all of the units etc.

    c. The ISR clerk will receive the following the following information on emailed
attachments to use in updating the soldiers status in addition to the information provided
by the units. (No soldier will be removed from the Brigade Shareware ISR except by the
ISR Clerk):
                1. Departure List
                2. Non-Departure List
                3. Assignments
                4. Port Calls
                5. Transmittal Letters (TL)
                6. Discharge list
                7. Recycle letters
                8. Relief letters
                9. Cleared ENTNAC

  d. Clerk will save each individual file to ISR folder

   e. Clerk will review each companies reports and update the new entries and update the
ISR to reflect the additions, changes, and deletions on the AG Shareware located at AG
Shareware path: \\Vs2\AG\Data\shared\student\MGT\ISR: posted NLT 0900 hours
each Monday and Wednesday The ISR clerk will use the email ISR report to update
soldiers status in addition to the information provided by the units and will make written
inquires via the report on status’ not provided or unclear when posting.

   f. Call/email the units when questions arise that must be answered immediately.

   g. Post the report on the AG Shareware as required.

   h. Provide training or assistance as needed or requested.

   i. Update the ATRRS upon completion of the ISR to reflect all additions, changes, and
deletions that occurred in reference to inactive soldiers.




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   j. Inform units of any changes to submission dates that may be required to
accommodate holidays/training holidays.




5. ATRRS/PORTALS - HO Screen. ISR clerk will input information from ISR into
ATRRS on the HO screen twice weekly, except that ENTNAC AND DOSS changes will
be made on the same day notification is received. Soldiers pending ENTNAC will be
entered on the HO screen on the day following graduation. All other inactive soldiers
will be entered on the HO screen after the third day of being in an inactive status. The
appropriate ATRRS holdover code will be placed before the soldier's first name on the
ISR when soldier is entered on the HO screen.

       A. Review all additions, deletions, and changes on hardcopy of ISR and make
necessary changes on ATRRS. As changes are made, mark the hardcopy with updated
information. For example:

                (1) To add a soldier on to HO screen: Log onto ATRRS PORTALS
www.atrrs.army.mil, click on ATRRS PORTALS and login, click Jump to another portal
window and click go then type in the soldier's SSN at Portals Parameter and click go to
function. On the jump to another portal type HO and press go. Check for the correct
class in which the soldier will be put on hold. Move the curser to the left of the class the
soldier is currently enrolled click on the class. This will bring you to the HO screen.

                (2) At the HO screen enter U in the space provided at the bottom left of
the screen in the RC block of the screen column. Enter any remarks that may be needed
and than click on update information wait for message at the top of Portal saying all
training and updates processed successfully. The reason code list can be found under the
ATRRS VR screen 09. Under the Inactive Start Date type the date the soldier becomes
inactive (was not in school).

              (3) Place the RC code in RC block in the column at bottom half of the
screen. (Code will change whenever status is changed on HO in ATRRS).




B. To change a soldier's status on HO Screen:

                 (1) To add a soldier on to HO screen: At the portal RS menu screen, type
in the soldier's SSN. On the display line, type RS and press enter. Check for the correct
class in which the soldier will be put on hold. Move the curser to the left of the class the
soldier is currently enrolled in, click on class then type HO at the jump to another portal
and hit go. This will bring you to the HO screen.



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         (2) At the HO screen go to the RS Column and put a C for change, then go to
Inactive End Date column select day following ending date and click.

       C. To end a soldier's status on HO Screen:


         (2) At the HO screen, go to the RS column and type a C, than tab to the Inactive
End Date column and select date the soldier departed or returned to class and update by
pressing update information wait for update completed.

        (3) Mark on hardcopy of the ISR by lining through the entries.

          (4) Next go to RS screen and check soldier's status on "Training Status Change"
line. If class has graduated, then the OS will show a G for graduated. Normally this
would be correct. Exception will be soldiers that have been discharged or DFR. At this
time, check with the ATRRS clerk for correct status and also check on any soldier that
has been relieved.




                                     DONALD S. JERNIGAN
                                     C, Personnel Services &
                                     Trainee/Student Division




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              FOLLOWING ARE THE MAJOR ABBREVIATIONS
             USED IN THE INACTIVE SOLDIERS REPORT


ABN       AIRBORNE
ACAP      ARMY CAREER AND ALUMNI PROGRAM
APPR      APPROVED
APPT      APPOINTMENT
ART 15    ARTICLE 15
ASG       ASSIGNMENT
ATC       ATTACHED
AWOL      ABSENT WITHOUT LEAVE
CHAPT     CHAPTER, I.E., CHAPTER 11
CL        CLASS
CMH       COMMUNITY MENTAL HEALTH
COMP      COMPLETE
CONV      CONVALESCENT
DEP       DEPENDANT
DOSS      DOSSIER
DSCH      DISCHARGE
EMER      EMERGENCY
ENTNAC    ENTRANCE NATIONAL AGENCY CHECK
EPTS      CONDITION EXISTED PRIOR TO SERVICE
FTR       FAILURE TO REPORT
HOSP      HOSPITAL
HIV       HUMAN IMMUNITY DEFICIENCY VIRUS
JD        JOINT DOMICILE
KAHC      KENNER ARMY HEALTH CLINIC
LTR       LETTER
LV        LEAVE
MEB       MEDICAL EVALUATION BOARD
MED BD    MEDICAL BOARD
PC        PORT CALL
PCF       PERSONAL CONFINEMENT FACILITY
PDG       PENDING
PHY       PHYSICAL
PKT       PACKET
POR       PREPARATION FOR OVERSEAS ROTATION (ORIENTATION)
PT FAIL   FAILED THE ARMY PHYSICAL FITNESS TEST
PVOC      PETROLEUM VEHICLE OPERATORS COURSE
REC’D     RECEIVED



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RECLASS   RECLASSIFICATION
REL LTR   RELIEF LETTER
RETEST    RESCHEDULED FOR PT TEST
RSG       REASSIGNMENT
SCS       SCHEDULED CLASS START
SGD       SCHEDULED GRADUATION DATE
SJA       STAFF JUDGE ADVOCATE
SWAP      EXCHANGE OF ASSIGNMENT
UCMJ      UNIFORM CODE OF MILITARY JUSTICE
WP        WILL PROCEED




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                                                                  Enclosure 2

                         IET DISCHARGE SOP

                           8 February 2005


1.   REFERENCE MATERIAL:

     a.   AR 635-200
     b.   AR 635-40
     c.   AR 635-5-1
     d.   AR 600-8-105
     e.   AR 635-5

2.   Receipt of Chapter Packet:

     a. Accept chapter packet only from a legal representative from
        battalion or brigade. Screen packet for completeness prior to
        acceptance. (DO NOT accept an incomplete packet).
     b. Must receive two copies of the approval chapter packet.
     c. One copy of the chapter packet must be the original.
     d. Ensure that the chapter has been signed by Special Court
        Martial Convening Authority and the chapter has the discharge
        reason code on the packet.
     e. Must have the soldier’s Education records, ACAP Pre-
        separation counseling (only if soldier has six months or more of
        active federal service), dental, and medical records enclosed
        with the chapter. These items make up the chapter packet.
     f. Chapters received before 1400 will be counted as received that
        day. Chapters received after 1400 will be counted as received
        the next working day. Example: packets received on Tuesday at
        1500 will be counted as received on Wednesday.

3.   Obtaining MPRJ (201 file): if the soldier is flagged, pull the record
     from the flagged record drawer and sign the record out. If you do
     not have a flag lift, contact the unit and obtain the flag lift prior to
     establishing the separation date. If the soldier is not flagged, get a
     sign out card, sign the record out from the Records Section and
     replace it with the sign out card.


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4.    Establish a separation date: Chapter 10s and chapter 11s are
      separated within three days of receipt and all others are separated
      within five days of receipt. Use date of receipt as directed in item
      2f above. If you can get the complete chapter packet with 201 file
      to the Transition Center before 1400, count this day as a day one
      and add two more days (a total of three days). The third day is the
      day of separation.

Example: you receive a chapter 11 packet on Tuesday after 1400;
Wednesday morning will be day one. The separation date will be Friday.

5.   A Pre-Separation date will be established by the Transition Center.
     It will always be 0900 AM the workday before the separation date.

6.   Notification will be sent to Student Management Section Chief,
     Student Records Chief, BDE/BN Legal, Reserve Liaison, Soldier’s
     unit, Finance and Travel Section.




                                   WANDA E. GADSDEN
                                   Chief, Transition Center




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