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									            Army DMHRSi – Site Implementation Guide




The Defense Medical Human Resources System – internet
                     (DMHRSi)




                         Army
             Site Implementation Guide (SIG)




                       10 April 2007
                          Army DMHRSi – Site Implementation Guide


1. Introduction
1.1. Overview

In 2001, Military Health System (MHS) senior leadership in conjunction with the Army, Navy,
and Air Force Surgeon Generals directed the Resources Information Technology Program Office
(RITPO) to design and develop a Tri-Service human resource management capability to all
military medical activities in the form of an automated system. In partnership with the three
services, RITPO designed and developed an automated system called Defense Medical Human
Resource System-internet (DMHRSi). DMHRSi is a robust, web-based, commercial-off-the-
shelf (COTS), Oracle Human Resource Management System (HRMS) that RITPO configured to
meet Service Manpower, Human Resources, Labor Cost Assignment, Education and Training,
and Readiness functional requirements. RITPO has contracted with Planned Systems
International (PSI) to assist with the implementation and training of DMHRSi.

1.2. Purpose & Scope

The DMHRSi Site Implementation Guide (SIG) was developed by the Army Program Office and
PSI to serve as a guide for the successful implementation and training of DMHRSi in accordance
with the Army Deployment Plan.

   ■   Activities to be accomplished prior to and post implementation and training
   ■   Personnel responsible for accomplishing each activity
   ■   Deadlines for accomplishing each activity
   ■   Conducting an Operational Assessment to determine readiness

1.3. DMHRSi Acronyms and Operational Terms

A tri-service program, DMHRSi, utilizes a new language developed in consideration of the
terminology, processes and functions across the services. To successfully utilize this program,
users need to become familiar with specific Acronyms and Operational Terms as described in
Appendices A and B.

1.4. Critical Working Relationships

DMHRSi is designed to facilitate the management of five separate functional areas; Manpower,
Human Resources, Labor Cost Assignment, Education and Training, and Readiness. The Army
Program Office, Regional Commands, RITPO personnel and PSI will coordinate with site
personnel to implement DMHRSi in accordance with Army Subject Matter Expert (SME)
guidance. Appendix C summarizes the Critical Working Relationships and their primary
involvement in making implementation successful. Throughout this guide references to
Regional Commands includes other MEDCOM Supporting Commands.




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1.5. Army Program Office Responsibilities

The Army Program Office has contracted for Army Deployment Coordinators to assist in the
deployment of DMHRSi. Their role and responsibilities are not to duplicate the services of the
PSI Site Lead but to support the Regional and Site Project Managers from a service perspective.
Each parent MTF and dental command will have an Army Deployment Coordinator assigned to
them from Site Preparation/Data Migration thru Operational Assessment. The Army
Deployment Coordinator will be responsible for any child/satellite Unit Identification Codes
(UIC) associated with the parent. The Army Deployment Coordinators roles and responsibilities
include but are not limited to the following:

    ■   Coordinate implementation between Medical and Dental Commanders.
    ■   Support PSI Site Preparation Timeline.
    ■   Assist Site Project Managers in completing thorough site assessments.
    ■   Assist in developing regional and local sustainment plans.
    ■   Prepare final Regional Assessment Report.

1.6. Business Process Reengineering.

As with all new systems, DMHRSi will require sites to evaluate their current business processes
and most likely make some changes to accommodate the systems functionality. This process is
an opportunity to identify more efficient ways to do business. One of the most critical areas is
in- and out-processing. DMHRSi success relies heavily on data accuracy from the source
systems. Sites need to ensure their source system transactions mirror DMHRSi transactions.

2. Regional Responsibility

DMHRSi OPORD 07-14, FRAGO 1 details the month and year the initial DMHRSi brief will be
provided to each regional commander. The Regional ACofS HR will be contacted by the Army
DMHRSi Program Office approximately two months prior to this timeframe to initiate the
regional preparation activities. The standard regional site visit is two days and includes the site
visit for the regional MEDCEN. Upon completion of this visit, the region officially enters the
deployment process which lasts between 9-12 months depending on the size of the region and
number of sites. During the deployment process, each site will go through three phases which is
described in more detail in paragraph 3. When the last site in the region completes their
operational assessment, a regional operational assessment will be conducted.

The ACofS HR and Regional Dental Executive Officer (XO) are considered the Regional Project
Managers unless the commanders designate otherwise. He/she are responsible for overseeing
each Site Project Manager to ensure a smooth preparation, training and operational assessment.
Responsibilities include but are not limited to:

    ■   Concurrence with regional site implementation sequence.
    ■   Planning, coordinating and hosting a 2-day Regional/MEDCEN site visit.




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                          Army DMHRSi – Site Implementation Guide


    ■   Monitoring site implementation and training suspense’s.
    ■   Consolidating Site Operational Assessments.
    ■   Create and disseminate command policy.

3. Site Responsibility
Upon completion of the regional site visit, the MTF Chief of HR and site Dental XO for the
remaining sites in the region will be contacted by the Army DMHRSi Program Office to initiate
the deployment process. The standard site visit is 1-2 days depending on the size of the
facilities. Upon completion of the visit, the site officially enters Phase I which is Site
Preparation/Data Migration and lasts 4 months. Phase II is training which has 3-5 weeks of
standardized training and an additional week of Just-In-Time training for LCA Staff. Phase III is
Operational Assessment which begins when all training is completed and lasts 30-45 days or
until the site is determined fully operational. Paragraph 9 describes the Operational Assessment
in more detail.

The MTF Chief of HR and Dental XO are considered the Site Project Managers unless the
commanders designate otherwise. He/she are responsible for overseeing the site preparation,
data migration, training and operational assessment for their respective areas. All information
from PSI or the Army Program Office will be directed through these individuals.
Responsibilities include but are not limited to:

    ■   Validating site Deployment Assessment Worksheet (DAW).
    ■   Planning, coordinating and hosting a 1-2 day site visit.
    ■   Monitoring and executing site implementation and training suspense’s.
    ■   Facilitating Site Operational Assessment.
    ■   Create and disseminate command policy.
    ■   Forwarding all pertinent information to the appropriate staff in their command.

4. Site Preparation and Data Migration Activities
The activities in this phase are designed to prepare the site for training and validate source data.
Many of the activities are time sensitive and are tracked closely in weekly site preparation
meetings. The following activities are listed in the basic order that each task is initiated but may
vary from site to site. The actual start and completion times will be established during the site
visit and also may vary from site to site.

5. Site Coordination.
5.1. Site Visit Dates.

The Army Deployment Coordinator will be responsible for coordinating the actual dates of the
site visit between the medical and dental PM’s and PSI. Each PM is responsible for identifying
days and times that their commander is available. The MTF PM will be responsible for




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                           Army DMHRSi – Site Implementation Guide


coordinating a location for the site visit. It is important that the location have a computer. The
site visit has several purposes and a sample Site Visit Agenda is in Appendix D.

   ■   Tour training facilities.
   ■   Review the site implementation guide and tasks with key staff members.
   ■   Initiate the Site Implementation Plan/ Activity Report (SIP/AR).
   ■   Schedule day/time of weekly tele/web conferences.
   ■   Identify Site Application Administrator (SAA) and Schedule Training.
   ■   Set up encrypted emails with PMs.
   ■   Assist site in reviewing technical formats for local databases.
   ■   Brief the Command on DMHRSi.

5.2. Training Facilities Tour.

During the tour of the training facilities the Army Deployment Coordinator will complete the
Training Facilities/Equipment Worksheet found in Appendix E. This information is used to
create the site training plan. During the visit the site will be informed of the actual training dates.
At this time they should assess if there are any conflicts with the training dates (ie. training
holiday, local festival, spring break, etc). The required rooms needed for training should be
reserved before the end of the site visit to avoid future scheduling conflicts.

5.3. SIP/AR/Weekly Web Conferences.

The SIP/AR is a working document maintained by the PSI Site Lead and tracks the key
information and status of major milestones to be completed from the pre-site visit to the final
operational assessment. A sample SIP/AR is found in Appendix F. Key staff members are
required to attend weekly internet and teleconference meetings where the SIP/AR will be
reviewed and updated. PSI will send the initial invitation to be used for all meetings to both
PM’s who are responsible for distribution. Note: The actual web conference will only allow 10
individuals to log in from the site but there is no limit as to how many people can call in.

5.4. SAA.

Each site must identify at least a primary and alternate SAA but there is no limit to the number of
SAAs. These individuals are usually members of the IM Help Desk and their responsibilities
include resetting passwords, requesting access, ensuring J-Initiator is installed and providing Tier
0 Help Desk support. The SAAs will receive access to complete these tasks for employees at
both the medical and dental commands unless indicated otherwise. The Site PM needs to submit
all names to the PSI Site Lead so responsibilities in the production system are created. The Site
PM must also submit the names to the PSI Training Lead who will schedule a 2 hour web based
training for these individuals sometime between D-30 and D-60. If the SAA is a contractor, the
Site PM should provide the Army Deployment Coordinator their full name, SSN and date of hire
so a record can be created in DMHRSi prior to the training. If they are military or civilian their
information should already be in DMHRSi.




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                         Army DMHRSi – Site Implementation Guide


5.5. PM Pre Site Visit Teleconference.

    Two weeks before the actual site visit the MEDCOM HR SME will host a teleconference
    with both the Site PM’s. The purpose of this teleconference is to provide an introduction to
    DMHRSi before the actual site visit, explain their role in the deployment and ensure the
    correct staff members are identified to attend the site visit. During this session the sites
    UIC’s and employee strength will be validated and the current HR functionality outlined so
    it is important that the Chief of Human Resources be available if he/she is not PM. The
    Army Deployment Coordinator will set up with is teleconference at the same time the Site
    Visit is coordinated.

       ■   Deployment Assessment Worksheet (DAW) Validation. The template for the DAW
           is prepared for each site by MEDCOM HR. Prior to the actual site visit, the Army
           Deployment Coordinator will set up a teleconference with the MEDCOM HR SME
           and the Site PMs to review this document and answer any questions. This document
           must be completed NLT the end of the site visit. Once it has been completed the PSI
           Data Team will create the organizational structure in DMHRSi.

            -   Part I – Unit Identification. All parent and child UIC’s the command is
                responsible for should be listed here. This includes medical holding units,
                student companies, units OPCONd to the site, etc. If you have satellite sites
                these need to be listed separately on the DAW even if they fall under a parent or
                child UIC. Validation of these UIC’s establishes the hierarchy of data flow in
                DMHRSi

            -   Part II – Total Personnel. Every employee will have a DMHRSi HR record
                even if they will not enter man-hours. This number should include all types of
                employees; assigned, attached, deployed, borrowed, full-time, temporary, etc
                that the UCAPERS file does not capture. The numbers for Regional HQ staff
                should be listed on the MEDCEN’s DAW. These numbers are used to project
                Employee Self Service Training. Specific guidance for entering Regional HQ
                staff and other non-MEPRS units will be discussed at each regional brief.

            -   Part III – Super User Training. In each column identify the number of staff that
                will be trained in each of the functional areas. These are the specialists or clerks
                who will actually enter/maintain the data in DMHRSi on a day-to-day basis.
                Each functional area should have a minimum of one primary and one back up
                trained. All sites will have responsibilities created for the parent UIC. If a site
                wants a specific responsibility for a child UIC, you must list a number in the
                corresponding fields. These numbers are used to project functional training and
                create the actual responsibilities in the system. Site MEPRS staff should contact
                the MEDCOM LCA SME located at the Army MEPRS Program Office
                (AMPO) for guidance on calculating the estimated number of Timekeeper
                Specialists (TK) who will be attending training.




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                                                              DAW Sample
                      I. Unit Identification                                II. Total Personnel                III. Super User Training
 UIC            Unit Name              CMD     Installation   State   Mil   Civ   Cont   BM       Total   MP   HR   LCA     E&T    RD     TK
                                                              FT SAM HOUSTON
W07RAA    GPRMC                      Medical   Ft Sam         TX                                   0      1    1             1      1     10
W2DNAA    BROOKE AMC                 Medical   Ft Sam         TX                                   0      2    2                          500
W2DN04    BROOKE AMC HHC             Medical   Ft Sam         TX                                   0           1
W2DN05    BROOKE AMC A CO            Medical   Ft Sam         TX                                   0           1
W2DN06    BROOKE AMC B CO            Medical   Ft Sam         TX                                   0           1
W2DN06    BROOKE AMC BULLIS          Medical   Austin         TX                                   0           0                          2
W3ZRAA    GPRDC                      Dental    Ft Sam         TX                                   0      1    1             1      1     2
W3ZT30    FT SAM DENTAL              Dental    Ft Sam         TX                                   0           1                          10



         6. Data Migration Activities.
         6.1. HR Data Migration Process.

         The source systems have been feeding site information into DMHRSi for over four years so it’s
         important that each site review their baseline information. In accordance with MEDCOM
         guidance, there are certain HR fields that are required to be maintained in DMHRSi and others
         that a site may elect to utilize. The HR Management Overview in Appendix G provides more
         details.

            ■     Local Data Systems. Each site should begin an assessment of their local data systems
                  approximately 2-3 months prior to their site visit to determine what data elements will be
                  migrated to management in DMHRSi. Each medical and dental commander can select
                  their own optional information to track. During the site visit, each PM must inform their
                  Army Deployment Coordinator which optional areas they would like to utilize. In this
                  process, each site has a one time opportunity where the PSI Data Team will upload
                  information into DMHRSi that is not source feed. (ie. address information, off duty
                  employment, etc.) If a site elects not to upload information, they may be responsible for
                  manual entry after training. NLT 4 weeks after the site visit, each PM must forward any
                  local data they would like uploaded into DMHRSi.

            ■     Military/Civilian Templates. Once the PSI Data Team receives any local data from the
                  site, they will pull a current roster from DMHRSi and attach the local data on the
                  templates. Each Site HR is then responsible for reviewing the templates and making any
                  additions or corrections. If there are individuals on the template that are not working at
                  the facility or are missing from the templates, the HR staff must update the source
                  systems accordingly. At D-30 the Site PM will return the templates to the PSI Data
                  Team to be loaded into DMHRSi.




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                          Army DMHRSi – Site Implementation Guide


   ■   Contractor/Volunteer Templates. The week after the site visit, the Army Deployment
       Coordinator will request a contractor/volunteer UCAPERS Fnac30apm.txt file from the
       MEDCOM MEPRS office to be forwarded to the PSI Data Lead. The UCAPERS file
       will be sent in Excel format. The PSI Data Team will use this information and any local
       data forwarded to prepare the contractor and volunteer templates. Each Site HR is then
       responsible for reviewing the templates and making any additions or corrections. Since
       there is no source system feeding DMHRSi for contractors or volunteers it’s important
       the staff update these templates regularly through in- and out-processing. If there are
       contractors working at the facility who were not in the UCAPERS file because they do
       not complete timecards they should be added to the templates. At D-30 the Site PM will
       return the templates to the PSI Data Team to be loaded into DMHRSi.

   ■   Important Note: These files will contain social security numbers so it is important that
       anyone sending or forwarding this information ensure it is encrypted.

   ■   Pre- and Post-Data Load. A pre-data load web conference will be initiated once the site
       returns the data templates to the PSI Data Lead. The purpose of this session is to review
       with the HR staff the actual data that will be uploaded into DMHRSi. From this point
       forward the HR staff should maintain a list of all changes that will need to be entered
       during the HR shoulder-to-shoulder session. A post-data load web conference will be
       initiated once the PSI Data Lead has uploaded all the information into DMHRSi; this
       should occur around D-10.

6.2. Manpower Data.

Once the site completes the DAW, copies of all current FY TDA’s identified will be
automatically forwarded by MEDCOM to the PSI Data Team. Future FY TDA’s are not
utilized. After the TDA’s are loaded into DMHRSi, the PSI Data Team will populate the
Organization Data Information Worksheet required by MEDCOM and forward it to the Army
Deployment Coordinator. See Appendix H for a sample. The Army Deployment Coordinator
will forward the worksheet to the Site PM’s who are responsible for ensuring the Manpower staff
review their section. Manpower is to review the information and create their functional TDA. If
there are any organizations currently not in use it should be annotated on this worksheet. If there
are any new organizations created not currently on the TDA those should also be added.
Specific instructions are annotated in the worksheet. The Manpower staff will forward the
Organizational Data Information Worksheet to the MEPRS staff after completion of their
portion. Completion of this document is time sensitive so the Manpower staff should complete it
within 2-3 days of receiving it. Note: It is recommended that the site begin gathering this
information before even receiving the Organization Data Information Worksheet.
6.3. LCA Data.

When the Site MEPRS staff receives the Organization Data Information Worksheet from
Manpower (NLT D-90 days) they are to complete their sections. For specific guidance on these
fields contact the Army MEPRS Office (AMPO). Once the worksheet is completed, AMPO will
send the final worksheet to the PSI Site Lead via encryption because it will contain SSN’s. This



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                           Army DMHRSi – Site Implementation Guide


information will be manually entered by the PSI Data Team so it must be returned NLT D-60.
Note: It is recommended that the site begin gathering this information before even receiving the
Organization Data Information Worksheet. The Army MEPRS Program Office will provide
specific guidance for creating tasks and adding organization data elements in DMHRSi.

6.4. Education & Training Templates.

The current policy from the Education & Training SME at the AMEDDC&S is that no historical
data will be entered into DMHRSi. Each site will begin entering information required for
classroom training during shoulder-to-shoulder.

6.5. Readiness Data.

All data for readiness is pulled directly from MODS so no additional data will be loaded.

7. Training Preparation Activities.
These activities are critical to ensuring the site is prepared for training.

7.1. Verify J-Initiator.

A program called j-initiator must be loaded on all workstations used for training and by
Functional Super Users. This also includes the workstations for satellite sites. The Site SAA is
responsible for ensuring this is completed and may use the End User Device (EUD) Matrix,
found in the Appendix I as a tool. This matrix is not required; however a negative email
response is required to the PSI Site Lead. J-initiator has been successfully pushed out in a mass
from the IM office at many facilities to eliminate the need for loading it on to individual
computers.

7.2. Identify Functional Users and Timekeeper Specialists.

NLT D-60 the names of the Functional Super Users and Army LCA Timekeeper Specialists
accounted for on the DAW must be submitted by the Site PM’s to the PSI Training Lead and
MHS Tier III Help Desk. The Site PM will obtain the names of the Army LCA Timekeeper
Specialists from the site MEPRS staff. The information must be completed on the Account
Request Template and is necessary to create responsibilities in the training environment. A
sample copy can be found in Appendix J but the Army Deployment Coordinator will forward the
Site PM’s a current version once the site TDA has been loaded. For guidance on what
responsibilities should be selected for each functional area refer to the assigning Super Users
Responsibilities Overview found in Appendix K. Note: Since the names of the Functional
Supers Users will be easier to identify than the Timekeeper Specialists; this information may be
sent separately. Once the initial list of the Army LCA Timekeeper Specialists have been
forwarded by the Site PM, all additions and deletions for that role only will be submitted by the
Site MEPRS staff to the MEDCOM LCA SME located at AMPO.




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                          Army DMHRSi – Site Implementation Guide


7.3. Training Schedule.

    ■   Overview. The average length of training is approximately 15 duty days with an
        additional 5 duty days of “Just-in-Time” training for End-Of-Month LCA (MEPRS)
        processing. The exact length of training is determined by the number of employees
        needing to be trained and the training space available. Each Functional Super User will
        receive between 1-3 days of training and an additional 1-2 days of shoulder-to-shoulder
        training at their workstation. LCA Timekeeper Specialists will receive eight hours of
        training. Self Service training ranges from a 90 minute on-line to a two hour course and
        is described in more detail below.

    ■   Review. Once the training rooms are confirmed and Functional Super Users/LCA
        Timekeepers Specialists are identified by name; the PSI Training Lead will prepare a
        draft training schedule for site review. See Appendix L for a sample Training Schedule.
        On the draft, the Functional Super Users will be assigned to the appropriate training
        session by name. Once the Site PM’s approve the draft training schedule, the Site
        MEPRS staff will assign everyone receiving LCA Timekeeper Specialist training by
        name to a specific training day and location. The final training schedule should be
        available for distribution NLT D-30. Functional Managers should ensure their staff is
        fully aware of the days and times for training to resolve issues of leave and other
        administrative duties that may conflict with training attendance. The Site PM’s should
        also ensure that proper marketing announcing Self Service Training is distributed
        throughout the commands. Site MEPRS staff should be allowed the opportunity to
        review information relating to Self-Service Training prior to distribution to distribution
        to the site staff.

7.4. Self Service Training.

All employees who will use DMHRSi to update their personnel information, complete training or
enter a timecard are required to complete a prerequisite course on MHS Learn thirty days prior to
training: DMHRSi 11.5.10 Self Service for Employees. On the first day of training, the Site PMs
need to provide the Army Deployment Coordinator the total number of individuals who
completed the prerequisite course. During site training, self service employees will attend a
follow on training session based on their individual comfort level during the prerequisite course.
Commanders will have the discretion to exempt individual groups of employees (ie. agency
nurses) from the follow on training.

   ■    Auditorium Based Training. The intent of this two hour training is to review the basic
        functions learned during the on-line course, provide specific functional guidance and
        answer general user questions. This level of training is applicable to employees who are
        comfortable with using new computer applications.

   ■    Lab Based Training. Lab based training provides employees who are not comfortable
        with computers or new applications the opportunity for one-on-one training. An




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                            Army DMHRSi – Site Implementation Guide


       instructor will walk them through updating their information and/or creating a timecard.
       This training is on a walk-in basis only.

   ■   Webex Training. This training instance will only be available to employees at satellite
       sites and will be scheduled on a site-to-site basis.

7.5. Disseminate Accounts and Passwords.

The MHS Tier III Help Desk will forward the user ID and passwords directly to the Site SAA.
The Functional Super Users and Timekeeper Specialist information should be distributed prior to
the start of training. Self Service Users information should be distributed NLT first week of
training. The SAA is responsible for distributing them prior to the start of training. The Site
SAA will complete and forward a new Account Request Template to the MHS Tier III Help
Desk for all new Functional Super Users whose names were not on the original Account Request
Template but will attend training. If there is a change for Timekeeper Specialist the Site MEPRS
staff is to contact the MEDCOM LCA SME. If a new account is needed within 5 working days
prior to training, the Site SAA should notify the Army Deployment Coordinator to expedite the
request.

7.6. Final Training Check.

The week prior to training the Site PMs are responsible for ensuring the training classrooms are
ready and that there are no additional issues that would impact the training schedule. During this
week the PSI Training Lead will coordinate the final delivery and receipt of training materials
with the Site PMs. The PSI Training Team and Army Deployment Coordinator will arrive the
day prior to training to do a final walk through.

8. Training
8.1. Training Attendance.

Each Functional Manager is responsible for maintaining a Sign In Roster found in Appendix M
for their training areas. The Site MEPRS staff is responsible for ensuring all Timekeeper
Specialists are informed and maintaining a sign in roster. The Site PMs will be responsible for
maintaining a sign in roster for Self Service Training. The sign in rosters should be turned in or
emailed to the Army Deployment Coordinator at the end of each week.

8.2. Training Summary Report.

Once training is completed the PSI Training Lead will prepare a Training Summary Report
summarizing the classroom student evaluations. This report will be provided to the Site PMs and
Army Service Coordinator.

9. Operational Assessment & Sustainment



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9.1. Operational Assessment Activities

The Operational Assessment begins on the day after Just-In-Training is completed and continues
for 30-45 days or until the site has met the operational requirements. The Operational
Assessment is designed to assist in determining whether DMHRSi is being used as intended in
an operational setting. Assessment activities are listed below and are determined by analyzing
employee utilizations surveys and key functional reports. Commanders and Site PMs should be
actively involved in the operational assessment.

    ■   Effectiveness of Training.
    ■   Extent to which a site has integrated DMHRSi into normal business practices.
    ■   Assessment of Business Process Reengineering.
    ■   Command emphasis and marketing.

9.2. Operational Assessment Report.

In-between the 30-45 post JIT the Site PM’s are responsible for distributing and collecting
utilization surveys from their staff. The surveys should be forwarded to the PSI Site Lead who
will prepare the final Operational Assessment Report. A sample Operational Assessment Report
can be found in Appendix N. Once PSI completes the Operational Assessment Report they will
forward a copy to the Site PM’s and Army Deployment Coordinators.

9.3. Lessons Learned.

During the operational assessment phase the Site PM’s are responsible for gathering,
consolidating and forwarding all lessons learned to the Army Deployment Coordinator. The
Lessons Learned template to be used is found in Appendix O.

9.4. Sustainment Activities

Each site is responsible for sustainment activities. Sustainment planning and activities should
actually begin during pre-implementation. DMHRSi has various vehicles available to assist with
sustainment training to include Tutor Processes, Computer Based Training (CBT) and DMHRSi
On-Line Help. Updated initial training materials will continue to be available on the DMHRSi
AKO website. Each site should form a DMHRSi Sustainment Workgroup made of up of the five
functional areas to oversee the sustainment of Self Service Users.




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                      Appendix A - Acronyms

AOC             Area of Concentration
BMM             Borrowed Military Manpower
CBT             Computer Based Training
CCQAS           Centralized Credentialing and Quality Assurance System
CR              Change Request
DCPDS           Defense Civilian Personnel Data System (interface)
DCPS            Defense Civilian Pay System (interface)
DEERS           Defense Eligibility Enrollment System (interface)
DMHRSi          Defense Medical Human Resources System –internet
DMIS            Defense Medical Information System
EASi            Expense Assignment System Internet
E-LEARNING      Electronic Education or Training
E-MILPO         Electronic Military Personnel Office
E&T             Education and Training
EUD             End User Device
FCC             Functional Cost Code
HR              Human Resources
IMD             Information Management Division
LCA             Labor Cost Assignment
LO              Local Organization
LOV             List of Values
MEDPROS         Medical Protection System (interface)
MEPRS           Medical Expense and Performance Reporting System
MHS             Military Health System
MODS            Medical Operational Data System (interface)
MOS             Military Occupational Specialty
PCR             Position Control Roster
PM              Project Manager
PROFIS          Professional Filler System
PSI             Planned Systems International
RITPO           Resources Information Technology Program Office
SAA             Site Application Administrative
SIG             Site Implementation Guide
STS             Shoulder-to-Shoulder
TAADS           The Army Authorization Documents System (interface)
TAPDB           Total Army Personnel Data Base (interface)
TDA             Table of Distribution and Allowances
UCAPERS         Uniform Chart of Accounts for Personnel Utilization System
UIC             Unit Identification Code




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                                Appendix B – Operational Terms

Assignment - Specific job an employee holds. Employees may have more than one assignment
(peace time and readiness)

Date Tracking - When the effective date has been changed to either the past or the future, Date
Tracking enables one to enter information that takes effect on the new effective date and to view
information as of the new date

Discoverer Plus - Ad Hoc reporting tool that allows the user to generate their own reports. The
report may be saved and shared with a person.

Discoverer Viewer - Application used in conjunction with DMHRSi that allows users to view
standard/preformatted reports. The reports are available for downloading but the design for all
functional areas can not be changed

Effective Date - Date for which one is entering and viewing information

End Date - Date at which a record is no longer active

Group - Organization where one actually works within the Medical Treatment Facility (MTF)
Table of Distribution and Allowances (TDA) structure and is tied to Medical Expense
Performance Reporting System (MEPRS) and is not source fed

Hierarchy - A tree structure that shows relationships by organizations in hierarchical levels

Job - Employees occupational code, Medical Occupational Specialty (MOS), Area of
Concentration (AOC) and Job Series

Local Trainee - A military Cadet or a volunteer whose purpose at the facility is training only.

Location - Address where a person works

Manager - Each functional area has a manager role. View and update within DMHRSi across
the Army

Oracle Learning Management - Functionality within DMHRSi that allows for the
documentation and tracking of Education and Training.

Organization - Actual Unit Identification Code (UIC) to which a person is assigned and is
source fed.

Position - Paragraph/Line number or local position.




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                          Army DMHRSi – Site Implementation Guide


Project - An Oracle term that describes a unit of work that can be broken down into one or more
tasks. Each parent Defense Medical Information System Identifier (DMIS ID) at the Medical
Treatment Facility (MTF) has one separate project for each fiscal year. ****The MEPRS office
in a facility is responsible for creating the Project and Tasks in DMHRSi.

Role - Capability to perform certain functions in DMHRSi, HR Specialists, LCA Manager etc.

Self Service User - A person with the ability to enter time, review personal information and
request training courses that will require the approval of their supervisor.

Source System - Data system that is the official record for the Army.

Specialist - Each functional area has a specialist role. View and update within DMHRSi is
restricted to their specific command.

Student – An individual who is undergoing entry level training for their career field. This does
not include individual in programs for advanced training in their career field such as residencies
or fellowships.

Super User - Functional experts in HR, LCA, Manpower, Education and Training, Readiness
and have more access in DMHRSi.

Supervisor - Individual who is responsible for reviewing time entered, approving training
requests and changes to local personnel data as required.

Task - An Oracle term used to describe a subdivision of project work. ****Functional Cost
Codes defined at the 4th level by the MEPRS office.

Time Card - Form in DMHRSi to record and submit time; not for official pay purposes.
****Before an employee can begin to enter time in DMHRSi, the time card approver field must
be filled in.

Time Card Approver - Individual who approves the time entered by employees in DMHRSi

Tutor Process - A detailed document that outlines the execution of a specific function in
DMHRSi.

Work List - Internal notification capability within DMHRSi which allows for the approval of
timecards and education enrollments.

Work Structures - Portion of DMHRSi that allows for the setup of organizations, projects and
tasks.




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                     Army DMHRSi – Site Implementation Guide


                    Appendix C – Critical Working Relationships

Individual                Primary Involvement
Regional Command          ■ Manages deployment to Regional Headquarters.
                          ■ Monitors progress and provide guidance to sites.
                          ■ Establish a cross-functional Regional DMHRSi Program
                             Team to include Dental and Veterinary units.
Site Senior Leadership    ■ Commitment to and support of DMHRSi
Site Project Manager      ■ Serves as the focal point for all Site implementation and
(PM)                         training activities throughout the entire process.
                          ■ Coordinates activities between the Site, Regional
                             Command and Army Site Coordinator.
                          ■ Ensures Site personnel fully complete activities on time.
Site Application          ■ Ensures super users and training classroom End-User-
Administrator (SAA)          Devices (EUDs) meet technical specifications.
                          ■ Coordinates the creation of user accounts and manages
                             user names and passwords.
                          ■ Manages password reset for site personnel.
Functional Department     ■ Determines which of their staff needs DMHRSi training.
Heads                     ■ Serves as the focal point for functional problems.
Site Super Users          ■ Are the supervisors and clerks in the functional areas.
                          ■ Attends scheduled functional training.
Site Self Service Users   ■ Attends scheduled self-service training.
Time Card Approvers       ■ Approves timecards.
Army LCA                  ■ Enters time for non-self service users.
Timekeeper Specialist     ■ Attends schedule training for Timekeeper Specialist.
                          ■ Oversees timecard process for area of responsibility.
Army Deployment           ■ A representative from the Army Program Office.
Coordinator               ■ Oversees pre-implementation activities.
                          ■ Manages deployment activities and training schedules.
                          ■ Participates in Site and PSI implementation meetings.
                          ■ Serves as liaison between sites and RITPO/PSI.
                          ■ Resolves site/service specific issues.
                          ■ Prepares after action documents.
Army SME                  ■ Provides Army functional guidance.
                          ■ Assists with problem solving data issues.
RITPO Personnel           ■ Monitors implementation progress.
                          ■ Resolves site/contractor specific issues.
PSI Personnel             ■ Facilitates pre-implementation activities.
                          ■ Prepares and provides training materials.
                          ■ Provides classroom and shoulder-to-shoulder training.
                          ■ Conducts operational assessment to determine site
                             readiness.




                                                                                        16
                          Army DMHRSi – Site Implementation Guide


                                 Appendix D – Site Visit Agenda

1 hr   Facilities Tour of Training Rooms

       Purpose of this timeframe is to tour the facilities and identify the training capacity and
       availability. If possible training rooms should be reserved during this time period
       eliminate future schedule conflicts. Training facilities for satellite sites will also be
       addressed. The PSI Site Lead will facilitate this tour.

       Required Audience: Medical Project Manager
                          Individual(s) responsible for managing training rooms

2 hr   Site Implementation Guide (SIG) Review

       Purpose of this session is to review the SIG in detail and ensure the sites understand the
       process that will occur over the next four months. During this period the SIP/AR will be
       explained, completed and start/stop dates will be agreed upon. The weekly
       teleconferences will be reviewed. The PSI Site Lead will facilitate this briefing.

       Required Audience: Medical & Dental Project Managers
                          Chief, Manpower
                          Chief, Human Resources
                          In/Out Processing Clerks for Military, Civilian & Contractors
                          Chief, MEPRS
                          Chief, Information Management
       Optional Audience: Clerks or Specialist from any above areas
                          Chief, Education & Training

1 hr   Overview Responsibilities & Account Request Form

       Purpose of this session is to explain the different responsibilities employees can have and
       the specific process for requesting

       Required Audience: Medical & Dental Project Managers
                          Chief, Manpower
                          Chief, Human Resources
                          Chief, MEPRS
                          Chief, Education & Training
                          Site System Administrator
       Optional Audience: Clerks or Specialist from any above areas

1 hr   HR Data Migration




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                         Army DMHRSi – Site Implementation Guide


       Purpose of this session is to review the technical formats of any local HR data systems
       the facility has so the data can be automatically entered into DMHRSi by the PSI Data
       Team.

       Required Audience: Medical & Dental Project Managers
                          Chief, Human Resources
                          In/Out Processing Clerks for Military, Civilian & Contractors

1 hr   System Application Administrator (SAA)/Help Desk Overview

       Purpose of this session is to provide an overview of the SAA responsibilities to determine
       who will actually perform the tasks and answer questions regarding j-initiator. The
       objective is to identify the individuals who will need to receive SAA training. The PSI
       Site Lead will facilitate this briefing.

       Required Audience: Site System Administrator
       Optional Audience: Medical & Dental Project Managers
                          Chief, Information Management

30 min - 1 hr Commander Out-Brief

       Purpose of this brief is to review the highlights of DMHRSi as covered in the regional
       brief and provide the Commanders with information on how it will impact their facilities
       in each of the five functional areas.

       Required Audience: Medical and Dental Commanders
                          Deputy Commander for Administration
                          Medical & Dental Project Managers
                          Chief, Manpower
                          Chief, Human Resources
                          Chief, RM
                          Chief, Education & Training
                          Chief, Information Management
       Optional Audience: Deputy Commander for Clinical Administration
                          Deputy Commander for Nursing




                                                                                                 18
                          Army DMHRSi – Site Implementation Guide


                    Appendix E – Training Facilities/ Equipment Worksheet

Question                                                               Yes   No
Pre-Brief Presentation
1. Is there a briefing room available for the number of individuals
   that will be present at the pre-brief?
2. Is there a PC available with internet connectivity?

Weekly Web/Teleconferences
1. Is there a room available for the number of individuals that will
   be present at the weekly briefs?
2. Does the room have teleconference capabilities?
3. Is there a PC available with internet connectivity?

Training Facilities
1. How many computer classrooms are available?
2. How many workstations are in each classroom?
3. How many workstations in each classroom have internet
    capability?
4. Is J-Initiator installed on the computers?
5. How many HR Super Users will be trained?
6. How many Manpower Super Users will be trained?
7. How many LCA Super Users will be trained?
8. How many Education & Training Super Users will be trained?
9. How many Readiness Super Users will be trained?
10. How many LCA Representatives will be trained?
11. How many Self Service Users will be trained?
12. Does each classroom have a whiteboard?
13. Does each classroom have a separate writing area (easel w/paper)
    for "parking lot" issues?

Satellite Training Facilities
1. How many computer classrooms are available?
2. How many workstations are in each classroom?
3. How many workstations in each classroom have internet
   capability?
4. 4. Is J-Initiator installed on the computers?
5. How many Self Service Users will be trained?




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                                                            Army DMHRSi – Site Implementation Guide


                                                                         Appendix F – SIP/AR

              White: Task has been scheduled and is being worked as appropriate.
              Green: Task has been satisfactorily completed.
              Yellow: Task has not been satisfactorily completed as scheduled, but can be completed without impacting the overall deployment
              schedule.
              Red:      Task has not been satisfactorily completed as scheduled and immediate action is needed due to the impact on the overall
              deployment schedule.

                                                                                   Dash Board
        POC                                                                        Task                                             Deadline      Issue #
PSI PM                 Initiate the Site Implementation Plan/Activity Report (SIP/AR)                                               12/19/06
PSI Site Lead          Conduct a Pre-Site Prep Visit Web/Teleconference                                                             12/26/06
PSI Site Lead          Get and Send the UIC/PAS List and Orgs to the Data Maintenance Team                                          01/02/07
PSI Site Lead          Conduct a Site Prep Visit                                                                                    01/09/07
Site PM                Identify the SAA(s) to the PSI Site and Training Leads                                                       01/16/07
PSI Data Lead          Receive the Initial Personnel Data File(s)                                                                   01/16/07
PSI Data Lead          Identify All Data Sources                                                                                    01/30/07
Data Maintenance       Complete Site Setup (Load the Orgs File)                                                                     02/06/07
Site PM                Complete and Send a User Account Request Form to Tier III                                                    02/06/07
Site SAA               Complete SAA Training                                                                                        02/06/07
Site PM                Complete and Send a Super Users and Timecard Approvers List to the PSI Training Lead                         02/13/07
Site SAA               Complete and Send the Training Facility/Equipment Questionnaire and EUD Matrix to the PSI Site Lead          03/28/07
PSI Data Lead          Complete the SSN Inventory Reconciliation                                                                    04/02/07
PSI Site Lead          Complete and Send the Test & Acceptance Report to the PSI PM                                                 04/06/07
PSI Data Lead          Complete the Pre-Load Data Validation for All Local Data                                                     04/09/07
PSI Training Lead      Complete the Master Training Plan/Schedule                                                                   04/23/07
PSI Training Lead      Coordinate the Printing, Shipment, and Receipt of Training Materials                                         04/23/07
PSI Data Lead          Complete the Post-Load Data Validation                                                                       04/23/07
Site SAA               Ensure the Receipt and Dissemination of All User IDs/Passwords                                               04/30/07
PSI Training Lead      Complete and Send the Training Summary Report to the PSI Site Lead                                           07/20/07
PSI Site Lead          Conduct an Operational Assessment Web/Teleconference                                                         08/03/07
PSI Site Lead          Complete and Send the Operational Assessment Report to the PSI PM                                            09/24/07
                                                        Army DMHRSi – Site Implementation Guide

                                                                       Contact Information
                                                                               Site
            Installation                    Address line 1                 Address line 2                           City               State        Zip Code

Commercial Telephone Prefix:                                       E-mail Address Convention:
DSN Telephone Prefix:                                              First.last @ us.army.mil
                                                             Planned Systems International (PSI), Inc.
               Name                           Address line 1                 Address line 2                         City               State      Zip Code
PSI                                   5201 Leesburg Pike           Suite 1100                        Falls Church                     VA       22041-3268
DMHRSi Program Manager: Ben Merkel
Cell Phone Number: 703-627-8532
E-mail: bmerkel@plan-sys.com
                                                   Weekly Web/Teleconferences (Date and time determined by site)
Web Conference URL: http://plan-sys.webex.com                       Teleconference Dial-In Number: 1-888-621-9540, followed by: *TBD*
Web Conference Password: TBD                                        E-mail Address Convention: firstinitiallastname@plan-sys.com


                                                                   Point of Contact (POC) List
                                                                            Site Team
                  Name                     Title/Rank                        Role                                   E-mail Address              Telephone

                                                                          Service Team
                  Name                     Title/Rank                        Role                                   E-mail Address              Telephone

                                                                      Program Office Team
                  Name                     Title/Rank                       Role                                    E-mail Address              Telephone

                                                                            PSI Team
                  Name                     Title/Rank                        Role                                   E-mail Address              Telephone




                                                                                                                                               21
                                  Army DMHRSi – Site Implementation Guide

                                    Weekly Web/Teleconference Attendance Roster
                                                    Site Team
Last Name   Date   Date   Date   Date    Date    Date      Date     Date     Date   Date   Date   Date   Date   Date   Date




                                                   Service Team




                                               Program Office Team


                                                     PSI Team




                                                                                                                22
                                                             Army DMHRSi – Site Implementation Guide

                                                                                   Key Tasks
                                              Tasks                                                   POC(s)       Start Date   Due Date        Issue #
Provide the Site Prep Visit, Training Start, and Training End Dates                        Service PM
Identify a Service Site Advocate/Coordinator                                               Service PM
Identify a Site Project Manager (PM)                                                       Service PM
Send the Site UIC/PAS List and Organizations (Orgs) to the PSI Site Lead                   Service PM
Identify the PSI Site, Data, and Training Leads                                            PSI PM
Initiate the Site Implementation Plan/Activity Report (SIP/AR)                             PSI PM
Coordinate, Schedule and Resource a Pre-Site Prep Visit Web/Teleconference                 PSI Site Lead
Provide the PSI Data Lead with a List of All Site Points of Contacts (POCs)                Site PM
Conduct a Pre-Site Prep Visit Web/Teleconference                                           PSI Site Lead
     1. Review the Pre-Site Prep Visit Task List with the Site PM                          PSI Site Lead
     2. Review the Draft Site Prep Visit Agenda/Schedule with the Site PM                  PSI Site Lead
     3. Initiate the Pre-Deployment Survey                                                 PSI Site Lead
     4. Train the Site PM on Roles and Responsibilities                                    PSI Site Lead
     5. Review the Site Implementation Guide (SIG) with the Site PM                        PSI Site Lead
     6. Review the SIP/AR with the Site PM                                                 PSI Site Lead
Get and Send the Site UIC/PAS List and Organizations (Orgs) to the Data Maintenance Team   PSI Site Lead
Coordinate, Schedule and Resource the Site Prep Visit                                      PSI Site Lead
     1. Make the Site Prep Visit Travel Arrangements                                       PSI Site Lead
     2. Reserve the Briefing Rooms and Equipment                                           Site PM
     3. Identify the Site’s Site Prep Visit Participants                                   Site PM
     4. Schedule/Invite the Site Participants                                              Site PM
     5. Complete the Site Access Requirements                                              PSI Site Lead/Site PM
     6. Finalize the Pre-Deployment Survey                                                 PSI Site Lead/Site PM
     7. Finalize the Site Prep Visit Agenda/Schedule                                       PSI Site Lead/Site PM
Conduct a Site Prep Visit                                                                  PSI Site Lead/Site PM
     1. Provide a DMHRSi Overview Briefing                                                 PSI Site Lead
     2. Train the Site POCs on Roles and Responsibilities                                  PSI Site Lead
     3. Review the Implementation & Training Tools                                         PSI Site Lead
     4. Schedule Weekly Web/Teleconferences                                                PSI Site Lead
     5. Assess the Adequacy of Training Facility/Equipment                                 PSI Site Lead
     6. Validate the UIC/PAS List and Orgs with Human Resources/ Manpower                  PSI Site Lead
     7. Get the Personnel Data File(s) from Human Resources/Manpower                       PSI Site Lead
     8. Send the Training Facility/Equipment Report to PSI Training Lead                   PSI Site Lead
     9. Report the UIC/PAS List and Orgs Validation Results to the Data Maintenance Team PSI Site Lead
     10. Send the Personnel Data File(s) to PSI Data Lead                                  PSI Site Lead
Finalize/Sign the SIP/AR along with the Site PM                                            PSI Site Lead


                                                                                                                                           23
                                                           Army DMHRSi – Site Implementation Guide

                                                                                  Key Tasks
                                             Tasks                                                    POC(s)      Start Date   Due Date        Issue #
Send the UICs/PASs to RITPO for Inclusion in the DCPDS Interface Agreement                Data Maintenance Team
Send the UICs/PASs Gaining Orgs Spreadsheet to Service Representative                     Data Maintenance Team
Validate the UICs/PASs Gaining Org Spreadsheet and Send to Local Data Team                Service/Site PM
Identify the SAA(s) to the PSI Site and Training Leads                                    Site PM
Identify the Super Users, Supervisors, and Time-card Approvers                            Site PM
Complete Site Setup (Load the Orgs File)                                                  Data Maintenance Team
Validate the Orgs File Load                                                               Service/Site PM
Complete and Send a User Account Request Form to Tier III                                 Site PM
Complete and Send a PROD Account Request for the SAA(s) to Tier III                       PSI Site Lead
Create a PROD Account for SAA and Send the ID/Password to the SAA                         Tier III
Create a PROD Accounts for Super Users and Send the IDs/Passwords to the SAA              Tier III
Request the Creation of Discoverer Responsibilities                                       Tier III
Create the Discoverer Responsibilities                                                    Tier III
Create PROD Accounts for Self-Service Users and Send the IDs/Passwords to the SAA         Tier III
Create a TRNG Account for SAA and Send the ID/Password to SAA                             PSI Training Lead
Schedule SAA Training                                                                     PSI Training Lead
Test the PROD & TRNG IDs/Passwords                                                        Site SAA
Complete SAA Training                                                                     Site SAA
Complete and Send a Super Users and Timecard Approvers List to the PSI Training Lead      Site PM
Assess the Adequacy of Training Facility/Equipment                                        Site SAA
Reserve a Training Classroom                                                              Site PM
Initiate the End Users Device (EUD) Matrix                                                Site SAA
Load J-Initiator on All Super User and Training EUDs and Test Connectivity                Site SAA
Complete and Send the Training Facility/Equipment Questionnaire and EUD Matrix to the PSI
                                                                                          Site SAA
Site Lead
Complete and Send the Test & Acceptance Report and Send to the PSI PM                     PSI Site Lead
Complete the Master Training Plan/Schedule                                                PSI Training Lead
     1. Determine the Number of Students Per Module                                       PSI Training Lead
     2. Determine the Classroom/Auditorium Capacity                                       PSI Training Lead
     3. Determine the Number of Sessions Needed Per Module                                PSI Training Lead
     4. Determine the Number of Student Guides Needed                                     PSI Training Lead
Load the Training Instance Data                                                           PSI Training Lead
Complete the Base Access Documentation                                                    PSI Training Lead
Coordinate the Printing, Shipment, and Receipt of Training Materials                      PSI Training Lead
Coordinate the Shipment of Laptops, Switches, and Patch Cords                             PSI Training Lead
Set Up the Classroom and Training Materials                                               PSI Training Team


                                                                                                                                          24
                                                              Army DMHRSi – Site Implementation Guide

                                                                              Key Tasks
                                           Tasks                                                  POC(s)         Start Date    Due Date         Issue #
Ensure the Receipt and Disseminate of All User IDs/Passwords                           Site SAA
Complete and Send the Training Summary Report to the PSI Site Lead                     PSI Training Lead
Schedule an Operational Assessment Web/Teleconference                                  PSI Site Lead
Develop the Site Survey Distribution Matrix and Guidelines                             PSI Site Lead
Conduct an Operational Assessment Web/Teleconference                                   PSI Site Lead
Send the Site Survey Documents and Guidelines to the Site PM                           PSI Site Lead
Distribute the Site Survey Documents and Guidelines to the Trainees                    PSI Site Lead
Collect and Send the Site Survey Documents to the PSI Site Lead                        PSI Site Lead
Tabulate the Site Survey Documents Results and Create the Report                       PSI Site Lead
Complete and Send the Operational Assessment Report to the PSI PM                      PSI Site Lead

                                                                        Data Migration Statuses
                            File/Data Elements                                                                       Date                         Date
                                                                                                       Date                       Date
     Data Template                  and                        POC               File Name                         Validated                    Validated
                                                                                                      Received                   Loaded
                                 Comments                                                                         (Pre-Load)                   (Post-Load)
SSN Inventory              UCAPERS                                          Fnac30apm.txt
Active Duty Personnel      TAPDB
Civilian Personnel         DCPDS
Contractor Personnel       UCAPERS                                          Fnac30apm.txt
Volunteer Personnel        UCAPERS                                          Fnac30apm.txt
Reserve Personnel          TAPDB – R
Borrowed Labor             Local Data
Personnel
Address (Local-Home)       Local Data
Phone (Local-Home)         Local Data
Assignment                 TAPDB
                           DCPDS
Contact (Emergency)        Local Data
(Requirement- Mike/Paul)
Contact Address            Local Data
Contact Phone Type         Local Data
Special Information –      Local Data
Dependents
Special Information –      Local Data
Other Duties




                                                                                                                                          25
                                                        Army DMHRSi – Site Implementation Guide

                                                                  Data Migration Statuses
                           File/Data Elements                                                                       Date                         Date
                                                                                                  Date                          Date
     Data Template                 and                  POC                File Name                              Validated                    Validated
                                                                                                 Received                      Loaded
                                Comments                                                                         (Pre-Load)                   (Post-Load)
Security Access (Local)   Local Data
Organization/ Extra       Local Data
Information
Courses                   Local Data

                                                                      Record Counts
     Employee Type                Received from Site            Already in DMHRSi                       Loaded                Records with Comments
Employees (local)
Assignments
Addresses
Phones
Employee Occupation
Timekeepers

                                                                        Comments
   Counts                                                                 Error or Description

                Total Count

                                                                    Outstanding Issues
    Type/
                                                Issue                                                              Status
   Number




                                                                                                                                         26
                               Army DMHRSi – Site Implementation Guide


                                 Appendix G – HR Management Overview




          HR Management - Overview
              Personnel Management                                     Strength Management
                     Demographics                                            View Projected Gains & Losses
                     Allowances Tracking (BAS, Meal                          Sponsorship
                      cards, etc.)                                            Assignment & Supervisor Tracking
                     Off Duty Employment
                     OSHA Reporting                                    Personnel Actions
                     Salary/Union Information                                Employee Review Tracking

              Company Level Management                                 Personnel Operations
                     Address and Contact Information                         Security Clearances
                     Family Care Plan Tracking                               View PROFIS Assignment from
                     Additional Duty Tracking                                 MODS
                     Individual Readiness Issues
                      (Admin requirements, clothing,
                      immunizations)                                    Credentials & Qualifications
                                                                              NPI Tracking
                                                                              Licensure Tracking
                                                                              School or College Tracking




Note: Bullets in red are required by SOP and some fields are not source system feed. This information will be
manually managed by each site. All other bullets are optional areas that sites may track.




                                                                                                                  27
                                                    Army DMHRSi – Site Implementation Guide


                                             Appendix H – Organization Data Information Worksheet


                    Manpower Verify TDA Info                  Timecard Approver Information     LCA Required Fields - See Jeanie McCleary for Information on Completing!

                                                                                                                          Parent                                          Lone
                                Start        End                                                Classification   DMIS     DMIS       Organization         Service         Time
UIC         Org name     Para   Date         Date   CCNUM     Last Name      First Name   SSN   Type             ID       ID         Long Title     FCC   PEC       APC   FCC
            W3QM03-
            ADMIN
            (TRICARE
W3QM03      SVC)                1-Oct-06            0207
            W3QM03-
            AHC #2
W3QM03      (BUCHANAN)
            W3QM03-
W3QM03      AMB MED




                                                               Appendix I – EUD Matrix


                                      End User Information
                                                                                                                                                    Application
                                                                                                                        Software Load
                                                                                                                                                    Accessibility
                                                                                                                                                            Oracle
                         Functional                                                                               J-Initiator      Access      DMHRSi       Reports
User Name                Area               CPU #            Phone        Email            Office Location        Installed?       Assigned    Access       Access




                                                                                                                                                                    28
                                         Army DMHRSi – Site Implementation Guide


                                             Appendix J – Account Request Template


This form is only used to request new DMHRSI USERIDs and/or requests for additional
responsibilities

            Requestor *
             Site/Unit *



            First Name *      Middle Name*          Last Name *        SSN (Last 6) *   EE#   Resp 1
  1
  2
  3
  4
  5
                      Army DMHRSi – Site Implementation Guide


                  Appendix K – Super Users Responsibilities Overview


Army Manpower Manager – This role is designed for MEDCOM level.
Army Manpower Specialist – This role is for clerks who will actually manage the day-to-
day fields of the TDA. Make sure the correct parent UIC is selected.
Army Position Specialist – This is an Army specific responsibility that must be given to
everyone who has Manpower Specialist. It allows them to creating local positions which is
not found in the Specialist role.

Army HR Manager – This role should be given to the primary individual at each site who
will in-process military personnel. Individual’s who will in-process civilian, contractor and
or volunteers only needs the HR Specialist role. Bith reports
Army HR Specialist – For HR clerks at the division/brigade/troop command level. Make
sure the correct parent UIC is selected. For some MTF’s this role can be broken out by child
UIC’s for company HR clerks.

Army LCA Manager – This role is for all MEPRS staff.
Army LCA Specialist – This role is for all MEPRS staff; includes medical and dental UICs.
Army LCA Timekeeper Specialist – This role is for work center super users for both
medical and dental.
DOD LCA Exception Manager – This role is for all MEPRS staff.

Army E&T Manager – This role is designed for AMEDDC&S level.
Army E&T Specialist - This role is for clerks who will actually manage the day-to-day
fields of E&T. Make sure the correct parent UIC is selected.

Army Readiness Manager – This role is designed for MEDCOM level.
Army Readiness Specialist – This role is for clerks who will actually manage the day-to-day
readiness fields. Make sure the correct parent UIC is selected.

Site Application Administrative Manager – This role is designed for MEDCOM level.
Site Application Administrative Specialist – This role is for clerks who will actually
manage the day-to-day responsibilities for account management. Make sure the correct
parent UIC is selected. If they will manage the dental UIC’s they will need a secondary
access.
                                 Army DMHRSi – Site Implementation Guide


                                        Appendix L – Training Schedule

Army Draft DMHRSi Training Schedule (for 1000 person or less facility)
                                                                                        Est.
Trng.                                                                                            Est. Lab
          Time        Audience      Lesson Title                         Instructor   Didactic              Notes
Day                                                                                              Duration
                                                                                      Duration
                                    DMHRSi Overview                         PSI          15
                                    Installing J-initiator                               30
                                    Navigation Hints/ Online Help                        20
                                    Contacting MHS Help Desk and
                                                                                        20
                                    Submitting a Help Desk Ticket
D-100                   SAA         DMHRSi User Account Creation
                                                                                        15         10
                                    and Maintenance
                                    End User Account Maintenance                        20         10
                                    User Responsibility Matrix                          15
                                    Data Safeguards Awareness'                          20
                                    DMHRSi Login and Password
                                                                                        20
                                    Security
                       N/A          Validate J-Initiator                    PSI
  D-1                  N/A          Validate Training Materials             PSI
                       N/A          Validate Training Room                  PSI
                       MTF
          0800-                                                        Service                              Audience CO
                    Commander       Introduction                                        30          0
          0900                                                        Coordinator                           and staff.
                      & Staff
                                    Introduction                            PSI         30          0
                                    Organization Overview: ABCs of
           0900-        All         Work Structure (include                             50          0
           1130      Superusers     Hierarchy)
                                    Navigation Hints and Online
                                                                                        45
                                    Help in DMHRSi
          1130-
                                    Lunch
          1230
 Day 1                              Basic Discoverer Viewer Access                      20
                                    Logging into MHS Learn                              90
                                    Contacting MHS Help Desk
                                    Logging into DMHRSi
           1230-        All         Creating a Template
           1630      Superusers     Submitting a Timecard
                                    Updating Personal Information
                                    Releasing DMHRSi Information
                                    Managing Your Worklist
                                    Enrolling in Training
                                    Navigation Refresher                    PSI         15
           0800-                    Review of Previous Information                      10
 Day 2               Manpower
           1130                     Creating, Modifying or Ending a
                                                                                        20         10
                                    Location
                                    Creating, Modifying and Ending
                                                                                        45         20
                                    an Organization
                                    Viewing a Position                                  15         15
                                    Creating, Modifying and Ending
                                                                                        40         30
                                    a Local Position
          1130-
                                    Lunch
          1230
                                    Documenting NPI Type 2
                                                                                        15         10
           1230-                    Information
                     Manpower
           1630                     Reports: Manpower Workbook
                                                                                                   60
                                    Overview and Lab
           0800-
 Day 3                   HR         Navigation Refresher                    PSI         30
           1130




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                             Army DMHRSi – Site Implementation Guide


                               Introduction to DMHRSi & HR
                               Building Blocks
                               * Relationship of Org, Job and
                               Position                                 60
                               * Key data elements -
                               supervisor & skill type/suffix
                               * Overview Date Tracking
                               Employee Projected Gain:
                               Active Duty-Projected Gain:
                               Assignment Recommendation                60   30
                               Notification Projected Gain:
                               Notification
                               In-Processing Military Personnel
                               to include the following POIs:
                                - Active Duty                           90   30
                                - Drilling Reserves
                                - Dual Component Personnel
         1130-
                               Lunch
         1230
                               Navigation Refresher               PSI   10
                               Modify an Existing Organization
                               - LCA Codes and Timecard                 30   15
                               Approver
         1230-                 Setting Up a New Project                 30   30
                    LCA
         1630                  Modifying an Existing Project            15   20
                                                                                  No lab cover in
                                                                                  the Modifying
                               Closing an Existing Project              10
                                                                                  an Existing
                                                                                  Project lab
         0800-
Day 3             Manpower     Shoulder to Shoulder               PSI
         1630
                                                                                  Instruction on
                                                                                  what errors
                                                                                  may receive
                                                                                  when submit
                                                                                  time cards and
                               Documenting and Submitting a                       what root
                                                                  PSI   60   40
                               Timecard                                           causes are.
         0800-
                    LCA                                                           Ensure GME/
         1130
 Day 4                                                                            Dual Comp
                                                                                  time entry is
                                                                                  addressed
                                                                                  specifically
                               Submitting Time via Pre-
                                                                        30   20
                               Approved Batches
                               Determining Timecard Statuses            30   20
         1130-
                               Lunch
         1230
                               Review of Previous Information     PSI   30
                               Creating a New EmplRecord                30   15
                               In-Processing: New Employee              30   15
                               In-Processing: Civilian                  30   15
         1230-                 Quick Entry                              15   15
                    HR         In-Processing: Rehire Ex-                30   15
         1630
                               Employee
                               In-Processing Reverse                    30
                               Termination
                               Documenting NPI Type 1                   15   10
                               Information
         0800-
Day 4               HR         Shoulder to Shoulder               PSI
         1130
         1230-
Day 4               LCA        Shoulder to Shoulder               PSI
         1630
          0800-
 Day 5              HR         Review of Previous Information     PSI   30
          1130




                                                                                              32
                       Army DMHRSi – Site Implementation Guide



                         Projected Losses to include the         45   15
                         following POIs:
                          - Projected Loss: Active Duty
                         PCS Notification
                          - Projected Loss: End
                         Employment Out-Processing
                         Notification-Projected Loss
                         Notification
                         Out-Processing All Personnel to         30   15
                         include the following POIs:
                          - Out-Processing: Active Duty
                          - End Employment (Terminate
                         Employee)
                          Running the Position Control                     NOTE: Invite
                         Roster Concurrent Program               30   60   Manpower to
                                                                           attend if wish.
         1130-
                         Lunch
         1230
                         Review of Previous Information
                                                           PSI   10
                         (Q&A)
                         Creating or Maintaining                           No lab combine
                                                                 15
                         Timekeeper Groups                                 in TK lab
         1230-           Documenting and Submitting
                 LCA                                             30   30
         1630            Time via Timekeeper Entry
                         View List and Folder Tools              45   20
                         Report: LCA Workbook
                         Overview (not including month                50
                         end reports)
         0800-
Day 5            LCA     Shoulder to Shoulder              PSI
         1130
         1230-
Day 5            HR      Shoulder to Shoulder              PSI
         1630
                         Running The EAS IV Assigned
         0800-                                             PSI   45
 Day 6           LCA     Personnel Report
         1130
                         Quick Entry                             30   15
                         Running Payroll Reconciliation
                         Reports: Mismatched Hours,
                         Missing Payroll/Payroll                 30   15
                         Validation
                         Running The Distribute Labor
                                                                 30   15
                         Cost Concurrent Program
                         Running The Cost
                                                                 45   15
                         Reconciliation Report
         1130-
                         Lunch
         1230
                         Review of Previous Information    PSI   15
                         Modifying Employee Information
                         to include the following POIs:
                          - Addresses
                          - Employee Allowances
                          - Off Duty Employment                  30   30
                          - Other Duties
                          - Contact Information
         1230-            - Person Type
                 HR
         1630             - Phones
                         Date Tracking                           30
                         Modifying Employee Information
                                                                 30   15
                         – Assignment
                         Modifying Employee Information
                         - Performance Date And Rater            15
                         Tracking
                         Reports: HR Workbook                         60
                         Overview-LAB




                                                                                        33
                             Army DMHRSi – Site Implementation Guide


                               Running The EAS IV Assigned              20
                               Personnel Report
                               View Lists and Folder Tools              30   15
                               Creating or Maintaining                  15   15
                               Timekeeper Groups
         0800-
Day 6                HR        Shoulder to Shoulder               PSI
         1130
         1230-
Day 6               LCA        Shoulder to Shoulder               PSI
         1630
                               Entering and Maintaining
                                                                  PSI   15   15
                               Employee Cost Rate
                               Adjusting Approved Time
                               (Includes recalculation of raw
         0800-                                                          65   30
                               costs, reversing time, splitting
                    LCA
         1130                  time, and transferring time)
                               Running DoD EAS IV Audit
                               Reports And Creating Eas IV
                                                                        60   15
                               Extract File Concurrent Program
                               And File Transfer
 Day 7   1130-
                               Lunch
         1230
                               Discussion of:
                                                                                  Content for this
                                - Interdependencies between
                                                                                  session to be
         1230-   Manpower,     HR, LCA, and Manpower
                                                                  PSI             determined by
         1430     HR, LCA       - PCR
                                                                                  SMEs and
                                - EASIV Assigned Personnel
                                                                                  trainers
                               Report
                               Introduction to DMHRSi and
         1430-                                                    PSI   15
                 Readiness     Readiness
         1630
                               Navigation Refresher                     10
                               Verifying and Updating
                                                                        20   20
                               Readiness Information.
                               View List and Folder Tools               30   20
                               Readiness Reports: Workbook
                                                                             40
                               Overview Lab
         1230-
Day 7             LCA/HR       Shoulder to Shoulder               PSI
         1630
                               Introduction to DMHRSi and
                                                                  PSI   10
                               Education & Training
                               Navigation Refresher                     10
         0800-   Ed & Trng &   Viewing a Competence and a
                                                                        15   10
         1130     Readiness    Rating Scale
                               Viewing Competence
                                                                        30   30
                               Requirements.
                               Defining Training Resources              40   20
         1130-
 Day 8                         Lunch
         1230
                               Searching for and Viewing a
                                                                        60   20
                               Course
                               Searching for/ Viewing Offering          20   15
         1230-   Ed & Trng &   Creating a Class                         40   30
         1630     Readiness    Changing Class Maximum
                                                                        15   10
                               Attendees and Status
                               Booking and Tracking Training
                                                                        30   15
                               Resources for a Class
         0800-   Any Super
Day 8                          Shoulder to Shoulder               PSI
         1630      Users
                               Review Previous Information        PSI   20
                               Creating an External Student
         0800-   Ed & Trng &                                            15   10
                               Organization
         1130     Readiness    Student Enroll (Single/Bulk)             30   20
 Day 9
                               External Student Enrollment              30   15
                               Obtaining an Attendance Sheet            20   10
         1130-
                               Lunch
         1230




                                                                                               34
                              Army DMHRSi – Site Implementation Guide



                                Recording Attendance and
                                                                            30    20
                                Results
                                Mass Update to Enrollments or
                                                                            45    20
                                Attendance
                                Documenting Additional
         1230-   Ed & Trng &                                                20    15
                                Training
         1630     Readiness
                                Documenting Nursing Licensure               20    15
                                Qualifications
                                Reports: Education and
                                Training Report Workbook                          90
                                Overview
         0800-   Any Super      Shoulder to Shoulder
Day 9                                                              PSI
         1630      Users        Continued
                                Intro to DMHRSi and LCA            PSI      15
                                Navigation Hints/ On-Line Help              45    20
                                Contacting the MHS Help Desk
                    LCA         Logging onto MHS Learn                      60
         0800-   Timekeeper     Logging onto DMHRSi
Day 10
         1130     Specialist
                                Creating a Template
                  Session 1
                                Submitting a Timecard
                                Updating Personal Information
                                Releasing DMHRSi Information
                                Managing Your Worklist
                                Enrolling in Training
                                Documenting and Submitting a
                                                                            60    45
                                Timecard
         1130-
                                Lunch
         1230
                                Submitting Time via Pre-
                                                                            30    20
                                Approved Batches
                                Basic Discoverer Viewer Access              20
                    LCA
                                Determing Timecard Statuses
                 Timekeeper
         1230-                  Reports (teach both Discoverer              30    20
                  Specialist
         1630                   and concurrent reports)
                                Creating or Maintaining
                  Session 1                                                 15
                                Timekeeper Groups
                                Documenting and Submitting
                                                                            30    30
                                Time via Timekeeper Entry
         0800-    E&T and
Day 10                          Shoulder to Shoulder               PSI
         1630    Readiness
         0800-
Day 11           LCA Reps       Shoulder to Shoulder               PSI
         1630
                    LCA                                            PSI
         0800-
Day 12           Timekeeper     Shoulder to Shoulder             Training
         1630
                  Specialist                                      Team
                                Employee Self-Service
                                Logging onto DMHRSi
                                Documenting & Submitting a
                                Timecard
Day 13           Self Service
         0730-                  Enrolling in Training
                    Users                                          PSI      120
         0930                   Review and/or Update Personal
                  Session 1
                                Information
                                Releasing DMHRSi Information
                                Managing Your Worklist
                                Manager Self-Service
Day 13           Self Service
         0930-
                    Users                                          PSI      120
         1130
                  Session 2
         1130-
                                Lunch
         1230
                 Self Service
         1230-
Day 13              Users                                          PSI      120
         1430
                  Session 3




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                                 Army DMHRSi – Site Implementation Guide



Day 13            Self Service
         1430-
                     Users                                               PSI       120
         1630
                   Session 4
         0800-
Day 13            Self-Service Lab (if facilities are available)
         1630
                    LCA Reps
         0800-       who had
Day 13                              Shoulder to Shoulder                     PSI
         1630      training on
                   Days 10-12
                                                      EAS IV End of Month Processing
 Day 1   0800-        LCA           Review Batch Entry Functions     PSI            60
         1130      Attendee 1
                                    EASIV Assigned Personnel           PSI         120
                   Attendee 2
                                    Report

         1130-                      Lunch
         1230
         1230-        LCA           EASIV Assigned Personnel           PSI         120
         1630      Attendee 1       Report-cont
                   Attendee 2       DoD Employees Missing Payroll      PSI         120
                                    Data
 Day 2   0800-        LCA           Payroll Validation                 PSI         120
         1130      Attendee 1
                                    Distribute Labor Costs             PSI         60
                   Attendee 2

         1130-                      Lunch
         1230
         1230-        LCA           Distribute Labor Costs             PSI         180
         1630      Attendee 1
                   Attendee 2
 Day 3   0800-        LCA           EASIV Summary View and             PSI         240
         1130      Attendee 1       Project View Reports
                   Attendee 2
         0800-        LCA           Cost Reconciliation Report         PSI
         1130      Attendee 1
                   Attendee 2
          1130-                     Lunch
          1230
         1230-        LCA           EASIV Summary View and             PSI         240
         1630      Attendee 1       Project View Reports
                   Attendee 2
 Day 4   0800-        LCA           Running the EASIV File             PSI         180
         1130      Attendee 1
                   Attendee 2
          1130-                     Lunch
          1230
         1230-        LCA           All Remaining Reports              PSI         240
         1630      Attendee 1
                   Attendee 2
 Day 5   0800-        LCA           All Recurring Requests for Data-   PSI         240
         1130      Attendee 1       Data Calls
                   Attendee 2




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                                                        Army DMHRSi – Site Implementation Guide


                                                              Appendix M – Sign In Roster




                                                                    SIGN-IN ROSTER

TYPE OF TRAINING:                                                       SITE:                                                        DATE:
                Student Name                                        Employee Type                                      Role
      (Please Print) Last Name, First Name                        (civ, mil, ctr, vol, etc…)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
17.
18.
MEPRS staff is responsible for sign-in rosters for                                                Distrib: Site PM (Original), ARMY Deployment
Timekeeper Specialist                                                                             Coordinator (ADC) (1 copy)
Functional Lead for each of the five functional areas
is responsible for the sign-in rosters for the Super
Users.
PM (s) is responsible for sign-in rosters for Self
Service training
                         Army DMHRSi – Site Implementation Guide


                         Appendix N - Operational Assessment Report

SUBJECT: Operational Assessment of DMHRSi for Pvt Jones Army Community Hospital


1. Background

    a. A DMHRSi Operational Assessment of Pvt Jones Army Community Hospital was
conducted between 23 January 2007 and 28 March 2007. Two methods were used to measure
the overall operational use which is defined as how the system is utilized in accordance with
Army functional guidance and how well it has been integrated into the day-to-day business
practices. The two methods were Staff Surveys and Data Analysis with emphasis on Timecard
reporting and HR Management.

       (1) Staff Surveys. Super Users, Timekeepers and Self-Service Users completed
separate surveys between 30 and 45 days post training; see Appendix for surveys. The surveys
categories were Demographics, Training, DMHRSi Use and Change Management.

       (2) Data Analysis. The data analysis assessment was completed using three reports.
The EASIV Assigned Personnel Report and Position Control Roster (PCR) were generated 60
days post training by the MEDCOM HR DMHRSi Analyst. The EASi Error Correction Unit
(ECU) was generated by the MEDCOM MEPRS Analyst.

2. Site Assessment

    a. Demographic & Training Summary. Pvt Jones Army Community Hospital currently
has 1100 employees. 400 Self-Service, 108 Timekeeper and 15 Super User surveys were
completed for this assessment with an even break down of military, civilian and contract
employees. This represents an adequate sample for the organization. Of those surveyed, 84%
were Moderately Comfortable or Very Comfortable with using a computer and 63% had at least
Some Experience using DMHRSi since the training. When asked how significant were the
differences between PSI training and the way the system actually worked, almost all of the
employees who had either classroom or lab/hands-on-training felt there were None or only Minor
differences; where as over 86% who only had auditorium or I-learning training found the
differences Mostly Significant or Very Significant. The break down of the question regarding
how effective was the training in preparing them to use DMHRSi operationally was consistent
with the previous question. Recommendation: Based on this data the command should offer
periodic classroom and/or labs to maintain a higher level of comfort with DMHRSi.

    b. Timecard Reporting. Based on the survey responses and review of the EASi Error
Correction Unit (ECU), DMHRSi has been successfully integrated into the organization for
timecard reporting. Over 85% of self service employees who responded to the survey reported
they submitted their timecard via DMHRSi Often or Very Often. Of the timekeepers surveyed,
52% reported they Often or Very Often encouraged their respective staff to submit their timecard
on their own and 95% reported they reviewed the timecard status report Often or Very Often.
                                   Army DMHRSi – Site Implementation Guide


Additionally, the LCA Super Users reported they were able to successfully import their May
2007 EAS Interface file in accordance with the AMPO suspense date for man-hours. Review of
the EASi Error Correction Unit (ECU) for that month indicated no more then 8 errors were
identified which is well below the MEDCOM acceptable rate of 20 errors for the first DMHRSi
import.

         80

         70

         60

         50

         40

         30

         20

         10

          0
              How often do you submit your timecard   How often do you encourage your staff to   How often do you review the timecard
                         using DMHRSi?                  enter their timecard using DMHRSi?        status report for your organization?


                                     Very Often        Often      Occassionally         Seldom       Never



    c. HR Management. Based on the survey responses and review of the Position Control
Roster (PCR) and EASIV Assigned Personnel Reports pulled on 27 March 2007, DMHRSi has
only been marginally integrated into the organizations day-to-day HR practices. All of the HR
Super Users reported using DMHRSi and the Discover 4i reports Occasionally in their daily
duties. Three of the six HR respondents report Never using their work list to manage
notifications and do not know when the source systems refreshers occur. None of the HR Super
Users reported running either the Position Control Roster or EASIV Assigned Personnel Report
more than Once a Month where the MEDCOM recommendation is Every 2 Weeks. Review of
the PCR identified 23 (2%) procedural errors which impacted the assigned strength reported;
MEDCOM acceptable standard is 1%. Review of the EASIV Assigned Personnel Report
identified 18 (1.6%) procedural errors which prevent LCA end-of-month processing; MEDCOM
acceptable standard is 1%. Recommendation: The command needs to emphasize the
attention to detail for in- and out-processing.

    d. Functional Relationships. Based on the survey responses and review of the Position
Control Roster (PCR) and EASIV Assigned Personnel Reports from 27 March 2007, it appears
the functional relationships and interdependencies required to sustain DMHRSi have only
marginally developed. All of the LCA Super Users reported communicating with other
Functional Super Users either Often or Very Often where as all of the Super Users from the other
functions reported Occassionally at best. All of the Super Users reported Seldom or Never for
how often they meet as a group to discuss issues and concerns. Regular meetings between all
Super Users for at least the first six months after training are important to building and
establishing successful relationships. Recommendation: Host bi-weekly meetings for the next
six months to improve the cross-functional communication.




                                                                                                                                         39
                                     Army DMHRSi – Site Implementation Guide


    e. General Integration. Overall it appears DMHRSi has been integrated into the
organizations culture which is critical for success. An overwhelming 99% of the survey
respondents have at least heard about the command’s policy and 89% of them stated they have
actually read it. Also 69% of the respondents reported that their supervisors discuss DMHRSi
and how it relates to them at least Occasionally. Command emphasis and support is critical to
any type of organizational change. As noted in the chart below, the majority of employees are at
least Occasionally looking at their work lists, reviewing their personal information and review
courses available to take on-line. This cultural integration is extremely important as future
functionality become available in DMHRSi. Recommendation: The command is encouraged
to sustain this activity by continually marketing DMHRSi requiring the use of the current
functionality other than timecards.

         50
         45
         40
         35
         30
         25
         20
         15
         10
          5
          0
              How often do you look at your work list?   How often do you (or would you) review   How often do you review DMHRSi for
                                                              your personal information?              available on-line courses?


                                     Very Often          Often     Occassionally          Seldom      Never



3. Summary.

    Training Summary

    Timecard Reporting

    HR Management

    Functional Relationships

    General Integration




                                                                                                                                       40
                              Army DMHRSi – Site Implementation Guide


                                              Self Service Survey

Demographics

Personnel Category:  Officer     Enlisted     Civilian     Contractor     Other

Computer Comfort Level:
 Very Comfortable  Moderate Comfort           Little Comfort      No Comfort

DMHRSi Experience:
 Training Only  Some experience since training         Lots of experience since training


Training

What method of training did you receive? (Check all that apply)
 Classroom  Lab/Hands On  Auditorium  I-Learning                 Supervisor    None

How significant were the differences between training and the way the system actually works?
 None  Minor  Significant  Very Significant  Don’t Know

How effective was training in preparing you for using DMHRSi?
 Very Effective  Effective  Ineffective  Very Ineffective           Don’t Know


DMHRSi Use
                                                   Very Often       Often     Occasionally     Seldom   Never
How often do you submit your timecard using                                                          
DMHRSi?

How often do you look at your work list?                                                             

How often has your supervisor discussed                                                              
DMHRSi and how it relates to you?

How often do you (or would you) review your                                                          
personal information such as assignment,
supervisor name, home address, contact
numbers, etc.

How often do you review DMHRSi for                                                                   
available on-line courses?

What do you know about the command’s policy regarding DMHRSi?
 I have read it  I have heard about it  I have never seen or heard of a command policy




                                                                                                           41
                              Army DMHRSi – Site Implementation Guide


                                                 Timekeeper Survey

Demographics

Personnel Category:  Officer     Enlisted       Civilian    Contractor     Other

Computer Comfort Level:
 Very Comfortable  Moderate Comfort             Little Comfort    No Comfort

DMHRSi Experience:
 Training Only  Some experience since training         Lots of experience since training



Training

What method of training did you receive? (Check all that apply)
 Classroom  Lab/Hands On  Auditorium  I-Learning                  Supervisor    None

How significant were the differences between training and the way the system actually works?
 None  Minor  Significant  Very Significant  Don’t Know

How effective was training in preparing you for using DMHRSi?
 Very Effective  Effective  Ineffective  Very Ineffective            Don’t Know



DMHRSi Use
                                                    Very Often       Often    Occasionally     Seldom   Never
How often do you encourage your staff to enter                                                       
their timecard using DMHRSi?

How often do you review the timecard status                                                          
report for your organization?

How often has your supervisor discussed                                                              
DMHRSi and how it relates to you?


What do you know about the command’s policy regarding DMHRSi?
 I have read it  I have heard about it  I have never seen or heard of a command policy




                                                                                                           42
                              Army DMHRSi – Site Implementation Guide


                                                   Super User Survey


Demographics

Personnel Category:  Officer     Enlisted      Civilian     Contractor    Other

Computer Comfort Level:
 Very Comfortable  Moderate Comfort            Little Comfort    No Comfort

DMHRSi Experience:
 Training Only  Some experience since training         Lots of experience since training


Training

What method of training did you receive? (Check all that apply)
 Classroom  Lab/Hands On  Auditorium  I-Learning                Supervisor     None

How significant were the differences between training and the way the system actually works?
 None  Minor  Significant  Very Significant  Don’t Know

How effective was training in preparing you for using DMHRSi?
 Very Effective  Effective  Ineffective  Very Ineffective           Don’t Know


DMHRSi Use
                                                   Very Often       Often     Occasionally     Seldom   Never
How often do you use DMHRSi in your daily                                                            
duties?

How often do you use Discoverer 4i reports in                                                        
your daily duties?

How often do you use your work list to manage                                                        
notifications?

How often has your supervisor discussed                                                              
DMHRSi and how it relates to you?

Do you know when source systems refreshes occur?       Yes      No

What do you know about the command’s policy regarding DMHRSi?
 I have read it  I have heard about it  I have never seen or heard of a command policy




                                                                                                           43
                             Army DMHRSi – Site Implementation Guide


DMHRSi Change Management
                                                Very Often      Often      Occasionally   Seldom      Never

How often are you encouraged to use DMHRSi                                                         
in your daily duties?

How often does your supervisor discuss                                                             
DMHRSi and how it affects your functional
area business practices?


How often does communication occur between                                                         
your area and the command’s leadership
regarding DMHRSi use?

How often do you communicate with other                                                            
functional area super users?

How often do the command functional super                                                          
users meet as a group to discuss issues or
concerns?

How often have you recommended changes to                                                          
business practices because of DMHRSi?


Functional Area

 Manpower      HR      LCA       Education & Training     Readiness


HR Only

How often do you run the Position Control Roster (PCR)?
 Daily  Weekly  Every 2 weeks  Once a Month               Once a Quarter    Never

How often do you run the EASIV Assigned Personnel Audit Report?
 Daily  Weekly  Every 2 weeks  Once a Month  Once a Quarter                 Never


LCA Only

Have you imported your DMHRSi file into EASIV in accordance with AMPO suspense dates for man hours?     
Yes  No

If Yes, what months: ________________________________

If Yes, how many errors per month: ____________________




                                                                                                         44
                             Army DMHRSi – Site Implementation Guide


                                      Appendix O – Lessons Learned


                                                        RITPO’s
                                                                   Estimated
Issue       Issue                          MTF/Dental    Action                         Current
                           Issue Details                          Completion   Status             Comments
  #     Summary/Category                   Concerns     To The                           POC
                                                                     Date
                                                         Issue
 1


 2


 4




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