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Civilian Personnel Full-Time Equivalents Transparency through SMART

Audit Readiness Training SymposiumJune 2012

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Context / Purpose / Outcome

In order to effectively budget and track Civilian Personnel (CIVPERS), it is imperative that decision-makers have access to both costing and Full-Time Equivalents (FTEs) data

Context

Purpose

Outcome

This presentation will provide an overview of the new FTE capabilities in the Summarized Management Analysis Reporting Tool (SMART)

Audience members will have a better understanding of how they can leverage SMART to enhance FTE transparency

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Agenda

• Overview

• Background• FTE Overview

• CIVPERS Data Process

• SMART Overview

• Approach

• Demonstration

• Limitations

• Getting Started

• Q&A

• Appendix A (Query Assistance)

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Overview

In order to effectively budget and track Civilian Personnel (CIVPERS), it is imperative that decision-makers have access to both costing and Full-Time Equivalent (FTE) data

Factors that limit the compilation of CIVPERS FTEs:• Multiple systems capturing varying levels of data

• Several crosswalks required

• Data gaps within systems

• Large datasets generated on a biweekly basis

• Manual process is susceptible to error

To address these issues, the M83 Budget Division has been working with multiple stakeholders to develop an automated tool that would capture and streamline the processes used to calculate FTEs. This effort will significantly enhance FTE transparency across Navy

Medicine

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What is a Full-Time Equivalent?

• Full-Time Equivalents (FTE) – The total number of regular straight‐time hours (i.e., not including overtime or holiday hours)

worked by employees divided by the number of compensable hours applicable to each fiscal year. Based on the number of days in a fiscal year (i.e. 260-262 days), hours per FTE may range from 2,080 to 2,096

• End Strength (ES) – End strength is the actual or estimated number of employees on board at any point in time. For budget exhibit purposes the date is 30 September ‐ the last day of the fiscal year

(2,080 + 2,080 + 2,080 + 2,080 + 1,040 + 1,040) / 2,080 = 5 FTE

1 + 1 + 1 + 1 + 1 + 1 = 6 ES

Straight Time Hours FY12 Compensable Hours

= FTEs

Straight time hours can be derived by grouping WYPC line numbers 201, 205, 209, 213 and 217

Compensable hours for FY12 are 2,080 (260 work days x 8 hours per day = 2,080 compensable hours)

Full-Time Equivalents vs. End Strength

How do you calculate FTEs?

Example

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Where does the CIVPERS data come from?

SLDCADA DCPDS DCPS SMART WYPCSLDCADA is a web-based timekeeping system that allows for centralized or distributed input, provides the capability to track civilian labor hours against appropriate job order numbers for financial purposes, and hours according to type hour codes for pay purposes. SLDCADA also allows authorized users (labor managers and employees) the capability to view time sheets and certify time and attendance electronically.

The Defense Civilian Personnel Data Systems (DCPDS) is the DoD human resources information system designed to support civilian personnel operations. The Oracle Federal Human Resources application is the major module in the system, replacing numerous personnel systems used across DoD. The system was designed to capitalize on new technology to improve and simplify the processing of personnel actions.

The Defense Civilian Pay System (DCPS) is the standard Department of Defense civilian pay system. The system maintains pay and leave entitlement records, deductions and withholdings, time and attendance data and other pertinent employee personnel data. Through the use of DCPS, DFAS is standardizing civilian payroll policies, processes, systems and procedures throughout the Department.

The Summarized Management Analysis Resource Tool (SMART) is a cost tracking and analytical web-enabled application used to monitor the cost and expense across Navy Medicine. It provides numerous analytical features allowing users to manipulate the data and create reports, charts, or other useful information.

The Work Year Personnel System (WYPC) controlled by the Defense Finance and Accounting System (DFAS) is the official source for civilian personnel work year and execution data within the Department of the Navy. WYPC is a financial management system used to create monthly civilian personnel labor cost/FTE reports that track current year funds.

SLDCADA

DCPDS

DCPS

STARS SMART

WYPC

Reconciliation

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SMART Overview

• SMART is a cost tracking and analytical web-enabled tool that allows you to: Monitor the cost and expense across Navy Medicine Manipulate the data with a variety of analytical tools to create reports, charts or other useful information

Purpose of SMART

• Consolidates legacy applications into one single, easy-to-use interface• Multidimensional modeling• Eliminates labor intensive report creation• Enhances data transparency• Facilitates reporting

Tracking / Monitoring / Reconciliation Dashboard

• Powerful ad hoc analysis• Web-based application – no software to maintain on your PC• Allows overall enterprise to access data

The Benefits of SMART

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Our Approach

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Our Approach

• In order to effectively budget and track Civilian Personnel, it is imperative that decision-makers have access to FTE data

• Existing processes and tools for compiling FTE data were inefficient for the task at-hand

Situation & Complication

Actions Taken

End-Product

• Initial due diligence pointed towards developing an automated solution• Developed working group which consisted of functional/technical SMEs• Established user requirements• Created processes for extracting, transforming and loading data from the biweekly 3951B reports• Functional and technical SMEs worked together to model data• Testing

• Use SMART as a tool for automating the process Biweekly data extractions Data cross-walking

• Data access across Navy Medicine• Multidimensional modeling that can be used for analysis and reporting• Facilitate decision-making

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Demonstration

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Limitations

• This is still a work-in-progress• Dollars and FTEs are pulled from two different data sets• SMART does not capture FTEs for FNDH and FNIH• Current structure is not capturing FTE data for RDTE

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Getting Started

The M83 CIVPERS team has created several SMART queries that can be shared with other users• CIVPERS-M83 Query 1

• CIVPERS-M83 Query 2

Points-of-Contact:• SMART Help Desk (202.685.1259)

• Kim McIntire (703.681.9374 / kimberly.mcintire@med.navy.mil)

• Steven Kim (703.681.9373 / steven.kim@med.navy.mil)

• Alexandria Tounkara (703.681.9378 / alexandria.tounkara@med.navy.mil)

• Mitzi Cruz (703.681.9385 / mitzi.cruz@med.navy.mil)

• Shameka Lee (703.681.9372 / shameka.lee@med.navy.mil)

• Kevin Mooney (703.681.9357 / kevin.mooney.ctr@med.navy.mil)

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Questions

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Appendix A – Query Assistance

The following reference table contains some useful information for querying FTE data in SMART

Dimension Applicable Data Elements Query Notes

Measures FTE and Hours• Measures used are “FTE: Civ Reg” or “Man

Hrs: Civ Reg”

UIC Appropriation, Subhead, Region, Activities • FTE data was only applied to FY12 structure

COST Direct (Program of Record, WII, TBI/PH, OCO), Reimbursable

PECHMP Budget Activity Group, Program Element

EE Expense Element, Work Codes

• EE for CIVPERS is “U” • Work Codes, which are used to group BC

hours for the FTE calculation, can be found under “Total_Work Codes”

OBJCLASS Object Class• Pay Plan Codes can be viewed under OCC

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JON Job Order Number

AGSAG Activity Group, Sub-Activity Group

FSF

BJON

CAC Cost Account Code

CCMEPR

FISCAL MONTHS Cumulative, Certified • Choose “Certified”.