GFEBS/DCPS TrainingCSR Conference April 2016Anna Yocom – DASA-FOF

• GFEBS is the system of record for employee’s LOA an d sends LOA to DCPS

• LOA is used for both payroll posting and labor time -tracking postings in GFEBS

• HR Data: DCPDS -> ACPERS -> GFEBS HRMM– ACPERS provides daily feed with new employees and H R updates– Uses SSN as point of reference

• GFEBS Roles– HR Master Data Maintainer – HR use, has PII, no LOA edits– Payroll Corrections Processor – RMO use, no PII, mak es LOA edits– Same/Different End Users depending on organizationa l structure/job duties

• T-codes PA20/PA30/PA40– PA20 view– PA40 manually create record and edits cover all pro per manpower

updateso Normally auto-created by system

– PA30 edits for LOA changes

HR Mini-Master (HRMM)

• Recording the correct LOA in GFEBS and sending to DCPS has a direct impact on the Army’s financial records

• Payroll errors due to incorrect/missing lines of accounting are causing Unmatched Disbursements– Tracked at senior Army levels, – Shown as part of UMD reports by DFAS and IDOC repor ts

from GFEBS

Importance of Correct LOA Data

DCPS Payroll Errors as of 12 APR 2016

DCPS Payroll errors contribute directly to Unmatched Transactions. Emphasis should be to have ALL errors corrected within 30 days.

DCPS Payroll errors contribute directly to Unmatched Transactions. Emphasis should be to have ALL errors corrected within 30 days.

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• The DCPS Summary and Detailed by UIC Reports accessed via ECC T-Codes: ZSCM_DCPS_ERR_SUMRPT and ZSCM_DCPS_ERR_DTLRPT• View the actual errors via the Error Extension ZSCM_DCPS_ERROR• Based on error type make LOA correction in HRMM PA30• reprocess the error via the Error Extension ZSCM_DCPS_ERROR

The Command designation for the SUM and DTL reports is based on a UIC Crosswalk file in GFEBS; updates are managed by DASA-FOF - Anna Yocom.The same UIC crosswalk is not linked to the DCPS Error Extension but the DTL report shows all UICs and Commands can pull Errors by UIC

* Errors are occurring for personnel/Commands that are not on GFEBS – several root causes should be addressed by the DCPS Outbound upd ate scheduled Q3FY16** Require research and POC determination: many out side GFEBS and similar to *USACE issues, others just on unknown UIC and require mapp ing

Command Count of Errors: 0-29

30-59 60-89 90-120 >120 Total Count of Errors

Total Absolute $ Amount

OA22 804 494 401 321 703 2,723 1,493,337.46 AFRICOM 495 445 356 280 432 2,008 1,077,886.03 *INSCOM 208 107 107 105 711 1,238 643,878.74 *USACE - 45 17 46 1,000 1,108 252,149.18 *USASOC 123 107 99 126 542 997 337,659.37 **UNKNOWN 264 69 72 56 277 738 271,026.34 MEDCOM 583 54 - - - 637 247,036.25 ASC 171 75 34 16 119 415 193,941.75 NGB 286 37 - - 14 337 101,098.75 **NON-ARMY UIC - - - - 248 248 144,008.69 AMC 98 34 51 8 22 213 123,699.32 NETCOM 173 8 - - - 181 82,198.27 IMCOM 112 - - - 7 119 51,218.42 USAREUR 114 - - 1 - 115 43,318.18 TRADOC 81 8 - - 19 108 47,444.43 ARCENT 59 9 - - - 68 32,662.27 CIDC 8 - - 40 - 48 50,161.52 ARCYBER - - - - 34 34 14,912.42 OSD - - 21 10 - 31 15,769.32 SOCOM 16 - - - - 16 12,089.43 NATO 4 7 4 - - 15 7,475.10 MEPCOM (A39BB) - 1 2 2 1 6 960.78 OSA - - - 2 - 2 881.51 USFK - - - - 2 2 68.64 FORSCOM 1 - - - - 1 1,161.30 USARAF - - - - 1 1 2,176.46 Grand Total 3,600 1,500 1,164 1,013 4,132 11,409 5,248,219.93

• Message 501 - No Employee Record Exists in GFEBS for this Employee

– Corrective Action: Create an Employee Record for th e employee in GFEBS via PA30 or Upload Extension, Reprocess the error in the error extension

– ACPERS data will locate new record based on SSN

• Message 502 - A Valid LOA is Missing from the Employ ee Record in GFEBS

– Corrective Action: Create an LOA record on the empl oyee master record inclusive of the PPED on the DCPS Type 4 tab of the Error Extens ion, Reprocess the error in the error extension

• Message 503 – Treasury info from DCPS File does not match Fund from Employee Master

– Corrective Action: 1. Change the Fund on LOA to match the fund or Basic Symbol DCPS disbursed

for the PPED of the error, 2. Reprocess the error in the error extension3. If the value in DCPS was incorrect, a follow on C ost Transfer (FB50) is required

to move the costs to the correct Fund in GFEBS4. Ensure LOA in GFEBS is correct and send to DCPS a s needed

Most Common DCPS Errors

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• DCPS Transmit indicator -Data will be transmitted to DCPS as current LOA data– 3 options when saving:

o Y, N, Blank o Blank – being removed

– see DCPS Outbound Updates

HRMM LOA Update – Error Prevention Rules to Follow!!

PA30 LOA tab

• Ensure TIMELY updates:– Inbound/Outbound employees

o Establish Communication between HR/DCSP CSR/HRMM ma intainer as part of the Commands in/out processing procedure s

o This will facilitate timely updates and proper codi ng of the HRMM for the employees status

� When personnel are outbound and LOA end dated or being deactivated due to retirement, etc ensure that when saving the HRMM record is marked ‘N’ in the DCPS transmit indicator

� Allowing it to transmit to DCPS overwrites the new LOA and causes erroneous posting between Commands within and outside of GFEBS!

– USE PA40 to achieve proper manpower updates– LOA updates must be entered in GFEBS and sent to DC PS by the 1st

Monday following the end of the pay period in order to be effective for that PPED

o Ex. For PPED 30 Apr 2016 updated in GFEBS NLT 2 May 2016

HRMM LOA Update – Error Prevention Rules to Follow!!

• Issues –– Various items have been identified that are causing incorrect

employee classification data to be transmitted to DCPS. Incorrect data is currently causing employees who are no longer with the Army to continue to appear on the ARMY payroll. Identified issues include: • transmitted records that were flagged as “N”• Records not transmitted that were flagged as “Y”• Incorrect effective dates being passed• Split pay or future dates sending incorrect Fiscal Year• No way to change the validation of Army employees that have left

• Resolutions –– In an effort to address these concerns updates are being made

to the 2 custom infotypes (9004 Manpower and 9005 LOA) regarding validations, the HR upload extension, as well as the DCPS outbound interface

DCPS Outbound Enhancements

• Transmit to DCPS Indicator– ‘Blank’ Indicator logic would be removed, “Y” will mean Transmit to DCPS and “N” will mean Do not

Transmit to DCPS– Mandatory field: Required by the user to choose “Y” or “N” for all Employee Group 1 and Employee

Subgroups U0 or U7

– Employee Groups <>1 and Subgroups <> U0 or U7 will default as “N”. This can be used to change the groups for people that have left like USACE

• Change Pointers– All change pointers for OA or Main Account will be removed and not force a transmit

– Instead warning messages when any LOA field is changed will be displayed (e.g. If a transmit to DCPS is flagged as “N” but the Fund is changed, a warning message will display highlighting a change was made but the transmit was flagged as N and asking the user if that is correct.)

• Date Logic – 80% of issues with the logic has been that the system does not take the effective date

into consideration and was passing the first day of the current pay period.– Date Definitions:

o Effective Start Date: Will transmit the first day of the Pay Period based on the effective date entered. So will send a past date or a future date.

o Effective End Date is ALWAYS the Fiscal Year End: 9/30 due to DCPS considerations. Keep this in mind if you are sending a date to do a correction as it will extend the effective date to 9/30.

o DCPS Cutoff Date: Grace period cutoff date that is just used for informational purposes to highlight the last day you should make changes to affect the next pay period being processed.

10/21/2016 9

DCPS Outbound Enhancements

• Split Pay– Update logic to allow 2 two changes in one day for one employee record to pick up the

split FY changes.– Correct future year logic to send to DCPS for the next FY (but will fail in DCPS if they have

not opened that FY) and send the appropriate FY and PY.

• PDN (Payroll Database Name ID) – Update to require a PDN for Employee Group 1 and Employee Groups U0 or U7

• Other Issues Being Addressed – Infotype 0001 Organizational Assignments sometimes do not allow updates to be made

for a few reasons so changes will be implemented to resolve some of the known issues. Also Tier 2 Firefighter Access will be updated to allow changes to Hire Dates which will resolve the current inability to make LOA changes prior to an incorrect hire date.

– 1082 Funds are being tested to insure the limit is always passed in the DCPS outbound file

Release Scheduled – Q3FY16 - May

10/21/2016 10

DCPS Outbound Enhancements

PA30 LOA tab

DCPS Outbound Enhancements will now require Y or N

• FY16 YE Letter of Instruction to be published begin ning of May 2016– https://www.us.army.mil/suite/files/29931696

• FY16 Functional Processes Calendar:– www.us.army.mil/suite/doc/43701499– If there are changes to processing timelines, GFEBS will post a message

on the portal and e-mail to the GFEBS users

• DASA-FO AKO folder– Includes sub-folders for multiple subjects includin g YE LOI, JRP,

Cancelling Year, Salary Debt Collections, and multi ple other processes worked by DASA-FO

– https://www.us.army.mil/suite/files/27523316

Helpful Links

• Anna Yocom– Office of the Deputy Assistant Secretary of the Arm y for

Financial Operations - Financial Operations and Acco unting Policy & Oversight Division

– anna.k.yocom.civ@mail.mil– 703-601-4188

Point of Contact - GFEBS Payroll and Labor

Questions?? / Discussion

BACKUPFY15 Version of Payroll LOI data

DCPS Error Reports

• The final DCPS input for FY15 will provide actual payroll data for pay period ending 5 (or 19) Sep 20 15 with accrual data through 30 Sep 2015. Following are key DCPS dates for Sep 2015:

• All DCPS errors to be cleared NLT: COB 25 Sept

• P1 FMZs adjusted NLT: 2359 EDT 26 Sept – Ex. Overtime, Awards, Student Loan Repayment Progra m– Additional instructions in FY15 YE LOI Annex F12

FY15 Key YEC Dates for Payroll

Database PPED

GFEBS Processing

start/end dates Accruals

ZFA/OMA 5-Sep-15 Sep 15 - 17 18 days

CP1/ZKA 5-Sep-15 Sep 15 - 17 10 days

CP1/ZKA 19-Sep-15 Sep 23 - 24 8 days

• FY16 Employee LOA rollover: Fiscal year-end rollov er of the employee Lines of Accounting will be performed by O &S; no action is required from users unless HRMM record should be ex cluded from the rollover process.

– ALL active HRMM whether expiring or not (ex. FY15 O&M, FY14/15 RDTE) will roll to FY16 LOAs unless HRMM LOA tab is marked to exclude from rollover.

– Users will not have to make any HRMM changes themselves to update HRMM record to reflect an FY16 LOA with an effective date of 1 OCT 2015. GFEBS O&S rollover process will do the work for them.

– Any exclusions from rollover must be marked by 23:5 9 ET on 26 September 2015– The deadline for ALL HRMM updates by users will be 23:59 ET on 26 September 2015

– NO HRMM updates by the USERS after 26 SEPT!!!

• DCPS vs. GFEBS treatment– DCPS and GFEBS each do the LOA roll-over separately to minimize total number of

DCPS errors at the beginning of the FY– GFEBS will hold the file from sending to GFEBS afte r the 26 th and also send a list of all

HRMM records that were marked as exclude to DCPS so they do not roll those LOAs

FY16 LOA Rollover

ZSCM_DCPS_ERR_SUMRPT

There are many more Command name options in the report than are valid in the current UIC crosswalkI did a mass cleanup of the crosswalk early 2014 and I have a ticket in with GFEBS to clear the additional Command names on the list.

This is the report run wide open – does not take lon g and can see each Command with errors

ZSCM_DCPS_ERR_SUMRPT

• FY option is new and allows user to query by FY of the error as well• Using the Command dropdown is required

ZSCM_DCPS_ERR_DTLRPT

• Manual update of the OA field in DCPS Header Record

– The OA field that is populated in DCPS manually by the CSR flows to GFEBS as part of the Gross Pay File.

– It is one of the fields that users try to query their DCPS errors but often provides inaccurate information

– Make it a practice to review/update as needed this field every time an employee changes organizations to help make the DCPS Payroll reports more accurate

DCPS Header Record Updates

ZSCM_DCPS_ERROR – DCPS Error Extension Query Screen

ZSCM_DCPS_ERROR – DCPS Error Extension

ZSCM_DCPS_ERROR – DCPS Error Extension Query Screen

DCPS Error Extension

• ZSCM_DCPS_ERROR – DCPS Error Extension• Clicking in each line will provide 4 tabs with more details of the error

with pertinent information to help clear error – PER NO, PPED, DCPS vs. GFEBS LOA etc

• Each line is for individual line of the GPF for an employee – look them up in HRMM using PERNO in this report

• Correct the HRMM according the error listed and rep rocess• Sometimes new error will cycle through for user to work and some are

reprocessed automatically by a daily GFEBS script

DCPS Error Extension

• ZSCM_DCPS_ERROR – DCPS Error Extension• Snapshot of Tab 3 as a idea of detail provided

HRMM/PA30 - Query Screen

Can lookup by PERNO, Name, or SSN if have PII acces s

Options to create/change/display LOA – choose appropriately for task so you do not make unintended changes

PA30 LOA tab

Remember to be very careful with the Transmit Indic ator!!