2012 Navy Medicine Audit Readiness Training Symposium

Summarized Management Analysis Resource Tool

(SMART) WorkshopTrack: Resources

National Conference Center (NCC), Lansdowne, VA04 - 06 June 2012

Purpose and ObjectivesPurpose:

Present Summarized Management Analysis Resource Tool (SMART) overview and discuss application capabilities, functionality, and system enhancements.

Objectives: Increase SMART awareness. User forum to

share methods on how SMART is being utilized and discuss system development.

FOR OFFICIAL USE ONLY2

Session Overview

FOR OFFICIAL USE ONLY3

This session will cover the following topics:

SMART Overview

FOR OFFICIAL USE ONLY4

About SMART: SMART is a web-based analytical application used

to plan and monitor the cost, expense, and workload of operating Naval hospitals, dental centers, and clinics.

Created as a one-stop option for providing detailed and summarized information on the status of any medical health care facility in the BSO.

Consolidates data from multiple applications into a single, centrally available, and easy to use interface.

Information in SMART is based on the Financial Guidance supplied by Code M84.

Key Analytical Capabilities

FOR OFFICIAL USE ONLY5

Summary executive and detailed managerial information provided in the following key areas:

Key Analytical Benefits

FOR OFFICIAL USE ONLY6

SMART provides benefit with a higher quality and quantity of data. This results in improved timeliness, cost savings, improved operations and higher rates of return. Key analytical benefits include:

SMART Data Sources

FOR OFFICIAL USE ONLY7

SMART EVSMART EVCubeCube

STARSDaily , Cert Monthly,& Deltas

CHCS & MEPRS/EASAncillary Workload

Annual Planning Figure(BAPF) Monthly

M2 / WWRWorkload

DENCAS Actual & TargetsDental Workload

Ad Hoc Query reporting

SGL

C&O

Summary Report

Data FilesData Files DatabaseDatabase SMART EV Web SMART EV Web PagesPages

DMHRSi / STARS /Military Pay & Hrs

Data ExportData Export

Excel

PDF

Email

Microsoft XPS Doc Writer

UIC Structure by Fiscal Year

FOR OFFICIAL USE ONLY8

SMART maintains and preserves data associated with past structures.

Budget Submitting Office (BSO) reorganizations, including now closed activities continue to be reflected in SMART to maintain historical reporting and data integrity.

Example: Org Structure

FOR OFFICIAL USE ONLY9

Omit Data Options

FOR OFFICIAL USE ONLY10

Complex reports can be ‘cleaned up’ or simplified by omitting column or row data that is missing or zero.

Permanently remove by ‘right-clicking’ on-grid.

Suppress missing or zero via the Options dialog box.

Which option do you use?

Example: Omit Data Options

FOR OFFICIAL USE ONLY11

Note: These two differing methods can create different results

System Update Time Stamp

FOR OFFICIAL USE ONLY12

Has today’s update been completed? You can audit.

The System Data Dates table is loaded with info.

Shared Views

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SMART users can collaborate by utilizing Shared Folders.

Shared Folders can save you time.

Use other’s hard work as templates for your reporting needs.

You have access to all of the reports in your Group’s folder(s).

Do you use SMART’s Shared Folders?

FTEs & Civilian Man Hours

FOR OFFICIAL USE ONLY14

Streamlined processes for procuring and modeling large bi-weekly datasets

Enhanced CIVPERS FTE transparency across Navy Medicine

Stakeholders can now conduct multi-dimensional analysis of CIVPERS FTE data

Streamlined processes for reconciliation of FTE data between the various financial and manpower systems

New SMART Data: Streamlined FTE Calculation

Key Benefits:

Example: New Man Hours Data

FOR OFFICIAL USE ONLY15

NH Camp Lejeune – Civilian Man Hours by Pay Plan Code (Object Class Dimension) and Work Code (Expense Element Dimension)

SMART Daily Reporting

FOR OFFICIAL USE ONLY16

DAILY REPORTING EXAMPLE

NMSC requested enhancement.

Expansion of data in Fiscal Months Dimension.

Day by Day nested within Cumulative MP1.

Once 365+ days of data have been retained, year over year daily comparisons will be available.

Workload Data Returns

FOR OFFICIAL USE ONLY17

WORKLOAD REPORT EXAMPLE

Resumption of data feed previously available.

Provides ready availability of productivity metrics (counts/$s).

Narrowed focus resulting in reduced number of available members.

Base/ Basic JON

FOR OFFICIAL USE ONLY18

Added to help identify costs associated with a specific type of service or function within an operating budget

Base or Basic JON is a subset of data within the JON and JOSN.

BJON = positions 7-10 of the JON Currently 7000+ BJONs

Example: BJON report

FOR OFFICIAL USE ONLY19

NMSC and reporting activities – BJONs filtered by those with negative values only. Report also filtered by suppress missing rows.

Direct Cost Detail

FOR OFFICIAL USE ONLY20

Expansion of the Cost Dimension Nested within the Direct Cost member FY09- current Money for specific programs (OCO, WII, TBI/PH)

can be projected, analyzed, and tracked in a simplified manner via these new members

FOR OFFICIAL USE ONLY21

Example: OCO, WII, TBI/PH

Questions & Answers

FOR OFFICIAL USE ONLY22

Points of Contact

FOR OFFICIAL USE ONLY23

SMART Program Administration:Cheryl Hawkins (202) 685-1849cheryl.hawkins@med.navy.mil

Data Sources and Data Related Questions:Christopher Villalba (M84)(703) 681-9462christopher.villalba@med.navy.mil

Technical & Functional Support Contact:SMART Helpdesk (202) 685-1259smart.helpdesk@med.navy.mil