AD-A102 336 REPORT ON INSTRUCTIONS FO ROTING CIVILIAN MANPONER 1/#2

-7 OSLIGATIONS DATA U U) GENERL RESEARCH CORP MCLEAN VAMANAGEMHENT TECHNOLOGIES DIV R L SCHROEDER ET AL.UNCLSSIIED371OCT 05 142,2-008- CR MDA9S3-94-C-G±17 F/G 5/3 M

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Report 1422-08-85-CR FILE COPYr

Report on Instructions ForReporting Civilian Manpower Obligations

Data (CMOD)ted I..,

0 By:

Robert L. Schroeder, Project DirectorLarry E. Bradley, Project ManagerJohn J. Durant, Senior Analyst

31 October 1985

Contract Number MDA903-84-C-01 17Items No. 0002AN and 0002AG

MANAGEMENT TECHNOLOGIES DIVISION ' -

GENERALRESEARCH (] CORPORATION

A FLOW GENERAL COMPANY

7655 Old Springhouse Road. McLean, Virginia 22102

ELECTEJUL 0 9 1987 flf.

Submitted To:

Office of the Comptroller of the Army(Operations and Support) .

Budget Management and Data Di9isionAttn: Mrs. Jean S. Rogers

Room 3B656, The PentagonWashington. D. C. 20310

TS bomam,

SF16100" MU ow , . ", "

Report 1422-08-86-CR

Report on Instructions For3 Reporting Civilian Manpower Obligations

Data (CMOD)

By:

Robert L. Schroeder. Project DirectorLarry E. Bradley, Project ManagerJohn J. Durant, Senior Analyst

31 October 1985

Contract Number MDA903-84-C-01 17Items No. 0002AN and 0002AQ

Approved for Public Release. Distribution

Unlimited.Per Mr. Larry Bradley, Dept. of the Army,ATTN: SAFM-BUO-C

GENERALRESEARCH CORPORATION

TECHNICAL SUPPORT GROUP7655 Old Springhouse Road, McLean, Virginia 22102

Submitted To:

Office of the Comptroller of the Army(Operations and Support)

Budget Management and Data DivisionAttn: Mrs. Jean S. Rogers

Room 3B656, The PentagonWashington, D. C. 20310

I

CONTENTS PG

I I 0DUCTION I-1

11 FINAL INSTRUCTIONS AND PROCEDURES FOR REPORTING 11-13 QUAd1ERLY OBLIGATIONS

III UPDATED INSTRUCTIONS FOR THE OPERATIONS GUIDE FOR Ill-1mN CIVILIAN MANPOWER COSTING

A PROCEDURES FOR QUARTERLY REPORTING OF CIVILIAN MANPOWER A-iOBLIGATIONS AND RELATED DATA (CHOD)

B UPDATED INSTRUCTIONS FOR THE OPERATIONS GUIDE FOR B-1CIVILIAN MANP WER COSTING

V oession For

oDTIC TAB

Unannounced [

just f oati -------n

Distribution/ -.(1Availability Code8

Dlst SpecialAa l an /o!I

- f - i-.~

Section I

MRTODUCTION

1. General

a. This report entitled "Report on Instructions for Reporting

Civilian Manpower Obligations Data (CHOD)" is submitted pursuant to the

reporting requirements of Contract No. MDA903-8C-0117. The following

paragrapbs briefly describe other related reports made under the same

contract.

b. Reporting requirement item 0002AK developed a list of data

eleuts required for computing prior year actual costs and updating the

Force Development Integrated Management Sys tem-Program/Budget Subsystem

(Fom Dm-P/aS).

c. Reporting requirement item 002AL identified potential sources

of the required data.

d. Reporting requirement 0002AM provided draft reporting

instructions for obtaining the data.

e. Reporting requirement 0002AP provided a docunent describing the

need for automated documentation.

f. This report completes the work under the cited contract by

providing the final documentation for the following reporting

requirements:

(1) Item 0002AN - Instructions and procedures for receiving and

processing data to determine prior year actual costs.

(2) Item 0002AQ - Draft change for the Operations Guide for

Civilian Manpower Costing.

l-I 1

I-1

2~ IeBgoumd-i Vour types of cost and cost-related data are required by DACA-

O83 is order to update the civilian manpower file in FORDIM-P/BS and

establish the baseline for subsequent program and budgeting actions.

Thee. are end strength (KS), full time permanent (FTP), work year (WY),

aad costs. These data are reported to DACA-OSB within the CSFOR 78

reporting system and are entered into I O]DIS-P/SS. However, prior to

entry into the data base, the 38 and FTP data are adjusted to agree with

data submitted to the OD and OK by the US Army Civilian Personnel

Center (CIVPICZN), and the cost data are adjusted to agree with the

certified financial data generated by the US Army Finance and Accounting

Center (UWAC). WT data are used as received in the CSFOR 78 reports,

ecept for obvious errors which are checked out with commands and

correct VT data obtained. Only the WY and cost data are used by DACA-

053 in performing its budgeting functions. 18 and WY data are used by

DAA-O5 in performing its program functions, namely determining lapse

rates.

b. As stated in the report previously submitted under this contract

(Item O002AL)v manpower personnel who prepare the CSFOR 78 reports

generally use as data sources reports prepared by the local CPO (usually

the AVK 420) for KS data and the Finance and Accounting Officer (F&AO)

(usually the CSFOR 78 Feeder report) for WY and dollars. Interviews

with installation and MACON manpower and financial management personnel

indicate that the local F&hO has detailed data on the manhours worked by

and dollars paid to each civilian employee of the Army. There is an

exception to this in Germany in the case of indirect hire German

nationals. They are paid directly by the German government. Pay data

are furnished by the German Defense Cost Offices (DCO) to the US Forces

FV&O. Currently, not all DCO reports include hours worked, but it is

possible for those data to be made available. Similar conditions with

indirect hires exist in other overseas commands.

1-2

L M - S I *WN P - U

Ii

c. The detailed data, i.e., work hours and dollars by civilian type

(CTTP) and Amy Naagament Structure Code (AhMS0), in the possession of

the F&D are not currently reported to USAIAC. To get these data,

USAJAC will be required to develop reporting procedures to require the

reporting of those data. These new procedures can include requirements

for the se detailed reports from finance offices providing unique

' financial services to commands and agencies such as Army Materiel

Comand (ANC), Army Corps of Engineers (COx), and National Guard Bureau

I (N-).

d. The draft instructions for reporting quarterly obligations were

staffed with USAJAC and the operating agencies (OPAGYs). Comments

resulting from the staffing were incorporated into the final reporting

procedures where appropriate.

31-3

3'

I

* 1-3

*|

section II

AIAL INSTRUCTIONS AND PROMDUES FOR

REPORTING QUARTERLY OBLIGATIONS

1. General

The final document, Procedures for Quarterly Reporting of Civilian

anpower Obligations and Related Data (CHOD), is at Appendix A. The

nane was changed from "prior year actual costs" to "civilian manpower

obligations" to more properly reflect the automated data being reported

by USAFAC.

2. Effective Date

USAFAC will begin collecting data under the new procedures in FY 87

with the first automated report being submitted in January 1988 for the

first quarter FT 87. This will allow USAFAC sufficient time to change

their field reporting requirements and effect necessary system changes.

3. Impact on OPAGYs

a. The procedures, when fully implemented, will relieve OPAGYs of

the requirement to report civilian ES, WT, and cost data under the

present CSFOR 78 reporting procedures. It is anticipated that CSFOR 78

reporting will be required until the report as of the last day of FY

1987. Until that time dual reporting (automated and CSFOR 78) will be

required to ensure automated data transfer is working. The reporting of

data regarding military personnel will continue.

Sb. Under the new procedures, OPAGYs will have no reporting

requirements or responsibilities. OPAGYs will be provided copies of

feeder reports, as under present procedures, which can be used for

internal management. OPAGYs will not be able to change ES data as it

flows to NQDA as under present procedures. However, under the present

and new procedures the E8 data was and will be adjusted at HQDA to agree

with official ES data. OPAGYs will still be able to identify and report

to NQDA inconsistencies between paid employees reported in finance

SuII -i

I " q

channels and end strengthe reported in civilian personnel channels, and

take appropriate management action.

4. Impact on USA1SSA

The nw procedures have been coordinated with USAMSSA which concurs.

The automated input of data will reduce key punching and processing

time. Some minor reprogramming to accept the tape inputs and adjust ES

data will be required.

5. Impact on ARSTAF

a. The new procedures will reduce the CSFOR 78 processing workload

in ODCSPSU and reporting ARSTAF (e.g., DACS-DM), expedite the recosting

process in COA, expedite the issuance of controls to program/subprogram

directors, expedite the preparation of budget exhibits, and improve the

overall management of civilian manpower funding.

b. The new procedures will require revised reporting procedures and

system changes in the USAFAC coomunity. These actions are underway.

The procedures will provide USAFAC financial data at a level of detail

which will enhance funding control.

c. Initially, the new procedures will require some minor software

program changes by CIVPRCEN. It is anticipated that actions currently

underway by CIVPRCEN will improve the ES data in CIVPERSINS (at the

level of detail required by DACA-OSS) so that CIVPERSINS data can be

directly and automatically interfaced with FORDIMS-P/BS. This will

necessitate revised reporting procedures and system changes, which are

feasible.

6. While the procedures in Appendix A are submitted as "final," changes

may be required prior to full implementation as USAFAC and CIVPERCEN

proceed with revising reporting procedures and implementing system

changes.

H1-2

Section III

UPDATED ISTRUCTIONIS FOR THE OPERATIONS GUIDE

FOR CIVILIAN HMPOWER. COSTING

A draft change of Part lip Section 4.3 of the Operations Guide fo r

Civilian Manpower Costing is at Appendix B. This change is submitted in

draft form since it will not be implemented until after the reporting

procedures in Appendix B are implemented. At that time, the effective

data of the change should be entered at the bottom of each page.

APPENDIX APROCEDURES FOR QUARTERLY REPORTING OF CIVILIAN MANPOWER

OBLIGATIONS AND RELATED DATA (CHOW)

3 A-i

Procedures for Quarterly Reporting of Civilian Manpower

Obligations and Related Data (cHOD)

1. Introduction

a. Following the end of each fiscal year (FY), the Budget

Management and Data Division, Office of the Comptroller of the Army

(DACA-OSB) must calculate the costs of civilian personnel for that FY.

The calculations are essential in order to update the civilian manpower

file in the FORDIMS-P/BS data base and (1) establish a new base line for

developing the May program objective memorandum (POM), (2) develop the

annual financial target (AFT), (3) develop civilian manpower cost

controls, and (4) prepare program/budget exhibits required by OSD/OHB

and Congress. Inputs for this costing process consist of civilian

manpower end strength, work year, and obligations data. DACA-OSB also

requires those same data on a quarterly basis to use in the Program

Performance and Budget Execution Review System (PPBES).

b. An extensive study conducted by DACA-OSB has determined that the

data for civilian manpower requirements can be satisfied by direct data

input from the US Army Finance and Accounting Center (USAFAC), which are

obtained from the local finance and accounting office (FAO). The

following paragraphs establish the procedures for reporting and

processing the data.

2. Frequency

Reports will be submitted quarterly by USAFAC to arrive at HQDA,

ATTN: DACA-OSB nLT 30 days following the end of each fiscal quarter.

(See paragraph 7 for CIVPERCEN reports requirements.) Each quarterly

report will show cumulative data for the fiscal year as of the end of 9

the fiscal quarter being reported. Reports will separately display

direct and reimbursable obligations. The report as of 30 September will

show data for the entire fiscal year.

3. Formats

a. Reports will be submitted by USAFAC in magnetic tape format.

The tape format description is at Appendix A. The US Army Information

Systems Comand-Pentagon (USAISC-P) will receive the tape and produce a

hard copy report in the format shown in Appendix B.

b. Office of the Deputy Chief of Staff for Personnel (ODCSPER) will

provide to DACA-OSB KS data derived from Monthly Report of Federal

Civilian Employment (SF 113-A). ODCSPER will review ES data in FORDIMS-

P/BS for accuracy.

4. Security Classification

Data will be aggregated so as to be processed and reported in an Iunclassified manner. Since the data are execution data, there should be

no classified data contained in any aggregation.

5. Data Elements

A list of required data elements is at Appendix C. A dictionary of

FORDIMS-P/BS data elements is at Appendix D. Further clarification

follows:

FY: The last two digits of the fiscal year being reported, e.g., 4

85.

QTR: The number of the fiscal quarter being reported, i.e., 1, 2,

3, or 4.

APCAT: Codes for Army appropriations having civilian personnel

obligations for military functions are at Table 1.

OPAGY: OPAGYs and their associated RCOMDs are at Table 2.

RCOMD: RCOHDs and their associated OPAGYs are at Table 2.

CTYPE: CTYPEs used for costing civilian personnel are in Table 3.

A CTYPE-EOE conversion table is at Table 4.

APA: The number of employees with active pay accounts on the last

day of the reporting quarter. Intermittent employees should be reported

if they were paid any time during the last month of the report quarter

and were on the payroll on the last day of the report quarter.

2

AAA.INA

FTP: Self explanatory.

WY: Cumulative paid man-months divided by 12. The formula for

determining cumulative man-months is at Appendix E.

6. Data Review

a. The DACA-OSB analyst will review the hard copy formats for

completeness and inconsistencies in data. The analyst will also check

totals of paid personnel against official Army civilian strength totals

for each OPAGY. Inconsistencies in data will be researched and

resolved. Differences in ES and APA data will be resolved in favor of

the official ES data. DACA-OSB will instruct USAMSSA to adjust the

OPAGY ES by proportional adjustments to each Army management structure

code (AMSCO) within the OPAGY. DACA-OSB will identify AMSCOs that are

not to be proportionately adjusted if any exist within the OPAGY.

b. Upon completion of the review, changes to the hard copy formats

will be coded on the appropriate coding sheets (Appendix A) and

forwarded to USAISC-P via a data processing request with instructions to

enter the tape data and the coding sheet changes into FORDLS-P/BS.

(DACA-OSB will prepare the appropriate Header File in accordance with

the FORDIMS User's Guide.)

7. Other Reporting Requirements

a. USAFAC will provide costs data to CIVPERCEN (ATTN: PECC-CI)

monthly for inclusion in the 113-A report in accordance with procedures

developed mutually between CIVPERCEN and USAFAC.

b. Feeder reports from F&AOs will be provided to installation

manpower management activities serviced by those F&AOs. (No change from

present procedures.) Installation F&AOs will provide reports to their

respective commands through the CSCFA 218 report system.

c. The reports described in paragraph 7b will be provided from the

same data base from which the data reported to USAFAC are drawn. The

3 %

installations and OPAGYs will review the data. Errors detected by this

review should be reported to the servicing F&AD and civilian personnel

office (CPO). OPAGYs may also provide to DACA-OSB a report of the

errors and recoumended adjustments. These adjustments should be

provided to DACA-OSB NLT 45 days following the end of the quarter being

reported.

APPENDIXES

A. Magnetic Tape Format - Report of Obligations

B. Hard Copy Format - Report of Obligations

C. Data Element Requirements

D. FORDIMS-P/BS Data Element Dictionary

E. Formula for Determining Cumulative Man-Months/Work Years

4p

4I

Table 1j ARMY APPROPRIATIONS WITH CIVILIAN PERSONNEL COSTS

The following Army Appropriations have civilian personnel obliga-tions for military functions. This table lists the appropriations andshows their Treasury code or APCAT which is used to identify theappropriation.

Treasury and

CBS Code P/BS Code Appropriation

01 2020 Operation and Maintenance, Army

02 7025 Military Family Housing

04 2040 Research, Development, Testing, andEvaluation

05 2065 Operation and Maintenance, Army NationalGuard

06 2050 Military Construction, Army

07 2086 Military Construction, Army Reserve

08 4992 Army Industrial Fund

10 1080 Military Assistance Program

11 1705 Promotion Rifle Practice

1 12 2080 Operation and Maintenance, Army Reserve

Id5

- p * * - .|.. ~ -

TABLZ 2MACOK/RCOHD/OPACY LISTINGS

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Table 3CTYPE CODE IDENTIFICATION TABLE

The CTYPE codes shown below identify the different types of5 civilian@ indicated.

Direct Hire US CTYPE

Graded US Citizens 101

Wage Grade US Citizens 102

US Citizens Paid with Deutsche Marks 111

US Dependents - Graded 118

US Dependents - Wage Grade 120

Senior Executive Service 121

General Merit Pay 122

Graded ARNG Technicians 123Graded USAG Technicians 124

Wage Grade ARNG Technicians 125

Wage Grade USAR Technicians 126

Merit Pay ARNG Technicians 127

Merit Pay USAR Technicians 128

Direct Hire Foreign Nationals

Graded Panamanians 103

Wage Grade Panamanians 104

Korean 105

Italians 109

Other Direct Hire (ODH) 110

Indirect Hire Foreign Nationals

Korean Service Corps 106

German National Personnel 201

German Labor Service 203

Japanese 205

Other Indirect Hire 206

Exempt Categories

Sumer Employment Youth 301

Youth Opportunity Back to School 302

37

F"

3Table 4

CTyP-3OZ COI ERSIOM TABLES

Cost Data

CTYPK BCONP CASBA OTIME DOPAY BBEN S ECMP SVPAY

Direct Hire, US

CAb 101 1111 - 1118 1159 1151 1152 1221 - 1227 1311- 13131141 - 1148 1189 1181 1182 1241, 1243,1153 - 1157 1244, 12461183 - 1187 1261 - 12681199 1281 - 1288

EA 102 1121 - 1128 1169 1161 1162 1231, 1234,1163 - 1167 1236, 1237

1271 - 1278

TG 118 1Al - I1A8 11C9 llC1 11C2 12A1 - 12A911C3 - 11C7 12C1 - 12C8

TW 120 11B1 - llB8 11D9 llD1 11D2 12B1 - 12B9llD3 - llD7 12D1 - 12D8

5 SA 121 11EI - 11E4 11F9 11F1 11F2 12E1 - 12E911F3 - 11F7 12FI - 128

MA 122 l1G1 - 11G8 11H9 1111 11H2 12GI - 12G911H3 - 11H7 j 12H1 - 12H8

WX 301 1188

Direct Hire, Foreign Nationals

DA 103 1611 - 1613 1629 1621 1622 1710, 1720, 1321 - 1322 13231623 - 1626 1740, 1750,

1760

EA 104

GA 105

IA 109

KA 110

KZ 119

aTo be replaced by EORs.bFormer CSFOR 78 entry codes.

39

Table 4 (Continued)

Cost Data m

CTYPf 3COM? CASHA OTIME HOPAY BBENE FCMP SVPAY

Indirect Hire, Foreign Nationals IIi 106 2871 2872

ND 201 2820

"? 203 2840

NH 205 2811 2812

NJ 206 2861 2862

"I

40

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UI

I APPENDIX A

MAGNETIC TAPE FORMAT3REPORT OF CIVILIAN MANPOWER OBLIGATIONS DATA (CIOD)

I

I

I

U

I-

I .. ..__ _ _ _ _._ _...__ _ _ _ _ _ _ _...

__ _ _ _ _ _...

Report of Civilian Manpower Obligations Data (CMOD)

3 Magnetic Tape Input Format Description

1. Magnetic tapes will be formatted as shown in the enclosed coding

sheets (Figures A-i to A-4). Card columns (cc) 1-48 of each coding

sheet contain the same descriptive data elements. These columns must be

3 repeated for inputting strength and cost data elements in columns 49-80

of each coding sheet. Correct entries must be made in order for

subsequent strength and cost data entries to be accepted in the system.

Right justify strength, work year, and cost data in the appropriate card

columns and zero fill unused columns. For cost data entires where

coding sheets indicate decimal positions (SCOMP, CASHA, OTIME, BBENE,

FECHP, and SVPAY), zero fill decimal positions, e.g., 05D$$$$.00).

2. The following special instructions apply:

a. For all coding sheets:

cc 1: Enter "G".

cc 2: Enter "3".

cc 3: Enter "A".

cc 4: For Audit File Continuation Sheet (Figure A-I), enter

"P". For all other coding sheets, enter "C".

cc 6-11: ACTNO to be requested from DACA-OMP at end of each

3fiscal quarter. One ACTNO is used for the entire process.

cc 12: Enter "1," "2," "3," or "4" for Audit File Continuation

Sheet, Audit Card #2, Audit Card #3, or Audit Card #4,

respectively.

cc 13-18: Leave blank.

cc 19-24: The last day of the report quarter expressed as

YYMMDD.

cc 25-30: The last day of the quarter following the report

quarter expressed as YYMMDD.

cc 31-41: Applicable AMSCO at level of detail described in

Appendix C. Zero Fill unused columns.

cc 42-45: Applicable RCOMD.

cc 46-48: Applicable CTYPE.

A-3

V

b. For Audit File Continuation Sheet (Figure A-i):

cc 49-54: Leave blank.

cc 55: Enter " ".

cc 56-62: Enter numbers of paid civilian employees.

cc 63: Enter " ".

cc 64-70: Enter number of full-tine permanent paid civilian

employees.

cc 71: Enter "+".

cc 72-78: Enter number of york years.

cc 79: Enter "C".

cc 80: Leave blank.

c. For P/BS Audit Card #2-COA (Figure A-2):

cc 49: Enter "+" or "-" as appropriate.

cc 50-60: Enter BCONP data.

cc 61: Leave blank.

CC 62: Enter "+" or "-" as appropriate.

cc 63-71: Enter CASHA data.

cc 72-80: Leave blank. A

d. For P/BS Audit Card #3-COA (Figure A-3):

cc 49: Enter "+" or "-" as appropriate.

cc 50-58: Enter OTIME data.

cc 59: Leave blank.

cc 60: Enter "+" or "-" as appropriate.

cc 61-70: Enter BBENE data.

cc 71: Enter "+" or "-" as appropriate.

cc 72-80: Enter HOPAY data.

e. For P/BS Audit Card #4 (Figure A-4):

cc 49: Enter "+" or "-" as appropriate.

cc 50-60: Enter FECMP data.

cc 61: Enter "." or "-" as appropriate.

cc 62-72: Enter SVPAY data.

cc 73-80: Leave blank.

3. Questions regarding the above may be addressed to HQ, USAMSSA (ASDA-

CSD-D) (202) 694-4332/AV224-4332 (M1r. Reed).

A-4

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I

APPENDIX B

HRD COPY FORMAT

REPORT OF CIVILIAN MANPOWER OBLIGATIONS DATA (CMOD)

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APPENDIX C5 DATA ELEMENT REQUIREMENTS

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IAPENDIXD

PORDIMS-PlIIS DATA ELEMENT DICTIONARY

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APPENDIX E

FORMULA FOR DETERMINING CUMULATIVE MAN-MONTHS/WORKYEARS

E-

I(

E-1-

DETERMINING CUMULATIVE MAN-MONTHS/WORKYEARS

Formula - Cumulative Man-Months:

M CPR x CY x 5PH x CPDY x PDWW

3 Where:

CWh - Cumulative man-months to be reported

CPH - Actual cumulative paid hours (less overtime/holiday hourspaid and terminal leave hours paid)

CMY - Cumulative months, FY to date (i.e., "1" through "12")

PH - Paid hours per work day

CPDY a Cumulative paid days, FY to date (for five-day work week)

PDWW - Paid days per work week

Examples: For illustrative purposes only, the examples below assume (1)the following distribution of paid days: Oct - 21, Nov = 22, Dec - 23,Jan = 21, Feb - 20, Mar - 23, Apr - 21, May - 22, June = 22; (2) that

CPH - PH x CPDY x PDWW/5.

1. One full-time employee (not a fire chief/inspector or fire-fighter) is paid for three months of service:

CPH - 528, CtY - 3, PH - 8, CPDY - 66, PDWW - 5

CMM - 528 x 3 x 5 - 7920 = 38 x 66 x 5 2640

2. One part-time (75%) employee (not a fire chief/inspector or

firefighter) is paid for three months of service:

CPH - 396, CMY - 3, PH - 8, CPDY - 66, PDWW - 5

CMM - 396 x 3 x 5 - 5940 - 2.258 x 66 x 5 2640

3. One full-time fire chief/inspector is paid for six months ofservice:

CPH a 1456, CHY - 6, PH - 11.2, CPDY = 130, PDWW = 5

Clot a 1456 x 6 x 5 -43,680 - 611.2 x 130 x 5 7,280

E-3

I

4. One full-time firefighter is paid for nine months of service:

CPR - 2808, CKY - 9, PH - 24, CPDY - 195, PDWW - 3

C0M - 2808 x 9 x 5 - 126,360 - 924 x 195 x 3 14,040

5. One part-time (501) firefighter is paid for nine months ofservice:

CPH - 1404, CHY - 9, PH - 24, CPDY - 195, PDWW - 3

0- 1404 x 9 5 - 63,180 - 4.524 x 195 x 3 14,040

6. One intermittent (average 25%) employee (not a fire chief/ Sinspector or firefighter) is paid for nine months of service:

CPH - 390, CHY -9, PH - 8, CPDY - 195, PDWW 5

C0M - 390 x 9 x 5 - 17,550 - 2.258 x 195 x 5 7,800

Formula - Workyears:

WY - 00112

Where:

WY - Cumulative workyears to be reported -

E-

E- 4

APPENDIX B

UPDATED INSTRUCTIONS FOR THE OPERATIONS GUIDE

FOR CIVILIAN MANPOWER COSTING

rL

4.3 Documenting Prior Year Obligations

4.3.1 General

Following the end of each FY, DACA-OMP must calculate the direct

dollar obligations for civilian personnel for that FY. These

calculations are essential in order to update the FORDIMS-P/BS data

base, establish a new baseline for developing the May POM, develop the

annual financial target (AFT), and prepare program/budget exhibits

required by OSD/OMB and Congress. The process begins with the receipt

of input reports from the US Army Finance and Accounting Center

(USAFAC) in the late October time frame, and is completed with the data

base update, publication of reports by USAMSSA and distribution of

reports by DACA-OMP by the end of November. (USAFAC reports are

received on a quarterly basis.)

The entire process is shown in the flow chart, Figure 4.3.1.

4.3.2 Input Documentation

4.3.2.1 Report of Civilian Manpower Obligations Data (Magnetic

Tape). The magnetic tape showing civilian personnel obligations for

the PY is submitted by USAFAC not later than 30 October. The tape

format is as described in Figure 4.3.2-

4.3.2.2 Report of Civilian Manpower Obligations Data (Hard Copy).

The hard copy reports showing civilian personnel obligations for the PY

are submitted by USAFAC not later than 30 October. The format is at

Figure 4.3.3.

4.3.2.3 OPAGY ES Worksheets. These worksheets are prepared by

DAPE-MBU by taking the command totals from the Command Summary of the

SF 113-A report prepared by USACIVPERCEN and adding to them the

incremental strengths of DA Operating Agencies ("SF" pseudo-command)

and Joint Activities "JA" pseudo-command) from the ODCSPER 322 report.

(Revised

.. .. . - 'i . .: . , . v - . . .. . .. : - . . ° .. ..V ? . .. . . .. ? ° . L % . L % . % %

, @ , @: e _ @. :,, . ..

This provides the OPAGY end strength (ES) totals which constitute

manpower year end controls. An example of the worksheets is at Figure

4.3.4.

4.3.3 Receipt and Analysis of Data

Step I Upon receipt of the USAFAC reports the analyst holds the

magnetic tape pending analysis of the hard copy reports.

These reports are reviewed and analyzed to ensure

completeness and consistency in dollar data. This is

largely an intuitive process based on the experience of the

analyst. If any discrepancies or inconsistencies are found

they should be discussed with USAFAC (see Part 1, Section

6). If, as a result of these analyses, data in the reports

must be changed, the following procedures are accomplished:

* Select the appropriate coding sheet(s) in Figure

4.3.2 (Cards #2, 3, and/or 4).

* cc 1-48: Enter data as shown in para 2a, Figure

4.3.2 for the AMSCO, RCOMD, and CTYPE to be changed.

0 cc 49-80: In the appropriate dollar data field,

enter the changes in data from those shown in the

USAFAC report submission expressed as + or -, e.g.,

Card #2, cc 62-71: +000034200 indicates an increase

to the magnetic tape data for that AMSCO, RCOMD, and

CTYPE of $342,000 for CASHA.

Step 2 Compare the OPAGY ES totals as reported in the OPAGY ES

worksheets with the OPAGY Active Pay Account (APA) totals,

as reported in the USAFAC reports. If differences greater

than 1% exist, an Audit File Continuation Sheet (Figure

4.3.2) will be prepared.

2

(Revised

jL%

at

Step 2a Enter data in accordance with paras 2a and b, Figure 4.3.2

5I and as follows:

* cc 6-11: Enter same ACTNO as provided USAFAC for

production of magnetic tape.

* cc 42-45: List RCOMDs in OPAGYs for which data are

to be adjusted.5 cc 55-62 and 63-70: Enter adjustments required in

corresponding APA and APA FTP magnetic tape data to

force agreement with DAPE-MBU ES and ES FTP data,

e.g., +0000532, -0001029, etc.

Step 3 Update the list of AMSCOs for which the ES in FORDIMS-P/BS

should not be adjusted. These ASCOs are normally those

pertaining to AMHA, ISOs, USAR Technicians, and USARNG

Technicians. These lists should be verified with the

appropriate P/SP Director.

4.3.4 Processing Data to USAMSSA

Step 4 After all changes are posted to the appropriate coding

sheets a P/BS Action Sheet - COA Header File will be

prepared in accordance with the instructions in Figure

4.3.5.

Step 5 A DPR for USAMSSA is prepared in accordance with Part 1,

Section 3 and the instructions in Figure 4.3.6. The DPR

will be used to forward the:

* Instructions for Processing FYXX Actual Obligations

* P/BS Action Sheet - COA Header File

0 Report of Obligations (Magnetic Tape)

* Audit File Continuation Sheet (if appropriate)

0 P/BS Audit Card(s) (if appropriate)

* List of Protected AMSCOs

3

r (Revised

- ~ #~;# ~ ~ - V - ' V N. V

4.3.5 Editing the InputLA

Step 6 Edit error reports are prepared and are provided DACA-OMP

for review and correction. Depending on the size of the

edit error report, corrections may be input directly to the

work file from the DACA-OMP remote terminal, or the edit

error report is annotated with the correct data and

returned to USAMSSA for correction in the work file. After

each edit error correction, a new edit error report is

generated for review and correction. This processing,

edit, and review procedure is repeated until all known

errors are corrected.

Step 7 Once satisfied that all known errors have been corrected, a

trial report of Civilian Personnel Costs, Basic Level

Appropriation Workpapers (RK5_501) (Part III, Section 2) is

requested from USAMSSA. This report is reviewed for coding

errors to ensure ES totals balance to the DAPE-MBU

worksheets. If errors exist new coding sheets are prepared

and a new trial report produced for review. Once all

errors are corrected, the data base is updated and standard

reports generated.

4.3.6 FORDIM-P/BS Update

Following each edit, the P/BS receives a pre-update. After all

edit errors are corrected the FORDIMS-P/BS main file data base is up-

dated.

4.3.7 Reports

Step 8 Following the FORDIMS-P/BS update, one copy of the

following reports is generated by USAMSSA:

4

(Revised -

RK5:501 Civilian Personnel Costs, Basic Level

Appropriation Workpapers

RK5_502 Civilian Personnel Costs, Basic LevelAppropriation Workpapers (OKA BASOP Minus RPMA)

0 RK5_503 Civilian Personnel Costs, Basic Level

Appropriation Workpapers (OMA RPMA only)SRK5_504 Civilian Personnel Costs, Basic Level

Appropriation Workpapers (AMHA only)

RK5_505 Civilian Personnel Costs, Foreign National

Separation Allowance (FNSA) Basic Level Appropriation

Workpapers

• RK5_506 Civilian Personnel Costs, Basic Level Command

Workpapers

* RK5_516 Audit Trail by Action Number

* RK5 521 Civilian Personnel Costs (OP-8) (OP-8a);

Foreign National Personnel (OP-10)

A sample copy of each report is contained in Part III,

Section 3 and the description and use of each report is

contained in Appendix F, Vol. L, FORDIMS User's Guide.

4.3.8 Distribution of Reports

Step 9 DACA-OMP makes copies of the reports and distributes one

copy to each of the following:

DAPE-MBA

DAPE-MBC

DAPE-MBU

APPN Directors

P/SP Directors

5

(Revised

ACTION: Dooume d PrIw YV Obligoeim.

USAFAC ____-OU

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Figure 4.3.1. Documenting Prior Year Obligations Flow Chart

(Revied

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CIVILIAN MANPOWER OBLIGATIONS DATA MAGNETIC TAPE INPUT FORMAT DESCRIPTION

1. Magnetic tapes will be formatted as shown in the attached coding

sheets. Card columns (cc) 1-48 of each coding sheet contain the same

descriptive data elements. These columns must be repeated for inputting

strength and cost data elements in columns 49-80 of each coding sheet.

Correct entries must be made in order for subsequent strength and cost

data entries to be accepted in the system. Right justify strength, work

year, and cost data in the appropriate card columns and zero fill unused

columns. For cost data entires where coding sheets indicate decimal

positions (BCOMP, CASHA, OTIME, BBENE, FECMP, and SVPAY), zero fill

decimal positions, e.g., bb$$$$$$.Ob).

2. The following special instructions apply:

a. For all coding sheets:

cc 1: Enter "G".

cc 2: Enter "3'.

cc 3: Enter "A".

cc 4: For Audit File Continuation Sheet (Figure B-), enter

"P". For all other coding sheets, enter "C".

cc 5: Enter "M".

cc 6-11: ACTNO to be requested from DACA-OMP at end of each

fiscal quarter. One ACTNO is used for the entire process.

cc 12: Enter "1," "2," "3,1 or "4" for Audit File

Continuation Sheet, Audit Card #2, Audit Card #3, or Audit

Card #4, respectively.

cc 13-18: Leave blank.

cc 19-24: The last day of the report quarter expressed as

YYMMDD (i.e., 851231, 860331, 860630, and 860930).

cc 25-30: The last day of March of the fiscal year being

reported expressed as YYMMDD (i.e., for FY87 data enter

870331).

cc 31-41: Applicable AMSCO at level of detail described in

Appendix C. Zero Fill unused columns.

cc 42-45: Applicable RCOMD.

cc 46-48: Applicable CTYPE.

Figure 4.3.2. Mignetic Tape Format

10(Revised

5 b. For Audit File Continuation Shcet (Figure B-I):

cc 49-54: Leave blank.

cc 55: Enter "+".

cc 56-62: Enter numbers of active pay accounts (APA).

cc 63: Enter "+".

cc 64-70: Enter number of full-time permanent APA.

cc 71: Enter " ".

cc 72-78: Enter number of work years.

cc 79: Enter "C".

cc 80: Leave blank.

c. For P/BS Audit Card #2-COA (Figure B-2):

cc 49: Enter " " or "-" as appropriate.

cc 50-60: Enter BCOMP data.

cc 61: Leave blank.

CC 62: Enter "+" or "-" as appropriate.

cc 63-71: Enter CASHA data.

cc 72-80: Leave blank.

d. For P/BS Audit Card #3-COA (Figure B-3):

cc 49: Enter "+" or "-" as appropriate.

cc 50-58: Enter OTIME data.

cc 59: Leave blank.

cc 60: Enter '" or "-" as appropriate.

cc 61-70: Enter BBENE data.

cc 71: Enter " " or "-" as appropriate.

cc 72-80: Enter HOPAY data.

e. For P/BS Audit Card #4 (Figure B-4):

cc 49: Enter "+" or "-" as appropriate.

cc 50-60: Enter FECMP data.

cc 61: Enter "" or "-" as appropriate.

cc 62-72: Enter SVPAY data.

cc 73-80: Leave blank.

3. Questions regarding the above may be addressed to HQ, USMSSA (ASDB-

CSD-D) (202) 694-4332/AV224-4332 (Mr. Reed).

Figure 4.3.2 (Cont.). Magnetic Tape Format

(Revised

* ~~ - - - - - - - - - - - - - -

,- - - -

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21c -- Off-

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77-7 5.f -

Ao-R1 2 336 REPORT ON INSTRUCTIONS FOR REPORTING CIVILIAN NMAPOmER 2/2OBLIGATIONS DATA (.. (U) GENERAL-RESERRCH CORP MCLERN VRMANRGEMENT TECHNOLOGIES DIV R L SCHROEDER ET AL.

UNCLRSSIFIED 31 OCT 85 1422-68-5-CR MDR93-4-C-9117 F/G 5/3 MLEEEEEEEEEElllll

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19

cc 1-3: later TOM WSA.

cc 4: Rater SOICI "C".

cc S: Enter VICOD "K".3

cc 6-11: lnter ACTED "XOOC" frm DACA--OMP P/3S Master ManpowerAction Register. This is the saIms ACTNO as provided USAJACfor product ion of year end magnetic tape.3

cc 13-80: (Corresponds to Card #1 indicated in Col. 12):

cc 13-22: Enter DOCMT, the title of the authorizing3doc usnt, e.g., DPR KR. TB-IKE-UX.

cc 23-32: Rnter MTNY, the file symbol for the officeresponsible for the action, *.g., DACA-OMP.

cc 33-44: Inter DTDTG, the date of the DPI, e.g., 15 NOV 85.3

cc 45-52t Enter ACTOI the last name of the individualresponsible for the action, e.g., ROGERS.

cc 53-56: Snter AGNCY, the AISTAF office that originated theaction, e~g., D&CA

cc 57-60% Enter DAGUD, the directive or concept whichauthorizes the action, e.g., PYA DATA. Note: Thefirst four positions are reserved for PDIP.3

cc 13-80: (Corresponds to Card #2 indicated in Col. 12) andcc 13-45: (Corresponds to Card #3 indicated in Col. 12):

Enter SUSJT, the subject of the DPI, e.g., CREATE WORIFILEFOR 30 SEP IX ACTUALS.

cc 46-SO: (Corresponds to Card 03 indicated in Col. 12) andcc 13-80: (Corresponds to Card 04 indicated in Col. 12):

Enter TIPUR, the purpose of the action, e.g., UPDATE DATA

Figure 4.3.5. (Continued) instructions for Preparing P/5SAction Sheet-OA Header file

20

(Revised

"TkPM MIaST t)1 NOV X YX ~I~

3ATTN: ASUD-CSD-D DACA-aO M w me

3 flD-FORDIKS

cs1 11-18

Create a work file for 30 Sep Actuals

flS-FORDMS FY 19XX Actuals

Create a work file for 30 Sep XX Actuals. See Attached Instructions (High Prioritv5 Processing Is Requested).

U ~ ~ oe moom ONoo5 604 ofY~ m por amem pe. 1~ 20 NOV - exem em ,sm s '

Output: See Attached InclosuresContact: Mrs. Rogers/77669Deliver: Call When Ready

Yygg eaNs. eaf*eeae. y~suST5..se6 aeSY W6401010 mm UOSO. TIYLG 6 YT61.00404

JEAN S. ROGERS/77669 PAUJLETTE AULTON/50660

%a" "~ vomf. M O""4 0g16g

5 Figure 4.3.6. DPR for Prior Year Actuals

21

F (Revised

IINSTRUCTIONS FOR PRtOCESING F2X ACTALT, OBLIGATIONS

1. This DPR forwards the following:

* P/BS Action Sheet-COA Header File" Report of Obligations (Magnetic Tape)" Audit File Continuation Sheet* P/3S Audit Cards #2, 3, and/or 4" List of Protected ANSCOs

(Delete inapplicable enclosure.)

2. Process the USAFAC Report of Obligations magnetic tape into thework file.

3. Enter APA (ES) and FTP changes to the magnetic tape from the AuditFile Continuation Sheet as follows:

* Enter data." Proportionally distribute data from cc 55-62 and 63-70 among

all ANSCOs and CTYPEs in the RCO4D except those AMSCOs onthe attached ANSCO exception sheets.

4. Enter cost data changes from P/BS Audit Cards #2, 3, and/or 4.

5. After tape is processed and changes keypunched and edited, requestthat DACA-OMP action officer be notified of errors in the edit in 9order to submit corrections for re-edit.

6. Upon successful update of file, request one copy of the following 3reports for FYXX only:

a Command Workpapers (RK5B505Y)0 Command Workpapers Foreign National Separation Allowance* OP-8, 8a, and 10 (RKSB521Y)0 Audit Trail by ACTNO (RK5B516Y)

Figure 4.3.6 (Cont.). DPR Processing Instructions

22

(Revised

-p* * q . p*-