Attachment 05-Vulcan RSP User Guide-30AUG23.pdf

- 1 - Document generated on: 8/30/2023 at 11:12 AM

Vulcan Recruit Sustainment Program User Guide Version 10.24.0

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Privacy Act Statement This is documentation for a DOD web site. The security accreditation level of the site is classified as FOUO and below. Do not process, store, or transmit information classified above the accreditation level of the system. DOD web sites may be monitored for all lawful purposes, including to ensure their use is authorized, for management of the system, to facilitate protection against unauthorized access, and to verify security procedures, survivability, and operational security. Monitoring includes, but is not limited to, active attacks by authorized DOD entities to test or verify the security of this system. During monitoring, information may be examined, recorded, copied and used for authorized purposes. All information, including personal information, placed on or sent over this system may be monitored. Use of this DOD web site, authorized or unauthorized, constitutes consent to monitoring. Unauthorized use of the DOD web site may subject you to criminal prosecution. Evidence of unauthorized use collected during monitoring may be used for administrative, criminal, or other adverse action. Use of this system constitutes consent to monitoring for all lawful purposes.

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Table of Contents 1 Whats New 10

2 Getting Started With Vulcan RSP 25

2.1 User Roles 25

2.2 Using Vulcan RSP 26

3 SMMS Overview 27

3.1 Accessing Vulcan Recruit Sustainment Program 27

3.2 Logging on to SMMS 27

3.3 The StrengthNet Landing Page 28

3.3.1 Message Notification 29

3.3.1.1 Profile Settings 30

3.3.1.2 Help Desk 30

3.3.1.3 Manage Menu 30

3.4 Requesting Access on StrengthNet 34

4 Retention Management Software Overview 37

4.1 Opening Vulcan RSP 37

4.2 Introduction to the Vulcan Interface 37

4.2.1 Command Center 40

4.2.1.1 Management Center 40

4.2.2 Case Roster 41

4.2.2.1 Soldier Roster Tools 42

4.2.3 Soldier Details 43

4.2.3.1 Soldier Remarks 44

4.2.3.2 Programs and Awards 45

4.2.3.3 Soldier Status 45

4.2.3.4 Disposition 49

4.2.3.5 Phase Input 50

4.2.4 Case Details 50

5 Vulcan RSP 51

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5.1 RSP Warrior Sponsorship 51

5.1.1 Awaiting Attachment to RSP 51

5.1.2 Pending RSP Acknowledgment 53

5.1.3 Sponsorship Tasks Incomplete 55

5.1.4 Sponsorship Tasks Overdue 58

5.1.5 Quick Shipper 58

5.2 RSP Routine Monitoring 62

5.2.1 Physical Assessment 64

5.2.1.1 ACFT Assessment 64

5.2.1.2 OPAT Assessment 66

5.2.1.3 Height & Weight Screening 68

5.2.2 STRM Course Completion 72

5.2.2.1 STRM Course Completion Phases 73

5.2.3 Ship Date Management 73

5.2.4 Tattoo Screening 75

5.2.5 Personal Data Verified 76

5.2.6 HS Grade/GED Verified 78

5.2.7 Pre-Ship Counseling 79

5.2.8 Stripes for Skills 80

5.2.9 Stripes for Buddies 81

5.2.10 BAH Capture 82

5.3 Shipper Management 84

5.4 LNO Module 87

5.4.1 Create an LNO Ticket 87

5.4.2 View and Respond to New LNO Tickets 92

5.4.3 Respond to LNO Tickets Returned to LNO 95

5.4.3.1 Return to State 97

5.4.3.2 Close Case 98

5.4.3.3 Terminate Case 99

5.4.4 Respond to LNO Tickets Returned to State 99

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5.4.5 LNO ticket buttons 102

6 Additional Actions 103

6.1 Documents 103

6.1.1 Download a File 103

6.1.2 Upload a File 104

7 Contacting the Help Desk 105

8 Glossary of Icons 106

9 Additional Tools 107

9.1 Search 107

9.1.1 Vulcan Soldier Search 107

9.1.2 Vulcan Ticket Search–LNO 109

9.1.3 Save a Search 111

9.1.4 View Saved Searches 111

9.1.5 Recent Searches 112

9.2 Reports 112

9.2.1 The Reports Screen 114

9.2.2 Data Marts 114

9.2.3 Report Information 114

9.2.3.1 Measurements 114

9.2.3.2 Dimensions 114

9.2.4 Applied Filters 115

9.2.4.1 Editing a Filter 115

9.2.4.2 Deleting a Filter 115

9.2.5 Report Tools 116

9.2.5.1 Report Builder 116

9.2.5.2 Sort the Report 119

9.2.5.3 Save the Report 120

9.2.5.4 Subscriptions in Vulcan 120

9.2.6 Drilling Down 121

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9.2.7 Aggregate and Base Reports 122

9.2.8 Reports Glossary 122

9.3 Vulcan RSP Reports 123

9.3.1 Soldier Ship Roster 124

9.3.2 Soldier Roster 124

9.3.3 Disposition Roster 124

9.3.4 RSP Attachment Discrepancy 125

9.3.5 DPRO IET Ship Rate (12 mo Rolling) (Keystone) 126

9.3.6 Interstate Transfer Report–Held Gains 126

9.3.7 Interstate Transfer Report–Held Losses 127

9.3.8 No Drill Performance–45 Days since BT Completion 127

9.3.9 No Drill Performance–45 Days since Enlistment 127

9.3.10 No Drill Performance–45 Days since MOSQ 128

9.3.11 Non-MOSQ Greater Than 18 Months 128

9.3.12 Recruit Force Pool ETS Alert 129

9.3.13 Recruit Force Pool MEPS Variance RFP 129

9.3.14 RSP Active Drilling Status 129

9.3.15 RSP Negative End Strength 130

9.3.16 RSP Performance Metrics Report 130

9.3.17 IPPS-A and MEPS Variance 130

9.3.18 Training Pay Category (TPC) Discrepancies 131

9.3.19 Training Pipeline Losses–12 Months 131

9.3.20 Training Pipeline Losses - FYTD 132

9.3.21 ATTRS Training Roster 132

9.3.22 Warrior Contact Roster 133

9.3.23 Warrior Roster Builder 134

9.4 My Reports 135

9.4.1 My Reports Folder 136

9.4.2 Private Reports 137

9.4.3 Shared Reports 138

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9.5 Resource Center 139

9.6 Administration 140

9.6.1 Category Manager 141

9.6.1.1 Add A Category 142

9.6.1.2 Edit A Category 142

9.6.1.3 Deactivate A Category 143

9.6.2 LNO Edit Ticket Options 143

9.6.2.1 Add an LNO User 144

9.6.2.2 Edit an LNO User 145

9.6.3 Resolution 145

9.6.3.1 Add A Resolution 146

9.6.3.2 Edit A Resolution 146

9.6.4 Uniform Distribution 147

9.6.4.1 Add Inventory 148

9.6.5 ACFT Assessments 149

9.6.6 Height/Weight Assessments 150

9.6.7 STRM Course Completion 154

9.6.8 State Email Config 156

9.6.9 Tattoo Screening 157

9.6.10 Ship Date Management 159

9.6.11 RSP Site Setup 159

9.6.11.1 Add an RSP Site 161

9.6.11.2 Edit an RSP Site 162

9.6.11.3 Add a Drill Date 163

9.6.11.4 Edit a Drill Date 163

9.6.11.5 Delete a Drill Date 163

9.7 Assume Command 164

9.7.1 Original Role 164

9.7.2 Change Role 165

9.8 RSP Portal 167

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9.8.1 Training Sections 167

9.8.2 Module 169

9.8.3 Page Resources 170

10 User Management Tool 171

10.1 User Management Tool 171

10.2 Accessing UMT 171

10.3 UMT Overview 171

10.4 Understanding the Case Management Framework 173

10.4.1 Understanding Work Buckets 173

10.4.2 Understanding Actions 174

10.4.2.1 Mapping Manual Actions to Begin-State Work Buckets 176

10.4.2.2 Mapping Manual Action Transitions to End-State Work Buckets 177

10.4.2.3 Time-Based State Transitions 178

10.5 Navigating the UMT Panels 178

10.5.1 Panel 1: The Command Center 179

10.5.1.1 UMT Search 179

10.5.2 Panel 2: Landing Page and Results Display 180

10.5.3 Panel 3: User Management Functions 182

10.5.4 Controlling User Roles and Permissions in Panel 3 183

10.5.4.1 Profile 184

10.5.4.2 Command 185

10.5.4.3 Roles and Permissions 186

10.5.4.4 Submit 197

10.5.4.5 History of Actions 198

10.6 UMT Reports 199

10.6.1 User Accounts Summary 199

10.6.2 User Activity 200

10.6.3 User Permissions 200

10.6.4 Invalid User Command 200

10.7 Automatic Notifications 201

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10.7.1 State-Driven Notifications 202

10.7.2 Time-Based Notifications 202

1 Whats New

- 10 - Document generated on: 8/30/2023 at 11:12 AM

1 Whats New Version 10.24.0-Released 2023/08/30

ENHANCEMENTS

l The ability to save comments for LNO tickets in the “New” or “Returned to State” bucket was added for the Vulcan LNO role.

l A save button was created for the Routine Monitoring “BAH Form” module to verify the check instead of needing to generate a PDF.

l The Routine Monitoring “Physical Assessment” module was broken into 3 individual items located in the “RSP Routine Monitoring” folder:

o ACFT o OPAT o Height &Weight Assessment l The ability to create folders was restored to the “Document Center” tab so that users can create folders and sort uploaded documents.

RESOLVED ISSUES

l On the QA, Exercise, and Production sites, an error when saving “Early Ship Date” info for Routine Monitoring “Ship Date Management” cases was resolved.

l The “Reasons for ETS” report was not pulling in all cases that should be populating in the report. This error has been resolved.

Version 10.23.0-Released 2023/07/26

ENHANCEMENTS

l The BAH capture process was added to the Panel 4 “Routine Monitoring” tab.

l The “Transition Services” case type was unhidden.

l The “Transition Services” work bucket is now visible to users with the “NGB Admin” role.

l Only NGB Level Admins can see/action the controls in the “Ship Date Management” module in the “Administration” blade.

l In the “LNO Assignments” module in the “Administration” blade, “Enterprise/AKOID” was changed to “Name” in the grid when the module first opens and in the “LNO User” pop-up window.

l The “RSP Portal” blade was added to the Command Center l RSP tables and data were transferred to the RMS application.

- 11 - Document generated on: 8/30/2023 at 11:12 AM

RESOLVED ISSUES

l An error causing Warriors being assigned to incorrect States due to duplicate UPCs was resolved.

Version 10.22.0-Released 2023/06/28

ENHANCEMENTS

l Users can save both the “Physical Assessment” and “Height &Weight Assessment” sections in a Routine Monitoring case if both have information inputted.

l Users can now upload multiple documents that overwrite current documents when named the same file name.

l The “Ship Date Management” module was created in the “Administration” blade under the “Vulcan RSP” folder. Users can input email addresses for other users that will receive notifications from the “Routine Monitoring- Ship Date Management” section in a Vulcan case.

l The 4856 Counseling Form was updated in the UI in the following locations:

o Extension Counseling work bucket – Panel 4 Button 1 - Prepare New 4856 Counseling Button o Extension Counseling work bucket - Panel 4 “Counseling” tab - Prepare New 4856 Counseling Button o Career Development Counseling work bucket - Panel 4 Button 1 - Prepare New 4856 Counseling Button o Career Development Counseling work bucket – Panel 4 “Counseling tab” - Prepare New 4856 Counseling Button o AWOL Recovery work bucket - Prepare 4856 work item - Panel 4 Prepare New 4856 Counseling Button

RESOLVED ISSUES

l An error with the “Enterprise/AKOID” drop-down not populating information was resolved.

Version 10.21.0-Released 2023/05/31

ENHANCEMENTS

l The “ADD” RSP site module button was renamed “Add New RSP” and a space was added between the button and drop-down.

l The “Stripes for Skills” item was added to the “Routine Monitoring” section in Panel 4.

l The order of the events captured for the ACFT were changed to match the order in the scorecard.

o Max Deadlift, Standing Power Throw, Hand-Release Push-Up, Sprint – Drag – Carry, Plank, 2-mile run.

- 12 - Document generated on: 8/30/2023 at 11:12 AM l The “Stripes for Buddies” item was added to the “Routine Monitoring” section in Panel 4. The “Stripes for Buddies” option was also removed from the Panel 3 “Programs & Awards” tab.

l In the Panel 3 “Soldier Status” tab, the “GED + Enlistment” checkbox was removed and “09M Enlistment” and “ARMS 2.0 Enlistment” were added.

l In the Panel 4 “Ship Date Management” item of a Routine Monitoring case, when a user selects “YES” and picks a date earlier than the “Current Ship Date” it should save and send out a notification to users that perform actions outside the application.

l The “DPRO” option was removed from the “Projects” drop-down in the ribbon menu.

l The “CREATE EXTENSIONS FORM” button in the “Create Extensions Counseling” screen was renamed “CREATE COUNSELING FORM”. The “Create Extensions Counseling” screen can be accessed from the “Administration” blade.

l A notification was generated for all users listed in the “Ship Date Management” module. The notification displays:

o Fields from Routine Monitoring:

n Current Ship Date n What is the earliest Ship Date?

n Comment l The “My Reports” blade was updated to only be accessible by NGB Level Admin and State Level Super Admin users.

l The “Height/Weight Assessment” screen in the “Administration” blade was updated so users can move to the next case directly after inputting data.

l The “Drill Date” column in the “RSP Site Setup” screen found in the “Administration” blade was updated to be display as YYYYMMDD.

RESOLVED ISSUES

l An error causing NPS Soldiers to be added to IPPS-A as PS was resolved.

l An error involving remarks made in the Panel 3 “Soldier Remarks” tab not showing up in the “All Remarks” tab was resolved.

l On the QA site, an error with the “Years Extended” report was resolved.

l On the QA site, an error with the “Completed Extensions by State (YTD)” report was resolved.

l On the Exercise and Production sites, the training video links in the “Resource Center” blade open an error page.

o This error has been resolved.

Version 10.20.0-Released 2023/05/3

ENHANCEMENTS

- 13 - Document generated on: 8/30/2023 at 11:12 AM l The “Days Until Ship” field was added to the Panel 3 “Vulcan Soldier Summary” section.

l The DisplayName for the UMT “Admin” role was updated to instead display “Developer Admin”.

l The URL that displays when an LNO notification email is sent out was updated to display v4 instead of v3.

RESOLVED ISSUES

l An error in the “Routine Monitoring” section involving the red “X” icon by the “Personal Data Verified” line not updating to the green check mark was resolved.

l The “Reports Usage” report returned no data found.

o This error has been resolved.

Version 10.19.0-Released 2023/04/5

ENHANCEMENTS

l The “RSP Recruit Pre-Ship Packet Review Checklist” in Panel 4 of an “RSP Routine Monitoring” work bucket was updated to the “RSP Warrior’s Pre-Ship Checklist”.

l The checklist in the Panel 4 “Shipper Management” section was updated to match the options available on the “RSP Warrior’s Pre-Ship Checklist”. The capability to make and save selections, then export saved selections into an exportable form was added.

l The Panel 3 “Disposition” tab can now be accessed by Vulcan Users.

l Any links reflecting RMS v3 were updated to v4.

l A script was created to close or terminate old cases that cannot be closed/terminated in the UI.

l All reports from before January 31, 2023 were deleted from the “My Reports” blade.

l The Transition Services case type was hidden from view in the application.

RESOLVED ISSUES

l An error exporting the results of a Vulcan ticket search to Excel was resolved. Previously, a username was displaying in the “Status” column of the Excel spreadsheet instead of the ticket’s status.

l Spaces in the “LNO Edit Ticket Email Distro List” under the “Administration” blade that caused errors when creating or moving LNO tickets between work buckets were corrected.

l Dates were not displaying in a consistent format when using a date picker.

o This error has been resolved.

l An error with the “Projected Losses” report displaying no data was resolved.

l An error with the “Contact Information For Open Cases” report displaying no data was resolved.

- 14 - Document generated on: 8/30/2023 at 11:12 AM l An error in the “Counseling By Date Range” report was resolved.

l An error with the “Extension Status by Unit State” report not returning any data was resolved.

Version 10.18.1-Released 2023/03/16

ENHANCEMENTS

l The Panel 3 “Disposition- Admin Override” tab was updated to be only accessible to users with the following roles: NGB Level, NGB Level Admin, Vulcan NGB Level Admin, and Vulcan State Level Admin.

RESOLVED ISSUES

l An error when clicking the “GO” button for a Physical Assessment was resolved.

l An error when LNO users moved LNO tickets between the different work buckets was resolved.

l Missing work bucket counts for the Routine Monitoring folder were corrected.

l An error that occurs when creating an LNO ticket was resolved.

Version 10.18.0-Released 2023/02/22

RESOLVED ISSUES

l Users were not receiving email notifications when an LNO ticket was assigned to their state.

o This error has been resolved.

l The “Missed Counseling” report did not load on the Exercise or Production sites.

o This error has been resolved.

l No data was found in the “AWOL Status by Unit State” report.

o This error has been resolved.

l The “Extensions in Progress” report was not returning any data.

o This error has been resolved.

l The “Report Usage” report was not returning any data.

o This error has been resolved.

l Users at the NGB level could only use the “Assume Command” function for their parent State and not any others.

o This error has been resolved.

l An error when attempting to load the “Eligible by ETS Date” report was resolved.

Version 10.17.0-Released 2023/01/18

- 15 - Document generated on: 8/30/2023 at 11:12 AM l The LNO Ticket Search was updated to filter out Terminated tickets.

l Users can input multiple Soldier Phase cases, select and save a phase for multiple users, and update the phase for saved cases. The controls are located in the Batch Soldier Phase link within the Administration blade.

l The Vulcan RSP Module roles were updated so that batch inputs for Uniform Distribution, Physical & Height/Weight Assessments, STRM Course Completion, Tattoo Screening, and Soldier Phase are available to all users.

l The LNO Ticket Search Status column was re-added to the search results of an LNO Ticket search.

l Any instances of “APFT” were updated to read “ACFT” instead.

RESOLVED ISSUES

l For Routine Monitoring cases, the logic around Body Fat % not Passing a case when all requirements are properly met was corrected.

l For Routine Monitoring cases, the logic around Height/Weight assessment was corrected so that weight inputs are rounded to the nearest pound and height measurements are rounded to the nearest half inch automatically, per form requirements and operation regulations.

l MOS and Physical Demand data issues that prevented accurate scoring for the OPAT assessment for Routine Monitoring cases were corrected.

l An error causing the OPAT Physical Assessment to confuse 15D Enlisted standards for 15D Officer standards when scoring the assessment was resolved.

KNOWN ISSUES

l The Height/Weight standards table is missing data for heights 58/59 and cannot be scored accurately.

An update will be pushed as soon as available.

l The “Assume Command” blade in the Command Center is not fully operational.

l Continued impact from IPPS-A R3 data issues.

Version 10.16.0-Released 2022/12/07

ENHANCEMENTS

l The work bucket order was changed to match the flow of a Soldier working through RMS- Vulcan then Retention. The Vulcan RSP Case Work Parent folder and its same workflow appears above the RMS Case Work Parent work bucket.

l The following documents were deleted from the References section in the Resource Center blade:

ARNG SRIP Policy FY22, ARNG SRIP Policy FY22 Memo, RNG SRIP Q1 Top 3 State MOS.

- 16 - Document generated on: 8/30/2023 at 11:12 AM o The following documents were added to the reference section: FY23 VolEd Policy, FY23 SRIP Implementation-final, FY23 ARNG SRIP FINAL, FY23 ARNG SRIP 1QTR Top MOS List.

l SAAR documents are now required for access to SMMS applications and will need to be uploaded into UMT before access can be approved for Users. The form is available on the SMMS home page.

l The Physical Assessment module in the Administration blade allows for batch inputs for available test fields for the ACFT and OPAT options.

RESOLVED ISSUES

l An error causing the HS Grade/GED Verified item’s “Go” button to not work was resolved.

l Typing in the calendar field of an ACFT Physical Assessment case in the Administration blade created an error but selecting from the calendar picker does not.

o This error has been resolved.

KNOWN ISSUES

l Soldier in Soldier Search but not Vulcan Soldier Search. This issue is being addressed on a case-by-case basis as it is not a systemic issue among the broader population of users.

Version 10.15.0-Released 2022/11/01

ENHANCEMENTS

l After a user selects a screening date in the Tattoo Screening module within the Administration blade, the user sees a list of cases that allow for the selection of the ‘Does’ and ‘Does Not’ fields under the Violates Policy? column. Once saved, the Completed column populates the user.

l The Shipper Management checklist was updated to match the options available on the RSP Warrior’s Pre-Ship checklist. Users can make and save selections, then export saved selections into exportable form.

l The RSP Negative End Strength work bucket was hidden from view in the application.

l The STRM Course Completion module was hung in the Administration blade.

o Selecting a course from the phase drop-down brings up a list of cases.

o Cases that populate from the phase drop-down can be marked as complete if the Soldier has taken the course test.

o Once saved, the ‘Date Completed’ column populates with the test date.

l The OPAT option was added to the ACFT Assessments module in the Administration blade. Users can select the test date which passes to any cases where Physical Assessment data is input and saved.

RESOLVED ISSUES

- 17 - Document generated on: 8/30/2023 at 11:12 AM l Ticket cases in the Returned to LNO work bucket were displaying even if they were not created by the current user.

o This error has been resolved.

In an OPAT physical assessment, the Level/Shuttle/Total field values for the Interval Aerobic Run were passing to the wrong fields on the scorecard form. The total populated in the level field, the level value populates in the shuttle field, and the shuttle value populated in the total points field.

o This error has been resolved.

l The Vulcan Cases tab in Panel 3 did not properly populate cases tied to the Soldier in Panel 4.

o This error has been resolved.

l The Vulcan Cases tab in Panel 3 of a Vulcan case was not populating Vulcan cases as expected.

o This error has been resolved.

l An error in Panel 3 causing the Contact Info tab to return no data was resolved.

l Data was not being saved when attempting to add request form information to approve change requests.

o This error has been resolved.

l The check preventing users from using SMMS applications in Internet Explorer was not functioning in any environments.

o This error has been resolved.

KNOWN ISSUES

l Soldier in Soldier Search but not Vulcan Soldier Search. This issue is being addressed on a case-by-case basis as it is not a systemic issue among the broader population of users.

l Users experiencing Multiple Doc Upload issues, investigating.

Version 10.14.0-Released 2022/09/22

ENHANCEMENTS

l The ‘PFA/APFT Assessments’ module in the Administration blade has been updated to the ACFT standards.

l OPAT can be selected as a Physical Assessment option and the available fields can be saved to the OPAT Scorecard for export.

l Under the Soldier Remarks tab in Panel 3 of a Vulcan case, any remarks made around the Soldier are collected and can be viewed in the table at the bottom of the tab. All remarks are viewable instead of having to first select a case type.

- 18 - Document generated on: 8/30/2023 at 11:12 AM l (Vulcan)- Users would receive an error message when attempting to save the Phase Input tab in Panel 3 on the Production site.

o This error has been resolved.

l (Vulcan)- On the exercise and Production sites, the RSP Routine Monitoring work buckets are not displaying case counts and are not filtering the Overdue work bucket correctly.

o This error has been resolved.

l (Vulcan)- The Returned to LNO (All) work bucket count doesn’t match the search result count.

o This error has been resolved.

l (Vulcan)- The Vulcan Cases tab in Panel 3 was not populating the expected Vulcan cases.

o This error has been resolved.

l Under the Document Center blade in the Command Center, the link to the Vulcan RSP user guide did not correctly populate on the Production site.

o This error has been resolved.

Version 10.13.0-Released 2022/08/25

ENHANCEMENTS

l The RSP Recruit Pre-Ship Packet Review Checklist was updated to the RSP Warrior’s Pre-Ship Checklist. The form populates the relevant information to the following fields: Name, Ship Date, Marital Status, Dependents, etc.

l The RSP BAH Addendum form was updated. The form populates the relevant information to the Name, RSP Site, Ship Date, Marital Status, and Dependents fields.

l The RSP Recruit Monthly Pre-Ship Counseling Form was updated to the RSP Warriors Monthly Pre- Screening Eligibility Screening Form.

l Any instance of the acronym APFT in the Routine Monitoring Physical Assessment tab in Panel 4 was changed to ACFT.

l Updates were made to the Army Combat Fitness Test Scorecard to populate when a user wants to export the results of the ACFT. The Soldiers name, gender, unit information, should pass to the form.

l Users now can add/edit/delete a future date for drills scheduled through the RSP Admin blade module

RESOLVED ISSUES

l (Vulcan) In the Panel 4 Routine Monitoring tab, within the Personal Data Verified button, the Home Phone, Work Phone, and Cell Phone fields don’t save when edited or saved.

o This error has been resolved.

l (Vulcan) When creating an LNO ticket from the Panel 3 LNO tab, the comment made when selecting

- 19 - Document generated on: 8/30/2023 at 11:12 AM a ticker category is not transferred to the History of Actions grid in the Panel 4 LNO Case section.

o This error has been resolved and the captured comments pass to the History of Actions section.

l (Vulcan) When editing a closed LNO ticket’s resolution the update is not captured in the History of Actions section in Panel 4.

o This error has been resolved.

l (Vulcan) The case counts of the Sponsorship Tasks Incomplete and Sponsorship Tasks Overdue work buckets in the RSP Warrior Sponsorship folder match when they should be different.

o This error has been resolved.

l (Vulcan) The case counts of work buckets in the RSP Routine Monitoring work buckets match when they should be different.

o This error has been resolved.

l (Vulcan) On the production site, the Pending RSP Acknowledgement work bucket throws an error when acknowledging the assignment for all users.

o This error has been resolved.

l (Vulcan) The Physical Assessment and Height &Weight Assessment sections in Panel 4 are not saving user input. Clicking Results to save information has no effect on the page.

o This error has been resolved.

l Uploading multiple documents at the same time sometimes failed.

o This error was resolved by updating the upload mechanism to upload documents sequentially.

l An error causing items in the Document Center blade to display blank panels when clicked on was resolved.

l An error preventing remarks from being made in Panel 3 of a Warrior case was resolved.

Version 10.12.0-Released 2022/08/03

ENHANCEMENTS

l Closed LNO tickets can be edited to change the tickets resolution, terminate the ticket, or add a comment around the ticket while still keeping its status closed.

l The ability to Add, Edit, and Delete information in the RCT Roster in the Administration blade was added.

l The LNO Edit Ticket Email Distro List was created in the Administration blade. Users can use it to save email addresses to selected states so that those addresses receive email notifications when an LNO ticket is created for, or returned to, that state.

- 20 - Document generated on: 8/30/2023 at 11:12 AM l LNO Resolutions created in the Administration blade were not appearing as available options in the drop-down menu when closing an LNO case.

o This error has been resolved.

Version 10.11.0-Released 2022/07/06

ENHANCEMENTS

l A link to the Uniform Distribution inventory was added under the Vulcan RSP section of the Administration blade in the Command Center.

o The inventory displays the current uniform inventory, by size, for each state.

o It allows the user to select one of the states and then view the history of PT Uniform transactions.

o It allows the user to select one of the states and adjust the PT Uniform inventory count, by size, for that state.

l Calendar year 2022 was added to the UMT User Activity report. It drills down into Calendar Year month, then Run Date, with a base report of Application, Calendar Year, Calendar Year Month, Date Accessed, Full Name, email address.

RESOLVED ISSUES

l When an LNO ticket is closed and a resolution is saved successfully, it was not reflected in the Resolutions column in the Vulcan Ticket Search-LNO.

o This issue has been resolved.

Version 10.10.0-Released 2022/06/09

ENHANCEMENTS

l Users can edit the Disposition of a Vulcan Soldier. The Disposition Reason drop-down also populates based on the chosen Disposition Category.

l The My Reports blade was created in the Command Center. It contains the My Reports, Private Reports, and Shared Reports folders.

KNOWN ISSUES

l The RMS Metric Brief report does not open and instead creates an error message.

Version 10.9.0-Released 2022/05/12

- 21 - Document generated on: 8/30/2023 at 11:12 AM l The Enterprise/AKO ID section was changed to a drop-down and the email address now auto -populates.

o The Enterprise/AKO ID drop-down is found in the LNO User window which opens when adding a new user to the LNO Assignments chart in the Administration blade.

l A section for Training Videos was created in the Resource Center blade of the Command Center.

l The Category Manager, LNO Assignments, and Resolutions links under the Administration blade in panel 1 were role restricted, only to be seen/actioned on by the NGB Admin role and hidden for all other roles.

l The ability to upload multiple files to the Documents tab was added.

o This applies to panel 4 of the AWOL Recovery, Sponsorship, Career Development Counseling, Extension, and Interstate Transfer cases, as well as panels 3 and 4 of a Vulcan RSP case.

RESOLVED ISSUES

l An error surrounding both the primary and alternate contact information grids in the Family Contact tab of panel 3 which did not allow editing or the addition of new information was resolved.

l The field under Days Until Shop_Color Code was being duplicated and has now been resolved. Only applicable fields show options for the user.

o Users would see duplicate fields, that while the same, were different tables.

l The POC Last Name field in the Warrior Roster Builder report had an extra space that was deleted.

o It used to read POC L ast Name.

l An error surrounding the “Failed Transaction Flag” field in the ATRRS Training Roster was resolved.

o The “Failed Transaction Flag” would throw an error when inserted into the report. It was removed as an option from the left side.

Version 10.8.0-Released 2022/04/4

ENHANCEMENTS

l The APFT Stored Procedures were modified, and updates were made to the requirements of the physical test calculation.

RESOLVED ISSUES

l An error where check boxes in the Quickship Checklist screen (button 3) in panel 4 of the Sponsorship Tasks Incomplete, Sponsorship Tasks Overdue, and Quick Shipper work buckets would not save was resolved.

l When performing a Vulcan Soldier Search from the Search blade of the Command Center, the Training Phase drop-down displayed code instead of a description of the phase. This error has been

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l In the Soldier Roster of a Vulcan work bucket, the Training Phase column displayed code instead of a description.

KNOWN ISSUES

l The RSP Sponsorship Checklist (button 2) has multiple Qty checkboxes repeating when only one should be present.

Version 10.7.0-Released 2022/03/14

ENHANCEMENTS

l The Enlisted Affiliation Incentives Request Form and Enlisted Incentives Request Form were added to the Resource Center blade.

l The ARNG SRIP Policy FY22, ARNG SRIP Policy FY22 Memo, and ARNG SRIP Q1 Top 3 State MOS documents were added to the Resource Center blade.

l The Case History tab is grayed out and inaccessible unless there is data present. If data is present the tab is accessible and show a history grid with a Contact button that opens a pop-up window when clicked.

l The Strength Maintenance Program and Summary of Change documents were extensively updated, and the Assignment of Enlisted Personnel document was added to the Resource Center blade.

RESOLVED ISSUES

l An error with the Returned to LNO work bucket not displaying a work count for search results was resolved.

l An error when selecting the Vulcan Cases tab within the Returned to LNO work bucket was resolved.

l An error with the Disposition Roster reports data display was resolved.

l An error with the RSP Attachment Discrepancy report not drilling down was resolved.

l An error with the Soldier Roster report not drilling down was resolved.

l An error with the Soldier Ship Roster report not drilling down was resolved.

l An error with the Acknowledge RSP Assignment button being unresponsive was resolved.

l An error surrounding several Vulcan reports returning too many results and not filtering was resolved.

l An error with users having blank UIC/Grades in UMT user profiles which was not allowing them to fall into the appropriate user hierarchies was resolved.

Version 10.6.0-Released 2022/02/8

- 23 - Document generated on: 8/30/2023 at 11:12 AM l Custom controls were created around the Create LNO Ticket button in the LNO tab.

l Users can create and add new Resolution options in LNO Edit Ticket Options in the Administration blade.

l RSP Site Setup successfully opens in panel 3 from the Administration blade.

l PFA/APFT Assessments successfully opens in panel 3 from the Administration blade.

l Controls were created in the Assume Command blade to assume different commands and roles.

l An updated DA 4836 form has replaced the outdated form in RMS

RESOLVED ISSUES

l An error involving work bucket counts not matching was resolved.

l An error involving the calendar defaulting to January 1900 was resolved.

l An error involving the Document Center not listing properties was resolved.

l An error causing .docx file types to be unsupported in the Document center was resolved.

Version 10.5.0-Released 2022/01/10

ENHANCEMENTS

l Users under the RSP Shipper Management work bucket will have access to a checklist form that is exportable.

l A link to the User Management Tool was added to the Administration blade.

RESOLVED ISSUES

l An error in the LNO Documents tab in the 4th panel of the LNO Module folder was resolved.

l An error when trying to access the RSP Performance Metrics Report was resolved.

l An error tied to the 30-Day Shipper work bucket was resolved.

KNOWN ISSUES

l The subscribe button for Reenlistment Success reports generates an error message.

Version 10.4.0-Released 2021/12/13

ENHANCEMENTS

l Added ability to create remarks about a Soldier as well as view preexisting remarks.

l Added ability to create remarks about a Soldier as well as view preexisting remarks.

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Version 10.3.0-Released 2021/10/16

ENHANCEMENTS

l The list of RMS User Roles that can issue incentive Contracts was updated.

l Updated ability to capture Family Contact information.

o Adding primary and alternate contact information for soldiers.

RESOLVED ISSUES

l The option to select a year in “Date Extension will be Executed” was resolved.

l An error in the Contact Info Section of the 3rd panel of the Routine Monitoring work bucket was resolved.

l A “Days Until Ship” column was added to the 2nd panel of the Routine Monitoring work bucket.

l An error in the Documents Section of the 3rd panel of the Warrior Sponsorship work bucket was resolved.

2 Getting Started With Vulcan RSP

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2 Getting Started With Vulcan RSP Welcome to the Vulcan Recruit Sustainment Program (RSP) Database user guide. This guide is designed to assist the user community in quickly gaining access to the database and understanding common tasks.

The Vulcan module provides management and reporting functions for enlisted Soldiers participating in the Recruit Sustainment Program (RSP). It is utilized primarily by RSP Coordinators and Cadre at the State and RSP Detachments. Reports are available for national-level NGB oversight of the RSP.

Vulcan helps the RSP ensure that Soldiers in the training pipeline remain administratively and physically ready for Basic Training (BT) and Advanced Individual Training (AIT), increasing the likelihood that these Soldiers reach a fully trained status. Users are prompted to check and report on Soldier readiness status continuously during the Soldier’s participation in RSP. RSP Sponsorship tasks are performed when a Soldier is first attached to the RSP. Routine Monitoring tasks are performed during monthly drills conducted at the RSP. Shipper Readiness tasks are performed as the Soldier nears his or her training ship date.

Another function in Vulcan, the LNO Module, provides for the communication and resolution of issues that may arise while a Soldier is at training. ARNG Training Liaison Officers (LNO) can create LNO tickets in Vulcan, which the state and/or detachment RSP respond to, in order to have the issues resolved as quickly as possible.

2.1 User Roles

Your view of the Vulcan RSP product and the tasks you can perform are defined by your user role and the permissions that you have been assigned. You may be assigned one of the following user roles:

l NGB Administrator: Users with access to the NGB Administrator level can view the status of RSP in all states in the nation. They can see statistics summarizing the status of RSP in each state, view many reports, and complete all tasks that State Administrators and Users can complete.

l State Administrator: Users with access to the State Administrator level can view all the RSP Sites within a particular state. They can see statistics summarizing the status of the RSP in each of the exist-ing RSP Sites, identify units that are RSP Sites, view many reports, and complete many other essential tasks.

l User: Users with access to the RSP Site level can view all the Soldiers assigned to a particular RSP Site. They can see statistics summarizing the status of the Site, define a Site Drill Schedule, update Sol-dier information in bulk, and complete many other essential tasks.

l LNO: Training Liaison Officers at the various IET Sites can open and maintain LNO Tickets and have read-only access to other Soldier information.

l Read Only: Users with NGB, State, and RSP Site level roles can also be restricted to read-only access.

2 Getting Started With Vulcan RSP

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2.2 Using Vulcan RSP

Vulcan allows you to look at your Recruit Sustainment Program from a variety of levels: NGB, State, RSP Site, and individual Soldier. From each of these levels different tasks can be performed, and different information can be accessed. Depending on your permissions, you have access to some or all of these levels.

3 SMMS Overview

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3 SMMS Overview The Strength Maintenance Management System (SMMS) is a CAC-authenticated management and reporting tool for the Army National Guard (ARNG) force’s readiness and strength at the unclassified level.

SMMS is a web-based system with multiple modules and tools that support the Recruiting and Retention Community utilizing a familiar desktop-style user interface. SMMS also currently hosts the G1 Gateway and the Guard Incentive Management Subsystem (GIMS).

3.1 Accessing Vulcan Recruit Sustainment

Program Access to the SMMS and Vulcan is Common Access Card (CAC) authenticated through EAMS-A.

Tip - For account assistance, please contact the Army Enterprise Service Desk (AESD) at 866- 335-ARMY. For application support, please contact the G1 Help Desk at 877-339-5570.

Warning: The SMMS is a DOD website. The security accreditation level of this site is classified as FOUO and below. Do not process, store, or transmit information classified above the accreditation level of this system. DOD web sites may be monitored for all lawful purposes, including ensuring their use is authorized, managing the system, facilitating protection against unauthorized access, and verifying security procedures, survivability, and operational security. Monitoring includes, but is not limited to, active attacks by authorized DOD entities to test or verify the security of this system.

During monitoring, information may be examined, recorded, copied and used for authorized purposes. All information, including personal information, placed on or sent over this system may be monitored. Use of this DOD web site, authorized or unauthorized, constitutes consent to monitoring. Unauthorized use of this DOD web site may subject you to criminal prosecution. Evidence of unauthorized use collected during monitoring may be used for administrative, criminal or other adverse action. Use of this system constitutes consent to monitoring for all lawful purposes.

3.2 Logging on to SMMS

1. In order to access the SMMS, and all of the available products, navigate to https://smms.ngb.army.mil/v4/RMS/

2. Insert CAC into the reader attached to the computer.

3. Select the authentication certificate and enter a valid CAC PIN.

The SMMS opens.

https://smms.ngb.army.mil/v4/RMS/

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Note - Upon first logging into the SMMS, users must read and accept the Acceptable Use Policy.

4. Log on. If there are any active system notices, they appear in a pop-up window.

5. Click Dismiss after reviewing the message or click Remind Me Later to view the message again upon next logging into the SMMS.

3.3 The StrengthNet Landing Page

Upon logging into SMMS, the StrengthNet Landing Page opens. This page displays links to the most popular products in the SMMS portal.

There are three ways to access links on the StrengthNet Landing Page:

l Product Boxes: Clicking the modules in the boxes either opens the module via the webtop, or with some modules, opens the module in the browser window. The G1 Gateway product box opens the G1 Gateway website in a separate tab in the browser.

o Recent Modules: limits the modules displayed to the last ten users have accessed o All Modules: default view o My Suggested Modules: displays modules matching tags selected in user profile settings l Search: Type the name of a module in the Search field. The modules displayed are filtered as users type.

l Shortcut menu: Hover the cursor over the icon on the left side of the screen to view a pop-up menu with shortcuts to all the module tiles and options available from the Landing Page.

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3.3.1 Message Notification

If any messages require attention, theMessage Notification window appears when opening the site. Select the check box for each message and click Read to acknowledge the message so it won't appear upon next login.

The recent messages from theMessage Notification window also appear on the right side of the screen for future reference.

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3.3.1.1 Profile Settings

The Profile Settings page displays tags that can be selected to filter the modules displayed from theMy Suggested Modules screen or to limit notification subscriptions.

Selecting tags may help users decide which modules are of interest to the user and to their mission. Modules matching selected tags are displayed when theMy Suggested Modules filter is selected. Tags are maintained by administrators.

3.3.1.2 Help Desk

The Help Desk contact information is available from this screen.

3.3.1.3 Manage Menu

TheManage Menu button opens the StrengthNet Menu Maintenance page to theModules tab. Only admin users have access to the Manage Menu.

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Manage Menu options include:

l Modules tab l Tags tab l Active Notifications tab l Expired Notifications tab l User Management tab

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Modules Tab

Click Add a Module at the top of the list to create a new module.

Note - The contents of the Long Description fields are displayed as a tooltip once the module has been added, as seen in the screenshot below.

To edit an existing module, select that module from the list. The example below illustrates the options to add tags to or edit the SMT module.

Click Add tags to view a list of existing tags. Select the checkbox for any tag(s) required to apply to the module.

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Tags tab

Click Add a Tag to create a new tag.

To edit an existing tag, select that tag from the list. The example below illustrates the options to edit a tag labeled "test."

Active Notifications tab

To add a notification:

1. Set the expiration date.

2. Set the priority to Critical, High, Medium, or Low.

3. Enter notification text.

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4. Optionally, select the Requires Notification check box to flag the message as high priority. This requires the user to select the message and click Read in theMessage Notification window that appears after logging in.

5. Click Add.

Expired Notifications tab

In this section users can select an expired notification to update or delete.

User Management tab

To navigate back to theManage Menu screen click Home.

3.4 Requesting Access on StrengthNet

1. On the StrengthNet Landing Page, click the application you wish to request access to.

A page displaying hyperlinks to request access to the application appears.

2. Your profile appears in the Request Access screen

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3. First, click the magnifying glass next to the Command Value field.

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The Command Picker window opens. Select the appropriate options from the drop-down menus. Click SET.

4. The Hierarchy Type and Command Level fields will automatically populate.

Click SAVE.

5. In the Roles and Permissions section, select the appropriate role from the Role drop-down menu.

Click SAVE.

6. Once all required information has been filled in, click REQUEST ACCESS in the Submit section.

Click YES in the confirmation window.

7. Your request is submitted for Administrator approval.

4 Retention Management Software Overview

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4 Retention Management Software Overview

4.1 Opening Vulcan RSP

From the Vulcan Landing Page, you can open the Vulcan RSP Case Work module from theManagement Center menu in the Command Center.

4.2 Introduction to the Vulcan Interface

The Vulcan user interface allows you to accomplish your work from four panels, each of which performs a different function.

Note - Each panel can be collapsed or expanded at any time by clicking the black bar at the top of each panel.

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From left to right, panels 1 and 2 contain:

1. Command Center: see Command Center on page 40.

2. Case Roster: see Case Roster on page 41Case Roster on page 41.

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Panels 3 and 4 contain:

3. Soldier Details: see Soldier Details on page 43.

4. Case Details: see Case Details on page 50.

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4.2.1 Command Center

The Command Center is where you access your job duties within Vulcan.

The Command Center is composed of several different blades:

l Management Center: SeeManagement Center below.

l Search: See Search on page 107.

l My Reports: Contains private and shared reports. SeeMy Reports on page 135 l Resource Center: Contains documents, user guides, and training videos. See Resource Center on l Document Center: Contains any policy guidance or other documents uploaded by module administrators for users of the module to view.

l Administration: See Administration on page 140.

l Assume Command: See Assume Command on page 164.

l RSP Portal: Search for RSP training resources. See RSP Portal on page 167.

4.2.1.1 Management Center

TheManagement Center, located in the first panel on the far left of the screen, organizes cases in permission-based work buckets, or groups of similar cases. Work buckets display a list of Soldiers or LNO tickets needing a particular action that you may need to perform. You can only view work buckets, and the cases within, if you have the appropriate role and permission. The number in parentheses beside each work bucket is the number of cases that you can either view or edit.

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Note - Depending on your role, you may be able to view work buckets and cases that you are unable to edit.

Vulcan Work Buckets

The work buckets within the Vulcan RSP module include:

Work Bucket Case Awaiting Attachment to

RSP

These cases are new RSP Soldiers who have not yet been attached to an RSP Site (which must be accomplished in IPPS-A).

Pending RSP Acknowledgment

These cases are Soldiers who have just been attached to the RSP Site.

Users from that RSP Site must acknowledge that they have a new RSP

Soldier.

Sponsorship Tasks Incomplete

These cases are Soldiers for whom the initial RSP Sponsorship tasks are not yet complete.

Sponsorship Tasks Overdue

Cases are copied from the Sponsorship Tasks Incomplete work bucket to this work bucket if it has been 45 days since the Soldier enlisted; the RSP

Sponsorship Checklist can be completed from either work bucket.

Quick Shipper These cases are shipping to training 45 days or less after the Soldier's enlistment date.

In-Progress These cases monitor the completion of tasks performed during monthly drills conducted at the RSP Site.

Overdue Cases are copied from the In-Progress work bucket to this work bucket if the case hasn't been updated within 30 days of a drill.

At Training These cases are on hold while the Soldier is away at training.

90-Day Shipper These cases are shipping to training within 90 days.

60-Day Shipper These cases are shipping to training within 60 days.

30-Day Shipper These cases are shipping to training within 30 days.

New These cases contain new LNO tickets.

Returned to LNO (All) These cases have been returned to the LNO by the state with a response to the ticket.

Returned to State These cases have been returned to the state by the LNO for further review or document requests.

4.2.2 Case Roster

The Case Roster is the second panel from the left, which lists a selected work bucket's contents.

The list includes cases in that work bucket and general information about the associated Soldiers, such as Soldier name, UPC, Social Security Number (SSN), etc.

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You can select any Soldier from this list to view detailed information about that Soldier. After clicking a Soldier, the third and fourth panels populate, and the first and second panels automatically collapse.

4.2.2.1 Soldier Roster Tools

There are several ways to customize the Soldier Roster (second) panel.

l Filter the results by clicking on the Show/Hide Filters icon at the top of the panel. Enter text above a column in the Search field. The results are filtered as you type.

l View tool-tips by clicking the…