Attachment 10-RMS User Guides Combined-30AUG23.pdf

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Retention Management System - AWOL 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 7

2 SMMS Overview 16

2.1 Accessing Retention Management System - AWOL 16

2.2 Logging on to SMMS 16

2.3 The StrengthNet Landing Page 17

2.3.1 Message Notification 18

2.3.1.1 Profile Settings 19

2.3.1.2 Help Desk 19

2.3.1.3 Manage Menu 19

2.4 Requesting Access on StrengthNet 23

3 Retention Management Software Overview 26

3.1 Opening AWOL Recovery 26

3.2 Introduction to the RMS AWOL Interface 26

3.2.1 Command Center 29

3.2.1.1 Management Center 29

3.2.2 Soldier Roster 30

3.2.2.1 Soldier Roster Tools 31

3.2.3 Soldier Details 32

3.2.3.1 Viewing and Adding Contact History 33

3.2.4 Case Details 33

4 AWOL Recovery 34

4.1 Initiating the AWOL Recovery Process 34

4.1.1 Completing an AWOL Recovery Case 37

5 Additional Actions 41

5.1 Documents 41

5.1.1 Download a File 41

5.1.2 Upload a File 42

5.2 References 42

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5.3 Case History 42

6 Contacting the Help Desk 44

7 Glossary of Icons 45

8 Additional Tools 46

8.1 Search 46

8.1.1 Soldier Search 46

8.1.2 Save a Search 49

8.1.3 View Saved Searches 49

8.1.4 Recent Searches 50

8.2 Reports 50

8.2.1 The Reports Screen 52

8.2.2 Data Marts 52

8.2.3 Report Information 52

8.2.3.1 Measurements 52

8.2.3.2 Dimensions 52

8.2.4 Applied Filters 53

8.2.4.1 Editing a Filter 53

8.2.4.2 Deleting a Filter 53

8.2.5 Report Tools 54

8.2.5.1 Report Builder 54

8.2.5.2 Sort the Report 57

8.2.5.3 Save the Report 58

8.2.5.4 Subscriptions in RMS AWOL 58

8.2.6 Drilling Down 59

8.2.7 Aggregate and Base Reports 60

8.2.8 Reports Glossary 60

8.3 AWOL Recovery Reports 61

8.3.1 AWOL Status by Unit State 62

8.4 My Reports 62

8.4.1 My Reports Folder 63

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8.4.2 Private Reports 64

8.4.3 Shared Reports 65

8.5 Resource Center 66

8.6 Administration 67

8.7 Assume Command 69

8.7.1 Original Role 69

8.7.2 Change Role 69

8.8 RSP Portal 72

8.8.1 Training Sections 72

8.8.2 Module 73

8.8.3 Page Resources 74

9 User Management Tool 75

9.1 User Management Tool 75

9.2 Accessing UMT 75

9.3 UMT Overview 75

9.4 Understanding the Case Management Framework 77

9.4.1 Understanding Work Buckets 77

9.4.2 Understanding Actions 78

9.4.2.1 Mapping Manual Actions to Begin-State Work Buckets 80

9.4.2.2 Mapping Manual Action Transitions to End-State Work Buckets 81

9.4.2.3 Time-Based State Transitions 82

9.5 Navigating the UMT Panels 82

9.5.1 Panel 1: The Command Center 83

9.5.1.1 UMT Search 83

9.5.2 Panel 2: Landing Page and Results Display 84

9.5.3 Panel 3: User Management Functions 86

9.5.4 Controlling User Roles and Permissions in Panel 3 87

9.5.4.1 Profile 88

9.5.4.2 Command 89

9.5.4.3 Roles and Permissions 90

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9.5.4.4 Submit 101

9.5.4.5 History of Actions 102

9.6 UMT Reports 103

9.6.1 User Accounts Summary 103

9.6.2 User Activity 104

9.6.3 User Permissions 104

9.6.4 Invalid User Command 104

9.7 Automatic Notifications 105

9.7.1 State-Driven Notifications 106

9.7.2 Time-Based Notifications 106

1 Whats New

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

ENHANCEMENTS

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 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 “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.

Version 10.22.0-Released 2023/06/28

ENHANCEMENTS

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

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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

Version 10.21.0-Released 2023/05/31

ENHANCEMENTS

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 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.

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Version 10.20.0-Released 2023/05/3

ENHANCEMENTS

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 The “Reports Usage” report returned no data found.

o This error has been resolved.

Version 10.19.0-Released 2023/04/5

ENHANCEMENTS

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 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.

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 10.18.0-Released 2023/02/22

ENHANCEMENTS

l In Panel 4 of a case in the “Determine Reason” work bucket, the “Reason ID” drop-down was updated to populate based on the category selected in the “Reason Category” drop-down.

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o Records created prior to November 1, 2022 were closed out.

RESOLVED ISSUES

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

ENHANCEMENTS

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

KNOWN ISSUES

l The AWOL “Category/Reason” drop-down menus need refinement to display a limited number of Category options.

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:

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

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 Under the References tab in Panel 4, “Army Regurations” was corrected to “Army Regulations”.

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.

Version 10.15.0-Released 2022/11/01

ENHANCEMENTS

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

l On the Exercise and Production sites, the Create Case tab in Panel 3 was not populating the controls or cases tied to the Soldier.

o This error has been 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.

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Version 10.14.0-Released 2022/09/22

RESOLVED ISSUES

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 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 (AWOL) When entering an email address or alt email in the Panel 4 Soldier Contact information section, the application allows the user to save a zero at the end of the email address (.c0m) instead of .com.

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 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.

RESOLVED ISSUES

l When inputting or editing an Alt Email in the Soldier Contact Information section of Panel 4, the inputted information does not save and is not displayed in the Alt Email field.

- 13 - Document generated on: 8/30/2023 at 11:05 AM o This error has been resolved.

l Saving information in the Soldier Contact section displayed a successful save message but the contact info did not appear as expected.

o This error has been resolved.

l Clicking the edit icon in the Soldier Contact Information section populated additional spaces that prevented saving. These extra spaces have been eliminated.

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.

Version 10.10.0-Released 2022/06/09

ENHANCEMENTS

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

ENHANCEMENTS

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.

- 14 - Document generated on: 8/30/2023 at 11:05 AM 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 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 10.7.0-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 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

ENHANCEMENTS

- 15 - Document generated on: 8/30/2023 at 11:05 AM 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 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 Case tab reflects work bucket location in the AWOL Recovery process.

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.

KNOWN ISSUES

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

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.

2 SMMS Overview

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2 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).

2.1 Accessing Retention Management System

- AWOL

Access to the SMMS and RMS AWOL 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.

2.2 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.

2.3 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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2.3.1 Message Notification

If any messages require attention, the Message 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 the Message Notification window also appear on the right side of the screen for future reference.

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2.3.1.1 Profile Settings

The Profile Settings page displays tags that can be selected to filter the modules displayed from the My 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 the My Suggested Modules filter is selected. Tags are maintained by administrators.

2.3.1.2 Help Desk

The Help Desk contact information is available from this screen.

2.3.1.3 Manage Menu

The Manage Menu button opens the StrengthNet Menu Maintenance page to the Modules 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 the Message 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 the Manage Menu screen click Home.

2.4 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.

3 Retention Management Software Overview

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3 Retention Management Software Overview

3.1 Opening AWOL Recovery

From the RMS Landing Page, you can open the AWOL Recovery module from the Management Center menu in the Command Center.

3.2 Introduction to the RMS AWOL Interface

The RMS AWOL 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 29.

2. Soldier Roster: see Soldier Roster on page 30Soldier Roster on page 30.

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Panels 3 and 4 contain:

3. Soldier Details: see Soldier Details on page 32.

4. Case Details: see Case Details on page 33.

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3.2.1 Command Center

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

The Command Center is composed of several different blades:

l Management Center: See Management Center below.

l Search: See Search on page 46.

l My Reports: Contains private and shared reports. See My Reports on page 62 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 67.

l Assume Command: See Assume Command on page 69.

l RSP Portal: Search for RSP training resources. See RSP Portal on page 72.

3.2.1.1 Management Center

The Management 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 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.

RMS AWOL Work Buckets

The work buckets within the AWOL Recovery module include:

Work Bucket Case

Contact Soldier This work bucket is populated with Soldiers, listed as AWOL, who have yet to be contacted.

Determine Reason Identify the reason for Soldier's unexcused absence(s).

Prepare 4856 Enter information so that the DA 4856 can be created, and the Soldier's

Case can be closed.

3.2.2 Soldier Roster

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

The list includes Soldiers who have a case in that work bucket and general information about those Soldiers, such as Soldier name, UPC, Social Security Number (SSN), etc.

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.

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3.2.2.1 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 information icon in any column heading.

l Options to refresh the screen, show/hide filters, clear filters, export to CSV, or export to Excel are

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Tip - Tip: See the Glossary of Icons on page 45 for specific descriptions.

3.2.3 Soldier Details

Soldier Details, located in the third panel, includes information about the specific Soldier you selected, including contact history, personnel data, and other data available within RMS.

The Soldier Details panel contains the following tabs:

Tab Function

Create Case Add different case types to a Soldier's file.

Documents Includes all uploaded documents associated with the Soldier. (See Documents on page 41 for more information.)

Personnel Displays basic personnel information for the Soldier, such as AFQT Score, Date of Com-mission, Duty Position Qualified, etc.

Demographics Displays demographic information on the Soldier, such as Age, Gender, and Marital

Status.

Current Assignment Displays information on the Soldier's current assignment such as Line, Paragraph, and

Position Title.

Active Duty Tours Displays a summary of the Soldier's ARNG Active Duty Tours.

ATRRS History Displays information about the Soldier's Army Training Requirements and Resources

System (ATRRS) Reservation History (Class Number, Course Number, Completion Status, and Start and End Dates).

Medical Status Displays information on the medical status of the Soldier, including deployment lim-itations and other attributes of medical readiness.

SFPA

Displays the most recent status of each Suspension of Favorable Personnel Actions

(SFPA) flag associated with a Soldier and tracked by his or her current state.

Line Scores Displays the line scores for the Soldier which are derived from individual ASVAB subtest scores.

Reenlist/Ext Activity Displays information on any recent reenlistment or extension activities, if applicable.

Drill Attendance (U) Displays information on any Drill Attendance codes of "U" (Unsatisfactory Attend-ance).

SIB Transactions Displays information on any IPPS-A transactions submitted for the Soldier, if applic-able.

Additional Contact Info Allows you to view existing contact information and edit or add information.

Contact History Tracks all contact made with the Soldier. (See Viewing and Adding Contact

History on the next page for more information.)

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3.2.3.1 Viewing and Adding Contact History

The third panel Contact History tab displays a record of all of the instances of contact with the Soldier.

1. Click Contact History.

The Contact History tab opens.

2. To add a new contact record, fill in the fields and drop-down lists.

3. Click +ADD.

The contact is added to the Contact History tab.

3.2.4 Case Details

The fourth panel, Case Details, contains all information pertaining to a Soldier's selected Case.

The tabs below can be found in the fourth panel in different stages of the AWOL Recovery process.

Tab Function

Case Displays detailed information on the case and allows permission based actions to be taken.

Documents Displays information on the documents already uploaded for the case and allows users to upload additional documents relating to the case. See Documents on page 41.

References Display links to reference document that may aid in processing the cases.

Case History Displays information on the history of actions taken on the case. See Case History on page 42.

4 AWOL Recovery

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4 AWOL Recovery The RMS AWOL module assists users in identifying Soldiers who have missed a scheduled drill in order to contact the Soldier in question, determine why the Soldier has missed at least one drill, and provide counseling to get the Soldier out of an AWOL status.

4.1 Initiating the AWOL Recovery Process

1. Within the Command Center, open the Management Center tab and expand the AWOL Recovery menu.

2. Click the Contact Soldier work bucket to display its Soldier Roster in the second panel.

3. Select a case from the Soldier Roster.

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Soldier Details open in the third panel. Case Details open in the fourth panel.

4. The Soldier Contact Information section displays and maintains any additional contact information for the Soldier.

You can add, edit, or delete contact information in this section. Remember to click Save when finished.

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5. To edit information in the Soldier Contact section, click the Edit icon to the left of an entry in the table.

6. The Edit Soldier Contact window opens.

Make the necessary changes and click SAVE.

7. Click VALIDATE in the Case Actions section after you have verified the accuracy of the information.

A confirmation window opens. Click YES.

8. The VALIDATE button is replaced by the CONTACT SOLIDER button.

Tip - After validating the Soldier’s information, you are able to terminate the case on any screen by clicking the Terminate Case button.

Note - You can proceed to the next step in the process without validating the Soldier’s contact information, but you cannot complete the Soldier’s case until this information has been validated.

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9. Click the icon in the upper right of the Soldier Contact section to add a new soldier contact.

10. Enter a Contact Date, Type, and a Comment about the Soldier being contacted in the provided fields.

11. Click +ADD.

The information entered appears in the Soldier Contact table.

12. Enter any remarks and click CONTACT SOLDIER in the Case Actions section.

A confirmation window opens. Click YES.

13. The AWOL Reasons section appears.

4.1.1 Completing an AWOL Recovery Case

1. From the AWOL Reasons page in the fourth panel, choose a Reason Category and related Reason from the available drop-down menus.

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2. Optionally, add a comment in the Reason Comment field and click SAVE.

3. Click DETERMINE REASON in the Case Actions section.

A confirmation window opens. Click YES. The Counseling section appears.

4. Click PREPARE NEW 4856 COUNSELING.

5. The Counseling screen appears.

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6. Fill out the required information for the Soldier to be counseled.

Note - Scroll down to view all available fields.

7. Click SAVE at any point to save your progress.

8. Click PRINT PDF in order to view the input information within the DA Form 4856.

DA Form 4856 opens in a new window.

9. Review the form for accuracy.

10. In the Session Closing section, select the I agree or disagree with the information above check box for the individual counseled.

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11. Obtain the signature of the individual counseled in the available field.

Tip - Click the signature field to enter a CAC-authenticated digital signature.

12. Click the Signature of Counselor field to sign the form digitally.

13. Save a copy of DA Form 4856 for your records and to give to the counseled Soldier.

14. Click COMPLETE 4856 in the Case Actions section in order to close the Soldier's case.

The case is completed and the Case tab is read only.

5 Additional Actions

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5 Additional Actions By default, the fourth panel opens with the Case tab selected. The Documents,, References, and Case History tabs can also be viewed within this panel.

5.1 Documents

The Documents tab allows you to filter, download, and upload files pertaining to the selected Soldier.

5.1.1 Download a File

1. From the Documents tab, check the check box(es) of the file(s) that you want to download.

Note - If more than one file is selected, the files are downloaded as a zip file.

2. Click DOWNLOAD SELECTED at the bottom of the screen. The file(s) are downloaded.

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5.1.2 Upload a File

1. Click UPLOAD NEW FILE.

The Upload New File dialog box opens.

2. Click Choose Files.

3. Navigate to the file, and click Open.

The File field is populated with the name of the file.

Note - You can upload multiple files at a time by simply selecting more than one file before clicking Open.

4. Click UPLOAD.

The file is uploaded.

Note - Any documents uploaded in the 4th panel will be available in the Documents tab in Panel 3 where all documents uploaded to the Soldier's case are consolidated.

5.2 References

Click the References tab in the Case Management (fourth) panel.

The References tab opens, displaying links to Army Regulation documents relevant to RMS AWOL cases.

5.3 Case History

1. In the Case Details (fourth) panel, click the Case History tab.

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The Case History tab opens, displaying information about previous actions completed for the Soldier.

6 Contacting the Help Desk

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6 Contacting the Help Desk You can contact the Help Desk in one of two ways:

1. Call 1-855-249-9311.

2. Email mailto:ng.ncr.arng.mbx.rcms-g@mail.mil

When contacting the Help Desk, please include the name of the module and a brief description of what you were doing before receiving an error message within the module.

7 Glossary of Icons

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7 Glossary of Icons These are all of the icons encountered throughout the RMS AWOL product.

Case Management Icons

Function

Refresh

Show/hide the filter fields above the columns

Print

Export to CSV

Export to Excel

Closes the current panel

Closes all tabs currently open for just the selected panel

Toggle section

Toggle full screen

Maximize section

Displays the look up values for a particular field

Show DEI

Help

Video

8 Additional Tools

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8 Additional Tools Additional Tools explains additional functionality included within RMS, including the Search and Reports sections.

8.1 Search

You can search for Soldiers within the module by selecting the Search tab from the Command Center, and then choosing the appropriate Search Type. (See Soldier Roster Tools on page 31 for more information about options in the search results panel.)

8.1.1 Soldier Search

1. Enter information into any of the available fields—SSN, SSN Last 4, Last Name, First Name, or UPC Code.

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2. Click SEARCH.

The second panel displays a list of Soldiers matching your search criteria.

3. Click a Soldier's name to view more information about the Soldier.

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The third panel opens.

Note - Some tabs may be hidden when the panel opens. Click the arrow icon to view them.

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8.1.2 Save a Search

1. Click SAVE after entering search parameters to save a search for later use.

2. Enter a name for the search.

3. Choose the Scope for the search, either Private or Public.

4. Choose to overwrite an existing save, or save the search as something entirely new.

5. Click CONFIRM.

The search is saved and can be used again by clicking the Saved Searches drop-down menu.

8.1.3 View Saved Searches

From the Saved Searches drop-down menu, you can choose to view the criteria for any previously saved search.

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8.1.4 Recent Searches

From the Recent Searches drop-down menu, you can view the search criteria from your recent searches.

8.2 Reports

Reports are a central tool in RMS AWOL. They display data in a tabular format and provide many options for customization. In general, reports allow you to view information tailored to your needs at the scope that makes sense for your subject of interest. They provide a user-friendly way to access detailed information on nearly any data used in RMS AWOL.

You can view reports within the module by selecting the Reports tab from the Command Center, and then choosing the appropriate folder.

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This section of the user guide explains how to navigate and work within a report. The functions described here are available for all reports, regardless of how they were generated.

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8.2.1 The Reports Screen

At the top of every report screen you can find the APPLIED FILTERS, DIMENSION INFORMATION, and MEASUREMENT INFORMATION buttons. These give information about the report and options for modifying it. The report itself occupies the remainder of the screen.

8.2.2 Data Marts

Reports can run directly against a data mart or can link directly to a data mart. All reports either represent a portion or portions of data mart data. A data mart is a central source for data pertaining to a certain focus.

Each data mart defines the dimensions and measurements available to you as well as the roll-up definitions (table joins) that derive the information. Data marts pull their data from select source tables, which define how a user or report queries against them.

8.2.3 Report Information

The section at the top-left side of Panel 2 contains the title of the report and a short description of the information contained therein. The MEASUREMENT INFORMATION section describes the numeric values being presented (e.g., Assigned Strength), usually as columns in the report. The DIMENSION INFORMATION section identifies the other field elements being displayed in the report, often grouped as row values (e.g., Unit State) and/or filters (e.g., Run Date).

Tip - See Measurements below or Dimensions below for more information.

8.2.3.1 Measurements

Measurements are fields that represent a numeric count (e.g., a sum total) or mathematical function (e.g., an average value or the percentage of a population) of something being analyzed. They are typically derived from information stored as binary (yes/no) values in the Data Store at the individual record level-of-detail.

Examples of data stored as measurements include total assigned strength, total gains over a given period of time, MOS-qualified personnel, average age, and an organization's loss rate.

8.2.3.2 Dimensions

Dimensions are fields with values that are typically grouped to form a basis of comparison (e.g., male vs.

female), or are used to filter or parse data (e.g., unit state = Virginia). Since they are not typically represented with binary "Yes/No" values, dimensions cannot be directly summed; rather, they are used in combination with various measurements (e.g., total missions, etc.) to produce your result matrix. For example, consider "gains" (measurement) by "unit state," or "assigned strength" (measurement) by "gender" (dimension). Dimension values are typically represented as rows in a given report, although they can also appear as columns in a cross-tab report.

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8.2.4 Applied Filters

The APPLIED FILTERS button displays the current filter on the report, if applicable. Any additional filters you apply appear when you click it, as do any drill-down criteria you add.

8.2.4.1 Editing a Filter

1. Click the Edit Filters button to change the parameters of one of the filters.

The Edit Filter screen appears. Click ADD FILTER . A drop-down menu appears.

2. To update the filter, select an operator from the drop-down list.

3. Next, select the value upon which to filter the report.

4. Click SAVE to confirm your selections.

The updated report appears.

8.2.4.2 Deleting a Filter

Click the Delete Filtericon under APPLIED FILTERS. Then click DELETE in the confirmation window.

The updated report appears.

Note - This option is not available for the Run Date filter, which must appear on all reports.

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8.2.5 Report Tools

Report tools are displayed at the top of the panel beneath the report information buttons. They include various options for editing, saving, and viewing a report.

The following table explains each of the icons that can be found in the Reports blade. Icons with complex functions are explained in greater depth in their own section of the user guide.

Note - Available icons may vary among products.

Button Result

A Save Report dialogue screen appears.

The report is emailed to the email account associated with your profile.

A pop-up window appears with options for subscribing to the report.

A pop-up window appears with basic options for editing an aggregate report.

A pop-up window appears with in-depth options for editing an aggregate report.

The base report appears.

A collection of dashboards appear, displaying the information from your report.

A pop-up window appears with instructions for exporting the report data to a Microsoft Excel spreadsheet.

A pop-up window appears with instructions for exporting the aggregate and base reports as separate tabs in a Microsoft Excel spreadsheet.

View advanced options for sorting the report.

A pop-up window appears with instructions for exporting the report data to a Microsoft Excel Comma Separated Values File.

The Report Builder screen appears. It allows you to select specific measurements, dimensions, and filters to include within the base report.

Print the report.

A pop-up window appears with Dimensions and Measurements panels explaining the data in your report.

A pop-up window appears displaying the SQL code.

A pop-up window appears displaying Xml code.

8.2.5.1 Report Builder

The Report Builder tool allows you to modify base reports (see Aggregate and Base Reports on page 60) with customized dimensions, measurements, and filters.

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Note - In RMS AWOL, filters determine what data you see and how it is configured in any given report, dashboard, or view.

Building a Report with Report Builder

1. From within a base report, click the Edit Base Report button .

The Report Builder appears.

Note - The Edit Base Report button is not available in all base reports.

2. Optionally, view more information and filter the metrics and dimensions displayed in the Fields panel.

Type a metric or dimension name into either of the Fields text boxes. The list is now sorted to include only items that match your entry.

3. Add any element from the Fields panel to the Selected Fields panel to add it as a column in your report.

l Click the + icon on an element in the Fields panel to add it to the Selected Fields panel.

l Click the Remove icon on an element in the Selected Fields panel to remove it.

l Change the Sort order of any field to ascending, descending, or none.

l Change the primary, secondary, and additional sorts as needed by adjusting the number fields in the Sort column.

4. Add any element from the Fields list to the Selected Filters panel from the ADD FILTER drop-down to filter which results are returned in the report.

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The Select Operation menu appears.

5. Choose an option from the Select Operation menu.

If applicable, type a value in the text field that appears to complete adding this filter.

6. Repeat steps two through four as necessary.

7. Click GENERATE REPORT.

The report appears.

Grouping Filters

Adding a second filter groups the two filters together with a single operator (And/Or). Additional filters can be added to the group or to create a subgroup with a separate operator.

Note - The Run Date filter is not grouped with any other filters.

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1. Click ADD FILTER to add an additional filter at the bottom of the Selected Filter(s) panel.

The filters are grouped with a single operator.

2. Click ADD FILTER GROUP to add an additional filter on top of another filter to create a subgroup.

The subgroup is created with a separate operator.

Other Report Builder Actions

Task Action Delete an element from the Selected Field(s) or Selected Filter(s) panel

Click the Remove icon or click DELETE

Exit Report Builder Click Cancel.

8.2.5.2 Sort the Report

To sort a report, click the header of the column by which you want to sort. Clicking the header more than once toggles between sorting in ascending order and descending order.

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