NDMS_TAA_User_Manual_v_5.08.pdf

NAVAIR Depot Maintenance System

Time and Attendance

(NDMS-TAA)

Version 5.08

NAVAIR Depot Maintenance System Program Organization Standard Software Process

Posted: 20 July 2007

SOFTWARE USER MANUAL (SUM)

Authored by:

NAVAL AIR SYSTEMS COMMAND

DEPOT MAINTENANCE SYSTEMS

PROGRAM MANAGEMENT OFFICE

Form Version 1.0 – dated 26 June 2006 NDMS OSSP Volume I LCM – SUM i

SOFTWARE USER MANUAL (SUM)

The Software User Manual (SUM) instructs hands-on software users on how to use a Computer

Software Configuration Item (CSCI), a group of related CSCIs, or a software system or subsystem. It may also cover a particular aspect of the software operation, such as instructions for a particular position or task. The SUM is developed for software that is run by the user using a user interface requiring on-line user input or interpretation of a displayed output. If the software is embedded in a hardware-software system, user manuals or operating procedures for that system may make separate SUMs unnecessary.

The SUM, possibly supplemented by a Software Center Operators Manual (SCOM), is used as the basis for client documentation on the developed software system.

NOTE:

As a result of the implementation of the Navy Marine Corps

Intranet portions of this document dealing with the installation of software by users on the desktop may be omitted.

Form Version 1.0 – dated 26 June 2006 NDMS OSSP Volume I LCM – SUM ii

Software User Manual for

NAVAIR Depot Maintenance System

Time and Attendance

(NDMS-TAA)

Version 5.08

Project Information

Document Identifier: NDMS_TAA_SUM

FRCSW Project Lead: Roger Hirst / Amado Santiago / Myl Sangar

FRCSW Phone Number: 619-545-1451 / 619-767-7168 / 619-545-4616 DSN 735

FRCSW Fax Number: 619-545-2244

FRCSW E-mail: FRCSW_TAA_Team@navy.mil

National Help Desk: Toll-Free: 888-292-5919

URL: https://nhd.navair.navy.mil mailto:FRCSW_TAA_Team@navy.mil

Form Version 1.0 – dated 26 June 2006 NDMS OSSP Volume I LCM – SUM 3

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 Scope

1.2 System Overview

1.3 Document Overview

2.0 OVERALL DESCRIPTION

2.1 Software Application

2.3 Software Organization and Overview of Operations

2.4 Contingencies and Alternative States and Modes of Operation

2.5 Security and Privacy

2.6 Assistance and Problem Reporting

3.0 ACCESS TO THE SOFTWARE

3.1 First-time User of the Software

3.1.1 Equipment Familiarization

3.1.2 Access Control

3.1.3 Installation and Setup

3.2 Initiating a Session

3.3 Stopping and Suspending Work

4.0 PROCESSING REFERENCE GUIDE

4.1 Capabilities

4.2 Conventions

4.3 Processing Procedures

4.3.1 System Access

4.3.1.1 Security warning

4.3.2 File Menu

4.3.2.1 Print Setup

4.3.2.2 Print Screen

4.3.2.3 Exit

4.3.3 Logon

4.3.3.1.1 Change Password

4.3.4 Daily Labor Correction Process (DLCP)

4.3.4.1 General Information

4.3.4.1.1 Error Reporting

4.3.4.1.2 Pop-Up Calendar

4.3.4.1.3 Suspense Processing

4.3.4.1.4 User Access

4.3.4.2 DLCP Logon

4.3.4.3 Correct Errored labor

4.3.4.4 Adjust Labor

4.3.4.4.1 Night Differential

4.3.4.4.2 Sunday Premium

4.3.4.5 Employee Errors By Shop

4.3.4.6 Shops with Outstanding Errors (SWOE)

4.3.4.7 DLCP Query

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4.3.4.8 DLER Query

4.3.4.9 Audit Trail Process

4.3.4.9.1 Labor Corrections Audit Report

4.3.4.9.2 Alteration of Personal Records Report

4.3.4.9.3 Pay Period DLCP Audit Report

4.3.4.10 Adjust TOD Schedule

4.3.4.11 Labor Verify

4.3.4.12 Unverified Labor Query

4.3.4.13 Labor Verification Query

4.3.5 Labor

4.3.5.1 MRP Labor Stop

4.3.5.2 MRP Labor Complete

4.3.5.3 JON Labor

4.3.5.4 Group Processing

4.3.5.4.1 MRP Group

4.3.5.4.2 JON Group

4.3.5.5 Temporary Additional Duty (TAD)

4.3.6 Status

4.3.6.1 Operation Start

4.3.6.2 Operation Complete/ Uncomplete

4.3.7 Attendance

4.3.8 Authorizations

4.3.8.1 Employee Level

4.3.8.1.1 Overtime

4.3.8.1.1.1 Scheduled Overtime

4.3.8.1.1.2 Scheduled Overtime Not Worked

4.3.8.1.1.3 Unscheduled Overtime

4.3.8.1.1.4 Unscheduled Overtime Exception

4.3.8.1.1.5 Overtime Callback

4.3.8.1.2 Compensatory/Credit

4.3.8.1.2.1 Compensatory Time

4.3.8.1.2.2 Religious Compensatory Time

4.3.8.1.2.3 Travel Compensatory Time

4.3.8.1.2.4 Compensatory Time Callback

4.3.8.1.2.5 Credit Hours Earned

4.3.8.1.3 Holiday

4.3.8.1.3.1 Holiday Callback

4.3.8.1.3.2 Holiday Work

4.3.8.2 Shop Level transactions

4.3.8.2.1 Overtime

4.3.8.2.1.1 Scheduled Overtime (Shop)

4.3.8.2.1.2 Unscheduled Overtime (Shop)

4.3.8.2.1.3 Unscheduled Overtime Exception (Shop)

4.3.8.2.2 Holiday Work (Shop)

4.3.8.2.3 All Shop Blanket

4.3.8.2.4 Bulk Processing

4.3.8.2.5 Bulk Deletion

4.3.8.2.6 Bulk Inquiry

Leave ......................................................................................................................130 4.3.9

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4.3.9.1 leave transactions

4.3.9.1.1 Day of Injury (LU)

4.3.9.1.2 Traumatic Leave (LT)

4.3.10 Maintenance

4.3.10.1 Employee Maintenance

4.3.10.1.1 Supervisory Employee Master

4.3.10.1.2 Employee Master Record

4.3.10.1.3 Master Employee Record (MER) Pay Details Record

4.3.10.1.4 Employee Schedule

4.3.10.1.5 (Employee) Shop /Shift Loan

4.3.10.1.6 Irregular/Flexitour Schedule Assignment

4.3.10.1.7 Gliding Schedule Assignment

4.3.10.1.8 Responsible Supervisor Mass Change

4.3.10.1.9 Traumatic Injury

4.3.10.2 Data

4.3.10.2.1 Labor Attest/Undo Labor Attest

4.3.10.2.2 Transaction Data Deletions

4.3.10.3 Organization Maintenance

4.3.10.3.1 Telephone Directory

4.3.11 Inquiries

4.3.11.1 Employee Inquiries

4.3.11.1.1 Employee Master

4.3.11.1.2 Employee Schedule

4.3.11.1.3 MER Table (Payroll Info)

4.3.11.2 Data Inquiries

4.3.11.2.1 Transaction Data

4.3.11.2.2 Processed Labor

4.3.11.3 Organization Inquiries

4.3.11.3.1 Shop Table

4.3.11.3.2 Competency Aligned Organization

4.3.11.3.3 Telephone Directory

4.3.11.3.4 Pattern Table

4.3.11.3.5 Agency Tour of Duty

4.3.11.3.6 Assignment Code

4.3.11.3.7 Standing Data

4.3.12 Help Menu

4.3.12.1 Index

4.3.12.2 About

4.3.12.3 Revision Information

4.4 Related Processing

4.5 Data Backup

4.6 Recovery from Errors, Malfunctions, and Emergencies

4.7 Messages

Form Version 1.0 – dated 26 June 2006 NDMS OSSP Volume I LCM – SUM 6

4.8 Quick Reference Guide

NOTES, DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

REFERENCED DOCUMENTS

5.0

6.0

7.0 SUM CHANGE HISTORY

APPENDIX A – ALTERNATE WORK SCHEDULE (AWS) CODES

APPENDIX B - TOUR OF DUTY AWS CHANGES ALLOWED BY DAY

APPENDIX C - “IN LIEU OF” HOLIDAY DETERMINATION

APPENDIX D – ASSIGNMENT CODES

APPENDIX E – LEAVE TYPE HOUR CODES

APPENDIX F - TIME CONVERSION CHART

TABLE OF TABLES

Table 1 - Transactions Covered in this Document

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Table 3 - DLCP Capabilities and Descriptions

Table 4 - Buttons and Their Descriptions

Table 5 - Error Codes and Descriptions

Table - Daily and Weekly Calculations (Labor Verification)

Table - Daily and Weekly Calculations

Table - Environmental Hazard Codes List

Table - Leave Type Hour Codes

Table - THC/Family/Rep/Env Codes

Table - System Designators and Descriptions

Table - Assignment Codes

Table - NDMS-TAA Employee Type

Table - System Designators and descriptions

Table - AWS and Description

Table - Inquiry Type - Available Parameters

Table - AWS Codes and Descriptions

Table - Error Messages and Descriptions

Table - Quick Reference Guide

TABLE OF FIGURES

Form Version 1.0 – dated 26 June 2006 NDMS OSSP Volume I LCM – SUM 8

Figure 1 - NDMS-TAA Application Icon

Figure 2 - DOD Security Announcement

Figure 3 - NDMS-TAA logon Screen

Figure 4 - File Drop Down Menu on System Logon Screen

Figure 5 - Printer Setup Dialog box

Figure 6 - Printer/Document Properties Dialog box

Figure 7 - NDMS-TAA System Logon Screen

Figure 8 - Unverified Labor Notice Figure 9 - New Password Confirmation

Figure 10 - Pop-Up Calendar

Figure 11 - DLCP Access Selection on the Main Menu Figure 12 - DLCP Logon Screen

Figure 13 - Unverified Labor Notice

Figure 14 - DLCP Main Menu Figure 15 - DLCP Update by Shop Parameter Screen

Figure 16 - DLCP Update by Shop Query Results Page

Figure 17 - DLCP Employees with Errors Screen Figure 18 - DLCP Update by Employee Screen

Figure 19 - DLCP Update Parameter Screen

Figure 20 - No Labor Records Message Figure 21 - DLCP Update Screen (Add Record)

Figure 22 - Error Code/Error Legend on DLCP Update by Employee Screen Figure 23 - Validation Complete Message

Figure 24 - No More Employees Message

Figure 25 - Successful Update/Next Employee Message

Figure 26 - Employee Count Message

Figure 27 - No Changes Message

Figure 28 - No Changes/Next Day Message

Figure 29 - Line Selection Dialog Box

Figure 30 - DLCP Employees With Errors Parameter Screen

Figure 31 - DLCP Employee with Errors Query Results Screen

Figure 32 - DLCP Update by Employee

Figure 33 - Shops with Outstanding Errors Parameter Screen

Figure 34 - Shops With Outstanding Errors Results Screen

Figure 35 - No Errors Message

Figure 36 - All Errored Labor Records for the Entire Shop

Figure 37 - Errored Labor Record

Figure 38 - DLCP Query Parameter Screen

Figure 39 - DLCP Query Process Screen

Figure 40 - DLER Query Parameter Screen

Figure 41 - DLER Query Results Screen

Figure 42 - Daily Labor Exception Report Figure 43 - DLCP Audit Menu

Figure 44 - DLCP Daily Labor Corrections Audit Parameter Screen

Figure 45 - Incorrect Date Message Figure 46 - No Audit Records Available Message

Figure 47 - Main Audit Screen

Figure 48 - Revision Information Section Figure 49 - Alteration of Personal Records Report Parameter Screen

Figure 50 - Alteration of Personal Records Report

Figure 51 - Hard Copy Alteration of Personal Records Report Figure 52 - Adjust TOD Schedule Parameter Screen

Figure 53 - Adjust TOD Schedule Screen

Figure 54 - TOD Schedule Adjustment Information Message

Form Version 1.0 – dated 26 June 2006 NDMS OSSP Volume I LCM – SUM 9

Figure 55 - Labor Verification Access Parameter Screen

Figure 56 - Labor Verify Query Results

Figure 57 - Labor Verification Details

Figure 58 - Labor Verify Query Results (Verify Enabled)

Figure 59 - Labor Verify (Undo Enabled)

Figure 60 - Unverified Labor Inquiry Access Parameters Screen

Figure 61 - Unverified Labor Query Results

Figure 62 - Sort Dialog Box

Figure 63 - Responsible Supervisors with Unverified Labor Report Figure 64 - Labor Verification Query Access Parameters Screen

Figure 65 - Labor Verify Query Results

Figure 66 - Labor Verify Detail Screen Figure 67 - Print Selection Screen

Figure 68 - Detail Report Printout Figure 69 - Summary Report Printout

Figure 70 - Type Hour Code Report Printout

Figure 71 - Labor Transaction Access on NDMS-TAA Main Menu Figure 72 - MRP Labor Stop Screen

Figure 73 - MRP Labor Complete Screen

Figure 74 - JON Labor Screen Figure 75 - JON Labor Stop Valid System Designators

Figure 76 - Group Processing Screen

Figure 77 - MRP Group Processing Figure 78 - MRP Group Processing Record Display

Figure 79 - JON Group Processing Screen

Figure 80 - JON Group Processing Record Display

Figure 81 - TAD Transaction Screen

Figure 82 - Status Options on the NDMS-TAA Main Menu

Figure 83 - Operation Start Screen

Figure 84 - Operation Complete/Uncomplete Screen

Figure 85 - Complete/Uncomplete – Quantity Completed

Figure 86 - Attendance Selection on the NDMS-TAA Main Menu

Figure 87 - Attendance Transaction

Figure 88 - Scheduled Overtime Authorizations

Figure 89 - Scheduled Overtime Not Worked Authorization

Figure 90 - Unscheduled Overtime Authorization

Figure 91 - Unscheduled Overtime Exception Authorization Figure 92 - Overtime Callback Authorization

Figure 93 - Compensatory/Credit Hours Menu

Figure 94 - Compensatory Time Authorization Figure 95 - Religious Compensatory Time Authorization Screen

Figure 96 - Travel Compensatory Time Authorization Screen

Figure 97 - Compensatory Time Callback Authorization Screen Figure 98 - Credit Hours Authorization Screen

Figure 99 - Holiday Menu

Figure 100 - Holiday Work Callback Authorization Screen Figure 101 - Holiday Work Authorization Screen

Figure 102 - Shop Mode Selection on NDMS-TAA main Menu

Figure 103 - Shop Level Overtime Menu Figure 104 - Scheduled Overtime Authorization (Shop Level)

Figure 105 - Unscheduled Overtime Authorization (Shop Level)

Figure 106 - Unscheduled Overtime Exception Authorization (Shop Level) Figure 107 - Holiday Work Authorization Screen (Shop Level)

Figure 108 - All Shop Blanket Authorization Screen

Figure 109 - Bulk Processing on the NDMS-TAA Main Menu in Shop Mode

Figure 110 - Bulk Processing Screen

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Figure 111 - Bulk Processing Additional Fields

Figure 112 - Example Bulk Transaction

Figure 113 - Bulk Processing Deletion Screen

Figure 114 - No Records Found Message

Figure 115 - Bulk Deletion Data Displayed

Figure 116 - Bulk Processing Inquiry

Figure 117 - No Bulk Processing Records Found Message

Figure 118 - Bulk Processing Records Displayed

Figure 119 - Leave button on the NDMS-TAA Main Menu Figure 120 - Leave Transaction Screen

Figure 121 - Full Shift Annual and Sick Leave Buttons

Figure 122 - Estimated Leave Balances Figure 123 - Traumatic Injury Selection Screen

Figure 124 - Maintenance Menu Options Figure 125 - Maintenance Menu Options (cont)

Figure 126 - Maintenance Menu Options (cont)

Figure 127 - Supervisory Employee Master Maintenance Parameter Screen Figure 128 - Supervisory Employee Master Maintenance

Figure 129 - Employee Master Maintenance Parameter Screen

Figure 130 - Employee Master Maintenance Add Record Figure 131 - Master Detail Record for New Employee

Figure 132 - Employee Record Deletion

Figure 133 - MER Details Parameter Screen Figure 134 - MER Table

Figure 135 - Employee Schedule Parameter Screen

Figure 136 - Employee Schedule Update

Figure 137 - Shop/Shift Loan

Figure 138 - Irregular/Flexitour Schedule Assignment Screen

Figure 139 - Gliding Schedule Assignment Screen

Figure 140 - Responsible Supervisor Mass Change

Figure 141 - Responsible Supervisor Mass Change Results Screen

Figure 142 - Traumatic Injury Logon

Figure 143 - Traumatic Injury Window

Figure 144 - Partial Search Results

Figure 145 - Traumatic Injury Records

Figure 146 - No Existing Traumatic Injury Record

Figure 147 - Traumatic Injury – Injury Date Figure 148 - Traumatic Injury – NTE Date Extended

Figure 149 - Options Selection Box

Figure 150 - Labor Attest Process Window Figure 151 - Locked Records Message

Figure 152 - Labor Attest Summary Screen

Figure 153 - Labor Attest Details Figure 154 - Error Coded Records Message

Figure 155 - Transaction Data Deletions Search Parameter Screen

Figure 156 - Data Deletions Figure 157 - Review of Trash Can

Figure 158 - Organization Maintenance Options/Maintenance Drop Down Menu

Figure 159 - Telephone Directory Update Parameters Window Figure 160 - Partial Name Search Results

Figure 161 - Specify Sort Columns Sort Popup

Figure 162 - Specify Sort Column Selection Figure 163 - Employee Master Inquiry Screen

Figure 164 - Employee Master Inquiry Results

Figure 165 - Sort Options

Figure 166 - Resorted Columns

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Figure 167 - Employee Master Detail Inquiry

Figure 168 - Employee Schedule Selection on the NDMS-TAA Main Menu

Figure 169 - Employee Schedule Inquiry Screen

Figure 170 - Employee Schedule Inquiry Results Screen

Figure 171 - MER Table Selection on the NDMS-TAA Main Menu

Figure 172 - Master Employee Record Inquiry

Figure 173 - Master Employee record Inquiry Results Screen

Figure 174 - Transaction Data Selection on the NDMS-TAA Main Menu

Figure 175 - Transaction Data inquiry (Unlimited Access) Figure 176 - Transaction Data Inquiry (Limited Access)

Figure 177 - Transaction Data Inquiry Results Screen – Labor/Leave

Figure 178 - Transaction Data Inquiry Results Screen - Authorizations Figure 179 - Transaction Data Inquiry Results Screen - Shop/Shift Loans

Figure 180 - Processed Labor Selection on the NDMS-TAA Main Menu Figure 181 - Processed Labor Inquiry Screen

Figure 182 - Processed Labor Inquiry Selection Screen

Figure 183 - Specify Sort Column Figure 184 - Processed Labor (sorted)

Figure 185 - Processed Labor Selection Box

Figure 186 - Save As Dialog Box Figure 187 - Shop Table Selection on the NDMS-TAA Main Menu

Figure 188 - Shop Table Inquiry Parameter Screen

Figure 189 - Shop Table Inquiry Results Screen Figure 190 - Competency Aligned Organization Selection on the NDMS-TAA Main Menu

Figure 191 – Competency Aligned Organization Inquiry Parameter Screen

Figure 192 - CAO Inquiry Results Screen

Figure 193 - Specify Sort Option Dialog Box

Figure 194 - Employee Master Detail Record

Figure 195 - Telephone Directory Selection on the NDMS-TAA Main Menu

Figure 196 - Telephone Directory Inquiry Parameter Screen

Figure 197 - Telephone Directory Inquiry Results Screen

Figure 198 - Specify Sort Option Dialog Box

Figure 199 - Pattern Table Selection on the NDMS-TAA Main Menu

Figure 200 - Pattern Table Inquiry Screen

Figure 201 - Patter Table Inquiry Results

Figure 202 - Agency Tour of Duty Selection on the NDMS-TAA Main Menu

Figure 203 - Agency Tour of Duty Inquiry Screen Figure 204 - Assignment Code Selection on the NDMS-TAA Main Menu

Figure 205 - Assignment Code Inquiry Parameter Screen

Figure 206 - Assignment Code Inquiry Results Figure 207 - Specify Sort Column Dialog Box

Figure 208 - Standing Data Inquiry Selection on the NDMS-TAA Main Menu

Figure 209 - Standing Data Inquiry Parameter Screen Figure 210 - Standing Data Inquiry Results Screen

Figure 211 - Specify Sort Columns Dialog Box

Figure 214 - Help Menu Drop Down Menu Figure 215 - NDMS-TAA Help Window

Figure 216 - Help Topics: Contents Tab

Figure 217 - Contents: Overview Selection Figure 218 - Description

Figure 219 - Hyperlinked Text Example

Figure 220 - Options Figure 221 - Annotation

Figure 222 – Annotation Icon

Figure 223 - Annotation Display

Figure 224 - Help Topics Search Parameter Window

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Figure 225 - Find Tab search Window

Figure 226 - Find Options

Figure 227 - About Selection on the Help Menu

Figure 228 - NDMS-TAA About Screen

Figure 229 - Revision Information Selection on the Help Menu

Figure 230 - NDMS-TAA Revision Information

NDMS-TAA VERSION 5.08 - SUM

Form Version 1.0 – dated 26 June 2006 NDMS OSSP Volume I LCM – SUM 1

1.0 INTRODUCTION

1.1 Scope

The NAVAIR Depot Maintenance System Time and Attendance (NDMS-TAA) Software User

Manual (SUM) was developed in accordance with the NAVAIR Depot Maintenance System

Organization Standard Software Process (NDMS OSSP) overall standard documentation requirements.

1.2 System Overview

NDMS-TAA is an operational information system whose purpose is to provide a standard and automated means of collecting and reporting Labor data that interfaces with the Defense

Industrial Financial Management System (DIFMS), the Western Data System Manufacturing

Resource Planning (MRPII) System Compass CONTRACT (NDMS-CC), and the Defense

Civilian Pay System (DCPS). DCPS is the standard payroll system used by the Department of

Defense and services the Naval Air Depots.

The development and evolution of the NDMS-TAA processing has been predicated on the idea of having a standard means of entering Labor transactions with a minimal effort from the affected employee. The goal for data entry is accurate and properly formatted data through extensive on-line validation at the field element level such as Employee or Shop Number, Job

Order Number, Work Order and Operation Number, Environmental and Hazard Codes, proper

Leave and Overtime Authorizations, etc. This is accomplished through the use of extensive validation files and tables.

Daily Labor batch processing calculates, accumulates, and reports Labor for each employee at an activity. This Labor may be at the Operation level or the Job Order Number level and may be regular time, Leave, Overtime, etc. Batch processing allows for exception only reporting on an employee, as Labor may be generated automatically to a given Job Order Number previously specified for an employee. This precludes any requirement for this type of employee to transact

Labor. Batch processing provides for the accumulation of each employee’s Labor at the daily level for the entire pay period and reports to responsible supervisors any condition causing an employee’s reported Labor to be out of balance with his/her scheduled Tour of Duty. An employee’s Tour of Duty is comprised of the days per week and hours per day the employee is scheduled to work including start time and duration for his/her shift, lunch, and core periods.

The Labor expenditures are also provided to production support processing. Capability is provided for responsible supervisors to correct any of his/her employees’ Labor for any day within the pay period until the Labor file is needed for payroll processing. This is accomplished through windows that incorporate total validation for all changes or corrections made to the reported Labor. Final processing for the pay period will provide detailed Labor Files for further

DIFMS processing and subsequent Entitlement processing.

Entitlement processing is performed immediately prior to reported Labor being transmitted to the

DCPS. Entitlement ensures each employee has enough reported Labor to match his/her assigned schedule for each day. This processing is performed to fill unaccounted for Labor periods, not corrected through the on-line correction process, with a unique Job Order Number to identify the record as missing time (portion of an employee’s schedule not charged to either a customer or a

Leave type). Each employee’s Labor is summarized to like pay-impacting conditions to reduce the volume of records sent per employee per day as specified by DCPS interface requirements.

Each Labor record is checked to ensure proper pay entitlement coding in accordance with the

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DCPS Eligibility Table, employee data, and Tour of Duty information. Once processing is complete, a Change File is provided for further DIFMS processing, identifying any corrected missing time records or any records corrected in Entitlement processing. A NDMS-TAA

Interface File is then provided to the DCPS for payroll processing. DCPS generates a Gross Pay

Reconciliation file, which is sent to DIFMS. The Gross Pay Reconciliation File, sent back to

DIFMS from the DCPS processing, is used in conjunction with the Labor File (as mentioned in previous paragraph) and Change File to perform an automated reconciliation between the reported Labor and payroll generation.

1.3 Document Overview

The NDMS-TAA SUM provides the user information necessary for effective system use. This manual documents Front End Data Collection Module and the Daily Labor Correction Process transactions that are processed by NDMS-TAA. Terms and abbreviations unique to this document are presented in Section 6.0.

The transactions covered by this manual are listed by numeric Transaction Codes below. For a detailed description of transactions, refer to the section indicated.

Table 1 - Transactions Covered in this Document

TRANSACTION NAME CODE PARAGRAPH NUMBER

Attendance 000 5.3.7

MRP Labor Stop 100 5.3.5.1

MRP Labor Complete 110 5.3.5.2

Group Processing 111 5.3.5.4

On-Line DLCP 190 5.3.4

TAD 101 5.3.5.5

JON Labor 105 5.3.5.3

Employee Master Inquiry 811 5.3.11.1.1

Competency Aligned Organization 812 5.3.11.3.2

Processed Labor Inquiry 813 5.3.11.2.2

MER Table Inquiry 824 5.3.11.1.3

Employee Master Detail Inquiry 831 5.3.11.1.1

Assignment Code Inquiry 846 5.3.11.3.6

Standing Data Inquiry 847 5.3.11.3.7

Shop Table Inquiry 853 5.3.11.3.1

Transaction Data Inquiry 856 5.3.11.2.1

Employee Schedule Inquiry 880 5.3.11.1.2

Agency Tour of Duty Inquiry 881 5.3.11.3.5

Pattern Table Inquiry 882 5.3.11.3.4

Telephone Directory Inquiry 888 5.3.11.3.3

Form Version 1.0 – dated 26 June 2006 NDMS OSSP Volume I LCM – SUM 3

TRANSACTION NAME CODE PARAGRAPH NUMBER

Leave 910 5.3.9

Compensatory Time Callback 911 5.3.8.1.2.4

Holiday Callback 912 5.3.8.1.3.1

Overtime Callback 913 5.3.8.1.1.5

Travel Compensatory Time Earned 917 5.3.8.1.2.3

Scheduled Overtime Not Worked 920 5.3.8.1.1.2

Unscheduled Overtime 923 5.3.8.1.1.3

Holiday Work 924 5.3.8.1.3.2

Compensatory Time Earned - Supplemental 927 5.3.8.1.2.1

Religious Compensatory Time 930 5.3.8.1.2.2

Credit Hours 933 5.3.8.1.2.5

Scheduled Overtime - Supplemental 936 5.3.8.1.1.1

Unscheduled Overtime Exception - Supplemental 939 5.3.8.1.1.4

Shop Loan 940 5.3.10.1.6

Irregular/Flexitour Schedule Assignment 950 5.3.10.1.7

Gliding Schedule Assignment 960 5.3.10.1.8

All Shop Blanket 971 5.3.8.2.3

Traumatic Injury Maintenance K01 5.3.10.1.10

Supervisor Employee Master Maintenance K22 5.3.10.1.1

Employee Master Record Maintenance K23 5.3.10.1.2

MER Table Maintenance K24 5.3.10.1.3

Transaction Data Deletions Maintenance K56 5.3.10.2.2

Employee Schedule Maintenance K80 5.3.10.1.5

Responsible Supervisor Mass Change K86 5.3.10.1.9

Telephone Directory Maintenance K88 5.3.10.3.2

Bulk Processing K95 5.3.8.2.4

Labor Attest K97 5.3.10.2.1

Operation Start M01 5.3.6.1

Operation Complete/”Uncomplete” M02 5.3.6.2

Shop Mode Transactions M98 5.3.8.2

3.0 OVERALL DESCRIPTION

NDMS-TAA is an operational information system that collects and processes Labor and

Attendance data for the Naval Air Depots. It was developed under project number L07 and is sponsored by the Naval Air Systems Command, Patuxent River, Maryland.

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3.1 Software Application

NDMS-TAA is concerned with the transacting, recording, and processing of employee data received daily from the Naval Air Depots. This is accomplished with data input through a graphical user interface in a client/server processing environment. The System provides: a standard means of data collection; a flexible and easy to use windows environment utilizing multiple data entry capabilities such as key entry, bar code scanning, or selection from drop down list boxes; full online Help and documentation; online and batch processing validation to assure proper and complete data entry; fully automated interface with the DCPS; full integration with DIFMS; and integration with the production support systems such as Facilities Equipment

Maintenance, and NDMS-CC.

3.2 Software Organization and Overview of Operations

a. Front End Data Collection processing is accomplished through the graphical user interface and online validation. Batch processing errors are greatly reduced as a result of the extensive online validation, some of which are performed on the client and the remainder on the server. Transactions are processed directly against Oracle database tables. Programs validate, process inputs, and subsequently update the appropriate data tables.

b. Response time for each type of transaction may depend upon local communications configuration, the extent of the inquiry, and sort sequences required. The greater the number of fields by which data sorts, the slower the response time. For most transactions, response time will range from 1-5 seconds.

c. Access authority is established through menu validation programs during the logon process. Programs check the user's identification and password against access control tables. Only menu options for which the user has been authorized will be accessible to the user when the menu is displayed.

d. Each transaction entered through the client is passed to the mid-tier server. The server processes perform additional validation, updates, and inquiry functions on the database.

Once a transaction is successfully completed, the window informs the user by displaying the message "TRANSACTION ACCEPTED" at the bottom of the window.

3.3 Contingencies and Alternative States and Modes of Operation

Follow site-specific instructions for alternate modes of operation at times of system failure, emergency or conditions of alert.

3.4 Security and Privacy

Data in NDMS-TAA is unclassified but may be business sensitive and certain personnel data within the system is subject to the Privacy Act of 1974. Therefore, level of access is granted on an individual basis and only by appropriate authorized personnel. Access to the database is monitored and controlled by employee identification and password during the logon process.

Transactions, Employee ID, Date, and Time are recorded in various tables in the server.

The client files contain compiled code and cannot be altered except by authorized programming personnel. The database tables and the files on the server (where batch processing occurs) are secured by an encrypted password that is required along with other information. Access is restricted to database administrators, programmers, and/or Systems Analysts/Administrators who

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3.5 Assistance and Problem Reporting

For trouble calls, all non-NMCI related questions and problems shall be directed to the NAVAIR National Help Desk (NHD) located in Patuxent River, Maryland. Please contact the National Help Desk (NHD) at

• Commercial: 301-342-3104

• DSN: 342-3104

• Toll-Free: 888-292-5919

• URL: https://nhd.navair.navy.mil

4.0 ACCESS TO THE SOFTWARE

4.1 First-time User of the Software

The following paragraphs will present general guidelines. This Manual will then present a specific section that covers each transaction presenting discussion and instructions on each field

(mandatory or optional) along with figures and examples as applicable.

4.1.1 Equipment Familiarization

Unless addressed by this document, equipment familiarization shall follow site-specific instructions for input. Users should refer to the operating instructions for his/her specific hardware for general guidance.

a. The windows-based application is executed by clicking an icon on the desktop. A valid

Employee ID is all that is required in order to access and perform default transactions such as Labor, Leave, Authorizations and Attendance. Once the user has logged on, two Menus are established, a drop down menu and a cascading menu located in the center of the main application window. Also, transactions that are accessed primarily by production personnel may be accessed through pushbuttons displayed at the bottom of the main application window. Mnemonics may be used to navigate throughout the system. Access to remaining transactions must be assigned by authorized personnel to the individual users. This access is tied to the Employee ID and password combination.

b. Entry data may be scanned via bar code or entered via the keyboard. Some sites may use radio frequency devices. Most transactions may be performed using either the keyboard or the mouse. Transaction types are similar in design and entry requirements. Transactions performed on the client will be processed online with exception to those that apply to multiple personnel within a Shop. Shop level Authorizations and Labor transactions will be validated and applied individually during nightly batch processing. All other transactions, including those that affect Tour of Duty schedules, are also taken into account at this time.

Labor and Status transactions will pass (near real time) from NDMS-TAA to NDMS-CC.

c. System Designators are used to identify the origin of the interfacing system or data type.

Indirect Labor (System Designator of "2") requires a seven-digit Indirect JON. Direct

Labor JONs (System Designator of "7") require a seven-digit Direct JON. Leave (System

Designator of "4") followed by a two-position type hour code to indicate the type of Leave.

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Other System Designators are system populated and are defined in the appropriate transaction sections of this document.

d. Message boxes will notify the user when validation does not pass and the entry is required to be changed in order to successfully transact. On occasion, a message box will require confirmation prior to making a specific change, often to personnel data. There are over three hundred unique messages that may apply throughout the system, many of which are used repeatedly for consistency.

e. All windows operate based on the philosophy that the cursor movement will guide the user through data entry. Mandatory entries may not be Tabbed or clicked past without valid data entry. Microhelp and Online Help are provided at the element level to aid the user during the entry process.

4.1.2 Access Control

In order to access the transactions, users must be identified by his/her Employee ID with or without his/her passwords. The Employee ID must reside in the Tour of Duty Tables. Default transactions are accessible by any user with a valid Employee ID, but all other transactions become accessible after having been assigned access by authorized personnel.

4.1.3 Installation and Setup

Specific local instructions for hardware and communications should be followed. The method of loading software and version updates will be site determined. Refer to NDMS-TAA Software

Installation Plan (SIP).

4.2 Initiating a Session

Once the user has opened the NDMS-TAA System and logged on with Employee ID, he/she may access any default transaction and, with an Employee ID and password, authorized transactions may be accessed.

4.3 Stopping and Suspending Work

Termination of the NDMS-TAA may be accomplished from the menu by clicking the Exit button, or from anywhere in the system by exiting from the File drop down menu or the close window icon (X) in the upper right corner of each window.

5.0 PROCESSING REFERENCE GUIDE

5.1 Capabilities

The Front End Data Collection (FEDC) system uses a graphical user interface (GUI) through which data is input and validated prior to being written to the appropriate Oracle tables. The

GUI has a drop down menu and an alternate menu centered in the main application window.

Default access is granted to all Labor, Leave, Authorizations, and Attendance transactions. If the user enters his/her employee ID and password, he/she will have access to transaction data for query or deletion purposes entered by/for him. He/She will also be able to attest to his/her own

Labor.

Menus guide the user through the various transactions within the system. Transaction windows are intuitive and use many Windows standards to prompt the user for data input and ensure that required data is collected and validated. Informative message boxes prompt the user if data was not properly formatted or mandatory entries were not made.

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There are two levels of transacting: Employee ID and Shop level. Employee level transactions are performed against the individual employee ID, while Shop level transactions apply to any eligible employee who is currently assigned to that Shop. The system default is employee level and is accessed from the Shop Mode through the Employee Mode button.

5.2 Conventions

There are many conventions throughout the graphical user interface designed to make it intuitive for the user. In most windows, mnemonics are designated to allow the expert user to navigate quickly and efficiently. With few exceptions, the command buttons are located at the bottom of each window and typically are: OK (to process), Restart (serves as an Undo for all data entry for the window), Refresh (serves as an Undo for any data that may have been changed for an existing record), and Cancel (closes the window without performing any additional executions).

The Options… button is available where applicable (six different windows) to make the user aware the data may be Saved, Resorted or Printed as a report.

All windows operate based on the philosophy that the cursor movement will guide the user through data entry. Mandatory entries may not be Tabbed or clicked past without valid entry.

Some windows are used for more than one transaction. In this case, data entry boxes for a specific type of transaction display white backgrounds and grayed out boxes to indicate to the user that box does not apply to the particular transaction being performed.

5.3 Processing Procedures

Each Transaction covered by the SUM will be presented along with images depicting the windows involved during transaction processing. Specific information relative to each

Transaction will be provided along with input requirements and input samples for that transaction. The transactions available in the Employee and Shop Modes are visible when the user is in that mode. All Employee labor and authorization transactions will be validated to ensure pay eligibility. See section 1.3 for a complete list of transactions and paragraph numbers in which the transactions are described.

Once a transaction is performed, data is written to the appropriate database table(s). Data will be entered, modified, and deleted by the users according to user authority and processing needs.

Error recovery, malfunctions, and emergencies are described in Section 5.6.

5.3.1 System Access

Each site may differ in the method of delivery of the application. For most sites, the user can access the system by selecting the NDMS-TAA icon, as shown below, on you desktop.

Figure 1 - NDMS-TAA Application Icon

5.3.1.1 SECURITY WARNING

Once the application has been executed, the Department of Defense (DOD) Security

Announcement is displayed as shown below.

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Figure 2 - DOD Security Announcement

The warning reads as follows:

“Use of this or any other Department of Defense Interest Computer System

(DODICS) constitutes your consent to monitoring by DOD authorized personnel for computer security and system management purposes. This DODICS and all related equipment are to be used for the communications, transmission, processing, manipulation, and storage of official U.S. Government or other authorized information only. Unauthorized use of this computer may subject you to criminal prosecution and penalties.”

Once you have read and agree to the terms listed in the warning, select OK to proceed to the application logon screen as shown below. (Selecting the in the upper right-hand corner will not exit the application, it will proceed to the logon screen).

Figure 3 - NDMS-TAA logon Screen

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5.3.2 File Menu

The File drop down menu on the NDMS-TAA System Logon screen as shown below provides the user with capabilities such as, Print Setup, Print Screen, and Exit.

Figure 4 - File Drop Down Menu on System Logon Screen

The File menu options can be accessed via the drop down menu. To access the File menu through the drop down menu using the mouse: Click on File located on the top left of the menu bar. A drop down menu will appear. Select the option of choice by single-clicking the mouse. To access the File options through the drop down menu using the keyboard, press the ALT+F to highlight the File option from the top left menu. The drop down menu will appear. Using the ↑ and ↓ arrow keys, highlight the option of your choice and press <ENTER>.

5.3.2.1 PRINT SETUP

The Print Setup option allows the user to set printing options. To access the Print Setup option using the mouse, single click the Print Setup option within the File menu on the menu bar. To access the Print Setup option using the keyboard, select ALT + F to drop the file menu down.

Then using ↑ and ↓ arrow keys, highlight the Print Setup option and press <ENTER>. Once selected, the Printer Setup dialog box appears as shown below.

Figure 5 - Printer Setup Dialog box

Highlight the desired destination printer and select the OK button by either single clicking the button with the mouse or by using the Tab key to activate the OK button and pressing

<ENTER>. This option sets your default printer and returns you to the System Logon Screen.

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To cancel the Printer Setup option without making any changes to the Printer Setup option, select Cancel by either single clicking on the Cancel button or using the Tab key to activate the

Cancel button and press <ENTER>.

Setup allows you to setup document and printer properties. To set the document properties for the printer you have chosen as your default printer, either single click the Setup… option on the

Printer Setup Dialog Box with the mouse, use the Tab key to activate the Setup button and press

<ENTER>, or select ALT + S on the keyboard. The Printer/Document Properties Dialog Box is shown below.

Figure 6 - Printer/Document Properties Dialog box

These properties are standard printer properties and are based on the printer type and model to which your workstation is connected and may vary from workstation to workstation.

From this dialog box you can set advanced properties (based on your printer type and model) by either single clicking on the Advanced… button with the mouse or by using the Tab key to activate the Advanced… button and pressing <ENTER>. To save the settings you made, single click the OK button or use the Tab key to activate the OK button and press <ENTER>. This will return you to the Printer Setup dialog box. Select the OK button (via keyboard or mouse as described above) on the Printer Setup dialog box to return to the System Logon screen.

5.3.2.2 PRINT SCREEN

The Print Screen option will copy the images on the entire desktop and send this image to the user’s default printer.

5.3.2.3 EXIT

The Exit option in the File Menu allows the user to exit the NDMS-TAA System.

5.3.3 Logon

The Logon window, shown below, provides the user access to the system based on entry of the

Employee ID number with or without a password. The first time the system is accessed, it is recommended the user change his/her default password (see section on Passwords below) to a new personalized password.

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Figure 7 - NDMS-TAA System Logon Screen

Employee ID is locally assigned, mandatory, five-position alphanumeric and must exist on the

Tour of Duty tables. If only Employee ID is entered (without password), the default access will be granted. The default access normally entails access to the following transactions: Attendance, Labor, Leave, and Authorizations. If the user logs on with his/her Employee ID and valid password, though he/she has not been assigned additional Transaction Access, he/she will have limited query and deletion capability. That is, he/she can query or delete his/her own transaction data.

However, default access is determined and managed by each site. A password is required to access additional transactions based on access granted via the local System

Administrator/Analyst. Note the Privacy Act of 1974 disclosure statement applies to NDMS-

TAA in its entirety. Occasionally, the window opens with the message displayed “NDMS Time

& Attendance System not available due to database updates in progress – Try again later”.

This is to notify the user that the database is being systematically updated and is unavailable at that time.

If the user logging on to the system is a Responsible Supervisor and has employees with unverified labor for a prior period, the user will be notified, with message shown below, so he/she can verify the labor once he/she logs on.

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Figure 8 - Unverified Labor Notice

To remove the message single click the OK button at the bottom of the message box or press

<ENTER> with the OK button activated or select ALT + O on the keyboard.

*NOTE: For explanation of any/all error messages related to Employee ID entry see Section 5.7.

The default password (whether for a user’s first logon or a password that has been reset by the

System Administrator/Analyst) is ‘UPDATEPW’. To personalize your password, enter

‘UPDATEPW/” then personalized password (UPDATEPW/XXXXXXXX).

Criteria for password are as follows:

• No spaces

• No special characters (i.e., *, /, “”, etc.)

• Must contain at least one numeric and one alphabetic character; may be upper or lower case.

After entering your new password, you will be prompted to re-enter the new password for verification purposes as shown below.

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Figure 9 - New Password Confirmation

The OK button will process the transaction. The Exit button will close the Logon window and exit NDMS-TAA.

This method may only be used either the first time a new user is setup, or after the Reset

Password function is selected from the System Administration menu by a designated System

Administrator/Analyst. The Reset Password function is generally only used in cases where a user has forgotten his/her password, or the password has been disabled. Passwords expire after

60 days.

5.3.3.1.1 Change Password

To change your password at any time, simply enter your old password, a forward slash, and your new password (“OLDPASWD/XXXXXXXX”). Criteria for password are as follows:

• No spaces

• No special characters (i.e., *, /, “”, etc.)

• Must contain at least one numeric and one alphabetic character

• May be upper or lower case

*NOTE: If a user unsuccessfully attempts to log on three consecutive times, the account will be disabled and the user will not be able to access the system until a designated Systems

Administrator/Analyst resets his/her password.

*NOTE: For explanation of any/all error messages related to password, see section 5.7.

When the user has entered his/her employee identification with or without a password and successfully transmitted, the NDMS-TAA Main Menu will display. If a valid password has been entered, the menu items to transactions for which the employee has been assigned access will be enabled. Otherwise the menu items will be disabled (grayed).

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5.3.4 Daily Labor Correction Process (DLCP)

5.3.4.1 GENERAL INFORMATION

The Daily Labor Correction Process (DLCP) is used to make corrections and/or updates to labor and pay exceptions, which are reported to the Daily Labor Report (DLR), or the Daily Labor

Exception Report (DLER). Corrections for the errors and any required changes to processed days having no errors are to be input via the DLCP.

The user must make any required current pay period adjustments prior to processing payroll.

Dates within the previous pay period may have corrections/adjustments made only during the

“Monday Window” of time between the TOD (Tour of Duty) roll over (when the 14 th day of the current pay period “rolls over” and becomes the previous pay period) and the processing of the bridge run for payroll. Once the labor has been sent to payroll, records will no longer be accessible and a manual Previous Pay Period Adjustment must be submitted to DCPS.

Authorization to access the DLCP is determined by access granted or revoked via the User-

Access Table. Contact your local System Administrator/Analyst for access.

The DLCP includes the following capabilities:

Table 2 - DLCP Capabilities and Descriptions

DLCP CAPABILITY DESCRIPTION

Correct Errored Labor Allows user to retrieve and correct errored labor records by Shop and Shift then by Employee within each date. Provides a view of errors grouped by date for current and previous pay periods.

Adjust Labor Allows user to add, update or delete labor records for any processed day within the available pay periods.

Employee Errors by Shop Allows user to retrieve and correct errored labor records by Shop and Date and then by Employee.

Shops with Outstanding Errors This report is used to track the progress of the entire facility or organizations as they reduce the number of outstanding missing time errors.

DLCP Query Allows user to view errored employee records for previous and current pay periods, filtered by Supervisor ID.

DLER Query Displays and prints Batch DLER data for each day of the current pay period and for the prior pay period when in a Monday window.

User Access Table Allows user to perform employee/Shop Access Control maintenance; used to grant/revoke access at the Employee level.

Audit Trail Process Retrieves information on who, where and when DLCP corrections were made.

Adjust TOD Schedule Allows user to update or correct processed days within the Employee’s Schedule.

Labor Verification Allows an employee to view, print a report and verify employees’ labor in those Shops/Shifts designated. Information for both the Current and Previous Pay

Periods is available.

Unverified Labor Query Allows a user to query Unverified Labor by Supervisor ID and Pay Period date range.

Labor Verification Query Query and view labor records. Also print Detail, Summary, and Type Hour Code reports.

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It is not necessary to transact an Authorization from the Front End in order to add overtime or compensatory time in the DLCP. This is based on the logic that when the Responsible Supervisor adds it in the DLCP, it is at that time ‘authorized’.

Table 3 - Buttons and Their Descriptions

BUTTON DESCRIPTION

Cancel Returns the user to the previous window.

Change Allows user to update the record.

DLCP Update Retrieves and navigates through all labor records with errors.

List Allows user to view the record.

OK Accepts the transaction.

Options Allows users to add or delete blank lines in the Adjust Labor transaction. Users may also select [F2] to invoke the Options menu.

Print Sends a report to the user’s default printer. Be sure to check your printer setup by selecting File the Print Setup from the menu. You can also print a copy of the window by selecting

File then Print Screen from the menu.

Refresh Redisplays the original data.

Restart Clears the window and positions the cursor for new input.

5.3.4.1.1 Error Reporting

All DLCP records, good and errored, report to the Current Shop/Shift of the Responsible

Supervisor. The Responsible Supervisor’s Current Shop and Shift are also known as

‘Responsible Shop’ and ‘Responsible Shift’. Anytime in the DLCP where it requires you to enter a Shop, you should enter the Shop of the Responsible Supervisor. You can determine the Shop of the Responsible Supervisor by doing an Employee Master Inquiry (in the Front End) and then double-clicking on the employee’s data line of the query result.

5.3.4.1.2 Pop-Up Calendar

In any date range parameter field, pressing the [F2] function key will provide a pop-up calendar as shown below.

Figure 10 - Pop-Up Calendar

A date may be selected by clicking on it…