ATTACHMENT_12 _RMS_Users_Guides.pdf

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Retention Management Software Extension User Guide

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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. Duringmonitoring, information may be examined, recorded, copied and used for authorized pur-poses. All information, including personal information, placed on or sent over this systemmay 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 duringmonitoringmay be used for administrative, criminal, or other adverse action. Use of this system constitutes consent to monitoring for all lawful purposes.

Privacy Act Statement

Authority: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-8-23, Standard Installation/Division Personnel SystemDatabase Management; and E.O. 9397 (SSN)

Principal Purpose: The Reserve Component Management System - Guard (RCMS-G) collects data verify eligibility for benefits, incentives, and to process and consolidate source data frommultiple locations into usable information that serves as the source information for force structure-forecastingmodels, decision support applications, tools and report-ing capabilities.

Routine Uses: None. This information will not be disclosed outside of the Department of Defense other than the "Blanket Routine Uses" as published in the Federal Register.

Disclosure: Providing the solicited information is voluntary; however, failure to provide this information may result in the Army National Guard being unable to process your request for education benefits, incentives, etc. Furnishing of the information solicited is voluntary; however, failure to provide this information may result in the Army National Guard being unable to process your request for education benefits, incentives, etc.

Registration Information

Why do we need your Social Security Number? Social Security Number (SSN), Date of Birth (DOB), and other verifiable data is gathered fromenlistment records covered under blanket routine uses to authenticate who you are. Additional verifiable data fields can be modified to reflect updated information. Your SSN will be stored with your account and is shared with agencies and organizations involved in the benefits eligibility process and strength forecasting.

Is it safe?

Security during transmission is ensured using a 128-bit Secure Socket Layer (SSL) connection. This is the highest industry standard and establishes an encrypted session between your computer and RCMS-G site services.We use the same technology that other major companies operating on the World Wide Web (WWW) use to protect personal infor-mation and guard against identity theft. Look for the little yellow padlock at the bottomof your browser window to ensure that you have established a secure connection. There are no alternate means of registration as this is the most secure method of protecting your information.

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Table of Contents

1 What's New in RMS Extension 7 2 SMMS Overview 9

2.1 Accessing Retention Management Software Extension 9

2.2 Register CAC with AKO 9

2.3 Logging on to the SMMS 9

2.4 The StrengthNet Landing Page 10

2.5 Requesting Access to RMS Extension 11

3 Retention Management Software Overview 13

3.1 Opening Extension 13

3.2 Introduction to the RMS interface 14

3.2.1 Command Center 14

3.2.1.1 Management Center 16

3.2.2 Soldier Roster 18

3.2.2.1 Soldier Roster Tools 18

3.2.3 Soldier Details 21

3.2.4 Case Details 21

4 Extension 22

4.1 Processing an Extension 22

4.2 Transferring a Case 42

5 Additional Actions 46

5.1 Counseling 46

5.2 Documents 48

5.2.1 Search for a File 48

5.2.1.1 Perform a Search 49

5.2.2 Filter Documents 49

5.2.3 Create a Folder 49

5.2.4 Download a File 50

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5.2.5 Upload a Single File 50

5.3 Incentive Contracts 51

5.4 Case History 51

5.5 Intent History 52

5.5.1 Filtering 52

6 Contacting the Help Desk 53 7 Glossary of Icons 54 8 Help 55 9 Additional Tools 56

9.1 Search 56

9.1.1 Soldier Search 56

9.1.2 Save a Search 58

9.1.3 View Saved Searches 59

9.1.4 Recent Searches 59

9.2 Reports 59

9.2.1 The Reports Screen 60

9.2.2 The Page Information Bar 60

9.2.3 Report Information Panel 61

9.2.4 Applied Filter Criteria Panel 62

9.2.4.1 Editing a Filter 62

9.2.4.2 Deleting a Filter 62

9.2.5 Report Tools Panel 63

9.2.5.1 Report Builder 63

9.2.5.2 Sort the Report 65

9.2.5.3 Save Report As 65

9.2.5.4 Subscriptions in RMS Extension 66

9.2.6 Drilling Down 67

9.2.7 Base Reports 67

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9.2.8 Extension Reports 67

9.2.8.1 Completed Extensions by State (YTD) 68

9.2.8.2 Contact Information for Open Cases 69

9.2.8.3 Eligible by ETS Date 71

9.2.8.4 Extension Status by Unit State (YTD) 72

9.2.8.5 Extensions in Progress 73

9.2.8.6 First Counseled 74

9.2.8.7 Counseling by Date Range 75

9.2.8.8 Not Counseled 76

9.2.8.9 Projected Losses 77

9.2.8.10 Reenlistment Success Rate from DPRO 78

9.2.8.11 RMS Metric Brief 79

9.3 Administration 79

9.4 Assume Command 81

9.4.1 Original Role 81

9.4.2 Change Role 82

9.5 User Management Tool (UMT) 85

9.5.1 Accessing the User Management Tool 86

9.5.2 Granting a User Access 86

9.5.3 Understanding RMS Extension User Roles 88

9.5.4 Finding Users 88

9.5.4.1 Searching for Users 89

9.5.4.2 Filtering Search Results 89

9.5.5 Other User Management Tool Functions 90

9.5.5.1 User Accounts 90

9.5.5.2 Reporting 91

9.5.6 View Details 93

9.5.6.1 Edit Permissions 94

9.5.6.2 User Permissions 95

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9.5.6.3 Edit Profile 96

9.5.6.4 Action History 96

9.5.6.5 Applications 97

1 What's New in RMS Extension

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1 What's New in RMS Extension

V2.9.0 (Released 2014/11/03)

Enhancements

1. The text in Bulletin Board notifications on the Landing Page can now be highlighted, copied, and pasted into users’ own documents.

2. The implementation of the Extension Eligibility Rules in the fourth panel has been updated, and the second panel Eligibility column now includes flagged Physical Health Assessments (PHA).

V2.7.0 (Released 2014/10/06)

Enhancements

1. An SSN Last 4 field has been added to the Search tab to search for Soldiers by the last four digits of their Social Security numbers, and the search fields have been reordered to display Last Name, then First Name.

2. [ALERT] has been added to the end of the work bucket names displayed in the first panel for the Soldiers within 30 days of ETS and Soldiers within 90 days of ETS work buckets.

3. “Expired Clearance” now appears in the Eligibility column in the Soldier Roster panel if a Soldier’s clearance is expired, and a line with “Security Clearance is expired” has been added to the Eli-gibility Rules table in the fourth panel.

4. The date fields in the Update pop-up window, accessed from the Update button in the Eligibility Rules table in the fourth panel, are now blank by default if no record is on file, and the calendar opens with today’s date selected.

5. In the Update pop-up window for the Soldier must meet the body composition requirements of AR 600-09 line of the Eligibility Rules table in the fourth panel, “DA 5500 or DA 5501” is now displayed as the Required Documents under Supporting Documentation.

6. The following lines have been added to the Soldier Information section of the third panel Personnel tab: Army Physical Fitness Test Administered Date, Army Physical Fitness Test Result (with P or F for Passed or Failed), and Army Physical Fitness Test Score.

7. A line for UPC Attached has been added to the Soldier Information section of the third panel Per-sonnel tab to display the UPC to which the Soldier is attached. It will be the same as the Unit Proc-essing Code if the Soldier is not attached to a different unit.

V2.6.0.0 (Released 2014/08/26)

New Features

1 What's New in RMS Extension

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1. DA Form 4856 can now be signed digitally using a CAC.

Enhancements

1. NGB Admin and State-level Super Admin are now able to override extension eligibility for any case, not only for cases with more than 365 days to the ETS date.

2. SIDPERS, NGB-level, State-level Admin, and State-level Super Admin users are able to view and select the Entered into SIDPERS button. A pop-up window has been added to ask users at these lev-els to verify that the extension has been entered into the SIDPERS system before the case can be completed.

Resolved Issues

1. The UMT Update Role functionality now has corrected updates.

2. The Transfer Case drop-down menu on the Issue Documents screen is now displaying consistently to allow cases to progress toward completion.

3. Second panel Soldier Rosters now consistently display ‘Y’ in the 4856 column for any case with a saved DA Form 4856.

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 System (GIMS).

2.1 Accessing Retention Management Software Extension

Access to the SMMS and RMS Extension is Common Access Card (CAC) authenticated through AKO.

Thus, you must first have a CAC Card reader and register your CAC with AKO.

Tip: CAC Card readers can be obtained through your state DOIMS, your Armory, or personal purchase.

Software for CAC readers is available for download with installation instructions on AKO at AKO Home, AKO/DKO CAC Resources, CAC Configuration and Installation. If you have any further ques-tions, contact the help desk at arng.smms.help@us.army.mi l and/or telephone 1-855-249-9311.

Warning: The SMMS is a DOD web site. 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 ver-ifying security procedures, survivability, and operational security. Monitoring includes, but is not lim-ited 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 Register CAC with AKO

1. Navigate to https://www.us.army.mi l .

2. Log in.

3. Use the menu to navigate to Quick Links, CAC, My CAC Information.

4. Follow the instructions to register your CAC card with your account.

2.3 Logging on to the SMMS

1. In order to access the SMMS, and all of the available products, navigate to https://smms.arm-y.pentagon.mi l /.

mailto:arng.smms.help@us.army.mil https://www.us.army.mil/ https://smms.army.pentagon.mil/ https://smms.army.pentagon.mil/

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

3. Select the appropriate certificate, and enter your CAC Pin.

The SMMS opens.

Note: Upon first logging into the SMMS, you will be asked to read and accept the Acceptable Use Policy.

4. When you 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 the next time you log in to the SMMS.

2.4 The StrengthNet Landing Page

The StrengthNet Landing Page displays links to the most popular products in the SMMS portal, the G1 Gateway, and the last 10 SMMS modules you have accessed.

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

l Product Boxes: Clicking the modules in the boxes surrounding the National Guard insignia will either open the module via the webtop or with some modules, open the module in your browser window. The G1 Gateway product box will open the G1 Gateway website in a separate tab in your browser.

l Last modules accessed: Clicking the application icons along the bottom of the page will take you to the webtop and open that module automatically.

l External Links drop-down menu: Pointing to External Links in the top right-hand corner will reveal the External Links drop-down. Clicking any of these links will open a separate tab in your browser with that website.

2.5 Requesting Access to RMS Extension

1. Click the RMS product group on the StrengthNet Landing Page.

The Request Access page opens.

2. Complete all required fields.

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3. Describe the reason you need access to the product.

Note: This information is reviewed by the administrator to verify you actually require access to the product. Be sure to describe your requirement thoroughly so the request can be approved and the appropriate permissions can be granted.

4. Click Select Position.

The available commands open in a pop-up window.

5. Click a folder at the NG, State, Brigade, Battalion, or Unit level.

6. Click Select.

The pop-up window closes, and your selected command is populated.

7. Click Submit Request.

Your request is submitted. After your request is addressed, you will receive an email notification.

3 Retention Management Software Overview

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3 Retention Management Software Overview The Retention Management Software (RMS) product is composed of several different modules, each assisting in the execution and achievement of missions critical to the Army National Guard. These mod-ules incorporate a Case Management system that allows you to focus on only those tasks to which you are assigned, and keep track of the status of each Soldier’s case. The RMS modules include: AWOL Recovery, Extension, Interstate Transfer, and Sponsorship. This guide explains the Extension process.

RMS allows users with varying roles and permissions to conduct their daily job responsibilities. The Extension module within RMS assists users in identifying Soldiers within the extension window and helps to manage them through the extension process. It also provides reporting capabilities designed to allow users to create custom reports that focus on the information in which they are most inter-ested.

3.1 Opening Extension

From the RMS Landing Page, you can open the Extension module from the Management Centermenu in the Command Center.

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3.2 Introduction to the RMS interface

The RMS 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 arrow icon in the corner of the panel.

The four panels contain, from left to right:

1. Command Center: see Command Center below.

2. Soldier Roster: see Soldier Roster on page 18.

3. Soldier Details: see Soldier Details on page 21.

4. Case Details: see Case Details on page 21.

3.2.1 Command Center

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

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The Command Center is composed of several different tabs:

l Management Center: see Management Center on next page.

l Search: see Search on page 56.

l Reports: see Reports on page 59.

l Resource Center: contains documents, user guides, and training videos.

l Administration: see Administration on page 79.

l Assume Command: see Assume Command on page 81.

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3.2.1.1 Management Center

The Management Center, located in the first panel on the far left of the screen, organizes cases in per-mission-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.

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

3.2.1.1.1 RMS Extension Work Buckets

The work buckets within the Extension module include:

Work Bucket Case

Soldiers within 6 years of ETS The Soldier has no more than 6 years until the scheduled ETS Date.

Soldiers within 5 years of ETS The Soldier has no more than 5 years until the scheduled ETS Date.

Soldiers within 4 years of ETS The Soldier has no more than 4 years until the scheduled ETS Date.

Soldiers within 3 years of ETS The Soldier has no more than 3 years until the scheduled ETS Date.

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Work Bucket Case

Soldiers within 2 years of ETS The Soldier has no more than 2 years until the scheduled ETS Date.

Soldiers within 450 days of ETS

The Soldier has no more than 450 days until the scheduled ETS Date.

Soldiers within 365 days of ETS

The Soldier has no more than 365 days until the scheduled ETS Date.

Soldiers within 270 days of

ETS

The Soldier has no more than 270 days until the scheduled ETS Date.

Soldiers within 180 days of

ETS

The Soldier has no more than 180 days until the scheduled ETS Date.

Soldiers within 120 days of

ETS

The Soldier has no more than 120 days until the scheduled ETS Date.

Soldiers within 90 days of

ETS

The Soldier has no more than 90 days until the scheduled ETS Date.

Soldiers within 60 days of

ETS

The Soldier has no more than 60 days until the scheduled ETS Date.

Soldiers within 30 days of

ETS

The Soldier has no more than 30 days until the scheduled ETS Date.

Soldiers beyond their ETS date

The Soldier has passed their scheduled ETS Date.

Battalion This work bucket is populated when a reviewer transfers the Soldier's record to the Bat-talion level, so that they may review and add/confirm any DA4836 or Bonus Addendum information as well as transfer the case to a higher level.

Brigade This work bucket is populated when a reviewer transfers the Soldier's record to the Bri-gade level, so that they may review and add/confirm any DA4836 or Bonus Addendum information as well as transfer the case to a higher level.

State This work bucket is populated when a reviewer transfers the Soldier's record to the State level, so that they may review and add/confirm any DA4836 or Bonus Addendum information as well as transfer the case to the SIDPERS level.

SIDPERS

This work bucket is populated when a reviewer transfers the Soldier's record to the SID- PERS level. Soldiers in this bucket are waiting to be entered into SIDPERS.

Soldier Signature This work bucket is populated once a Soldier is entered into SIDPERS. The Soldier is allowed to e-sign form DA4836 via this workbucket.

Officer Signature This work bucket is populated after the Soldier has signed form DA4836 via the Soldier Signature work bucket. The case is now awaiting an Officer's e-signature.

Completed This work bucket contains all the cases that require no more action. The cases in this work bucket are viewable.

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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 Sol-diers, such as Soldier name, UPC, Grade, 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.

3.2.2.1 Soldier Roster Tools

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

l Re-order columns by clicking on a column heading and dragging it to the desired location in the roster.

l You can resize columns widths. When you pause your mouse over the line between column head-ings, the cursor changes to a resizing symbol.

When this cursor appears, click and drag the line to the right or left to resize the columns.

- 19 - Document generated on: 10/31/2014 at 10:12 AM l Filter the results by entering text above a column in the Input Filter field. The results are filtered as you type.

l View tool-tips by pausing the mouse over any column heading.

l Copy cells or rows by right-clicking in the search results.

- 20 - Document generated on: 10/31/2014 at 10:12 AM l Options to refresh the screen, open preferences, show/hide filters, clear filters, print, export to CSV, or export to Excel are available in the tool panel above the roster.

Tip: See the Glossary of Icons on page 54 for specific descriptions.

The Preferences icon allows users to select columns to hide or display and choose whether to show the filter line.

a. Click the Preferences icon .

The Preferences pop-up window opens.

b. Select the check boxes for the columns you want to include, or leave the All check box selected to include all columns.

c. Clear the Show Filter check box if you wish to hide the filter line above the Soldier Roster.

d. Click Save.

Note: Click Reset to return to default settings or Cancel to exit Preferences without applying changes.

A confirmation box appears.

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e. Click OK.

The screen is refreshed with your preferences settings applied.

3.2.3 Soldier Details

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

The Soldier Details panel contains the following tabs:

l The Personnel tab provides personal information about the Soldier, such as Social Security Number, Grade, Rank, and UIC.

l The Case Admin tab lists all of the Soldier's existing RMS cases and allows for the creation of new cases.

l The Additional Contact Information tab allows you to view existing contact information and edit or add information.

l The Contact History tab tracks all contact made with the Soldier.

3.2.4 Case Details

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

l The Case tab is where you enter information and make selections to act on a case.

l The Counseling tab lists details about each counseling session related to the case. See Counseling on page 46.

l The Documents tab allows you to search, download, and upload files relevant to the case. See Doc-uments on page 48.

l The Incentive Contracts tab displays all GIMS incentive contracts available for the Soldier. See

Incentive Contracts on page 51.

l The Case History tab lists all of the actions taken on this case. See Case History on page 51.

l The Intent History tab logs every change to a case's intent recorded in the Case tab of Case Man-agement. See Intent History on page 52.

4 Extension

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4 Extension RMS Extension is designed to document counseling of Soldiers and assist in extending Soldiers who are within 365 days of their ETS date. A DA Form 4836 can be generated through RMS. RMS Extension ties into the Guard Incentive Management System (GIMS) in order to allow a Bonus Addendum to be gen-erated for applicable Soldiers.

4.1 Processing an Extension

1. Within the Command Center, open the Management Center accordion tab and expand the Exten-sion/Counseling menu.

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2. Click one of the available work buckets to display its Soldier Roster in the second panel.

3. Select a Soldier from the Soldier Roster to open Soldier Details and Case Details in the third and fourth panels.

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4. In the fourth panel, select the Soldier's intent with regards to the upcoming ETS date from the Sol-dier Intent window. The available choices include Extend, ETS, Retirement, or Undecided.

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5. If the Soldier intends to Extend or ETS, select the Reason.

Note:When selecting ETS, you must choose a reason category first, and then choose a reason.

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6. Click Prepare New 4856 Counseling at the bottom of the screen to officially record a counseling session with the Soldier using DA Form 4856.

Tip: The Prepare New 4856 Counseling button is also at the bottom of the Counseling tab.

The Counseling window appears.

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7. Fill out the appropriate information and scroll down to click Save.

Note: If the Soldier was unable to be counseled, select the Unable to Counsel check box, and select a reason from the drop-down menu that appears.

Note: You can click Add Counseling Comment to the left of the Prepare New 4856 Counseling but-ton to add comments or unofficial counseling notes to the Counseling Comments box, along with

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8. Optionally, click Alert Chain of Command at the bottom of the screen if the Soldier makes a request that is beyond the control of the unit, such as changing a Soldier's MOS.

The Alert Chain of Command for Case pop-up window appears.

a. Select Send to Battalion, Send to Brigade, or Send to State from the Transfer Case to drop-down menu.

b. Enter notes in the Case Note field.

c. Click Save.

The case is transferred to the selected level for review and moved to the Battalion, Brigade, or State work bucket in the Command Center. The case will be returned to the unit after the requested action is performed or rejected.

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9. Click Record Intent at the bottom of the screen.

A confirmation window appears denoting your intention was successfully saved.

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10. Click OK.

The Extension Eligibility screen appears.

The Extension Module immediately determines which eligibility rules have been met, which are not applicable, and which have not been met by the Soldier.

Note: NGB Admin and state-level Super Admin users see an Override Eligibility button instead of the Continue button under the Eligibility Rules table. Clicking the Override Eligibility button bypasses the Eligibility Rules table and sends the case to the Period of Extension Questions on the next page. Any user with extension permissions can process the case at this point. The override remains in effect until the case transitions into a new work bucket.

a. The Rule Met icon indicates the Soldier satisfactorily meets the requirements for the evaluated rule. Clicking on the Rule Met icon displays the eligibility rule that was evaluated and the Soldier's information as to why he/she meets eligibility criteria.

b. The Rule Not Met icon indicates the Soldier fails to meet the requirements for the eval-uated rule. Clicking on the Rule Not Met icon displays the eligibility rule that was evaluated and the Soldier's information as to why he/she does not meet eligibility criteria.

c. The Rule Not Applicable icon indicates that a rule was evaluated and determined not applicable to the specific bonus/incentive.

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d. The Rule Description icon displays the Law, DoDI, SRIP Policy, EIOM, and/or Regulations that support a given rule. Hover your mouse over this icon to view information applicable to the case.

11. If there are any Rule Not Met icons in the Eligible column, an Update button appears in the Update column for that row. Click Update to update fields that may change the Soldier's eligibility, such as Last Physical Exam Date and Soldier Weight, and supporting documentation for the new infor-mation, then click Submit.

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12. Click Continue.

The Period of Extension Questions screen appears.

13. Choose the rule that best describes the Soldier's current scenario.

Note: You must select a rule for the Soldier to be eligible to extend. You may only select one rule.

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14. Click Record Period of Extension.

The Bonus Eligibility screen appears. Available bonus types display based on Soldier eligibility.

15. Select Re-enlist/Extend or Enlisted MOS Conversion from the Select SRIP Type drop-down.

Tip: If the Soldier is not eligible for any bonuses, no radio buttons will show.

16. Click Continue.

If a bonus type was selected, the Contract Information panel appears.

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17. Fill out the required information in the Contract Information section.

Note: All fields marked with a red asterisk (*) are required.

18. Click Evaluate Rules to update the Eligibility section below.

The Eligibility section refreshes with your results.

19. If all rules are met in the Eligibility section, click Select at the bottom of the screen.

When the bonus is created, a grid appears with summary bonus information and the Continue but-ton is enabled.

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20. Click Continue.

Note: The Continue button only appears when a Soldier is fully eligible to receive a bonus. If Rule B was selected and the Soldier is not eligible for a bonus, return to the Period of Extension Questions screen on page 3 and select a different rule. Page buttons are located at the bottom of the fourth panel.

The Extension Information screen appears.

Note: Some fields may already be filled depending on your previous selections.

21. Type or select from the calendar the date of execution.

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22. Choose a length of Extension for the Soldier from the drop-down menu.

23. Enter the Name, Grade, and Branch of the Commissioned Officer responsible for signing off on the Soldier's Extension.

24. Enter the number of extensions previously granted to the current DD Form.

25. Click Record Extension Information.

The Issue Documents screen appears.

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26. Click Print DA4836 to open a PDF of the contract form to print for the Soldier to sign.

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27. After DA Form 4836 has been signed by the Soldier and uploaded to your computer, click Upload Document.

The Upload File to pop-up appears.

28. Click Browse to select the document from your files.

Note: The Description field is optional.

29. Click Save.

The filename appears to the right of the Upload Document button.

Tip: After you upload a document, you can click Upload Document again to replace the current doc-ument. You can also click the filename to download the current document.

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30. If applicable, click Print and Upload Bonus to download the Bonus Addendum for the Soldier to sign.

If the Soldier is ineligible, a warning message appears.

Note: A Bonus Addendum is not required to transfer the case.

If the Soldier is eligible for a bonus, the Bonus Addendum is available for download and entries for Service Representative andWitnessing Official/Officer appear below the Print and Upload Bonus button.

31. Enter the names and ranks of the Service Representative and Witnessing Official/Officer.

Note: Selecting a rank for each from the drop-down menu is required in order to proceed.

After the names and ranks are entered, the Print Addendum/Agreement button is enabled.

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32. Click Print Addendum/Agreement.

A warning message appears.

The Bonus Addendum generates and is marked with today's date. If the Soldier does not sign the form and if it is not uploaded to RMS the same day, the form will no longer be valid and the Sol-dier will not receive a bonus.

33. Click OK.

Click Open or Save to download, print, and have the Soldier sign the Bonus Addendum. Scan and upload the signed form to your files.

34. Click Upload Addendum/Agreement.

The Upload Required Documents to GIMS pop-up window appears.

Note: View the Required/Optional Documents list to the right of the Documents Repository for a list of required and optional documents.

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35. Click Upload or Upload Multiple to upload the required DA Form 4836 and the REB (Reen-listment/Extension Bonus) Addendum the Soldier signed in the previous steps.

When the required forms have been uploaded, an icon appears in the Attached column in the Required/Optional Documents list for each successful upload, and the Close button is enabled at the bottom left of the window.

The bonus case in GIMS now has the required documents attached to the case within GIMS. The documents are also still available in the Documents tab in RMS.

36. Click Close.

37. If DA Form 4836 has not yet been signed by the Soldier and uploaded into RMS, click Submit for

Signatures.

A Success box appears to indicate the case was transitioned.

Note: The Submit for Signatures button is an option for cases without a bonus to delay having the Soldier sign the DA Form 4836. Submit for Signatures sends the case to the Soldier Signature work bucket for the Soldier to sign digitally later. After the Soldier digitally signs the DA Form 4836, the case is moved to the Officer Signature work bucket for the officer to sign and submit to SIDPERS.

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38. Click OK.

The Issue Documents page refers you to the Documents tab to view supporting documentation if needed.

4.2 Transferring a Case

To Complete A Soldier's Extension:

After the DA Form 4836 has been signed by the Soldier and uploaded, transfer the case to the appro-priate command level to submit the extension.

1. From the Issue Documents screen, page 6 of Case Details, click the drop-down menu under Trans-fer Case and select to send to SIDPERS, Battalion, Brigade, or State.

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2. Click Transfer.

A Success box appears to indicate the case was transitioned.

Personnel at the selected command level receive an email notification that a case has been tran-sitioned to their work bucket for review.

Note: Each command level has its own work bucket where users at that level can transfer to a higher level, from the unit to Battalion, Brigade, State and SIDPERS. If a case is in one of these work buckets, all pages except for the issue contract screen are disabled.

Tip: For questions about the extension process you can contact SFC Ralph Latchford at ralph.e.lat-chford.mil@mail.mil. Contact your incentives manager for questions about incentives.

To Transfer A Case From The Battalion, Brigade Or State Work Buckets:

After a case has been transferred to Battalion, Brigade, or State, users at those respective command levels can view the case and its supporting documents in the respective work bucket.

1. From the Soldier Roster panel, the case opens to the Issue Documents screen, page 6 of Case Details.

Click the Documents tab to review the DA Form 4836, the Bonus Addendum (if applicable), and any other supporting documentation.

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2. If you approve the case, return to the Issue Documents screen and click the drop-down menu under Transfer Case to select an available option.

Note: The example above shows the options available for a case in the Brigade work bucket.

3. If you do not approve the case, click Return to Unit at the bottom of the page to send the case back to the unit for corrections. Comments must be entered.

4. Click Save.

The person who submitted the case for review receives an email notification that the case has been returned, including your comments.

To Transfer A Case From The SIDPERS Work Bucket:

Cases that have been transferred to the SIDPERS work bucket are either entered into the SIDPERS data-base or returned to the unit.

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From the Soldier Roster panel, the case opens to the Issue Documents screen, page 6 of Case Details.

1. If the case data has been entered into the SIDPERS database, click Entered into SIDPERS.

A Success box appears to indicate the case was transitioned.

2. If there are errors or issues with the case, click Return to Unit to send the case back to the unit for corrections. Comments must be entered.

3. Click Save.

The person who submitted the case for review receives an email notification that the case has been returned, including your comments.

5 Additional Actions

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

5.1 Counseling

1. Click the Counseling tab in the Case Management panel.

The tab opens, showing information about previous counseling sessions completed with the Soldier.

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2. Click a row to view more information about the counseling entry.

The Counseling pop-up window opens.

3. If you created the original counseling record for the entry, you can edit the information in the Coun-seling pop-up window. Enter information as needed and scroll down to the bottom of the window to view the Save button.

4. Click Save. Or to exit without saving, click the Close button at the top right of the window.

Tip: Click Show PDF at the top of the Counseling pop-up window to open or save the information in a DA Form 4856 as a PDF file.

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5. Click Add New Counseling at the bottom of the Counseling tab window to enter a new counseling session.

Note: The Add New Counseling button is also located in first page of the Case tab in the Soldier Intent screen.

5.2 Documents

The Documents tab allows you to filter, download, and upload files pertaining to the selected Soldier and case, and also allows additional folders to be created within which files can be stored.

Note: If there are multiple cases associated with a Soldier, there could be different documents avail-able within this tab for each case.

5.2.1 Search for a File

You can perform two types of searches within the Documents tab. You can perform a global search to locate a file by key words or tags associated with it, or you can use the filters available in the grid to locate a file.

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5.2.1.1 Perform a Search

1. Click the Search button.

2. Type search criteria in the available textbox.

3. Optionally, select any or all of the available check boxes: Search the names of files, Search the description of files, Search the contents of files, or Search the tags of files.

4. Click Search.

A list of all files and folders that matches the search criteria appears.

5.2.2 Filter Documents

There are many filter options available within the Documents tab. Each column has a filter field above the column title. If you enter filter criteria in the filter field, only records that contain the filter text are displayed.

A generic Filter field is also available in the top right-hand corner of the screen. The module displays only those records that have the filter content in any of the available data columns.

Note: If there are multiple pages of data within a grid, you can filter and sort the data by clicking the column name to sort it, or by entering filter criteria above the column; the content is filtered as you type.

5.2.3 Create a Folder

You can organize your files in the Documents tab into folders. If an appropriate folder does not already exist for your document, you can create a new folder.

1. Click New Folder.

The New Sub Folder screen opens in a new window.

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2. Type a Folder Name.

3. Type a description in the available textbox.

4. Click Save.

The folder is created.

5.2.4 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 below the Documents table.

The file is downloaded.

5.2.5 Upload a Single File

1. Click the Upload button below the Documents table.

The Add File dialog box opens.

2. Click the Browse button.

3. Navigate to the file, and click Open.

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

4. Type a description in the Description textbox.

5. Type any tags in the Tags textbox, separating each tag with a comma.

6. Click Save.

The file is uploaded.

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5.3 Incentive Contracts

The Incentive Contracts tab displays all GIMS incentive contracts associated with the Soldier. Any prior incentive contracts and ones that are currently in effect or being applied for are included in the Incen-tive Contracts tab.

5.4 Case History

1. In the Case Management fourth panel, click the Case History tab.

The Case History tab opens, displaying information about previous actions completed for this Sol-

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5.5 Intent History

Click the Intent History tab in the Case Management panel.

The tab opens, showing a list of every change to a case's intent that was previously recorded in the Case tab of Case Management.

5.5.1 Filtering

Each column has a filter field above the column title. If you enter filter criteria in the filter field, only records that contain the filter text are displayed.

Note: If there are multiple pages of data within a grid, users can filter and sort the data by clicking the column name to sort it, or by entering filter criteria above the column, and then clicking the Apply

Filter icon.

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:arng.smms.help@us.army.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 Icon Function

Preferences: Click this icon to select which columns you want displayed in the report, along with how many records you want displayed per page.

Show/Hide Filters: Click this icon to toggle the display of filters.

Clear Filters: Click this icon to remove any applied filters.

Print: Click this icon to print the displayed report.

Export to PDF: Click this icon to export the report to PDF.

Export to Word: Click this icon to export the report to Word.

Export to CSV: Click this icon to export the report to CSV.

Export to Excel: Click this icon to export the report to Excel.

Refresh: Click this icon to refresh the information currently being displayed.

Close Current Tab: Click this icon to close the current tab.

Close All Tabs: Click this icon to close all open tabs.

8 Help

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8 Help Click the Resource Center tab within the Command Center panel, and click the User Guides drop-down menu to access the different User Guides available on the system.

9 Additional Tools

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

9.1 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 18 for more infor-mation about options in the search results panel.)

9.1.1 Soldier Search

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

2. Click Search.

The second panel displays a list of Soldiers matching the input parameters.

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

The third panel opens.

9.1.2 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 Save.

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

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9.1.3 View Saved Searches

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

9.1.4 Recent Searches

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

9.2 Reports

Reports are a central tool in RMS Extension. 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 query. They provide a user-friendly way to access detailed infor-mation on nearly any data used in RMS Extension.

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

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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9.2.1 The Reports Screen

In any report screen, three panels occupy the top part of the screen: Report Information, Applied Filter Criteria, and Report Tools. These panels give information about the report and options for modifying it.

The report itself uses the remainder of the screen.

9.2.2 The Page Information Bar

In the Page Information bar at the top of any report, there are buttons that allow you to move through-out the report and change how the information is displayed.

Task Action

Hide or show information Click to hide information and to show information that has been hidden.

Change how many results are shown at a time

Select an option from the Select Page Size drop-down menu.

Move to a different page in a report

Use the navigational arrows at the right hand side of the Page Information bar to move throughout the report

OR

Enter a number in the Jump To Page: text box and click GO.

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9.2.3 Report Information Panel

The panel on the far left of the screen contains report information, as well as dimensions and meas-urements information. The Report Information tab provides the title of the report and a short descrip-tion of the information contained therein. The Measurements Info and Dimensions Info tabs describe the columns in the report. You can also point the mouse to any column heading to see a tool tip describing the column's dimension or measurement.

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

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9.2.4 Applied Filter Criteria Panel

The panel in the middle of the screen, Applied Filter Criteria, displays the current filter on the report.

Any additional filters you apply appear in this panel, as do any drill-down criteria you add (see Drilling Down on page 67).

9.2.4.1 Editing a Filter

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

The Update Filter Criteria screen appears.

2. To update the filter, select an operator from the Select An Operator drop-down menu.

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

4. Click Update to confirm your selections.

The updated report appears.

9.2.4.2 Deleting a Filter

1. Click the Delete button .

The updated report appears.

Note: This option is only available when there is more than one filter applied to the report.

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9.2.5 Report Tools Panel

The Report Tools panel displays various options for editing, saving, and viewing a report.

The following table explains each of the buttons in the Reports Tools panel in order, beginning with the one furthest to the left. Buttons with complex functions are explained in greater depth in their own sec-tion of the user guide.

But-ton

Result

View the available options for sorting the report.

The base report appears.

A Save Report Options dialogue screen appears.

The report is emailed to your account.

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

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

A pop-up window appears with instructions for exporting the report data to aMicrosoft Excel Comma Sep-arated Values File.

Print the report.

Note: Your computer must be connected to a printer for this button to function.

The default page of the report appears.

The previous page of the report appears.

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

9.2.5.1 Report Builder

The Report Builder tool allows you to modify base reports (see Base Reports on page 67) with cus-tomized dimensions, measurements, and filters.

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

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9.2.5.1.1 Building A Report With Report Builder

1. From within a base…