ATTACHMENT_4 _VULCAN.pdf

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Vulcan Recruit Sustainment Program 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.

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Table of Contents

1 What's New in Vulcan 8 2 Getting Started With Vulcan RSP 11

2.1 User Roles 11

2.2 Using Vulcan RSP 12

3 SMMS Overview 13

3.1 Accessing Vulcan Recruit Sustainment Program 13

3.2 Register CAC with AKO 13

3.3 Logging on to the SMMS 13

3.4 The StrengthNet Landing Page 14

3.5 Requesting Access to Vulcan 15

4 Retention Management Software Overview 17

4.1 Opening Vulcan RSP 17

4.2 Introduction to the Vulcan interface 18

4.2.1 Command Center 18

4.2.1.1 Management Center 20

4.2.2 Case Roster 21

4.2.2.1 Case Roster Tools 22

4.2.3 Soldier Details 24

4.2.3.1 Soldier Remarks 25

4.2.3.2 Programs and Awards 26

4.2.3.3 Soldier Status 27

4.2.3.4 Disposition 31

4.2.3.5 Phase Input 32

4.2.4 Case Details 33

5 Vulcan RSP 35

5.1 RSP Warrior Sponsorship 35

5.1.1 Awaiting Attachment to RSP 35

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5.1.2 Pending RSP Acknowledgment 37

5.1.3 Sponsorship Tasks Incomplete 38

5.1.4 Sponsorship Tasks Overdue 42

5.1.5 Quick Shipper 42

5.2 RSP Routine Monitoring 46

5.2.1 Physical Assessment 49

5.2.1.1 Enter Physical Assessment Results 49

5.2.1.2 Delete Physical Assessment Results 51

5.2.1.3 Enter Height and Weight Assessment Results 52

5.2.1.4 Delete Height and Weight Assessment Results 55

5.2.2 STRM Course Completion 55

5.2.2.1 STRM Course Completion Phases 57

5.2.3 Ship Date Management 57

5.2.4 Tattoo Screening 59

5.2.5 Personal Data Verified 60

5.2.6 HS Grade/GED Verified 63

5.2.7 Pre-Ship Counseling 64

5.3 Shipper Management 65

5.4 LNOModule 67

5.4.1 Create an LNO Ticket 68

5.4.2 View and Respond to New LNO Tickets 73

5.4.3 Respond to LNO Tickets Returned to LNO 77

5.4.3.1 Return to State 79

5.4.3.2 Close Case 79

5.4.3.3 Terminate Case 80

5.4.4 Respond to LNO Tickets Returned to State 81

5.4.5 LNO ticket buttons 84

6 Additional Actions 85

6.1 Documents 85

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6.1.1 Filter Documents 85

6.1.2 Download a File 86

6.1.3 Upload a Single File 86

6.1.4 Upload Multiple Files 87

7 Contacting the Help Desk 88 8 Glossary of Icons 89 9 Help 91 10 Additional Tools 92

10.1 Search 92

10.1.1 Vulcan Soldier Search 93

10.1.2 Vulcan Ticket Search–LNO 95

10.1.3 Save a Search 97

10.1.4 View Saved Searches 97

10.1.5 Recent Searches 97

10.2 Reports 98

10.2.1 The Reports Screen 99

10.2.2 Data Marts 99

10.2.3 Report Information Panel 99

10.2.3.1 Measurements 100

10.2.3.2 Dimensions 101

10.2.4 Applied Filter Criteria Panel 101

10.2.4.1 Editing a Filter 101

10.2.4.2 Deleting a Filter 102

10.2.5 Report Tools Panel 102

10.2.5.1 Report Builder 103

10.2.5.2 Sort the Report 107

10.2.5.3 Save Report As 107

10.2.5.4 Subscriptions in Vulcan 108

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10.2.6 Drilling Down 109

10.2.7 Aggregate and Base Reports 110

10.3 Vulcan RSP Reports 111

10.4 Administration 113

10.4.1 Bulletin Board 114

10.4.1.1 Adding, Editing, and Deleting Notifications 114

10.4.1.2 Creating and Editing Notification Types 115

10.4.2 Uniform Distribution 116

10.4.2.1 Add Inventory 117

10.4.3 Category Manager 117

10.4.3.1 Add A Category 119

10.4.3.2 Edit A Category 121

10.4.3.3 Deactivate A Category 121

10.4.4 LNO Assignments 122

10.4.5 Resolution 124

10.4.5.1 Add A Resolution 125

10.4.5.2 Edit A Resolution 126

10.4.6 State Email Config 127

10.4.7 RSP Site Setup 128

10.4.7.1 Add an RSP Site 129

10.4.7.2 Edit an RSP Site 130

10.4.7.3 Add a Drill Date 130

10.4.7.4 Edit a Drill Date 131

10.4.7.5 Delete a Drill Date 131

10.4.8 Batch Soldier Screening 132

10.4.8.1 PFA/APFT Assessments 133

10.4.8.2 Height/Weight Assessments 135

10.4.8.3 STRM Course Completion 138

10.4.8.4 Tattoo Screening 140

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10.4.8.5 Soldier Phase 140

10.5 Assume Command 142

10.5.1 Original Role 142

10.5.2 Change Role 143

10.6 User Management Tool (UMT) 146

10.6.1 Accessing the User Management Tool 147

10.6.2 Granting a User Access 147

10.6.3 Selecting a Command 150

10.6.4 Understanding Vulcan User Roles 151

10.6.5 Finding Users 152

10.6.5.1 Filtering Search Results 152

10.6.6 Other User Management Tool Functions 153

10.6.6.1 User Accounts 153

10.6.6.2 Reporting 154

10.6.7 View Details 157

10.6.7.1 Edit Permissions 158

10.6.7.2 User Permissions 159

10.6.7.3 Edit Profile 160

10.6.7.4 Action History 160

10.6.7.5 Applications 161

1 What's New in Vulcan

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1 What's New in Vulcan

V3.7.0 (Released 2015/08/10)

Enhancements

1. UMT permissions are now grouped into separate folders for each RMS module. (See Granting a User Access on page 147.)

2. Various performance enhancements have been made for loading work buckets.

Resolved Issues

1. Alternate email addresses are now saved correctly in the third-panel Contact Info tab.

2. Checklists in the fourth panel no longer display inactive items.

3. The Height & Weight Assessment can now be exported properly to PDF on the Physical Assessment screen for Routine Monitoring cases. (See Physical Assessment on page 49.)

4. The correct Height & Weight Assessment screening date is now displayed on the Physical Assess-ment screen for Routine Monitoring cases. (See Physical Assessment on page 49.)

5. RSP Shipper Management cases are now using the correct version of RSP Form 08-02 and the cor-responding checklist in the fourth panel. (See Shipper Management on page 65.)

V3.6.0 (Released 2015/07/06)

Resolved Issues

1. Users with permission are now able to delete documents uploaded to Vulcan Soldier records.

2. Users can now delete entries from the Contact Info tab in the third panel.

V3.5.3 (Released 2015/05/29)

Resolved Issues

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1. The Report Usage report no longer displays an error when opened.

2. The Reset My Role button in the first-panel Assume Command tab no longer causes an error.

3. Documents can now be downloaded from the fourth-panel Documents tab without errors.

4. Editing a Soldier’s disposition from the third-panel Disposition tab no longer causes an error.

5. Clicking a Soldier’s name in the Attachment Discrepancy report now opens the Soldier Details panel.

6. Saving height and weight measurements for Routine Monitoring cases no longer causes an error.

7. The status of RSP Shipper Management cases is now updated correctly when the RSP Form 08-02 is completed.

8. LNO users now receive emails when the RSP returns LNO tickets to them for review.

V3.5.0 (Released 2015/05/04)

Enhancements

1. The following enhancements have been made to the landing page:

a. A Contact Us link has been added below the username that opens a pop-up window with con-tact information for technical support.

b. The username is now a link that opens a pop-up window displaying the user's role.

2. A Save button has been added to the Acknowledge pop-up window that appears upon login when a bulletin board message requires the user's acknowledgment.

3. The Upload button on the fourth-panel Documents tab is no longer available after a case has been closed. (See Documents on page 85.)

4. BI Portal has been upgraded to version 6.5 to support the Virtual Directory Redirection func-tionality.

5. Vulcan administrators with a new UMT permission can now override a Soldier's IET status to dis-position the Soldier in the third panel. The Disposition tab for administrators with the Vulcan: Abil-ity to disposition no matter IET status permission is displayed as Disposition - Admin Override.

a. If any LNO tickets are open for the Soldier, a pop-up window appears to notify the user that the Soldier cannot be dispositioned out of RSP before the LNO ticket is closed.

6. The first-panel Search tab now opens to Vulcan Soldier Search by default and LNO Ticket Search has been renamed Vulcan Ticket Search-LNO. (See Search on page 92.)

7. The maximum character input for the Primary Email field in RSP Site Setup, accessible from the first-panel Administration tab, has been increased to 100 characters. (See RSP Site Setup on page 128.)

Resolved Issues

1. The Delete button is now disabled for primary contacts in the third-panel Contact Info tab. Sec-ondary contacts can still be deleted.

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2. The STRM Training Course Batch Entry screen, accessible from the first-panel Administration tab, now saves user input correctly. (See STRM Course Completion on page 138.)

3. The Height/Weight Assessments batch input screen, accessible from the first-panel Administration tab, now calculates the maximum body fat percentage based on height, gender, and age to determ-ine pass or fail status correctly. (See Height/Weight Assessments on page 135.)

2 Getting Started With Vulcan RSP

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

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

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

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

2.1 User Roles

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

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

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

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

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

2 Getting Started With Vulcan RSP

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2.2 Using Vulcan RSP

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

3 SMMS Overview

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3 SMMS Overview The Strength Maintenance Management System (SMMS) is a CAC-authenticated management and reporting tool for the Army National Guard (ARNG) force’s readiness and strength at the unclassified level. SMMS is a web-based system with multiple modules and tools that support the Recruiting and Retention Community utilizing a familiar desktop-style user interface. SMMS also currently hosts the G1 Gateway and the Guard Incentive Management Subsystem (GIMS).

3.1 Accessing Vulcan Recruit Sustainment Program

Access to the SMMS and Vulcan is Common Access Card (CAC) authenticated through 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 ng.ncr.arng.mbx.rcms-g@mai l .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 veri-fying 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.

3.2 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.

3.3 Logging on to the SMMS

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

mailto:ng.ncr.arng.mbx.rcms-g@mail.mil https://www.us.army.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.

3.4 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.

3.5 Requesting Access to Vulcan

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

The Request Access page opens.

2. Complete at least the 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.

4 Retention Management Software Overview

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4 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 ticket. The RMS modules include: AWOL Recovery, Extension, Interstate Transfer, Sponsorship, Transition Services, and Vulcan RSP. This guide explains the Vulcan RSP process.

RMS allows users with varying roles and permissions to conduct their daily job responsibilities. The Vul-can RSP module within RMS assists the Recruit Sustainment Program (RSP) with ensuring that Soldiers in the training pipeline remain administratively and physically ready for Basic Training (BT) and Advanced Individual Training (AIT), increasing the likelihood that these Soldiers will reach a fully trained status.

4.1 Opening Vulcan RSP

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

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4.2 Introduction to the Vulcan interface

The Vulcan user interface allows you to accomplish your work from four panels, each of which per-forms 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. Case Roster: see Case Roster on page 21.

3. Soldier Details: see Soldier Details on page 24.

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

4.2.1 Command Center

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

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The Command Center is composed of several different tabs:

l Management Center: See Management Center on the next page.

l Search: See Search on page 92.

l Reports: See Reports on page 98.

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

l Document Center: Contains any policy guidance or other documents uploaded by module admin-istrators for users of the module to view.

l Administration: See Administration on page 113.

l Assume Command: See Assume Command on page 142.

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4.2.1.1 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 or LNO tickets needing a particular action that you may need to perform. You can only view work buckets, and the cases within, if you have the appropriate role and permission. The number in parentheses beside each work bucket is the number of cases that you can either view or edit.

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

4.2.1.1.1 Vulcan Work Buckets

The work buckets within the Vulcan RSP module include:

Work Bucket Case

Awaiting Attachment to RSP These cases are new RSP Soldiers who have not yet been attached to an RSP Site (which must be accomplished in SIDPERS).

Pending RSP Acknow-ledgment

These cases are Soldiers who have just been attached to the RSP Site. Users from that RSP Site must acknowledge that they have a new RSP Soldier.

Sponsorship Tasks Incom-plete

These cases are Soldiers for whom the initial RSP Sponsorship tasks are not yet com-plete.

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Work Bucket Case

Sponsorship Tasks Overdue Cases are copied from the Sponsorship Tasks Incompletework bucket to this work bucket if it has been 45 days since the Soldier enlisted; the RSP Sponsorship Checklist can be completed from either work bucket.

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

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

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

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

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

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

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

New These cases contain new LNO tickets.

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

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

4.2.2 Case Roster

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

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

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

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4.2.2.1 Case Roster Tools

There are several ways to customize the Case 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.

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.

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Tip: See the Glossary of Icons on page 89 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 selec-ted to include all columns.

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

4.2.3 Soldier Details

Soldier Details, located in the third panel, includes information about the specific Soldier you selected, including personnel data, recruit information, programs and awards, and other data available within Vulcan.

The Soldier Details panel contains the following tabs:

Tab Function

Demographics Provides demographic information about the Soldier, such as gender, marital status, date of birth, and citizenship status.

Personnel Provides individual information about the Soldier, such as Grade, Rank, and UIC.

Recruit Info Provides information related to the Soldier's enlistment, such as Enlistment Effective Date, MOS, and Assigned UIC.

ATRRS

Shows data from the Army Training Requirements and Resources System for the Soldier's Army classes, including the Class Number and Title, Reservation Status Code, Course Dates, etc.

Testing Displays test scores with the test date and type.

LNO Tickets Displays details about current LNO tickets for the Soldier and enables you to create new LNO tickets. (See LNO Module on page 67 for more information.)

Medical Displays information on the medical status of the Soldier, including deployment limitations and other attributes of medical readiness.

Civilian Employment Displays information associated with a Soldier's civilian employment, as reported by DMDC.

RCMS Field Updates Displays information on key data element changes tracked in RCMS, such as changes in rank, pay grade, and Military Education Code.

SIB Transactions Displays information on any SIDPERS transactions submitted for the Soldier, if applicable.

Soldier Remarks Enables you to add remarks about a Soldier and view existing remarks with the date and author. (See Soldier Remarks on the next page for more information.)

Programs and Awards Enables you to select any enlistment programs, ship programs, Basic Training awards, and Advanced Individual Training awards that apply to the Soldier. (See Programs and Awards on page 26 for more information.)

Soldier Status

Enables you to view existing enlistment issues; select new enlistment or other issues that apply to the Soldier; view system-generated drill-attendance, shipper, or basic requirement issues; select whether the Soldier is a Pending Loss, Projected Loss, or BHO Ready; and view any comments users have saved about existing issues. (See Soldier Status on page 27 for more information.)

Documents Includes all uploaded documents associated with the Soldier. (See Documents on page 85 for

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Tab Function more information.)

Disposition Displays the Soldier's currentWarrior Disposition ID and Reason ID and enables you to make changes. (See Disposition on page 31 for more information.)

Contact Info Allows you to view the Soldier's existing contact information and to edit or add contact information. Contact information for RSP Warrior Sponsorship cases entered in the fourth-panel Family Contact tab is also listed here.

Vulcan Cases Lists any existing Vulcan cases; double-clicking a case opens it in the fourth panel.

Phase Input Enables you to update the Soldier's STRM training phase. (See Phase Input on page 32.)

4.2.3.1 Soldier Remarks

The third panel Soldier Remarks tab enables you to add remarks about a Soldier and view existing remarks, along with the date and author.

1. Enter a subject in the Subject field.

2. Enter remarks in the Remarks field.

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3. Click Save.

Your remark appears in the Soldier Remarks table with the date and your username.

4.2.3.2 Programs and Awards

The third panel Programs & Awards tab enables you to select any enlistment programs, ship programs, Basic Training awards, and Advanced Individual Training awards that apply to the Soldier.

1. Select each check box next to the program that applies in the Enlistment Programs and Ship Pro-grams sections.

2. Select the Soldier's correct award status.

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3. Click Save All.

A confirmation box appears.

4. Click OK.

Your changes are saved.

4.2.3.3 Soldier Status

The Soldier Status tool provides a way of indicating a Soldier's overall status in training. It is not a tool to track the performance of the RSP unit, rather is a means of identifying Soldiers who have issues that may indicate a risk of not successfully completing training, and who may therefore warrant added monitoring. Risk factors can be attached to a Soldier, either by the user (User Input) or automatically by Vulcan (System Generated).

The Soldier Status tool is available from the Soldier Status tab in the third panel. From this tab you can view existing and add new risk factors affecting the Soldier’s status; view system-generated drill-attendance, shipper, or basic requirement issues; select whether the Soldier is a Pending Loss, Pro-jected Loss, or BHO Ready; and view any comments users have saved about existing issues.

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System-generated issue factors are shown as unavailable check boxes. At the top of the page the cur-rent Soldier Status is clearly displayed. After changes are saved, the Soldier Status is updated to show the Soldier’s new overall status. The Soldier Status and corresponding color code are also updated in the Case Roster (second) panel's Issue Status column if applicable.

Multiple issue factors can be checked at the same time. However, only one of the manual statuses— Current RSP, Pending Loss, Projected Loss, and BHO Ready—can be selected at a time. If the Soldier is scheduled for Battle Handoff (BHO), to be assigned to a permanent unit from the RSP, BHO Ready should be selected. If you select BHO Ready, you must enter the date (within the next 90 days) that the transfer is scheduled to occur.

Note: The Medical check box encompasses pregnancy and drug and alcohol issues. The Medical check box does not allow comments in order to comply with HIPAA regulations.

To add issue factors:

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1. Select the check box(es) of any enlistment or other issues that apply to the Soldier.

a. Optionally, click Comment beside the selected issue.

A comments box for the issue appears.

Note: Comments can be saved for each selected Issue or for the Pending Loss, Projected Loss, or BHO Ready input option buttons.

b. Enter comments in the Issue Comments field.

c. Click Save.

A confirmation box appears.

d. Click OK.

2. Select Current RSP, Pending Loss, Projected Loss, or BHO Ready.

3. Click Save.

A confirmation box appears.

4. Click OK.

The issue(s) and any entered comments appear in the table, and the banner at the top of the screen changes color and displays the Soldier's status.

Tip: To edit entered comments, click the Comments icon . The comments pop-up window opens.

4.2.3.3.1 Soldier Status Meanings

The Soldier Status describes the Soldier's likelihood of completing training successfully.

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Issue Status Indicator Meaning

BHO Ready A Soldier who has completed training and a date has been sched-uled for the Battle Handoff (BHO) from RSP to permanent unit of assignment.

No Issues A Soldier for whom no significant issues exist–the Soldier does not have Issues and is not a Pending Loss nor a Projected Loss.

Issue A Soldier who has at least one issue, and therefore may have an increased risk of not successfully completing training.

Pending Loss A Soldier who has been determined by the appropriate authority to no longer be qualified to become MOS qualified AND a Request for Discharge has been submitted through channels.

Projected Loss A Soldier who has an Order for Discharge published but has not been dropped from the state SIDPERS database.

Factors that determine a Soldier's status as Issue are categorized in the following tables.

User Input Issues:

Issue Category Factor

Enlistment Issue

EnlistmentWaiver(s) Glossary Non-Prior Service Enlistment GED+ Enlistment Other Enlistment Issues

Other Issues

Medical Legal

AWOL

Dependency (Family) Misconduct Security Investigation Requested Transfer to Active Duty Requested Transfer to USAR

System Generated Issues:

Issue Category Factor Meaning

Drill Attendance Drill Attendance Generated when the Soldier has missed monthly drills and appears on the DSRO report RSP Active Drilling Status as Issue. Once the Soldier drops off of this DSRO report, the issue flag will be cleared.

Shipper Issue Canceled Ship Date

Generated when a Soldier's ship reservation is canceled in REQUEST.

Once the Soldier is ship-confirmed, the issue flag will be cleared.

Renegotiated Ship Date Generated when a Soldier's ship reservation is renegotiated (only adverse renegotiations are considered here–it uses the same set of

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Issue Category Factor Meaning rules that are used by the BT Scheduled Ship Rate report in DSRO).

Basic Requirements

APFT/PT Assessment Failure

Generated when failing APFT or PT Assessment scores are saved in Vul-can. The next passing APFT or PT Assessment entry will clear this issue flag.

Height/Weight Failure Generated when failing height/weight data is saved in Vulcan. The next passing height/weight entry will clear this issue flag.

High School/GED Fail-ure

Generated when user input indicates the Soldier has failed to graduate from High School/GED. A subsequent entry indicating successful com-pletion of High School/GED will clear this issue flag.

4.2.3.4 Disposition

The third panel Disposition tab displays the Soldier's current Warrior Disposition ID and Reason ID and enables you to make changes. Editing the Soldier's Disposition closes the RSP case.

Note: The default Warrior Disposition ID is Current and the default Warrior Disposition Reason ID is Active RSP Soldier.

Edit A Soldier's Disposition

1. Click the Show Edit Form icon above the third panel tabs.

The Disposition tab is refreshed to display editing options.

2. Click the Warrior Disposition ID drop-down menu.

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3. Select a new Warrior Disposition ID from the options.

The Warrior Disposition Reason ID drop-down menu populates with options applicable to the selec-ted Warrior Disposition ID.

4. Select a Warrior Disposition Reason ID.

5. Optionally, enter a comment in the Comment field.

6. Click Save & Exit.

A confirmation box appears.

7. Click OK.

The Disposition tab is refreshed to display your edits.

4.2.3.5 Phase Input

The third panel Phase Input tab enables you to update the Soldier's STRM training phase.

To change the Soldier's training phase:

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1. Expand the Training Phase drop-down list and select a phase. For more information about each phase, see STRM Course Completion Phases on page 57.

2. Click Save & Exit.

A Success box appears.

3. Click OK.

The Vulcan Soldier Summary at the top of the third panel displays the updated phase in the Soldier Training Phase field.

4. Click Cancel.

The screen is refreshed to display the updated training phase.

Tip: Click the Show Edit Form icon above the third panel tabs to update the training phase.

4.2.4 Case Details

The fourth panel, Case Details, contains all information pertaining to a Soldier's selected ticket. The Case Details panel allows you to perform different actions associated with Soldiers.

The tabs below can be found in the fourth panel in different stages of the Vulcan RSP process.

Tab Function

Case Enter information and make selections to act on a case.

Documents Search, download, and upload files relevant to the case. See Documents on page 85.

History Lists all of the actions taken on the case.

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Tab Function

RSP Sponsorship Verify Soldier's contact information and complete checklist of RSP Sponsorship steps. See RSP Warrior Sponsorship on the next page.

Family Contact Add primary and alternate contact information.

Routine Monitoring Record updates at weekly drills, such as Physical Assessments, STRM Course Completion, and Pre-Ship Counseling. See RSP Routine Monitoring on page 46.

Shipper Management Monitor completion status of required documents.

5 Vulcan RSP

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

5.1 RSP Warrior Sponsorship

The first stage in the RSP process is completing the RSP Warrior Sponsorship case, which consists of tasks that should be completed just after a new Soldier enlists and is attached to the RSP.

5.1.1 Awaiting Attachment to RSP

Soldiers in this work bucket are waiting for Recruit RSP Assignments to be completed in SIDPERS; their cases are read-only until the assignment is made.

1. Within the Command Center, open the Management Center accordion tab and expand the RSP War-rior Sponsorship folder within the Vulcan RSP Case Work folder.

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2. Click the Awaiting Attachment to RSP work bucket.

The Awaiting Attachment to RSP Case Roster loads in the second panel.

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3. Select a case from the Case Roster.

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

Note: The third and fourth panels are read-only while the Soldier is in the Awaiting Attachment to RSP work bucket.

Note:When the case has received an RSP assignment by SIDPERS, it will be moved to the Pending RSP Acknowledgment work bucket.

5.1.2 Pending RSP Acknowledgment

The Pending RSP Acknowledgment work bucket is for RSP site representatives to acknowledge that a new Soldier has been assigned to their site.

1. Click the Pending RSP Acknowledgment work bucket.

The Pending RSP Acknowledgment Case Roster loads in the second panel.

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2. Select the check box in the first column for each Soldier you wish to acknowledge has been assigned to your RSP Site.

3. Click Acknowledge RSP Assignment .

The selected case(s) are moved to the Sponsorship Tasks Incomplete work bucket.

Note: The third and fourth panels are read-only while the Soldier is in the Pending RSP Acknow-ledgment work bucket.

5.1.3 Sponsorship Tasks Incomplete

1. Click the Sponsorship Tasks Incomplete work bucket.

The Sponsorship Tasks Incomplete Case Roster loads in the second panel.

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2. Select a case from the Case Roster.

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

3. Optionally, click Edit in the fourth panel's Soldier Contact Information section.

4. Edit the contact information as needed.

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5. Click Save.

Tip: Click Cancel to exit the edit screen.

A confirmation box appears.

6. Click OK.

Your edits appear in the Soldier Contact Information section.

Note: You can also edit contact information for a primary and alternate contact in the Family Contact tab. This information will also appear in the third-panel Contact Info tab when saved.

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7. Click Validate at the bottom of the RSP Sponsorship tab to validate the Soldier's contact inform-ation.

The screen is refreshed to the RSP Sponsorship Checklist.

8. Select the check boxes as they are completed.

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9. Click Save to save any changes.

A confirmation box appears any time you click Save.

10. Click OK.

11. When the checklist is complete, click Complete Sponsorship.

A warning message appears.

12. Click Yes.

A confirmation box appears.

13. Click OK.

The case is closed and a new case is created for the Soldier in the In-Progress work bucket under the RSP Routine Monitoring folder to track tasks that must be accomplished during monthly drills at the RSP Site.

5.1.4 Sponsorship Tasks Overdue

Cases are copied to the Sponsorship Tasks Overdue work bucket when 45 days have elapsed since the Soldier enlisted. The RSP Warrior Sponsorship case can be completed from either work bucket. See Sponsorship Tasks Incomplete on page 38 for more information.

5.1.5 Quick Shipper

Cases are moved to the Quick Shipper work bucket when Soldiers are shipping to training within 45 days of their enlistment date.

To complete an RSP Warrior Sponsorship case in the Quick Shipper work bucket:

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1. Click the Quick Shipper work bucket.

The Quick Shipper Case Roster loads in the second panel.

2. Select a case from the Case Roster.

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

Note: The case opens to the checklist on the second page of the fourth panel. Click 1 at the bottom of the screen to view and validate the Soldier's contact information if necessary.

3. In the fourth panel RSP Sponsorship Checklist, select the check boxes as they are completed.

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4. Click Save to save any changes.

A confirmation box appears any time you click Save.

5. Click OK.

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6. Click 3 at the bottom of the fourth panel.

The Quickship Checklist appears.

Note: The Quickship Checklist includes items normally completed in the next stage of Vulcan—RSP Routine Monitoring.

7. Select the check boxes as they are completed.

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8. Click Save to save any changes.

A confirmation box appears any time you click Save.

9. Click OK.

10. When the checklist is complete, click Complete Sponsorship .

A warning message appears.

11. Click Yes.

A confirmation box appears.

12. Click OK.

The case is closed and a new case is created for the Soldier in the In-Progress work bucket under the RSP Routine Monitoring folder to track tasks that must be accomplished during monthly drills at the RSP Site.

5.2 RSP Routine Monitoring

The second stage in the RSP process is completing the RSP Routine Monitoring case, which consists of tasks that are performed during monthly drills conducted at the RSP. Each RSP Routine Monitoring work bucket functions in the same way. (See Vulcan Work Buckets on page 20 for descriptions of the work buckets.)

1. Within the Command Center, open the Management Center tab and expand the RSP Routine Mon-itoring folder within the Vulcan RSP Case Work folder.

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2. Click either the In-Progress, Overdue, or At Training work bucket.

The Case Roster loads in the second panel.

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3. Select a case from the Case Roster.

Soldier Details and Case Details open in the third and fourth panels.

The fourth panel Routine Monitoring Items link to screens containing tasks to complete throughout the Soldier's Routine Monitoring case.

Note: A circled check mark icon beside an item indicates the task requirements are up to date;

an octagon icon indicates an issue or test failure; a triangle icon indicates tasks are incomplete. A previously completed task that needs to be done again will revert to the triangle icon.

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5.2.1 Physical Assessment

Click Go next to Physical Assessment in the fourth panel Routine Monitoring tab.

The Physical Assessment screen loads.

Tip: At any time, click Back to return to the Routine Monitoring Items screen.

5.2.1.1 Enter Physical Assessment Results

1. Select the appropriate test type for the Soldier, APFT or PFA.

Note: Physical Fitness Assessment (PFA) is permitted only for Soldiers who have not yet completed Red Phase, which includes the Soldier's first two drills at the RSP. After Red Phase, Army Physical

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Fitness Test (APFT) is required.

2. Click the date picker icon beside the Test Date field.

A calendar pop-up appears.

3. Select the Test Date.

4. Enter the correct number in the Push Ups field.

5. Enter the correct number in the Sit Ups field.

6. Enter the Soldier's two-mile run time in the Minutes and Seconds fields.

Tip: If the Soldier was unable to complete the two-mile run, select the Run not performed check box. This will result in test failure and an APFT/PT Assessment Failure issue will be created in the third-panel Soldier Status tab. For more information on Soldier Status, see Soldier Status on page 27.

7. Optionally, enter comments in the provided field.

Note: If the Run not performed check box was selected, comments are required to provide the reason the Soldier was unable to run.

8. Click Results.

The Soldier's test scores appear next to each field and the Results button because a Save button.

9. Click Save.

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10. Click OK.

The APFT or PFA results appear in the Physical Assessment grid, and the score for each part appears beside its respective field.

Tip: Click any of the forms below the Physical Assessment grid to open the PDF in a new window.

11. Click Back to return to the Routine Monitoring Items screen.

5.2.1.2 Delete Physical Assessment Results

1. If there is an error in the test results entered and you wish to delete the results, click Delete in the Physical Assessment grid.

An Additional Comments window opens.

2. Enter the reason for the deletion in the Note field.

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3. Click Save.

A confirmation box appears.

4. Click OK.

The test results are deleted.

5.2.1.3 Enter Height and Weight Assessment Results

1. Click the date picker icon beside the Test Date field.

A calendar pop-up appears.

2. Select the Test Date.

3. Enter the correct number in inches in the Height field.

4. Enter the correct number in pounds in the Weight field.

Note: If the number entered in the Weight field is calculated as overweight, Overweight appears beside the field once the number is typed, and Body Fat Measurements appear below.

5. If Overweight is displayed, enter each measurement in the appropriate field:

a. Measure the Soldier's abdomen at the level of the navel and round down to the nearest 0.5 inch.

b. Repeat two more times.

c. Measure the Soldier's neck just below the level of the larynx and round up to the nearest 0.5 inch.

d. Repeat two more times.

e. For females, measure the Soldier's hips at the widest level and round down to the nearest 0.5 inch.

f. Repeat two more times.

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6. Click Results.

Pass or Fail and the body fat percentage appears next to the measurement fields and the Results button becomes a Save button.

7. Click Save.

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8. Click OK.

If the Soldier passed, the Height and Weight Assessment results appear in the Height & Weight Assessment grid and Pass appears beside the Weight field.

If Body Fat Measurements were entered, Pass or Fail and the body fat percentage appears beside the Body Fat Measurements, and the Height and Weight Assessment results appear in the Height & Weight Assessment grid.

9. Click the PDF icon in the Export column to open a PDF of the Body Fat Content Worksheet (DA Form 5500 for males or DA Form 5501 for females) populated with the Soldier's test results.

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10. Verify the information, save a copy, print, sign under PREPARED BY, and submit to your supervisor.

11. Click Back to return to the Routine Monitoring Items screen.

5.2.1.4 Delete Height and Weight Assessment Results

1. If there is an error in the test results entered and you wish to delete the results, click Delete in the Height & Weight Assessment grid.

An Additional Comments window opens.

2. Enter the reason for the deletion in the Note field.

3. Click Save.

A confirmation box appears.

4. Click OK.

The test results are deleted.

5.2.2 STRM Course Completion

1. Click Go next to STRM Course Completion in the fourth panel Routine Monitoring tab.

The STRM Course Completion screen loads.

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Tip: At any time, click Back to return to the Routine Monitoring Items screen.

Note: See STRM Course Completion Phases on the next page for descriptions of the phases.

2. Expand Red Phase, if applicable.

The Red Phase checklist loads.

3. Select the check boxes as they are completed.

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4. Enter the course completion date by clicking the date picker icon beside the STRM Course Completion on this date field at the bottom of the screen.

5. Click Save.

A confirmation box appears.

6. Click OK.

You are returned to the Routine Monitoring Items screen.

7. Repeat for the other phases during the allotted time.

8. Click Back to return to the Routine Monitoring Items screen.

5.2.2.1 STRM Course Completion Phases

See the table below for descriptions of the Soldier Training Readiness Modules (STRM) Course Com-pletion phases for Routine Monitoring cases.

Phase Description Red Phase Red Phase training is designed to be conducted during the Soldier’s first two drills at the RSP.

White Phase White Phase training is designed to train and test the Soldiers on basic skills required for success at Basic Combat Training.

Blue Phase The Blue Phase provides Cadre with the opportunity to complete Soldier preparations for…