Attachment 4_Vulcan_RSP_User_Guide.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 10

2.1 User Roles 10

2.2 Using Vulcan RSP 11

3 SMMS Overview 12

3.1 Accessing Vulcan Recruit Sustainment Program 12

3.2 Register CAC with AKO 12

3.3 Logging on to the SMMS 12

3.4 The StrengthNet Landing Page 13

3.5 Requesting Access to Vulcan 14

4 Retention Management Software Overview 16

4.1 Opening Vulcan RSP 16

4.2 Introduction to the Vulcan interface 17

4.2.1 Command Center 17

4.2.1.1 Management Center 19

4.2.2 Case Roster 20

4.2.2.1 Case Roster Tools 21

4.2.3 Soldier Details 23

4.2.3.1 Soldier Remarks 24

4.2.3.2 Programs and Awards 25

4.2.3.3 Soldier Status 26

4.2.3.4 Disposition 30

4.2.3.5 Phase Input 31

4.2.4 Case Details 32

5 Vulcan RSP 34

5.1 RSP Warrior Sponsorship 34

5.1.1 Awaiting Attachment to RSP 34

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5.1.2 Pending RSP Acknowledgment 36

5.1.3 Sponsorship Tasks Incomplete 37

5.1.4 Sponsorship Tasks Overdue 41

5.1.5 Quick Shipper 41

5.2 RSP Routine Monitoring 45

5.2.1 Physical Assessment 48

5.2.1.1 Enter Physical Assessment Results 48

5.2.1.2 Delete Physical Assessment Results 50

5.2.1.3 Enter Height and Weight Assessment Results 51

5.2.1.4 Delete Height and Weight Assessment Results 54

5.2.2 STRM Course Completion 54

5.2.2.1 STRM Course Completion Phases 56

5.2.3 Ship Date Management 56

5.2.4 Tattoo Screening 58

5.2.5 Personal Data Verified 59

5.2.6 HS Grade/GED Verified 62

5.2.7 Pre-Ship Counseling 63

5.3 Shipper Management 64

5.4 LNOModule 66

5.4.1 Create an LNO Ticket 67

5.4.2 View and Respond to New LNO Tickets 72

5.4.3 Respond to LNO Tickets Returned to LNO 76

5.4.3.1 Return to State 78

5.4.3.2 Close Case 78

5.4.3.3 Terminate Case 79

5.4.4 Respond to LNO Tickets Returned to State 80

5.4.5 LNO ticket buttons 83

6 Additional Actions 84

6.1 Documents 84

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6.1.1 Filter Documents 84

6.1.2 Download a File 85

6.1.3 Upload a Single File 85

6.1.4 Upload Multiple Files 86

7 Contacting the Help Desk 87 8 Glossary of Icons 88 9 Help 90 10 Additional Tools 91

10.1 Search 91

10.1.1 Vulcan Soldier Search 92

10.1.2 Vulcan Ticket Search–LNO 94

10.1.3 Save a Search 96

10.1.4 View Saved Searches 96

10.1.5 Recent Searches 96

10.2 Reports 97

10.2.1 The Reports Screen 98

10.2.2 Data Marts 98

10.2.3 Report Information Panel 98

10.2.3.1 Measurements 99

10.2.3.2 Dimensions 100

10.2.4 Applied Filter Criteria Panel 100

10.2.4.1 Editing a Filter 100

10.2.4.2 Deleting a Filter 101

10.2.5 Report Tools Panel 101

10.2.5.1 Report Builder 102

10.2.5.2 Sort the Report 107

10.2.5.3 Save the Report 108

10.2.5.4 Subscriptions in Vulcan 108

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10.2.5.5 Security Awareness 109

10.2.6 Drilling Down 110

10.2.7 Aggregate and Base Reports 111

10.3 Vulcan RSP Reports 112

10.4 Administration 114

10.4.1 Bulletin Board 115

10.4.1.1 Adding, Editing, and Deleting Notifications 115

10.4.1.2 Creating and Editing Notification Types 117

10.4.2 Uniform Distribution 117

10.4.2.1 Add Inventory 119

10.4.3 Category Manager 119

10.4.3.1 Add A Category 120

10.4.3.2 Edit A Category 122

10.4.3.3 Deactivate A Category 122

10.4.4 LNO Assignments 123

10.4.5 Resolution 125

10.4.5.1 Add A Resolution 126

10.4.5.2 Edit A Resolution 127

10.4.6 State Email Config 128

10.4.7 RSP Site Setup 129

10.4.7.1 Add an RSP Site 130

10.4.7.2 Edit an RSP Site 131

10.4.7.3 Add a Drill Date 131

10.4.7.4 Edit a Drill Date 132

10.4.7.5 Delete a Drill Date 132

10.4.8 Batch Soldier Screening 133

10.4.8.1 PFA/APFT Assessments 134

10.4.8.2 Height/Weight Assessments 136

10.4.8.3 STRM Course Completion 139

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10.4.8.4 Tattoo Screening 141

10.4.8.5 Soldier Phase 141

10.5 Assume Command 143

10.5.1 Original Role 143

10.5.2 Change Role 144

11 User Management Tool (UMT) 148

11.1 Accessing the User Management Tool 148

11.2 Granting a User Access 148

11.3 Selecting a Command 150

11.4 Understanding Vulcan User Roles 152

11.5 Finding Users 153

11.5.1 Searching for Users 153

11.5.2 Filtering Search Results 153

11.5.2.1 Filtering Using a Drop-Down 154

11.5.2.2 Filtering Using a Text Field 154

11.6 Other User Management Tool Functions 154

11.6.1 User Accounts 154

11.6.2 Reporting 157

11.6.2.1 Drilling Down 157

11.6.2.2 User Accounts Summary 157

11.6.2.3 User Activity Report 158

11.6.2.4 User Permissions Report 159

11.6.2.5 Customizing Your Report 159

11.7 View Details 164

11.7.1 Actions 164

11.7.2 User Permissions 165

11.7.3 Edit Profile 166

11.7.4 Action History 166

11.7.5 Products 167

1 What's New in Vulcan

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1 What's New in Vulcan

V3.10.0 (Released 2016/01/14)

Enhancements

1. Each module now has its own folder in the first-panel Document Center tab.

2. Vulcan State Admins and Vulcan Users can now view the Warrior Roster Builder report.

Resolved Issues

1. Errors in calculating the height and weight assessment and body fat percentage have been fixed.

(See Physical Assessment on page 48.)

2. An error causing the RSP Shipper Management work bucket counts to be too low has been fixed.

V3.9.0 (Released 2015/11/04)

Enhancements

1. The Report Usage report now includes a Calendar Year filter and drills down in the following sequence: state, calendar year, calendar month, date, count.

2. Height & Weight Assessment standards have been updated.

Resolved Issues

1. RSP Form 08-02, accessible from RSP Shipper Management cases, now correctly displays all input checklist items and header data when the PDF opens. In addition, digital signature is available, set-ting all fields to read-only after it's signed.

2. The Disposition Roster report is now filtered by state instead of by unit and is now available only to state-level users and above. With this change, historic disposition records from closed RSP units will no longer be excluded from the report.

V3.8.0 (Released 2015/09/23)

Resolved Issues

1. The In Training Phase has been added to the Soldier Training Phases for RSP Routine Monitoring cases. (See STRM Course Completion Phases on page 56.)

2. Historic disposition reasons not in use can no longer be selected as the reason for a Soldier Dis-position. (See Disposition on page 30.)

3. When an LNO ticket is deleted, the Virtual Share Drive subfolder for the ticket is also deleted.

1 What's New in Vulcan

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4. Roster Builder reports now include RSP Site Names.

5. AWeight Results column has been added to the Height Weight Assessment to display Pass, Over-weight, or Underweight based on body fat percentage, while the Results column displays Pass or Fail.

6. The Uniform Distribution section of the RSP Sponsorship checklist now allows users to set the quant-ity of RSP PT Uniforms issued to the Recruit at zero.

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 148.)

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 48.)

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 48.)

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 64.)

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 questions, 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 toQuick 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. On the StrengthNet Landing Page, select RMS.

The product opens.

2. Complete any required fields.

Tip: Required fields are designated with a red asterisk.

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.

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4. Click Select Position.

The available commands open in a pop-up window.

5. Click a folder at the NGB, 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 20.

3. Soldier Details: see Soldier Details on page 23.

4. Case Details: see Case Details on page 32.

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 91.

l Reports: See Reports on page 97.

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 114.

l Assume Command: See Assume Command on page 143.

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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 88 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 apply-ing 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 66 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 25 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 26 for more information.)

Documents Includes all uploaded documents associated with the Soldier. (See Documents on page 84

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Tab Function for more information.)

Disposition Displays the Soldier's currentWarrior Disposition ID and Reason ID and enables you to make changes. (See Disposition on page 30 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 31.)

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 theWarrior 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 56.

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 84.

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 RSPWarrior 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 45.

Shipper Man-agement

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 37 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 19 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 26.

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 success at BCT.

Green Phase The Green Phase is for split-path Soldiers who have completed Basic Training and are awaiting Advanced Individual Training.

Gold Phase The Gold Phase is the final phase for returning MOSQ Soldiers and is also the final drill with the RSP before transitioning into their unit of assignment.

Quick Shipper Phase Quick-Ship Soldiers will have only one RSP Drill weekend prior to shipping to BCT, combining Red and Blue Phase functions.

In Training Phase The Soldier is now training in their unit of assignment.

5.2.3 Ship Date Management

1. Click Go next to Ship Date Management in the fourth panel Routine Monitoring tab.

The Ship Date Management screen loads.

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Tip: At any time, click Back to return to the Routine…