How Do I Account for the Time I Spend

There are a number of activities associated with readiness:

Maintaining personal fitness is required so any time you spend preparing for the PRT while you are at the MTF can be counted as readiness time. If however, you choose to work out before you come to work or after you go home, you cannot count this as readiness time in MEPRS.

Deployment planning or administration: This code should be used to capture the time you spend ensuring that you are ready to deploy. This would include updating medical records, obtaining immunizations, procuring dog tags, clothing, preparing a will, etc. You should also use this code if you are part of the planning team for a deployment.

Readiness training/exercises peacetime: Use this to record all of the time you spend attending classes or exercises in preparation for peacetime or disaster. This might include recall exercises, readiness drills and anything else done in preparation for peacetime contingency operations.

Readiness training/exercises wartime: Use this to record all of the time you spend attending classes or exercises in preparation for wartime activities. This

includes MMART training, platform training, CBW training, recall exercises, readiness drills and anything else done in preparation for wartime contingency operations.

Unit or personnel deployment: If you are deployed in support of a contingency operation, all of your time should be attributed to this code. If you do not make sure that your time is moved to this code, it will seem as you are still at your Command and that you are available for clinical work.

National Disaster Management System (NDMS) Exercises:

Any time you spend practicing with the local community in preparation for a civilian disaster can be attributed to this code.

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APPENDIX D. MEPRS TIME-ALLOCATION FORM FOR CARDIOVASCULAR AND CRITICAL CARE SERVICE

The MEPRS template data that is collected and returned to the MEPRS shop will be entered into the MEPRS module in SPMS and the form associated with the Service Line’s template in the FlashReport database. Figure 16 below shows an illustration of a form that was designed in the FlashReport database to capture the entered data.

Figure 16. MEPRS Time-Allocation Form for Cardiovascular and Critical Care Service (Source:

FlashReport Access Database)

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APPENDIX E. QUERY TO FIND ORGANIZATIONAL CODE MISMATCHES BETWEEN THE ORGANIZATIONAL FILE AND

FLASHREPORT SERVICE CODES

The query shown in Figure 17 was created during the early stages of the transformation of the NNMC. The results from the query shown in Figure 18 reveal 16 Services that were included in the Organizational File in SPMS, but not included within the organizational table maintained in the FlashReport.

Figure 17. Query to Find Organizational Code Mismatches between the Organizational File and FlashReport’s Data

Tables (Source: FlashReport Access Database)

Results from query

DEPTCDE LNAME JON UCA

00000A0 PUBLIC AFFAIRS 1A10R EBAA 000115A ADOLESCENT MEDICINE NFJ1L BDBA 00011PP OCCUPATIONAL HEALTH NRL LSW1Q EKAP 00011TT IMMUNIZATIONS WNY LU11Q FBIT 000132B REPRODUCTIVE ENDOCRINOLOGY NF01M BCAA 000135D PERITONEAL DIALYSIS NP51L DGDA 00014TO OPTOMETRY WNY LJB1Q BHCT 000153C DRUG AND ALCOHOL PROGRAM ADVISOR NRU1C EBBA 000310A DOD BLOOD BANK PROGRAM NUA1M FADA 0003200 CLINICAL INVESTIGATION SERVICE FAHA 000342B LABORATORY (HEM/ONC) NM51N DBAD 000342H LABORATORY (HIV) NM51N DBAB 0003800 RESPIRATORY THERAPY SERVICE DHAA 000530G OTHER READINESS EXERCISE C2Q10 GBBA 0006500 PLANS ANALYSIS AND EVALUATION SERVI Q121R ELAA 00125A ADOLESCENT MEDICINE NFJ1L BDBA

Figure 18. Result from the Query to Find Organizational Code Mismatches between the Organizational File and FlashReport’s Data Tables (Source: FlashReport Access

Database)

The query was run during the early stages of the transformation of the NNMC. The query results show 16 Services that were included in the Organizational File in SPMS, but not included within the organizational table maintained in the FlashReport.

APPENDIX F. CHECK-IN/CHECK-OUT PROCESS

The check-in/check-out process was revised because data in the personnel database did not accurately reflect who worked at the MTF or where they worked. A task group assessed the current process and created a business process with attendant business rules to control the flow of personnel in and out of the Command.

The group consisted of representatives from:

• Performance Reporting (Resources Directorate)

• Manpower Department (Hospital Administration Directorate)

• Pass and ID Division (Hospital Administration Directorate)

• Information Management Department (Hospital Administration Directorate)

The group developed a sequence for check-in to control the flow of personnel so they could be properly entered into the SPMS and CHCS systems. It was determined that Pass and ID along with the Information Management Department would be the two focal points, because of the importance of a staff member obtaining an identification badge and a provider gaining access to the CHCS system.

The sequence to be followed and the rationale for each step is as follows:

• LCPO and Department (Enlisted Only): The Service Line Manager determines which organization code the service member will be working in.

• Pass and ID: A staff member must have a check-in sheet with an assigned skill type from Manpower, before an identification badge is issued. The skill type from SPMS will be aligned with the identifiers on the identification badges. If the members do not have a check-in sheet, they will be referred back to Manpower.

• Outpatient Medical Records: A green card will be issued to patients and the staff member’s name will be entered into CHCS.

This step is necessary later when CHCS access privileges are assigned from Information Management.

• CHCS/CIS (ONE STOP SHOP): When providers start to see patients, they need to have order entry and then privileges in CHCS. If they request that access without a check-in sheet, they will be directed back to Manpower. When the staff members initially check in with Manpower, they will be given an Information Management form.

This form will be filled out by the Department to recommend what level of access to the computer systems that these staff members need to do their job.

This check-in/check-out sequence was tested for two months before the process was determined to work well. The lessons that were learned were the critical steps were done in sequence but the remaining items on the check-in could be done at one’s leisure.

The initial personnel data is entered in SPMS Personnel File when the staff member reports to Manpower.

The check-in procedure is carried out with Manpower being the last stop. The personnel file from the Manpower Module of SPMS is transmitted to Performance and Reporting Service where it is merged with the integrated database that will create the report template that will be forwarded to the Service Line Managers. In addition to receiving expense data and military labor allocation, the Service Line Managers will be certifying that the correct personnel are assigned to the Service Line and making notations if corrections are necessary. This information will be forwarded to Manpower for changes in the personnel file in the Manpower Module.

APPENDIX G. SPMS UPDATE ACCESS DATABASE

A. QUERY TO SUBSET THE PERSONNEL FILE IN SPMS INTO