Civilian Personnel Full-Time Equivalents
Transparency through SMART
Audit Readiness Training Symposium
June 2012
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Context / Purpose / Outcome
Context
In order to effectively budget and track Civilian Personnel (CIVPERS), it is
imperative that decision-makers have access to both costing and Full-Time
Equivalents (FTEs) data
Purpose
This presentation will provide an overview of the new FTE capabilities in the
Summarized Management Analysis Reporting Tool (SMART)
Outcome
Audience members will have a better understanding of how they can leverage
SMART to enhance FTE transparency
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Agenda
• Overview
• Background
• FTE Overview
• CIVPERS Data Process
• SMART Overview
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Approach
Demonstration
Limitations
Getting Started
Q&A
Appendix A (Query Assistance)
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Overview
In order to effectively budget and track Civilian Personnel (CIVPERS), it is imperative
that decision-makers have access to both costing and Full-Time Equivalent (FTE) data
Factors that limit the compilation of CIVPERS FTEs:
• Multiple systems capturing varying levels of data
• Several crosswalks required
• Data gaps within systems
• Large datasets generated on a biweekly basis
• Manual process is susceptible to error
To address these issues, the M83 Budget Division has been working with multiple stakeholders
to develop an automated tool that would capture and streamline the processes used to calculate
FTEs. This effort will significantly enhance FTE transparency across Navy Medicine
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What is a Full-Time Equivalent?
Full-Time Equivalents vs. End Strength
• Full-Time Equivalents (FTE) – The total number of regular straight‐time hours (i.e., not including overtime or holiday hours)
worked by employees divided by the number of compensable hours applicable to each fiscal year. Based on the number of days in a
fiscal year (i.e. 260-262 days), hours per FTE may range from 2,080 to 2,096
• End Strength (ES) – End strength is the actual or estimated number of employees on board at any point in time. For budget exhibit
purposes the date is 30 September ‐ the last day of the fiscal year
How do you calculate FTEs?
Straight time hours can be derived by
grouping WYPC line numbers 201,
205, 209, 213 and 217
Compensable hours for FY12 are
2,080 (260 work days x 8 hours per
day = 2,080 compensable hours)
Straight Time Hours
FY12 Compensable Hours
=
FTEs
Example
(2,080 + 2,080 + 2,080 + 2,080 + 1,040 + 1,040) / 2,080 = 5 FTE
1 + 1 + 1 + 1 + 1 + 1 = 6 ES
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Where does the CIVPERS data
come from?
STARS
SLDCADA
SMART
Reconciliation
DCPS
DCPDS
WYPC
SLDCADA
DCPDS
DCPS
SMART
WYPC
SLDCADA is a web-based
timekeeping system that allows
for centralized or distributed
input, provides the capability to
track civilian labor hours against
appropriate job order numbers
for financial purposes, and hours
according to type hour codes for
pay purposes. SLDCADA also
allows authorized users (labor
managers and employees) the
capability to view time sheets
and certify time and attendance
electronically.
The Defense Civilian Personnel
Data Systems (DCPDS) is the
DoD human resources
information system designed to
support civilian personnel
operations. The Oracle Federal
Human Resources application is
the major module in the system,
replacing numerous personnel
systems used across DoD. The
system was designed to capitalize
on new technology to improve
and simplify the processing of
personnel actions.
The Defense Civilian Pay System
(DCPS) is the standard
Department of Defense civilian
pay system. The system
maintains pay and leave
entitlement records, deductions
and withholdings, time and
attendance data and other
pertinent employee personnel
data. Through the use of DCPS,
DFAS is standardizing civilian
payroll policies, processes,
systems and procedures
throughout the Department.
The Summarized Management
Analysis Resource Tool
(SMART) is a cost tracking and
analytical web-enabled
application used to monitor the
cost and expense across Navy
Medicine. It provides numerous
analytical features allowing users
to manipulate the data and create
reports, charts, or other useful
information.
The Work Year Personnel
System (WYPC) controlled by
the Defense Finance and
Accounting System (DFAS) is
the official source for civilian
personnel work year and
execution data within the
Department of the Navy. WYPC
is a financial management system
used to create monthly civilian
personnel labor cost/FTE reports
that track current year funds.
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SMART Overview
Purpose of SMART
• SMART is a cost tracking and analytical web-enabled tool that allows you to:
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The Benefits of SMART
Consolidates legacy applications into one single, easy-to-use interface
Multidimensional modeling
Eliminates labor intensive report creation
Enhances data transparency
Facilitates reporting
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Monitor the cost and expense across Navy Medicine
Manipulate the data with a variety of analytical tools to create reports, charts or other useful information
Tracking / Monitoring / Reconciliation
Dashboard
Powerful ad hoc analysis
Web-based application – no software to maintain on your PC
Allows overall enterprise to access data
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Our Approach
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Our Approach
Situation &
Complication
• In order to effectively budget and track Civilian Personnel, it is imperative that decision-makers
have access to FTE data
• Existing processes and tools for compiling FTE data were inefficient for the task at-hand
Actions Taken
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End-Product
Initial due diligence pointed towards developing an automated solution
Developed working group which consisted of functional/technical SMEs
Established user requirements
Created processes for extracting, transforming and loading data from the biweekly 3951B reports
Functional and technical SMEs worked together to model data
Testing
• Use SMART as a tool for automating the process
 Biweekly data extractions
 Data cross-walking
• Data access across Navy Medicine
• Multidimensional modeling that can be used for analysis and reporting
• Facilitate decision-making
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Demonstration
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Limitations
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This is still a work-in-progress
Dollars and FTEs are pulled from two different data sets
SMART does not capture FTEs for FNDH and FNIH
Current structure is not capturing FTE data for RDTE
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Getting Started
The M83 CIVPERS team has created several SMART queries that can be shared
with other users
• CIVPERS-M83 Query 1
• CIVPERS-M83 Query 2
Points-of-Contact:
• SMART Help Desk (202.685.1259)
• Kim McIntire (703.681.9374 / kimberly.mcintire@med.navy.mil)
• Steven Kim (703.681.9373 / steven.kim@med.navy.mil)
• Alexandria Tounkara (703.681.9378 / alexandria.tounkara@med.navy.mil)
• Mitzi Cruz (703.681.9385 / mitzi.cruz@med.navy.mil)
• Shameka Lee (703.681.9372 / shameka.lee@med.navy.mil)
• Kevin Mooney (703.681.9357 / kevin.mooney.ctr@med.navy.mil)
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Questions
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Appendix A – Query Assistance
The following reference table contains some useful information for querying FTE
data in SMART
Dimension
Applicable Data Elements
Query Notes
Measures
FTE and Hours
• Measures used are “FTE: Civ Reg” or “Man
Hrs: Civ Reg”
UIC
Appropriation, Subhead, Region, Activities
• FTE data was only applied to FY12 structure
COST
Direct (Program of Record, WII, TBI/PH, OCO), Reimbursable
PECHMP
Budget Activity Group, Program Element
EE
Expense Element, Work Codes
• EE for CIVPERS is “U”
• Work Codes, which are used to group BC
hours for the FTE calculation, can be found
under “Total_Work Codes”
OBJCLASS
Object Class
• Pay Plan Codes can be viewed under OCC
11.1
JON
Job Order Number
AGSAG
Activity Group, Sub-Activity Group
FSF
BJON
CAC
Cost Account Code
CCMEPR
FISCAL MONTHS
Cumulative, Certified
• Choose “Certified”.
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