Tri-Service MEPRS Conference
26Jul10
The Cost Accounting System which provides
consistent principles, standards, policies,
definitions, and requirements for the
accounting and reporting of expenses,
manpower, and performance of Army, Air
Force, and Navy fixed military medical and
dental facilities.






Read, Understand, Implement Policy & Guidance
File & Table Builds/Updates
Understanding EAS Business Rules
EAS IV Repository
Quality Data
System Interfaces (source files)
CHCS
 DMHRSi
 WMSNi
 GFEBS/STANFINS


Software

Available Training
5M2U (Five Minute MEPRS University) http://www.meprs.info/5M2U/
 QUEST - http://www.meprs.info/quest.cfm
 DMHRSi – Help Function

 Tutor Process


EASi – Help Function
CHCS System Administrator (local)
 CHCS User Desktop Guide

EAS
Local MEPRS Office Personnel
 System Services – User Management


EAS IV Repository

AMPO
 Must take and pass a short exam on MEPRS data (5-6 Qs)
 Complete/Submit a Request thru MTF MEPRS Coordinator to AMPO/TMA

DMHRSi

Local SAA – Submit request to dmhrsiaccounts@tma.osd.mil
 Employee Self Service
 Timekeeper Specialist

Labor Cost Assignment (LCA) - all LCA Roles
 Must submit request to AMPO

CHCS/WAM

Local CHCS DBA
 Secondary Menu – DGNAS WAM USER
 Security Keys – DGNAS USER

Internet Explorer

Required links
 EASi: https://eas.csd.disa.mil/eas4i/welcome.jsp
 DMHRSi: https://dmhrsi.satx.disa.mil/OA_HTML/AppsLocalLogin.jsp
 AKO: https://www.us.army.mil/suite/login/login.fcc
 EAS IV Repository
sp
https://eascr.csd.disa.mil/businessobjects/enterprise115/desktoplaunch/logonFullClient.j
 GFEBS: https://prodep.gfebs-erp.army.mil/irj/portal

MS Office

Excel
 Analysis
 Reports
 Pivot Tables

Word
 Policies/guidance

Power Point
 Presentations

Business Objects Xi



EASi Reports
EAS IV Repository AdHoc Reports/Queries
Acrobat Reader

*.pdf files

MEPRS Management Improvement Group (MMIG)
Responsible for:




Development, implementation and management of MEPRS policies,
Procedures and business practices,
Integrating the collection, processing and reporting


Ensures MHS business practice standardization and procedural
compliance related to





Standard workload, financial, and labor data in the EAS.
the preparation,
validation,
audit,
submission and reporting of MEPRS data.
Operates under the auspices of the TMA Resource
Management Steering Committee (RMSC).

FY Funding Guidance Letter


MEPRS Annex
Required Documents













Criteria for a Stand-alone Work Center
FY Reporting Components by FCC
ASN Order and Data Set Guidelines
G Account Readiness Business Rules
MTF Processing & Submission Dates
Financial Reconciliation Helpful Hints
Narrative format
GME – GDE Guidance & Business Rules
EASi Tables - (downloadable from within EASi)
CHCS Workload Desktop Guide
DMHRSi LCA Student Guide????
EAS Functional User’s Guide
EAS IV Repository Functional User’s Guide

CHCS


WAM
DMHRSi

EAS Create File

WMSNi

GFEBS/STANFINS
GFEBS – auto upload to EASi
 STANFINS – manual retrieval and upload into EASi

MEPRS DATA
FEEDERS - FLOW - SOURCES
Workload
CHCS/AHLTA
WWR
CHCS:
Admissions / Discharges
Bed Days
Visits
Ancillary Workload
ADS
CHCS
TPOCS
WAM
EAS IV
REPOSITORY
MEPRS data is available from
Multiple sources:
EASi
EASIV Repository
M2
MDR
Web Viewer
Business
Objects
EAS IV
However, not all data elements
may be present or produce
similar results –timing – level
of aggregation – Service –
specific v. DoD Standardized
LEGEND:
Subsystem
Financial
Expense
STANFINS
Obligation
GFEBS
Civilian Salary
Main Account / BS
Limit
Functional Area/AMSCO
Commitment Item /EOR
Data
Personnel
DMHRSi
Database
Display
Personnel data
Man Hour
Data via the EAS Create file
Document

EASi



CHCS





Account Subset Definition Table (ASD Table)
Datasets
Site Definable MEPRS Table
CHCS Templates
Schedule Management
Provider File & Table
DMHRSi



Project #
Task List
Organizations

WMSNi

GFEBS/STANFINS


Cost Center Table (GFEBS)
APC Table (STANFINS)

STANFINS - Data Elements















Schedule Type
MEPRS FCC
Dept FY
Basic Symbol/Limit (BSL (APPROP))
Army Management Structure Code (AMSCO (PEC))
Element of Resource (EOR (SUEE/SEEC))
FYTD Expenses
FYTD Obligations
Operating Agency (OA)
Allotment Serial Number (ASN)
Source of Funds (SOF)
Calendar Month
Calendar Year
Limit
Program Directors Code

GFEBS - Data Elements
Header Record









Detail Record









Trailer Record

Source System
Calendar Year
Calendar Month
DMIS ID
MEPRS FCC
Commitment Item (EOR/SUEE/SEEC)
Main Acct Code (BS)
Limit
Period of Availability (FY Date)
Reimbursable Flag Indicator
Functional Area (AMSCO)
FYTD Obligations
FYTD Expenses
Cost Center (OA/ASN)
Order
WBS Element
Fund Center
Number of Bytes
Number of Records

Data Elements

Detail Record




Header Record







Source System
Version
*Unit Identification Code (UIC)
*Group/Parent DMIS ID
*Calendar Year
*Calendar Month
Filler












Trailer Record


Total Number of Bytes
Total Number of Records








* Denotes key element

*Unit Identification Code (UIC)
*DMIS ID
*Functional Cost Code
*Service Unique Expense Element
*Service Unique Program Element
*Basic Symbol Limit
*Skill Type
*Skill Type Suffix
*Service Unique Occupation Code
*Personnel Category
*Duty Indicator
*Source of Funds
Available Salary Expense
Nonavailable Salary Expense
Assigned FTE
Available FTE
Nonavailable Sick/Hosp FTE
Nonavailable Leave FTE
Nonavailable Other FTE
Available Workhours
Nonavailable Hosp/Sick
Workhours
Nonavailable Leave Workhours
Nonavailable Other Workhours

Derived Data Elements
*Service Unique Expense Element
 *Basic Symbol / Limit

 Pers Category
 Reservist
 Reserve Type
 Contractor
 Contractor Type
 Skill Type
 Local National
 LN Type
 Country Code

*Duty Indicator
 Assigned Organization
 Group
 Project / Task Charged
***Labor Cost Assignment Desk Reference Guide***
Provides detailed information on the exact mapping of the derived data elements

Obtaining WMSN file for Import into EASi

Previous process:

MTFs contacted AMPO Help Desk (Greg Mitchell)

Current process.


Contact USAMITC Helpdesk to create a trouble ticket to have
the WMSN file sent.
800USAMITC@us.army.mil

EAS Functional User’s Guide

Error Codes – defined
 Import Errors
 Initial Validation Checks
 ECU Warnings/Errors
 Document reason for correction – Audit report is more
useful if documented in comments; not just code
 Pre-Allocation Validation
 Warnings - must be addressed, cannot be over-ridden
 Errors

DoD 6010.13-M, Appendix 1, Table 1





Identifies possible datasets
Data to capture (Raw/Weighted)
Allocation Factor (Raw/Weighted)
Service Unit
FY Guidance
 Identifies FCC Includes/Excludes
 ASN Order

Auditable financial data

Financial
 Compare and validate financial data from the source system correctly
interfaced into EASi
 All adjustments made to the STANFINS data in EASi have been documented
 Enter data from the STANFINS AVK 329 (218) Report
 Compare data from
 218 Report
 EAS Systems Interface Financial Pure Report
 Reconcile 218 Report to EAS Systems Interface Financial Pure Report

Personnel
 Compare and validate all personnel financial data from DMHRSi interfaced
correctly into EASi
 All adjustments made to the DMHRSi source data in EASi have been
documented.
 DMHRSi EASIV Summary View Report and EASi Personnel Pure Month Net
 EASi Personnel Pure and Personnel Accepted Report Month Net
 EASi Month Net Personnel Accepted and Direct Expense Accepted Reports

EASi Final Reconciliation
 Compare amounts from the
 EASi Financial Pure Civilian Pay YTD
 Direct Expense Accepted Civilian Pay YTD (DMHRSi)
 Determine amounts that are automatically deleted by EASi after financial
data is interfaced into EASi

Adjustment Explanation Tab
 Month net differences between the DMHRSi EAS IV Summary View Report and the
EASi Personnel Pure Report
 Month net adjustments made in EASi to increase or Decrease Personnel Salary Data
 Shows difference between EASi Personnel Pure and EASi Personnel Accepted Reports
 Personnel Adjustments that do not increase/decrease personnel salaries
 Transfer adjustments only
 Financial Adjustments (entries added to Financial Pure data (YTD amts only))




Depreciation
SAIC - centrally funded salary
DENCOM (Dental Asst, Dentists) - centrally funded salary
Marriage & Family Therapy Social workers – centrally funded

Adjustment Explanation Tab
 YTD Miscellaneous adjustments added to EASi Financial Pure Data
 YTD Miscellaneous adjustments deleted to EASi Financial Pure Data
 Higher headquarters costs in financial pure - (BZ***)
 Payroll EORs in #EMPTY in financial pure
















EORs 15NZ, 17NZ, etc. - Any Payroll EORs which are expired, in # Empty, & deleted by EASi
DLA Supply Credit Card adjustments - (BYDLA)
Bad Debt on collections - (BYBAD)
OPLOC default database APC (Formerly GPAY,9999) - (BZDFS)
Delete VET Regional Command - (BZVET)
Delete Regional Medical Command - (BZRMC)
Delete Regional Dental Command - (BZRDC)
Delete Tri-Care Regional Office (TRO) - (BZTRO)
Delete Multi-Market Service Office (MSMO) – (BYMSO)
Delete Regional BRAC Office/Team – (BZBRC)
Delete Community Based Health Care Organization (CBHCO) – (BZCBH)
DHP Inventory in financial pure – (BYRIN)
Delete VET Direct Expenses and Obligations – (BYVET)
Korean payroll in financial pure – (EOR 2566)
Delete accounts receivable – (EOR 4601)
Delete amounts processed in – (EOR 2721)

Adjustment Explanation Tab
 Financial Section – Miscellaneous items which do not add or delete EASi Financial Pure
Data Report
 MEPRS FCC Change
 AMSCO Change
 EOR Change

EASi Final Reconciliation

YTD Amounts in the EASi Financial Pure Report and the Financial Direct Expense
Accepted Report
 Military salary YTD – Direct Expense Accepted Report (EORs 1190, 119A, 119B, 119*, 117F, &
A420)
 Total YTD EASi Financial Direct Expense Accepted Report (no filters)

Required format
 Required information
 Items of Noncompliance – known violations of business rules
 Inpatient Care (This section should include the date when the Inpatient Workload and Man-hour
Reconciliation was completed.)
 Ambulatory Care (This section should include the date when the Outpatient Workload and Manhour Reconciliation was completed.)
 Dental Care
 Ancillary Care
 Administrative and Support Services
 (Note: In this section, verification should be provided every month on the work centers by
MEPRS/FCC and EOR which do not receive support from Logistics to assist in validating
entries in the EEA* datasets)
 Special Programs
 Medical Readiness


Required information

Personnel Issues

Financial Issues
 Include a listing of month net credit expense balances (by MEPRS/FCC) which were created by
Budget adjustments.

Other Comments. General issues can be included in this section.
 Square Footage: Square footage changes by MEPRS/FCC and square footage amount per month
 MEPRS/FCCs Activated and/or Deactivated by fiscal month. Cumulative YTD changes

Date Financial reconciliation was completed

Date forwarded to the MEPRS Functional Mailbox

MEPRS Monthly Retransmission: The monthly MEPRS was retransmitted on (Date) because an
adjustment was made in EASi to correct (provide summary explanation). The recertified financial
reconciliation for this retransmission was submitted to the MEPRS Functional Mailbox on (Date).

Site Summary Reports
File/Table Builds/Updates
 EASi Errors/Warnings
 Data Set Checks/Balances


AMPO Discrepancy Report
EASi Errors/Warnings (Pre-allocation Validation)
 MEPRS Code Occurrence Report (MCOR)


Unauthorized FTE Errors Reported in Anesthesia and
Nursing Accounts
Assigned Personnel Report
 Summary View Report


AdHoc query tool

MEPRS Code Occurrence Report
Assist with identifying cause for discrepancy
 Identifies total cost/expense

 Financial Pure
 Direct
 Purified
 Providing FCCs Allocated expense
 FTEs

Active User Acct, never used – 58.9%(545/321)



What EAS Data is contained in M2?
Where does it come from?
How is it derived?


MEWACS is a web application that identifies anomalies in MEPRS data
transmitted to the EAS IV Repository. MEWACS highlights MEPRS
reporting compliance, data trends, and allocation activities using colorcoded indicators. When data points appear anomalous, MEWACS flags
the issues and alerts the user that an error may have occurred during data
processing or transmission. This alarm system prompts MTFs to
investigate their data and apply the necessary corrective actions in a
timely manner. By reviewing MEWACS routinely, MTF personnel can
ensure EAS IV Repository data provide an accurate representation of
their site operations. MEWACS is available at www.MEPRS.info to help
sites validate their EAS IV Repository data.
Each month, the TMA MEPRS Program Office takes a data snapshot of
the EAS IV Repository and presents the information in MEWACS. The
extraction includes up to 36 months of data, reflecting new and corrected
transmissions in the MEWACS application

Review & Analyses



Business Case Analysis



Used to determine potential levels of access to care
Used in PPS and PBAM
Prospective Payment System (TMA)


MTFs are required to submit to show how they expect to perform and become/ remain fiscally solvent
Provider Productivity


MTFs are required to submit when new service is planned to be offered
Business Plans


Cost per Sq Ft of “Dead Space”
Contract Augmentation of contract in-patient services (RTF – Substance Abuse)
Used to determine Service Level funding
Performance-Based Adjustment Model (MEDCOM)

Used to determine MTF level funding
Sum of MTF score determines initial MTF Rank
MTFs ranked based on
Peer Group
MTF Score determined by points earned
EAS Timeliness
DMHRSi TC Compliance
Missing Narratives
Missing financial Reconciliations
AMPO Discrepancies
DQ Discrepancies
Unauthorized FTE Discrepancies
EASi Timeliness
DMHRSi Timecard Compliance
Score is derived from point values assessed for compliance with: