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DCPDS Mass Upload Spreadsheet Desk Guide

2/13/2012. 2. Background . The DCPDS Mass Upload Spreadsheet is an Excel Spreadsheet used to process mass uploads of training records into DCPDS.DOD updates the Spreadsheet format to conform to new data requirements, driven by OPM's Enterprise Human Resources Integration (EHRI) initiative to provide government-wide standardization of HR data. For more information regarding OPM's EHRI initiative, visit http://www.opm.gov/egov/e-gov/EHRI/overviewThe Spreadsheet includes updated content on re30484

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DCPDS Mass Upload Spreadsheet Desk Guide

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    1. DCPDS Mass Upload Spreadsheet Desk Guide Version 4.0 August 2010

    2. 2/14/2012 2 Background The DCPDS Mass Upload Spreadsheet is an Excel Spreadsheet used to process mass uploads of training records into DCPDS. DOD updates the Spreadsheet format to conform to new data requirements, driven by OPM’s Enterprise Human Resources Integration (EHRI) initiative to provide government-wide standardization of HR data. For more information regarding OPM’s EHRI initiative, visit http://www.opm.gov/egov/e-gov/EHRI/overview The Spreadsheet includes updated content on requirements, procedures, and Training SAID codes. The Spreadsheet also provides critical National Security Personnel System (NSPS) and Defense Civilian Intelligence Personnel System (DCIPS) guidance for coding your NSPS and DCIPS training records.

    3. 2/14/2012 3 NSPS & DCIPS Reporting DoD and DON policy states that NSPS training completion data be recorded in DCPDS, the official repository for civilian training completions. DON policy states that DCIPS training completion data be recorded in DCPDS, the official repository for civilian training completions. Timely recording of training completions into DCPDS is critical as DoD pulls training completion data from DCPDS and reports those numbers to Congress Recording of NSPS and DCIPS course completions within DCPDS is how the DON is able to measure the current status of their NSPS and DCIPS training efforts.

    4. 2/14/2012 4 New Spreadsheet The updated DCPDS Mass Upload Spreadsheet (Version 6/2010) is available on the DON CHR Portal: http://www.public.navy.mil/donhr/TrainingDevelopment/TrainingMgrCenter/Pages/default.aspx

    5. 2/14/2012 5 Before You Begin If you are a new user of the Spreadsheet process, please consider the following: - Training records must be submitted to the HRSCs in the exact format of the Spreadsheet. - If you plan to extract your training records from a locally-maintained database into the Spreadsheet, please ensure that all the mandatory data fields of the Spreadsheet are completed and all columns must match exactly. This may require that you begin collecting additional information for the new mandatory fields, such as “OPM Training Type”, “OPM Training Sub Type”, and “Training Accreditation Indicator”, in order to complete the Spreadsheet. - Training of 8 hours or more in length and for all required training (e.g. NSPS required courses), regardless of length, must be input into DCPDS.

    6. 2/14/2012 6 Helpful Hints Enter information on the Spreadsheet from left to right. Use the "Copy" and "Paste" functions for multiple entries of the exact same data. Take note of the column headers as they will indicate the number of characters allowed in each field. Freeze panes to keep your column headings in sight (On Window menu, select Freeze Panes). Lock rows: Select row below where you want the split to appear Lock columns: Select column to the right of where you want the split to appear Lock both rows & columns: Select cell below and to the right of where you want the split to appear Unfreeze the panes after you have completed your entries (On Window menu, select Unfreeze Panes). Spreadsheet contains hidden fields; these are not to be used by Department of Navy for input.

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    38. 2/14/2012 38 QC Tips Check your Spreadsheet for the common errors discussed such as duplicate entries submitted, letters entered for SSN or other numeric fields. Do not guess when it comes to SSN - If it is unclear, take some time to look it up. Use the RED TRIANGLE Comment Indicator for the List of Values for that column/field. Before sending spreadsheet to HRSC, delete zeros in columns (direct, indirect, total) that are not associated with a training instance.

    39. 2/14/2012 39 Password Protection Responsibility to protect Personally Identifiable Information (PII). PII includes most importantly Social Security Numbers. To Password Protect: Contact Spreadsheet POC of your servicing HRSC POC gives password Encrypt the spreadsheet file Save it to your computer

    40. 2/14/2012 40 Transmittal Guidelines Spreadsheet Entries Minimum number – 25 entries per Spreadsheet except. If you have less than 25 entries per month, forward your upload with an explanation in the covering e-mail (i.e., mandatory training). Maximum number of entries per Spreadsheet is 500. If you have more than 500 entries, submit additional sheets. NSPS and DCIPS Entries Include an explanation in your e-mail that the entries are NSPS or DCIPS. NSPS and DCIPS training has special reporting requirements. Though optional, submitting NSPS and DCIPS upload spreadsheets may be sent separately from other training upload spreadsheets will aid in meeting special reporting requirements NSPS and DCIPS Training MUST be submitted to your HRSC within two weeks of completed training. For further information, please contact the Training Department of your servicing Human Resources Service Center.

    41. 2/14/2012 41 Summary The Mass Upload Spreadsheet is an important electronic tool for keeping your training history up-to-date in DCPDS, the Official repository of your training records. By working together, we can achieve the highest standards possible for reliable and accurate training data for you and for the Department of the Navy.

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