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Context / Purpose / Outcome

Civilian Personnel Full-Time Equivalents Transparency through SMART Audit Readiness Training Symposium June 2012. Context / Purpose / Outcome. Context.

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Context / Purpose / Outcome

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  1. Civilian Personnel Full-Time Equivalents Transparency through SMARTAudit Readiness Training SymposiumJune 2012

  2. 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

  3. Agenda • Overview • Background • FTE Overview • CIVPERS Data Process • SMART Overview • Approach • Demonstration • Limitations • Getting Started • Q&A • Appendix A (Query Assistance)

  4. 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

  5. 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 Straight Time Hours FY12 Compensable Hours = FTEs Compensable hours for FY12 are 2,080 (260 work days x 8 hours per day = 2,080 compensable hours) 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

  6. Where does the CIVPERS data come from? STARS SMART SLDCADA Reconciliation DCPS DCPDS WYPC

  7. SMART Overview Purpose of SMART • SMART is a cost tracking and analytical web-enabled tool that allows you to: • 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 • Consolidates legacy applications into one single, easy-to-use interface • Multidimensional modeling • Eliminates labor intensive report creation • Enhances data transparency • Facilitates reporting • Tracking / Monitoring / Reconciliation • Dashboard • Powerful ad hoc analysis • Web-based application – no software to maintain on your PC • Allows overall enterprise to access data The Benefits of SMART

  8. Our Approach

  9. 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 • 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 End-Product • 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

  10. Demonstration

  11. Limitations • 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

  12. 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)

  13. Questions

  14. Appendix A – Query Assistance The following reference table contains some useful information for querying FTE data in SMART

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