US Coast Guard Auxiliary - Information Systems

1. US Coast Guard Auxiliary - Information Systems Forms Modified March 2005/McBain

2. Modified March 2005/McBain A Word About Forms • Nobody likes ‘em, we’re trying to eliminate ‘em, but they are necessary • It is your responsibility to fill them in promptly, completely, and correctly • All forms have detailed instructions – please read them • Fill out online, it will help prevent errors and ensure that you’re using the latest version • Your FSO-IS and SO-IS are here to help! Just ask! • DON’T UNDERESTIMATE DIRAUX’S PASSION ABOUT THIS TOPIC!

3. Modified March 2005/McBain What to do with Forms • Send your reports and forms to your FSO-IS • DO NOT EVER EVER EVER SEND SAME REPORT TWICE! • Keep a copy for yourself • Check your totals periodically

4. Modified March 2005/McBain Important ID Numbers • Seven digit member ID numbers (employee ID numbers) are on your ID Card • ID number transfers with member • Units (Flotillas) are Identified by District and Division – i.e. 014-02-XX where XX is Flotilla Number • Facilities are identified in AUXDATA by Registration Number (i.e. NJ-2396-AZ) not by Call Sign (i.e. AUX283616)

5. Modified March 2005/McBain Forms • 7029 Member Activity Log • Report all prep and travel times • 7030 Activity Report - Mission • New way of thinking when reporting resource hours - use start and stop time • 7039 Workshop Mission and Attendance Report • Report Instructor time and Member’s Attendance

6. Modified March 2005/McBain New Forms - cont’d. • Download from: http://www.cgaux.org • click on Member’s Deck (Left column) • click on FORMS (takes to National Forms) • click on FORMS or EMAIL FORMS • Open/fill in forms with Adobe Acrobat Reader (free download-Auxiliary Home Page or http://www.adobe.com) • Adobe Acrobat Approval • you can save filled in forms

7. Modified March 2005/McBain This is the single source for all current forms

8. Modified March 2005/McBain How To Use Online Forms • Open the form – fill in the blanks • Print and send to FSO-IS • You can only save if you have Adobe Acrobat or Approval • On e-mail forms you can fill in and then send to your FSO-IS

9. Modified March 2005/McBain 7029 Member Activity Log • Use this form for activities not reported on other forms • Report prep and travel time for ALL activities • Only time related to AUX activities is recorded • Page 2 has instructions on how to fill out the form

10. Modified March 2005/McBain Division and flotilla number Automatic calculation of hours if completing by computer. Date and Activities Row numbers, not dates Hours Member Activity Log Member ID number and name

11. Modified March 2005/McBain Print Member Activity Log-cont’d Total hours if completing form by hand Optional Enter date submitted PRINT ... Check for accuracy

12. Modified March 2005/McBain 7030 Activity Report - Mission • Use this form to report standard mission activities • MEP/MS Missions • Public Education Classes • Safety Patrols • Search and Rescue • Member Training • Public Affairs The shaded area of this form changes as blocks are filled in. Operations Code has been added. Members MUST put the special OPS info in Remarks section.

13. Modified March 2005/McBain Enter Division/Flotilla Number and date Enter Start Time and mission type Select Resource Type Enter time and mission type of each change. Enter finish time Enter location, assists, patrol status, type waters and order # Enter Documentation Number/State Registration number - not CGAux ID number Enter SAR data Activity Report - Safety Patrol OPCON-Enter the code for CG Unit that you are working for on this patrol.

14. Modified March 2005/McBain When number of assists is entered, the SAR detail section of the form is activated. Enter Lives Saved, Persons Assisted, Property Value, and Case Number for each SAR. Activity Report - Safety Patrol Note 1: AUXDATA will only take one SAR for each mission change. Therefore, SAR hours may not be combined. Safety Patrol Details Each change of mission must be reported. Change from Trailering 01B to Safety Patrol 01A to SAR OPS 024 then back to Safety Patrol 01A, back to SAR, & Trailering 01B andtime mission FINISHED. Note 2: If you have additional SARs show the time on reverse, in remarks, or a second form. Ask your SO/FSO-IS.

15. Modified March 2005/McBain Check box if member is trainee Enter remarks Enter date submitted Enter Member’s Name Submitting Form Check Content Print Activity Report - Safety Patrol Enter member number(s) and name(s) All crew members must start and stop at same time to report on same form If time is different, a separate activity report must be used for crew member(s) OR indicate the hours of each member in remarks.

16. Modified March 2005/McBain More Notes on Patrols • The report goes to FSO-IS of the Facility owner • Put all crew on one report, include Flotilla Name/Number for out of Division/District crew • QE does a separate report for ride along-Not part of your crew

17. Modified March 2005/McBain Activity Report – MEP Patrol • Mission Type 28-P Marine Environmental Protection – MEPP General Marine Environment Protection Activities • When a more specific code is selected we will use it X 28P

18. Modified March 2005/McBain Activity Report – PA / PE • Mission Type 10 for PA (includes web sites, boat shows, etc.) • Mission Type 04 for PE, include correct code for individual course X 10F

19. Modified March 2005/McBain Activity Report – ATON • You must fill in ATON details to get credit – number verified and number of discrepancies • You must also indicate who/how notification was made

20. Modified March 2005/McBain 7039 Workshop Mission and Attendance Report Enter Division/Flotilla Enter Date of Workshop Check Workshop Type - 03 for Operations Enter Div/Flot, Instruc-tor’s Name, and Member Number When completing by computer, this box fills automatically. Enter Div/Flot, Member Name for all in attendance.If from another District, have member note it.

21. Modified March 2005/McBain 7039 Workshop Mission and Attendance Report Be sure to note any Aides for the class either after their name or in Remarks Enter Date Submitted Enter name of member submitting form Click on Check Mark, if no errors shown, click on Print. Enter Hours of Workshop

22. Modified March 2005/McBain Notes on All Operational Reports • You must include the CG Unit that is supported on your report – name or number is okay(Sandy Hook 01-30235, ACTNY 01-73136, CG STARV 11-30890, etc.) • Timely submission of information is essential to show on reports

23. Modified March 2005/McBain Other Important Forms • VSC (Facility, Private, or MS) • MDV (Now called RBSPV) • Member Information

24. Modified March 2005/McBain VSC Mission Report Form ANSC-7038 • Do not send copies of 204 to Division • Trainees where appropriate, only one member • Remember to pick correct type! Automatically calculated for you

25. Modified March 2005/McBain MDV Form ANSC-7046 • Note total hours on last entry for each date and a zero on all other lines. Computer will calculate total visits and time within the box above. • Only ONE member, the rest are trainees • Can’t claim two trainees doing MDV at the same place at the same time Computer generated

26. Modified March 2005/McBain Member Information UpdateForm ANSC-7028 • Only fill in informationthat has changed • Update email and phone contacts – very important! • This is your official record –all other spreadsheets, mailing lists, chalkboards, burnt sticks scratched on animal skins, etc. are secondary…

27. Modified March 2005/McBain Information Systems Remember: The Mission Isn’t Over Until the Forms Are Filed! Thank You! Semper Industria! (Always working)