PERSIGN II

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP83T00573R000600040002-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 59
• Document Creation Date: December 12, 2016
• Document Release Date: September 27, 2001
• Sequence Number: 2
• Publication Date: April 14, 1977
• Content Type: MF

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ODP-649-77
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SUBJECT
Director of Personnel
Clifford D. May, Jr.
Director of Data Processing
PERSIGN II
The purpose ofthis memorandum is to formalize
the Chief, Automated Data Resources Staff, up, .for
a
e
to the.':P'ERSIGN II project. An executive summary is in-
cluded at the beginning for your convenience.
2.' In addition to the principal:PERSIGN II project,
the proposal includes limited estimates for PERHOSP
(hospitalization processing), PERINSUR (insurance pro-
cessing), and GAP (the general archival program). As
the total requirements for the supplemental. projects are
finalized, separate detailed proposals will be given to-
our mutual agreement to the scope, schedule and estimated
costs for the PERSIGN II project, as reflected in the
attached project proposal. Tl~is proposal has been
jointly prepared by the Office of Data Processing design
m and the Office of Personnel (OP)'analysts assigned
t
approval.
Attachment:
As Stated Above
/_s /
,M.W. Janney
Director of Personnel.
Date
Vifs
'Yellen sepcraiu~J trcm
Distribution:
Original & 1 - Addressee ,1'-'C Div. Chrono
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PERSIGN II
PROJECT PROPOSAL
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PERSIGN II
PROJECT PROPOSAL
PREPARED JOINTLY BY
The Office of Data Processing
and
The Office of Personnel
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Page
1. EXECUTIVE SUMMARY ..................................... 1
A. Proposal Overview ......................................... 1
B. Summary ................................................. 1
TASK CHARTS .............................................. Insert
II. BACKGROUND .............................................. 3
III. FUNCTIONAL AREAS ....................................... 4
A. System Overview .......................................... 5
B. Personnel Action Processing (PERSIGN) ...................... 8
C. Step Increase Processing (PERSTEP) ......................... 18
D. Fitness Report Processing (PERFIT) ......................... 22
E. Staffing Authorization System (STAFFING) .................. 27
IV. PROJECT PLAN ............................................. 33
A. General ................................................... 36
B. Office of Data Processing ................................... 37
C. Office of Personnel ........................................ 39
D. Office of Finance ......................................... 41
E. Central Cover Staff ........................................ 45
F. Office of Commo ......................................... 46
G. Office of Security .......................................... 47
H. Office of Training ........................................ 48
1. Northwest Federal Credit Union ............................ 49
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A. Proposal Overview
This proposal is organized into five sections, this section is an overview and a
summary of contents. The second section briefly discusses historical items of
importance and describes the current system and its problems. In the third section,
each functional area of the system is described and requirements are identified. The
recommended design of the system to meet requirements is presented. The fourth
section describes the management techniques that will be used to monitor and control
the development cycle. The last section is an impact statement and is organized by
component.
B. Summary
1. Scope
PERSIGN is a collection of Personnel data on Agency employees. Because of the
complex interactions and the dependency on personnel data, this project includes;
changes and enhancements to be made to the assignment processing in the current
staffing system (STAFFING), and the development of new systems for step increase
processing (PERSTEP) and for fitness report processing (PERFIT). The different
processes will be treated as one project, controled and monitored by the Project
Leader to coordinate the total effort.
All data entry will be done via GIM data collection techniques which will allow
editing and basic validation to occur during the keying process. The major file
updating process will be done in a batch environment in lieu of GIM on-line updates
because of the complexity of the updating process which includes validations against
data in different files. Output from the update process consists of updating up to 14
files, interactions with at least 16 other computer systems, and producing many
reports on a multitude of media. This proposal addresses the work to develop new
systems for hospitalization processing (PERHOSP), insurance processing (PERIN-
SUR), and Personnel's General Archival Program (GAP). The development schedule
for these projects is identified by a total man-week estimate. This proposal is not to be
interpreted as the proposal for these other systems. Each one of these systems will be
addressed in forthcoming proposals.
2. Objective
The major objective of PERSIGN II is to provide an integrated personnel
information system responsive to Agency requirements. In meeting this objective we
will:
? Consolidate all personnel projects and eliminate redundancies.
? Increase the accuracy of the data base by using better edits and project cross-
checking.
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? Improve Office of Personnel operating procedures for assignment controls and
Form 1152/1150.
? Reduce clerical workload by inputting only changing data and generating
Form 1152 with current data printed.
? Improve the responsiveness of the system by collecting and editing data on-
line, daily update, and increased reporting capability.
? Improve the maintainability and flexibility of the system by designing and
documenting to facilitate change.
To achieve the above objectives, there is a continuing need for:
? Joint OP/ODP effort
? Management support to resolve issues which cross organizational boundaries
? Accurate and clear requirements.
The development of PERSIGN II involves 57 major tasks with much
coordination needed within the project team and with other projects. The system will
be ready for system test in 18 months and could be ready for implementation in 22
months from the starting date. The resources required to meet that timeframe are:
PEOPLE
OP
ODP
Full Time
5
18
Peak
7
27
Clerical (F/T)
1
2
Clerical (P/T)
5
1
TOTAL
MAN YEARS
9
25
34
The total cost to develop the system will be:
COSTS Manpower $1.2 m
Machines $0.8 m
TOTAL $2.0 m
The following major factors could adversely effect the time estimates if they are not
controlled:
? Management attention, cooperation, and decisions on policy issues
? Allocation of resources
? Requirement changes
? Current System Maintenance.
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TASK CHARTS
Following charts identify the sequence and manweeks to accomplish the 57 major
actions of the PERSIGN II PROJECT.
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PERSIGN 11
CRITICAL PATH
PERSIGN SPECS 144
PERSIGN PROGRA81UTElif 1
USER TEST P
4
GAP
START
GAP
48
Pelm Um 7w a
203
OTHER SYSTEMS
RELATED TASKS
SYSTEM USER
B 0000
TEST TEST
.14
^ .~
GAP
48
TASKS 17
MANWEEK& X7
TASKS? X
MANWEEKS 453
LEGEND
CRITICAL PATH
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DATA COLLECT. """
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INSTALL .0 I^^^^^^^^^^^^^^^^^^^^NONE ^^^^^^^^^^^^^EN
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PAYROLL
HOSP HOSP 'HOSP
OTHER PROJECTS
25
GIMS
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II. BACKGROUND
In August of 1973 a paper was prepared (Proposed Phasing Scheme for HRS
MCS Phase 2 Projects, 24 August 1973) outlining the subdivision of the
PERSIGN/STAFFING projects into phases. A phase was defined as a specific time
period in which a visible and useful product was delivered to the Office of Personnel.
This paper was approved and work commenced immediately.
Phase I was implemented in November 1974 and officially accepted by the
Office of Personnel in February of 1975. The benefits outlined in the previously
referenced Phasing Scheme paper were delivered. The availability of Position,
Organizations and Personnel data for both Staff and Contracts within one on-line
data base has provided the Office of Personnel with a powerful tool in the day-to-day
accounting for people and positions.
Now that Phase I has been operational for two years we can readily see what the
successes and failures have been. The STAFFING system has been relatively problem
free; the PERSIGN system has had its share of problems. Most of the problems have
been associated with the limitation and inflexibility of, and lack of documentation on
the 501 system and the difficulty of keeping the systems in balance. Actions
containing errors are accepted by the 501 but are rejected by PERSIGN for immediate
correction (and later correction in the 501). This has been a worthwhile learning
experience; the foundation for Phase II has been laid and we are ready to begin.
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1. Narrative
2. Data Base
3. Human Interaction
B. Personnel Action Processing (PERSIGN)
1. Scope
2. Applicable Documents
3. Requirements
4. Proposed System
5. Improvements
(;. Step Increase Processing (PERSTEP)
1. Scope
2. Applicable Documents
3. Requirements
4. Proposed System
5. Improvements
1). Fitness Report Processing (PERFIT)
1. Scope
2. Applicable Documents
3. Requirements
4. Proposed System
5. Improvements
E. Staffing Authorization System (STAFFING)
1. Scope
2. Applicable Documents
3. Requirements
4. Proposed System
5. Improvements
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1. Narrative
2. Data Base
a. Availability
b. Security
c. Backup and Recover
3. Human Interactions
a. Response Time
b. Error Detection
c. Output
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A. System Overview
1. Narrative
PERSIGN is a collection of Personnel data on Agency employees, but the project
involves more than just personnel actions processing (PERSIGN). Because of the
complex interactions and the dependency on personnel data, this project: includes:
changes and enhancements to be made to the assignment processing in the current
staffing system (STAFFING), and the development of new systems for step increase
processing (PERSTEP) and for fitness report processing (PERFIT).
PERSIGN needs STAFFING data on reassignment actions to validate position
data. STAFFING needs PERSIGN data when positions are affected to check specific
personnel records. PERSTEP and PERFIT both need PERSIGN data to activate the
time dependent cyclic step increase and fitness report processing for employees, and
PERSIGN is updated as a result of these processes.
These four areas will be treated as one project, controled and monitored by the
Project Leader to help coordinate the total effort.
All data entry will be done via GIM data collection techniques which will allow
editing and basic validation to occur during the keying process. The major file
updating process will be done in a batch environment vis-a-vis GIM on-line updates
because of the complexity of the updating process which includes validations against
data in different files. Output from the update process consists of actually updating
up to 14 files, interactions with at least 16 other computer systems, and producing
numerous reports on a multitude of media.
a. Availability
The on-line system must be available six hours per normal working day between
0800 and 1700 hours. The off-line system requires a 24-hour turnaround during
payroll cutoff and up to a maximum of 72 hour turnaround the rest of the time.
b. Security
The system will take advantage of GIMS security features to control access to
data. In some cases even tighter control will be maintained in having access to fitness
report data as specified by the requirements.
c. Backup and Recovery
The system must be restored and back in operation within 24 hours after a
failure. The Data Collection file will be backed up via the GIM on-line History
transaction tape facility.
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a. Response Time
The Data Collection System will respond within 15 seconds on the average, and
response must not exceed 20 seconds. The response for direct queries should be less
than 10 seconds and for sequential queries it should process at about 1,000 records per
minute.
b. Error Detection
The on-line process will perform edits and basic validations at data collection
time to allow for corrections to be made.
The off-line process will perform more complicated validations and will re-cycle
the errors to the Data Collection file for correction, An error report will also be
printed.
c. Output
For the on-line system, output will be via query and extracts. For the off-line
system, output will be via reports on special forms, standard reports, xerox reports,
C.O.M., and user defined reports using a generalized report writer.
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III. FUNCTIONAL AREAS
B. Personnel Action Processing (PERSIGN)
1. Scope
2. Applicable Documents
3. Requirements
a. Input Volumes
b. Update Frequency
c. Collect & Edit
d. Update
C. Output
4. Proposed System
a. Narrative
b. File Description/ Capacities
c. Unresolved Areas
5. Improvements
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B. Personnel Action Processing (PERSIGN)
1. Scope
PERSIGN II will combine into one system the current RCA 501 personnel
system, the PERCON system, and the PERSIGN I system.
Functions of the PERSIGN modules are to update the PERSIGN Data List with
Personnel Actions submitted by the Office of Personnel; to process mass updates (See
Collect and Edit Requirements (3c) for definition) against appropriate data lists
whenever the changes are effective; and to process and control all information in the
MAINID data list. These actions are edited and validated before updating any data
lists. PERSIGN produces reports to be used throughout the Agency in hardcopy,
xerox, or C.O.M. (Computer Output Microform) form, and ad hoc reporting is
available through a user defined report package. Query of the data base can be made
via a CRT using the GIM facilities.
PERSIGN interfaces with at least 16 other computer systems with varying levels
of complexity and with different types of operating environments. The following list is
all of the interfaces that exist with other projects:
CAPER/OP-Applicant Processing
CEMLOC-Central Emergency Locator
CENBAD-Central Badging
CENCO-Central Cover
CENQUAL-Central Qualifications
CIARDS/OP-CIA Retirement
COM CON-Communications
CU-Credit Union
FRS-Financial Resources System
GAP-General Archival Program
PAYROLL-Agency Payroll Systems
PERT-I OSP- Hospitalization
PERINSUR-Insurance
STAFFING-Agency STAFFING
TRAIN-Training History
VIP-Voluntary Investment Plan
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2. Applicable Documents
a. PERSIGN Specification (3.6 paper)
b. PERSIGN Design Paper (4.0 paper)
c. Existing PERSIGN Documentation
d. A multitude of memos and Policy papers
e. HDQS Handbook and other regulatory documents.
3. Requirements
a. Input Volumes
The on-line data collection volumes for PERSIGN will average about 100
transactions per day with a peak of around 200 transactions per day. Mass updates for
salary increase could affect up nterface actions will vary from 0 to
100 per day.
b. Update Frequency
All of the on-line data lists are updated daily, and the reports extract file is
generated bi-weekly.
The data submitted by the Office of Personnel will be keyed into a GIM II data
collection system via menus. This system will be designed to perform all the basic
edits and as many validations against other data as efficiently possible at the time the
data is keyed.
Actions generated from other systems to update data in the MAINID data list
will be collected in a separate file. The editing of these transactions will be minimal; a
check of the Action Code, and verification that the originating system is authorized to
generate the action for that individual.
Mass updates are generated when a dictionary change is made that requires a
change to be made to data stored in another data list. These mass updates will be
collected in a separate file.
(Ex. A change is made to a code in some dictionary and that code is located in
the PERSIGN Data List. The code is used to extract text from the dictionary, and
therefore, must be changed in PERSIGN so the correct text can be retrieved.)
d. Update
The update process will select the actions from each of the input files with an
appropriate effective date. The other actions will be returned to the appropriate data
collection file and processed only when their effective date meets the selection criteria.
The update process then validates the transaction and its data elements to the
data elements in the PERSIGN data list. After a transaction has passed all validation
checks, the personnel record must be updated to reflect this current data on the
employee.
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e. Output
The output process that takes place will cause the updated information to be
recorded on all appropriate files in the data base, and associated reports. The outputs
available to the user that would reflect these changes are:
1. Queriable Data Base
2. Standard reports on hard copy, xerox copy, or C.O.M.
3. Ad hoc queries and reports upon user request
4. Data to other systems to satisfy their requirements.
4. Proposed System
The action that begins the process for Personnel Action processing is the request
for a computer printed Request for Personnel Action (Form 1152) from the Office of
Personnel, Transactions and Records Branch (TRB) showing the current data on an
individual. The form is then filled in and sent to TRB for processing where it is
manually checked for apparent errors, and then keyed into the GIM Data Collection
System. Edits will be performed upon the Data Elements of the transaction and
checks against dictionaries will be performed to validate the data. The operator will
have the opportunity to correct any errors that are identified at this time. There are
four other forms that are used less often to input data into the system, they are: Mass
Change (Form 1152B), Pay Change Notification (Form 560), Misc. Change, and SSN
change.
When the PERSIGN update module is activated it will access the Data
Collection file that holds the keyed actions, the interface actions file that holds
actions from other systems using the Personnel data, and any mass updates that are
ready to be used. The update process will then validate every transaction to the extent
that is necessary before actually applying update logic to generate a new PERSIGN
record. All of the transactions for an employee are processed before a new record is
generated for that employee.
The outputs of the update process fall into Four categories. 1. Audit reports are
produced and Form 1150 Personnel Action Reports are printed. 2, Errors that were
identified during validation are re-cycled back to the data collection file to be acted
upon by the operator the next day. 3. A file is generated to be used for interfacing to
all interested systems. 4. Other files are generated to be used to update all of the data
lists located in the data base on the GIM system.
The interface data list holds all the information needed for any system that
requires this type of data. A program will be used to control the access to the data and
handle any system functions related to the data list. When another system does not
require this type of data, an extract file is used for the interface.
Reports will be produced from report programs (generalized report writer or
PL/1 coded modules) that read one of the report files. User defined reports will also
process against one of the report files whenever the user desires. The data for reports
are produced by extracting from PERSIGN, STAFFING, and dictionaries. All of the
data is merged together to create one report file. The user has the option of receiving
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the report in the standard hard copy form, a xerox reduced form, special forms, or
C.O.M. See PERSIGN Attachment I for the list of reports to be developed for
PERSIGN II.
After the GIM data base has been updated, the user can query that data base
accessing the appropriate data list for current data as of the previous night.
Requests for printing Form 1152, Request for Personnel Action, will be input via
a GIM menu into a GIM data list. The user then activates the program to take the
data to produce Form 1152 on a special forms printer showing the current data for
that employee.
b. File Descriptions/Capacities
The following files and their brief descriptions are the major files used in the
PERSIGN II system. They are separated into three groups, GIM Data Base on-line
system files, GIM Data Base on-line PERSIGN files, and off-line files.
GIM Data Base On-Line System Files
These data lists are controled by the Office of Personnel.
MAINID-This data list will have a record for everyone in the PERSIGN data
list plus it may have records for individuals that exist in other systems (i.e., TRAIN,
CENQUAL, GAP). It is used as a query mechanism to identify systems in which an
individual exists or to see pertinent data on an individual, as a control mechanism for
generating interface data, and it substitutes for using the PERSIGN data list in
extracting data for other systems. Approximate size i ecords.
NAMINDX-This data list is a cross reference of name to SSN. Size is_
records.
SFNINDX-This data list is a cross reference of security file number to an
employee SSN. Approximate size is-ecords.
PERSIGN-This is the main data list in the GIM Data Base for personnel data.
It contains all the current personnel data that Office of Personnel requires in their
system. Approximate size i
Data Collection Files-There are three types of separate data collection files.
One is used to hold the manually keyed actions entered via a GIM menu, another is
used to hold the mass updates, and the last is used to hold the interface actions. All
three are brought to ether as one input to the PERSIGN update program.
Approximate size is
Dictionaries-These data lists are used in editing the data at the time of
collection and to retrieve text for queries and reports. There are about 35 dictionaries
containing a total olrecords.
25X9
28X9.
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Interface File-This file is used to pass the data that is required for all systems
needing personnel data. Approximate size is
Strength-Matrix-This file is a detail accounting record of personnel by major
organizational component reflecting statistics on assignment, location, affiliation, and
strength accountability. It is used by Statistical Reporting Branch (SRB) to keep track
of total Agency strength on a current basis. Approximate size is 100 records.
EMPINDX-This file is
cross-reference from employee number to SSN.
Approximate size is 20 tc ecords.
Report File-This file is basically an extract of the PERSIGN dat is w
fields acdec and is used by all report programs. Approximate size i
The personnel action specifications for processing types of actions have not been
written. We do not know specifically how many types of actions there will be. Our
estimate on the number of basic actions is (70). Taking into consideration the
combinations, corrections, and cancellations, the total will be over 650 actions.
5. Improvements
Each objective is addressed here and what will be done to satisfy that objective is
identified.
a. Reduce manual effort required to prepare and process personnel actions.
1. Reduce data input volumes by at least 50% due to typing and inputting
only changing data.
2. Eliminate typing of Form 1150, posting to SF7, and determining proper
step and salary on standard promotions.
3. Reduce effort to research current data for Form 1152 by printing form
on demand.
b. Increase the accuracy of the data base.
1. Increase the editing capabilities by 80% over the 501 system.
2. Use of GIM security controls to prevent unauthorized access/updates.
c. Improve the timeliness of the data base.
1. Provide on-line data collection capability.
2. Provide for daily update frequency as required,
d. Improve the reporting and report capabilities.
1. Produce selected personnel actions (1150) from Block Changes and
STAFFING actions.
2. Produce request for personnel action (1152) on demand.
3. Increase the capabilities for user defined reports.
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4. Produce-scheduled reports.
5. Provide on-line strength matrix.
e. Improve the maintainability of the system.
1. Reduce the numbers of systems from 3 to 1 by replacing PERCON, 501
Personnel System, and PERSIGN I with PERSIGN II.
2. Design a flexible system that is responsive to user requirements.
3. Provide for user defined dictionary edits.
4.
5. Provide all documentation needed to maintain and use the system.
f. Improve the interface to systems using Personnel data.
1. Add contract personnel data to payroll interface.
2. Eliminate redundantly stored current personnel data in CENQUAL,
TRAIN, PERHOSP, PERINSUR.
3. Document the interface requirements in all systems affected.
25X1 C
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The following lists the inventory of (55) reports required from PERSIGN II.
Included in the inventory are four (4) PERFIT reports and two (2) PERSTEP reports,
R412530A Request for Personnel Action (Form 1152)
R412530B Notification of Personnel Action (Form 1150)
R412532A Action Control by Office (User Office)
R412532B Action Control by Office (Office of Personnel)
R412540A Retirement Study Listing
R412540B Retirement Study Cards
R412544A LPI Notification-Regular Off/Div
R412544B LPI Notification-Regular Alpha
R412544C LPI Notification-SPS Schedule Off/Div
R412544D LPI Notification-SPS Schedule Alpha
R412544E LPI Notification-EP Schedule Off/Div
R412544F LPI Notification-EP Schedule Alpha
R412544G LPI Notification-SA's Off/Div
R412544H LPI Notification-SA's Alpha
R412544I LPI Notification-GS Statement
R412544J LPI Notification-SPS Statement
R412544K LPI Notification-EP Statement
R412550A List of Non GS Scheduled Employees-
Sch/Gr/Alpha
R412570A Super Grade List by Grade
R412582A Comb/Civ/Mil Staff Ceiling by Agency/SCC
R412582B Comb/Civ/Mil Staff Ceiling by Director-
ate/SCC
R412586A General Schedule Male & Female Employees by
5 year age Groupings Reflecting Average
Grades
R412586B General Schedule Male & Female Employees by
5 year age Groupings Reflecting Average
Grades by Career Service
R412586C General Schedule Male & Female Employees by
5 year age Groupings Reflecting Average
Grades by Career Service Panel
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R412586D
R412586E
R412586F
R412586G
R412586H
R4125861
R412586J
R412586K
R412586L
R412586M
R412586N
R4125860
R412586P
R412586Q
R412586R
R412590A
R412590B
R412590C
R412590D
R412590E
R412590F
R412590G
R412590H
R412594A
R416650A
R416650B
R416650C
R416651A
Average Age of Male & Female Employees by
Schedule & Grade
Average Age of Male & Female Employees by
Career Service, Schedule and Grade
Average Age of Male & Female Employees by
Career Service Panel, Sch. & Grade
Male & Female Employees by Age Group, Age,
Schedule, Grade & Hqs
Male & Female Employees by Career Service,
Age Group, Age, Schedule, Grade & Hqs
Male & Female Employees by Career Service
Panel, Age Group, Age, Schedule, Grade &
Hqs
Age Distribution of Male Civilian Personnel by
SD, Schedule & Grade
Age Distribution of Female Civilian Personnel
by SD, Schedule & Grade
Age Distribution of Male & Female Civilian
Personnel by SD, Schedule & Grade
Age Distribution Male Civilian Personnel by SD
Panel, Sch. & Panel
Age Distribution of Female Civilian Personnel
by SD Panel, Sch. & Grade
Age Distribution of Male & Female Civilian
Personnel by SD Panel, Sch. & Grade
Age Distribution of Male Civilian Personnel by
Schedule & Grade
Age Distribution of Female Civilian Personnel
by Schedule & Grade
Age Distribution of Male & Female Civilian
Personnel by
Military
Military
Military
Military
Military
Military
Military
Military
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Detail
Schedule & Grade
List-Alpha
List-Rank/Service
List-Fan/Office
List-Service/Directorate
List-Fan/Service
List-Fan Number
List-Rank/Service
List-Fan Number/Service
Occupational Series
List
Fitness Report Call-Up and Delinquency Re-
port-by Office by Division by Grade
Fitness Report Call-Up and Delinquency Re-
port-by Office by Alpha
Initial Fitness Report Delinquency List-by
Office by Alpha
Fitness Report Master Listing
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PERSTEP REPORTS
R425600A Pay Change Notification Form 560
R425601A Pay Change Notification Control Roster
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C. Step Increase Processing (PERSTEP)
1. Scope
2. Applicable Documents
3. Requirements
a. Input Volumes
b. Update Frequency
c. Collect & Edit
d. Update
e. Output
4. Proposed System
a. Narrative
b. File Descriptions /Capacities
c. Unresolved Areas
5. Improvements
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C. Step Increase Processing (PERSTEP)
1. Scope:
The PERSTEP processing will handle all Staff and Contract within-grade
increases (WGI). It will interface with the PERSIGN system to determine who is
eligible for a WGI and their projected due date. Based on these two criteria an
employee will be selected 66 through 93 days before his due date and recorded on
another file for monitoring, Leave Without Pay (LWOP) since the last WGI or
promotion will be checked by PERSTEP against the Payroll system. If LWOP is
within the prescribed limits for the schedule, grade & step, a Pay Change Notification
(Form 560) is computer produced in the ODP main computer center. This form
contains old and new salary with new step information and is channeled through OP
to the various administrative offices for approval. Upon receipt by OP of an approved
Form 560, one final LWOP check is made the pay period before the WGI is due. If
the employee is within the LWOP limits of his pay category, the PERSIGN record is
updated reflecting the WGI, Payroll is notified of the WGI, and the record is deleted
from the monitoring file.
2. Applicable Documents
The Design Requirements Statement for PERSTEP.
3. Requirements
a. Input Volumes-There is no input that is keyed directly into a file to be
used only by PERSTEP. The Step Increase data will be keyed into
PERSIGN's data collection file and PERSIGN logic will pass the data to
the appropriate module.
b. Update Frequency-The WGI call-up and LWOP update programs will
run on the first Friday of each pay period. The report program will run on
the first Friday of every other pay period. The PERSTEP update will run
on the second Wednesday of each pay period.
c. Collect and Edit:
1. WGI exception data will be entered in the PERSIGN data collection file
and will have edits on all fields.
2. WGI file will be created by data extracted from PERSIGN, based on
WGI eligibility and due date, and the PERPAY dictionary file.
d. Update:
1. On the first Friday of every other pay period (every 4 weeks) PERSIGN
is queried for employees due a WGI within the zone of consideration
(66-93 days). All employees due a WGI are recorded on the LWOP
check file for processing against Payroll to determine excessive LWOP.
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2. On the first Friday of every pay period (every 2 weeks) the WGI data is
extracted from the WGI file for employees due a WGI during the next
pay period. These employees are also recorded on the LWOP check file.
3. On the first Friday of every pay period the LWOP check file is run
against the Payroll Leave Master to check for excessive LWOP.
Employees passing this check that have just been called up from
PFRSIGN are recorded on the WGI file, and the Dorm 560 is produced.
A transaction is also created to update PERSIGN to reflect a call-up
status.
4. On the second Wednesday of every pay period employees that are due a
WGI in the next pay period are selected and a transaction created for
PERSIGN to grant them a step increase and delete them from the WGI
file.
e. Output:
1. On the first Friday of every other pay period (every 4 weeks) one copy of
Form 560 and two copies of a master control listing are printed.
2. On every run there are possible error and advisement messages that may
print. These messages go to Office of Personnel.
3. On the first Friday of every pay period (every 2 weeks) a report is
printed for Office of Finance and Office of Personnel to do a manual
LWOP check for employees that are not on the automated payroll
system.
4. Proposed System:
The primary objective of PERSTEP is to increase the efficiency of the within-
grade increase (WGI) process and to streamline the manual intervention. This will be
done by extracting from the PERSIGN data base all employees, contract and staff,
that are due a WGI within the next 66 through 93 days and all employees on the WGI
File due the next pay period. These selected employees will be recorded on another
file (LWOP CHECK).
The LWOP CHECK file is then run against the Payroll Leave Master to check
for any LWOP the employee may have taken since their last WGI or promotion. The
LWOP is then compared with the allowable LWOP for the employees pay category.
If the employee used more than he is allowed, calculations are made to determine if it
will put his WGI due date into another pay period. If it does and a Form 560 has been
printed, a message is printed to change the due date on the form. If a form has not
been printed a transaction will be created to update PERSIGN with his new due date
for a later call-up.
For employees that do not have excessive LWOP and have just been called up, a
record is written to the WGI file. Another program will print a form 560 Pay Change
Notification and a control roster. All Form 560's are sent to the appropriate
administrative office for approval of the WGI except those where the employee has a
current unsatisfactory fitness report. These are sent to Chief, SAS for action. As the
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Form 560's return to Office of Personnel, they are checked for holds. For any holds or
delinquents (forms not returned to OP) a transaction will be made to delete them
from the WGI file and to update their PERSIGN record to show the hold or
delinquency. Next, the WGI file will be queried for all employees due a WGI the next
pay period. Those selected will have a transaction record created for PERSIGN to
grant the WGI. PERSIGN in turn will process the WGI, notify Payroll, create a record
for GAP and delete the record from the WGI file.
b. File Description
WGI file-A monitoring file for employees who are eligible for a WGI and have
passed the first LWOP check and are waiting for a final LWOP check before being
granted a WGI. File capacity is 4,000 records.
LWOP CHECK File (off-line)-A file of employees who have been called up
from the WGI file for a final LWOP check or have just been called up from PERSIGN
for their initial LWOP check. File capacity is 1,500 records.
c. Unresolved Areas
None.
5. Improvements
a. Reduce the manual effort required to prepare and process WGI's.
1. Eliminate posting to Form SF-7, and streamline the control of 560's
upon return from the Administrative points.
2. Expand the population for automatic call-up.
b. Increase the accuracy of the process.
1. Establish an automatic payroll interface for granting WGI's.
2. Automatically check for excessive LWOP from payroll for those
personnel resident on the biweekly Payroll system.
c. Improve the maintainability and flexibility of the system.
1. Dictionary oriented design.
2. Staff and contract in one system.
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D. Fitness Report Processing (PERFIT)
1. Scope
2. Applicable Documents
3. Requirements
a. Input Volumes
b. Update Frequency
c. Collect & Edit
d. Update
e. Output
4. Proposed System
a. Narrative
b. File Descriptions/ Capacities
c. Unresolved Areas
5. Improvements
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D. Fitness Report Processing (PERFIT)
1. Scope
PERFIT (The Fitness Report Call-up and Delinquency Record) will consist of a
set of interrelated procedures that will use the PERSIGN record as a base record and
source for:
? Identifying all personnel for whom Fitness Reports are due or delinquent and
notifying offices accordingly;
? Statistical analysis of current employee performance ratings;
? Computer generated status information on Fitness Report forms;
? Simplifying processing procedures now in effect; and
? Making Fitness Report management an integral part of the PERSIGN project.
Fitness Reporting requirements have been expanded to include all staff and
contract personnel with the exception of those under the executive pay scale and
details to the Agency. Fitness Report data (last overall rating, date of report, and type
of report) will be stored as current data in PERSIGN and as historical data in GAP.
Under the new PERFIT procedures, data will be transcribed directly from
audited Fitness Report forms to a menu format on a terminal for periodic update of
the Fitness Report items recorded in the PERSIGN/PERFIT data lists. Designated
personnel can directly query the PERFIT data list and the Fitness Report data
elements of the PERSIGN record. The PERSIGN and GAP files will be the source for
current and historical statistical reports respectively.
2. Applicable Documents
a. PERFIT DESIGN Requirements Manual (1/77)
b. PERFIT Project File (1976/77)
3. Requirements
a. Input Volumes
There is no input keyed directly into a file to be used only by PERFIT. The
Fitness Report data will be keyed into PERSIGN's data collection file and PERSIGN
logic will pass the data to the appropriate module,
b. Update Frequency
The call-up process is run monthly on the 1st weekend of the month and is
geared to the PERSIGN update cycle. PERFIT file update (data collection) is run
daily.
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Data Elements from incoming Fitness Reports (i.e., Date of Report, Type of
Report, and Overall Rating) will be processed via a GIM menu into a Data Collection
file. Errors identified by the system must be corrected before acceptance into the data
collection file.
d. Update
There are two major processes involved with the update of the PERFIT file-the
programmed movement of selected PERSIGN attributes into the PERFIT call-up and
delinquency file and the input of PERFIT data from incoming Fitness Reports into an
update procedure which will impact the PERFIT file in a programmed manner to
selectively move data out of PERFIT into both PERSIGN and to GAP through
PERSIGN.
The primary call-up provides for a scheduled PERSIGN extract to be processed
through a complex decision/selection procedure which utilizes affiliations, schedules,
grades, service designations, etc., to produce the required monthly call-up grouping
for the month in question. An additional process then selects delinquent case data
(newly created or recorded in PERFIT) and combines the result with the call-up data
to produce call-up and delinquency listings, preprinted forms, etc.
The update routine based on incoming Fitness Reports moves data out of
PERFIT to PERSIGN and eventually to GAP. Errors will be recycled to the data
collection file to be corrected. A daily error listing will also he provided.
e. Output
1. The call-up procedure produces the following outputs:
a. Call-up and delinquency report listings sent out to Agency
components and career services indicating those employees due a
Fitness Report, who are delinquent, or both, noting the number of
months delinquent, due dates, etc.
b. A special listing of delinquent Initial Fitness Reports will be prepared
for action by the Special Activities Staff, OP, who in turn will obtain
the Fitness Report prior to the completion of the one-year trial
period.
c. Preprinted Report Fitness Forms will be instituted on a test basis to
determine the feasibility of preprinting a status information on the
top portion of Form 45 in the future. These will be produced in
ODP's main computer center. The Office of Logistics and the Office
of Security have asked to be forerunners in this test. The goal is to
reduce clerical errors and component workload with the possible
benefit of quicker turnaround time on return of completed reports.
2. Update procedures produce error listings identifying transactions that
do not pass program edit.
3. The GAP historical file will provide a source for periodic statistical
reports concerning extended performance rating information.
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4. The PERFIT file will provide the source for delinquency data for
periods up to the previous three years.
4. Proposed System
a. Narrative
PERFIT operates essentially as a system supplementary to the PERSIGN system.
As a computer based record, it figuratively derives 80% of its data from PERSIGN
record information, 10% from program routines which detect delinquency, and a final
10% from data reported on Fitness Reports to the Office of Personnel by the Agency's
supervisors.
PERFIT has an absolute dependence on PERSIGN since the data elements
needed to determine call-up requirements for any group of employees resides in and is
maintained by the PERSIGN system. Once the needed data elements are extracted
from PERSIGN and processed through the complex decision/selection program
designed to call-up and control Fitness Reporting, the supplementary PERFIT data
list comes into the forefront. PERFIT acts as the source for all the call-up and
delinquency reports, preprinted forms, terminal query concerning delinquency, etc.,
during the time (but limited to three years) that there are any outstanding
requirements for Fitness Reports. Once requirements have been met for any given
employee, PERSIGN and GAP become the primary source records for either Fitness
Report status, history or statistical information.
PERFIT is a "holding" file not a history file, and exists only during the time
necessar to exercise mana ement control over the Fitness Reporting function as set
forth i
b. File Descriptions/Capacities
PERFIT file-This file is used as a monitoring file for employees that were called
tip for a Fitness Report, and for identifying periods of delinquency needed for
reporting status on the delinquency list.
c. Unresolved Areas
5. Improvements
There are three principal objectives in PERFIT oriented towards improving
personnel management functions:
a) Reduction in the manual effort currently needed to process Fitness
Reports:
1) Reduction of number of keystrokes needed to process incoming reports.
2) Elimination of coding sheets.
3) Possible improvement in turnaround time through preprinting of status
information on Fitness Reports.
b) Improvement of record accuracy through:
1) Integration with PERSIGN data.
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2) System management in a more controlled environment.
3) More effective edits.
c) Improvement of system's maintenance and flexibility by:
1) Consolidation of staff and contract personnel into a unified system (a
PERSIGN concept), and
2) A dictionary-oriented call-up design.
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E. STAFFING Authorization System (STAFFING)
1. Scope
2. Applicable Documents
3. Requirements
a. Input Volumes
b. Update Frequency
c. Collect & Edit
d. Update
e. Output
4. Proposed System
a. Narrative
b. File Descriptions/ Capacities
c. Unresolved Areas
5. Improvements
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E. STAFFING Authorization System (STAFFING)
1. Scope
The STAFFING system currently provides the Office of Personnel with a means
to maintain records on Agency organizations, Agency ceilings allocated to
organizations, Agency positions, language requirements levied both on organizations
and positions, and also on abbreviated record of all positions at time of deletion since
August 1974. It further provides for the automatic updating of Agency personnel
records as a result of a change to STAFFING data.
The following modifications are required to the STAFFING system as a result of
PERSIGN II development:
a. The addition of Assignment Control Processing Logic for comparing
positions versus personnel.
1). The automatic generation of "Budget Control Personnel" organization
records to the Office (Level 2) and Division (Level 4), similar to the
current "Development Complement Personnel" and "Pending Reassign-
ment Personnel" records currently generated.
c. The redesign of the STAFFING Data Collection (STAFFDC) Data List to
accomplish on-line code validation of the codes input on STAFFING
transactions.
d. The analysis and design of the STAFFING/GAP interface process for the
creation of Personnel History Records when the STAFFING system
reassigns personnel due to STAFFING changes.
e. Conversion to the new Language Proficiency Codes, with adjustment to
the associated Language Control Register report, at the same time the
CENQUAL Project is implemented.
f. Modifications to the current STAFFING Update Programs to interact with
the new off-line PL/1 Batch Facility and the new format of the PERSIGN
records.
The update of the current STAFFING documentation to reflect the above
modifications.
2. Applicable Documents
a. STAFFING User Manual
I). STAFFING System Manual
c. STAFFING Program Manual
d. STAFFING Production Run Manual
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e. Establishment of Computer Controls for Assignment and Promotion of
Agency Personnel (Memo dtd. 27 Oct 1976).
3. Requirements
a. Input Volumes
The on-line data collection volumes for STAFFING will continue to be cyclical
in nature with an average of 50 transactions per day, with a peak of 250 daily
transactions.
b. Update Frequency
The STAFFING Data Collection Data List will continue to have daily updates
during normal working hours, with the remaining data lists having the capability to
be updated once per day upon request on overnight basis.
c. Collect and Edit
The STAFFING Data Collection system will continue to perform preliminary
edits on all STAFFING transactions. When the transaction passes the preliminary
edits, it will be added to the STAFFING Data Collection Data List for subsequent
processing by the STAFFING Update Processor,
d. Update
1. Normal Daily Update
The STAFFING update processor will continue to have the capability for
running on a daily basis upon user request, it will continue to process all the stored
transactions in the Data Collection Data List, update the STAFFING data lists in
accordance with the processing specifications, recycle the transactions in error back to
the Data Collection data list, and produce audit reports reflecting all activity.
2. Block Change/Automated Mass Dictionary Updates
Block Change/Automated Mass Updates will continue to be made on a periodic
basis to the STAFFING Data Lists as a result of changes /deletions to the dictionary
files used in the normal processing of STAFFING data. Reports reflecting the data
that has been changed/deleted will continue to be produced.
e. Output
Output from the STAFFING Update processes are reflected via the following
various modes:
1. Audit Reports indicating the STAFFING records updated as a result of
normal, error recycled, and automated mass update transactions that
have been processed.
2. Up-to-date STAFFING Data Lists available for ad hoc on-line queries
using the GIM language,
3. Programmed queries to facilitate the on-line access and menu display of
STAFFING data.
4. Ad hoc and scheduled production reports are produced utilizing the
scheduled report-extract tape, similiar to the current system.
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4. Proposed System
a. Narrative
The modified STAFFING system will continue to provide the Office of Personnel
with the capability to maintain records on Agency organizations, Agency ceilings
allocated to organizations, language requirements levied both on organizations and
positions, and also an abbreviated record of all positions at time of deletion since
August 1974.
All data will continue to be input on a menu displayed on a computer terminal.
Preliminary editing of the data will occur at this time. Transactions will be
accumulated during the day and the complex processing will occur at night.
Maximum edits are imposed on all data elements to insure that only accurate data
enters the system.
The 21 different STAFFING actions with associated menus and update
procedures and five unique input forms will continue to be processed within the
system.
Assignment Control Processing of personnel incumbering the STAFFING
positions, together with a new organizational grouping "Budget Control Personnel"
will be added to the system. Additional modifications will be made to complement
the PERSIGN II method of processing records.
The automatic interaction of STAFFING data with PERSIGN employee data
when conducting on-line queries, off-line updates and/or reports will continue to
provide the Office of Personnel with a powerful management tool.
b. File Descriptions/ Capacities
The following is a brief description of the Data Lists that will continue to be
maintained within the STAFFING system:
1. Agency Organizations-(ORGCODE)
Contains all the valid organization records for (8) different levels of organization
within the Agency, plus deleted office records that still have PERSIGN employee
records associated with the office. In addition, it identifies the Agency position/per-
sonnel ceilings levied on Level 1 and 2 organizations, together with the identifiers of
the Language Requirements imposed on various organizations. Approximatelm
records.
2. Positions-(POSNR)
Contains all the valid position records in the Agency. In addition, it identifies:
a. the unique organization component the position is associated with;
h. the personnel that are assigned to the position;
c. the identifiers of the Ian language requirements imposed on the position.
Approximately
3. Position History-(HPOSNR)
Contains an abbreviated record of all Agency positions at time of deletion since
August 1974. Approximately
25X
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4. Language Requirements (LREQID)
Contains all the language requirements imposed on Organizations and Positions
within the Agency. Approximate)
5. Mass Organization Updates-(BLOCKCHG)
Contains selected organizational changes/deletes that have occurred. These
transactions are processed against the Position and PERSIGN Data Lists to insure the
respective records are reflected in valid organizations only. Approximately 100
records.
6. Data Collection-(STAFFDC)
Contains all STAFFING update transactions that have not been processed to
date, together with transactions that were previously processed and were incorrect due
to edit/processing errors. Approximately 1,500 records.
The following unresolved areas have surfaced since the initial scope of changes to
the current STAFFING system was defined and therefore, have not been included in
the initial time estimates. Additional analysis will be required in each of the areas to
determine the impact and time required to accomplish the additional enhancements/
changes.
1. Changes will be required to some of the current STAFFING reports that
are in a production status as a result of proposed changes to some of the
PERSIGN values, i.e., Pay Schedule changes-EP to EX, SPS to ST, etc.
2. Deletion of the Emergency Relocation Designation from positions will
require changes to forms, input processing, and associated reports.
3. Expansion of the Position Footnote code to two characters will require
changes to forms, input processing and associated reports.
4. The Report Specifications and programming of 11 complex reports, i.e.,
Career Service Grade Authorization, Supergrade, etc.
5. The requirements/specifications for the selected STAFFING Actions
that will cause the automatic generation of Personnel Actions (Form
1150) as a result of STAFFING changes to personnel data.
6. It is assumed there will be no changes from the current method of
processing incumbents when a position is moved or deleted, which was
unresolved in the Assignment Control memo dtd. 27 October 1976.
5. Improvements
a. The establishment of the automated assignment control processing
will:
1. Eliminate the need for manual verification of Position and
Organization data on request for Personnel Actions.
2. Increase the accuracy and timeliness of the Assignment Control
Processing.
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b. 't'he addition of "Budget Control Personnel" organization records
will provide greater flexibility for the assignment of personnel with
no additional workload of maintaining the records.
c. On-line code validation will increase the timeliness of the edits on
coded input values.
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IV. PROJECT PLAN
1. Objective
The plan consists of detail procedural and control documents needed to establish
the working environment for all project personnel. They are management tools and do
not relate to the requirements or design of PERSIGN II and therefore, are not a part
of the proposal. The objective of this section is to explain the plan and describe how it
is organized. If there is a desire to read the plan, it can be obtained through the
Project Leader.
2. Discussion
Our plan is separated into six sections, each one having: (1) specific objectives,
(2) a discussion that explains the section, and (3) the details of the section. One can
read the objectives and the discussion areas to gain a good understanding of what that
section is about without involvement in the details. The sections are plans in
themselves, each relating to a particular area of concern: they are: Organization Plan,
Review and Reporting Plan, Change Control Plan, Documentation Plan, Resources
and Deliverables Plan, and Test Plan. Other plans are necessary to manage the total
effort: they are: Training Plan and Installation Plan. These will be written early in the
project's schedule and are identified in the tasks to be done.
3. Detailed Plan
The following paragraphs highlight the objective of each section.
Organization Plan
Describes PERSIGN II project organization of personnel by identifying
functions, responsibilities, skills, and assignments. The work flow through the project
is also described.
Review and Reporting Plan
Identifies the mechanisms for reporting status to higher management and for
reviewing the work to monitor and control the progress.
Change Control Plan
Defines the procedures and identifies the documentation used to control changes
that occur in the system requirements or design of the system.
Documentation Plan
Outlines all project documents and identifiers when they are to be used and who
is responsible for completing them. Defines the procedures and resources required for
the publication cycle.
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Resources and Deliverables Plan
Identifies all the major tasks to be accomplished under the PERSIGN II
development effort. Each task is described in the form INPUT-PROCESS-OUTPUT-
CRITERIA FOR COMPLETION. A statement of ODP and OP resources required for
each task is included.
Test Plan
Identifies the different levels and types of testing to be performed during
PERSIGN II's development and describes in detail the tools, procedures and
responsibilities for conducting the test and the documentation required to control
progress.
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V. IMPACT STATEMENT
A. General
B. Office of Data Processing
1. Processing
2. Applications
C. Office of Personnel
1. PERSIGN II Tasks
2. Other Personnel Systems Affected
D. Office of Finance
1. Payroll
2. FRS
3. VIP
E. Central Cover Staff
F. Office of Communications
G. Office of Security
H. Office of Training
1. Northwest Federal Credit Union
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A. General
The intent of this section is not to identify in detail what the impact is, but only
to identify by major component the areas and type of impact. See Task Charts for the
time estimates of other projects.
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B. Office of Data Processing
1. Processing
Each type of impact will be explained further in follow-up memos and/or
meetings with each Division.
a. Production Division
1. User requested dates (anytime) Fe
2. Ad hoc batch reports (anytime)
3. Scheduled /atch reports et
4. Attends processing (critical cutoffs only)
b. GIMS Division
1. Increase in GIM transaction volume
2. New/eport writer to satisfy our needs QG
3. Establishment of new,ataXase QG
4. On-fiine ,pforage fiicrease
5. Batch eaderprocessing (anytime)
6. Extract ,/recessing
7. Batch fob Vtbmission
8. Requested changes to GIM software
c. 4aftl a-c-Engineering Division
1. More terminals needed (4-6)
2. Special Arms tinter in TRB/OP (1152/1150)
d. Operations Division
1. Attend rocessing (GIM & Batch) P,
2. Critical/rocessing during the following periods
a. Payroll interface
b. End of tonth/teports
ec_
eL-
3. Eliminate 501 similator support for: PMOEND (25296), PMOEND+5
(25297), PERSEDF (25302), RCA PMOEND (25719), RCAPMOEND5
(25720), and 360 support for PERCON (25101)
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2. Applications
The following projects will be affected by PERSIGN II:
a. C Division
1. GAP
2. CENQUAL (including MSQ data)
3. TRAIN
4. CAPER/OP
5. CREDIT UNION
6. CEMLOC
7. CIARDS/OP
S. CENBAD
9. PERHOSP
10. PERINSUR
11. PAYROLL
12. COMCON
h. D Division
1. CENCO
2. VIP
3. FRS
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C. Office of Personnel
1. PERSIGN II
a. Requirements
1. Processing specifications-ADRS & PMCD
2. Conversion specifications-ADRS & PMCD
3. Report specifications-SRB, ADRS and PMCD
b. User Test Team
1. TRB
2. CPD
3. SRB
4. PMCD
c. Training
1. Personnel ~fficers and /echnicians 4
2. Coders 1
3. Data /nput (Clerks
d. Manuals /
1. Users
2. Coders
2. Other Personnel Systems Affected
a. New/ystems e4_
1. GAP
2. CENQUAL
3. PERHOSP
4. PERINSUR
b. Interface/mpact
1. CAPER/OP
a. Description
The current Office of Personnel EAM system controls the processing of
applicants for Staff positions from the time of security initiation to EOD or
cancellation. The 501 system provides CAPER/OP with punched cards on EOD's.
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b. Impact
With the discontinuation of 501 processing PERSIGN must supply CAPER/OP
with these punched cards. This will require either conversion of PERSIGN codes to
the old 501 codes or a change in CAPER/OP system.
a. Description
The current office of Personnel Central Emergency and Locator (CEMLOC)
system provides employee locator and emergency designee information in support of
various functions i.e., Telephone Facilities, Mail Services, Duty Officers and Payroll.
Current PERSIGN/CEMLOC interface is the comparison of records from both
systems and the production of a report to identify selected discrepancies.
h. Impact
There is no impact on CEMLOC as a result of PERSIGN II development. The
PERSIGN Extract report tape will continue to be provided to CEMLOC for the
production of the Discrepancy report.
3. CIARDS/OP
a. Description
The CIA Retirement & Disability System (CIARDS/OP) maintains records for
the retention of data on each participant (active, retired or survivor). It is designed for
monitoring participant cases, identifying cases for review and reporting. It also
provides the structured data base needed for actuarial valuation.
CIARDS/OP is dependent on the 501 Personnel System to establish records and
to detect changes in selected data. The present interface permits deletion of cases
judged ineligible at separation. CIARDS/OP also interfaces with the Overseas Service
Record.
1). Impact
The Employee Number will not be a data element in PERSIGN II. Employees
will be identified by Social Security Number (SSN) in PERSIGN and also the
Overseas records which will be maintained by GAP. Therefore, the CIARDS/OP file
will require conversion to SSN and the interface process will have to be modified.
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D. Office of Finance
The interface to the following systems requires changes:
1. Payroll
The proposed Personnel systems will be passing data with a new code structure,
format, and in some cases, content to other systems requiring the data. The recipient
systems therefore, must be modified to react to and process the new data.
Of the three pay systems in operation within the Office of Finance: Agents,
CIARDS, and the Automated-Bi-weekly Payroll system, (APS), only the APS is a
recipient of computer transferred data from the Personnel system. The APS also
receives data from the Hospitalization and Insurance systems which are not included
in this proposal. They are treated as separate entities, apart from the Personnel system
processing, and will be covered in a different proposal.
The APS which is transaction orientated operates primarily based on the type of
personnel action code and type of employee code received from the Personnel system.
A change to either of these items has a significant impact on the APS. These two data
elements have been completely redefined in the Personnel system to be more
meaningful; the old types of personnel action codes have been replaced with new
values and expanded, the type of employee codes have been replaced with employee
affiliation codes.
For the APS to operate on these new codes two options were considered:
- Modify or reprogram the APS to handle the new data.
- Convert the Personnel data to acceptable APS data.
The modifications to the APS would require a major effort and could not be
completed to coincide with the planned implementation of PERSIGN. Additionally,
the risks involved in implementing two major systems concurrently is high and the
probability of success low.
Conversion of the Personnel data to the old data characteristics allows the APS to
remain intact and continue operating as is, with a minimum of modification. The
task of converting the data, being of much lesser magnitude than reprogramming, can
be completed to coincide with PERSIGN's operational date. The conversion program,
acting as a buffer between the systems, would be modified as required to react to
changes in the Personnel systems leaving the APS unaffected.
Agents
The current Agents' system, operating under the 501 simulator, is basically an
automated bookkeeping system. All input to the system is via OF manually prepared
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transactions. This system with its outdated and limited capabilities must be
completely studied, upgraded and reprogrammed. Current plans call for work to
begin as soon as resources are available, implementation to coincide with PERSIGN.
Specifications for the interface will be developed as work on this system progresses,
therefore, the remainder of this section deals with the APS only.
Proposed System Interface
Those Agency personnel and data elements as defined by the PERSIGN/PAY-
ROLL Interface Team will be made available to the Payroll process by the Personnel
systems. Although this data is provided for the future interface, the conversion
program will utilize only the data necessary for converting actions to acceptable APS
input data for Staff Employees, Summer Only, and Project 'R' Details-in. Processing
of data for Contract and other payrolled Staff personnel will continue as is, through
OF transactions, and will not be part of the automated interface.
The Office of Finance will receive computer produced reports in lieu of the
Notification of Personnel Action (Form 1150), Pay Change Notification (Form 560),
and the Miscellaneous Change (Form 3975). In addition to the above reports the
contract document will be provided for Contract personnel for interpretation and
action by OF as required.
The current manual check of Leave Without Pay (LWOP) hours prior to the
granting of a Within Grade Increase (WGI) by OF will be terminated and replaced by
an automated check for those personnel maintained in the APS and the Agents
system.
Computer Files
APS
Payroll Master
Agents Journal
Quarterly T&A's
Name File Master
CACER
Annual Retirement Master
Hard Files
T&A Cards
900 series transactions
Personnel Separations Master
Agents Roster
Leave History
Bonds Master
Retirement Master
Station Cost Master Tax History
Master File Transactions
Pay Adjustments
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Other files not directly in the Payroll area that are effected by a change in the
numeric identifier are:
Voluntary Investment Plan (VIP) Insurance
Credit Union Hospitalization
A tentative agreement was reached on 26 January 1977 by ODP, OP and OF
personnel that the SFN would be used as the numeric identifier in the APS and will be
the controling number in the interface. It was also agreed that the Payroll files
requiring conversion to the SFN would be done at the beginning of the pay year,
PERSIGN would provide the PEN up to that time.
Future Interface
Although the conversion of Personnel data to satisfy the requirements of the APS
could continue indefinitely, plans must be made to modify the APS to process the
Personnel data as is and to expand the types of personnel processed through the
interface. The most logical choice would be to add the processing of Contract
personnel data via the interface as soon as the new Personnel system achieves stability.
a. Description
The current Financial Resources System (FRS) supports the various Directorates
and Comptroller in maintaining the operating budget of the Agency, The FRS system
uses selected personnel data for computing Average Salary and On-Duty Strength of
Agency employees; this data is then used in various reports produced by FRS. FRS
also produces updates for the FAN (Project Number) Dictionary used by the personnel
systems for validating Project Numbers input on Personnel Actions.
b. Impact
No impact to the FRS system is expected as a result of PERSIGN II development.
The PERSIGN extract tape will continue to be provided to FRS for input to their
processing. FRS will continue to update the FAN (Project Number) Dictionary used
by the Personnel system.
a. Description
The current Voluntary Investment Plan System (VIP) provides the accounting
data necessary by the Office of Finance to manage and control the investment of
funds, for current and retired Agency employees. The Plan basically allows career
employees to set aside a portion of their current earnings to be invested over the years
for their ultimate use at retirement.
The VIP system currently retrieves organizational data, which identifies the
Office/Division an employee is assigned to, from the Personnel system to facilitate the
distribution of quarterly statements.
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b. Impact
The Employee Number will not be a data element in PERSIGN II. Employees
will be primarily identified by their Social Security Number (SSN). Where available,
the Security File Number (SFN) will be the secondary identifier. Additionally, the
Organizational Codes have been restructured.
The VIP system will, therefore, require modification to their numeric identifier
(Employee Number) and Organization Codes if an interface with PERSIGN remains
a requirement.
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F. Office of Communications
1. Description
The current COMCON production application in support of the Office of
Communications (COMMO) provides the capability for maintaining supplemental
information on COMMO personnel, positions, organizations and stations that is not
maintained by the Office of Personnel.
COMCON data resides within the HRSMCS data base, together with the data
for the PERSIGN and STAFFING systems. It utilizes the COMMO data maintained
by the Office of Personnel in PERSIGN and STAFFING for both on-line queries and
off-line reporting to complement the data maintained within COMCON.
2. Impact
No major changes are anticipated with the current COMCON application as a
result of the PERSIGN II implementation. The COMCON data lists and
update/reporting procedures will remain basically the same. However, due to the
consolidation of the PERSIGN I and PERSIGN IT data lists into one PERSIGN data
list, it will be necessary to modify the current COMCON procedures to reference the
one PERSIGN data list only.
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G. Office of Security
1. Description
The current Central Badging (CENBAD) production system provides the
capability for maintaining various types of credentials (i.e., badges, drivers licenses,
passports, etc.) on personnel affiliated with the Agency in support of the following
components:
1. Badge Office, Office of Security
2. Clearance Division, Office of Security
3. Central Processing, Office of Personnel
4. Motor Pool, Office of Logistics
5. Central Cover Staff
The Office of Security serves as the Data Base Manager for the system.
2. Impact
The current MINI-GAP procedure for passing transactions to the CENBAD
system will be abolished with the implementation of PERSIGN II.
New procedures for interfacing with all systems needing Personnel data will be
developed. All transactions needed by the various systems for subsequent processing
will be stored in a Central Interface data list with an appropriate indicator denoting
the system(s) needing the data. Race code will not be passed to any system per
Federal Regulations. The respective system(s), in turn, may access the transactions in
accordance with their updated cycle.
To minimize the impact on the current CENBAD processing, CENBAD will be
required to develop a program to read the new Interface data list and format
transactions in a manner that the current CENBAD update process is expecting.
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H. Office of Training
The TRAIN system is currently in the development stage and has ODP and OTR
resources already allocated to the project. PERSIGN II will not impact the resources
already identified for TRAIN. The impact on the design is in the interface area. This
design must wait until some basic decisions are made. Generally the interface must:
1. Pass data from PERSIGN II to TRAIN-SSN changes and Re-EOD's
2. Provide TRAIN with data needed for reports-MAINID
3. Pass data from TRAIN to PERSIGN I1-Updates to MAINID
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1. Northwest Federal Credit Union
1. Description
The Northwest Federal Credit Union's computer system currently extracts the
Division Organization Code, which identifies the Agency Office and Division an
employee is currently assigned to, from the PERSIGN record for updating its Name
and Address file. The Name and Address file is then used for distributing Credit
Union statements to Agency employees. The merge of the Credit Union System and
PERSIGN records is currently accomplished by matching the Employee Number
contained in both records.
2. Impact
The Employee Number in the PERSIGN record is being deleted. In PERSIGN II,
all employees will be identified by their Social Security Number (SSN).
The Credit Union should reevaluate their method of acquiring data for
distributing statements to employees and sub-accounts (children, etc.).
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