STATE ACTIVE DUTY

DDDASDMission Winter Fury Report

Mr. David ShorterState Controller, IN

State Finance Office

20 April 2005

INTENT…Develop a Working & Objective SOP for SAD Payroll Operations

OBJECTIVE By identifying the lessons learned, as they relate to the State Active Duty (SAD) mission requirements…

AYP 0000$

.

MISSION Ensure Timely, Accurate payroll operations to activated soldiers, in support of SAD Missions:

Total Days: 41 Paid Soldiers: 1,118 Orders Cut:

2,047

Total Soldiers: Unknown

LAKE EFFECT 19 Dec 04 – 20 Dec 04

( 2 Days )

WINTER FURY I 22 Dec 04 – 27 Dec 04

( 6 Days )

WINTER FURY II 05 Jan 05 – 04 Feb 05

( 33 Days )

SAD SHOW-STOPPER

When the Information becomes to difficult to manage, the SAD Process looses its ability to Pay Soldiers

INFORMATION OVERLOAD

S A DShow–Stopper

122

284243

354

216

55

215 234

161

307

199247

3365

1118

0

200

400

600

800

1000

1200

1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2005

M I S S I O N S

TO

TA

L S

OL

DIE

RS

W I N

T E

R F

U R

Y TOO MANY SOLDIERS

76.MACOM

J1

163

TF 38

TF 76

TF 219

TF 81

TF JOC

219.MACOM

38.MACOM

81.MACOM

151

152

219

150

81

JOC.MACOM

INDIVIDUAL SOLDIERS

UNIT PSNCOS

SOLDIER SPOUSES

UNIT COMMANDERS

TAG HOTLINE HARDSHIPS

TF 163

TF 151

TF 152

TF 219

TF 150

TF 81

TF JOC

TOO MANY POCS

76.MACOM

J1

163

TF 38

TF 76

TF 219

TF 81

TF JOC

219.MACOM

38.MACOM

81.MACOM

151

152

219

150

81

JOC.MACOM

INDIVIDUAL SOLDIERS

UNIT PSNCOS

SOLDIER SPOUSES

UNIT COMMANDERS

TAG HOTLINE HARDSHIPS

TF 163

TF 151

TF 152

TF 219

TF 150

TF 81

TF JOC

TOO MANY POCS

Cont’d.

TOO MANY ROSTERS With a Process for Managing Information, the Green Areas (Hours spent Managing Rosters) would be made

Available for more Important Tasks – such as Generating Reports & Inputting Soldiers for Pay

27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28

M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M

7:00 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

8:00 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

9:00 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

10:00 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

11:00 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

NOON 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

13:00 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

14:00 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

15:00 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

16:00 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

8 10 4 3 10 7 10 10 10 10 5 10 9 10 10 9 4 10 9 10 10 10 9 7 9 8 9 6 8 4 10 6 10 10 2 9 10 10 10 8 7 4 10 10 8 3 5 2 10 9 7 2 3 5

FebruaryDecember January

RESULT

M

M M

M

TF U TFU

J1

I N F O R M A T I O N O V E R L O A D

TF Model for SAD

MANUAL Pay Standardization

IOWA Software Solution

TF

MANUAL

IOWA

3 STEP RECOMMENDATION The following Steps outline a Plan for Conducting Successful (SAD) Payroll Operations

1.

2.

3.

WHY Limit MACOM Interaction Use TF C2s as Filters (for Reporting Purposes)

TF

TASK FORCE The Idea is to Implement & Enforce the TF Model for SAD Missions

SEPARATE MACOMS from the TF C2s

JOC

TF SOUTH (C2)

TF EDINBURGH TF COLUMBUS TF AIR-CREW

MACOMS( STARC / 76 / 219 / 38 / 81 / 181 / 122 )

ALL ASSETS

ASSETS / RESOURCES

NOT RESONSIBLE

FOR SOLDIERS PAY**

-- Until EOM

**NOTE: ONLY FOR SAD MISSIONS

TF BLUE (C2)

GOVERNOR

SEMA

JFHQ-IN

TASK FORCE The following Prevents MACOM interaction from interfering in the SAD Pay Process. After Mission, MACOMs should Resume

Pay Support to their Soldiers who served on Mission.

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JOC

TF TERRE HAUTE TF BLOOMINGTON TF COLUMBUS

GOVERNOR

SEMA

JFHQ-IN

TASK FORCE Enforcing the TF Model is the most Effective way to Manage the Information. This allows the C2 Personnel to act as a Filter

for the JOC. Consequently, the JOC is never required to Consolidate more than 7 Reports at a time (1 from each TF C2).

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TF WEST (C2) TF SOUTH (C2)FILTER LEVEL

TF COLUMBUS

RECOMMENDATIONS Generate a Standardized Manual Pay Model Demonstrate the Model In-Action (Using a Diagram Plan)

WHY A Manual Pay Process is the Foundation of any Automated Payroll Software. Additionally, when Automation Fails, a Manual Pay Process ensures that Pay does Not lead to Mission Failure

MANUAL PAY With the TF Model in place, a Manual Pay Process can be Established to ensure that Payroll

Operations can always be conducted in an Efficient and Timely Manner

STATE CONTROLLER

STATE AUDITOR

MANUAL PAY Create a ‘Working’ Model for the Manual Pay Process – to Ensure that SAD Pay can be Implemented Effectively

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TF

TF C2

JOC

STARTEND

MANUAL PAY Create a Standardized Manual Pay Model; Afterwards, Require All SAD Personnel to Utilize the Same Process

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STATE CONTROLLER

M.MACOM

J1

TF

TF C2

UNIT

Daily Report – Includes Personnel & Equipment Tracking Data

2 Week Report – VERIFIED Summary Report of All soldiers who worked the last 2 weeks. (Due 15th and 30th of each month). If SAD Mission terminates prior to the 15th/30th, then Report is due on final day of mission (ENDEX).

PAYROLL

SITREP

PAYROLL

PAYROLL+

SITREP

SITREP

RECOMMENDATIONS Generate the Design Plan Expand Software Capabilities for LODs, Equipment, etc.

WHY The IOWA Payroll Software has already been setup by the Data

Processing Department, as the replacement software for the Current SAD Program called EDOPS. Additionally, this software is Expandable, Upgradeable & User-Friendly; with a Wide Array of Benefits and Options.

I IOWA Implement IOWA Payroll Software to Track Soldiers & Pay during SAD Missions

J1

TF C2

TF

STATE CONTROLLER

ACTION =

L E G E N D

VV

IOWATRACKING

DB

GOVERNOR

SEMA

JFHQ-IN

IOWA Bottom Line, in Action, the IOWA Software Package is a Modular & Efficient Soldier Accountability Program

1 / 2

J1

TF C2

TF

STATE CONTROLLER

ACTION =

L E G E N D

VV

IOWATRACKING

DB

GOVERNOR

SEMA

JFHQ-IN

IOWA The Software’s Expansion Capabilities allows for Future Support of LODs & Equipment

LODs = *As Injuries Occur

LOD

MEDICAL BRANCH

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LOD

LOD

LOD

QUESTIONS