COMUSFLTFORCOMINST SSIC.X N1T 11 Aug 2017  

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BLOCK LEARNING USER’S GUIDE

1. Purpose. This User’s Guide provides the step by step actions of required of TSC and supported Units, to include individual events, responsibilities, and inter-relationships between events. Compliance with this guide’s established process flow will not only provide for the most effective and efficient execution but also significantly increase the probability of success in maintaining both the Sailor’s professional Rating training and Unit readiness. Many of the components of the TSC events have been minimize in order to maintain a “Users” focus. For detailed descriptions of TSC events, Units may request a copy of the TSC Management Manual (TSCINST 5140.1) from their supporting TSC. The 5140.1 contains specific names, office codes, contact information, etc., for BL support at the TSC.

2. Reference Documents. A. COMUSFLTFORCOM/COMPACFLT INSTRUCTION 3000.15 series, Optimized Fleet

Response Plan (O-FRP) B. NAVEDTRA 140 Series, Training Support Management Manual C. TSCINST 5140.1 Series, Training Support Management Manual D. DoDI 5154.31-Vol 3, 16 Oct 2015 (Replaces DoD Directive 5124.02, “Under Secretary

of Defense for Personnel and Readiness (USD(P&R)),” 23 Jun 2008 E. DoDI 5154.31, Vol 4 Feb 2017, DoD Government Travel Charge Card Regulations

3. Appendices.

A. Automated & Manual Advisories B. Step by Step Procedures for eNTRS Access Requests C. Step by Step Procedures for FLTMPS Access Requests D. Block Learning (BL) Quota Assignment Process Flow Chart E. TAD Orders Management Process Flow Chart F. Notional FLTMPS Training Officer’s Tracking Module

4. Introduction.

The Block Learning (BL) element of the Ready Relevant Learning (RRL) program has replaced the “As-Is” approach to Sailor training by providing shorter, modularized courses of instruction for designated accession-level ‘A’ and ‘C’ schools for selected Ratings. The Navy Unit’s management of accession Sailors, which commences upon their reporting to their initial assignment following graduation from Block 0 (BL0) and continues through Block 1 (BL1) graduation, is the subject of this User’s Guide. This guide is intended to focus on the effective and efficient mechanics of the management process, as well as providing a recommended responsible party/office for each of those mechanisms. At no point in this User’s Guide is there any intent to dictate the actual individual or office within a Unit assigned to a particular Event. The Unit is most welcome to modify personnel assignment for Unit specific events (highlighted in Blue print) to best suit their Unit’s organization and employment. As TSC supported Events must support all Navy customers, (operational / administrative, sea / shore, etc.), changes to the Events in the BL Standard Operating

 

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Procedures (SOP) are not permitted and thus there is limited capacity for TSC related change in the User’s Guide.

5. Background.

5.1. Due to their extensive and highly effective Fleet Training Liaison function, the two Fleet

Concentration Area (FCA) Training Support Centers (TSCs) have been assigned the lead management function for BL1 quota management processes to include BL1 quota assignments, Cost-TAD Orders processing, and BL1 Sailor tracking.

5.2. Table Top Exercises and Waterfront Workshops have been conducted to validate these

processes and procedures with Fleet and NETC stakeholder participation. The desired end state of these validation events was the creation of a user’s guide that would allow Units to move Sailors efficiently to and from BL1 individual training events in a manner that minimized the impact on mission and Unit readiness. Although exercises on both coasts, using representative Fleet and shore-based Training Officers, has confirmed the viability of the TSC SOP and the related User’s Guide, it is expected that minor modifications may need to be made as we continue to refine the BL SOP. Constructive remarks are welcome and should be forwarded to the local BL Manager located at the user’s supporting TSC.

5.3. BL1 Business Rules.

5.3.1. BL1delivery shall be completed at or as close to the 24th month following a

Sailor’s report onboard date as is feasible.

5.3.2. A BL1 training window beginning 12 months to the left of the 24th month is provided to allow unit flexibility in aligning Individual Training requirements with other training requirements and Unit employment schedules.

5.3.3. For planning and scheduling, TrainOs and TSCs will use 18 to 24 months post-

report date as the primary training period for BL1 completion, and 12 to 18 months post-report date as the secondary training period.

5.3.4. Deviations to the 12 month window are permissible but must be avoided

whenever alternatives exist in order to preserve the integrity of a curriculum that is dependent upon on the job training and personnel qualifications. For BL1 quota scheduling purposes, it is assumed that BL0 grads reporting on board an operating unit after “M+6” will not complete BL1 training prior to or during deployment unless such completion is directly linked to fulfilling a Unit readiness requirement contained in FLTMPS. See Event 4A, section 10.4.2 for further details.

5.3.5. TSC will report all deviations to the 12 month window to NETC and the

respective TYCOM for use in future BL planning.

 

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5.3.6. BL1 course modules will be between 2 and 5 weeks in duration. During this period of training, students will not be available for Unit duties.

5.3.7. Multiple BL1 module will be separated by at least 15 months.

5.3.8. Defense Travel System (DTS) is a fully integrated, automated, end-to-end travel

management system that enables DoD travelers to create authorizations (e.g., temporary duty travel orders), prepare reservations, receive approvals, generate travel vouchers, receive travel reimbursements in their personal bank account, and submit payments to the GTCC vendor. In accordance with ref (d), it is Department of Defense (DoD) policy that DTS is the single online travel system used by the DoD. As such, the TSC will use DTS for all BL1 cost-TAD processing. DTS regulations may be found at: http://www.defensetravel.dod.mil/Docs/regulations/DTS.pdf

5.3.9. In accordance with Ref (e), the Department of Defense (DoD) policy is that the

Government Travel Charge Card (GTCC) will be used by all DoD personnel (military or civilian) to pay for all costs related to official government travel. See Section 0406 for exemptions to mandatory use. Official government travel is defined as travel under official orders while performing duties pertaining to official government assignments such as temporary duty (TDY) and permanent change of station (PCS). GTCC regulations may be found at: http://www.defensetravel.dod.mil/Docs/regulations/GTCC.pdf

6. Scope.

This User’s Guide is applicable for all Navy commands wherein Sailors assigned have BL1 training requirements. It is also applicable to all supporting commands that provide requisite training and student management for BL1 students.

7. Dictionary of Terms.

7.1. BL Block Learning. 7.2. BL1 Block One. 7.3. BBD Billet Based Distribution. 7.4. CDP Course Data Processing (Code). 7.5. CeTARS Corporate enterprise Training Activity Resource System. 7.6. CIN Course Identification Number. 7.7. COI Course of Instruction. 7.8. DoDI Department of Defense Instruction 7.9. DTS Defense Travel System. 7.10. eNTRS enterprise Navy Training Reservation System 7.11. FLTMPS Fleet Training Management and Planning System. 7.12. FMR Financial Management Regulations. 7.13. FTLO Fleet Training Liaison Office. 7.14. GTCC Government Travel Charge Card.

 

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7.15. ISIC Immediate Superior in the chain of Command. 7.16. I-Stop Intermediate Stop. 7.17. JTR Joint Travel Regulations. 7.18. LC Learning Center, parent organization to Learning Sites (LS). 7.19. LOA Cross Organization Line of Accounting. 7.20. LS Learning Site, subordinate training command to Learning Centers. 7.21. NEC Navy Enlisted Classification (Code). 7.22. NOS Navy Occupational Specialty. 7.23. NSIPS Navy Standard Integrated Personnel System. 7.24. NSSC Naval Submarine Support Center 7.25. O-FRP Optimized - Fleet Response Plan. 7.26. PCS Permanent Change of Station. 7.27. PQS Personnel Qualification Standards. 7.28. SOP Standard Operating Procedures 7.29. TAD Temporary Additional Duty. 7.30. TOPS Transaction Online Processing System. 7.31. TrainO Training Officer. 7.32. TSC Training Support Center. 7.33. TYCOM Type Commander. 7.34. UNIT Generic term to identify a NETC supported afloat or ashore command. 7.35. WC Window Center.

8. User Responsibilities

8.1. Training Support Center (TSC)

8.1.1. Control and Manage BL1 quota scheduling, Sailor tracking, and cost-TAD orders.

8.1.2. Manage the fiscal resources for units requiring out-of-area BL1 training in DTS to

include issuing lines of accounting, approving cost-TAD orders and processing travel vouchers.

8.1.3. Provide assistance to Training Officers (TrainOs) in identifying training

requirements and in the effective use of FLTMPS as a training management tool.

8.1.4. Provide pertinent data to TYCOM/ISIC regarding deviations from prescribed prioritization schemes and deviations from established BL window requirements.

8.1.5. Coordinate with LCs to obtain seat and schedule modifications in support of BL1

training. 8.1.6. Provide Quotas to Detailers in support of Heel-to-Toe PCS orders requirements.

8.1.7. Use FLTMPS for managing unit and personnel BL1 Quota requirements.

8.1.8. Use best practices to minimize TAD costs to the Navy.

 

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8.1.9. Use the Defense Travel System (DTS) for all cost TAD BL1 training orders.

8.2. Navy BL1 Supported Units.

8.2.1. Assign Unit Training Officer (TrainO) as the command lead for tracking BL1

training requirements and to serve as the primary liaison with the TSCs. Where a full time Training Officer billet is not assigned or authorized, establish an appropriate collateral duty position per USFF directive. The term TrainO is used throughout this document to refer to both primary and collateral duty TrainOs.

NOTE:  If multiple sources from a single Unit are authorized to represent the command’s BL quota management interests, the Unit shall provide an authorization / POC list to the supporting TSC.

8.2.2. Use FLTMPS for managing Unit and personnel training requirements.

8.2.3. Use the Defense Travel System (DTS) for all cost TAD BL1 training orders. Units must use DTS for the TSCs to provide lines of accounting, support approving cost-TAD orders, and process travel vouchers for BL1 training.

8.3. TYCOM / NSSC / ISIC

8.3.1. Provide Unit/training prioritization lists to the TSC’s for Wait List execution.

This list can be by a specific Unit Identification Code (UIC) or functional area (e.g. Deployers, Major Exercise Participants), or combination thereof.

8.3.2. Monitor BL1 training window deviations necessitated by employment and/or unit actions. Make recommendations to NETC via USFF as necessary to improve effectiveness and efficiencies related to the BL concept of operations.

8.3.3. Serve as the primary link between deployed Units whenever communications links between the Unit and TSC are restricted and urgent BL1 scheduling coordination is necessary. Also provide DTS technical and administrative support to Units constrained in their ability to access / use DTS for BL1 cost-TAD orders processing.

8.3.4. Approve all Unit requests to cancel a BL1 quota reservation that had been manually processed and scheduled outside the BL1 window by the TSC.

9. Concept of Operations for Block One (BL1) Management.

9.1. The following operating procedures are specific to personnel assigned to Navy

commands that require BL to complete their Rating training. Personnel on PCS orders to Out of CONUS duty stations will, when practical, complete their BL1 training as an Intermediate Stop (I-Stop) en route. TSCs will provide both requisite quotas to Detailers

 

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on a priority basis and scheduling assistance / coordination to support PCS BL0 / BL1 (heel-to-toe) training.

9.2. Although Heel-to-Toe (HTT) may appear to be counter to the tenets and benefits of

Block Learning, certain Unit scenarios dictate an alternative to the delayed training sequence inherent in the BL0 to BL1 sequence. Examples of programs supported by HTT scheduling:

9.2.1. Accession Programs Other Service Personnel (Marine, Army, Air force, Coast Guard) Foreign Nationals.

9.2.2. First Assignment Specific Billets

Forward Deployed Naval Forces (FDNF), Train To Qualify (TTQ) concept units (LCS, DDG-1000) and Major Staffs, MCMs, PCs

9.3. TSC management of BL is divided into three functional areas, each of which require

liaison between the TSC and the supported Unit. The functional areas are as follows:

Quota Requisition and Confirmation Orders Management Quota Tracking and Execution

9.4. The Event numbers and titles in Sections 10 thru 12 directly correspond to the Events in

the process flow charts contained in Appendix D and E. It is important to note that this User’s Guide is based upon a pending USFF instruction which contains the BL1 SOP, wherein the TSC management process for BL is the focal point or standard for the contributing events required of the Units and provided by the supporting Learning Centers and Sites as opposed to Navy Units.

9.5. The BL User’s Guide is an expansion of the BL SOP that has been developed for the specific purpose of providing detailed Event sequences and definitions derived by Fleet and shore-based Training Officers for the specific use by the Training Officer. Notional Unit billet assignments have been made in the User’s Guide based on current Fleet operating practices and Unit TrainO experience. Units are welcome to modify the assignments in this flow chart to best suit their Unit organization and employment but should refrain from deviating from the prescribed sequence and/or assignment of functional responsibility as this would require an approved change to the SOP.

9.6. For Ratings where more than one BL1 module is required to fully comply with the

prescribed training path identified in FLTMPS, the TrainO will return to the review process at Event 2 and execute the quota request process in the same manner in which a quota was obtained for the first BL1 module. It is recommended that the review and scheduling process begin immediately following completion of the first BL1 module.

 

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10. BLOCK 1 (BL1) QUOTA REQUISITION AND CONFIRMATION PROCESS

Functional Legend: Blue Print = Unit Event, Action, or Responsibility, Black Print = TSC Event, Action, or Responsibility. Green Print = TYCOM/ISIC Action. 10.1. Event 1 - Sailor Reports on Board.

10.1.1. The Unit will document (diary) the Sailor’s arrival in the appropriate Navy

data systems (NSIPS/TOPS/etc.).

10.1.2. The data system will then update FLTMPS, inclusive of the Sailor’s billet assignment.

10.1.2.1. The billet assignment dictates the required BL1 training path and

serves as guidance to the TrainO for BL1 scheduling. See Appendix F for notional FLTMPS Training Officer’s Tracking Module display.

10.1.2.2. The Sailor’s report date starts the clock for BL1 scheduling purposes.  

An extended delay or failure to appropriately document the Sailor’s arrival onboard could result in BL1 scheduling constraints.

10.1.2.3. Current guidance dictates that BL1 training will be completed no

earlier than 12 months and no later than 24 months from the Sailor’s report date. To fully maximize the tenets of this training initiative, units should maximize On-the Job Training (OJT) to the fullest extent possible prior to sending a Sailor to a BL1 COI. As such, TrainOs and TSCs shall use 18 to 24 months post-report date as the primary training period and 12 to 18 months as the secondary training period. Due to employment schedule demands, deviations to the window are expected and permissible, but must be avoided whenever reasonable, window compliant alternatives exist. Deviations to the 12 month window shall be reported to NETC and the respective TYCOM by the TSC at Event 14B.

10.2. Event 2 – TrainO Conducts Requirements Review.

10.2.1. The Unit TrainO identifies “Unit” training readiness requirements applicable

to this Sailors duties and responsibilities within the command organization. 10.2.1.1 As part of a routine check-in, the Unit TrainO determines the Sailor’s training requirements as it pertains to Unit, TYCOM, and ISIC readiness training requirements. Execute such training in accordance with Unit instruction / SOP.

 

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10.2.2. The Unit TrainO identifies the Sailor’s “individual” training requirements as may be prescribed for their specific Rating under BL. Not all Ratings have a BL1 requirement.

10.2.2.1. In conjunction with routine check-in procedures, the Unit TrainO shall

determine if BL1 training is a requirement for the newly reported Sailor. During this review it is very important to note whether a BL1 training requirement also fulfills a Unit training / NEC requirement, as this would then elevate the prioritization given to scheduling the BL1 quota by both the Unit and the TSC. It is also important that, in the event of a request for manual processing by the TSC, the Unit advises the TSC that the BL1 quota is also a Unit readiness issue and, in particular, if completion of the BL1 COI has O-FRP implications. N OTE: Certain Ratings may not require that all BL0 grads attend BL1. TrainOs should be careful to send only those Sailors to BL1 that are identified as such in the FLTMPS training path column. For Unplanned Losses impacting these Ratings, Units should contact BUPERS to coordinate a BBD suitable replacement.

10.2.2.2. EARLY WARNING: If, during this review, it is determined that

cost-TAD orders will be required to send the Sailor to BL1 training, the TrainO must annotate such requirement in the TrainO’s Tracking Module in FLTMPS. Refer to Appendix F and Event 12 in Section 10.14 for further details regarding Tracking Module use. It is extremely important to note that Unit TADTAR budgets are not resourced to support BL1 cost-TAD orders. Unless ‘YES’ is checked in the Cost TAD Orders column in the FLTMPS Tracking Module by the TrainO, the servicing TSC will be unaware of the funding requirement and will take no actions to support the Unit requirement for cost-TAD orders. Lack of visibility by the TSC could result in training delays. In addition to requisite TrainO actions, Sailors requiring cost-TAD orders for BL1 training are required to complete Defense Travel System (DTS) and Government Travel Charge Card (GTCC) Users training no later than 60 days prior to the COI convening date. Once DTS and GTCC training is complete, the unit will enroll the Sailor in DTS and issue a GTCC. Failure to complete this training and/or failure by the TrainO to properly document DTS enrollment and GTCC issuance in FLTMPS can delay TSC issuance of Cross Organizational Lines of Account (LOA).

10.2.2.3. Sailors who were unable to attain the Course of Instruction (COI) pre-

requisites at Event 30 will return to Event 2 and the Unit will re-assess the viability of completing the BL1 training requirement.

10.3. Event 3 – Does the Sailor have a BL1 Requirement?

10.3.1 If the TrainO determines that a BL1 training requirement does NOT exist, the

BL1 review process ends with Event 4B.

 

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10.3.2. If, however, it is determined that a BL1training requirement does exist, the TrainO moves to Event 4A to review the Employment Schedule for training window opportunities. 10.3.3. Recommendation: Although the advent of BL has added a slightly different twist to the TrainOs’ traditional focus on placing Sailor’s in COIs for the specific purpose of meeting Unit training readiness requirements, it is important to recognize that completion of individual-focused BL requirements may also be a contributing factor to the Unit’s mission requirements. It is imperative that TrainOs assess individual training requirements (BL) against Unit training readiness requirements in FLTMPS to ensure that O-FRP objectives are met as early in the quota scheduling process as possible. In the scheduling prioritization scheme it is also important to note that Unit readiness / mission requirements, particularly those under O-FRP time constraints, remain the priority when resolving quota scheduling conflicts with BL1 training requirements.

10.4. Event 4A – Review Employment Schedule to Determine Optimal Time for BL1 Training. 10.4.1. The TrainO first determines if completion of the BL1 training also

contributes to O-FRP goals and objectives. If so, then the TSC shall give the scheduling of the BL1 quota the same prioritization as any other NEC or critical CIN that contributes to TYCOM, ISIC, FLTMPS requirements. To aid the TSC in the quota validation and approval process, TrainOs should annotate the O-FRP column in the FLTMPS TrainO’s Tracking Module.

10.4.2. All USFF operating forces have an established “M” date (nominally 9 - 12

months prior to deployment) which denotes the calendar date of planned attainment of the prescribed manning level for deployment and pre-deployment exercises. For BL1 quota scheduling purposes, it is assumed that BL0 grads reporting on board an operating unit after “M+6” will not complete BL1 training prior to or during deployment unless such completion is directly linked to fulfilling a Unit readiness requirement contained in FLTMPS. If such a scenario exists, the TrainO shall advise the supporting TSC prior to requesting a quota reservation to ensure that the TSC is aware of the rationale for scheduling outside the BL1 window. Failure to do so could result in a quota reservation denial by the TSC. Such notification may also permit the TSC to identify a better quota option that is more closely aligned to the prescribed training window.

10.4.3. Particular attention must also be paid to the possibility that there may be

multiple BL1 modules required to complete the Sailor’s BL1 requirements and with that comes a minimum time interval of 15 months between modules. This sequencing may have an impact on the TrainOs plan for scheduling each module around key events in the employment schedule. TYCOM prioritization schemes, as

 

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well as O-FRP implications, shall be grounds for TSC’s exercising flexibility in scheduling / approving BL1 quotas inside the mandated 15 month interval.

10.4.4. If there are no competing Unit requirements, or when competing factors have

been resolved, the TrainO will proceed to Event 5 to compare BL1 training requirements against quota reservations available online via the enterprise Navy Training Reservation System (eNTRS).

10.5. Event 5 – Is a BL1 Compliant Quota Available in eNTRS?

10.5.1. The Unit’s employment schedule is the primary determinant as to whether the

TrainO can schedule the Unit’s training requirements independently or whether the effort should be referred to the TSC for resolution. Although the operating schedule is typically the primary determinant, other employment events such as inspections, critical maintenance periods, etc. present significant challenges for a Unit’s ability to use available quotas. TrainOs should avoid scheduling quotas during or in close proximity to such events. Once the TrainO has a firm grip on the Unit’s available training windows, the TrainO will search for BL1 course convening dates that are compatible with Unit’s employment schedule and compliant with the twelve month BL1 training window. If a quota is available, the TrainO proceeds to Event 6A to determine if all course pre-requisites are either met or can be met by the course convening date. If course pre-requisites cannot be met, the TrainO must seek alternative training dates. Refer to Appendix B for step-by-step procedures for eNTRS access requests.

10.5.2. If it is determined that a quota is not available in eNTRS that is both

employment schedule friendly and BL1 window compliant, or does not provide sufficient time to complete course pre-requisites, the TrainO proceeds to Event 6B to request manual quota reservation processing by the TSC.

10.6. Event 6A – Can COI Pre-Requisites be Met or Attainable by the Convening

Date? 10.6.1 Pre-Requisites may include, but are not limited to verification of the following

items: 

Has Block 0 been completed? Is the BL1 COI requested in accordance with training path requirements? Security clearance requirements met? SIPR token in hand? Attainment of PQS and/or OJT requirements complete? High risk medical screenings are complete? Other factors as may be required by Rate, COI, CANTRAC, etc.

10.6.2 If the TrainO determines that all course pre-requisites have NOT been met or

CANNOT be attained prior to course convening, the TrainO returns to Event 2 to

 

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repeat the review / scheduling process. Unit coordination with NPC may be required to determine final training disposition for Sailors that remain unable to complete course pre-requisites. NOTE: Nothing precludes the Unit from requesting TSC support to resolve a pre-requisite issue. TSCs are the primary conduit for seeking pre-requisite waivers from the Learning Site/Center whenever circumstances prevent attainment of pre-requisites that would have been obtained under normal conditions or circumstances. Units shall not go direct to Learning Sites for such support without the express approval of the supporting TSC. Such actions tend to confuse the issue and cause further delay.

10.6.3 If it is determined that course pre-requisites have been met or there is a reasonable expectation that the pre-requisites will be met prior to the course convening date, the TrainO proceeds to Event 7A to submit the automated quota reservation request in eNTRS.

10.7. Event 6B – Request Manual Quota Reservation Processing.

10.7.1 The TrainO shall not delay contacting the TSC when Unit requirements cannot be met by existing course schedules and quotas, or anytime communications constraints prohibit effective use of eNTRS and immediate scheduling is an imperative. 10.7.2 In addition to the data at para 10.7.3, the TrainO will also provide both the desired training windows and the restricted windows wherein training is not desirable due to other employment or personnel/ personal constraints, as well as contact information that will facilitate Unit/TSC coordination efforts. 10.7.3 EMAIL/FAX requests are not as effective or efficient as eNTRS quota reservation processing, but it will get the job done. To improve turn-around time, the following information is required on all quota requests emailed to CQC:

Course Title Course Identification Number (CIN) / (CDP) Course location Course convening date: Primary and Secondary (if applicable) Students Unit Identification Code (UIC) Students Full Name Students DODID Number Students Rate / Rank Requesting Command Statement indicating Pre-Requisites have / will be met by course convening date POC Name (Command Schools Coordinator/Training Officer) POC Rank POC Direct access Phone Number / Unit FAX number and email address.

 

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10.8. Event 7A - TrainO Submits Automated Quota Reservation Request using eNTRS. 10.8.1. eNTRS is by far the most efficient means to submit a quota request and to

receive a record confirmation. To further enhance that efficiency, TrainOs should ensure that any special concerns are noted in the request. In particular, homeport shifts and the necessary deviations from TAD business rules should be noted in order for the TSCs to validate the BL1 training request in a timely manner.

10.8.2. Since eNTRS is accessed via CeTARS, new users must register in CeTARS to

gain access to eNTRS To request eNTRS access, the prospective user/student should visit: https://main.prod.cetars.training.navy.mil/cetars/main.cac_message . For step by step assistance in registering for eNTRS access, users should refer to Appendix B.

10.8.3. Once eNTRS access has been established, the Unit TrainO should follow the

below steps to request a quota: • Select “Request Menu” from the eNTRS menu. • Under “Find Quota” enter the Course Data Processing (CDP), Convene Date Begin and End Date. • Click the “Submit” button. • Select “Class” or “Classes” to request reservation. • Enter DODID number and select Request Type. • Click the “Submit” button. • Enter Proxy email and any other requested data. • Click the “Process Request” button.

10.9. Events 7B & 8A - Is This a Valid BL1 Training Request?

10.9.1. Upon receipt of either an automated quota request via eNTRS or a manual

processing request from a Unit for a BL1 quota, the TSC will verify that the quota requested is a valid BL1 requirement for the prospective student. The validation includes:

Filtering the FLTMPS ad hoc report for the prospective student’s Rating and

Unit UIC. Confirming that the COI requested and the NEC to be attained fulfills the

requirements identified in the training path ID. Confirming that the quota requested has a start date that falls within the

prescribed BL1 window (~12-24 months post report date). Verification that the CDP (location) of the COI is compliant with BL1 cost-

TAD business rules. Follow-on coordination may be required if the Unit has selected a course location that does not appear to be in accordance with the Unit’s projected location at the time of training and there are no annotations

 

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for such deviation from the cost-TAD business rules or FLTMPS Tracking Module.

Determining if the quota requested is also in support of FLTMPS Unit readiness requirements and if there are O-FRP implications. If such conditions exist, the TSC will apply the TYCOM policies with regard to quota assignment based on Unit employment schedules and Unit/ISIC training priorities. Such actions may occasionally require SIPR access and / or personal contact with the TrainO in a secure environment.

10.9.2. If the TSC determines that the requested quota is NOT a BL1 requirement for the prospective student, an email will be sent to the Unit suggesting possible corrective actions. If no corrective actions are available, direction will be provided for the TrainO to return to Event 2 for further review.

10.10. Event 8B - Able to Obtain & Assign a Compatible & Compliant Quota?

10.10.1. Assuming that the Unit has accurately determined that there are no quotas

available to meet employment schedule and BL1 training window requirements, the TSC will begin a sequence of events designed to locate a suitable quota. Specifically, the TSC will:

Review current LS training schedules and identify all applicable course

convenings that fall within the prescribed BL1 window. Prioritizes the identified convenings based on the unit employment schedule. Contact the supporting LC, with info copy to the LS, to request an additional

seat be added to one of the currently scheduled convenings. NOTE: LCs may waive the requirement to be the initial point of contact, deferring such action to only when the LS is unable to support the request.

If the LS cannot provide an additional seat, lobby for a favorable shift in the class convening date or the possibility of adding a new convening.

Review the unit employment schedule(s). Compare unit employment schedule(s) against required quotas requirements for an additional convening.

Coordinate with other Unit TrainOs regarding population of the additional / shifted class convening to maximize quota utilization.

Coordinate with TSC counterpart regarding viable training opportunities in their AOR to solve own shortfall. NOTE: Only two TSCs (Hampton Roads and San Diego) have BL1 scheduling responsibilities.

Counterpart provides support in resolution of the shortfall in their AOR. Verify all COI pre-requisites can be met by course convening date. If the

FLTMPS Tracking Module has not been annotated, TSC will contact the Unit directly or via their TYCOM/ISIC/NCCS as circumstances may dictate.

Notify all Units involved of the final solution Once a quota has been identified, enter the Sailor(s)’ name into eNTRS.

 

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10.10.2. As a general business rule, TSC will request an additional convening if a

backlog has grown to 50% of normal convening capacity (i.e. 6 Sailors on a wait list for a COI that has a class size of 12). This is a notional threshold that may be modified by the LC.

10.11. Event 9A – Can BL1 COI Pre-Requisites be Met or Attainable by the Convening

Date? 10.11.1 If the TSC determines that course pre-requisites have NOT been met or CANNOT be attained prior to course convening, they will discontinue scheduling efforts and return the quota reservation request to the Unit for action at Event 4A. 10.11.2 If the TSC determines that course pre-requisites have been met or there is a reasonable expectation that the pre-requisites will be met prior to the course convening date, the TSC proceeds to Event 10 for quota confirmation. 10.11.3 As noted in Section 10.6, Pre-Requisites may include, but are not limited to verification of the following items:

Has Block 0 been completed? Is the BL1 COI requested in accordance with training path requirements? Security clearance requirements met? Attainment of PQS and/or OJT requirements complete? High risk medical screenings are complete? Other factors as may be required by Rate, COI, CANTRAC, etc.

10.12. Event 10 - Quota Reservation is Confirmed in eNTRS, with Automated

Notification to Unit. 10.12.1. The “Quota Confirmation Notice” is an automated function that already exists

within the Navy training reservation system today. For TrainOs that are very familiar with this advisory action, you will find that this routine notice has been amended to include several advisory comments. For the new Unit TrainO, notices and advisories are designed to help you maneuver more easily through the process. At a minimum, this notice advises the TrainO to:

Monitor unit employment schedule against current quota reservations, Request Cross-Organization LOA from TSC via the FLTMPS Training

Officer’s Tracking Tool (if it is determined that Cost TAD orders will be required),

Ensure the prospective student is entered into DTS and has been issued a GTCC,

Comply with other Cost TAD instructions contained in the notice, and Monitor COI pre-requisites as necessary to ensure unimpeded issuance of

Funded Orders at Event 31 and/or enrollment at Event 35.

 

15 Enclosure (2)

See Appendix A – Manual and Automated Replies

10.12.2. For automated processing Events, the TSC confirms the quota for the unit in eNTRS.

10.12.3. For manual processing Events (8B thru 16), the TSC will actually enter the

prospective student’s name into the reservation system at the appropriate time in the Re-prioritization and/or Wait List process, and then process the confirmation.

10.13. Event 11 - Unit Receives Automated Notification of Quota Reservation

Confirmation. 10.13.1. The Unit receives automated notification for all quotas regardless of whether

the quota was requested manually or automatically via eNTRS.

10.13.2. If at any time and for any reason it becomes necessary to cancel this quota, the TrainO should immediately contact the servicing TSC for assistance prior to taking action at Event 18.

10.14. Event 12 – Unit Completes FLTMPS TrainO Module Regarding Cost-TAD

Requirements. 10.14.1. Once the Unit has received a quota reservation confirmation, it is imperative

that the TrainO or other responsible party within the Unit immediately indicate the requirement for Cost-TAD Orders in FLTMPS. Without proper notification of the Cost-TAD requirement, the TSCs will have no visibility into such requirement. The notification can be easily made by following the below sequence:

Log into FLTMPS. https://ntmpsweb.ncdc.navy.mil/FLTMPS/Home.aspx Click on “Learning Events” tab. A drop down menu provides three options, - select “Completion Form”. The “Completion Form” will provide five options, - select “Tracking

Module” hyperlink. Under the “Tracking Module” four options will be provided, - select “Cost-

TAD Required?” Under “Cost-TAD Required?” you will need to locate the prospective BL1

Sailor from the command roster and then, - click on the appropriate response ( YES / NO ) beside that Sailor’s name.

Scroll to the bottom of the page, - select “SAVE” See Appendix C - Step-by-Step Procedure for access to FLTMPS

10.14.2. If Cost-TAD orders are NOT required, the TrainO marks NO and Unit

interaction with the TSC is now complete. At the appropriate time, the Unit will create No-Cost TAD orders in accordance with Unit policies and procedures.

 

16 Enclosure (2)

10.14.3. If Cost-TAD orders will be required, the TrainO marks YES and then initiates internal actions to ensure that the requisite DTS and GTCC training, enrollment and issuance are completed in a timely manner.

10.14.4. The four option Tracking Module sequence identified above continues with

the TrainO being required to update option 2 “DTS Completion” upon completion of DTS training and enrollment, option 3 “GTCC Completion and card issuance”, and finally option 4, “Cross-Organization LOA Received”. The Unit should not hesitate to contact the TSC if they have any questions regarding the FLTMPS Tracking Module.

10.15. Event 13 - TSC Creates / Manages a Wait List.

10.15.1. TSC will create a Wait List for all Sailors that were not successfully assigned

a quota during Event 8B. The Wait List will be segregated according to Rating and prioritized in accordance with the criteria previously established by the TYCOMs.

10.15.2. TSC will also identify and list all acceptable CDPs, per unit/Sailor, for the

required COI and viable BL1 dates. This data will be linked manually to the Sailor’s name, unit identification / POC data. It will be necessary for the TSC to exercise due process in the establishment of a Wait List hierarchy for single-sited BL1 COIs to ensure balanced distribution between coasts, TYCOMs, etc.

10.15.3. TSC monitors and reviews quota cancellations, quota exchanges, No-Show

reports, and Drop reports as a trigger for coordinating alternate training dates (Event 13B actions). They will then modify the Wait List consequent to a quota assignment being made and or employment schedule changes discovered in Event 13B.

10.15.4. Once Wait-Listed, and assuming DTS and GTCC actions at Event 24A have

been completed, TSCs may, at their discretion, issue Cross-Organization LOA data in advance of quota identification and confirmation to facilitate expeditious orders processing when cost TAD travel is a firm requirement.

10.16. Event 13B - Alternate Training Dates & Wait List Coordination.

10.16.1. If a quota is not available following Fleet reprioritization and the LS schedule

review, the TSC will re-engage the unit to begin a review of compatible course convenings that occur both within and outside of the BL1 window. This review varies depending on whether the solution is time constrained.

10.16.2. If there are few or no time constraints, the TSC will:

Validate unit employment schedule. Establish a tailored protocol for immediate coordination between the unit

and TSC in the event a quota becomes available.

 

17 Enclosure (2)

Establish a threshold date for assignment of a quota outside the BL1 window.

Re-engage the Unit to begin a review of compatible course convenings that occur both within and outside of the BL1 window. 10.16.2.1 As a general rule, the assignment and confirmation of a BL1 quota for a COI convening beyond the end of the 12 month BL1 training window shall be accomplished not later than the Window Center (+18 months from report date).

10.16.3. If TSC/Unit actions are time constrained the sequence of events are

streamlined and accelerated in order to prevent quota loss. Quota scheduling actions triggered by the late cancellation of a confirmed quota (Event 18) or the failure of a student to report on time to training (Event 34) are prime examples of a time constrained scenario. Time Constraint / Sensitivity will vary dependent upon the length of the COI and the ability of the curriculum to permit a replacement student to report for training before a threshold is crossed and the student is unable to catch up with the curriculum. Sensitivity may be as short as hours or as long as days. The following notional sequence is provided only as an example due to the large number of variable factors:

10.16.3.1 Upon receipt of a No-Show notification, a quota cancellation, or other

related trigger, the TSC contacts the unit TrainO to determine the rationale for the cancellation or No-Show, verifying the action is deliberate and non-recoverable.

10.16.3.2 TSC then reviews the Wait List for the specific Rating and corresponding CDP and identifies units for which the quota vacancy is applicable.

10.16.3.3 TSC contacts the prospective Units to validate the compatibility of the

available quota with their current employment schedule. If the quota is compatible, then the TSC will:

Enter the Sailor’s name into eNTRS and continue routine quota

confirmation processing at Events 16A and 17. Coordinate basic logistics requirements to ensure Unit(s) will execute

the new quota assignment. Proceed to the next prioritized unit on the Wait List if the quota is not

compatible and will continue down the list until all quotas are assigned. Schedule a quota outside the BL1 window when necessary to meet

unit/personnel readiness requirements. TYCOM notification required (Event 16B).

Coordinate with TSC counterpart as necessary to ensure balanced distribution between coasts for single-sited and or high demand COIs.

 

18 Enclosure (2)

Conduct cancellation processing to the extent feasible or appropriate to the re-scheduling effort, if cost TAD orders are involved.

10.16.3.4 This is a very time consuming event that will take precedence over

other BL1 scheduling activities. Unit participation and communication are critical to the Sailors attainment of career training requirements and successful use of the BL1 quota

10.17. Event 14 – Was Wait List Cleared within a BL1 Compliant Window?

10.17.1. If the course convening date falls within the 12 month training window, the

TSC will verify COI pre-requisites have been met and begin Unit notifications of actions taken (Event 16).

10.17.2. If the course convening date falls outside the 12 month training window, the

TSC will complete the above action and also notify the TYCOM of BL1 Window deviation (Event 14B). This notification is two-fold in purpose in that it provides the TYCOM with visibility into Unit efforts to train personnel within USFF prescribed training windows and collectively for NETC use in future modifications to LS training plans and schedules.

10.18. Event 14B - TSC Notifies TYCOM of BL1 Window Deviation.

10.18.1. If all efforts to resolve the quota shortfall within the established BL1 window

have been exhausted, and going outside the BL1 window is required, TSC will make the quota assignment and then prepare and submit formal notification to the TYCOM (NETC if the Unit/command does not align under a TYCOM) that all efforts to resolve the quota shortfall within the established BL1 window have been exhausted, and going outside the BL1 window was required. The notification includes but is not limited to the following:

Rating, NOS, and training path ID Sailor’s Unit report date BL1 window parameters Unclassified narrative focused on unit’s availability for training Details regarding coordination efforts to re-assign compatible quotas Details regarding LC/LS coordination efforts The date(s) of course convening(s) being assigned Any other data the TYCOM desires for tracking/trending purposes.

10.18.2. Units must get applicable TYCOM/NETC approval to cancel manually

processed quotas that have been scheduled outside the BL1 window. Upon approval, the Unit shall notify the TSC of the desire to cancel the quota and the basis for such cancellation. TSC will manually cancel the quota and place it on Hold from further automated re-assignment pending validation with the TYCOM and subsequent management of the Wait List. If an automated cancellation is made

 

19 Enclosure (2)

by the Unit, the TSC will immediately place that quota on Hold and notify the TYCOM of the action taken. TYCOM and NETC will monitor window deviation data to identify trends which could affect the effectiveness and efficiency of the BL concept.

10.19. Event 15 – Can Pre-Requisites Met by the Convening Date? 

10.19.1 If the TSC determines that course pre-requisites have NOT been met or CANNOT be attained prior to course convening, they will discontinue scheduling efforts and return the quota reservation request to the Unit for action at Event 4A. NOTE: Scenarios which involve late quota assignment and/or scheduling constraints may dictate the need for flexibility regarding certain pre-requisites. TSCs may lobby the LS/LC on behalf of the Unit for a pre-requisite waiver. 10.19.2 If course pre-requisites have been met or there is a reasonable expectation that the pre-requisites will be met prior to the course convening date, the TSC proceeds to Event 16 for Unit notifications regarding actions taken.

10.20. Event 16 - TSC Notifies Units of Re-assignment / Wait List Actions. The TSC formally advises the affected units as to TSC’s intentions and rationale for re-assigning a quota from a lower priority (donor) Unit to a higher priority (recipient) according to TYCOM prioritization schemes. This email advisory includes the rationale for the exchange, the COI convening dates involved in the exchange, and a notice that any deviation from this exchange must be coordinated through the Unit’s TYCOM.

NOTE: This notification is a matter of formality (record copy) as to the actions taken, and is not considered a continuation of the coordination process that lead to the decisions being made.

10.21. Event 17 – TYCOM Notified of B1 Window Deviation. 10.21.1. This Event documents receipt of the report provided by the TSC at Event 14B.

10.21.2. Presuming that both the TSC and the Unit have complied with the established

prioritization schemes and the TYCOM is in agreement with the necessity for a deviation, no action is required of the TYCOM in this Event.

10.21.3. If the TYCOM determines that the rationale provided by the TSC/Unit for a

deviation is insufficient and/or is not in compliance with established prioritization schemes, they may task the TSC and/or Unit to provide further validation for such deviation.

 

20 Enclosure (2)

10.22. Event 18 – Is BL1 Quota Cancellation Required ? 10.22.1. Units shall notify the TSC in advance of making a quota reservation

cancellation. Such advance warning of the necessity to cancel a quota allows the TSC the opportunity to use the quota to:

Address Wait List rosters Use in trade with another scheduled Unit so that the cancelling Unit can

preserve its BL1 quota reservation Address TSC counterpart Wait List rosters Address NPC quota shortfalls

10.22.2. Upon quota cancellation in eNTRS, the TSC and Unit will both receive an

eNTRS automated cancellation notice. This provides visibility to the TSC regarding the actual availability to reschedule the quota, as well as visibility to Unit leadership (XO) that a BL1 quota reservation has been cancelled. See Appendix A, Event 18, for sample notice.

10.22.2.1. Although this event is plugged into the User’s Guide at Event 18, it is

actually a recurring event that can occur at any point in the process between initial quota confirmation and the course convening date.

10.22.2.2. Cancellation does not necessarily mean that all events down-stream of

the cancellation must be re-worked and or re-issued. For specific impact to quota reservation cancellations, Units are advised to contact their servicing TSC immediately and, as noted, preferably prior to actual cancellation in eNTRS.

10.23. Event 19 - Conduct Quota Reservation Status Check #1.

10.23.1. TSC will download a weekly report from FLTMPS and transfers that data to

an Excel template. They will then filter the Excel template according to Rating and the 12 month window expiration. TSC will then review the quota assignment status of all Block 0 graduates, specifically seeking those Sailors that have entered their twelve month BL1 training window and have yet to secure a confirmed quota. If the quota status block is yellow or red, then a quota is not currently scheduled.

10.23.2. Upon identification of a yellow indicator, the TSC will generate an email with recommended remedial actions and forwards to the Unit for review and subsequent action and coordination. TSC will make every effort to consolidate all Unit deficiencies into a single report to reduce the volume of traffic sent to the Unit. Where consolidation is impractical or inefficient, individual reports may be sent to the Unit. See Appendix A, Event 19, for sample notice.

10.23.3. This is the first of two scheduled status checks to be conducted by the TSC.

This action is a measure of quality assurance to (1) verify that the Unit has taken

 

21 Enclosure (2)

the necessary action to secure a quota within the BL1 training window and (2) to preclude backlogs for BL1 quotas when Unit readiness requirements and individual Sailor training requirements do not fit into a level-loaded Learning Site training schedule for a particular COI. For a 24 month training target, with and a minus 12 month window, this status check will occur at the report date +12 months point

10.24. Event 20 - Conduct Quota Reservation Status Check #2.

10.24.1. As noted with Check #1, the TSC will download a weekly report from

FLTMPS and transfers that data to an Excel template. They will then filter the Excel template according to Rating and the 9 month window expiration. TSC will then review the quota assignment status of all Block 0 graduates, specifically seeking those Sailors that are already 3 months into their 12 month BL1 training window and, with only 9 months remaining to complete training, have yet to secure a confirmed quota. If the quota status block is red, then a quota is not currently scheduled.

10.24.2. Upon identification of a red indicator, the TSC will generate an email containing specific remedial actions and forward to the Unit for review and subsequent action and coordination. An information copy will be sent to the ISIC/TYCOM. Included among the remedial actions will be the assignment and confirmation of a compatible quota based on last known Unit employment data. This quota cannot be cancelled without TYCOM approval. Immediate coordination with the TSC is recommended. See Appendix A, Event 20, for sample notice.

10.24.3. TSC will make every effort to consolidate all Unit deficiencies into a single

report to reduce the volume of traffic sent to the Unit. Where consolidation is impractical or inefficient, individual reports may be sent to the Unit.

10.24.4. This is the second of two scheduled status checks to be conducted by the TSC.

This action is a measure of quality assurance to (1) verify that the Unit has taken the necessary action to secure a quota within the BL1 training window and (2) to preclude backlogs for BL1 quotas when Unit readiness requirements and individual Sailor training requirements do not fit into a level-loaded Learning Site training schedule for a particular COI. For a 24 month training target, with and a minus 12 month window, this status check will occur at the report date +12 months point.

11. BLOCK 1 (BL1) COST-TAD ORDERS MANAGEMENT

11.1. Event 23 - Are Cost-TAD orders required?

11.1.1. Based on Unit proximity to the BL1 training site, cost-TAD orders may be

required. If the BL1 training site is reasonably located and cost-TAD orders are not required, the Unit will generate No-Cost orders in accordance with the Unit’s internal policies and procedures at Event 24B.

 

22 Enclosure (2)

11.1.2. If it is determined that the BL1 training site is sufficiently remote from the

Unit to warrant messing, berthing and/or transportation, the Unit should immediately annotate such requirement in the FLTMPS Training Officer Tracking module, using the “TAD required” column. The TrainO needs only to mark “YES” in the “TAD required?” column and the TSC will begin tracking the requirement and making preparations for cost-TAD orders processing and funding. Upon completion, proceed to Event 24A.

11.1.3. The FLTMPS Training Officer Tracking module can be located by using the

following sequence:

Log into FLTMPS. Click on “Learning Events” tab. A drop down menu appears with three options, - select “Completion Form”. The “Completion Form” will provide five options, - select “Tracking

Module” hyperlink. Under the “Tracking Module” four options will be provided, - select “Cost-

TAD Required?” Under “Cost-TAD Required?” you will need to locate the prospective BL1

Sailor from the command roster and then, - click on the appropriate response ( YES / NO ) beside that Sailor’s name.

Scroll to the bottom of the page, - select “SAVE” NOTE: Units shall NOT use TADTAR funding to support BL1 training. The servicing TSCs have been provided accounting data reserved specifically for BL1 training requirements and it is from those resources that BL1 cost-TAD orders will be funded. Logically then, unless the TSC is notified of the cost-TAD requirement, no action will be taken by the TSC. Such lack of visibility could result in quota cancellations and training delays. Additionally, TSCs will NOT fund secondary cost-TAD orders in excess of the total one-time cost whenever the first set of cost orders were terminated at Unit convenience or student miss-step / misconduct.

11.1.4. Once notified of a cost-TAD orders requirement via FLTMPS, the TSC will

begin monitoring necessary Unit actions associated with the Defense Travel System (DTS) and the Government Travel Charge Card (GTCC). Both of these areas are tracked by the TSC via their respective status columns in the FLTMPS Training Officer Tracking module.

11.2. Event 24A - Sailor Completes DTS & GTCC Training, Enrolls in DTS, and is

Issued a GTCC. 11.2.1. The Unit is responsible for ensuring that the prospective BL1 student

completes DTS and GTCC training. Training is available on line at the following location: https://www.defensetravel.dod.mil/passport

 

23 Enclosure (2)

11.2.2. Upon completion of DTS and GTCC training, the Unit will ensure that the

prospective student is enrolled in DTS with an updated personal profile and has been issued a GTCC.

11.2.3. The TrainO will document the DTS enrollment and GTCC issuance via the

appropriate columns in the FLTMPS Training Officer Tracking module at Event 25. This action will complete the 3 steps necessary to permit the TSC to issue a cross-organization Line of Accounting (LOA) to the Unit. See Appendix F.

11.3. Event 24B - Administrative Office Creates No-Cost TAD Orders.

11.3.1. The unit will generate no-cost TAD orders according to the Unit’s internal

policies and procedures. For Unit standardizations purposes, it is recommended that specific actions / sequences related to those policies and procedures be entered in this section of the User’s Guide by the Unit.

11.4. Event 25 – TrainO Requests TAD Funding Via FLTMPS Tracking Module.

Upon completion of the required actions in Event 24A, Section 11.2.3, the Unit will have completed the necessary steps to request cost-TAD Funding. If the FLTMPS entry is submitted 60 days or more prior to the course convening date no further action by the Unit is required. If this entry is made with less than 60 days remaining before class convening, it is highly recommended that the Unit contact their servicing TSC via the most expedient means to advise them of the late entry and the continued need for funding.

11.5. Event 26- TSC Determines if TAD Request is Valid?

11.5.1. The TSC will review the cost-TAD request to ensure that it complies with

guidance provided by USFF/NETC regarding funding authorizations. Specifically, the TSC will confirm Unit location (homeport for afloat units) at the time of course convening is remotely located form the BL1 training site and that cost-TAD orders are appropriate. The TSC will also verify that the Unit selected a CDP that is both operationally necessary and cost efficient. Although TSC has the means to monitor unit location(s), it is recommended that Unit TrainOs annotate planned homeport shifts in eNTRS and the FLTMPS Tracking Module anytime they are requesting a quota that has a course convening date subsequent to the actual homeport shift.

11.5.2. Once the TSC determines that the TAD request is valid, they will proceed to

Event 27 to Issue Cross-Organization Line of Accounting.

11.5.3. If the TSC determines the TAD request is not valid, there are several courses of action that may be taken by the TSC to resolve the matter. First – if the request is clearly not appropriate, the request will be denied and returned to the Unit at Event 23 for review. Second - if the factors necessary to validate the request are

 

24 Enclosure (2)

minor and administrative in nature, and NOT time constrained, the TSC will send an email to the Unit with recommended remedial actions. If, however, the cost-TAD orders request is time constrained, the TSC will opt to contact the Unit directly in order to expedite processing.

11.6. Event 27 - TSC Issues Cross-Organization LOA to unit .

11.6.1. Provided the prospective Sailor has a Government Travel Charge Card

(GTCC) and is enrolled in DTS with an updated personal profile per Event 24A, Cross-Organization LOA data will be issued to the Unit no later than 45 days prior to course convening. If a unit’s operating schedule precludes their ability to work within the 45 day window, an email request from the unit to the TSC indicating the reason for such constraint will be cause for the TSC to issue the Cross-Organization LOA prior to the 45 day standard.

11.6.2. The issuance of Cross-Organization LOAs triggers DTS travel documentation

monitoring by the TSC. Two status spot checks will be conducted on a weekly basis. The first is contained at this event, while the second is in Event 39. The first spot check requires the TSC to:

Download a weekly Budget Transaction report from DTS. Monitor the status of Cross-Organization travel authorizations. Update the internal Cross-Organization tracker weekly using the Budget

Transaction report. Notify the unit whenever Cross-Organization LOAs or other authorizations

are not being used per the indicated timelines. Consolidate all unit deficiencies into one report when feasible.

11.7. Event 28 - Unit Submits DTS Travel Authorization Request.

11.7.1. Upon receipt of cross-organization LOA, the Unit will submit a Travel

Authorization Request. If the Unit operating schedule precludes their ability to make the travel arrangements in a timely manner, the Unit shall submit a request to their TYCOM or ISIC for assistance.

11.7.2. It is incumbent upon the Unit to immediately make TAD arrangements in

accordance with guidance issued by the TSC (via eNTRS notices) as soon as the Cross-Organization LOA data has been received. Failure to take immediate action could cause delays in training or, at a minimum, changes to the desired arrangements.

11.7.3. NETC will serve as the TYCOM for all shore-based commands not

organizationally linked to a TYCOM. All NETC subordinates will use DTS.

CAUTION: Use of DTS for all official DoD travel is mandated by Refs (D) and (E) and, as such, the USFF BL SOP and this User’s Guide have been designed

 

25 Enclosure (2)

under this premise. The step Events and process flow charts are specifically tailored to address BL training requirements at the UNIT level. Circumstances are known to exist today wherein TYCOMs require their Units to use non-DTS programs as a feeder to the TYCOM, where the TYCOM then enters the personnel data provided by the Unit into DTS. This method of resources management may be suitable for TYCOM controlled funding for FLTMPS required training but is incompatible with the USFF approved SOP and this User’s Guide. The primary distinction being that the funding for BL cost-TAD orders is provided by NETC and is managed by the TSCs. As TADTAR resources may not be used for BL, every effort shall be made to keep these training funds management practices separate. If a TYCOM chooses to prohibit a Unit’s ability to utilize DTS for BL training, the TYCOM assumes responsibility for entering personnel data into DTS under the same process flow and time constraints identified in the SOP and this User’s Guide. TSCs will advise USFF via NETC whenever such management practices inhibit the desired BL process flow, timelines, windows, etc.

11.8. Event 29 – Is the Travel Request is Accurate.

11.8.1. TSC reviews and coordinates with the Unit until the travel request is complete

and accurate, (Event 28/29 loop).

11.8.2. Only TSC government employees can approve travel authorizations using the Cross-Organization LOA label provided. TSC will review the Travel Authorization Request for completeness and accuracy, coordinating with the Unit as necessary. Documents not processed according to the Joint Travel Regulations (JTR)/DoD FMR and guidance issued by the TSC in eNTRS notices will be returned to the Unit for modification (Event 28). With limited visibility during Cross-Organization actions, it is the Unit and member’s responsibility to monitor the approval of orders and to ensure GTCC is active and ready for use.

11.9. Event 30 - Are COI Pre-Requisites Complete?

11.9.1. In an effort to preserve TAD funding, the TSC will conduct a status check for

any known pre-requisite deficiencies associated with cost-TAD orders prior to authorizing / issuing those orders. If time permits, this status check should occur at or prior to the transmission of the eNTRS Automated Quota Advisory #3 issued at Event 32, which is two weeks prior to the course convening date. All known deficiencies should be included in this Advisory. Subsequent discoveries should be sent immediately via separate email.

11.9.2. If TSC is unable to verify pre-requisites they will coordinate with the Unit to

resolve the discrepancies. If discrepancies cannot be resolved prior to the course convening date, TSC will disapprove the Travel Authorization Request and refer the matter back to the Unit at Event 2 for a requirements review.

 

26 Enclosure (2)

11.9.3. CAUTION: Units shall not permit orders execution, wherein the Sailor has not completed all pre-requisites within one week of the course convening date. Specifically, if a course convenes on Monday, all pre-requisites must be completed by the close of business on the preceding Monday. This will allow sufficient time for the TSC to re-assign that quota to a Sailor on the Wait List that may also require time to complete a DTS Travel Authorization Request. Units that execute orders that result in a LS’s refusal to enroll the student or cause subsequent dis-enrolled due to a failure to meet pre-requisites, shall bear the burden of all TAD costs in excess of the original approved funding.

11.10. Event 31- TSC Issues Funded Orders.

11.10.1. TSC will approve and issue funded cost-TAD orders once the Travel Request

is in proper order and there is a reasonable expectations that all pre-requisites will be met by the course convening date.

11.10.2. Once a cross organization LOA has been issued to a Sailor, a voucher must be

submitted through DTS to close out the cost-TAD orders regardless of whether the Sailor actually executed the orders. As such, it is not uncommon for the TSC to validate Unit and school locations and then place the valid TAD funding requests in a HOLD status pending the prescribed timelines established in Event 27

11.11. Event 33 – Ensure GTCC is Activated / Execute Orders.

11.11.1. Once GTCC is activated, pre-requisites are complete, and orders are issued,

the Sailor reports to the respective Learning Site at the appointed time and place for BL1 training.

11.11.2. Students must check-in with the servicing TSC and or Learning Site to ensure

accountability for quotas assigned and for CeTARS data integrity.

11.12. Events 34 - Does the Sailor Report for Training. 11.12.1. The expectation is that better than 98% of Sailors will report at the appointed

time and place for BL1 training and, as such, will be enrolled in the course of instruction by the TSC or the Learning Site at Event 35.

11.12.2. If the Sailor does not report for training, the Unit should proceed to Event 37

to determine if there is an Orders liquidation requirement and, if so, proceed to Event 38 for DTS Travel Voucher submission.

11.13. Event 35 - TSC/LS Enrolls Student in COI via CeTARS.

11.13.1. Upon reporting for training, the TSC or Learning Site will enroll the student in

CeTARS, reflecting an Under Instruction (UI) status. If at any time a student is

 

27 Enclosure (2)

dis-enrolled from the class convening, the LS will immediately notify the TSC to permit maximum remedial action time and Wait List management opportunities.

11.14. Event 36 - TSC/LS Documents Grad / Non-Grad Status in CeTARS.

11.14.1. The TSC or Learning Site staff will document a Sailor’s graduation or non-

graduation status in CeTARS. CeTARS BL1 COI completion data will then be auto-upload into FLTMPS and be available for Unit review within 7-10 days.

11.14.2. Upon notification by the LS that a student has been or is being dropped from training, the TSC will discuss the Sailor’s eligibility and qualifications for retaining and or re-enrollment with the LS, specifically seeking a prognosis for successful completion. This prognosis shall be forwarded to the Unit at Event 2.

11.15. Event 37 - Is Orders Liquidation Required?

11.15.1. If a DTS Travel Authorization Request was approved, whether the cost-TAD

orders were executed at any degree or not, the Sailor will be required to submit a DTS Travel Voucher at Event 38.

11.15.2. If the Unit determines orders liquidation is NOT required, the TrainO should

proceed to Event 40 to complete the BL1 Training tracking process.

11.16. Event 38- Sailor Creates Voucher. 11.16.1. Sailors are required to complete a DTS Travel Voucher within 5 business days

of their return to their Permanent Duty Station.

11.16.2. It is incumbent upon the Sailor to initiate their travel voucher at the earliest opportunity. If a Sailor requires assistance with Travel Voucher submission and the Unit does not have the technical expertise to assist or if the command does not or cannot use DTS, the Unit is directed to contact their TYCOM for assistance .

NOTE: If Unit travel programs are executed in any program other than DTS, it is incumbent upon the TYCOM or ISIC to convert the local program data into DTS to support TSC processing. See CAUTION at section 11.7.3.

11.17. Event 39 - TSC Processes DTS Travel Voucher.

11.17.1. TSC shall monitor the status of outstanding Cross-Organization travel

authorizations, Cross-Organization travel vouchers weekly via the DTS Budget Transaction report, and will review / approve Travel Vouchers IAW JTR/DoD FMR and other applicable DoD guidance.

11.17.2. A Travel Voucher with an omission or an error will be returned to the traveler

within a seven day period. Considering the challenges that may arise from Sailors’

 

28 Enclosure (2)

infrequent use of DTS, it is expected that it may take several returns in the coordination loop between Events 38 and 39 to successfully complete this process.

11.17.3. Reimbursement of the travel claim will be made within 30 days after the

Approving Official reviews, signs, and dates the document.

NOTE: Contractors are not authorized to approve travel vouchers. 11.17.4. Upon completion, TSC will remove the Cross-Organization LOA.

12. BLOCK ONE (BL1) QUOTA TRACKING AND EXECUTION

12.1. Once a quota is confirmed for a prospective BL1 student, the challenge remains for both the unit and the TSC to get the Sailor into training on time. As discussed previously, many circumstances may contribute to the Unit’s need to cancel a confirmed BL1 quota or for a Sailor to fail to report for training. To mitigate the impact to Unit and Sailor training readiness, and to maintain an effective and efficient quota assignment process, the following tracking mechanisms (Advisories and Reviews) have been put in place to monitor the quota reservation and COI completion status of the Sailor.

12.2. Event 21 - eNTRS Automated Quota Advisory #1.

12.2.1. This advisory is an automated email notification sent to the Unit six months

prior to the course convening date. It is intended to remind the Unit TrainO that they have a named Sailor scheduled for BL1 training at a specific date, time and location.

12.2.2. Included in this notice will be advisory information that was contained in the

Quota Confirmation Notice, with particular concern focused on the TrainO’s requirement to validate the utility of the BL1 quota against any Unit employment and/or personnel changes that may have occurred since receipt of the initial quota confirmation. Additional guidance will be included regarding Quota Cancellations and re-scheduling.

12.3. Event 22 - eNTRS Automated Quota Advisory #2.

12.3.1. This advisory is an automated email notification sent to the Unit three months

prior to the course convening date. It is again designed to remind the unit TrainO that they have a named Sailor scheduled for BL1 training at a specific date, time and location.

12.3.2. Included in this notice will be advisory information that repeats the data

contained in the Quota Confirmation Notice and the Quota Validation Advisory #1, with particular concern again being focused on the TrainO’s requirement to validate the utility of the confirmed BL1 quota against any Unit employment and/or personnel changes that may have occurred since the initial quota

 

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confirmation, as well as general guidance regarding Quota Cancellations and re-scheduling.

12.4. Event 32 - eNTRS Automated Quota Advisory #3.

12.4.1. This advisory is an automated email notification sent two weeks prior to

course convening. This is the third and final notice to the Unit TrainO that they have a named Sailor scheduled for BL1 training at a specific date, time and location.

12.4.2. Included in this notice is advisory information that repeats the data contained

in the Quota Confirmation Notice and Quota Validation Advisories #1 and #2, with particular concern again being focused on the TrainO’s requirement to validate the utility of the confirmed BL1 quota against any Unit employment and/or personnel changes that may have occurred since the initial quota confirmation, as well as general guidance regarding Quota Cancellations and re-scheduling.

12.4.3. Once validated, the TrainO’s last pre-enrollment responsibility is to confirm

that all course pre-requisites, including required screenings, certifications, waivers, etc., have been completed.

CAUTION: Units that send Sailors to BL1 training without the necessary pre-requisites and due to such deficiency their Sailor is denied enrollment or dropped from training, will be fiscally responsible for all TAD costs associated with subsequent BL1 re-scheduling for this particular Sailor. Costs are limited to any amount above that which was allocated for the initial set of BL1 orders.

12.5. Event 40 - Sailor Completed BL1 Training?

12.5.1. If the Sailor successfully completed BL1 training, such documentation shall

have been completed at Event 36 and will be reflected in FLTMPS within 7-10 days.

12.5.2. The Unit TrainO will verify completion data in FLTMPS and, while

reviewing FLTMPS, will return to Events 2/3 to determine if additional BL1 modules exist for this particular Rating / Sailor are indicated in the training path. If additional BL1 modules are required, the TrainO will repeat the quota reservation process beginning at Event 4A. If no additional modules are required for this Sailor, the BL1 quota management and tracking function ends.

12.5.3. If the Sailor did NOT complete BL1 training, additional information will be

required at Event 41 to determine which training path is most appropriate.

 

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12.6. Event 41 - Was the Sailor a No-Show? 12.6.1. If the Sailor did report on time for training but for one or more of a variety of

reasons failed to graduate, the Sailor returns to the Unit and repeats the BL1 requirements review at Event 2. For academic drops, the Unit shall coordinate directly with the associated LS to determine eligibility for repeat training. For all other failures, internal Unit determination / Bureau coordination is necessary.

12.6.2. If the Sailor was a No-Show for training, the Unit may enter into immediate coordination with the TSC for manual processing for time constrained scenarios at Event 13/13B or, if circumstances dictate, the Sailor should return to the training requirements review process by the TrainO at Event 2.