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GFEBS/DCPS Training CSR Conference August 2015
Anna Yocom - ASA (FM&C)
• GFEBS is the system of record for employee’s LOA and sends LOA to DCPS
• LOA is used for both payroll posting and labor time-tracking postings in GFEBS
• HR Data: DCPDS -> ACPERS -> GFEBS HRMM – ACPERS provides daily feed with new employees and HR updates – Uses SSN as point of reference
• GFEBS Roles – HR Master Data Maintainer – HR use, has PII, no LOA edits – Payroll Corrections Processor – RMO use, no PII, makes LOA edits – Same/Different End Users depending on organizational
structure/job duties
• T-codes PA20/PA30/PA40 – In discussions will call it PA30 or HRMM
HR Mini-Master (HRMM)
• Recording the correct LOA in GFEBS and sending to DCPS has a direct impact on the Army’s financial records
• Payroll errors due to incorrect/missing lines of accounting are causing Unmatched Disbursements – Tracked at senior Army levels, – Shown as part of UMD reports by DFAS and IDOC reports
from GFEBS
Importance of Correct LOA Data
DCPS Payroll Errors as of 11 Aug 2015
DCPS Payroll errors contribute directly to Unmatched Transactions. Emphasis should be to have ALL errors corrected within 30 days.
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• The DCPS Summary and Detailed by UIC Reports accessed via ECC T-Codes: ZSCM_DCPS_ERR_SUMRPT and ZSCM_DCPS_ERR_DTLRPT • View the actual errors via the Error Extension ZSCM_DCPS_ERROR • Based on error type make LOA correction in HRMM PA30 • reprocess the error via the Error Extension ZSCM_DCPS_ERROR
The Command designation for the SUM and DTL reports is based on a UIC Crosswalk file in GFEBS; updates are managed by DASA-FOF - Anna Yocom. The same UIC crosswalk is not linked to the DCPS Error Extension but the DTL report shows all UICs and Commands can pull Errors by UIC
Command Count of Errors: 0-29
30-59 60-89 90-120 >120 Total Count of Errors
Total Absolute $ Amount
OA22 919 561 66 28 13 1,587 843,358.48 USACE* 66 128 158 246 936 1,534 486,379.45 USASOC* 100 106 111 138 567 1,022 355,379.11 ASC 262 59 53 50 136 560 360,844.77 NETCOM 405 95 - - - 500 303,653.14 AFRICOM 330 107 12 8 9 466 251,534.28 AMC 322 23 31 37 53 466 185,325.81 IMCOM 362 1 - 2 - 365 165,483.79 UNKNOWN 83 86 59 54 82 364 90,700.03 NON-ARMY UIC* - - 45 63 138 246 143,792.89 USAREUR 156 47 23 7 - 233 74,233.58 SOUTHCOM 65 59 73 32 - 229 160,273.94 NGB 208 16 - 3 - 227 90,188.03 ATEC 90 37 21 - - 148 67,559.00 INSCOM* 29 19 20 33 30 131 77,888.68 OTJAG 31 16 20 28 23 118 105,951.66 MEDCOM 110 1 - 1 - 112 40,874.94 SOCOM 23 22 38 16 10 109 76,935.07 USARPAC 60 7 - - - 67 26,322.79 TRADOC 58 6 - 3 - 67 34,666.50 NATO 51 - - - - 51 20,075.51 FORSCOM 22 - - - - 22 10,353.89 ARCENT 20 - - - - 20 6,896.26 CIDC 7 - - - - 7 1,678.14 DHA - NCR - - - - 1 1 875.01 Grand Total 3,779 1,396 730 749 1,998 8,652 3,981,224.75
* Errors are occurring for personnel/Commands that are not on GFEBS – root causes include some systemic flows and timing of end user input to HRMM updates
• Message 501 - No Employee Record Exists in GFEBS for this Employee
– Corrective Action: Create an Employee Record for the employee in GFEBS via PA30 or Upload Extension, Reprocess the error in the error extension
– ACPERS data will locate new record based on SSN
• Message 502 - A Valid LOA is Missing from the Employee Record in GFEBS
– Corrective Action: Create an LOA record on the employee master record inclusive of the PPED on the DCPS Type 4 tab of the Error Extension, Reprocess the error in the error extension
• Message 503 – Treasury info from DCPS File does not match Fund from Employee Master
– Corrective Action: 1. Change the Fund on LOA to match the fund or Basic Symbol DCPS disbursed
for the PPED of the error, 2. Reprocess the error in the error extension 3. If the value in DCPS was incorrect, a follow on Cost Transfer (FB50) is required
to move the costs to the correct Fund in GFEBS 4. Ensure LOA in GFEBS is correct and send to DCPS as needed
Most Common DCPS Errors
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• DCPS Transmit indicator - Data will be transmitted to DCPS as current LOA data – 3 options when saving:
o Y, N, Blank o Blank also sends to
DCPS!! Best practice to reduce
additional errors – ensure always enter Y or N before saving!!
This is an update to be scoped into future GFEBS changes
HRMM LOA Update – Error Prevention Rules to Follow!!
PA30 LOA tab
• Ensure TIMELY updates: – Inbound/Outbound employees
o Establish Communication between HR/DCSP CSR/HRMM maintainer as part of the Commands in/out processing procedures
o This will facilitate timely updates and proper coding of the HRMM for the employees status When personnel are outbound and LOA end dated or being deactivated due
to retirement, etc ensure that when saving the HRMM record is marked ‘N’ in the DCPS transmit indicator
Allowing it to transmit to DCPS overwrites the new LOA and causes erroneous posting between Commands within and outside of GFEBS!
– LOA updates must be entered in GFEBS and sent to DCPS by the 1st
Monday following the end of the pay period in order to be effective for that PPED
o Ex. For PPED 5 Sept updated in GEFBS NLT 7 Sept
HRMM LOA Update – Error Prevention Rules to Follow!!
• Manual update of the OA field in DCPS Header Record
– The OA field that is populated in DCPS manually by the CSR flows to GFEBS as part of the Gross Pay File.
– It is one of the fields that users try to query their DCPS errors but often provides inaccurate information
– Make it a practice to review/update as needed this field every time an employee changes organizations to help make the DCPS Payroll reports more accurate
DCPS Header Record Updates
ZSCM_DCPS_ERROR – DCPS Error Extension Query Screen
• CSRs generate bi-weekly reports in DCPS to identify new employees and organizational changes and communicate this information to their supported Resource Management Office to ensure that the appropriate updates are made to the accounting information
• P6644R01 New Organization Report – Used to correct defaulted data on organization records
• P6656R01 Employing Activity/Organization Change Report
– Serves as notification to the CSR to update employee level accounting information
CSR Reports - Help Prevent Errors
Accounting information will be obtained from the Resource Management Office
• The final DCPS input for FY15 will provide actual payroll data for pay period ending 5 (or 19) Sep 2015 with accrual data through 30 Sep 2015. Following are key DCPS dates for Sep 2015:
• All DCPS errors to be cleared NLT: COB 25 Sept
• P1 FMZs adjusted NLT: 2359 EDT 26 Sept – Ex. Overtime, Awards, Student Loan Repayment Program – Additional instructions in FY15 YE LOI Annex F12
FY15 Key YEC Dates for Payroll
Database PPED
GFEBS Processing
start/end dates Accruals
ZFA/OMA 5-Sep-15 Sep 15 - 17 18 days
CP1/ZKA 5-Sep-15 Sep 15 - 17 10 days
CP1/ZKA 19-Sep-15 Sep 23 - 24 8 days
Any Updates through LOI, DASA-FOF YE Calls, and GFEBS Comms
• FY16 Employee LOA rollover: Fiscal year-end rollover of the employee Lines of Accounting will be performed by O&S; no action is required from users unless HRMM record should be excluded from the rollover process.
– ALL active HRMM whether expiring or not (ex. FY15 O&M, FY14/15 RDTE) will roll to FY16 LOAs unless HRMM LOA tab is marked to exclude from rollover.
– Users will not have to make any HRMM changes themselves to update HRMM record to reflect an FY16 LOA with an effective date of 1 OCT 2015. GFEBS O&S rollover process will do the work for them.
– Any exclusions from rollover must be marked by 23:59 ET on 26 September 2015 – The deadline for ALL HRMM updates by users will be 23:59 ET on 26 September 2015 – NO HRMM updates by the USERS after 26 SEPT!!!
• DCPS vs. GFEBS treatment
– DCPS and GFEBS each do the LOA roll-over separately to minimize total number of DCPS errors at the beginning of the FY
– GFEBS will hold the file from sending to GFEBS after the 26th and also send a list of all HRMM records that were marked as exclude to DCPS so they do not roll those LOAs
FY16 LOA Rollover
• FY15 Functional Processes Calendar: – www.us.army.mil/suite/doc/43701499 – If there are changes to processing timelines, GFEBS will
post a message on the portal and e-mail to the GFEBS users
• FY15 YE Letter of Instruction: – https://www.us.army.mil/suite/files/44827255
• DASA-FO AKO folder
– Includes sub-folders for multiple subjects including YE LOI, JRP, Cancelling Year, Salary Debt Collections, and multiple other processes worked by DASA-FO
– Will be adding a data repository for DCPS information with helpful hints or documents collected
– https://www.us.army.mil/suite/files/27523316
Helpful Links
• Anna Yocom – Office of the Deputy Assistant Secretary of the Army for
Financial Operations - Financial Operations and Accounting Policy & Oversight Division
– [email protected] – 703-601-4190
Point of Contact
Questions?? / Discussion
BACKUP DCPS Error Reports
ZSCM_DCPS_ERR_SUMRPT
There are many more Command name options in the report than are valid in the current UIC crosswalk I did a mass cleanup of the crosswalk early 2014 and I have a ticket in with GFEBS to clear the additional Command names on the list.
This is the report run wide open – does not take long and can see each Command with errors
ZSCM_DCPS_ERR_SUMRPT
• FY option is new and allows user to query by FY of the error as well • Using the Command dropdown is required
ZSCM_DCPS_ERR_DTLRPT
ZSCM_DCPS_ERROR – DCPS Error Extension
ZSCM_DCPS_ERROR – DCPS Error Extension Query Screen
DCPS Error Extension
• ZSCM_DCPS_ERROR – DCPS Error Extension • Clicking in each line will provide 4 tabs with more details of the error
with pertinent information to help clear error – PERNO, PPED, DCPS vs. GFEBS LOA etc
• Each line is for individual line of the GPF for an employee – look them up in HRMM using PERNO in this report
• Correct the HRMM according the error listed and reprocess • Sometimes new error will cycle through for user to work and some are
reprocessed automatically by a daily GFEBS script
DCPS Error Extension
• ZSCM_DCPS_ERROR – DCPS Error Extension • Snapshot of Tab 3 as a idea of detail provided
HRMM/PA30 - Query Screen Can lookup by PERNO, Name, or SSN if have PII access
Options to create/change/display LOA – choose appropriately for task so you do not make unintended changes
PA30 LOA tab
Remember to be very careful with the Transmit Indicator!!
