Personnel: Internal Management

Control

Executing with Precision

Timely, Complete, &

Accurate Submission of EAS IV Data

System Access

Source Data

EAS IV Input

EAS IV Repository/M

EWACS

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What are Internal Management Controls?

Internal Management Controls are defined as an integration of

activities, plans, attitudes, policies, systems, resources and efforts of the

people of an organization working together to provide reasonable

assurance that the organization will achieve its objectives and mission.

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Why are Personnel Management Controls Important?

Personnel costs represent an average of 70% of your activity’s expenses!

Commands make decisions based on data MHS move to make performance based decisions…PPS, MERCHF, etc. Data is useful for measuring and accessing goals and objectives

Current versus planned Accounting data is used for operating decisions and long range strategic decisions

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How are Internal ManagementControls Useful?

Support monitoring and compliance of HA/TMA, BUMED, Regional, and activity level initiatives

Promote effectiveness and efficiency of operations Assure reliability of Financial Reporting Guarantee compliance with applicable laws and regulations Management can leverage to:

Provide value and integrity at every step of each financial, business and program process;

Provide timely and accurate information for management decision-making;

Support the effectiveness and efficiency of every step of each financial, business and program process;

Provide continual feedback to management; and Provide trust and confidence in accounting and reporting practices.

Allows management to focus efforts on its key mission as opposed to managing one crisis after another.

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Internal Management Controls and YOU!

DMHRSi is the tri-Service Human Capital Information System Tool!

Command Responsibility: Maintaining complete and accurate personnel HR

data at all times Meeting 100% timecard reporting requirements Creating a 100% compliant SMART and EAS output

file each month BUMED has provided policy and procedures for

maintaining complete and accurate HR data, meeting 100% timecard compliance, and creating a 100 % compliant SMART and EAS output file.

BUMED Policy and Procedures for DMHRSi reporting that will provide your command with the necessary tools to achieve compliance.

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DMHRSi & Personnel Internal Management Controls

“Go Hand in Hand”

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Using DMHRSi to Develop Personnel Internal Management

ControlsRecommendation#1: Labor Hours Reporting• Sample 30-50 unique personnel records in DMHRSi

– What personnel category is the record being reviewed? (e.g. military, contractor, civilian)? What is the person’s skill? (e.g. clinician, admin, non para-professional, etc.)• If military, has the person reported 8 hours a day to the same

task with no distribution of time?• Has Physical Readiness Training (PRT) been reported?• Is the person deployed? If so, has their available time been

reported to the appropriate deployment task?• If the person is a physician, where have they reported

workload in CHCS? Has their labor hours been reported to show distribution of time among inpatient, outpatient, and APV activities?

• Is the person’s salary tied to earmarked dollars, which require reporting of time to specific task(s)? (e.g. PDHRA, etc.)

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Using DMHRSi to Develop Personnel Internal Management

ControlsRecommendation #2: Assignments• Sample 30-50 unique personnel records in

DMHRSi– Compare “Organization” and “People Group”

assignments to where person is spending the majority of their available time (> 50%). Is the assignment logical?• Are AMD diary changes required?

– Compare occupation code and skill type assignment. Does it reconcile? Does the occupation code assignment relate to where the person is spending their available time? Is it logical?

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Using DMHRSi to Develop Personnel Internal Management

ControlsRecommendation #3: Are all personnel accounted for?• CHCS- DMHRSi Reconciliation: Do all clinical

personnel listed on the provider file (active) in CHCS have a personnel record in DMHRSi? Where are the gaps? Is there a trend: specific clinics with larger gaps then the majority of clinics?

• Readiness Reconciliation: Are all personnel listed as deployed (Source: POMI office) accounted for in DMHRSi?

• General Reconciliation: Are all personnel with facility badges (as issued through Security) accounted for in DMHRSi?

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Using DMHRSi to Develop Personnel Internal Management

ControlsMTF/DTF Determinations:• What is the frequency of the controls

performed?• Who will receive the internal

management control results? • Who is the action officer?

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What is Your Role?

Responsibilities of the HR Specialist Utilize DMHRSi Tutor Processes and Navy Business Rules Promptly check-in and check-out personnel Assign personnel to appropriate positions within the command Correct all source system data when necessary Assign Skill Type and Skill Suffix based on Navy Business Rules Run and validate HR reports on a timely basis Correct all HR data issues prior to the creation of the monthly SMART & EAS files

Responsibilities of the Timekeeper Train personnel on creation of a timecard template Monitor timecard submissions for accuracy Record hours for individuals without individual timecard authority

Responsibilities of the Timecard Approvers Validate timecard entries for accuracy and completeness Approve timecards within 7 days of submission

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Responsibilities of the LCA Specialist Provide oversight of all DMHRSi data –review and

validation Ensure labor hours are reported in compliance with

published policy/guidance Train Timekeepers and Timecard Approvers Analyze data prior to creating end of month files for

SMART and EAS Complete Civilian Pay Reconciliation and Distribute

Labor processes Follow LCA end of month checklist procedures Run and validate month end reports on a timely basis Create a 100% DMHRSi LCA file for SMART and EAS.

What is Your Role?

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Upcoming Programs and Compliance Initiatives Impacting Personnel

• Patient Centered Medical Home• Tri-Service NCA Realignment• Crazy 8s• Labor Hours and Workload

Reconciliation

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• Government POC• Colleen Rees, Colleen.Rees@med.navy.mil• 202-762-3538

• CAI Team• Nicole Meyers, NMeyers@changearchitect.net• 877-897-0691 ext. 601

• Randy Van Nostrand, RandyVanNostrand@changearchitect.net

• 877-897-0691 ext. 602

• Kate Burchess, KBurchess@changearchitect.net• 877-897-0691 ext 104

• Bonnie Rehbein, BRehbein@changearchitect.net• 877-897-0691 ext. 603

Points of Contact

Questions

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