SECTION 4 Table of Contents - taapmo.com 4.pdfTOPIC – Practical Application ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View ACAP XXI USER GUIDE 4-1 JANUARY 2009 4 CLIENT

TOPIC – Table of Contents ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View

ACAP XXI USER GUIDE i DECEMBER 2011

SECTION 4 – Table of Contents

4 Client View ................................................................................................................................... 4-1 4.1 Practical Application ............................................................................................................ 4-1 4.2 Eligible ACAP Transitioners ................................................................................................ 4-1 4.3 Managing Client Records .................................................................................................... 4-3

4.3.1 Practicing Client Management ............................................................................................. 4-3 4.3.2 Search For a Client Record .................................................................................................. 4-5

4.3.2.1 Search Central Database (Full SSN) ........................................................................... 4-6 4.3.2.2 Search Center (Full /Partial Last Name or Full / Last 4 of SSN) ................................. 4-7

4.3.3 Search Results ..................................................................................................................... 4-8 4.4 Client View............................................................................................................................. 4-9

4.4.1 Disabled Tabs .................................................................................................................... 4-10 4.4.2 Counselor ........................................................................................................................... 4-11 4.4.3 SSN (Social Security Number) ........................................................................................... 4-12 4.4.4 Last Name and First Name ................................................................................................ 4-12 4.4.5 Client Type ......................................................................................................................... 4-12 4.4.6 Phone Numbers ................................................................................................................. 4-12 4.4.7 Email .................................................................................................................................. 4-12 4.4.8 Unit ..................................................................................................................................... 4-12 4.4.9 Special Program Designator .............................................................................................. 4-12 4.4.10 Gender ........................................................................................................................... 4-13 4.4.11 Status ............................................................................................................................. 4-13 4.4.12 Grade ............................................................................................................................. 4-13 4.4.13 Affiliation ........................................................................................................................ 4-13 4.4.14 MOS ............................................................................................................................... 4-13 4.4.15 Duty Station ................................................................................................................... 4-13 4.4.16 Express .......................................................................................................................... 4-13 4.4.17 Online ............................................................................................................................. 4-13 4.4.18 Separation Date ............................................................................................................. 4-13 4.4.19 Org. Presep Form Date.................................................................................................. 4-13 4.4.20 Updated Presep Form Date ........................................................................................... 4-13 4.4.21 Reason Late ................................................................................................................... 4-14 4.4.22 Accept/Decline Presep Services .................................................................................... 4-14 4.4.23 Date TAP Workshop Completed? .................................................................................. 4-14 4.4.24 Date VA Benefits Briefing Completed? .......................................................................... 4-14 4.4.25 Date VA DTAP Completed? .......................................................................................... 4-14 4.4.26 Date Federal Resume Training Completed? ................................................................. 4-14

4.5 Assigning a Counselor ...................................................................................................... 4-15 4.6 Edit Record.......................................................................................................................... 4-16

4.6.1 Removing MEB/PEB Designator ........................................................................................ 4-18 4.6.2 Applying Attendance for a TAP Workshop, VA Briefing or VA DTAP Briefing ................. 4-19 4.6.3 Date Federal Resume Training Completed ....................................................................... 4-19

4.7 Edit Type .............................................................................................................................. 4-20 4.8 Appointments (Appts) ........................................................................................................ 4-21

4.8.1 Scenarios related to Preseparation Counseling ................................................................. 4-22 4.8.2 Initial Counseling ................................................................................................................ 4-24

4.8.2.1 Walk-In Initial Counseling .......................................................................................... 4-24 4.8.2.2 Scheduled Initial Counseling ..................................................................................... 4-25 4.8.2.3 Initial Counseling Protocol/Individual Transition Plan (ITP) ....................................... 4-26 4.8.2.4 Initial Counseling Review........................................................................................... 4-28

4.8.3 Walk-in Follow-on Counseling ............................................................................................ 4-29 4.9 Progress .............................................................................................................................. 4-30 4.10 Notes .................................................................................................................................... 4-31 4.11 Schedule .............................................................................................................................. 4-33

4.11.1 Personal Calendar ......................................................................................................... 4-34

TOPIC – Table of Contents ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View

ACAP XXI USER GUIDE ii DECEMBER 2011

4.11.1.1 Individual Preseparation Counseling/Initial Counseling ............................................ 4-35 4.11.1.2 Initial Counseling ....................................................................................................... 4-36 4.11.1.3 Follow-On Counseling ............................................................................................... 4-37

4.11.2 Event Appointment ......................................................................................................... 4-38 4.11.3 Schedule a Workstation Appointment ............................................................................ 4-40

4.12 Input 2648/-1 Tab ................................................................................................................ 4-41 4.13 Print a DD Form 2648 /-1 .................................................................................................... 4-42 4.14 Benchmarking ..................................................................................................................... 4-43 4.15 Outdated Form .................................................................................................................... 4-44

4.15.1 Active Component Military Service Member .................................................................. 4-45 4.15.2 Reserve Component Military Service Member .............................................................. 4-46

4.16 Inactivating a Record ......................................................................................................... 4-47

TOPIC – Practical Application ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View

ACAP XXI USER GUIDE 4-1 JANUARY 2009

4 CLIENT VIEW

4.1 PRACTICAL APPLICATION Client View is the menu option you select to view and manage client records. Managing records requires the user to understand the impact of every action taken on a record. We will explore each action throughout this section. There will be Tips, Notes and Reminders throughout to assist you with making the correct decision before performing a function. First you must determine eligibility.

4.2 ELIGIBLE ACAP TRANSITIONERS The Army determines who is eligible to receive ACAP services and the length of time the service is provided. Refer to the table below and the Site Management Manual. Understanding the eligibility requirements will help you determine what or if modifications can be made to a client record.

Prospective Client Is May Start Services May Receive Services

Member of the uniformed services (AC or RC Army, Marines, Navy, Air Force or Coast Guard) on active duty (or Family member)

Not retiring for medical or length of service, and

Will not have 180 continuous days or more of service as of anticipated date of separation

Not Eligible Not Eligible

Member of Guard or Reserves

Not on active duty

Not released from active duty within last 180 days

Not Eligible Not Eligible


Not retiring for medical or length of service, and

Will have 180 continuous days or more of service as of anticipated date of separation

Up to 1 year prior to separation date

Up to 180 days following separation date


Retiring for medical or length of service or recall

Up to 2 years prior to retirement date

All members, up to 180 days following retirement date Army only, space available services for life to retiree and ID card carrying Family members

Member of the uniformed services (AC or RC Army, Marines, Navy, Air Force or Coast Guard) on active duty (or Family member or care giver)

Initiating Medical Evaluation Board (MEB)/Physical Evaluation Board (PEB), or

Being separated for disability with less than 180 continuous days of service

Not subject to 1- and 2-year eligibility requirement Army personnel must initiate services upon referral for MEB/PEB

All separatees or retirees, up to 180 days following separation or retirement date Army retirees only, space available services for life to retiree and ID card carrying Family members

Army retiree (AC or RC, includes ARNG and USAR) or Family member

At any time

Space available services for life to retiree and ID card carrying Family members



Retiree member of the uniformed services (Marines, Navy, Air Force or Coast Guard) or family member



Veteran member of the uniformed services (Army, Marines, Navy, Air Force or Coast Guard) or Family member

By definition with 180 days or more continuous active duty service



Civilian employee of the Department of Army (includes family member)

Transitioning due to force alignments (BRAC), reduction in force (RIF) or retirement

Upon approval of retirement or notification of pending RIF or realignment

Up to date of retirement or separation from federal service

Army Family member, and

Sponsor died while on active duty. Upon death of sponsor

Space available services for life to ID card carrying Family members

Family member of civilian employee of the Department of Army, and

Sponsor died in line of duty.

Upon death of sponsor Up to 1 year from date of death

Civilian employee of the Department of Army

Unable to return to duties as a result of stress of terrorist attack and must leave federal service

Upon resignation or medical retirement

Up to 180 days following resignation or medical retirement


ACAP XXI USER GUIDE 4-3 AUGUST 2011

4.3 MANAGING CLIENT RECORDS The ACAP Program provides transition assistance to Military Service Members who are separating from military service, veterans, retirees, civilian employees leaving the Department of the Army, and their Family Members. To ensure accountability and encourage a successful transition we must maintain records accurately. The tools provided to staff for determining client progress and conducting follow up can only be used successfully if the records are maintained appropriately. Making changes to a record can impact reports and can present inaccurate reporting.

4.3.1 PRACTICING CLIENT MANAGEMENT

The ACAP Program is designed to provide relevant transition services to eligible clients in a timely, customer-focused, and efficient manner. The tools provided to the staff have been created to assist in meeting this goal and to foster an individual client management approach. The table below illustrates the typical scenarios that occur each day at ACAP Centers along with the action, follow-up and queries to be used by the professional ACAP staff. What When Action Follow-Up Query Preregister When client calls the center to

schedule for a service Establish eligibility Explain services Preregister in ACAP XXI Schedule appointment

Reminder of appointment If no-show for appointment A minimum of once per month ensuring timeliness for AC MSM

Scenario 3 in Section 10 including quoted text and client note.

Initial Counseling

When client requesting signed DD Form 2648 and has not completed Initial Counseling.

Conduct IC telephonically and record as walk-in IC. Schedule client for a face-to-face IC appointment.

Call and/or send email within 48 hours of completing DD Form 2648



Benchmark Resume – Counselor considers resume ready Interview Ready – Counselor performed mock interview and considers the client ready No Follow-Up Required - Client leaves the installation - Client obtains a job - Client is returning to college - Client is deceased - Client request Temporary No Follow-up Required - Client is deployed

Select Benchmark and enter date supported by a note indicated justification for benchmark Typically entered when proxy registering SRP. Can be added, removed or modified via the Benchmark tab

As necessary N/A

Edit Record Correct spelling of name Remove AKO Username when current one is incorrect Modify Separation Date Modify other demographics

Select Edit Record in Client View. Note: Only change separation date forward. If current date or prior, leave and make a note.

TOPIC –Managing Client Records - Search ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.3.2 SEARCH FOR A CLIENT RECORD

It is important to know that there is only one database, but the search interface separates records associated with your Center for easier management. The ―Search Center‖ is used to locate a record associated with your Center. The ―Search Central‖ is used to locate a record associated with another Center. The Search Central excludes all records associated with the Center executing the search.

In some instances, a client is unsure if they are registered with ACAP. It is a best practice to first search for association with your Center. If the record is not found, perform a search on the Central Database.

Search Center option allows you to search using full/partial last name or full/partial Social Security Number (SSN). The Search Central requires a full SSN. Why? These records have been created and are maintained at another location. Requiring the full SSN ensures you have identified the client correctly and displays the record prior to moving or ―associating‖ the record with your Center.

Client View selected via Command Center Menu.

All screens for client view will have site location at

the top of the screen.



4.3.2.1 SEARCH CENTRAL DATABASE (FULL SSN)

If the record is associated with a different Center, the record will display without tabs.

If this is the correct record, you must associate this record with your Center before you can proceed. Click Associate and the confirmation window displays.


ACAP XXI USER GUIDE 4-7 JUNE 2009

4.3.2.2 SEARCH CENTER (FULL /PARTIAL LAST NAME OR FULL / LAST 4 OF SSN)

1. 1. Select the search method.

2. Enter the requested information: full name, partial last name or full last name or last 4 digits of the client‟s SSN. DO NOT use dashes when entering the full SSN.

Reenlistment data are

imported on the last day of each month. The data are compared to the ACAP XXI database for a match. Matching records will be updated to reflect “reenlisted.” This is not a visual indicator to staff members. This record is updated and made inactive, which makes the record invisible to the staff. Therefore, a staff member may work with a record one day and the next day the record cannot be located. 3. Click Search. The search results display.

TOPIC – Managing Client Records - Search ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.3.3 SEARCH RESULTS

The Client Search results window displays three links. The enabling and disabling of links is used to indicate a certain condition of a record. We will explore each link.

View o Allows staff member to view and modify the client record. o The only time the link is disabled is when a client‘s DD Form 2648 or DD Form 2648-1

completion date is greater than 12 months in the past and their separation date is in the future. View is disabled to communicate the need for you to select Outdated Form. Selecting the Outdated Form allows you the option to Select previous selections or schedule for a preseparation counseling briefing. Selecting either will enable the view link.

Benchmark o Allows staff member to link directly to the client‘s benchmark tab. o This link is disabled when the record has not been associated with a counselor. o This link is enabled if the record has been associated with a counselor and the DD Form

2648 or DD Form 2648-1 is current.

Outdated Form o Identifies AD MSM clients with a Separation Date in the future and a DD Form 2648 or

DD or 2648-1 completion date greater than 12 months in the past. o This link is disabled if the DD Form 2648 or DD Form 2648-1 is not considered outdated.

with a date greater than 12 months in the past for Soldiers who were stop loss-ed and up to 24 months for Soldiers retiring. The system enforces a 12-month rule for “outdated form” to provide the client a reminder of the preseparation counseling

Active Component Soldiers who are currently participating in ACAP and whose DD Form 2648 has expired must receive preseparation counseling and complete a second, automated form. However, ACAP staff members should not query the system or use any other means to identify Soldiers whose form has a completion date more than 12 months in the past or whose form will expire before they separate. Staff members should not seek out individuals or require them to complete additional preseparation counseling until the Soldier contacts or comes to the ACAP Center for assistance. There are a number of reasons for this passive approach. First, many Soldiers will be Stop Loss and may not have to complete a second DD Form 2648. Second, your Transition Center may not be checking DD Forms 2648 to determine if they are out of date. Finally, a more aggressive approach places what may be an unnecessary burden on both your clients and you. DD Forms should NOT be updated when a client is clearing unless the Transition Center requires an updated form. Staff members should never require a clearing Soldier to update DD Form 2648 merely to enable the staff member to enter a note in the client‟s record. Unless the TC requires an updated form, the staff member should just recap post-transition ACAP services and sign the clearing papers.

Client registration allows a separation date of 18-24 months in the future to accommodate Soldiers completing preseparation counseling prior to deploying and for Soldiers retiring. The system will prompt both staff and client of a form existing with a completion date greater than 12 months in the past regardless of the separation date or the fact the client is retiring. The updated or second DD Form 2648 does not count against timeliness.

o

TOPIC – View Client Record ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.4 CLIENT VIEW Viewing client records frequently is critical. Managing client records is not as difficult as it may seem. Every time you speak with a client (telephonically or in person) you should review the record and ensure accuracy. Understand what you are viewing and which modifications may/may not be required. Tabs are disabled as a method for communicating to the staff member that the record needs attention (client no longer eligible due to separation date or type, counselor not assigned, no service received, etc.) Review the matrix found later in this section. There is only one view regardless of client type, so not all fields will be populated. Each field is discussed later in this section.



4.4.1 DISABLED TABS

ACAP XXI communicates with staff members by enabling or disabling the functions tabs in the client record. Rules established for working with client records are enforced by the automated system, and the functions tabs are available for selection depending on those rules and how the system interprets the current status of the client‘s record. You must do some troubleshooting or interpreting of the record before you elect to perform an action or allow the client to proceed. It is imperative that all staff members understand the rules thoroughly so as not to have a negative impact on the client, reports or accountability. The first row of the matrix below shows the tabs in Client View. The other rows are the possible causes for the tab being disabled.

Edit Type Appts. Progress Notes Schedule Input 2648/-1 Print 2648/-1 Benchmark

Has not received a service.

Ineligible - verify the separation date and client type

Registration incomplete

Form does not exist

Registration Incomplete

Counselor NFR

Counselor NFR

Counselor NFR

Counselor NFR

Counselor NFR Counselor NFR Counselor NFR

Counselor SRP

Counselor SRP

Counselor SRP

Counselor SRP

Counselor SRP Counselor SRP Counselor SRP

Counselor No Form

Counselor No Form

Counselor No Form

Form does not exist

Counselor No Form

Counselor AW2

Counselor AW2

Counselor AW2

Counselor AW2

Form exist Form does not exist

Counselor AW2

Counselor Unassigned

Counselor Unassigned *exception




Not AD or family member of AD


Counselor Blank

Counselor Blank

Counselor Blank

Counselor Blank

Counselor Blank

Current 2648/-1 exist

Counselor Blank

*Exception – Active Component records with a valid DD Form 2648 and the counselor field is Unassigned, the Appointments Tab is enabled to allow the submission of the Initial Counseling Protocol, record Walk-In Initial Counseling or indicate “not attended” for a schedule Initial Counseling session.

If only the Edit Type is enabled, it is your clue that a modification is required before you or client can proceed in ACAP XXI. Remember, the only “authentic” AW2 (Army Wounded Warrior) must be Army Active Component, Army Reserve Component or Army Retired. If a record exists that is not one of these three, the type must be changed to

Army Active Component, Reserve Component or Retired before services can be provided.


ACAP XXI USER GUIDE 4-11 JUNE 2009

4.4.2 COUNSELOR

The foundation of ACAP has always been the relationship between client and counselor, and the goal has always been to help clients achieve success. The Counselor Performance plan holds you accountable for improving the use of ACAP services. The Counselor Association feature provides the counselor a tool to allow you to: track and manage your clients through the process; determine when follow up with a client is in order; and to mark a record when no further follow up is required. The intent is to associate a counselor with every active/eligible client (with exception of Reserve Component, STP, SRP), to ensure follow up. There are several identifiers in the counselor field that assist in determining whether follow up is required or the type of follow up required. A record must have a counselor associated before attendance for any event or walk-in counseling can be applied. The counselor field also include a ―?‖ which displays the information below.

Name: Counselor is assigned to client and responsible for client follow-up and progress. Blank: Client is pre-registered (Preregistration, 4 digit SSN). For Active Duty, value will change to No Form with full registration but no completed DD Form 2648 or DD Form 2648-1. For Non-Active Duty, value will change to Unassigned when the first service is received. Unassigned: Client received a first service. For Active Component, first service is the DD Form 2648. Counselor must be assigned as soon as possible after first service is provided. No Form: Client is Active Duty Military Service Member with full registration and no completed DD Form 2 648 or DD Form 2648-1. NFR: Client is Reserve Component or Student/Trainee/Prisoner (STP). No follow-up is required. Counselor must be assigned when additional services are requested. SRP: Client is proxy registered, pre-deployed Active Component (SRP) with a temporary benchmark. No follow-up is required until client returns from deployment. Value will change to Unassigned when temporary benchmark is removed by system or client logs on to ACAP XXI. Counselor must be assigned before manually removing temporary benchmark. AW2: Client has special program designator of AW2. Active and Reserve Component with separation date in the future should be assigned counselor immediately.

Unassigned records do not support follow up


ACAP XXI USER GUIDE 4-12 DECEMBER 2011

4.4.3 SSN (SOCIAL SECURITY NUMBER)

This field is populated with a four-digit SSN or a nine-digit SSN. The four-digit SSN is populated through Preregistration. The nine-digit SSN is populated when there is a complete registration via Express, Proxy Registration or Self-registration. Both can be modified but a four-digit SSN must remain a four-digit SSN until the registration is completed by one of the methods listed.

4.4.4 LAST NAME AND FIRST NAME

Field is populated from Preregistration, Proxy Registration or Express. These fields can be edited by a staff member.

4.4.5 CLIENT TYPE

The Client Type is selected prior to the registration in order to present the correct registration screen. A staff member may edit this type only when the existing client type has a service recorded. This tab is disabled if the record does not have a full SSN. A client may edit their type when presented the option due to ineligibility.

4.4.6 PHONE NUMBERS

Phone number(s) are entered via any type registration or by editing the client record. Updating phone numbers is important when you are made aware of a change to allow staff contact.

4.4.7 EMAIL

Email is entered via any type registration. This is a required field when registering via Express. To conduct proper follow up, it is important to update this field when made aware of a change.

4.4.8 UNIT

Only Active Duty Military Service Members and Reserve Component with a Special Program Designator of MEB/PEB will have a unit. The unit is required for reporting timelines of preseparation counseling. Soldiers select this unit or verify the unit during registration. A staff member may edit the unit at any time. .

4.4.9 SPECIAL PROGRAM DESIGNATOR

A Special Program Designator (SPD) identifies clients as belonging to a special group. These SPDs are used for tracking progress and reporting and can determine the eligibility of a client. There are three SPDs:

AW2 (Army Wounded Warrior)

MEB/PEB

STP (Student/Trainee/Prisoner) The AW2 is populated at the ―top of the system‖ on a monthly basis. Serco receives a file from the Army which includes the Social Security Number (SSN) of all AW2 Soldiers. This file is used to find a match in the ACAP XXI database. When a match is found, the SPD of AW2 is populated. This SPD cannot be removed and it cannot be selected by a staff member. The MEB/PEB is populated by a staff during Proxy Registration or via Edit Record. Refer to 4.5.1 The Student/Trainee/Prisoner is populated when a Student, Trainee, Prisoner Proxy Registration is entered by a staff member. This SPD can be deselected but cannot be selected via Edit Record. Caution: Removing the STP designator will remove the ability to report the client as a Student, Trainee or Prisoner and the client will be considered in timeliness, progress and standards reports.



4.4.10 GENDER

Select during proxy registration or client registration. The field is editable by a staff member.

4.4.11 STATUS

Status is determined when the client or staff member selects the client type during registration. This field is not editable.

4.4.12 GRADE

Grade is entered during preregistration or registration for Active Duty Soldiers. This field is editable.

4.4.13 AFFILIATION

Affiliation is entered during proxy registration or client registration.

4.4.14 MOS

MOS is a non-required field that may be entered during registration for Active Duty Soldiers. This field is editable.

4.4.15 DUTY STATION

OSD instructions state that the Duty Station (AC) or Place of Release (RC) is where the client completes preseparation counseling. Therefore, this field is captured at time of registration. Registering via ACAP Online prompts the AC client to select a Duty Station from a drop down which includes all ACAP Center locations and Other. If Other is selected, the user must select an ACAP Center for receiving services. This selection is used to populate the Duty Station and Center Name on Client Record as well as Duty Station/Installation on the DD Form 2648. Completing via ACAP XXI at the ACAP Center, this is determined when the staff member logs on. A Reserve Component client registering via ACAP Online is prompted to select Place of Release from a drop down which includes all ACAP Centers, Call Center and Camp Shelby.

4.4.16 EXPRESS

Yes for the Express field indicates the client registered via the ACAP Express website before it was replaced with the ACAP Online Secure Portal. This field cannot be modified by a staff member.

4.4.17 ONLINE

The Online field is populated when a client completes registration via the ACAP Online Secure Portal.

4.4.18 SEPARATION DATE

The Separation Date impacts Timeliness and Eligibility. The field is editable but much caution should be used.

4.4.19 ORG. PRESEP FORM DATE

The date is populated when the client completes the first automated DD Form 2648 or a staff member enters the completion date of a DD Form 2648 / 2648-1 during proxy registration. This date is not editable.

4.4.20 UPDATED PRESEP FORM DATE

The date is populated when the client completes a second automated DD Form 2648 or a staff member enters the completion date of a DD Form 2648 / 2648-1 during proxy registration. This date is not editable.



4.4.21 REASON LATE

The Reason Late code is selected by Active Component client when completing the DD Form 2648. It is a required field and is not editable. If the reason is ―other,‖ there will be a link which displays the justification entered by the client.

4.4.22 ACCEPT/DECLINE PRESEP SERVICES

Version of the Preseparation Counseling Checklist (DD Form 2648/2648-1), prior to January 2011, gave the client the option to Accept or Decline preseparation counseling. That is no longer an option and all client records with checklists completed on or after January 1, 2011 will reflect Accept. The field is not editable.

4.4.23 DATE TAP WORKSHOP COMPLETED?

Applying attendance for a TAP Employment Workshop via the Event Record or Client View Edit Record will populate this date. The date is not editable.

4.4.24 DATE VA BENEFITS BRIEFING COMPLETED?

Applying attendance for a VA Benefits Briefing via Event Record or Client View Edit Record will populate this date. The date is not editable.

4.4.25 DATE VA DTAP COMPLETED?

Applying attendance for a VA DTAP Briefing via Event Record or Client View Edit Record will populate this date. The date is not editable.

4.4.26 DATE FEDERAL RESUME TRAINING COMPLETED?

Applying attendance for an Other Employment Assistance Training (OEAT)> Apply for a Federal Job Or Non-Training Event > Apply for a Federal Job – OPM will populate this field. Applying a date via Client View > Edit Record will also populate this field. The field in Client View Edit Record is enabled only for records with SPD of AW2 or MEB/PEB. The date is not editable.

The original DD Form 2648 or 2648-1 and demographics associated with the original form are stored in the database for reporting purposes. Timeliness is reported for original DD Form 2648 only.

TOPIC – Associating a Counselor ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.5 ASSIGNING A COUNSELOR Assigning a counselor is a very simple process and takes only seconds. Select the Edit Record tab or the link. The Edit Record screens displays with only the Counselor field enabled for selection. Select a counselor from the drop down menu and Submit. Only Active Counseling staff will display. Submitting displays the record with the counselor name populated in the Counselor field. Some tabs and features are disabled until a counselor is assigned.

An Active Component record with a completed DD Form 2648 will indicate counselor ―unassigned.‖ No need to edit record but instead select Appts tab to record Initial Counseling. The system will automatically assign you as the counselor. If a counselor is assigned prior to submitting the Initial Counseling Protocol, the system will automatically assign the counselor submitting the protocol; therefore, overwriting the initial counselor assigned.

TOPIC – Edit Record ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.6 EDIT RECORD Always use caution when editing a record. The Edit Record tab is always enabled. Fields that display are those appropriate for the client type. The screen below depicts a Military Service

Member. Removing the AKO User Name is used when (1) the client has changed their AKO User Name, (2) ACAP XXI presents the message “ACAP XXI and AKO User Name do not match. Please see an ACAP staff member for assistance, or (3) Logging onto ACAP Secure Portal, the client receives a message stating “Your AKO User Name does not match the user name in the ACAP database. Please contact your ACAP Center for assistance.”

Modifying a separation date can impact timeliness for Active Duty MSM. Never move a separation date to a date sooner than the date entered when the client registered. At the time of registration, this was the client’s anticipated separation date. There is no option to modify the separation date of

a veteran, retired or DoD Civilian. .

AKO User Name is stored the first time the client logs onto ACAP XXI. When a client is unable to access ACAP XXI but can access his/her AKO account, it may be because the AKO user name in the ACAP XXI database is different from the one in AKO. This occurs when the user changes his/her AKO user name after registering with ACAP. The staff member can view the AKO user name stored in the ACAP XXI database to verify or remove. If removed, the search routine is performed again when the client logs onto ACAP XXI or ACAP Secure Portal and the new AKO Username is stored in the client record. Counselor name of an inactive staff member will continue to display in the client record until an action is required in the record. Selecting Edit Record will display “Select One” in the counselor field indicating a need to select an active counselor. Special Program Designator identifies clients belonging to a “special program.” Field is not required. The only selection available is MEB/PEB. Remote Services and AW2 are assigned at the “top of the system” and are not editable. STP (Student/Trainee/Prisoner) is populated when the STP Proxy Registration is selected. The SPD is not editable. If the client has SPD of Remote and is determined to be MEB/PEB, the record can be modified and the selection for SPD will be MEB/PEB Remote.

Client Retiring Yes/No? is used to validate the separation date. Clients retiring are allowed to begin ACAP 24 months prior to separation while

non-retiring can begin 12 months prior.

Clients affected by Stop Loss can begin 18 months prior to separation.

Full SSNs can only be edited if entered via Proxy Registration. Why? When a client logs on the first time, AKO returns the SSN and thus the system knows the SSN to be correct.

TOPIC – Edit Record ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


Edit Record Continued….. Unit can be updated at any time. Unit for Reserve Component is required ONLY when the SPD ―MEB/PEB‖ is

selected. The unit field is populated ―select one‖ if the unit associated with the record is no longer a selectable unit.

If the client selected Unit A during registration, completed preseparation counseling and a staff member changes the unit to Unit B, timeliness will be reported for Unit B.

If a client completed preseparation counseling at Site A, the completion and timeliness is reported for that site on Local and Management Level Compliance/Non-Compliance Reports and the ACAP Standards Report. If the client record is associated with another center (Site B), the client will continue to be reported on the ACAP Standards Report and Management Level Timeliness for Site A. The Local Individual Preseparation Non-Compliance, Individual Preseparation Compliance and Unit Timeliness/Lateness Reports will not include the client at either site.

Social Security Number is passed from AKO to ACAP XXI when the client logs on using their AKO User Name and Password. Exercise great caution when modifying an SSN. Typically, the only reason a SSN would need to be modified is due to a data entry error when using proxy registration.

Modifying preregistration should be limited to correcting preregistration fields (telephone number, unit, grade, separation date and email address). Required fields are indicated with an *. Populating other fields is optional.

TOPIC – Edit Record – Removing MEB/PEB Designator ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.6.1 REMOVING MEB/PEB DESIGNATOR

Clients with an MEB/PEB initiated are the only records that should have this SPD. If a MEB/PEB client returns to their units, you must determine their new separation date. If the separation date is within the eligibility window (1 year for non-retirees or 2 years for retirees), you should edit record and remove the SPD by simply deselecting (Select One) for the Special Program field. If the new separation date is outside the eligibility window the client will have to restart their ACAP Program of Services and complete new DD Form 2648 in the future. To avoid issues with accountability and performance statistics, you must inactivate the record. Do NOT edit the separation date but instead write a note indicating the new separation date and the reason for removing the SPD. Remember, do NOT remove the SPD without first writing a note. The record can then be inactivated via Edit Record or Center Maintenance (refer to Section 6). Once the record is marked inactive, it will no longer be visible and the system will recognize the client as new when registering with ACAP in the future. When the client clears, do NOT remove the designator when the MEB/PEB client clears. This SPD is required for accountability and reporting statistics. Simply use the benchmark “no follow-up required.”

Read the guidance carefully and make the appropriate modifications or inactivate the record.

.

TOPIC – Edit Record – Applying Attendance and Changing Deployed ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.6.2 APPLYING ATTENDANCE FOR A TAP WORKSHOP, VA BRIEFING OR VA DTAP

BRIEFING

Staff may edit record and enter a date for a workshop completed at a non-ACAP base or installation. Typically, this will apply only to clients participating in the Remote Services Program and those who have attended a workshop while on temporary duty. This will not apply to clients who attended a TAP workshop at an ACAP installation. When entering a workshop date, a client note must be entered indicating the client has reported he or she attended a TAP Employment Workshop at [base or installation name]. MEB/PEB and AW2 clients may be given bedside or deskside VA Benefits and DTAP Briefings. This requires a certification process to document completion. Once the VA representative provides written documentation that the Soldier attended the briefing, staff may edit the record and enter a date for the briefing. When entering a date, a client note must be entered stating where the briefing was conducted. The date will be disabled if the client has already attended the event.

If the client has attended more than one TAP Workshop or VA Briefing etc, Client View will display the date of the first TAP Workshop or VA Briefing attended. Client Progress will display both.

4.6.3 DATE FEDERAL RESUME TRAINING COMPLETED

From Client Record select Edit Record. The Field is enabled only when the record has a SPD of AW2 or MEB/PEB. The date is not editable. If attendance at formal training is not feasible, individual training will be offered to eligible Soldiers. This applies to situations where demand is insufficient to justify the conducting of formal training or if the client is physically or emotionally unable to attend. One-on-one training is conducted using the same slides/script used for formal training. Attendance for these Soldiers is recorded manually by editing the client record to enter the date on which the one-on-one program of federal job related instruction was completed.

TOPIC – Edit Type ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.7 EDIT TYPE

Each time a client‘s type is changed, a new record is created and the previous record is no longer accessible. The new record includes all progress, appointments and notes from the previous record and enforces rules that apply to the new client type. For example, an Active Duty client record exists with a DD Form 2648 or DD Form 2648-1, is changed to Veteran and

changed again to Active Duty. The new record enforces all rules associated with a new active duty record. Therefore, the client is required to complete a new DD Form 2648 or DD Form 2648-1 before proceeding.

Editing a client type works differently from editing a client record because selecting a new client type requires you to complete a new registration for the client. The new form displays with some fields populated from the existing record, and you must complete the fields required for the new registration.

If a client‘s type is incorrect in the system due to incorrect registration by client or proxy, STOP! Do not edit the type. Enter a ticket at ACAP Support and ask for assistance. If the client received

a service while having an incorrect registration type and you change the type, the client is counted twice in reports (once for each type).

This tab is disabled if the client has not received a service as the current client type. Clients who have not received a service are considered pre-clients are can be deleted. Ensure you understand guidance before deleting a pre-client.

The current type is disabled.

TOPIC – Appointments ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View

ACAP XXI USER GUIDE 4-21 SEPTEMBER 2011

4.8 APPOINTMENTS (APPTS) From the Appts. tab, you can view past or future appointments for the client and the status of all appointments. You can also cancel appointments or print an appointment slip. Add Walk-In Appointment links are disabled if you are not a counselor or CIM. Add Walk-In Initial Counseling Appointment is enabled for Active Component/AGR only.

Click Cancel link and a confirmation window displays. If you select Yes to confirm the cancellation, another window will display notifying you of the successful cancellation. Click Continue. You will be returned to the

client record.

Click Appts. on the Client Record window. The Client Appointments window displays.

Clicking on Return to Client Record returns you to Dennis‟ record. If you do not wish to return to the client‟s record but prefer to perform other functions within ACAP XXI, use the

link to the Command Center.

Refer to section 4.8.1 to learn more about Walk-in

Counseling.

Initial Counseling disabled because (1) Client has received Initial Counseling. (2) Client completed DD Form 2648 prior to February 1, 2011.

(3) Client is not Active Component/AGR.

TOPIC – Appointments - Scenarios ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.8.1 SCENARIOS RELATED TO PRESEPARATION COUNSELING

Several scenarios are described below that will help you understand the navigation of the system and ensure you perform the appropriate steps. Note: The captures do not represent the new 2.5 hour preseparation counseling/IC. Scenario 1: Client is scheduled for 0730 Preseparation Briefing Event. Completes manual form. Staff did not apply attendance status for event. Staff member completed proxy registration and form is entered, the system updates the status to ‗attended‘ for Preseparation Counseling. The Initial Counseling is pending. The Initial Counseling link must be selected to apply attendance and/or complete protocol. Scenario 2: Client scheduled for 0730. Preseparation Briefing Event. Completed manual form. Staff applied status of no-show. Staff completed proxy registration with form completion date the same as the scheduled event. OOPS! Event attendance already applied as no-show. The form is completed (which is important) and is reported for timeliness. However, the staff member must record a Walk-in Initial Counseling because the attendance status was misapplied.

Scenario 3: Client scheduled for 0730 Preseparation Briefing Event. Staff applied attendance status of no-show. Client rescheduled for 0930 the same day as the 0730 appointment. The client completed automated form during the 0930 appointment. The system updates the appointment status to attended for the 0930 appointment. The Initial Counseling is pending until the status is applied by select the link.

Ensure you use the Initial Counseling link to record attendance for the pending

appointment. Selecting attended enables the protocol

screen.

TOPIC – Appointments - Scenarios ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


Scenario 4: Client does not have a pending Preseparation Briefing appointment. Client is proxy registered and Input Initial Counseling is selected. The Appointments display with [Add Walk-In Counseling Appointment] enabled. Scenario 5: Client is proxy registered and Input Initial Counseling is NOT selected. User may return to Proxy Registration or Command Center. Returning to Client View and selecting client record > Appts Tab > the following displays allowing staff member to Scenario 6: Client completed Preseparation Counseling via the ACAP Secure Portal and has not received Initial Counseling. Staff member can schedule the client on their personal calendar or record a walk-in Initial Counseling Appointment for ―walk-in‖ or telephonic initial counseling.

TOPIC – Appointments – Initial Counseling Review ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View

ACAP XXI USER GUIDE 4-24 OCTOBER 2011

4.8.2 INITIAL COUNSELING

Select Walk-in Initial Counseling Appointment if the client does not have a pending Initial Counseling appointment. The Initial Counseling link is enabled for both pending and attended Initial Counseling appointments. The [Add Walk-In Initial Counseling Appointment] is enabled for counseling staff only and is to be selected when the client receives Initial Counseling (using the protocol) without having an appointment.

4.8.2.1 WALK-IN INITIAL COUNSELING

Date selection is a pull-down with choice of current date or last four (ignoring weekends). Submit displays appropriate

ITP.

TOPIC – Appointments – Walk-In Initial Counseling ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.8.2.2 SCHEDULED INITIAL COUNSELING

Select Initial Counseling Link to apply attendance and/ r

complete ITP.



4.8.2.3 INITIAL COUNSELING PROTOCOL/INDIVIDUAL TRANSITION PLAN (ITP)

The Secretary of the Army desires that every Soldier develop an Individual Transition Plan. The ITP is focused on the client‘s goals identified during preseparation counseling (25b on DD Form 2685/-1). There are six focused ITPs. Selecting Initial Counseling or Walk-In Initial Counseling presents the appropriate ITP which can be found in the appendix of this user guide. Completing an ITP requires the counselor to select a minimum of one item and indicate a date or proposed action, select a date in the future or no greater than 30 days in the past, enter a counseling note summarizing the session and the next step.

Crosswalk from ACAP XXI DD Form 2648 to ACAP XXI ITP

DD Form 2648 ACAP XXI Selections ITP

I already have post-military employment

I already have post-military employment I already have post-military employment

I plan to go to school and use my VA education benefits



I plan to get a job and start work as soon as possible



I don‘t know what I want to do

Will not ask – if selected on manual form, counselor will select Other and indicate the client does not know

Other

Other I plan to start a business – this text will display in the ―other‖ description

Other

Other I plan to retire and not work – this text will display in the ―other‖ description

Other

Otjer Other – 300 characters free field Other



Selecting Print ITP or Print Timelines opens print document a new window.

Select „Did Not Attend‟ to apply a status of No-Show. Input fields are disabled when selected „Did Not Attend‟. Locations are the same as the Resume Writer.



4.8.2.4 INITIAL COUNSELING REVIEW

Once the Initial Counseling Protocol has been submitted, you may review from the Appts tab by selecting the Initial Counseling link. It is review only.

TOPIC – Appointments – Walk-In Follow-On Counseling ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.8.3 WALK-IN FOLLOW-ON COUNSELING

The [Add Walk-in Follow-On Counseling Appointment] is enabled for counseling staff only and is to be used solely for substantive counseling sessions. To be considered substantive, counseling must be more than providing limited information or assistance with workstation use AND must be of a significant duration — generally more than 15 minutes. Counseling notes should include general statements that describe the focus of the session, specific issues that were covered and what the client will work on and/or the next step. Add Follow-On Walk-in Counseling Appointments will typically be used for those infrequent instances when a client is in the Center; however, it should also be used for unscheduled counseling sessions involving clients who call and engage the counselor in an unscheduled telephonic counseling session. For Active Component, this link is disabled until the client receives Initial Counseling.

2. All fields are required.

The duration in minutes includes: 30, 60, 90.

Submitting notes will automatically apply attendance.

The counseling session will be recorded in progress and reflected on reports.

Submit will display a confirmation message if there are no conflicts.

The walk-in link and

attendance link are disabled if the staff member logged in is NOT a CIM/counselor.

The Add Walk-in Follow-on Counseling appointment is enabled for eligible

clients ONLY!

If there is a pending or attended Counseling

appointment for the same day and time, a conflict message displays when the walk-in appointment is submitted.

1. Click Add Walk-in Follow-On Counseling

Appointment.

Date selection is a pull-down with choice of current date or last four (ignoring weekends).

TOPIC - Progress ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


The client is reported at Riley for Timeliness (center where the DD Form 2648 was completed). Services received at Riley/Gordon are reported on Resource Usage appropriately. The client is reported on the Gordon Center Progress and Standards (IC, Workshop, VA/DTAP, and Other Services is reported at Gordon (center where the record is associated at time of separation).

Reporting Secure Portal (Online) Usage can be confusing.

Usage is reported on both the Online Resource Usage Report and the Resource Usage Summary.

Online Resource Usage Report reflects Online usage for the site where the record is currently associated. Example: Client uses Cover/Thank You Letter via Online when the record is associated with Riley. Later, the client record is associated with Gordon. The client will be reflected in the Online Usage Report for Gordon.

The Resource Usage Summary will reflect Cover/Thank You for Riley.

4.9 PROGRESS From the Progress tab, you can view client activity (progress) identified by the Center where the service was provided. This allows a counselor to track the client‘s progress during the transition process. Progress is updated when the client uses ACAP XXI, attendance is applied for an event, attendance is applied for a counseling appointment or a staff member enters the manual responses for a DD Form 2648. This recorded activity is also captured in reports. If re-associated through staff module or if client logs into a different site, record the re-association in progress with 'location change - name of previous center' and the date.

Click Progress tab on the Client Record. The Client Progress window displays. This tab is enabled only if the client has received a service and eligible.

Application generates this entry when a staff member edits Type in

Client View.

Workshop is recorded here regardless of which method is used to record the attendance.

Edit Record

Marking attendance for an event

TAP Workshop is recorded here regardless of which method is used to record attendance.

Marking attendance for an event

Edit Record

Application generates this entry when a record is associated from another site. The Center Name “Riley” indicate where the

record came from.

Method for completed the DD Form is indicated: DD Form 2648 – automated DD Form 2648 – manual

Online DD Form 2648

TOPIC – Notes ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.10 NOTES All contract staff and the TSM may add general notes or view all notes. Each note indicates the date and time the note was entered and the name of the person who created the note. However, all notes ―are not equal.‖ As indicated in previous sections of this guide, a note is required to complete some functions in ACAP XXI. These notes can be viewed from this tab. The purpose of entering a general note from this tab is to share information and is referred to as a general note. Notes entered via this tab do not record a visit and does NOT mark attendance for a counseling session. Refer to the Scheduler section ―How do I apply attendance for a counseling appointment?‖

1. Click Notes tab on the Client Record. The Notes window displays.

All existing notes display. The Add Notes

link is enabled.

Client‟s name will appear at top of client note page.

Notes for attended Follow-On Counseling session will appear in italics. Counseling attended after deployment of Release 9.7 (Aug./ Sept. 2010) will include the note and time of the attended appointment.

Notes entered via Initial Counseling Protocol.

If notes do not exist, this window displays with Add

Notes link enabled.

TOPIC – Notes ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


2. Click Add Notes link. The Enter Client Note window displays. 3. Add a note (up to 500 characters). 4. Click Submit.

5. The Client Note window displays with the new note listed at the top. 6. Click Return to Client Record to return to the client record or Add Notes to add an

additional note.

NOTE: There are no restrictions on the number of notes a record can contain. Notes cannot be modified once submitted.

Note generated by system for clients completing a DD Form 2648 via an SRP/Proxy Registration.

Note generated by system when

a mass email was sent.

TOPIC – Schedule ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.11 SCHEDULE Scheduling from the Client Record is similar to scheduling from the Scheduler, but saves you a few steps. This method of navigation allows you to schedule ONLY the client whose record you accessed. The complete navigation for the Scheduler is covered in a later section. All staff members, excluding TSM, may schedule counseling appointments for any counselor. Selecting the Schedule tab from Client View displays the Event calendar. Note: selecting Scheduler from Command Center displays Personal Calendar. The Schedule Tab is disabled if the client‘s record indicates ineligibility. Check separation date

and client type.

Click Schedule tab on the Client Record window. The Scheduler displays and defaults to the Events Calendar.

Return to client record.

TOPIC – Schedule - Personal Calendar ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.11.1 PERSONAL CALENDAR

Click on an available time (shown as an underlined link in blue). A window displays asking what type of appointment to schedule.

View All Staff View All Staff opens to the current date.

Click the name of the staff member whose calendar you want to display.

The counselor name links to that person‟s daily calendar.

All appointments must be scheduled by way of the day view.

Remember that you are still scheduling ONLY this one client.

For viewing “all staff” in a prior or future month, navigate by a personal day view and then advance to another week or month. Click on the day that displays the day view for date selected.

The shaded areas represent one hour before and after the hours defined in the staff member‟s staff account. This allows a staff member to schedule a client outside his or her core work hours.

View Other Calendars

Available in day, week and month views.

Select the desired counselor and click Submit.

The appropriate day, week or month view for that staff member displays.

All appointments must be scheduled by way of the day view.

Remember that you are still scheduling ONLY this one client.

When you click View Other Calendars, the Events and Workstations tabs are disabled.



4.11.1.1 INDIVIDUAL PRESEPARATION COUNSELING/INITIAL COUNSELING

1. Select the appointment start time from Personal Calendar.

2. Add any comments that you want to appear on the calendar. Not required.

3. Click Submit or Cancel.

4. Clicking Submit initiates the validation process, which checks to ensure the client does not have another appointment scheduled during the selected time period.

5. Confirmation screen displays.

There is no duration option. The system automatically schedules 120 minutes for Preseparation Counseling and 30 minutes Initial

Counseling.



4.11.1.2 INITIAL COUNSELING

1. Select Initial Counseling and Submit.

2. Add any comments that you want to appear on the calendar. Not required.

3. Click Submit.

4. Clicking Submit initiates the validation process, which checks to ensure the client does not have another appointment scheduled during the selected time period.

5. Confirmation screen displays.

There is no duration option. The system automatically schedules 30 minutes for Initial Counseling.



4.11.1.3 FOLLOW-ON COUNSELING

TOPIC – Schedule Event Appointment ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.11.2 EVENT APPOINTMENT

This method of navigation allows you to schedule ONLY the client whose record you accessed. The following screens illustrate the steps for scheduling a client for an event from the client record.

1. Click Schedule tab on the Client Record window. The scheduler displays and defaults to the Personal Day View of the staff member logged on.

2. Click Events tab on the personal day view calendar The Events Day View calendar displays. 3. Select the event to schedule

appointment.

Scheduling for this client only.

4. Event Record displays.

Click Add Appointment. A confirmation window displays.

TOPIC – Schedule Event Appointment ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


If a client elects to attend another preseparation briefing once a DD Form 2648 has been completed, the system will not you to schedule the client for an additional preseparation unless the current form is invalid.

4. Click Return to Event Record. The Event Record displays with client name

added to the list.

Return to Event Day Calendar returns you to the event day calendar with the selected client indicated at the top.

From this window, select Command Center.

TOPIC – Schedule Workstation Appointment ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.11.3 SCHEDULE A WORKSTATION APPOINTMENT

The process for scheduling a selected client for a workstation appointment is the same as scheduling the client for a counseling appointment.

2. Click a time indicating availability by a blue link. The Add Workstation Appointment window

displays.

3. Select the appointment duration (60, 120). 4. Click Submit.

A confirmation message displays. 5. Click Return to Schedule or Print Appointment Slip. See Section 1.1.5 for complete

printing instructions.

1. From the Personal or Events Calendar, click the Workstations tab. The Workstation Day View calendar displays.

TOPIC – Input 2648/-1 Tab ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.12 INPUT 2648/-1 TAB The Input 2648/-1 tab on the client record allows you to enter DD Form 2648 or DD Form 2648-1 responses the same way you do when using Proxy Registration. The Input 2648/-1 tab is used to record manual DD Form 2648 responses for Active Component Soldiers or DD Form 2648-1 responses for Reserve Component Soldiers who have a full registration.

The Input 2648/-1 tab will be disabled for one of the following reasons:

The client demographics are incomplete (client must self-register or be registered by proxy).

A completed and current DD Form 2648 or DD Form 2648-1 exists for this client.

The client is not Active Component MSM, of Family member of Active Component MSM or Reserve Component on Active Duty.

The client‘s separation date is in the past.

1. Click Input 2648/-1 tab. The Manual DD Form

2648 or 2648-1 response window displays.

2. Enter the date the manual form was completed. You cannot enter a date greater than 30 days in the past.

3. Select the appropriate response to Accept Services.

4. Select Reason Late Code if enabled.

The system will enable and require this selection if the form was completed less than 90 days prior to separation.

5. Enter Yes/No responses to the DD Form 2648/-1 questions as recorded on the manual form. You can use the Tab key to move to the next field.

6. Click Submit. A confirmation window displays.

7. Click Continue to return to client record.

TOPIC – Print 2648/-1 Tab ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.13 PRINT A DD FORM 2648 /-1 A staff member can print any number of copies of the client‘s DD Form 2648 or 2648-1 by clicking the Print 2648/-1 tab. The tab is enabled if the client completed an automated DD Form 2648 or a manual DD Form 2648 or 2648-1 that was entered via Proxy registration or a manual form entered via the Input 2648/-1 tab. The Print 2648/-1 tab is used to print the preseparation counseling checklist for Active Component Soldiers or Reserve Component Soldiers. The Print 2648/-1 tab will be disabled for one of the following reasons:

The record does not indicate a completion of the form.

The client type is not Active Component, Reserve Component or Family member of Active Component.

The existing form for an eligible client is outdated and the client has not opted to accept current selections or schedule for a preseparation briefing (Active Component).

1. Click Print 2648/-1 tab. Adobe opens displaying the

completed form.

2. Select File 3. Select Print 4. Dialogue box displays. 5. Select printer and desired number

of copies.

This capture represents how Adobe displays the form in a separate window. Selecting File displays the pull down menu

represented in the capture below.

TOPIC – Benchmarking ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.14 BENCHMARKING Benchmarking provides counselors the ability to look at a client‘s key milestones. These milestones include Preseparation, Workshop, Counseling, Resume, Interview ready and No follow up required. This allows counselors the ability to ―track‖ their associated clients and to follow up. Staff will be able to search for associated clients by specific milestone. Your site should have a Standard Operating Procedure for identifying and contacting clients to encourage milestone completion and a successful transition. All staff can view and Update Benchmarks. Update Benchmark is disabled if a counselor has not been assigned.

Preseparation, Initial Counseling, TAP Workshop and counseling appointments are input automatically when client attendance is marked for these appointments. The date displayed will be the last appointment attended.

Staff updates Resume, Application, Obtained a Job, Returning to School, Interview Ready, and No follow up required with a current or past date. A note is required when updating a benchmark. Click Update Benchmark and a confirmation window will appear. Click Return to Client Record without updating benchmark.

1. Click Benchmark. The

Benchmark screen displays.

A nightly routine will clear a temporary benchmark date that is tomorrow, allowing these records to display in a query to identify clients requiring follow up.

Use the Temporary No Follow-up Required milestone to mark a client “temporarily unavailable for follow-up.” The date must be a future date that is limited to 18 months. Select Yes to indicate this date is a temporary benchmark. No will return user to the benchmark screen and allow the date to be modified. If a Temporary Benchmark Date exist, the user may remove the temporary benchmark by clicking in the box.* Remove temporary benchmark when the client returns to the center earlier than indicated. A note is required when entering a date or removing the temporary benchmark. If updating more than one milestone at a time will require only one note. The client note will be displayed in the notes tab as a general note.

Only enabled for records with SPD or

AW2.

Entering a date for No Follow Up Required requires an appropriate selection and a note.

TOPIC –Outdated Form Active Component ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.15 OUTDATED FORM MILPER Message 05-307 ―authorizes retirees to initiate preseparation counseling up to 24 months prior to retirement and all others to initiate preseparation counseling up to 12 months prior to separation date.‖ It further explains that ―A completed DD Form 2648 is valid for 24 months if the Soldier is retiring and for 12 months if the Soldier is being separated.‖ ACAP XXI supports a broad and evolving population of transitioners and is designed to accommodate their various circumstances. How ACAP XXI functions, as explained in this User Guide, enables staff members to serve the needs of these transitioners; however, explanations in no way change the basic 12/24 month policy guidance excerpted above. In support of transitioners, ACAP XXI requires staff members to perform certain actions when a Soldier has a DD Form in ACAP XXI with a completion date more than 12 months in the past. The general classification of ―Outdated Form‖ refers only to these automated requirements. The system identifies individuals with outdated DD Forms 2648 or 2648-1. Although the system must receive information from staff members regarding the new separation and departure dates before proceeding, staff members should modify a client record only when a client contacts the center to receive services. Staff members who want to contact Soldiers who attended an SRP to schedule them for TAP, VA, etc., can do so by running a Query to display the client name, unit and email address. When performing a client search, the search results page displays three links. (View, Benchmark and Outdated Form). The Outdated Form link is enabled when the client‘s DD Form 2648 or DD Form 2648-1 is more than 12 months old and their separation date is in the future. It is disabled at all other times because (1) the form is not outdated (2) the existing client record is no longer eligible and modifications to the separation date or the client type is required. Tabs in Client View are enabled with exception to Schedule and Input DD Form 2648/-1.You must resolve the issue of separation before being alerted of an outdated form. Clients may elect to update their current DD Form 2648 /2648-1,when the current form is the January 2011 version, or complete a new one. Electing to update the form will update the client record to reflect current date in Client View Updated Presep Form Date. The form will print with current date. Clients may elect to update their current DD Form 2648-1 selections or see a staff member to complete a new manual form. Electing to update the form will update the client record to reflect current date in Client View Updated Presep Form Date. The form will print with current date.

If a client elects to schedule for a preseparation briefing, the Input DD Form 2648/-1 tab becomes enabled in the event a manual form is completed.

The captures on the next page depict the staff functions. The client functions will be explained in Section 11.

TOPIC –Outdated Form Active Component ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.15.1 ACTIVE COMPONENT MILITARY SERVICE MEMBER

Clients will not be given the option to update an old form (2005 form)

Client elects to accept current selections, Schedule for a Preseparation Briefing or Edit Client

Type.

Scenario 2: Client would like to schedule a Preseparation Briefing.

Scenario 3: Edit Client Type because client is no longer eligible as Active Component.

The current client type “Active Component”

will not be selectable.

Scenario 1: Client would like to accept current selections. Record is updated with new separation date and updated form completion date.

TOPIC –Outdated Form Reserve Component ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View


4.15.2 RESERVE COMPONENT MILITARY SERVICE MEMBER

Client elects to accept current selections, Completes a new form and staff member must Input responses or Edit client type if the client is no longer

Reserve Component on Active Duty.

Scenario 1: Client would like to accept current selections. Record is updated with new separation date and updated

form completion date.

Scenario 2: Staff member enters new Date of Release and is presented with Manual DD Form 2648-1 screen. Record is updated with new separation date and updated form completion date.

Scenario 3: Edit Client Type because client is no longer eligible as Reserve Component.



4.16 INACTIVATING A RECORD Inactivated client records remain in the ACAP XXI database. This means client progress, notes and other information can be retrieved at the Army‘s request. Inactivated client records are not visible at Client View and counselors are not responsible for tracking, following up with or ―managing‖ progress for clients whose records have been inactivated. Counselors who ―Query‖ ACAP XXI to identify clients will not find inactivated clients included in query results. Client services previously recorded in inactivated client records are included in ACAP Reports requested for time periods prior to the inactivation but not for time periods following inactivation. Inactivated clients are not included in any report that is requested by separation date (ACAP Center Progress Summary Report, ACAP Standards). Deleted client records are completely removed from the ACAP XXI database. ACAP Reports reflect that the record no longer exists and never did exist. ACAP Center staff members no longer have the option to ―Delete Pre-Client‖. The Database Administrator (DBA) can delete client records, but only under controlled circumstances. Staff members should request inactivation and allow the DBA to make the decision to delete the record. Under what circumstances should a record be inactivated?

Soldier Extends or Reenlists

Separation Orders are Revoked

Soldier Withdraws Retirement Request

Soldier‘s Unit Withdraws Elimination Action

Duplicate Record

AWOL - *only records with 4 digit SSN

How does the record get inactivated? A ticket must be submitted to the ACAP Support Center > Functional and Technical Support. Tech Support responds to counselor requests to inactivate client records dependent on ticket content, quality and completeness. Information in the ticket determines whether Tech Support closes the ticket or the ticket remains open. Records can be inactivated only when complete information is provided in the ticket. What information MUST be provided in the ticket requesting inactivation of a client record?

Last Name

Last four (only) of SSN

Reason for request

Authoritative source (How the information was verified.) 1. Authoritative sources provide confirmation and include the Soldier‘s Unit, the Retention Office

or EMILPO Reports; orders rescinding separation or retirement; and/or orders for Return to Duty (RTD).

2. The direct chain of command can confirm the Soldier has an approved change in separation date; however, the reason and effective date are required for the note.

3. The Soldier can confirm changes in retirement plans. Officers are their own authoritative source for any changes in their planned separation or retirement.

Confirm that a client Note has been entered. What information MUST be included in the related client Note?

Reason for request

Authoritative source (How the information was verified.)

Client records for MEB/PEB Soldiers who Return to Duty (RTD) are inactivated at the site by a staff member. For detailed guidance about when and how to inactivate MEB/PEB records, refer to “Removing MEB/PEB Designator”, Topic 4.5.1.1 of this Section.



1. Soldier Reenlists. Reenlistments must be verified by an authoritative Army source. There are no exceptions. ACAP XXI records with only the last four digits of the SSN are inactivated only by request. Submit a ticket with the Soldier‘s last name, last four. Identify the confirming authoritative Army source (Unit, Retention, MILPO). Enter a client note in ACAP XXI and include the authoritative source. ACAP XXI records with full SSN are automatically inactivated within 60 days of the Soldier‘s reenlistment. If you know a client has reenlisted but the client record has not automatically been inactivated, confirm the full 9-digit SSN with the client. If the SSN is incorrect and the separation date is in the future, edit the record and correct the SSN. The record will automatically be inactivated the following month when the Reenlistment file is run. If the separation date is in the past, submit a ticket with the Soldier‘s last name, last four. Identify the confirming authoritative Army source (Unit, Retention, MILPO). Enter a client note in ACAP XXI and include the authoritative source.

Each month, Serco receives a file from the Army listing Soldiers who reenlisted. ACAP XXI looks for a match on the full SSN and automatically flags the record inactive. This means, the record is stored for historical purposes but is no longer visible to staff users. Since the match is on full SSN, a preregistered 4-digit record will not be flagged.

2. Soldier Extends, Does Not Retire, Is Not REFRAD. If the Soldier is within 12 or 24 months of separation or retirement and is temporarily unavailable to receive services, enter the new separation date and Benchmark the record ―No follow up required‖. If the Soldier is not within 12 or 24 months of separation or retirement, request that the record be inactivated. Submit a ticket with the Soldier‘s last name, last four and the source of the information. Enter a client note in ACAP XXI and include the source. 3. Express Registrant, Not Eligible. Call the registrant. If the individual is not eligible for ACAP services, submit a request to inactivate the record. Include the Soldier‘s last name, last four and the source of the information. Enter a client note in ACAP XXI and include the authoritative source. 4. Express Registrant, Desires Remote. Call the registrant. Verify the circumstances/eligibility (e.g., more than 50 miles from an ACAP Center). Discuss the Remote Services Program to ensure the registrant is fully aware of what the Remote Services Program offers. Enter a client Note. If the individual prefers to register for the Remote Services Program, submit a request to delete the current non-Remote Services program record. Include the Soldier‘s last name, last four and the Service member as the authoritative source). Once the record has been inactivated, call the Service member and ensure he or she understands how to complete the Remote Services Program registration. Instruct the individual to re-register and at Location Information screen, select ―I am not deployed overseas but my permanent duty station is located more than 50 miles from an ACAP Center‖. Enter a client note in ACAP XXI. 5. Duplicate Record. Most duplicate records can be corrected by a staff member at the site (e.g., preregistration misspellings, incorrect last four). Refer to ―Tips for Correcting Identified Duplicate Records‖ below. However, when it is required, submit a request to delete a duplicate record (e.g., client selected ―No‖ at ―Are you XX?‖). Include the registrant‘s last name and last four and explain what caused the duplicate record.

Additional Guidance: Duplicate records occur for a variety of reasons. Staff member oversight identifies them during daily Quality Control reviews of the Pre-Client Detailed Status Report and the results of daily preseparation counseling. A staff member should confirm the facts and/or circumstances surrounding the duplicate record, enter his or her findings in a client note and submit a ticket that includes the facts and circumstances and the name and last 4 of the SSN. A staff member is the authoritative source for duplicate records. If an error in ―Client Type‖ occurs, a ticket always must be submitted. First, the staff member should make a copy of the DD Form 2648 so the client can be proxy registered again after the original record is deleted. Then the staff member should submit a ticket that includes the name and last 4 of the SSN and the facts and circumstances. The staff member should take no further action until the DBA has removed the record from Client View. Once the client record is deleted, the staff member can proxy register the client with the correct client type and destroy the DD Form 2648 copy.



How Duplicate Records are Created: For a client who logs on to ACAP XXI or ACAP Express for the first time, AKO validates the client and returns the AKO user name to ACAP XXI. ACAP XXI searches for the user name. If there is no AKO Username (the client record has a 4-digit SSN or the client has never logged on to ACAP Express or ACAP XXI), there will not be a match. ACAP XXI will then search for the last name and the last 4 of the SSN. The last name in ACAP XXI must be exactly the same as the last name in AKO (e.g., vegas-hernandez in ACAP XXI will not match vegashernandez in AKO). If a match is found, the client is presented with ―Are you Billy Bob?‖ If the client selects ―yes‖ he or she is presented with the registration screen and, in ACAP XXI, completes demographics or, in ACAP Express, selects a unit. If the client selects ―no‖, another record is created.

Tips for Preventing Duplicate Records: When preregistering, check the database to ensure a record does not already exist for your site or in the central database. Complete preregistration demographics and, before submitting, ensure the first and last names are in the correct fields. Spell the names for the client and verify the last 4. As Soldiers arrive for preseparation counseling, staff members can use the attendance roster or front desk check in to verify the spelling of the Soldier‘s last name and the last 4 of the SSN, ensuring he or she understands that the last name must be what is in AKO. If the record is different from AKO, the record can be changed before the Soldier logs on. If he or she has a full record (9 digit SSN and an AKO User Name), the staff member should select edit record and verify the AKO Username before the Soldier is allowed to log on to the workstation. If the AKO Username is different, delete the AKO Username and let the Soldier log on. ACAP XXI will search on the last name and the last four of the SSN. Once the match is found, the new AKO Username is stored. When entering proxy registrations, ensure the first and last names and SSN on the Proxy Registration Form are legible. Verify the input before submitting the registration. Before collecting DD Forms 2648 at an SRP, check to be sure the writing is legible.

Tips for Correcting Identified Duplicate Records: A client has two records: one record has a 4-digit SSN and the other has a 9-digit SSN. One of the records has the last name misspelled or the incorrect last four of the SSN. To correct, edit the incorrect record. A nightly routine will find the match, transfer notes, progress and appointments from the 4-digit record to the 9-digit record and delete the 4-digit record. Do not submit a ticket. Alternately, a client has two 9-digit SSN records. Try to determine how this occurred. More than likely, one or both were proxy registered and the SSN in one is incorrect. Apply all notes, TAP, VA and DTAP attendance to the correct record. Submit a ticket. Identify the duplicate record and request the incorrect record be deleted.

Documents

SECTION 4 Table of Contents - taapmo.com 4.pdfTOPIC – Practical Application ARMY CAREER AND ALUMNI PROGRAM SECTION 4 – Client View ACAP XXI USER GUIDE 4-1 JANUARY 2009 4 CLIENT