JAX AIR NEWS, NAS JACKSONVILLE, Thursday, October 15, 2009 5 KIM PSD Jax: Navy-wide changes improve service to warfighters From Personnel Support Detachment Jax Anew system imple- mented in June at Personnel Support Detachment (PSD) Jax is helping streamline paper- work flows to more effi- ciently serve the warfight- er. The new Transaction Online Processing System, better known as "TOPS," is the new way that pay and personnel transactions are forwarded to the PSD on behalf of Sailors. TOPS is a secure 24/7 portal avail- able to command pass coor- dinators (CPCs), formerly known as personnel liaison representatives. TOPS retains all transac- tions which can be searched within the system. Should the CPC/PSD need to view it at a later date it is now much easier to obtain. All transactions remain in the system -with the exception of attachments, which drop out after 45 days. However, all CPC trans- actions to and from PSD remain showing when it was received, where it went for action, which clerk was assigned the action, and when the transaction was completed. "Gone are the days of hand-walked action items that got lost in the sauce," said PSD Jax Director Manny Marguy. The originator of each transaction (CPC) is noti- fied automatically by a self-generated email when- ever the action is forward- ed for work throughout the detachment and with a final email to originating CPCs stating the action is completed. "It is extremely impor- tant to not only check the updates for status, but to scroll down to the remarks section to see if there are any CPC/PSD actions need- ed to complete the trans- action," added Marguy. "Needless to say, CPCs and PSD personnel need to check the inventory flows and timeliness every day to ensure things get done in the seven-day turnaround mandate." "We currently receive more than 4,000 transac- tions per month via TOPS, with an average 4.7-day turnaround," Marguy con- tinued. "CPCs are the lifeline between PSD and Sailors to get their entitle- ments. It is imperative that administrative officers for each command review their CPC reports in TOPS to view pending transactions that must be returned to the PSD in a timely man- ner, as PSD management does so internally at the beginning of every business day for all sectional areas." "It is also important for CPCs and administrative officers to attend the CPC meetings that we hold every month at the Center for Naval Aviation Technical Training Unit conference room which are adver- tised via email," said Marguy. "These sessions are imperative to convey busi- ness rules for each of our 10 functional areas at the PSD, and more important- ly, it is a direct link to each of our sections for CPCs to represent and troubleshoot HOBBY WORLD You'll like our selection. Your wallet will like our P rice. , 7273 103rd St. Jax 772-0022 Photos by Kaylee LaRocque PS2 Eneida Dossett assists AW01 (AW/SW/NAC) Eric Leide of the Center for Naval Aviation Technical Training Unit Jax at the reception desk at Personnel Support Detachment (PSD) Jax. Most services provided by PSD can now be handled elec- tronically through the Transaction Online Processing System. issues for their Sailors. "Our 1i .- challenge is to convey new procedures not only to CPCs, some who are very junior, but to com- mand leadership as well. With TOPS fully operation- al, PSD can now measure the flow of work, monitor metrics, create training plans to address error rates, and, more importantly, eliminate crisis manage- ment," Marguy said. "We send out minutes of each CPC meeting to all of our customer com- mands, and I would ask all in leadership to social- ize this information. It will take an all-hands effort to deliver quality of life issues and understanding for such matters as pay, personnel, advancement testing, and transportation issues for the warfighter," stressed Marguy. With more than 12,000 military pay and person- nel accounts and over 270 commands serviced by PSD Jacksonville (NAS Jax, Tallahassee, Tampa, Daytona, Miami, South America and four Reserve Units in Europe), it is essential to have an active CPC in the game as issues are quickly addressed and raised to the appropriate section head for action and appropriate internal/exter- nal training as needed. "We communicate as often as necessary to ensure complicated terms, proce- dures, practices and expec- tations are less bureaucrat- ic and more user friendly to each chain of command," Marguy continued. "While an aircraft requires detailed checks and maintenance prior to flying, so does PSD require needed documentation and communications with CPCs/ commands and Sailors to make the PASS system more effective for each cus- tomer." "Our passion remains to provide top-notch service for every Sailor," Marguy said. "PSDs are graded not only by our customers, but on two key metrics: timeliness and accuracy. Accuracy means anything we input has to be cor- rect, but timeliness relates to when transactions are inputted into a pay or per- sonnel system at the PSD in direct relation to when it was actually due to the ser- vice member," said Marguy. "For example, if a mem- ber goes on leave in early November and the com- mand doesn't send the leave papers over until January, the moment we charge the leave in January we are late as Sailors are entitled to receive their COMRATS the day they go on leave, not when the administra- tive office sends it over for processing," Marguy stat- ed. "With leave processing accounting for 40 percent of our overall transactions at the detachment, this is a major timeliness issue. It is too easy for this to flow under the radar unless PSD communicates this to com- mand leadership." NAVADMIN 324/6 addresses new leave proce- dures. While TOPS has mini- mized foot traffic at the PSD significantly, it is important to stress that all CPCs are welcome from 7:30 a.m. to 5 p.m. daily to address any of their com- mand Sailors' needs. There are still some reasons for Sailors to visit PSD in per- son: to obtain ID cards, passports, sign work- sheets for exams, retire- ments (appointments made by CPC), Individual Augmentees, Sailors on separation leave when their command is on deployment, meal card activation/deac- tivations, and spouses with a power of attorney. When a special appointment is needed for a complicated pay/personnel matter that a CPC cannot address via TOPS, email, or telephone, CPCs can coordinate with PSD to make an appoint- ment. "Our policy is for our clerks to be ready when that Sailor arrives," said Marguy. "We now partner directly with CPCs and command leadership when an issue arises and collab- oratively resolve the issue." Another big change com- ing in the near future is the elimination of 'hard copy enlisted service records. "All service members should already have an electronic service record account. If not, their CPC or PSD can help them acti- Photo courtesy of PSD Jax Synetta Harris, education services officer at Personnel Support Detachment Jax, center, and PS2(AW/SW) Roderick Campbell ensure military members' worksheets are prepared for their Navy-wide exams as PS1 (AW/SW) Carlos Martinez looks on. Shawn Mahaney, a human resources clerk at Personnel Support Detachment (PSD) Jax uses the Transaction Online Processing System to input data pertaining to military service members. The new system allows command pass coordina- tors to safely and efficiently communicate with PSD via the Internet pertaining to service members' pay and personnel information. vate one. Sailors will no For more information, call longer be required to come 542-4217. to PSD and pick up their service record. Everything A is scanned and digitally cces uploaded through TOPS," continued Marguy. Each TOPS transaction represents one Sailor who ERocere no longer has to leave their Call or email me command to visit PSD. In Get pre-qualified September alone, that saves Refinance your ex more than 4,000 PSD vis- *Isearchdozenso its and countless lost man- hours at commands. Alice Caddell, a personnel clerk at Personnel Support Detachment Jax, files some service records in the ser- vice record vault. In the near future, the Navy will no lon- ger use hard copy service records. Everything will be handled electronically and all service members will have to set up an electronic service record account. s e* Mortgage Eric Rocereta 904-230-1972 eta@AccessEMortgage.com e today with your mortgage questions for a new home purchase listing mortgage to a lower rate and/or take cash out f lenders to get you the best rate ohihry shudclm At Strayer University we don't just say we understand military life. We actually do. Which is why we can offer college credit for the experience and education you've already received in the military and make it easy to transfer credits so you can earn your degree in less time. And why we offer the flexibility of earning your Associate's, Bachelor's and Master's degree online, on campus or both. A military tradition for more than 115 years, Strayer University understands what a degree can mean for your career. And we can help you earn it ASAP. 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