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Presentation on theme: "COMMAND SCREENING FOR END OF YEAR TESTING"— Presentation transcript:


2 END OF YEAR TESTING NOTE: The following steps provide guidance to simplify the determination of members who have not provided a urine sample in the current fiscal year. It requires the use of Personally Identifiable Information and appropriate safeguards should be used to prevent unauthorized disclosure in accordance with the command’s PII Management guidance and regulations. A spreadsheet may be used to formulate a list of members to test (within a larger unit) who have not provided a urine sample over a specified period. This process temporarily utilizes PII to determine members without testing, requiring that it be performed for official use only by personnel with appropriate access to the information and exercising appropriate safeguards to prevent inadvertent disclosure. Once complete, delete all files containing PII created for this screening. END OF YEAR TESTING 1. Access the iFTDTL web portal and run a query by UIC report from 01 OCT of the fiscal year to the present date. Make your output file an "Excel" document (A). Save this report. Note: If you are not getting the desired results when attempting to run your report, you may have to run the report at 3 month intervals until you get the entire period. If you continue to have issues with printing your report, contact the iFTDTL help desk at (901) or DSN 2. Obtain an electronic command roster which provides names and ssn’s as an excel spreadsheet (B), either from NDSP or your command’s admin office. Go into NDSP and "export" your roster and save it to your desktop. Excel does not recognize the number zero as an integer so it removes it if it is the first number. Go into the "export" Excel file and format the SSN column by changing it to "Text. Add zeros in front of the short numbers to ensure each you get a total of 9 numbers. You have to do this for each row that is missing numbers. Once you have completed this step, save the file as is. 3. Create a new spreadsheet (C) with columns for LAST_NAME, FIRST_NAME, Rank, SSN and COLLECT DATE. Highlight this header row and enable filtering for them. Copy the "SSN" column and the sample (collection) date from the web portal report (A) to the new spreadsheet. Now we need to get rid of the Duplicates SSNs from the web portal. Do the following:    4. In the new spreadsheet, highlight the SSN column, right click within the column and select "Format Cells", then select "Txt". Make sure all rows have a 9 digit SSN. 5. Open the exported roster file (B) and delete all document columns except the last name, first name, rank and SSN. Copy these four remaining columns into the lower half of the new file, aligning the SSN column below the last SSN with no spacing between the new and old SSN’s. Using the excel conditional formatting toolkit, enable the rule which highlights the duplicates within the SSN column. Use the filter button in the header row to filter the SSN column by color and only display the non-duplicate cells. Each row that remains with a name in it is a member that has not provided a sample at your command within the fiscal year. Copy ONLY the names and ranks to a document either for printing or . The document can be used as a reference to create a subunit sweep for untested members within NDSP by dragging and dropping the names into a new folder specifically for this testing. Delete all cells containing PII before deleting the files (A,B,C) created to generate the list. The list of names and ranks only can be saved for future reference. Any newly reporting members should be tested as new arrivals under the IU premise. Call the NDSP help desk if you need any help. (901) or DSN This procedure is best accomplished at a workstation where Microsoft Office ‘07, NDSP, printer access and access to iFTDTL are collocated. Contact NADAP for additional assistance.

3 END OF YEAR TESTING DoD dictates that all hands are subject to annual urinalysis testing. No system exists to make it easy to determine who hasn’t been tested. The following suggested procedure is an option that makes it easier to identify members that are untested within the fiscal year. Smaller commands may not need to use this model.

4 END OF YEAR TESTING Access the iFTDTL web portal and run a “Results by UIC” report from the start of the fiscal year (01 OCT) - present date.

5 END OF YEAR TESTING Make your output file an "Excel" document.
Save this report to your desktop. (File A) Note that samples with a collection date outside the fiscal year are NOT COUNTED in the fiscal year.

6 END OF YEAR TESTING ‘Export’ the command roster from NDSP and save it to your desktop as an excel document. Format the SSN column as “text“ and add zeros as necessary to ensure each has 9 digits. (File B) “Export Roster”

7 END OF YEAR TESTING Create a new Excel spreadsheet with the below columns to screen for tested members: LAST_NAME FIRST_NAME RANK SSN COLLECT DATE - Highlight and filter the spreadsheet by the header row 7

8 END OF YEAR TESTING Copy and paste SSN and Collection Date columns of File A to the top of the new worksheet. Copy and paste the member name/rank and SSN columns from File B to the bottom. (Align SSN column without a break) File A File B Collection Date SSN Name/Rate LAST_NAME FIRST_NAME Rank SSN COLLECT DATE AAAAAAAAA BBBBBBBBB CCCCCCCCC WHITE BOB SR BROWN LISA SA GRAY TIM PO2 BLACK SUSIE 8

9 END OF YEAR TESTING Use conditional formatting to highlight duplicates in the SSN column, representing all who in both the command roster and have testing results. Select the filter arrow in the SSN column to “Filter by Color” and hide the duplicate (red) cells. The remaining roster names have not provided a sample within the fiscal year to date. – Delete SSN’s and copy and print the listed names (only).

10 END OF YEAR TESTING Delete all files created which contain PII.
With the selected names in hand, create a test in NDSP for the untested members as a sub-unit sweep (IU premise) by dragging each name to a new subfolder and initiating a subunit sweep of that folder. Remember to delete Files A & B and any files created which contain PII.


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