1. 2012 Navy Medicine Audit Readiness Training Symposium Summarized Management Analysis Resource Tool (SMART) Workshop Track: Resources National Conference Center (NCC), Lansdowne, VA 04 - 06 June 2012

2. Purpose and Objectives Purpose:  Present Summarized Management Analysis Resource Tool (SMART) overview and discuss application capabilities, functionality, and system enhancements. Objectives:  Increase SMART awareness. User forum to share methods on how SMART is being utilized and discuss system development. FOR OFFICIAL USE ONLY 2

3. Session Overview FOR OFFICIAL USE ONLY 3  SMART Overview & Capabilities o About SMART o SMART Information o Key Benefits o Data Sources  SMART Functionality o UIC Structure by Fiscal Year o Omitting Data – Remove or Suppress o Update Time Stamp o Shared Views  SMART System Enhancements o FTEs & Civ Man Hours o 365 Daily o Workload o BJONs o Direct Cost Detail – PoR, OCO, WII, TBI/PH This session will cover the following topics:

4. SMART Overview FOR OFFICIAL USE ONLY 4 About SMART:  SMART is a web-based analytical application used to plan and monitor the cost, expense, and workload of operating Naval hospitals, dental centers, and clinics.  Created as a one-stop option for providing detailed and summarized information on the status of any medical health care facility in the BSO.  Consolidates data from multiple applications into a single, centrally available, and easy to use interface.  Information in SMART is based on the Financial Guidance supplied by Code M84.

5. Key Analytical Capabilities FOR OFFICIAL USE ONLY 5 Summary executive and detailed managerial information provided in the following key areas:  Financial Performance Monitoring  Unit Cost Measurement  Commodity Trending  Workload Analysis  Peer Group Comparisons  Data Quality / Integrity Analysis  Budget Execution

6. Key Analytical Benefits FOR OFFICIAL USE ONLY 6 SMART provides benefit with a higher quality and quantity of data. This results in improved timeliness, cost savings, improved operations and higher rates of return. Key analytical benefits include:  Verifiable Data  Accuracy in analytical data measures  Speed  Consistent data view  Simplicity  Daily process supporting data quality and integrity

7. SMART Data Sources FOR OFFICIAL USE ONLY 7 SMART EV Cube STARS Daily, Cert Monthly, & Deltas CHCS & MEPRS/EAS Ancillary Workload Annual Planning Figure (BAPF) Monthly M2 / WWR Workload DENCAS Actual & Targets Dental Workload Ad Hoc Query reporting SGL C&O Summary Report Ad Hoc Query reporting SGL C&O Summary Report Data Files Database SMART EV Web Pages DMHRSi / STARS / Military Pay & Hrs Data Export Excel PDF Email Microsoft XPS Doc Writer Excel PDF Email Microsoft XPS Doc Writer

8. UIC Structure by Fiscal Year FOR OFFICIAL USE ONLY 8  SMART maintains and preserves data associated with past structures.  Budget Submitting Office (BSO) reorganizations, including now closed activities continue to be reflected in SMART to maintain historical reporting and data integrity.

9. Example: Org Structure FOR OFFICIAL USE ONLY 9

10. Omit Data Options FOR OFFICIAL USE ONLY 10  Complex reports can be ‘cleaned up’ or simplified by omitting column or row data that is missing or zero.  Permanently remove by ‘right- clicking’ on-grid.  Suppress missing or zero via the Options dialog box.  Which option do you use?

11. Example: Omit Data Options FOR OFFICIAL USE ONLY 11 Note: These two differing methods can create different results

12. System Update Time Stamp FOR OFFICIAL USE ONLY 12 Has today’s update been completed? You can audit. The System Data Dates table is loaded with info.

13. Shared Views FOR OFFICIAL USE ONLY 13  SMART users can collaborate by utilizing Shared Folders.  Shared Folders can save you time.  Use other’s hard work as templates for your reporting needs.  You have access to all of the reports in your Group’s folder(s).  Do you use SMART’s Shared Folders?

14. FTEs & Civilian Man Hours FOR OFFICIAL USE ONLY 14  Streamlined processes for procuring and modeling large bi- weekly datasets  Enhanced CIVPERS FTE transparency across Navy Medicine  Stakeholders can now conduct multi-dimensional analysis of CIVPERS FTE data  Streamlined processes for reconciliation of FTE data between the various financial and manpower systems New SMART Data: Streamlined FTE Calculation Key Benefits:

15. Example: New Man Hours Data FOR OFFICIAL USE ONLY 15 NH Camp Lejeune – Civilian Man Hours by Pay Plan Code (Object Class Dimension) and Work Code (Expense Element Dimension)

16. SMART Daily Reporting FOR OFFICIAL USE ONLY 16 DAILY REPORTING EXAMPLE  NMSC requested enhancement.  Expansion of data in Fiscal Months Dimension.  Day by Day nested within Cumulative MP1.  Once 365+ days of data have been retained, year over year daily comparisons will be available. DAILY REPORTING EXAMPLE  NMSC requested enhancement.  Expansion of data in Fiscal Months Dimension.  Day by Day nested within Cumulative MP1.  Once 365+ days of data have been retained, year over year daily comparisons will be available.

17. Workload Data Returns FOR OFFICIAL USE ONLY 17 WORKLOAD REPORT EXAMPLE  Resumption of data feed previously available.  Provides ready availability of productivity metrics (counts/$s).  Narrowed focus resulting in reduced number of available members. WORKLOAD REPORT EXAMPLE  Resumption of data feed previously available.  Provides ready availability of productivity metrics (counts/$s).  Narrowed focus resulting in reduced number of available members.

18. Base/ Basic JON FOR OFFICIAL USE ONLY 18  Added to help identify costs associated with a specific type of service or function within an operating budget  Base or Basic JON is a subset of data within the JON and JOSN.  BJON = positions 7-10 of the JON  Currently 7000+ BJONs

19. Example: BJON report FOR OFFICIAL USE ONLY 19 NMSC and reporting activities – BJONs filtered by those with negative values only. Report also filtered by suppress missing rows.

20. Direct Cost Detail FOR OFFICIAL USE ONLY 20  Expansion of the Cost Dimension  Nested within the Direct Cost member  FY09- current  Money for specific programs (OCO, WII, TBI/PH) can be projected, analyzed, and tracked in a simplified manner via these new members

21. FOR OFFICIAL USE ONLY 21 Example: OCO, WII, TBI/PH

22. Questions & Answers FOR OFFICIAL USE ONLY 22

23. Points of Contact FOR OFFICIAL USE ONLY 23 SMART Program Administration: Cheryl Hawkins (202) 685-1849 cheryl.hawkins@med.navy.mil Data Sources and Data Related Questions: Christopher Villalba (M84) (703) 681-9462 christopher.villalba@med.navy.mil Technical & Functional Support Contact: SMART Helpdesk (202) 685-1259 smart.helpdesk@med.navy.mil