1. iPERMS Overview MOS 42A – Human Resources Specialist
Advanced Individual Training / MOS-T
Note to Instructor: Login to the Interactive Personnel Records Management System (iPERMs) Training System as the DA and create accounts for the Students using their AKO user name at least 2-3 days prior to teaching the class. Ensure the students are granted Scan Operator (SO), Authorized Official (AO), and Record Manager (RM) roles in the Training Database.
Note to Instructor: It is a MANDATORY requirement for all students to complete the web-based training for Scan Operator, Authorized Official and Records Manager to receive a certificate of completion.
Note: See the Instructor Guide for mandatory requirements and step-by-step instructions. Familiarize yourself with the Web-Based Training (WBT) at:
SHOW SLIDE 1: Demonstrate the Interactive Personnel Records Management System (iPERMS)
Academic hours: The academic hours required to teach this lesson are as follows:
Hours/Methods
4 hrs mins / Conference/Discussion
2 hrs mins / Practical Exercise and Review
Total hours: 6 hrs mins
Introduction: Define iPERMS Purpose and Functions
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28
Time of Instruction: 10 mins
Media: Power Point Presentation
Instructional Guidance
Note: Before presenting this lesson, instructors must thoroughly prepare by studying this lesson and the identified reference material.
MOTIVATION: “Under the Army Military Human Resource Record (AMHRR)Program, Soldier records are electronically created, maintained, used, and retained in the interactive Personnel Electronic Records Management System (iPERMS). The iPERMS is a web based, integrated imaging system that provides roles, rules and secure encrypted end-to-end records management. iPERMS is designed to support remote secure input and retrieval of AMHRR documents in a worldwide environment anytime and anyplace.” IAW DA PAM
iPERMS Overview
interactive Personnel Electronic Records Management System (iPERMS)

2. TLO 2.0 – Processing Correspondence
ELO 2.2 – iPERMS Overview
LESSON OUTCOME:
Students will have the ability to apply their knowledge of iPERMS to effectively navigate the system in application of new and concrete situations.
Students will gain basic knowledge of the information that is stored on the iPERMS database and the importance of the system.
Army Learning Area (ALA) – General Learning Outcome (GLO’s)
ALA Professional Competence _ GLO 13 & 14
INSTRUCTIONAL STRATEGY: Direct Instruction
METHODS OF INSTRUCTION:
Structured Overview
Discussion/demonstration
Inquiry
Guided Reading and Thinking
Problem solving
LEARNING OBJECTIVE
ACTION: Demonstrate the Interactive Personnel Records Management System (iPERMS)
CONDITIONS: In a classroom environment given internet connectivity, a computer, access to the iPERMS Training Database, Supplements and a Practical Exercise, and awareness of Operational Environment (OE), variables and actors
STANDARDS: The students will meet the standard when they:
Define iPERMS Purpose and Functions
Define Operator Roles
Access iPERMS Training Database
Verify Web Based Training
Access Records
Index Files
Monitor the Annual Record Review
Run Reports
Check the Batch Status Codes/Reject Codes
Review the Error Resolution Process
Review the Records Review Tool (RRT)
ACADEMIC HOURS: (Pending validation)
LEARNING ACTIVITIES
Lesson introduction
ASSESSMENT
There will be two instructor graded practical exercises to complete at the conclusion of the lesson. Students must receive a GO on both practical exercises.
SHOW SLIDE 2:
Note to Instructor: Emphasize the learning outcome and how the lesson links to the Army Learning Area / General Learning Outcomes.
October 2015

3. Terminal Learning Objective
ACTION: Demonstrate the Interactive Personnel Records Management System (iPERMS)
CONDITIONS: In a classroom environment given internet connectivity, a computer, access to the iPERMS Training Database, Supplements and a Practical Exercise,. and awareness of Operational Environment (OE), variables and actors
STANDARDS: The students will meet the standard when they:
Define iPERMS Purpose and Functions
Define Operator Roles
Access iPERMS Training Database
Verify Web Based Training
Access Records
Index Files
Monitor the Annual Record Review
Run Reports
Check the Batch Status Codes/Reject Codes
Review the Error Resolution Process
Review the Records Review Tool (RRT)
SHOW SLIDE 3: Terminal Learning Objective (TLO)
Note: Inform students of the following Terminal Learning Objective (TLO) requirements.
Action: Demonstrate the Interactive Personnel Records Management System (iPERMS)
Conditions: In a classroom environment given internet connectivity, a computer, access to the iPERMS Training Database, Supplements and a Practical Exercise.
Standards: The students will meet the standard when they:
Define iPERMS Purpose and Functions
Define Operator Roles
Access iPERMS Training Database
Verify Web Based Training
Access Records
Index Files
Monitor the Annual Record Review
Run Reports
Check Batch Status Codes/Reject Codes
Review the Error Resolution Process
Review the Records Review Tool (RRT)
Safety Requirements:  Safety Statement: In a training environment, leaders must perform a risk assessment in accordance with FM 5-19, Composite Risk Management. Leaders will complete a DA Form 7566 COMPOSITE RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Note: During MOPP training, leaders must ensure personnel are monitored for potential heat injury. Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the MOPP work/rest cycles and water replacement guidelines IAW FM , NBC Protection, FM , CBRN Decontamination.
No food or drink is allowed near or around electrical equipment (CPU, file servers, printers, projectors, etc.) due to possible electrical shock or damage to equipment. Exercise care in personal movement in and through such areas. Avoid all electrical cords and associated wiring. In event of an electrical storm, you will be instructed to power down equipment.
Risk Assessment Level: Low - Safety Review = PT
Environmental Considerations: Environmental Statement: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT.
It is the responsibility of all Soldiers and DA civilians to protect the environment from damage.    
Evaluation: There will be two instructor graded practical exercises to complete at the conclusion of the lesson.
Student Activity:
In 30 seconds, write down the all the iPERMS functions discussed in prior lessons.
Divide the students into groups of 3-5 students.
Allow 1 minute for small group to discussion of the functions of iPERMS and ask them to determine the top 3 functions of iPERMS.
Ask each group to select a spokes person and to brief their top three answers. (Note; allow 3 minutes for each group to brief.
Note to Instructor: Provide constructive feedback during the back briefs, then transition through the next two slides and discuss any topics not covered during the student’s back briefs. Note: Approximate time for this activity is 5 minutes.
Note to Instructor: slides 4-6 were covered in ID HR Systems. Briefly review the items not covered in the exercise above.

4. Define iPERMS Purpose and Functions (1 of 2)
IPERMS is the Army’s authorized electronic records repository that supports the Army Military Human Resource Record (AMHRR) of a Soldier
IPERMS provides encrypted, end-to-end secure, remote access to input to and retrieval of documents from the Official Military Personnel File (OMPFF) and other personnel folders/subfolders via the Army Knowledge Online (AKO) portal.
Electronic personnel records have storage, retrieval, and transfer capabilities that enhance both mobilization and personnel readiness.
Human Resources Command (HRC), United States Army Reserve (USAR) and Army National Guard (ARNG) databases are used to ensure the iPERMS application is current and reflects the Soldier’s status. The exchange of data is a one-way exchange of Soldier data from the databases to iPERMS.
Soldier information is captured in these databases and most information will have supporting documentation in the Soldier’s AMHRR. Only supporting documentation listed on the table of required documents per AR will be input into the AMHRR.
SHOW SLIDE 4: Define iPERMS Purpose and Functions
1. Learning Step / Activity 1. Define iPERMS Purpose and Functions
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28
Time of Instruction: 15 mins
Media: Power Point Presentation
Note to Instructor: Ensure students have active AKO accounts before starting this lesson.
IPERMS is the Army’s authorized electronic records repository that supports the Army Military Human Resource Record (AMHRR) of a Soldier.
(1) Soldier or Records Administrator are two distinct views which enable online and real-time updates for iPERMS users.
(2) Includes changing what records can be viewed, how long they can be viewed, restricting the ability to view any record.
IPERMS provides encrypted, end-to-end, secure, remote access to, input to, and retrieval of documents from the Official Military Personnel File (OMPF) and other personnel folders/subfolders via the Army Knowledge Online (AKO) portal.
(1) Records transfer between the domains is completed automatically when the transfer information is recorded in the Army personnel database (ITAPDB, eMILPO).
(2) The system defines the format, contents, and structure for the information exchange.
The IPERMS Records Management System provides storage of, controlled access to, and safeguarding of the AMHRR and other folders/subfolders.
(1) The retention period for the records in the AMHRR is 62 years after the date of retirement, discharge, death in service, or completion of Military Service Obligation (MSO).
(2) The date for transfer of ownership of the AMHRR to the National Archives is the 63rd year.
The authoritative source documents/images are managed and stored using a Tagged Image File Format (TIFF), meeting the current National Archives and Records Administration (NARA) standard for archiving images of documents.
(1) IPERMS employs the WORM (write once, read many) technology.
(2) Once an image of a document is imported into iPERMS, the image cannot be changed or altered. Audit controls are in place to provide a history of activity related to each document.

5. Define iPERMS Purpose and Functions (2 of 2)
KSD LIST
SHOW SLIDE 5: Define iPERMS Purpose and Functions (2 of 2)
Note: Have the students open Supplement 2 for an example of the complete list of key supporting documents (KSDs) that are required to be filed in the AMHRR using iPERMS (ARNG forms are found at the bottom of the KSD list). Inform the students that the KSD list receives constant updates and to check the following websites to ensure they are using the latest version of the KSD list.
Note: Inform the students that the current Personnel and Finance KSD Lists are located on HRC’s web site.
The following URLs are provided for reference only:
Personnel KSD list
HRC, ASRB Web page:
Finance KSD List
HRC, ASRB Web page:
Note to Instructor: The list of KSDs (Supplement 2) provides RMs with a comprehensive list of documents required to support the Army’s auditability requirements. Discuss the contents of MILPER message (Supplement 4) and the DA Directive dated 14 Jun 2013 (Supplement 5) with the students and ensure they understand that these documents must be uploaded into the AMHRR via iPERMS.
MILPER message
DA Directive dated 14 Jun 2013

6. Define Operator Roles SHOW SLIDE 6: Define Operator Roles
  Learning Step / Activity 2. Define Operator Roles
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28 (depending on the audience)
Time of Instruction: 3 min
Media: Power Point Presentation
a. Domain Administrators grant access based on what level the user will be working; such as: Battalion, Brigade, G-1, UAs, etc. Determination for access will be made IAW AR , Military Personnel Information Management/Records.
In iPERMS there are three operational roles at unit levels:
1) Scan Operator (SO) role is used to scan/upload and index all authorized documents created or acquired for the AMHRR. The SO will normally have access to a parent Unit UIC and all subordinate Units.
2) Authorized Official (AO) is given “view only” access to selected records by the Domain Manager/Domain Administrator (DM/DA) when access rules are assigned. The AOs have access to view all UICs for their Battalion (BN) or Brigade (BDE) level.
3) Record Manager (RM) role can only be granted by the Domain Administrator. In this role the annual Finance and Personnel record reviews are performed.
c. Obtaining the SO, AO and RM roles require users to complete mandatory web-based training prior to granting access.

7. Access Records
(1 of 2)
Record of: AUSTINHANKINS SHOWNET A0101 ( )
SHOW SLIDE 11: Access Records
5. Learning Step / Activity 5. Access Records
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28
Time of Instruction: 35 mins
Media: Power Point Presentation
Note to Instructor: See the System Administrator for Domain and Classroom assignments. SSI, AGS students will “only” be given rights to view A = Active Army (AA) records.
Note: Login to iPERMS “AO” role from the iPERMS Training-Select Role page.
Note to Instructor: Ensure students know their Student number an iPERMS class number.
Query records using the SSN.
1) Domains for the iPERMS training database: A = Active Army (AA); V = Army Reserve (AV); R = NG Arkansas (AR) ; C = NG Colorado (CO)
2) The first 3 numbers of the SSN are indicative of the training domain:
986 = AA domain; 985 = AV domain; 984 = AR domain; 983 = CO domain
3) The fourth and fifth numbers indicate the classroom:
= AA domain, classroom 1
= AV domain, classroom 2
= AR domain, classroom 3
= CO domain, classroom 4
The last four of the SSN indicate the Student number in the classroom and the Soldiers record in the iPERMS training database.
0101 = Student number 1, 1st Record
Note to Instructor: Each domain is uploaded with only “5” records that alternate with the classroom and maximum student capacity of “50” records. It is possible that every 10 students will view the same record with a different SSN.
b. SSN ( ) = AA domain, classroom 1, student 1, 1st record

8. Access Records
(2 of 2)
SHOW SLIDE 12: Access Records (for additional training)
Note to Instructor: Soldier records from AAA-162s for UIC (WK0101) and (WK0151) of the eMILPO training database are loaded in iPERMS under UIC (WK8701) and (WK8751). All DD 93’s and SGLV’s are available. Complete personnel/finance records are available for “31” Soldiers. See the Instructor Guide for the complete list. Students requiring additional training will use the following instructions for Soldier Record selections.
Login to iPERMS under the “AO” role from the iPERMS Training-Select Role page.
Note: For SSN “9(CL)XXXX(SN )” queries replace “CL” (class) with 87; for “SN” (student number) replace with “01.”
a. Query records using the SSN.
1) For CW3 JARVIS PENDLETON, SSN:9(CL)1307(SN) type:
2) Click the “Lookup SSN” button.
3) The Soldier’s record will open.
Query records using Soldier report parameters.
1) Go to “Report Criteria” section.
2) Enter the “full” or “partial” name of the Soldier.
3) Enter to view record.
Query records using Soldier criteria.
1) Click “add” to add report criteria such as UPC, rank, etc.
2) Select “type” of report.
3) In the “values” section you add specific criteria for the report (UPC K8701).
4) Use the magnifying glass to select the specific criteria, then click “Select Value” button. The selected criteria appears in the Value(s) field.
5) Click the “Add” button. The criteria will be added to the Report Criteria field. You can also click the Inverse box. This will include everything except what you selected.
6) Click “run report”.
Navigate the Record.
1) The Soldier’s record is divided into folders that are displayed in the Record Window.
2) Each main folder can be opened to display a list of sub-folders.
3) Only the document folders and or subfolders that contain documents are displayed.
Note: After running the reports, allow the students 2-3 minutes to freely navigate and experiment with the database and it’s functions.
This is a snapshot of what all the folders look like in a Soldier record view. Please note that any given folder will only show if there are documents filed in the folder.

9. Index Files (1 of 2) SHOW SLIDE 13: Index Files (1 of 2)
The students may also use this option to queue documents for indexing
SHOW SLIDE 13: Index Files (1 of 2)
6. Learning Step / Activity 6. Index Files
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28
Time of Instruction: 10 mins
Media: Power Point Presentation
Note: Complete Supplement 1 “BEFORE” learning activity 6 to teach students the process of changing a document to a TIFF file from the eMILPO training database and index to iPERMS. The selected Soldier record will be used to continue the learning activity. Select the “Scan Operator” role from the iPERMS Training-Select Role page.
CW3 RODRICUS STURGIS  SSN: 9(SN)1283(CL)  Type:  
Note to Instructor: This slide builds adding arrows with each click.
Scan images in Tagged Image File Format (TIFF) or Multi-Tagged Image File Format (MTIFF). Images must be black and white, no color images and the resolution must be 300 Dots Per Inch (DPI). (Note: Check all original documents for printing on both sides of the paper to ensure all information is scanned. Also ensure the documents are properly prepared prior to scanning by removing all staples, paper clips or other paper fasteners; removing sticky notes (if the sticky note has important information, make a copy and scan it also.); trim jagged edges to produce a smooth edge; repair torn documents; straighten bent or folded pages and photocopy delicate pages.)
Create a Batch.
From the Queue select “Create a New Batch” button (folder with a star on the upper right hand corner).
Click the “Upload Images” button (sheet of paper with a star on the upper right hand corner).
Click the “Browse” button next to the Image 1 field on the Upload Images to Batch window, locate and open the “TIFF image(s) file” you saved.
Click the “Open” button. (The image name is returned to the image 1 field.)
Add more images as needed, using the steps above.
Click the “Add Now” button. (A message appears indicating that the upload was successful.)
- Click the “View” button. (The images are now part of the new batch.)
Note: For training purposes only, if the duplicate document icon appears, bypass by clicking “Cancel” when the system prompts to clear the duplicate. This action is a result of previously indexed documents for UIC (WK8701 and WK8751) within the iPERMS training database.
The students may use this option to queue documents for indexing

10. Index Files (2 of 2)
The students may also use this option to queue documents for indexing
SHOW SLIDE 14: Index Files (2 of 2)
Naming Batches.
Enter the Container ID using the unit name (i.e. AGS)
Edit the Batch Name, if applicable, using the Soldier’s Name. (Batch Name defaults to New Batch Date and Time.)
Enter Soldier’s Name or SSN.
Enter the Document Name or click the “Magnifying glass” to confirm document names.
Enter the Effective Date in “YYYYMMDD” format.
Click the icon that forwards to the next image: the system will allow for other records to be indexed, check duplicates or complete index.
Select Save from the Action menu or click the Do Selected Action arrow. The batch will we be saved.
One of three messages could be received: Batch Complete, Duplicates Found, Batch Successful.
Note to Instructor: Inform the students of the following steps to edit a batch before indexing by using the same procedure to load DD Form 93/SGLV for
CW3 RODRICUS STURGIS  SSN: 9(SN)1283(CL)  Type:   
View and Edit the batch.
1) View each image to determine if it is readable. (Use the Image Viewer Toolbar to enlarge the document view).
2) Organize the images so that multi-page documents are complete.
Join Two Documents. Click the Join up or Join Down button. The selected document joins the document above or below the selected document. Need Examples
Split a Document. Click the Split button. The document is split; the pages above the highlighted page will become one document, and the highlighted page and pages below will become the next document.
Delete a Document. Click the Delete Selected Document and all of its Images button. A delete document message opens asking if you are sure you want to delete the selected document and all of its images. Click OK. The document is deleted.
Delete an Image. Click the Delete Image button (you must have an image, not a document selected). A delete document message opens, asking if you are sure you want to delete the selected image. Click OK. The image is deleted.
The students may use this option to queue documents for indexing

11. Monitor the Annual Record Review
The Annual Record Review is the process of reviewing the Soldier’s record to establish that the appropriate authorized personnel and finance documents are uploaded to iPERMS.
Soldiers and RMs are required to conduct a review of the personnel and finance records using the Record Review Tool (RRT) in iPERMS during in-processing to a new duty station, annually thereafter and prior to separation from the Army.
SHOW SLIDE 15: Monitor the Annual Record Review
Learning Step / Activity 7. Monitor the Annual Record Review
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28
Time of Instruction: 10 mins
Media: Power Point Presentation
The Annual Record Review is the process of reviewing the Soldier’s record to establish that the appropriate authorized personnel and finance documents are uploaded to iPERMS.
The Annual Record Review checklist is a guidance tool that will assist RMs through the review process to check the KSDs in the Soldier’s iPERMS file.
RMs are responsible for uploading documents to iPERMS within 20 working days of the document being produced and associated actions completed. The RMs are the designated liaison for communicating to the Official Records Custodian (ORC) any updates and changes to Soldier records.
The ORC is responsible for processing and indexing documents for iPERMS. The ORC provides user support, training, and customer service to the RMs and Soldiers regarding their AMHRR in iPERMS.
a) The ORC manages and controls who has access to iPERMS.
b) The ORC resolves issues with duplicate, erroneous, fraudulent, inverted or incorrectly filed documents with the exception of evaluation reports, DA 1059, DA The Chief, Appeals and Correction of the Evaluations, Selections and Promotions Division is responsible for the correction and management of evaluation report appeals
RMs will conduct an initial review to verify that all KSDs that substantiate current Basic Pay and current Basic Allowance for Housing (BAH) are filed in iPERMS.
Note: More guidance is available on the following website:

12. Run Reports (1 of 3) SHOW SLIDE 16: Run Reports (1 of 3)
  Learning Step / Activity 8. Run Reports
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28
Time of Instruction: 5 mins
Media: Power Point Presentation
Note: Login to iPERMS and select the Authorized Official (AO) role from the iPERMS Training-Select Role page and click the “Run Report” icon on the bottom of the page.
The “Soldier Record” report is for the “AO” to view the status of uploaded documents.
If document(s) need to be added, deleted, are misfiled in the Soldier’s AMHRR, or any questions exist about the record, the RM is the point of contact for corrections.
The reports are used to check the status of the annual Finance and Record review requirement.
Note: The following process will run reports UICs (K8701) and (K8751).
Note to Instructor: If you use your assigned UIC to run the reports, there will only be “5” Soldier records.
Example:
UIC Configuration for classroom 01 Student
Battalions 01A 01B 01C 01D 01E 
Companies 01A B C D E41-50
Note to Instructor: See the System Administrator for classroom assignment. UIC assignment effects SSN display ..ie the same Soldier for UIC: 01A01;SSN: as UIC: 01B11; SSN:

13. Run Reports (2 of 3) SHOW SLIDE 17: Run Reports (2 of 3)
Select menu item “DD 93/ SGLV” from the top left of the page.
The “DD93s/SGLVs” report is available for System Administrators; Domain Managers; Domain Administrators; and Authorized Officials.
To acknowledge privacy act restrictions and requirement for For Official Use Only (FOUO) marking and handling click “I Accept.”
Note: The Unit Summary Report and the Unit Detail Report are available for viewing when clicking “I Accept”.

14. Run Reports (3 of 3) SHOW SLIDE 18: Run Reports (3 of 3)
Note: The Unit Processing Code (UPC)= the last 5 characters of Unit Identification Code (UIC) for training purposes use (K8701 or K8751).
The Unit Summary Report provides statistical accounting of the number of Soldier Records in iPERMS by Unit Processing Code (UPC). The Report also identifies the number of Soldier Records that contain DD Form 93 and SGLV Form 8286.
The Unit Detail Report (above) provides a by-Soldier and/or by-Unit Processing Code (UPC) list of the most recent effective date for DD 93 and SGLV 8286 posted to the Soldier’s record in iPERMS.

15. Check Batch Status Codes/
Reject Codes (1 of 2)
The Codes for the Stages are: S: Scan/Rescan I: Index/Validation V: Verification Q:Quality Control P: Release pending Z: Input Complete D: Deleted
Reject Codes
Action
I- Incomplete, missing pages
Scan in missing document and add it to the batch and queue to Index/Validation.
J - Unauthorized
Delete - DO NOT Rescan. Document is not authorized for filing in iPERMS
X- Illegible document
Document is poor quality and cannot be read. Rescan a clear copy in a new batch.
Y - See batch comment
Special instructions -for example: Batch too big. Rescan in batch size of 100.
Z- Corrupt image
Image will not display. Rescan in correct format. See paragraph 4-1.
SHOW SLIDE 19: Check Batch Status Codes/Reject Codes (1 of 2)
Learning Step / Activity 9. Check Reject/Error Codes and Rescans
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28
Time of Instruction: 5 mins
Media: Power Point Presentation
RMs will receive automated s confirming a batch submitted is received in iPERMS and a subsequent once the batch is processed.
RMs can log into the Scan or Field Operator Role in iPERMS to edit, check, or locate a batch by running a batch originator report.
1) To view the “Batch Status” codes click the Batch Originator Report icon and select "Run Report" the system will generate a batch report showing the current status.
Note: If the status of the batch is "S," then the batch was sent to the Scan/Rescan Queue and requires action by the creator of the batch. Batches in the Scan/Rescan Queue will have a reject code.
2) To view the “Reject Codes” click the Batch Manager icon and locate the “Error” Tab at the top of the report. (Note: RMs will also receive automated s if a submission was rejected.)

16. Check Batch Status Codes/
Reject Codes (2 of 2)
SHOW SLIDE 20: Check Batch Status Codes/Reject Codes (2 of 2)
c. Follow the steps to identify the error code while logged on as the Scan Operator.
Step 1: Click on the magnifying glass (Search for Batch),search by AKO user name and select “ok.”
Step 1a: If you know the batch number, place the batch number in the search box.
Step 2: All batches will appear containing documents in the scan/rescan queue with your AKO User ID or Batch number.
Step 3: Make a selection by clicking the override/checkout button.
Step 4: The batch will open showing the documents in the batch.
Step 5: View the document and identify the reject code.
Step 6: Take appropriate actions to correct reject codes.
Note: Table 4-3 of DA PAM contains procedures for correcting reject errors.

17. Review the Error Resolution Process1
SHOW SLIDE 21: Review the Error Resolution Process
Learning Step / Activity 10. Review the Error Resolution Process
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28
Time of Instruction: 5 mins
Media: Power Point Presentation
Note to Instructor: For example, the users (the Instructor/RM) have determine the reject code is “Z”-Corrupt Image. The users may consider the process below for error resolution.
Solutions to correct the error code may require images to be re-scanned in the correct format.
See paragraph 4-1 “Methods of Submitting Documents to iPERMS” in DA PAM
Documents can be sent to iPERMS via direct feed or web upload. Mailed, hand carried or hard copy documents are not accepted.
Electronic images from remote locations are transmitted to the Index/Validation queue in iPERMS for processing by HRC personnel or NG State Domain Managers.
2) Documents must meet the following formatting requirements for web upload to iPERMS:
a) Tagged Image File Format (TIFF)/(TIF)
b) Can be single page or multi-page
c) Black and White – Bitonal Images
d) 300 Dots Per Inch (DPI) Resolution
Note: DO NOT scan or web upload Officer Evaluation Reports (OERs), Non-Commissioned Officer Evaluations (NCOERs), or Academic Evaluation Reports (AERs/DA form 1059s), but Soldiers should keep these documents, they are reviewed during the records review process. 2

18. Review the Records Review Tool (RRT) (1 of 8)
SHOW SLIDE 22: Review the Records Review Tool (RRT) (1 of 8)
11. Learning Step / Activity 11. Review the Records Review Tool (RRT)
Method of Instruction: Conference / Discussion
Instructor to Student Ratio: 1:28
Time of Instruction: 1 hr 30 min (Academic time = 80 minutes)
Media: iPERMS TDB / Power Point Presentation
Note to Instructor: System Administrators will assign students/instructors as Record Managers (RM) and classrooms to complete record reviews. The students will Log-in as Record Manager . Select “Review” and click “I Accept.”
a. There are three different methods for conducting Records Reviews.
1) Soldier Present Review: This is the preferred method for conducting reviews. This requires both the Soldier and the RM be logged into the same workstation (requires dual CAC readers).
2) Independent Review: This enables the review to be completed on separate work stations in geographically different locations. The review can be conducted concurrently with the RM telephonically or at separate times. Once the Soldier has reviewed documents and CAC signed the review, the RM can then verify documents and complete the review.
3) Soldier Unavailable Review: This review should only be used in extreme circumstances. See the “How to Guide” and the RRT tool for examples of extreme circumstances.
Note to Instructor: DA PAM requires every Soldier to complete a personnel and finance records review during in-processing to a new duty station, annually thereafter, and prior to separation from the Army.
In this Learning Activity students will complete a “FINANCE” record review.
Note: The Personnel Records review is conducted with the same basic instructions as the Finance Record review. See the “How to Guide” for step-by-step instructions.

19. Review the Records Review Tool (RRT) (2 of 8)
SHOW SLIDE 23: Review the Records Review Tool (RRT) (2 of 8)
Note to Instructor: In the training database there are only “5” records available for use with the Records Review Tool (RRT); the 5th Record will be used later in the lesson (slide 25) to conduct the Finance Records review:
1st Record MAJ AUSTINHAWKINS, Shownette B.
2nd Record CW3 STURGIS, Rodricus
3rd Record SFC PALUMBO, Cory L.
4th Record SFC LEONARD, Jon S.
5th Record SFC HANDY, Christopher J.
Use the SSN for SFC HANDY, Christopher J.
1) Domains for the iPERMS training database:
A = Active Army (AA)
2) The first 3 numbers of the SSN are indicative of the training domain:
986 = AA domain
3) The fourth and fifth numbers indicate the classroom:
= AA domain, classroom 1
4) The last four of the SSN indicate the Student number in the classroom and the Soldiers record in the iPERMS training database:
0105 = Student number 1, 5th Record
Note to Instructor: Each domain is uploaded with only “5” records that alternate with the classroom and maximum student capacity of “50” records.
b. SSN ( ) = AA domain, classroom 1, student 1, 5th record

20. Review the Records Review Tool (RRT) (3 of 8)
SHOW SLIDE 24: Review the Records Review Tool (RRT) (3 of 8)
Initiate the Finance Record Review
1) Select “Initiate Review” and type in SSN: 986-CL-SN05.
2) From the "Review Type" tab select “FINANCE RECORDS REVIEW” from the drop down menu.
a) The purpose of conducting the Finance Record Review is to ensure that Soldiers have the required Key Supporting Documents (KSDs) in their record for each pay entitlement they are receiving.
b) The purpose of conducting the Personnel Record Review is to ensure that data on the Record Brief is correct and that all source documents required for filing in the Army Military Human Resource Record (AMHRR) are in iPERMS.
3) Click the “Initiate Review” and “Open Review Tool” tabs at the bottom of the page.
Note to Instructor: The Leave/Earnings Statement (LES) is validated at the Finance Review and the ERB/ORB/SRB at the Personnel Record review. Inform the students, to notify the Soldier in advance if either or both reviews are conducted at the scheduled appointment. The RM will convey the intent of the review through an automatic from the RM to the Soldier generated when the RM initiates the review.
4) The Finance and Personnel Records Reviews are separate and distinct reviews; however, any shared document that is checked in one review is automatically checked in the other review.

21. Review the Records Review Tool (RRT) (4 of 8)
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SHOW SLIDE 25: Review the Records Review Tool (RRT) (4 of 8)
d. Finance Record Review SFC Handy, Christopher SSN: 986-CL-SN05
Note: Soldier Present Review is the preferred method for conducting reviews.
Note to Instructor: You may enable Soldier Present by clicking the “Soldier is Present” Tab or you may continue without the Soldier and select from the reason codes available from the drop down list. If the code “OTHER” is selected the RM will provide a mandatory reason in the comment box.
1) Conduct the finance review using the most recent LES and the KSD Matrix to identify the appropriate substantiating documents for each entitlement.
2) Soldiers/RMs will also verify KSDs for specific deductions.
3) Any documents found to be missing as a part of this review must be web uploaded to iPERMS for filing in the Army Military Human Resource Re cord (AMHRR).
4) Do NOT recreate missing documents . The RM will list permanently missing documents in the review level comments.
5) The Soldier and the RM are verifying that the document belongs to the Soldier, is legible, and meets the general intent of the document.
6) Documents in the Finance Review are organized by Categories (sub-folders).
a. General: Contains promotion orders, contracts, and additional supporting documents for
finance.
b. Special Pay/Bonuses: Contains OMPF documents that support bonuses or special pays.
c. Entitlements: Contains supporting documents for entitlements or benefits (that is basic allowance for housing, basic allowance for subsistence, loan repayment, and scholarships).
d. Deductions: Contains documents related to garnishment, recoupment indebtedness, and insurance.

22. Review the Records Review Tool (RRT) (5 of 8)
SHOW SLIDE 26: Review the Records Review Tool (RRT) (5 of 8)
e. (RRT) SFC Handy, Christopher SSN: 986-CL-SN05
Note: The Army Military Human Resource Records Management regulation requires the Soldier and RM to have a copy of the Key Supporting Document/Entitlement Matrix as a source document when conducting the record review.
1) Soldier will be prompted to CAC sign the form.
2) Click the "Documents" Tab on top of the page.
3) Ensure each specific KSD listed in the Matrix for a specific entitlement is in the record.
4) Soldier and RM click on the “Title of the Document” and review . Ensure document is correct.
5) Once the document has been viewed, the "Soldier Reviewed" and "RM Verified" boxes and date are automatically populated.
6) If document is correct, check the "RM Verified" box (one time).
7) If the document is incorrect, click the review button TWICE to mark with a "red" x.
8) Documents marked as having errors or missing require “Reviewer Document Comments” and “Soldier Comments” in the comment box.
9) RM must select an error reason code from the “Errors” drop down menu.
Note: Refer the students to the “How to Guide” and have them search and locate additional instructions on error resolution. Give them two minutes to locate the information; break the students into small groups (3-5 students), then have them discuss error resolution for three minutes, ten have each group back brief their findings (2 minutes for each group). Maximum time for this exercise is 20 Minutes.

23. Review the Records Review Tool (RRT) (6 of 8)
SHOW SLIDE 27: Review the Records Review Tool (RRT) (6 of 8)
f. (RRT) SFC Handy, Christopher SSN: 986-CL-SN05 (cont.)
Note: Follow the guidance based on either scenario to conduct the review with or without the Soldier’s presence.
1) If the review is conducted without the Soldier check the "Soldier Unavailable" box and select a reason code for the Soldier’s absence before signing. If the reason code "Other" is selected, the RM must provide an explanation prior to signing review.
2) The RM will web upload all missing Key Supporting Documents to iPERMS for filing in the Soldier's AMHRR.
3) The RM will list a batch number in the "Reviewer Comments" to indicate missing documents were sent to iPERMS.
4) The RM will click on the "Signatures" tab.

24. Review the Records Review Tool (RRT) (7 of 8)
SHOW SLIDE 28: Review the Records Review Tool (RRT) (7 of 8)
g. Signatures.
1) The RM and the Soldier will click on the "Signature" tab.
2) Once the review is CAC signed by the RM and Soldier, it is complete and a copy of the review will be filed in iPERMS.
3) The status for that review will be complete and the due date for the next review is one year from date this review was completed.
4) The students will select “SAVE” on the Finance Record Review page.
Note to Instructor: Have the student return to the Unit Detail Report to see the record status of SFC Handy, Christopher SSN:
Note: If any comments were made throughout the review process they will appear in the comment box.

25. Review the Records Review Tool (RRT) (8 of 8)
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SHOW SLIDE 29: Review the Records Review Tool (RRT) (8 of 8)
h. Unit Detail Report
Note: The Unit Detail report will show records of Soldiers in the unit who have not received a record review, has an in-progress record review or a completed record review. The RM may edit or complete reviews with an “in progress” status.
1) Open the review by clicking the “in progress” tab for the Finance Review.
2) Ownership of the Record review will belong to the last RM that edits and signs the review.
3) Once the review is CAC signed by the RM and Soldier, it is complete and a copy of the review will be filed in iPERMS.
Note: This review is not the same as the “My Board File” review required prior to DA level selection boards.

26. How to Read a Leave and Earning Statement
SHOW SLIDE 31: How To Read a Leave And Earning Statement
Note: Provided for the Instructor as an additional tool to conduct the Finance Review.
A guide to help you understand your Leave and Earnings Statement (LES).
1) The LES is a comprehensive statement of the Soldiers leave and earnings showing entitlements, deductions, allotments (fields not used for Reserve and National Guard members), leave information, tax withholding information, and Thrift Savings Plan (TSP) information.
2) The most recent LES can be found 24 hours a day on myPay.
3) Have the students access How to Read An LES at the following URL:
Note: A link to How to Read An LES is also provided in the PE area of Blackboard.
4) Have the students open the document and give them three minutes to review then allow two minutes for open discussion about the information on the document (How to Read An LES). Solicit questions and clarify information that is not understood about the LES. Maximum time for this exercise 10 Minutes.
How to Read an Army Leave and Earnings Statement (LES)

27. How to Read a Records Brief
SHOW SLIDE 32: How to Read a Records Brief
Note: Provided for the Instructor as an additional tool to conduct a Records Review with the students.
Note: A link is provided to the list of documents for filing in the AMHRR in the PE area of Blackboard.
Note: the URL and document is subject to change / updates by HRC, Army Soldier Records Branch.
Situation: SFC Handy has arrived at the BN S1 with a copy of his latest ERB (Note: SFC Handy’s ERB is available on Bb). Using the iPERMS Training data base review SFC Handy’s awards and decorations information in iPERMS and compare it to the information on the ERB. Allow three minutes for the students to review the information then allow them five minutes working in small groups to discuss their findings, then conduct a back brief with each group and discuss the Records Review process to include adding missing documents. Maximum time for this exercise is 30 minutes.

28. Check on Learning DA PAM 600-8-104
Q. Which pamphlet provides operational procedures for the collection, maintenance, use, retention and disposition of the Soldiers’ Army Military Human Resource Record (AMHRR).
DA PAM
What are two distinct views for iPERMS users?
Soldier view and Administrative view.
Q. What are Records manager roles?
Scan Operator(SO); Authorized Official (AO); Records Manager (RM)
SHOW SLIDE 33: Check on Learning
Q. Which pamphlet provides operational procedures for the collection, maintenance, use, retention and disposition of the Soldiers’ Army Military Human Resource Record (AMHRR).
DA PAM
What are two distinct views for iPERMS users?
Soldier view and Administrative view.
Q. What are Records manager roles?
Scan Operator(SO); Authorized Official (AO); Records Manager (RM) 33

29. Practical Exercise SHOW SLIDE 3: Practical Exercise
Learning Step / Activity 12. Practical Exercise
Method of Instruction: PE A
Instructor to Student Ratio: 1:28 (depending on the audience)
Time of Instruction: 50 mins
Media: Power Point Presentation
Administer the Practical Exercise.
Review the PE with the students and entertain any questions.

30. Practical Exercise
SHOW SLIDE 35: Practical Exercise
Learning Step / Activity 13. Practical Exercise
Method of Instruction: PE B
Instructor to Student Ratio: 1:28 (depending on the audience)
Time of Instruction: 50 mins
Media: Power Point Presentation
Administer the Practical Exercise.
Review the PE with the students and entertain any questions.
Note to Instructor: Reset the iPERMS Training Database class at the completion of this block of instruction.

31. Summary
IPERMS is the Army’s authorized electronic records repository that supports the Army Military Human Resource Record (AMHRR) of a Soldier.
IPERMS provides encrypted, end-to-end, secure, remote access to, input to, and retrieval of, documents from the Official Military Personnel File (OMPF) and other personnel folders/subfolders via the Army Knowledge Online (AKO) portal.
The authoritative source documents/images are managed and stored in a Tagged Image File Format (TIFF) meeting the current National Archives and Records Administration (NARA) standard for archiving images of documents.
SHOW SLIDE 36: Summary
SUMMARY Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:28 (depending on the audience)
Time of Instruction: 10 mins
Media: Power Point Presentation
Note: Reiterate to the students the importance of iPERMS and how it can be useful to them as HR professionals.

32. Terminal Learning Objective
ACTION: Demonstrate the Interactive Personnel Records Management System (iPERMS)
CONDITIONS: In a classroom environment given internet connectivity, a computer, access to the iPERMS Training Database, Supplements and a Practical Exercise,. and awareness of Operational Environment (OE), variables and actors
STANDARDS: The students will meet the standard when they:
Define iPERMS Purpose and Functions
Define Operator Roles
Access iPERMS Training Database
Verify Web Based Training
Access Records
Index Files
Monitor the Annual Record Review
Run Reports
Check the Batch Status Codes/Reject Codes
Review the Error Resolution Process
Review the Records Review Tool (RRT)
SHOW SLIDE 37: Terminal Learning Objective (TLO)
Note: Inform students of the following Terminal Learning Objective (TLO) requirements.
Action: Demonstrate the Interactive Personnel Records Management System (iPERMS)
Condition: In a classroom environment given internet connectivity, a computer, access to the iPERMS Training Database, Supplements and a Practical Exercise.
Standard: The students will meet the standard when they:
Define iPERMS Purpose and Functions
Define Operator Roles
Access iPERMS Training Database
Verify Web Based Training
Access Records
Index Files
Monitor the Annual Record Review
Run Reports
Check Batch Status Codes/Reject Codes
Review the Error Resolution Process
Review the Records Review Tool (RRT)