1. TOPS: Transaction Online Processing System
Index:
What Is TOPS?...2-4
Access…5-7
Level Structure…8-9
Transaction Time…10-13
“Working” Options…14-15
Read Only: Search & Reports…16-17
Hardware…18
“Sea”ware (Afloat/NIAPS)…19-20
Be Aware!
Demo / Q… 24
Highlights: Privacy Act; The ‘Transporter’;
Search & See – Results (safely); Process-Demonstration
Computer Basics: Scanners, File Size and Maint.

2. TOPS – Mission Focused & Customer Oriented
SECURE TRANSMISSION / ONLINE SSL ENCRYPTION
Privacy Act Info Safeguarded / Avoid Phishing & ID theft
PKI Enabled / CAC Logon Required / User account provided
FORCE MULTIPLIER / STRATEGIC
Keeps Sailors at work; Supports Operational Readiness
Globally available via the internet - ANY WHERE / ANY TIME
MAXIMIZES RESOURCES
Economical: Using Technology for Accurate & Timely support for all Pay/Personnel Services
Utilizes Command PASS Coordinator (CPC) to represent Unit’s needs
DESKTOP DELIVERY OF SERVICES
Easy-to-use Online system, direct communication with PSD
Allows continuous visibility and workflow tracking capabilities
The Transaction Online Processing System
is a globally accessible WEB-APP
providing An ONLINE S-S-L Encryption for the
SECURE Transmission Of Privacy Act Info.
Desktop Delivery of service means:
Its PKI Enabled / CAC Logon & User Accounts are Required /
Easy-to-use Online system, direct communication with PSD
Supports Operational Readiness by keeping Sailors at work
Utilizes Command PASS Coordinator (CPC) to represent Unit’s needs
Allows continuous visibility & tracking capabilities for both, Customer & PSD
Using Desktop Delivery to reach PSD proves Economical & Safe.
- ECO: Saves on Fuel, Manpower, FEDEX, technological provisions, etc.
- SAFE: A transmission ‘vehicle’ to transport Privacy Data passengers.

3. Feedback & Tracking via TOPS
What Is TOPS?
Member
WEB-BASED WORKFLOW TOOL
SECURE TRANSMISSION OF TRANSACTION REQUESTS & RESPONSES (Protects PII)
UNLIMITED COMMAND ACCESS
DIRECT CUSTOMER SUPPORT / GLOBAL PSD SUPPORT
CPC
Feedback & Tracking via TOPS
Transaction via TOPS
PSD Processing

4. TOPS Process Flow CUSTOMER: PAY/PERS/ TRANSPORTATION REQUEST
CPC: VERIFY / GATHER INFO AND TOPS TO PSD/CSD
PSD/CSD: DET PROCESS TRANSACTION IN CORPORATE SYSTEMS
PSD/CSD: MONITOR CORPORATE SYSTEMS UNTIL ACTION POST
TOPS acts as an electronic log of all transactions coming in to the PSD
from Customer Commands (via TOPS).
Customers, or CPC reps still walking [jobs] through the door
- when logged into TOPS – can provide visibility on overall volume.
- Streamlines the cataloging of all PSD workflow
- Allows the PSD to easily distinguish between:
work initiated *BY the customer [command]
and work initiated *AT THE PSD
(whether it was *FOR the customer or *TO the customer.)
**This “Process Flow” is published at the PSD level;
- Ensuring all Dets are aligned with a single process
- Captures exactly when a transaction is considered ‘complete’
- Aids in resolving any confusion with timeliness calculations
- Ensures appropriate feedback is flowing back to the customer
PSD/CSD: MARK TOPS ‘COMPLETE’ AS CORP-SYS REFLECTS UPDATE
CPC: RECEIVE TOPS E-RECIEPT OF TRANSACTION COMPLETION
CPC: INFORM CUSTOMER OF COMPLETED ACTION
CUSTOMER: ACKNOWLEDGES COMPLETED ACTION

5. Gaining Access to TOPS TOPS NAVADMIN 044/09 - Effective March 1, 2009
SHORE COMMANDS MANDATED for Use
All Pay & Personnel Support Centers have appointed TOPS NAMs to create and maintain PSD Staff & CPC accounts.
Unit CPCs work directly with PSD TOPS NAM for training, account maintenance and designation. Users are required to provide the appropriate SAAR form for account creation.
[Customer commands must provide Appt letter for designated CPC.]
Customer Commands are able to communicate securely, quickly, and using a standard tracking tool online, maintain absolute accountability for all transaction submissions.
Implemented throughout PASS Installations; available for use at all Pay and Personnel Support Centers Worldwide (PSD & CSDs)
All non-afloat units/commands are required to use TOPS
for the submission of Pay & Personnel items to the PSD for processing.
Same QA process when paperwork arrives at the PSD.
Your NAM will provide updates and guidance for all your TOPS needs,
including info regarding available Network-approved scanners/
digital senders for utilizing TOPS without having to leave the workplace.
(*Scan equipment is needed for translating hard-copy required documents into electronic files to be sent online.)

6. Logging In to TOPS
Once a user receives initial login & password notifications, (via ) they can visit:
There is a first-time mandatory password change
Each PSD has a local, trained Network Account Manager (NAM) on site to assist and provide training / info on local or customized policies.
System securities lock accounts without use within 30-day period. CPCs and all users must check out with TOPS NAM in order to gain a functional account at next command.
This 30-day scheduled lock out
is set to be adjusted to 45-days in the future.

7. TOPS Security Certificates
TOPS requires PKI certification and CAC card utilization.
When logging into any SSL site, you are prompted to choose a certificate, which is embedded into your CAC card. If you do not have the appropriate certificates loaded, access is denied.

8. 4 Types of Users Accounts
TOPS Network Accounts Manager (NAM) – PSD Rep; creates User accounts for PSD and all supported Commands.
TOPS Section Supervisor – Oversees PSD/CSD sections
and all transactions submitted via TOPS; Delegates all work.
*Responsibility for Dispatching, Reviewing, Closing or Forwarding (to another PSD or TPC)
*Utilizes built-in reporting tools for QA & Timeliness Review
TOPS Section Clerk – Works transactions assigned by Supervisors.
TOPS Command-Authorized PASS Coordinator (CPC) submits transactions on behalf of command for service members requiring Pay & Personnel support and maintains continuous visibility.
Each User-Type offers a customized set of functions.
Supervisor level accounts are required to dipatch
Re-dispatch and close work. This level is also the
Only level with the ability to forward a transaction
Across the Global Network Tool, to another PSD, TPC or NPPSC.
Clerks have the same reporting data as Supervisors.
However, clerks status options are restricted to:
Pending, CPC Action, and Supervisor Review.
(routing it back to the delegating supervisor for further action.)

9. Supervisor Menu Overview
My Transactions gives you, the user, the view of all transactions that have been dispatched to you. Plus all transactions you have dispatched to others, which now require your attention (Review, closure or forwarding).
Search Engine tool allows a user to search for any transaction within a command, using specific criteria, such as, the Transaction number or the Name of the individual or initiating CPC, as well as by date.
Transaction List provides Supervisors the ability to see all (Dispatched) transactions currently at the PSD, and any [active] transactions Forwarded on to another Det using the Global Network. This view allows a Supervisor to reassign an item to another staff member, or another NPPSC Detachment.
Delegate Transactions is for newly created or arriving transactions, intended for Distribution. Supervisors can assign or forward accordingly.
This pertains to the PSD only.
Clerks do not have Delegate or List.
CPC levels have a “Command Transactions”
Where it is a shared inbox, and the CPC’s assigned
Have access to all existing transactions for the specified Unit.
The HELP MENU is also based around user –level.
Guidance, Training and other materials can be found in the HELP Section.
Submit A Transaction is used to create a new transaction, TO a customer command, or FOR a customer (walk-ins), as well as for the PSD itself.
Reporting Data offers reports & visibility on ALL closed transactions. This includes a PSD Monthly (by section), a Command Monthly (Individual CMD activity), and a Date Range Option. Report results are ‘read-only’ status.
HELP includes information about New Features & Updates, and all pertinent Guidance & Documentation. This includes SAAR & the User Guide.
Change Password allows users to change their password as necessary At a minimum, this is required every 90 days, and upon account Reset.

10. Submit A Transaction
Both, Customer Commands and PSDs alike, can generate a new transaction.
PSD Users can submit a transaction on behalf of any command they support.
PSD/CSD Personnel first select the command they wish to submit TO or FOR (on behalf of). This is used for walk-in customers as well.
CPCs are assigned to a single UIC, and will see fewer function options. The command is automatically recognized, and all transactions are in one joint location; “Command Transactions”.
Initiating a transaction requires minimum pertinent information. The Member’s name & SSN are required fields, while an Effective Date, the intended section, & a remarks box are also available fields.
Remarks should describe request in detail,
including effective dates, and member’s UIC,
if different from CPC’s overarching UIC.
CPCs can continuously add remarks, files,
and work an active transaction (‘Command Transactions’)
– at any time – regardless of which CPC initiated it.

11. Uploading Attachments
Once a user submits the initial “core” data, TOPS prompts the “Attachment Tool” for uploading any accompanying files or documentation, as necessary.
A confirmation displays to notify the upload is successful with each item.
You can use the LABEL option, or the file will automatically be called “Attachment”
Attachment viewer appears as an executable hyperlink
And TOPS ASHORE users can click the hyperlink to confirm
An attachment opens, etc.
*This is different on the TOPS AFLOAT version (NIAPS)
This link is non-executable, and can not be viewed once
Attachment is submitted. The PSD will notify if attachment
Is not available using the “CPC Action” option.

12. Transaction Core Data
Transaction Core Data includes 12 key elements / *primarily Name/SSN based.
This includes: the Initiating User, and all Data inputted at submission
The Supervisor dispatching the transaction (with address), plus the clerk currently assigned to work the transaction
Live updates to the current status & location.
Remarks & effective date are also included.

13. Communication Track
Immediately below the Transaction Core Data – A list of Attached files is displayed. It offers the file name (if label is used), the date it was uploaded, and who performed the action.
This is followed by the
“Communication Track”
This displays all actions applied to the transaction, including “User ID from CMD” performed “Action” , when status changed, where the item was forwarded, etc.

14. Updating & Locating
Function capabilities to alter status, add comments or attachments are available in the ‘My Transaction’ view.
CPCs can continuously work an item, add remarks and/or attachments at any time to an active transaction (‘Command Transactions’) – regardless of which CPC initiated it.
‘Search Engine’ view provides Read-only capabilities for any transaction ever coming through the PSD, regardless of status or current location.
Supervisors can utilize Delegate / Re-Delegate functions to distribute or forward (to another Det).
‘CPC Action’ request is available only when the transaction is at the ‘home’ PSD.
Status options are ONLY available in “My transactions”
Supervisor’s DELEGATE and RE_DELEGATE (LIST)
Allow distribution, but not status changes.
Search & reports are Read-Only views.

15. Global Network Tool
“Global Network Options” allow Supervisors the ability to Forward items across the TOPS Network to any of the various NPPSC Dets worldwide.
For example, PSD Everett can forward transactions to TPC San Diego for travel-claim processing.

16. Search Engine
The Search Engine offers a variety of ways to locate items. Options include #, member info, or an option to search based on the Supervisor, Clerk or CPC assigned.
Criteria for searching by Date are also available.
Combinations of fields will help narrow down results provided.
Note: The ‘command’ option is not available to CPCs; they are only able to search within their own assigned command.
*The Search Engine offers “Read-Only” Results
*Transactions cannot be modified from this view.
*This function is available in the ASHORE (Online) version only.

17. Reporting Data
Each type of user has a customized set of reporting tools.
This enables the NAM to review all Customer Commands at a glance, in addition to providing Supervisors the ability to view a snapshot of the PSD at any given time.
NAM reports reflect Customer Commands and Users with pertinent statistics, while other levels can view reports by section or current status of transactions (such as Overdue or Completed).
PSD Monthly Report: shows, by section, the statistics of work flow and timeliness at the PSD level. It also offers data relating to the individual user. (PSD Only)
Command Monthly Report: This is available to PSD users to view a specific command by itself, and is also the report the CPC level offers, to view the last 30-days of work.
Date Range Report: Available to PSD and CPC’s alike, this option allows for reports based on specific dates, and history beyond the 30-days provided in the “Monthly” report.
From a PSD user view (Sup or Clerk) – the “Command Monthly Report” option will also list all associated
CPCs and their s on the report. This is useful for PSD Customer Service personnel to advise
Walk-in customers who their CPC is, as they are advised to see them for future submissions.
*The Reporting Data offers “Read-Only” Results
*Transactions cannot be modified from this view.
*This function is available in the ASHORE (Online) version only.

18. Using TOPS Online
Scanner or digital sender may be required for translating hard-copy required documents into electronic files. Your IT rep can assist you with scan devices, settings, file sizes, and network mapping.
Basic Computer Knowledge: “Logging Off” a computer is not enough. Computers should go through the “RESTART” process daily. It is best to “Restart” when you are done with your workday, or when turning over to the next shift user.
Customers often experience slow internet connections or issues when trying to add attachments. This is an internet application, and your computer remembers every thing you do. Regular maintenance is a must! (i.e. Clear CACHE).
Scanner or digital sender may be required for translating hard-copy
required documents into electronic files. Ensure to work with your IT
or Admin department to ensure your scan device is set to black and white,
and low resolution. File types and sizes ARE restrictive. Only your network IT
can tell you how your file sharing device is set up,
and this may differ depending on where you are.
This allows your computer to clean out all of the stored “Cached Memory”
of the sites you’ve visited, and the documents
you’ve uploaded and downloaded throughout the session.
You have to restart for it to free up all that space again. It will perform faster,
and you will not have to wait so long for items to open or upload.

19. Using TOPS AFLOAT A F L O A T TOPS USE AT SEA
*In support of the PSD Afloat Concept, the servicing Personnel Office
is on “the Beach.” *In order to have unrestricted Communications
with that Personnel Office, NIAPS now offers TOPS AFLOAT.
*Ship-resident version of TOPS:
The TOPS Ashore version, or Online version, continues to be available
through actual internet connectivity; However, since the Afloat version replicates daily,
the use of the [Online] Ashore version of TOPS should only be used when in port.
You can ultimately view all submissions on the Online/Ashore-side version;
however, only submissions via NIAPS will be visible from the [NIAPS] AFLOAT view.
**Ship’s IT can provide feedback regarding or related to NIAPS transmissions.
**TOPS is included on CHIT.
Available to ships using NIAPS 2.1 and later
Accounts Ashore automatically carry over; Login ID & password are the same.
The two versions are slightly different; AFLOAT has fewer functions available

20. Using TOPS AFLOAT A F L O A T TOPS USE AT SEA DIFFERENCES
Reporting Data (Closed items)
Search Engine
HELP (items may vary)
FILE VIEWER: Uploaded filenames continue to appear / confirm attachment
Non-executable (Do not open)
The Afloat version does not include Reporting & Search functions.
The other notable difference to be aware of is the appearance of the attachment.
Online, once an attachment is loaded, it appears here in the attachment viewer
as an executable link, which can then be opened, viewed, and/or downloaded.
On NIAPS, the file is instantly zipped & encrypted; the file’s name appears in the “Attachment Viewer”
are the same, {Label name, or “Attachment” by default}
however, it is not an executable or accessible file, once applied.
The appearance of the file name can still act as confirmation of successful upload.

21. Using TOPS – Awareness
NAMs are responsible to ensure all users of TOPS have a basic understanding of their Information Assurance responsibilities. User awareness of the implications or vulnerabilities that may occur from their actions is vital to the safeguarding of our Sailors. Whether the intent is innocent or malicious, risky behaviors may affect the security posture of the TOPS application.
ALL active duty, civil service, contractor and/or a foreign national personnel who have been granted access to TOPS are required to comply with the Navy’s Information Assurance (IA) Program.
Users will take necessary actions to safeguard information from modification, tampering, destruction or unauthorized access/use.
No one is exempt from the requirement to be trained
prior to being granted initial system access.
Information Assurance Awareness date must be valid
(Block 11, SAAR-N [OPNAV 5239/14_July2008]) for TOPS account creation.
The weakest link in a given system’s security is the person who practices
poor OPSEC and allows vulnerabilities to be exploited.
Most people are not aware of the extent to which some will go
in a effort to hack into the Navy’s networks.
Everyone has a responsibility to do their part by using a secure and unique password,
and to ensure the Login information is not shared with others.
When unauthorized personnel accesses a Navy system,
you are just as accountable for any misuse as they are.
References: DOD and CJSCM

22. Using TOPS – Awareness
NAMs must ensure all users of TOPS have an understanding of Safeguarding Personally Identifiable Information
Loss of this type of information may lead to identity theft or other fraudulent use of the information
Individuals charged with maintaining this type of information have a special duty to protect it from loss and misuse.
While provides some great communication capabilities… improperly using opens a number of vulnerabilities into a system. and Fax should NOT be considered an alternate option if TOPS becomes unavailable for any reason. TOPS is intended to protect this information during the transmission of such data to your Personnel Office.
*Use of Encrypted is the only acceptable electronic alternative.
All users are encouraged to review Privacy Act 103 – Safeguarding Privacy Act Data
and CNO message ZJUN2006 (NAVADMIN 164/06) posted on the INFOSEC website
at Once there, click on Documentation, then NETWARCOM,
then User Acknowledgement Documents.
Encrypting using DoD PKI ensures that the data may only be read by authorized individuals;
Encrypt all that contains Controlled Unclassified Information (CUI), For Official Use Only (FOUO),
Personally Identifiable Information (PII), Privacy Act data,
Health Insurance Portability and Accountability Act (HIPAA) information, etc.

23. Using TOPS – Awareness
All users are reminded of the DoD banner, which appears at every logon:
Communications using, or data stored on, this IS are not private, are subject to routine monitoring, interception, and search, and may be disclosed or used for any USG-authorized purpose.
TOPS Includes a pop-up upon login which reiterates this info.
It reads: For Official Use Only. Privacy Sensitive Material contained within this site. When accessing or printing Privacy Sensitive Material, safeguard all information and documents. Misuse or mishandling of such information is prohibited in accordance with the Privacy Act of Click OK if you accept these terms. (If “Cancel” you are exited from the system.)
If you suspect or are aware of any event, incident or action that could impact the operations of Navy IT Resources, Report it, immediately!
If you suspect for any reason your TOPS account has been compromised, you can change your password
At any time, and it is highly advised to ensure your Chain of Command is aware of any such activity.
If you are correct, these actions will only PROTECT YOU!

24. DEMO - PSD Training Tool
USER ID: CPC_Training
Submit
Command Transactions
Reporting Data
Search
HELP (Guidance, Documentation & Training)
FOR CPC Training: USE PSD TRAINING TOOL. (NAMs have guidance).
These are the four basic functions at the CPC level.
You will only see what is for your command, in a shared inbox, which you can all work from.
Be sure to let us know when you have a CPC who is no longer at your command,
if their name continues to show up in TOPS. Also, understand you can continue the transaction for another CPC.
Your Reporting Data button will show you all transactions which are CLOSED,
while Command Transactions show you what is still active. (In any of the open statuses.)
Your history will only show you closed items for the last 30 days,
but the search option will look through everything you’ve ever had submitted while under this command.
Be sure to check out the Help function for any updates to the system,
new tools and functions, and of course, Training, Guidance and the SOP.