1. GFEBS/DCPS Training CSR Conference 27 March 2018 Anna Yocom – DASA-FOF

2. Agenda
GFEBS HRMM and LOA Overview
DCPS-GFEBS-ATAAPS Comparison
DCPS Errors
DCPS Error Reports
FY18 Key Dates for Payroll Processing in GFEBS
Helpful Links and POC

3. Human Resources Mini-Master (HRMM)
HR Data: DCPDS -> ACPERS -> GFEBS HRMM
ACPERS provides daily feed with new employees and HR updates
Uses SSN as point of reference which corresponds to a Personnel Number (aka PERNO) in GFEBS
GFEBS Roles
HR Master Data Maintainer – HR use, has PII, no LOA edits
Payroll Corrections Processor – RM use, no PII, makes LOA edits, processes corrections
Same/Different End Users depending on organizational structure/job duties
HRMM T-codes PA20/PA30/PA40 and upload
PA20 view
PA40 processes actions to ensure all infotypes and HR elements are updated
Normally auto-created by systemic feed from ACPERS
PA30 edits for LOA changes
ZSCM_EMPL_MTCE mass upload to create / change HRMM
Deployed mid-2012 so most users are familiar
T-codes PA20/PA30/PA40 – various capabilities to view/create/edit

4. GFEBS Line of Accounting (LOA)
GFEBS is the system of record for employee’s Full LOA and sends LOA data to DCPS via the GFEBS outbound interface file to DCPS
DCPS employee record only maintains limited LOA data
LOA is used for both payroll posting and labor time-tracking postings in GFEBS
Recording the correct LOA in GFEBS and sending to DCPS timely has a direct impact on the Army’s financial records
Payroll not posted correctly in the accounting system against the LOA = missing obligations!!
Payroll errors due to incorrect/missing lines of accounting cause Unmatched Transactions
Tracked at senior Army levels
Shown as part of UMT reports by DFAS and DCPS Error (IDOC) reports from GFEBS
DCPS errors reflected in UMT reports as Doc Type RZ and category Unmatched Labor
DCPS errors are corrected via changes to the HRMM and errors must be reprocessed in the DCPS Error Extension to post to the correct LOA in GFEBS
The RZ UMT is systemically reversed after DCPS error reprocessing has successfully posted

5. DCPS-GFEBS-ATAAPS Comparison
Example using hours:
ATAAPS:
- has 20 hours leave and 60 hours regular for T&A and is sent to DCPS;
- the 60 hours is split equally between WBSs A, B, and C for labor tracking and the labor file is sent to GFEBS
DCPS pays the employee 80 hours total; but annotating usage of the 20 sick hours above
DCPS sends GPF to GFEBS which posts 80 hours of payroll to the cost center (by GRC derivation to GLACs representing Commitment Items which are in the 11/12/13 series object class)
ATAAPS sends the labor file to GFEBS which creates allocations (9000 series GLACs/CIs) to credit the cost center and move costs to the WBSs A, B, and C at a standard rate; the other 20 hours remains at the cost center and may/may not be moved later as part of variance clean-up – depends on the situation

6. CSR Role in reducing GFEBS errors
Coordinate with the GFEBS HRMM maintainer for inbound/outbound employee updates
LOA updated in GFEBS with the correct effective dates prior to cut-offs
Ensure the OA is updated in the DCPS Header Screen
Does not create error, but helps ensure an error is tracked and corrected quickly in GFEBS
The OA field is not automatically updated nor required when making DCPS changes, CSRs should make it a standard practice to double-check accuracy when in this screen
Do not manually update LOA in DCPS unless absolutely necessary. This often creates mismatches between DCPS and GFEBS. Let the outbound file from GFEBS to DCPS generate the LOA updates
CSR can facilitate DCPS error research by looking at pay history, reasons for retro transaction, or debts and collections
If there are known debts still being collected against cancelling year funds, must monitor to change debt LOA to route to Misc Receipts at Treasury
NOTE: Payroll Debts (Q-debts) not posting to GFEBS from the DCPS GPF; get posted manually via Salary Debt Collection process led by DASA-FOF

7. DCPS Payroll Errors as of 14 MAR 2018
The DCPS Summary and Detailed by UIC Reports accessed via ECC T-Codes: ZSCM_DCPS_ERR_SUMRPT and ZSCM_DCPS_ERR_DTLRPT
View the actual errors via the Error Extension ZSCM_DCPS_ERROR
Based on error type make LOA correction in HRMM PA30
Reprocess the error via the Error Extension ZSCM_DCPS_ERROR
The Command designation for the SUM and DTL reports is based on a UIC Crosswalk file in GFEBS; updates are managed by DASA-FOF - Anna Yocom.
The same UIC crosswalk is not linked to the DCPS Error Extension but the DTL report shows all UICs and Commands can pull Errors by UIC
DCPS Payroll errors contribute directly to Unmatched Transactions. Emphasis should be to have ALL errors corrected within 30 days.
* Errors are occurring for personnel/Commands that are not on GFEBS – often generated due to untimely closure of outbound employees
** Require research and POC determination: may be outside GFEBS or on unknown UIC and require mapping 7

8. DCPS ERRORS – 14 MAR 2018
Filtered for Actionable Errors
#797 Prior Year FYs 13/14/16/17 as of 3 MAR 18
All Errors by FY
Cancelled Fund Errors – #204 FY08*/09/10/11/12 – will be part of cancelled fund discussions in FY18
Error Code 6 – #21 Errors – pending resolution from DFAS, DCPS, GFEBS SSO
Special Focus on quickly clearing new errors citing PY funds – HR Override required and obtained via GFEBS HDT
Note: DCPS Errors correlate directly to UMTS tagged as UML DCPS Errors – Commands (Doc Type RZ)
Issues with the Cancelled Year Lines
Assistance reviewing PY errors
NOTE: Potential for corresponding ATAAPS errors and changing balances in RFP-A including PYs
Source: ZSCM_DCPS_ERROR (aka DCPS Error Extension) - Command Assigned by UIC mapping

9. Most Common DCPS Errors
Message No Employee Record Exists in GFEBS for this Employee
Corrective Action:
First may wait a day or two to see if ACPERS data will create the new HRMM record automatically
If that doesn’t happen, create an Employee Record for the employee in GFEBS via PA30 or Upload Extension, add the appropriate LOA data, reprocess the error in the error extension
ACPERS data will locate new record based on SSN and populate remaining HR data
Message A Valid LOA is Missing from the Employee Record in GFEBS
Create or update an LOA record on the employee HRMM that cites effective dates that are inclusive of the PPED on the DCPS Type 4 tab of the Error Extension
Reprocess the error in the error extension
Message 503 – Treasury info from DCPS File does not match Fund from Employee Master
Change the Fund on LOA to match the fund or Basic Symbol DCPS disbursed for the PPED of the error (and mark transmit to DCPS as “N”),
If the value in DCPS was incorrect, a follow on Cost Transfer (BI FB50 Reclass) is required to move the costs to the correct Fund in GFEBS
Ensure LOA in GFEBS is correct for the current FY and send to DCPS as needed (by updating and marking the transmit to DCPS as “Y”).
HR Override – GFEBS HDT required to put user EDIPI in table to clear errors with a prior year LOA that came in during current year pay period; main examples
Retro time card changes for prior year adjustments
Use of multi-year appropriations for payroll beyond the first year of availability – logic being reviewed
Basic Completion steps – more detail available as SOPs

10. HRMM LOA Update – Error Prevention Rules to Follow!!
Ensure TIMELY updates:
Inbound/Outbound employees
Establish Communication between HR/DCPS CSR/HRMM maintainer as part of the Commands in/out processing procedures
This will facilitate timely updates and proper coding of the HRMM for the employees status
When personnel are outbound and LOA end dated or being deactivated due to retirement, etc ensure that when saving the HRMM record the DCPS transmit indicator is marked ‘N’
Allowing it to transmit to DCPS overwrites the new LOA in DCPS and causes erroneous payroll posting and errors between Commands within and outside of GFEBS! Or other Defense Organizations (Air Force, DECA, etc.)
Best practice - USE PA40 to achieve proper manpower updates
LOA updates must be entered in GFEBS HRMM and marked ‘Y’ to transmit to DCPS by the 1st Monday following the end of the pay period in order to be effective for that PPED
Ex. PPED 14 APR 2018 must be updated in GFEBS NLT Monday 16 APR 2018

11. ZSCM_DCPS_ERR_SUMRPT
Note: There are many more Command name options in the drop down than are valid in the current UIC crosswalk; either search for current command or run for all to see what commands have errors.

12. ZSCM_DCPS_ERR_SUMRPT
Can easily run this report run wide open – does not take long and can see each Command with errors

13. ZSCM_DCPS_ERR_DTLRPT
Using the Command dropdown is required
FY option allows user to query by FY of the error as well
Main purpose is of DTLRPT is to identify all UICs in Command with errors

14. ZSCM_DCPS_ERROR – DCPS Error Extension
Commands can query the DCPS Error extension using many fields
UIC is the official alignment of responsibility within the Army, but for larger commands means multiple queries to review all errors
Pulling ‘Command by UIC’ used in SUM and DTLRPTs is not available in the Error Extension
Commands often use OA instead but can yield inaccurate results
PERNO and Fund Center exist only if HRMM created or LOA populated
Manual update of the OA field in DCPS Header Record
The OA field that is populated in DCPS manually by the CSR flows to GFEBS as part of the Gross Pay File.
It is one of the fields that users try to query their DCPS errors but often provides inaccurate information
CSRs please make it a practice to review/update this field in the DCPS Header Record every time an employee changes organizations to help make the DCPS Payroll reports more accurate
ZSCM_DCPS_ERROR – DCPS Error Extension Query Screen

15. DCPS Error Extension ZSCM_DCPS_ERROR – DCPS Error Extension
Double-clicking into each line will provide 4 tabs with more details of the error with pertinent information to help clear error – PERNO, PPED, Account Record DT, DCPS vs. GFEBS LOA, etc.
Each line corresponds to an individual line of the GPF for an employee – look them up in HRMM using PERNO in this report (If PERNO = 0; no HRMM exists)
Correct the HRMM according the error listed and reprocess (create HRMM if necessary)
Sometimes new error will cycle through for user to work after making first correction; other codes (F5 and FMAVC) are reprocessed automatically by a daily GFEBS script

16. DCPS Error Extension
ZSCM_DCPS_ERROR – DCPS Error Extension
Snapshot of GFEBS data and Tab 4 as a idea of detail provided

17. Can lookup by PERNO, Name, or SSN if have PII access
HRMM/PA30 - Query Screen
Can lookup by PERNO, Name, or SSN if have PII access
Options to create/change/display LOA – choose appropriately for task so you do not make unintended changes
If only need to review the HRMM – use PA20 instead of PA30

18. Informational Message
PA30 LOA tab
Informational Message
Choose the correct ‘Y’ or ‘N’ option for the Transmit Indicator!!

19. FY18 Key YEC Dates for Payroll
FY18 LOI to be published by EOM April 2018
The final DCPS input into GFEBS prior to YEC will provide actual payroll data for pay period ending 15 SEP 18 with 10 days of accrual data through 30 SEP 18. Following are key DCPS dates for SEP 18:
All DCPS errors to be cleared NLT: Tuesday SEP**
P1 FMZs adjusted NLT: Tuesday SEP**
Ex. Overtime, Awards, Student Loan Repayment Program
Additional instructions will be in FY18 YE LOI Annex F12
Use FY17 LOI for reference details as needed prior to FY18 LOI publication
FY18 Payroll/ATAAPS Calendar view to be distributed with LOI
P1 adjustment explanation… vs. normal accrual process
Note: SEP 18 is Thurs/Fri – submitting request to DCPS accelerate OMA database to accommodate running payroll a day earlier in GFEBS

20. GFEBS FY18/19 HRMM LOA Rollover
Fiscal year-end rollover of the GFEBS HRMM employee Lines of Accounting will be performed by USAFMCOM SSO/Tier III; no action is required from users unless HRMM record should be excluded from the rollover process.
The deadline for ALL GFEBS HRMM LOA updates by users will be 23:59 ET on 25 SEP 18.
Typically begins on 26 SEP each FY and takes ~72 hours to complete
Users are to refrain from making ANY HRMM changes during the GFEBS HRMM Rollover and must wait for notification from GFEBS that HRMM rollover is complete before resuming regular activity.
ALL HRMM records that are coded as Active AND cite current funds whether expiring or not (ex. FY18 O&M, FY17/18 RDT&E) will roll to FY19 LOAs unless HRMM LOA tab is marked to exclude from rollover.
Active records that cite previously expired funds (ex. FY17 O&M, FY16 RDT&E) will be excluded from the rollover process. Commands should review these records and take appropriate action such as deactivating record or updating LOA.
Any exclusions from rollover must be marked in the HRMM by 23:59 on TBD SEP 18 to send to DCPS prior to the DCPS rollover beginning.
If the exclude from rollover flag is set and transmitted to DCPS prior to the beginning of the DCPS Rollover, DCPS will not rollover the LOA but will instead END DATE the LOA on 30 SEP 18 and on 01 OCT 18 the employee will have NO employee level LOA. This means that the DCPS Org or UIC default LOA would take effect and those defaults will roll to the new FY.
Commands will have to create an FY18 LOA in GFEBS HRMM NLT 15 OCT 2018 for PPED 13 OCT 2017 and send to DCPS to prevent creation of FY19 DCPS errors.
DCPS vs. GFEBS treatment
DCPS and GFEBS each do the LOA rollover separately to minimize total number of DCPS errors at the beginning of the FY.
GFEBS will hold the file from sending to DCPS after the 26th during the GFEBS HRMM rollover. GFEBS and DCPS will both have the list of all HRMM records that were marked as exclude from rollover to ensure both systems match.

21. Helpful Links and POC
FY18 YE Letter of Instruction to be published Apr 2018
FY18 Functional Processes Calendar:
If there are changes to processing timelines, GFEBS will post a message on the portal and to the GFEBS users
DASA-FO AKO folder
Includes sub-folders for multiple subjects including YE LOI, JRP, Cancelling Year, and multiple other processes worked by DASA-FO
GFEBS Payroll and Labor POC
Anna Yocom, Office of the Deputy Assistant Secretary of the Army for Financial Operations - Financial Operations and Accounting Policy & Oversight Division (DASA-FOF)

22. Questions?? / Discussion

23. DRAFT - FY18 Payroll/ATAAPS Calendar Dates
BACKUP:
DRAFT - FY18 Payroll/ATAAPS Calendar Dates
May 2016 DCPS Outbound File Enhancements

24. FY18 DRAFT/
Not yet published

25. FY18 DRAFT/ Not yet published
DCPS will process CP1/ZKA databases the night of 18 SEP 18 and ZFA/OMA databases the night of 19 and 20 SEP. As soon as DCPS files received, all 4 databases CP1/ZKA/ZFA/OMA will begin processing into GFEBS on 21 SEP and expected to complete Saturday, 22 SEP. A GFEBS message will be published as soon as available on Saturday 22 SEP to allow final DCPS errors to be corrected and reprocessed through Tuesday 25 SEP. Commands have until 1300 Tuesday 25 SEP to clear all DCPS errors and allow for additional P1 FMZ review/adjustments by 2200 Tuesday 25 SEP.
DCPS ROLLOVER DATES TO BE ADDED ONCE RECEIVED FROM DFAS/DCPS POCS:
HRMM updates made during the DCPS rollover TBD-TBD SEP will be held and sent upon completion of DCPS rollover TBD SEP.
There should be no HRMM changes made by users during GFEBS HRMM Rollover. If there are - the file will not be processed/it will be trashcanned. File processing will resume the day after HRMM rollover is completed (HRMM rollover file not pushed to DCPS). Users will be notified via GFEBS communication on that day (Est rollover will take 72 hours and updates estimated to resume 29 SEP)
ATAAPS:
Commands will coordinate with their DISA POC to schedule an ATAAPS run so that the appropriate cost allocations are made prior to closeout. NLT 22 SEP 1300 EDT / *If Command is unsure of DISA POC, contact DASA-FOF for assistance prior to 15 AUG 18.
HRMM “Lockout”, DCPS error extension turned off, Transmit to DCPS files turned off & trashed SEP

26. FY18 DRAFT/
Not yet published

27. DCPS Outbound Enhancements (May 2016)
Transmit to DCPS Indicator
‘Blank’ Indicator logic removed, “Y” will mean Transmit to DCPS and “N” will mean Do Not Transmit to DCPS
Mandatory field: Required by the user to choose “Y” or “N” for all Employee Group 1 and Employee Subgroups U0 or U7
Employee Groups <>1 and Subgroups <> U0 or U7 will default as “N”. This can be used to change the groups for people that have left like USACE.
Change Pointers
The only change that will drive a submission to the DCPS outbound now is a “Y” on Transmit to DCPS
Instead warning messages when any LOA field is changed will be displayed (e.g. If a transmit to DCPS is flagged as “N” but the Fund is changed, a warning message will display highlighting a change was made but the transmit was flagged as “N” and asking the user if that is correct.) This is to have users think about if what they want to change should update DCPS or not. It is just a warning not a hard stop.
Date Logic
80% of issues with the logic have been that the system does not take the effective date into consideration and was passing the first day of the current pay period.
New Date Definitions:
Effective Start Date: Will transmit the first day of the Pay Period based on the effective date entered. So will send a past date or a future date.
Effective End Date is ALWAYS the Fiscal Year End: 9/30 due to DCPS considerations. Keep this in mind if you are sending a date to do a correction as it will extend the DCPS effective date to 9/30.
HRMM Effective End Date might be before 9/30 but DCPS will reflect 09/30. Transactions passing to GFEBS would generate a DCPS error for the user to review and resolve if the dates are different. Continue to enter appropriate dates in the HRMM.
DCPS Cutoff Date: Grace period cutoff date that is just used for informational purposes to highlight the last day you should make changes in GFEBS to pass to DCPS to affect the next pay period being processed.
Split Pay
Updated logic to allow 2 two changes in one day for one employee record to pick up the split FY changes.
Correct future year logic to send to DCPS for the next FY (but will fail in DCPS if they have not yet opened that FY in DCPS) and send the appropriate FY and PY.
Issues –
Various items have been identified that are causing incorrect employee classification data to be transmitted to DCPS. Incorrect data is currently causing employees who are no longer with the Army to continue to appear on the ARMY payroll. Identified issues include:
transmitted records that were flagged as “N”
Records not transmitted that were flagged as “Y”
Incorrect effective dates being passed
Split pay or future dates sending incorrect Fiscal Year
No way to change the validation of Army employees that have left
Resolutions –
In an effort to address these concerns updates are being made to the 2 custom infotypes (9004 Manpower and 9005 LOA) regarding validations, the HR upload extension, as well as the DCPS outbound interface

28. PA30 LOA tab
DCPS Outbound Enhancements now require Y or N

29. Informational Message
PA30 Transmit “N”
Informational Message
If you change the LOA and it drives a change to fund, funds center or rollover flag and choose “N” the system just asks you to validate that you don’t want to send. Main Account and OA are 2 things DCPS updates. If you are doing a change to clear a 503 error because DCPS paid incorrectly, you update and flag “N”, clear error, update with right LOA and flag “Y” to send to DCPS.

30. Informational Message
PA30 Transmit “Y”
Informational Message
If you do not change the LOA fund, funds center, or rollover indicator and choose “Y” the system just asks you to validate that you want to send. Main Account and OA are 2 things DCPS updates. If you have received a 503 error because DCPS paid incorrectly, you update and flag “N”, clear error, update with right LOA and flag “Y” to send to DCPS so that you can align with DCPS because there is a disconnect.

31. Dates
Now, Starting Effective Date in the DCPS outbound will be driven by the LOA Start Date NOT the current period. It will take the start date, determine the first day of that pay period and pass that date.
LOA Start Date is 2/1/16, which falls in PP 3. So it will pass 01/24/2016 as the starting effective date to DCPS. Remember that Effective End Date in outbound is ALWAYS last day of the fiscal year that comes after the Effective Start Date (9/30/2016 in this example).
The grace period and deadline for HR LOA updates is to ensure DCPS gets them in time to update for the current payroll.
You can however send prior period adjustments for prior dates so if any prior period corrections come through they will reference the correct LOA.
Similarly, future date changes can be sent and they apply to those future dates and not the current.
For a split payroll;, the system will determine if the Effective Start Date is the first day of the Pay Period (e.g. 9/18/16 or 10/1/16) depending on if the HR LOA start date is in 9/30 or before or 10/1 or after within that split pay period. And if two entries are made, both will transmit with the appropriate split dates.