Table of Contents TOPIC PAGE I. WHAT IS iPERMS? 3 ACCESSING iPERMS 5

Table of Contents TOPIC PAGE I. WHAT IS iPERMS? 3 ACCESSING iPERMS 5
iPERMS INPUT ROLES 12 Scan Operator 13 Index/Validation Operator 39 Verifier 63 Quality Control Operator 72 Field Operator 77 OTHER ROLES 106 Problem Resolver 107 Domain Manager 146

I. What is iPERMS? (1) The Interactive Personnel Electronic Records Management System (iPERMS) is a system used by Soldiers and HR professionals to maintain a secure (PKI) record of a Soldier’s Official Military Personnel File (OMPF). It provides web-based access with a unified user interface that provides encrypted, end- to-end, secure, remote access to, input to, and retrieval of, documents from a Soldier’s Military Human Resource Record (MHRR) and DA photo. iPERMS requires Internet Explorer 5.0 or above or Netscape 4.7 or above, though Microsoft Internet Explorer (IE) 6.0 or above is the preferred browser. Cookies and JavaScript should both be enabled and access is CAC enabled.

I. What is iPERMS? (2) iPERMS is the official electronic repository for the Army personnel records Certified under DODI In compliance with USC 44 Offers worldwide accessibility from individual to need to know agencies into a Soldier’s Personnel Record Paper/fiche personnel records of Soldiers separated prior to 2002 are maintained at the Army’s expense at the National Personnel Records Center (NPRC), a part of the NARA Personnel records over 62 yrs from 1948 separations and prior are archived Damaged but salvaged personnel records are archived

II. Accessing iPERMS (1) 1. Access to iPERMS by using the link:
1. Access to iPERMS by using the link: 2. Click on “I Accept” on the iPERMS Training consent page.

Accessing iPERMS (2) 3. After reading the Training System Instructions, click on the “Certificate Login” tab for access to iPERMS using your CAC.

Accessing iPERMS (3) 4. Choose the appropriate digital certificate and click on “OK.”

Accessing iPERMS (4) 5. Click on the “I Accept” tab which signifies your understanding of the Privacy Act of 1974.

Accessing iPERMS (5) (Instructor Responsibilities)
6. Each Instructor must login as the Domain Administrator. Login as yourself - select your AKO User Name.

7. Select the Domain Administrator in AA hyperlink.

john.doe 8. For each new class the instructor must add each student as a new user using the AKO user name. a. Select Add User b. Type in AKO User Name c. Select Add

III. iPERMS Input Roles A. In iPERMS, there are five Input Roles:
Scan Operator (SO) Index/Validation Operator (I/V) Verifier (VR) Quality Control Operator (QC) Field Operator (FO) All roles work together to ensure that documents are transferred to electronic image files that can be retrieved and viewed in a Soldier's official online record.

1. Scan Operator (SO) A. A Scan Operator scans Soldier records to create electronic image files of each document. The system places the images into batches that are then indexed with data references for future retrieval. Understand the Scan Operator Role Configure Web Scanning Understand Image Format Add Documents to the System Manage Rescans Use the Action Menu

Scan Operator (SO) Role
B. The Scan Operator role allows you to perform Web scanning and manage rescans. C. Scan Operators must ensure that documents are prepped correctly and scanned properly in order to produce superior images. D. Like most roles, Scan Operator is assigned by a Domain Manager or Domain Administrator. You will know what roles are available to you when you log in to iPERMS.

Document Preparation Procedures (1)
E. When prepping documents for scanning, be sure to: Remove staples, paper clips, and any other paper fasteners. Remove sticky notes. If the sticky note has important information on it, make a copy of it and scan the copy. Trim jagged edges with scissors to produce a smooth edge. Repair tears with tape. Straighten any bent or folded pages. Photocopy delicate pages.

Document Preparation Procedures (2)
F. Inspect documents to make sure that they: Are authorized for inclusion in a Soldier's permanent record. The AR lists all authorized documents. Refer to it if you have a question about what documents to include. Do not inappropriately contain the personal information of other Soldiers. Example: Redact a promotion document listing multiple Soldier names and SSNs to reflect only the information of the Soldier whose file you are preparing.

Document Preparation Tips
G. Group documents by Container IDs, Document Type, or Soldier record to make them easier for Indexers to process. H. Keep each batch size to approximately 50 pages or less, if possible. I. Align papers before loading them into the Automatic Document Feeder tray on the scanner to avoid jams. J. Be aware of the page load limit for your particular scanner. K. Check the scanner for directions on how to load the paper so that the image will be captured. If the documents you scanned appear as blank images, you may have loaded the pages incorrectly.

Configure Web Scanning System and User Requirements
A. Before installing any of the Web scanning components, please ensure that the following system and user requirements are met: The workstation must be running Windows XP and Internet Explorer 6 with Service Pack 2. The user who will install these components must be logged onto the workstation as an administrator for that machine. Consult your DOIM for help if you are not an administrator. You must have a valid AKO account with a Scan Operator role assignment in iPERMS. The workstation must have Intranet/Internet access to the IQC server. The workstation must have a supported scanner installed using TWAIN drivers.

Configure Web Scanning Installation Preparation
B. You must install software and scanning components to use Web scanning functions, and can access them from any input role. Login to the iPERMS Training System. Select a Scan Operator Role. The Batch Manager window appears. C. From the Batch Manager window, the “Install JRE and LEAD” tools button. The iPERMS Installer window appears, listing three items to install. Sun JRE 1.4 Scanner Certificate Image Viewer Software NOTE: To install each item, click its link and follow the directions.

Configure Web Scanning
JRE 1.4 Installation D. To install JRE 1.4: Click “Install Sun JRE 1.4.” Click “Yes” in the Security Warning dialog box. Click “Download Now” on the Java Installation Page. Click “Begin Download.” Click “Yes” if the security warning appears. Click “Verify Installation.” Click the “Back” button on the browser to return to the iPERMS application to install the remaining items. Warning: DO NOT install the Google Toolbar. During installation, make sure the Google toolbar option is NOT selected. It will prevent Web scanning from working properly.

Configure Web Scanning Scanner Certificate Installation
E. To install the Scanner Certificate: Click “Scanner Certificate.” Click “Open” on the security warning. Click “Install Certificate.” The Install Certificate Wizard launches. Click “Next.” Verify that the option to allow for automatic selection of the certificate store is selected. Click “Finish.” Click “Yes” on the security warning. A message appears indicating that the input was successful. Click “OK.” The message disappears and the Certificate Information window remains.

Configure Web Scanning Image Viewer Installation (1)
F. To install the Image Viewer: Log onto the workstation as a local administrator. Open “Internet Explorer.” From the Internet Explorer menu, click “Tools.” Select “Internet Options.” Click the “Security” tab. Select “Local Intranet.” Click “Custom Level.” From the Security Settings Window, change the settings for the following ActiveX controls: Enable automatic prompting for ActiveX controls Enable binary and script behaviors Prompt download signed ActiveX scripts Prompt download unsigned ActiveX controls Prompt initialize and script ActiveX controls not marked as safe Enable run Active X Controls and plug-ins Enable script ActiveX controls marked as safe for scripting

Configure Web Scanning
Image Viewer Installation (2) 9. When all settings are changed, click “OK.” Click “Yes” on the security warning. Close “Internet Explorer.” Log on to iPERMS and select the “Scan Operator” role. Click the “Install JRE and LEAD” tools button. Click “Install Viewer Software.” Click “Yes” in the Security Window. The Image Viewer is installed.

Image Format Image Definition
A. A TIFF file is the recommended image file type in the electronic records management industry for digitized documents. B. iPERMS will allow only TIFF files. If you try to add any other file type, you will get an error message that the system only accepts 300 dpi, monochrome images with CCITT group IV compression. C. Work with your DOIM to make sure that your scanner is set up correctly to produce TIFF images. D. There are resources on Tracker for help with scanner setup. Please review the Tracker module in this training if you are unfamiliar with how to access and use the online resource.

Image Format TIFF Conversion
E. To convert an image to a TIFF, use a TIFF converter or follow these steps using a Windows-based operating system: Open the image in whatever program created it. Print to the Microsoft Document Image (MDI) Writer. Choose a location to save the MDI file. Open the MDI file and save as a TIFF.

Splitting Multi-Image TIFFs
Image Format Splitting Multi-Image TIFFs F. The system has the ability to split multi-image TIFFs. For example, if you upload a multi-image TIFF that has three images in it, iPERMS will separate that file into three separate images. G. This is especially helpful if the file contains documents for various soldiers and document types.

Adding Documents Ways to Add Documents
A. With the Scan Operator, Index/Validation, Verifier or Quality Control roles assigned, you may use Web scanning to add documents into iPERMS from any workstation with a supported scanner. B. Web scanning can be done from anywhere in the world, at any time as long as you have the required software, equipment, network environment, and user permissions outlined in this section. You may add documents through: Scanning Uploading Images C. Web scanning allows a user to scan documents and send them to the Index/Validation queue for indexing, or index the batch after it is scanned. Please review the Indexing section in this training if you are unfamiliar with the tools and the process.

Adding Documents Via Web Scanning
D. First, make sure you are logged on as a Scan Operator. 1. In the Rescan Batch Manager window, click the “Create Batch” button. (The Index Batch window opens. A unique Batch ID is assigned to the batch.) 2. On the Batch Editing toolbar, click the “Scan Images” button. (The IQC Web Scan Options menu screen appears.) a. If more than one scanner is available, select a scanner source. b. If you have two-sided documents, select duplex. NOTE: If your scanner is not a duplex scanner, selecting this option will not enable duplex scanning.

Adding Documents Via Web Scanning
E. Image threshold settings should only be changed if you find that your images are too dark or light to be read easily. Follow the instructions on the screen to determine what threshold settings to use. F. To scan documents: Load documents into the Automatic Document Feeder in the order you want them to be scanned. Click “Scan.” (A message appears asking if you want to run the application even though the certificates do not match.) Click “Run.” Click “Finish” after all pages have been scanned and the scan status view indicates that the scan was successful. (Images are viewable and index data fields appear.)

Adding Documents Reviewing Images
G. Check each image to ensure that it has good visual quality. The first image will show in the Image View window. Click the “Next Image” button to view each image. H. If an image is not acceptable or unnecessary, you can delete it. I. To delete an image: Click to select the poor quality image. Click the “Delete Document” button. (A message appears asking if you are sure you want to delete the selected document and all of its images.) Click “Yes.” If necessary, reload the document in the scanner, adjust the image threshold settings and scan it again.

Adding Documents Naming the Batch
J. Name your batch with a naming convention approved by your organization that communicates information about its contents in a clear, concise way. Example 1: If you are scanning a batch of award documents for a specific unit, you could name the batch: AWD 61st Civ Sppt. Example 2: If scanning a batch for one soldier, you could use the person’s last name and the last four digits of his or her SSN: Testssn1234.

Adding Documents Optional Field Usage
K. In addition to the Batch Name field, there is a Container field and a Comment field. You may use the Container field to track batches. L. You may use the Comment field to communicate information to an Indexer if you will not be indexing the batch yourself. M. There is also an option for you to select a batch priority. This will only be changed in rare circumstances as your supervisor directs. N. The rejection menu is also in this portion of the screen. To understand rejection code usage, review the Indexing and Quality Control modules in this training.

Saving and Routing a Batch
Adding Documents Saving and Routing a Batch O. When all images have been reviewed for quality, you are certain that all documents were scanned, and the batch is named properly, you may save the batch. P. To save a batch: From the Action Menu, select “Save Work.” Click the “Do Selected Action” arrow. Q. At this point, you have two options: Send the batch to Index/Validation Index the batch NOTE: Either path is acceptable, depending on your office procedures.

Adding Documents Via Uploading
R. The upload images option allows you to create a batch using images saved on your computer or network. This option is available because some users share a scanner with several people or they may receive files by or CD-ROM. S. To access image upload: From the Batch Manager window, click the “Create Batch” button. Click “Upload Images.” (The Upload Image screen displays and allows user to select up to 12 image files per upload event. Continue uploading until all desired images are in a batch.) Click “Browse for Image 1.” Select the file you want to upload. Click “Open.” (The file information is added to the Upload Image screen. You may repeat steps 3 through 5 for each file you want to upload.) After all images are selected, click “Add Now.” T. You may continue adding images, then queue the batch to Index/Validation or index the batch.

Identifying Rescan Batches
Manage Rescans Identifying Rescan Batches A. Some documents are rejected during the Indexing or Verifying process because pages are missing or illegible. Those documents are put into new split batches and are routed to the Rescans queue for resolution. B. You can identify rescan batches by looking at the comment and error fields in the Rescans Batch Manager. C. The comment field will indicate the original batch ID that the documents were split from. The error field will contain a code that explains why the batch was sent to the rescans queue. D. A chart of the rejection codes may be found on Page 33.

Rejection Code Chart

Action Menu Action Menu Usage
A. The Action Menu allows you to perform several actions on a batch. The most common actions you will use are: Save work. Queue batch to Index/Validation. Finish the batch. B. To view the Action menu, access the Batch Window by checking out an existing batch or creating one. To perform an action: Click the “Action Menu” to open it. Click the desired action. Click the “Do Selected Action” arrow.

Action Menu Batch Actions
Finished - sends batch to Index/Validation. Use if you wish to index the batch you created. Save Work - saves your work on the batch. Cancel - cancels your work on the batch and sends you back to the Rescans Batch Manager window. Hold for Further Review - keeps the batch checked out in your name. Queue to Quality Control - sends batch to QC. Queue to Index/Validation - sends batch to Index/Validation. This is the best action to use if you decide not to index the batch. Delete this Batch - deletes the batch.

2. Index/Validation A. The Index/Validation role is a key step in the processing of personnel records. The index data entered and validated are associated with the image so that records may be retrieved and managed. Understand the Index/Validation Role Use the Batch Manager Use System Buttons Identify and Enter Index Data Repeat Common Data Reject Documents Answer Special Questions for Filing Clarification Use Hot Keys Check Indexing Fields Use the Action Menu

Index/Validation Role
B. The Index/Validation role is assigned by a Domain Manager or Domain Administrator. You will know what roles are available to you when you log in to iPERMS. You must have a valid AKO account with the role of Index/Validation assigned to you before you can index batches on iPERMS. C. The Index/Validation role allows you to view images of the scanned documents and enter data from those documents into iPERMS. D. The index data that you enter enables iPERMS users to retrieve all or part of a Soldier record, so successful retrieval depends on the accuracy of the information entered and validated during this process.

Use the Batch Manager Getting Started
A. The Batch Manager lists all of the batches available for indexing. You will be able to find and check out a batch to index from this window. B. To get started: Login to the iPERMS Training System. Select a Index/Validation role. (The Batch Manager window displays.)

Batch Manager List Details (1)
Use the Batch Manager Batch Manager List Details (1) C. The batch list contains the following information: Batch ID – A system-generated sequential number assigned to each batch at creation. Check Out – Opens a batch (the button changes to Override when another user has a batch checked out). Priority – All batches have normal priority, but in special cases, batches can be given a higher priority to facilitate faster processing. Priorities range from lowest to highest and are indicated by red chevrons. UICs – The first code shows batch origination UIC, the second shows the UIC currently responsible for the batch. A missing UIC indicates that the batch is visible across the domain to users without designated UICs. Batch Name – Shows the name given to a batch by a user or a default name if a specific name was not entered at batch creation. Created – Indicates the creation date and time of a batch.

Batch Manager List Details (2)
Use the Batch Manager Batch Manager List Details (2) 7. Stage – Reflects the current stage of a batch. The stage refers to the current location of a batch in the workflow. 8. Working – Shows the AKO ID of the user who has the batch checked out. 9. Docs – The first number indicates the number of documents in a batch, the second shows the number of images. 10. Errors – Shows the number of errors (empty data fields, incorrect data format) in a batch. This field also shows any applicable reject codes. 11. Container – An optional field used to track containers. 12. Comment – An optional field used to communicate information about a batch to other users.

Batch Manager Functions
Use the Batch Manager Batch Manager Functions D. Use the Batch Manager Toolbar to help you create, find or delete a batch. The following buttons are used to perform batch manager functions. Please see the Scanning Module for details on creating a new batch. Refresh - update the batch list. HotKeys - lists the available hotkeys used in Batch Manager. Exit - exit to the iPERMS Login window. Delete - manually delete a batch when you know the Batch ID number. Click the button and click OK to delete the batch. Manual Checkout - check out a batch when you know the Batch ID number. Click the button, enter the number and click OK. Magnify Glass - search for a UIC, date, comment or batch name when you donï¿½t know the Batch ID number. Enter the search information and click OK to launch the search. This feature will allow you to narrow large queues into smaller queues. NOTE: Always be very certain that you want to delete a batch because you cannot undo a delete. If you need to get the images back, they will have to be rescanned.

Use System Buttons Indexing a Batch
A. From the Batch Manager window, select the batch that you wish to index by clicking the Checkout button next to the batch ID. The Indexing/Validation window will open with the first page of the batch displayed. B. Each page of a scanned document becomes an image. Depending on its type, a scanned document may produce one or more images. When scanning is complete, each image is placed in a separate document folder. C. To open all folders in a batch at one time, click the Batch icon (looks like a hard drive next to the batch ID). The image you are viewing is indicated by highlighted text.

Use System Buttons Edit Toolbar (1)
D. Use the Edit Toolbar to organize single images into multi-page documents; arrange them in correct page order; reject images; delete images or documents; and add images. 1. Join Up or Join Down- move all related images from one document folder to another. a. Select the image. b. Click Join Up or Join Down. A new document folder will be created for the selected image and any images that were grouped with the selected image. 2. Move Image Up or Move Image Down - rearrange images that are out of order. b. Click the Move Image Up or Move Image Down button. 3. Split Document – split one multi-page document into two separate documents. a. Select the image you want to separate from the folder. b. Click the Split Document button. A new document folder will be created for the selected image or group of images. Data fields may need to be re-indexed for the documents that were split. 4. Toggle Document/Image Rejection Flag - mark a poor quality document for rejection.

Use System Buttons Edit Toolbar (2)
5. Clear Fields - change or remove data in the index fields for a particular document. a. Select the document. b. Click the Clear Fields button. 6. Delete Document - delete the document and all of its associated images. a. Select the Document folder. b. Click the Delete Document button. c. Click OK to confirm. 7. Delete Image - delete a single image within a document. a. Select the image. b. Click the Delete Image button. 8. Reverse Batch Order - correct the image order for the entire batch. 9. Reverse Document Order - correct the image order for that document. b. Click the Reverse Document Order button. 10. Upload Images - allows you to add TIFF images to a batch. To learn more about this button, see Adding Documents Via Uploading in the Scanning module. 11. Scan Images - provides access to the Web Scan functions and allows you to scan images into the batch. To learn more about this button, see Adding Documents Via Web Scanning in the Scanning module.

Use System Buttons Image Toolbar
E. Use the Image Toolbar to change the image view. 1. Magnifier button - magnify the section of the image you click. The magnification stays on as long as you are holding down the left mouse button. 2. Zoom button - magnify or reduce the entire image incrementally as you click the image. A left mouse click zooms in and a right click zooms out. 3. Mover button - drag the image in any direction. 4. Previous and Next Page buttons - if active, it means that you have a multi-image TIFF. For more information about multi image TIFFs, click Help on the site menu to access the iPERMS Quick Reference Guide. 5. Top of Page button - magnify and display the first half of the image. 6. Bottom of Page button - magnify and display the second half of the image. 7. Fit Horizontally and Fit Vertically buttons - shrinks the image to fit within the width and height of the Index window. 8. Rotate button - turn the image 90 degrees with each click. 9. Print button - print the image you are viewing.

Enter Index Data Index Fields
A. There are standard data fields for each batch. Some data is entered automatically and some must be entered by the indexer. Container - filled in during scanning and used to identify the batch. Name - filled in during scanning and used to identify the batch. B. An indexer can modify these fields by highlighting the existing name and typing in a new name. When choosing a name for the batch, please adhere to the guidelines established by your Domain Manager. Comment field - used to provide additional information to users working with the batch such as the reason a document is rejected or noting that the entire batch is one doc type. The following index data fields are required: Soldier SSN Soldier Name Document Name Effective Date

Enter Index Data Enter the SSN D. To enter the SSN:
View the document to find the soldier’s SSN. Type the number into the SSN field. Press Enter. E. The SSN will be validated using an Army personnel database and will populate the Soldier’s name in the Name field. F. If you cannot see the full SSN on the document, you can search by a partial SSN or by name. G. To search by SSN: Enter as much of the number as possible in the field. Click the magnifying glass. A list of possible matches appears. Highlight the soldier that matches the document information. Click Add. NOTE: The Domain ID is associated with the soldier’s SSN. It reflects the iPERMS Domain you are working in and cannot be altered.

Enter Index Data Enter the Name H. To search by Soldier name:
Enter all or part of the last name and the first few letters of the first name. Click the magnifying glass. Select the Soldier from the list of possible matches. Click Add. I. If you cannot locate the Soldier using the SSN or name, you may have to reject the document. (Please see Reject Documents in this section for more information.)

Enter Index Data Enter the Doc Name
J. Review the document to determine the document name. 1. Enter the name in the document name field. 2. Press Enter. K. To search by Name and Title or by Document Name: Click the magnify glass. Enter all or part of the doc name or title. Click Search. Highlight the correct name. Click Select Doc to fill in the Document Name field. NOTE: The Lookup Document Name window allows you to search the entire Document Matrix.

Enter Index Data Enter the Date
L. In the effective date field you must enter a date in the format shown: YYYYMMDD. You may use the calendar tool to select a date. M. To move through the indexing fields, press Enter after typing the data or click in each index field before you type.

Duplicate Document Check
Enter Index Data Duplicate Document Check N. Once you have finished entering data for a document, click the Next Document button to move to the next document. This will prompt a Duplicate Document Check that compares index data for documents already existing in the Soldier's record with index data for new documents in the batch you are indexing. O. If a duplicate document exists in the Soldier's record, it will display in a split window with the document image from the batch you are indexing on the left and the existing document image on the right. Compare the two documents and their index data to see if they are duplicates. P. If you find that the documents are identical, delete the new document image from the batch by clicking the Delete Input Document button. Q. If the document is not an exact duplicate and needs to be kept, click Done. R. If no possible duplicate document is found in the Soldier's record, the Next Document button will appear instead of a document image. Click the button to index the next document in the batch. NOTE: You are not able to delete a document that exists in the Soldier record while you are indexing a batch. If you find that the existing document is a bad image, you can keep the new document and let the system create a duplicate document case when the documents are moved to the Soldier record.

Repeat Common Data Repeat Data
A. There are three checkboxes on the Image toolbar that are used to repeat data from one document to the next. Soldier - repeats the Soldier Name and SSN on the next document. Document - repeats the Document Name on the next document. Date - repeats the date on the next document. NOTE TO INSTRUCTOR: Conduct the following Training Exercise: Click the Soldier checkbox. Click the next document in the batch. The Soldier SSN and name fields are populated. Uncheck the Soldier box Click the next document. No information is transferred. NOTE: If there already is data in the fields you want repeated, this feature will not overwrite that data. You must first remove the unwanted data from the field.

Reject Documents Rejection Reasons
A. When you encounter documents that are missing pages or data and cannot be indexed, you can separate those documents from the rest of the batch using the document rejection button. Select the document or image. Click the Rejection button. A push pin icon appears next to the document. Red check marks appear in the index data fields and the Reject menu is highlighted. 3. Open the reject menu and select the reason for rejecting the document. B. Some common reasons to reject a document are Illegible Image, SSN/Name Not Available or Incomplete Document. C. When the batch is finished, rejected documents are placed in new batches and directed to the Rescan or Quality Control queues based on the code chosen by the Indexer.

Questions for Filing Clarification
A. The index data that you enter determines in which folder or subfolder in the Soldier's record the document will be filed, for example, MPRJ, Medical, Flight, etc. B. For most documents, you only need to provide the name for the document and it will be automatically filed in the correct folder. C. However, some doc types require answers to questions in order to determine where the document should be filed. NOTE: For a list of these documents and their associated questions, review the document filing training materials on Tracker.

Hot Keys A. Hot Keys accelerate the indexing process for users who prefer the keyboard to the mouse. The Hot Keys button will bring up the list of Hot Keys that may be used while indexing.

Check Indexing Fields Check for Errors
A. After you have indexed all of the documents in the batch, perform a data check to confirm that all of the fields contain data and that the data is in the correct format. 1. Click the “Check’ button. A message displays listing any data errors. Click ‘OK.’ A red check mark appears next to the document in The Batch Contents view and within the document next to each data field that needs attention. A red check mark will appear next to field that contains no information as well as fields that have incorrect document names or dates that are in the wrong format. D. Make any corrections that are necessary.

Check Indexing Fields Finish the Batch
E. After making your corrections: 1. Select Finished from the Action menu. A confirmation message appears validating your data fields. 2. Click OK. 3. If you want to index the next available batch from the Batch Manager list, click OK when the second message displays. 4. If you work only on specific batches or you wish to stop indexing, click Cancel when the second message displays to return to the Batch Manager window. NOTE: If you have rejected any documents, check marks will remain and those documents will split from the finished batch into a new batch.

The Action Menu A. The Action menu contains all of the actions needed to complete your work. Click the curved arrow button after making your selection to complete the action. Finished - saves all of your data and closes the batch. Save Work - saves all of the data you entered previously and keeps the batch open. It is a good idea to save your work every ten documents or so, particularly on large batches. Cancel - cancels all unsaved work performed on the batch during the current session and retains the batch in its current queue. Hold for Further Review - keeps the batch checked out to you. The batch remains on the Batch Manager list with your AKO ID displayed on it. Queue to Quality Control - sends the batch to the Quality Control queue. You may need to send a batch to the Quality Control queue if you have a question about it. The Quality Control Operator can solve the problem. Reject Entire Batch - also sends the batch to Quality Control. Select this option if the batch has multiple problems. Mark the specific images that require attention and select a rejection code from the bottom left hand corner of the window. Please see Reject Documents in this module for further instruction.

3. Verification A. A Verifier visually checks through indexed batches to ensure the accurate placement of images and that all index data associated with the images are correct. Understand the Verifier Role Verify Batches Use the Action Menu

The Verifier Role Role Definition
A. The Verifier role allows you to view batches that have been indexed in your organization. Not all batches will move from the Indexing queue to the Verification queue. The Domain Manager (DM) determines what percentage of an Indexer’s work is sent to Verification. B. To get a full understanding of the Verifier role, it is best to also take the Indexing module. All of the tools that an Indexer uses are also available to a Verifier, and each tool is explained in the Indexing module and in the iPERMS Quick Reference Guide. Click help on the site menu to access the guide.

Verification Procedures (1)
The Verifier Role Verification Procedures (1) C. Your role as a Verifier is extremely important. It is your job to approve index data and ensure that each image is in its proper place. D. To make sure that you are following the procedures established by your state as you work in this role, please request a copy of your State iPERMS SOP. E. When you verify data, check every image within each document folder to ensure that the right index data was entered. You will check the: Soldier SSN Soldier Name Document Name Effective Date

The Verifier Role Verification Procedures (2) F. Check how an Indexer answered additional questions that are associated with certain document names. If any information is incorrect, you must change it by typing the correct data in the field or by correcting the answers to the questions. G. Make sure that all images are joined correctly and appear in the correct order. Example: An NCOER has a front and a back page. When it is scanned, each side of the page becomes an image. Therefore, an NCOER will have two images that need to be joined to the same document folder. H. If you encounter improperly joined images or images that need to be joined, use iPERMS tools to correct image placement.

The Verifier Role Verification Procedures (3) I. As a Verifier, you may encounter an image that needs to be rejected. Do not reject an image for any issue that you can resolve. For example, if you see that the Indexer entered the wrong SSN for a document, enter the correct SSN. J. To reject an image: 1. Select the document or image. 2. Click the Toggle Image for Rejection button. A push pin icon appears next to the document. The Reject menu is highlighted. 3. Open the reject menu and select the reason for rejecting the document.

The Verifier Role Verification Procedures (4) K. If images are upside down, use the Rotate button to turn them right side up. If images are left upside down in a batch, they will appear the same way in the Soldier record view. L. When you are finished verifying a batch, it should have: Correct index data Properly joined images Sequentially ordered images Correct image orientation

Verification Process (1)
Verify Batches Verification Process (1) 1. Login to the iPERMS Training System. 2. Select a Verification role. The Batch Manager window appears. 3. To open a batch, click Check Out. 4. Click the Open All icon in the Batch Contents portion of the screen, which lists the series of folders that contain all documents in the batch. NOTE: A complete explanation of the batch manager, batch editing and image view toolbars can be found in the iPERMS Quick Reference Guide. Click help on the site menu to access the guide.

Verify Batches Verification Process (2) A. Compare the index data to each image. If any of the data is incorrect, change it. When you are finished looking at the image, advance to the next image by clicking the Next Image button. B. Save your work as you go by selecting Save Work from the Action Menu and clicking the Do Selected Action arrow. C. Repeat the process for the entire batch, being careful to make sure that images are properly joined and that the indexing information is correct. NOTE: Click “Next Image” instead of Next Document so you can view EVERY image in the batch.

Verify Batches Verification Process (3) D. To finish the batch: 1. To validate that all required fields are filled with data in the correct format, click Check. A message appears validating that all documents were successfully checked. If you are missing data for fields, the message will indicate how many errors you have and place red check marks next to each document that has an error. Correct the errors. 2. From the Action Menu, select Finished. 3. Click the Do Selected Action arrow. A message box appears indicating that the batch was validated. 4. Click OK. A message box appears asking if you want the next available batch. 5. Click OK to get the next available batch or Cancel to return to the Batch Manager window.

Use the Action Menu Verifier Actions
Open a batch. Open the Action Menu. Click the desired action. Click the Do Selected Action arrow. Finished - sends the batch to Release Pending or another Verification queue depending in how your domain is set up. Save Work - saves work on the batch. Cancel - cancels work on the batch and returns you to the Batch Manager window. Hold for Further Review - keeps the batch checked out in your name. Queue to Quality Control - sends the batch to QC queue. Queue to Index/Validation - sends the batch to I/V queue. Reject Entire Batch - sends the batch to Rescans queue.

4. Quality Control A. A Quality Control Operator manages all input queues in iPERMS. In this role, you are responsible for communicating input procedures to Scan Operators, Indexers and Verifiers and ensuring that documents flow through the system smoothly. Understand the Quality Control Role Manage the Input Workflow Identify QC Folder Contents Fix Rejected Documents Redirect Batches Understand Release Folders

Quality Control Role Role Definition
B. As a Quality Control Operator, you will monitor and manage the input workflow and attend to any exceptions that occur. The Quality Control stage folder is used to manage those exceptions. Definition: An exception is a change in the normal flow of batches due to a document issue. C. The Quality Control Operator identifies the reason for the exception and uses available resources to solve the problem. D. Common Quality Control Tasks: Monitor Workflow in Input Queues Fix Rejected Documents Redirect Batches

Quality Control (QC) Batch Manager
Quality Control Role Quality Control (QC) Batch Manager E. The QC Batch Manager gives you access to every batch in the input workflow to perform QC tasks. Login to the iPERMS Training System. Select a Quality Control role. The Quality Control Batch Manager window appears. F. The Batch Manager toolbar allows you to perform several actions in the window. NOTE: For an explanation of each toolbar button function, refer to the iPERMS Quick Reference Guide. Click help on the site menu to access the guide.

Quality Control Role Search for a Batch G. To search for a batch:
Click the Magnify Glass button on the Batch Manager window toolbar. Enter search criteria in the field. You may use data such as the full or partial batch name, the AKO ID of the person the batch is checked out to, or a Container ID. Click OK. A message appears indicating how many batches fit the search criteria. Those batches show in the queue, all other batches are temporarily hidden from view. 4. Click OK.

Quality Control Role Batch Stages
H. Initially, the Batch Manager window will display the All Stages queue, which contains every batch, in any stage. The Stage column shows the batchï¿½s current step in the workflow. I. Each stage, from Rescans to Input Pending, has a corresponding letter: Rescans - S Index/Validation - I Verify/Approve - V Quality Control - Q Release Pending - P Release in Progress - X Input Pending - Y Input Complete – Z J. Each stage also has a corresponding folder. To view batches in a particular stage, click the folder.

Manage Input Workflow Batch Movement (1)
A. In general, batches flow in this order: Scan - creation of batch Index/Validation - data associated with batch Verification - batch data verified for accuracy Release - batch uploaded to the PDC B. To manage workflow, look at the number of batches at each input stage and ensure that batches move along efficiently. NOTE: For example, if there are too many batches in the Index/Validation folder and not enough in Verification, you can direct users to work in the Index/Validation role.

Manage Input Workflow Batch Movement (2)
C. Monitor the QC folder to keep track of why documents or batches are being rejected or routed there. Some users may be rejecting documents or batches unnecessarily. D. Users may reject documents because they aren't sure how to index them. This is not the right way to use document rejection. If users are routing batches to QC in error, you can: Use the training system to demonstrate some of these issues and how to resolve them. Provide follow up communication such as a memo to help staff remember new and existing business processes.

Achieve a Balanced Workflow
Manage Input Workflow Achieve a Balanced Workflow E. Having a balanced workflow will help your domain process batches efficiently. A balanced workflow is one that has an approximately even amount of batches in these stages: Index/Validation 2. Verify/Approve F. To plan your strategy for achieving a balanced workflow, determine the rate at which your staff can process batches. This will help you estimate each day: When and how many people should scan When and how many people should index When and how many people should verify

The Benefits of a Balanced Workflow
Manage Input Workflow The Benefits of a Balanced Workflow G. If you can keep the number of batches in the Index/Validation and Verification folders between 250 and 500 you will reap these benefits: Less work lost in the event of a server crash Less time to load batches Faster batch searches

Identify QC Folder Contents
QC Folder Batches A. Only the QC Operator has access to the QC folder Several types of batches get routed to the QC folder: Split batches Rejected batches Batches queued to the QC folder Unreleased batches NOTE: You will learn about each batch type throughout the remainder of this section.

Identify QC Folder Contents Split and Reject Batches
B. Split Batches are made when an indexer or verifier rejects documents within a batch. It is called a split batch because it was separated from an original batch. The original batch ID will show in the comment field of a split batch. C. In the Batch Manager window, you can sort any column by clicking the ascending or descending arrow buttons. To see all split batches, when working on the live system, sort the Comment column. You may also sort the Errors column, which contains rejection codes for split batches. D. The Rejection Code chart (Page 80) shows which codes will route split batches to the QC folder. E. A Rejected Batch is a batch in which all the documents are rejected.

Rejection Code Chart

Identify QC Folder Contents Sent and Unreleased Batches
F. Batches queued to the QC folder from the Scanning, Indexing and Verification roles have been sent for various reasons. When sending a batch to QC, users should enter an explanation in the Comment field to inform the QC Operator why the batch is being sent. G. Unreleased batches are batches that were redirected to QC from the Release Pending folder, described later.

Identify QC Folder Contents Processing QC Documents
H. Investigate the reason the batch was sent to QC in order to determine the resolution. I. For Soldier SSN or name problems, communicate with SIDPERS personnel to get SSNs and names added or corrected. J. For issues with document types, effective dates and SID codes, use the Document Matrix and SID filing documentation on Tracker to help you determine the best action to take. If the document type is not on the Document Matrix, check with your management for guidance. K. In some cases, your resolution may be to direct the batch to another queue and advise input workers on how to process the batch.

Fix Rejected Documents
Rejection Fix Rejected Documents A. To fix rejected documents, you must first find out why the document was rejected. Use the chart on page to help you fix rejected documents in the QC folder.

Fixing Rejected Documents in CQ (1)

Fixing Rejected Documents in CQ (2)

Using the Action Menu (1)
Redirect Batches Using the Action Menu (1) A. Open a batch in the Index/Validation folder. B. To perform an action: Open the Action menu. Click the desired action. Click the Do Selected Action arrow. C. These actions can also be completed using Hot Keys. D. You can send the batch to Verify or QC. If you selected Finished, the batch will be routed to Release Pending.

Using the Action Menu (2)
Redirect Batches Using the Action Menu (2) Finished - sends batch to Release Pending Save Work - saves your work on the batch Cancel - cancels your work on the batch and returns you to the Batch Manager window for the folder you are currently working in Hold for Further Review - keeps batch checked out in your name Queue to Quality Control - sends batch to QC Queue to Index/Validation - sends batch to Index/Validation Queue to Verification/Approval - sends batch to Verification/Approval Delete this Batch - permanently deletes the batch Reject Entire Batch - sends batch to Rescans

Release Folders A. When a batch makes it through all input stages, it is routed to Release Pending. Release Pending is the holding stage for the batch. B. To view batches in Release Pending, click the “Release Pending folder.” C. The batches in this folder are ready to be released to the PDC, but the system allows a QC Operator to route batches from Release Pending if it is determined that the batch should not yet be transferred. D. Because there are more than 55 iPERMS domains across the US, the PDC follows a release schedule for batch data. When the upload time arrives for your domain, batches in Release Pending are moved to the Release in Progress folder. E. Click on the “Release in Progress folder.” F. When batches reach this stage, they can no longer be redirected to QC. These batches are in the process of being uploaded to the PDC

Release Folders Input Pending Folder
G. Click the “Input Pending folder.” H. Once batches reach this stage, they are already uploaded to the PDC, and are now undergoing Input Processing. I. Once Input Processing is complete, the documents in a batch are transferred to the appropriate Soldier record, which can be viewed in the RMS and OMPF Online.

Release Folders Unrelease
J. You can use the unrelease function to stop a batch from being uploaded to the RMS. You can only unrelease a batch from the Release Pending queue. K. Reasons to unrelease a batch: A QC Operator finished a batch, and routed it to Release Pending without it being verified. A user identified a document that should not be put in the record. L. To unrelease a batch: In the Batch Manager window of the Release Pending queue, click “Unrelease” for the desired batch. A message box appears informing you that the batch is scheduled for release and asking if you are sure you want to route the batch to QC. 2. Click “OK.” The batch is sent to QC.

Release Folders Force M. Force sends a batch to the PDC ahead of the release schedule. N. When you force a batch, the batch moves ahead of all batches that are waiting for upload. O. The force feature is of great value when you need to push through documents that are time sensitive or needed for emergency situations such as: The death of a Soldier in the line of duty. The emergency care and treatment of a Soldier. The mobilization of a unit. Last minute additions to promotion board packets.

Release Folders Force Caution
P. Force should not be used unless authorized by the State DM or NGB, as it will halt the scheduled release for all iPERMS domains. Q. If all QC Operators in iPERMS used Force every day, it would undermine the usefulness of the upload process. NOTE: Warning: System Administrators (SA) monitor this activity closely and will communicate with those who use this feature excessively.

Release Folders Force a batch R. To force a batch:
1. In the Batch Manager window of the Release Pending queue, click “Force” for the desired batch. A message box appears informing you that the batch is scheduled for release and asking if you are sure you want to release the batch now. 2. Click “OK.” The batch is sent to Release in Progress. S. The Force All button will send all batches in the Release Pending queue. NOTE: Warning: The Force button should only be used when absolutely necessary to avoid interfering with overall system performance.

5. Field Operator A. The Field Operator role provides a way for iPERMS users to scan or upload documents in the field and route those documents to the appropriate domain. 1. Understand the Field Operator Role 2. Scan Documents 3. Upload Images

Understand the Field Operator Role
Role Definition B. As a Field Operator, you can scan or upload documents for any domain. This capability is important if, for example, you are at a mobilization site and must scan documents for Soldiers from various domains. C. As a Field Operator, you are able to scan documents or upload image files and then enter the corresponding SSN on the system. The system will match the SSN to its proper domain and route the images to that domain for indexing.

Scan Documents Getting Started
D. Before you begin scanning, make sure that you have the right equipment and that all items needed to configure Web scanning are properly installed. NOTE: Please see the scanning module (Page 10) for a detailed explanation of what needs to be done prior to scanning. E. To begin Scanning: 1. Login to the iPERMS Training System. 2. Select a “Field Operator” role. The Batch Manager window appears. 3. In the Batch Manager window, click the “Create Batch” button. 4. Click the “Scan Images” button on the Batch Edit toolbar.

Scan Documents Choosing Scan Options F. On the Web Scan Options menu:
If more than one scanner is available, select a scanner source. 2. If you have two-sided documents, select duplex. NOTE: If your scanner is not a duplex scanner, selecting this option will not enable duplex scanning. 3. Change image threshold settings only if images are too dark or light, and therefore difficult to read. Follow the instructions on the screen to change the settings. 4. Load documents into the Automatic Document Feeder in the order you want them to be scanned. G. You may have documents for different Soldiers in your batch because you will later enter the correct SSN for each document.

Scan Documents Performing Scanning
H. The documents you are loading into the scanner should already be prepared. If you want to learn about proper document preparation, please refer to the Scanning module (Page 10). 1. Click Scan. A message appears asking if you want to run the application even though the certificates do not match. 2. Click Run. After all pages have been scanned, the scan status view indicates that the scan was successful. 3. Click Finish. The documents are viewable and one index data field appears.

Scan Documents Reviewing Images
I. Check each image to ensure that they have good visual quality. The first image will show in the Image View Window. Click the “Next Image” button to view each image. If an image is not acceptable or is unnecessary, you can delete it. J. To delete an image: 1. Click on the poor quality image in the batch contents portion of the screen. 2. On the Batch Edit toolbar, click the “Delete Document” button. A message appears asking if you are sure you want to delete the selected document and all of its images. 3. Click “Yes.” K. If necessary, reload the document in the scanner, adjust the image threshold settings and scan again.

Scan Documents Adding SSN Data
L. When all images have been reviewed for quality and you are certain that all documents were scanned, you must add SSN data to the batch. 1. Enter the correct SSN in the Soldier SSN field for each document. Please note that some images will need to be joined so that all documents will be tied to the correct SSN. Please see the Indexing module (Page 36) or more information on document joining. 2. After entering SSN data for all documents, click “Finish.” M. The system will identify each SSN in the batch and its associated documents and send each document to the domain that is responsible for maintaining the record.

Upload Images A. You may only upload TIFF images to iPERMS.
B. The upload images option allows you to save images on your computer or network and retrieve them later to create a batch. C. To access image upload: 1. From the Batch Manager window, click the “Create Batch” button. 2. Click “Upload Images” The Upload Image screen displays and allows user to select up to 12 image files per upload event Continue uploading until all desired images are in a batch

Upload Images D. To upload TIFF images:
Click “Browse” for Image 1. Select the file you want to upload. Click “Open.” After all images are selected, click “Add Now.” E. After adding all images, click Finish to route the documents to the proper domain.

IV. Other iPERMS Roles A. There are other iPERMS Roles that are vital to the effectiveness and efficiency of iPERMS: Problem Resolver (PR) Domain Manager (DM) Authorized Official

Problem Resolver (PR) A. The Problem Resolver (PR) is a role assigned by a DM and is designed to permit the user to resolve system and user-generated cases. A PR has the ability to resolve and create problem cases in iPERMS. Understand the Problem Resolver Role Manage Unassigned Cases Resolve Cases Manage Assigned Cases Search for Cases Batch Process Cases Report a Problem

Problem Resolver Role Role Definition
a. The Problem Resolver (PR) uses tools to resolve problem cases. Cases are generated from: iPERMS input processing iPERMS users b. During input processing, iPERMS flags potential problems, such as possible duplicate documents, and creates a case for further examination by a Problem Resolver. c. Those with RMS roles in the system can also create problem cases to communicate issues such as missing or misfiled documents in a record.

Manage Unassigned Cases
Report Manager d. When working with the Unassigned Cases report or any other report in iPERMS, you may use the Report Manager to check the status of initiated reports. When you need to run more than one report, click “Report Manager” to: View a list of reports View completed reports Close reports

Manage Unassigned Cases Unassigned Cases Report
Login to the iPERMS Training System. Select a Problem Resolver role. On the Problems Menu, click Unassigned Cases. e. Use this report to search for unassigned cases of any type. As you continue through this section, you will learn about the most common case types. f. For detailed information about all case types, please refer to the iPERMS Quick Reference Guide. Click help on the site menu to access the guide.

Manage Unassigned Cases Unassigned Cases Report (2)
g. Use the Type of Cases field to select the case types you want to view on the report. NOTE TO INSTRUCTOR: Conduct the following Training Exercise: For this example, choose Possible Duplicate Document: 1. Click the magnifying glass next to the field. 2. Select Possible Duplicate Document. 3. Click Select Value. NOTE: When building search criteria, you may enter the case type code in the Type of Cases field or leave it blank to view all case types.

Use the “Order By” dropdown menu to choose your preferred listing order for the results. If you need to print the report or transfer the information to a file, you may adjust the “Output Controls.” There are three options: HTML Browser/Printable - use to print the report. CSV (Spreadsheet) - use to transfer the data to a spreadsheet. XML (Extensible Markup Language) - use if you are familiar with using code to build XML files.

Select the maximum number of rows you wish the report to show. If the report results exceed your specified row number, a message appears. To view the additional data, run the report again with a higher number of maximum rows selected. After setting all criteria, click “Run Report.” The report shows all unassigned Possible Duplicate Document cases in your domain.

h. The Unassigned Cases report has several columns of information to view. Within the columns are links to additional data, represented by colored text. i. To access a case, click Open. You may explore the case contents now, but you will learn how to resolve cases in the next section. j. Learn more about each column by referring to the iPERMS Quick Reference Guide. Click help on the site menu to access the guide.

Resolve Cases How Cases are Created
a. How are cases most commonly created? To answer this question, visualize a gatekeeper at the PDC whose sole job is to screen all newcomers and compare them to current residents. Newcomers = new document data Current residents = existing RMS documents b. When the gatekeeper allows a new document to enter who is identical or similar to a current resident document, a case is created so that a Problem Resolver can examine both documents and determine if there is a problem.

Multiple Existing Cases
Resolve Cases Multiple Existing Cases c. As you work cases, you will notice that some have multiple existing documents. This means that there are more than two documents that share index data. d. When you open a case, you may only solve the case for the first existing document shown. The other existing documents are only there to show that other cases exist in the system for that index data. They will each need to be resolved separately.

Resolve Cases Common Case Types
e. In this section we will discuss how to resolve the most common cases: Possible Duplicate Document Similar SSN Duplicate SSN SIDPERS/TAPDB Extract Error f. We will discuss the PR tools available for each case and some strategies for making good resolution decisions.

Possible Duplicate Document
Resolve Cases Possible Duplicate Document g. A Possible Duplicate Document (Dup Doc) case is created when documents in the RMS share identical index data. h. This is the most complex case type to solve due to the variety of causes, including that: Documents are duplicates One document needs to be re-indexed Both documents need to be re-indexed One document is a revision Documents are different, but legitimately share the same index data Documents are separate, but must be joined

Duplicate Documents (1)
Resolve Cases Duplicate Documents (1) h. When documents are truly duplicates, you will keep one of them and delete the other. As a rule, you should check the contents of each document and retain the one that is more complete. You should also, whenever possible, keep the document with the highest image quality. i. To access duplicate document cases: Run an Unassigned Cases report for Possible Duplicate Document cases. Click Open to access a case. j. The Case Window has detailed information about the case such as the case number, source and current status. Take time to read the information to get acquainted with the case.

Duplicate Documents (2)
Resolve Cases Duplicate Documents (2) k. To solve a case when documents are duplicates: Click Dup Doc. Examine both documents. Use the image toolbar to view each page in the document. Click Keep Left or Keep Right. Based on which button you clicked, the other document is removed from the RMS.

Re-indexing One Document
Resolve Cases Re-indexing One Document l. To solve a case when one document needs to be re-indexed: In the Dup Doc tool, click Idx Left or Idx Right, depending on which document needs to be re-indexed. Click Reindex. Enter the correct index data using the fields shown. Click Save. The document is updated in the RMS.

Re-indexing Both Documents (1)
Resolve Cases Re-indexing Both Documents (1) m. To solve a case when both documents need to be re-indexed: Make a case for one document and re-index the other. To keep things simple, make a case for the document on the right and re-index the one on the left. In the Dup Doc tool, click Idx Right. Click Reindex. Click Problem. Type Re-index this document in the problem description field. Do not to remove any existing information in that field.

Resolve Cases Re-indexing Both Documents (2) Click Create Case. Write down the case number that displays if you wish to solve the case later. Click Cancel to return to the Dup Doc tool. Click Idx Left. Click Reindex. Enter the correct data in the fields shown. 11. Click Save. The document is updated in the RMS.

Resolve Cases Re-indexing Both Documents (2) n. To solve a case when one of the documents is a revision: 1. In the Dup Doc tool, click Rev Right or Rev Left for the revised document. The most recent document shows first. Users must click on the numbered link to view other versions.

Documents are not Duplicates
Resolve Cases Documents are not Duplicates o. To solve a case when both documents legitimately share the same index data: 1. In the Dup Doc tool, click Keep All. Both documents are kept. NOTE: The Ignore button will also keep all documents.

Resolve Cases Joining Documents (1)
p. To solve a case when both documents should be joined: You cannot join document images in the RMS. You can only join documents when working in IQC. From the Dup Doc tool, print both documents. Use the Print button in each document window. If there are multiple pages, use Next Page to advance to the next image, then click Print. Click Keep Right. The document on the left is discarded. A message confirms that the case was successfully updated. 4. Rescan the documents. If you do not have the Scan Operator role, check with your DM or DA for guidance.

Resolve Cases Joining Documents (2)
q. To solve a case when both documents should be joined: Once documents have been indexed and verified, they will be transferred to the RMS. After Input Processing, a case will be created because the document you kept is still in the system. A Problem Resolver can discard the incomplete document by following the steps for processing duplicate documents outlined earlier in this section.

Resolve Cases Similar SSN (1)
r. Similar SSN cases are created when the soldier name on a document is identical to an existing name in the RMS, but the SSNs differ by one digit. This is often caused by a typing error during indexing. Example: Soldier 1: AKOTEST.00679, Soldier2: AKOTEST.00679, To solve this type of case you must examine both records.

Resolve Cases Similar SSN (2) s. To solve a Similar SSN case:
Run an Unassigned Cases report for Similar SSN cases. To access a case, click Open. Click Similar SSN. To examine the documents in the record, click View Record for SSN1. To view a document, click its title. When examining documents, you are primarily looking at the SSNs to determine which SSN is correct. Click View Record for SSN2 to examine the documents in the record. To view a document, click its title. Once you determine which record has the correct SSN, click Merge w/ for the CORRECT SSN. All documents from the other record move into the record with the correct SSN. The other record is deleted from the RMS.

Resolve Cases Similar SSN (3)
NOTE: Sometimes you will investigate the documents and determine that both of the records are legitimate. Select Keep Both to resolve the case and keep both records intact.

Resolve Cases Duplicate SSN
t. Duplicate SSN cases are created when two records exist in iPERMS with the same SSN and different names. When you examine the records, determine if: The two records belong to the same person. The records belong to two different people and one of the SSNs is incorrect.

Resolve Cases Duplicate SSN (2) u. To solve a Duplicate SSN case:
Run an Unassigned Cases report for Duplicate SSN cases. To access a case, click Open. Click Duplicate SSN. To examine the documents in the first record, click View Record for SSN1. To view a document, click its title. Look at the name, SSNs and other vital data such as birth date and marital status in order to determine if both records belong to the same person. To examine the documents in the second record, click View Record for SSN2. To view a document, click its title. If you determine that both records belong to the same person, click Merge for the CORRECT SSN. All documents from the other record move into the record with the correct SSN. The other record is deleted from the RMS.

Resolve Cases One Incorrect SSN
v. To solve a Duplicate SSN case when one SSN is incorrect: In the Dup SSN tool, click View Record for SSN1. To examine the documents in the second record, click View Record for SSN2. In the field next to the Change SSN button, enter the correct SSN. Click Change SSN. The SSN is changed. Each record is now associated with the correct SSN.

Resolve Cases Two Correct SSN
w. To solve a Duplicate SSN case when both records are legitimate: After reviewing both records using the Dup SSN tool, click Keep Both. Both records are kept separate.

SIDPERS/TAPDB Extract Error
Resolve Cases SIDPERS/TAPDB Extract Error x. When the system detects that data has not been extracted during the scheduled file upload activity that occurs for your domain, SIDPERS/TAPDB Extract Error cases are created. This means that there is a problem with iPERMS getting data from SIDPERS and TAPDB. As a result, your domain is no longer getting new document input for records. In most cases, these cases are created because of SIDPERS password changes. y. To investigate extract errors: Run an Unassigned Cases report for SIDPERS/TAPDB Extract Error cases. Please note that these cases will continue to be generated until the problem is fixed. Notify your DM that the cases exist. Your DM will have to obtain the password and work with a System Administrator to update the password information. Only batch process the case type after updates have been performed, and the DM has directed you to do so. You will learn how to Batch Process cases later in this section.

A Reason to Assign Cases
Manage Assigned Cases A Reason to Assign Cases a. The report of Assigned Cases is similar to the report of Unassigned Cases. The difference is that you are looking for cases assigned to a specific user. Why are cases assigned to a specific user? b. You may wish to remove a case from the unassigned case list by assigning it to yourself or another qualified user. The case may take time to resolve and needs to be worked by one person for proper resolution. This allows the Soldier whose case is being resolved to have one point of contact.

Manage Assigned Cases Assigned Cases Report
c. To run a report of Assigned cases: Click Assigned Cases. Click the magnifying glass next to the AKO ID field. Click an AKO ID to select it. Click Select Value. Use the skills previously discussed in this section to help enter additional search criteria for this report. d. Once you have set all desired criteria, click “Run Report” to review assigned cases for the AKO ID selected.

Manage Assigned Cases Assigning a Case
e. You must access a case in order to assign it. Use the skills previously discussed to find a case, and open it. To assign a case: Click the magnifying glass next to the “Assigned To” field. Click an “AKO ID” to select it. Click “Select Value.” Select “Assigned” from the “New Status” dropdown menu. Click “Update Case.’ The case is assigned to the user you selected.

Search for Cases Search by Lookup Case
a. The Lookup Case function is useful when you know the case number or when someone asks you to look up a particular case. NOTE TO INSTRUCTOR: Conduct the following Training Exercise: Use the skills previously discussed in this section to create a report of unassigned cases. Write down at least one case number you find. Click “Lookup Case” on the Problems Menu. To search for the case: Enter the case number you found in the Case Number field. Click “Lookup Case.“ The Case Window opens for the case.

Search for Cases Search by Search Cases
b. Use Search Cases when you are trying to find a specific case, but do not know the case number. To search for a case: Click “Search Cases” on the Problems Menu. Enter a Beginning and Ending date and time for the search. Select a status using the magnifying glass tool next to the Status field or leave the status blank to view all status types. Select a case type using the magnifying glass tool next to the Type field or leave the status blank to view all case types. Select a date type from the Date Type dropdown menu. Select the time period for the report from the Time Period dropdown menu. Adjust the Output Controls, as necessary. Click “Run Report.” The Search Cases report has several columns of information to view. Click “Detail” in the last column to access a Case Detail report for the group of cases. Then, click “Detail” for any case group. You get another Case Detail report listing each case.

Batch Process Cases Case Types
a. Some cases do not have problem resolving tools and must be resolved through the System Administrator. After the problem is resolved, the SA or DM may direct you to perform Batch Processing. If you see any of the following case types, alert your Domain Manager. No Write No Input File System Error Record Transfer Error SIDPERS/TAPDB Extract Error IQC Input Error UI Error NOTE: For more information about how these case types are created, see the iPERMS Quick Reference Guide. Click help on the site menu to access the guide.

Batch Process Cases Processing Cases b. To batch process a case:
1. On the Problems Menu, click “Batch Process Cases.” 2. Click “Run Report.” The Open Case Summary report displays showing each case type, and whether the cases are open or assigned. 3. Click “Detail” to view a report about any group of cases. Warning: Read the next step, but do not perform the action. Doing so will remove all cases from the training system! 4. Clicking either Open or Assigned will close or assign all cases in the group. Warning: Clicking the button WILL perform the action. The action cannot be reversed. Cases closed by Batch Processing are permanently closed and cannot be resolved later.

Report a Problem Creating a Case (1)
c. As a Problem Resolver, you have the authority to create a problem case. If you encounter problems in records that you are not able to correct, you may create a case for a DM or DA to resolve. d. For example, a record may need a document removed. The PR role does not have the ability to delete that document.

Report a Problem Creating a Case (2) e. To create a problem case:
On the Problems Menu, click “Report a Problem. “ From the Type of Problem dropdown menu, select the type of case you are creating. There are four choices: Comment User Problem Viewer Document Problem

Report a Problem Creating a Case (3)
3. In the Description field, type text explaining why the case was created. The field will hold 4,000 characters. 4. Enter the SSN for the case. 5. Enter your address so that you can be contacted by the case worker about the resolution steps to be taken. 6. Select the correct domain to send this case to. For example, if this case should be solved by someone in your domain, select your domain ID. If it affects another domain, select the appropriate domain ID. 7. Click “Create Case.” A message indicates that the case was successfully added to the domain you selected. A case number is generated. NOTE: Write down the case number so that you can refer to it later.

Domain Manager a. A well-informed Domain Manager (DM) is essential to the successful management of a domain. DMs can use various functions within iPERMS to view, correct and maintain records. The DM has access to: Management functions Reporting capability Document visibility b. DMs can create an efficient plan for managing his or her domain by sharing the workload with Domain Administrators (DA). As you work through these modules, you will learn more about the relationship between DMs and DAs.

Domain Manager and Domain Administrator
c. The Domain Manager (DM) role is the most important role within iPERMS. The DM is the records manager and has full access to all records in their Domain. d. The Domain Administrator (DA) assists the DM and can perform many of the same functions, with limitations set by the DM.

Domain Manager and Domain Administrator Role The Domain Manager Window
e. To get started: 1. Login to the iPERMS Training System. 2. Select a Domain Manager role. The Domain Manager screen appears. 3. The DM window has three menus: Management Documents Reports 4. Click each menu to see the list of functions available. f. Under each menu, there are links for the different tasks a DM performs. The DM will use these menus to perform tasks such as managing cases, documents, and access rules and viewing reports.

Domain Manager and Domain Administrator Role Domain Manager Functions
g. The Management menu contains: Manage Cases - to solve problems such as possible duplicate documents Manage Users - to add and update users Manage Access Rules - to add and update rules Manage Domain - to add and update domain information The Documents menu contains: Manage Documents - to view and update soldier records Manage Document Input - to view and update the document input schedule i. The Reports menu contains: Case Reports - to view reports about cases in the system Productivity Reports - to view reports about user productivity Productivity Archive - to view reports about past user productivity Audit Reports - to view user and system activity Batch Reports - to view reports about batch progress through the system Statistical Reports - to view statistics about system status

Domain Manager and Domain Administrator Role
The Domain Administrator Window j. The DA role permits the user to perform document management functions on behalf of the DM. The DM can give a broad or narrow range of functions to a DA depending on what tasks the DA needs to perform. To get started: Get a test username and password for the Domain Manager role. Login to the iPERMS Training System. (The Domain Manager screen appears.) Click each menu to see the list of functions available. (Only those functions that the DM allows will be visible.) k. For example, a DM may want a DA to resolve cases and manage soldier records, but not add users or assign rules. In that case, the DA would not see Manage Users or Manage Access Rules under the Management menu. NOTE: The DA does not need any other RMS roles.

DM/DA: Manage Cases a. A Domain Manager (DM) has the ability to manage, resolve and create problem cases in iPERMS. A Domain Administrator, with the proper user permissions, can perform the same functions. Manage Unassigned Cases Resolve Cases Manage Assigned Cases Search for Cases Batch Process Cases Auto Assign Cases Report a Problem

Case Creation a. In this section, you will learn how to manage unassigned cases. DMs and DAs can use tools to resolve problem cases. Cases are generated from: iPERMS input processing iPERMS users b. During input processing, iPERMS flags potential problems, such as duplicate documents, and creates a case for further examination by DMs, DAs or Problem Resolvers.

c. Use this report to search for unassigned cases of any type. As you continue through this module, you will learn about the most common case types. NOTE: For detailed information about all case types, please refer to the iPERMS Quick Reference Guide. Click help on the site menu to access the guide. 1. Get a test username and password for the Domain Manager role. 2. Login to the iPERMS Training System. The Domain Manager screen appears. 3. Click “Unassigned Cases.”

d. Use the Types of Cases field to select the case types you wish to view on the report. When building search criteria, you may view all case types by leaving the Types of Cases field blank. For this example, choose “Possible Duplicate Document”: Click the magnifying glass next to the field. Select “Possible Duplicate Document.” Click “Select Value.”

e. Use the “Order By” dropdown menu to choose your preferred listing order for the results. f. If you need to print the report or transfer the information to a file, adjust the “Output Controls.” There are three options: HTML Browser/Printable - use to print the report. CSV (Spreadsheet) - use to transfer the data to a spreadsheet. XML (Extensible Markup Language) - use if you are familiar with using code to build XML files.

1. Select the maximum number of rows to show in the report. 2. After setting all criteria, click “Run Report.” The report shows all unassigned Possible Duplicate Document cases in your domain. NOTE: If the report indicates that the maximum number of rows was exceeded, select a higher number of rows and run the report again.

g. The Unassigned Cases report has several columns of information to view. Within the columns are links to additional data, represented by colored text. NOTE: You may learn more about each column by referring to the iPERMS Quick Reference Guide. Click help on the site menu to access the guide. h. To access a case, click “Open.”

Report Manager i. The Reports Manager is a tool used for checking the status of initiated reports. When you need to run more than one report, click “Report Manager” to: View a list of reports. View completed reports. Close reports.

Table of Contents TOPIC PAGE I. WHAT IS iPERMS? 3 ACCESSING iPERMS 5

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Table of Contents TOPIC PAGE I. WHAT IS iPERMS? 3 ACCESSING iPERMS 5

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