1 Civilian Expeditionary Workforce Overview Ms. Denetris Winston Chief, CEW Branch, EPD 31 March 2015

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Civilian Expeditionary WorkforceOverview

Ms. Denetris WinstonChief, CEW Branch, EPD

31 March 2015

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Discuss Army's current business processes for deploying civilians and transitioning operations for joint CEW

Operational management of civilian requirements Interim of Joint Civilian requirements going to

Components Internal Operational requirements CEW Model to support and sustain requirements STRATCOM to communication program areas of

interest

Purpose

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Civilian Deployment Policies

Establish policies, procedures and assign responsibilities for designating, organizing, training, and equipping a part of the Army civilian workforce to deploy in support of combat military operations, contingencies, emergency operations, humanitarian missions, and others world-wide.

DoD Directive 1404.10DoD CEW (23 Jan 2009)

DoDD 1400.31 & DoDD 1400.32DoD Civilian Workforce Contingency/

Emergency Planning

Joint Travel Reg and CJCSI 1301.01E

10 U.S.C 1580Authority designate E-E employees

AR 690-11

DoDI 1404.xx (Draft Pending)

AR 500-5, Army Mobilization

DA PAM 500-5-1, Individual Augmentation Mgmt

DA PAM 690-47, DA Civilian Deployment Guide

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Army Command Civilians Deployment (EE) Army CEW volunteers Army Schedule As

Army Civilians Deployed 3065(AMC,USACE,

IMCOM)Joint IA/Task

C-JTSCCASAALTMODAWIAS

CENTCOM AOR

Army Civilians Tasked (WIAS)

Army Missions(C3, FEST, etc)

OthersAAA, IG

Civilian Deployment Operational Picture

SECDEF

CENTCOM(Joint Staff)

Components Army CEW

Air Force is Executive

Agent

CommandsVolunteers/hires

Theater(Reqs Filled)

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Civilian Expeditionary Workforce Framework (Structure)

Current State

EE – Emergency EssentialNCE –Non-Combat EssentialCBV – Capability Based Volunteers (Volunteers)

ProposedAll Employees

Expeditionary Corps

Reserve Team(Former DoD Civil

Service and Retirees)

EE

NCE

CBV

Civilian Workforce

E-E

Current DoDD 1404.10

Ad-Hoc

Objectives:• Creates a larger universe of pre-identified, ready, trained and cleared civilians• Creates awareness of civilian readiness for Components and individuals• Assigns Functional Community Managers responsibility for managing readiness

Language Corps

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Civilian Expeditionary Workforce Model

Features:

• Designated subset of employees to respond within 72 hours to 30 days of notification

– EE - Emergency Essential - a position-based designation to support combat operations or combat-essential systems in a combat zone (10 U.S.C. 1580). Deployability required as condition of employment

– NCE - Non Combat Essential - a position-based designation to support non combat missions. Deployability required as condition of employment

– CBV - Capability Based Employee Volunteers (NA)

(Volunteers ONLY) – a personnel-based designation to support voluntary identification of capabilities outside scope of an employee’s position for EE and NCE requirements

– Inventory of former or retired DoD Employees (NA) prepared to support backfill or deployed requirements

All Employees

Expeditionary Corps

Reserve Team(Former DoD Civil

Service and Retirees)

EE

NCE

CBV

Language Corps

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• Single point of entry to address issues or concerns • Establish a temporary operations cell in AG-1 CEW

(Civilians transitioning from CEWPO)• Full visibility and coordination between AG-1 CP, G3

and J-3 for civilian requirements• Greater coordination between owning organizations

and theater supervisory chain• Adhere to Civilians deployment procedures

Operational Process & Support

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Released DoD Guidance

• Memo’s (Instructions and Business Rules)

• DoDD/DoDIs

• CJCSI/Executive Orders

• DTMs (Directive Type Memorandums)

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Planned Release of Army Guidance

• Memos (Support to CEW joint requirements, Instructions and Business Rules)

• Rest And Recuperation

• Administrative (Excused) leave

• Benefits and Entitlements for Personnel within the CENTCOM, AFRICOM and Other COCOM Areas of Operations (Deployment Locations)

• AR 690-11 (July 2015)

• Army Financial Management Guidance (FM&C) (Jun 2015)

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Key Aspects of the CEW Concept

•Use of Functional Community Managers (FCMs) to help manage employees of the CEW program•Use of Deployment Index (TBD) to determine the appropriate number of employees to designate as CEW•Use of Readiness Index (TBD) to monitor the readiness condition of employees designated as CEW.•Currently, DoD and Army has designated Camp Atterbury, IN as a training pre-deployment center for CEW

May replace the CRC for deployment civilians; USACE UDC processing no longer available

Incorporates the best practices of the UDC (e.g., civilian benefits/entitlements); working with military.

Approximately 10 days in length.

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Challenges, Communication and CEW Program Planning

•CEW requirements are over and above Army/commands requirements

•No special hiring authority for combat location, e.g., Schedule A

•Additional civilian HR requirements unknown

•Mission (requirements consistently changing) result competing requirements and Agencies

•STRATCOM plan to recruit and fill Civilian requirements (collaboration, prioritize, identify duplication)

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?

Questions

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CEW Application and Selection Process

Presented by Nathan Dehnke, CEW Branch Action Officer

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To explain the role of the Commands in the process by which DA Civilians apply for Joint CEW Missions and are selected and/or denied.

Nathan Dehnke, [email protected]

Purpose

mailto:[email protected]

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Specific Topics/Issues to be Discussed

• The application process (the Request for Deployment Form)

• How a DA Civilian is selected for a position

• The approval and/or denial process after a selection is made

16Nathan Dehnke, [email protected]

• A Request for Deployment Form (RFD) MUST be completed for ALL DA Civilian personnel interested in deploying ISO a Joint CEW mission – NO exceptions.

Section 1: Completed by applicant/volunteer; includes basic employee information and desires.

Section 2: Completed by supervisor; indicates support (or lack of support) of application; verifies relevant information from Section 1.

Section 3: Completed by Commander (or designee); indicates support (or lack of support) of application and/or supervisor decision; in cases of denials, MUST be signed by GO/SES.

Section 4: Completed by Command Deployment Coordinator (typically the CEW POC at the G1); primary purpose is to verify proper personnel have signed the RFD and denial justification is sufficient (if applicable).

• Command Deployment Coordinator will submit applicant’s completed (and approved) RFD, current resume, copy of most recent SF-50 (may redact PII), and a copy of DD 214 (if applicable) to the AG1-CP, CEW Branch.

Basic Application Process for Joint CEW Missions



3. If application is denied, must still be completed and submitted to the AG1-CP, CEW Branch for HQDA review and concurrence/non-concurrence(all other documents must also be included).

a. If HQDA CONCURS with denial: applicant will NOT be considered for Joint CEW deployments.

b. If HQDA NONCONCURS with denial: applicant WILL be considered for Joint CEW deployments.

c. Applicant’s Chain of Command is responsible for communicating denial decision to applicant.

4. Applications are considered CURRENT if they were approved and received by the AG1-CP, CEW Branch within the past 6 months.

a. Applicants will NOT be notified regarding the status of their application unless they are selected for a position (or possibly being considered for a position).

b. Applicants may reapply if their application is greater than 6 months old. BUT, the AG1-CP, CEW Branch will NOT notify them if their application is greater than 6 months old UNLESS they are being actively considered for a position.

5. Upon submission of the RFD form by the applicant to their supervisor, completion of the RFD form should not exceed 10 business days.

Basic Application Process for Joint CEW Missions (Continued):


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Denial Justification:

Most denial justifications MUST include the following elements:1. Brief description of organization’s mission (relative to the applicant):

a. Specific mission area applicant is involved in;b. Specifically how this mission impacts contingency operations,

servicing Soldiers/families, etc.c. The specific role the applicant’s position has within this mission.

2. Discussion of significant negative impact applicant’s departure will have on execution of organization’s mission:

a. Clearly articulate the role the applicant has within the execution of the mission (may be covered in 1.c. above).

b. Clearly articulate how the applicant’s absence will result in an inability of the organization to execute it’s mission described in 1.a. and 1.b. above.

c. Explain how there is no way to overcome the applicant’s absence should they be deployed.

Denial Format:If a applicant has already been SELECTED, a formal denial memorandum is required; if applicant has NOT been selected, completion of the RFD form is adequate.


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Inelegible Applicants:

Applicants are NOT eligible for Joint CEW deployments in the following circumstances (not necessarily a comprehensive list):

1. Applicant is a Reservist or National Guardsman;2. Applicant is occupying an EE position;3. Applicant has been deployed for greater than 2 consecutive years;4. Applicant has not been redeployed for greater than 90 consecutive days;5. Applicant is not well suited for deployment (based on job performance

documentation).

Items to be Considered when Making Approval Decisions:

6. Is the applicant well suited for a deployment (MUST be based on job performance documentation)?

7. Has a risk assessment been conducted regarding the absence of the employee thereby determining the impact their extended absence will have on the organization?

8. How will the organization be able to maximize the new skills a deployed employee may bring back to their job upon their return?


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Selection Process:

1. Central Command (CENTCOM) will identify a vacancy and make a selection of a DoD Civilian to fill the vacancy.

a. Vacancies are currently identified up to approximately 120 days out.b. Selections may come from the current application pool or may be by-

name-requests (or come from old application pools).2. If the selected applicant has a CURRENT application on file (read:

approved RFD form was received within the last six months), the Command will be notified and asked to VERIFY that the application is still supported. This verification should take no more than 3 business days to complete since the approved application is recent.

3. If the selected applicant is a by-name-request with NO approved application on file, the applicant and Command will be asked to complete the RFD form as if they were an applicant. This process should take no more than 5 business days.

4. If the selected applicant has an OLD application on file (read: approved RFD form was received greater than six months ago), the applicant will be contacted to verify they are still interested and the Command will be required to verify the approval. This verification process should take no more than 5 business days.


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Selection Process (Continued):

5. If applicant DECLINES the CEW job offer, CENTCOM will find a new selection to fill the position.

6. If applicant ACCEPTS the CEW job offer but the Command DENIES the deployment, a formal denial memorandum is required.

a. Command Deployment Coordinator MUST notify the AG1-CP, CEW Branch of the Command’s intent to deny within 5 business days of receiving the selection notification.

b. Command Deployment Coordinator will facilitate execution of the denial memorandum within their Chain of Command for GO/SES signature. The formal denial memorandum must be sent to the AG1-CP, CEW Branch within 30 days of receiving the selection notification for review and concurrence/non-concurrence from HQDA.

c. If HQDA CONCURS with denial: the applicant will NOT be available for CEW deployment.

d. If HQDA NONCURS with the denial: the applicant will be made available for deployment.

e. Applicant’s Chain of Command is responsible for communicating denial decision to applicant.

7. If applicant ACCEPTS the CEW job offer and the Command APPROVES the deployment, the applicant will begin pre-deployment processing.


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Open Discussion of CEW Application and Selection Process:

What are some strength’s of this application process?

What are some weaknesses of this application process?

What gaps still exist within this application and selection process?

What gaps exist regarding the denial process?

What are other concerns with either the application or selection process not already discussed or addressed?




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Backup Slides


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Application/Selection Process Map

Applicant

SelectedApproved

RFD

Approve RFD

HQDA Concur

Verify Approval

HQDA Concur

Approve RFD

Applicant Considered

Applicant Not Considered

Applicant Begin Pre-D

Applicant Will Not Deploy

Applicant Begin Pre-D

YES

NO

NO

YES

NO

YES

YES

YES

YES

YES

NO

NONO


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Application Process – 10 Days Total

Application Submitted to CEW Branch by Deployment Coordinator

Application Verified by Deployment Coordinator

Application Submitted to Deployment Coordinator by Commander

Application Approved/Denied by Commander

Application Submitted to Commander by Supervisor

Application Approved/Denied by Supervisor

Application Submitted to Supervisor by Applicant


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Command Denials

Notify CEW Branch of intent to deny within 10 Days

Complete Denial Memorandum with

Justification within 30 Days

HQDA Will Review and Concur/Non-Concur with

Denial

Command ApprovalVerify Approval of Applicant

from Current PoolVerify Approval of Applicant

from Old PoolComplete RFD for By-Name-

Requests

CENTCOM Selection MadeFrom Current Pool of

Applicants From Old Pool of Applicants By-Name Request

Selection Process


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Pre-Deployment and Re-Deployment

Processing

Presented by

Jacqueline Lawrence

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Explain required Pre-Deployment actions for DA Civilians deploying in support of Joint and Internal deployment requirements

Medical Requirements

On-line and On-site training requirements

Administrative Actions

Travel Information

Purpose and Discussion Topics

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All deploying Civilians must complete a thorough medical and dental examination

No earlier than (NET) 90 days and no later than (NLT) 30 days prior to their projected deployment date.

The examination determines the individual’s medical, psychological, and physical fitness for deployment in accordance with DODI 6490.03 and USCENTCOM (MOD12) medical standards. Examination valid for 12 months from deployment date (15 month maximum) (reference medical reset)

For further guidance, please refer to: http://cpol.army.mil/library/mobil/MOD12-Dec13.pdf

Medical Requirements

http://cpol.army.mil/library/mobil/MOD12-Dec13.pdf



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Medical Examination

Schedule pre-deployment medical examinations at the nearest Military Treatment Facility (MTF), within 5 days of receiving their Welcome letter, Call-Forward or Deployment Orders

(Go to http://www.tricare.mil/mtf/ to find the closest MTF)

Appointments are made with the Occupational Health division (This is the MTF division that works with civilians)

The following documents should be hand-carried to the appointment:• Official Offer Letter, Call-Forward or Orders• Completed OF-178 form

The Civilians should contact their CEW point of contact if they require assistance completing the OF-178 or are unable to schedule an appointment with the MTF

If the pre-deployment physical is conducted by the Civilians private (civilian) physician, they should hand-carry DD Forms 2808 and DD 2807-1 for the physician to complete

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Completing Medical Examination

Joint Missions

• Forward completed documents to Camp Atterbury Medical staff no later than 14 days prior to their arrival at Camp Atterbury training site.

E-mail process: To: Tonya Kiel, [email protected], phone: 812-526-1499, ext. 62667 Carla Sharp, [email protected], phone: 812-526-1499, ext. 61997

In the Subject Line, write name and report date to Camp Atterbury, the word Medical and CEW

(Example: John Smith, 4-14-2013, Medical, CEW)

FAX process: Combine all medical documents into a single set and cover with a Privacy Act Cover Sheet. Include individual’s name, report date to Camp Atterbury, the word Medical and CEW included (Fax # 812-526-1380)

Internal Missions

• All medical and dental records, e.g., testing, completed forms, immunization, and others must be hand-carried for arrival at Fort Bliss training site.

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Pre-Deployment Training

All DOD Civilian Deployments greater than 17 days must complete DOD/DA approved pre-deployment training

Training includes 40 hours of on-line training courses and 5-10 days at a residential training at Camp Atterbury or Fort Bliss

The on-line curriculum is available through AKO (Army Knowledge Online) and other knowledge-based websites (CAC log-on)

Course Completion Certificates (Automatically after the course or specific page) take to training site (Camp Atterbury or Fort Bliss for completion credit)

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Administrative Action

Civilians report to their servicing CPAC (updated beneficiary and entitlement forms for proper distribution; included in the Deployment Packet)

Deployment Packet include:

• SF-2823, Federal Employees Group Life Insurance (FEGLI) • SF-1152, Unpaid compensation (final pay and unused leave)• TSP 3, Thrift Savings Plan (TSP), if applicable• CA 40, Federal Employees Compensation Act Death Gratuity Payment (Iraq

and Afghanistan) ($100,000)• Bi-Weekly Premium Pay Limitation Waiver Memorandum• Increased Annual Limitation Waiver (Implement upon congressional approval)• SF-1190, dated 07 2009, Foreign Allowances Application, Grant and Report

Addendum/Foreign Locator Record• DD Form-2365, DOD Civilian Employee Overseas Emergency-Essential Position

Agreement• DD1610, Deployment Travel Orders (five copies)

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Administrative Action Cont.

•DOD Geneva Conventions Accompanying Forces Common Access Card (CAC)• Identification Tags (issued at Camp Atterbury)• Family Care Plan•Department of the Army Pamphlet (DA PAM) 690-47, Appendix D, Family Deployment Criteria•Civilian Arming Packet •Key contact information• DD Form-2887, Application for Department of Defense Stored Value Card (SVC) Programs, dated Feb 2009

NOTE: A full version of the all of the forms referred to in this document can be found via the internet by searching the form number (e.g. “DD-FORM 771”).

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Deployment Travel Status (Temporary Travel)• Temporary Duty Status (TDY)

o Assigned to Iraq or Afghanistano Assigned to locations other than Iraq or Afghanistan for 179 or less

• Temporary Change of Station (TCS) max of 30 months with 2-yr exceptiono Assigned to Iraq or Afghanistan if at the funding advantage of the

government o Required for locations other than Iraq or Afghanistan for deployment

periods180 days or more Home agency will provide travel orders/arrangements from home station to training facility (Camp Atterbury or Fort Bliss)

Schedule flight(s) to arrive at local Airport (Indianapolis International Airport (IND) or El Paso) NLT NOON the first day of class

Individuals will depart the Fort Bliss or BWI on a rotator flight into theater. Camp Atterbury personnel will make the MILAIR arrangements, to include scheduling flights to theater and providing ground transportation.

Travel Information

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Deployment ProcessSupport deployed Civilians and their Family as necessary during

the deployment periodAccount and Track Civilians location (PERSTATs or JPERSTATs)

Ensure adherence to all theater General Orders (Force Protection measures)

Theater supervisor provides parent station supervisor’s contact information (Management/Supervisory Oversight)

• Theater Sponsor information• Time and attendance reporting• Travel orders adjustment or changes• Casualty or emergency contact• Performance evaluation or input

Start and Stop benefits e.g., danger pay, overtime, R&R or other in/out and within theater movements

Support and/or coordinate assistance for medical care for illness or injuries during and following deployments (e.g., OWCP)

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Re-Deployment Process

“I’m heading back to the U.S. after being gone for a year—now what?”

• Have PDHA (medical examination) while in theater if available or with 30 days of redeployment

• Joint Mission: Prior to departing the deployed location, individuals should contact the Camp Atterbury Redeployment coordinator, Jason Peacher, 812-344-1076 or Wendy Wood, 317-605-5299 or email:

[email protected] to ensure they are tracking their arrival and are prepared to provide redeployment assistance.

• Internal Missions and Joint: Redeploying personnel will be transported back to Fort Bliss or Camp Atterbury from theater via MILAIR (Camp Atterbury through BWI for the demobilization)

• Individuals SHOULD NOT make arrangements for rental cars or lodging in conjunction with redeployment and arrival at Fort Bliss or Camp Atterbury (time and date of arrival flexible)

• Turn in the Equipment:o All government issued badges and Common Access Card (CAC) o Completed Redeployment Checklist to the staffo OCIE (CIF) equipment and/or weapons


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Questions ?

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PASSPORTS/VISAS

Presented by Torrey Hampton, Passport Agent

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To provide the commands with the necessary information to assist their deploying CEW employees, with regard to passport process and procedures

Purpose of Briefing

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• Travel requirements

• Why travel documentation is needed

• Violation of Sovereignty

• Where to process travel documents

Topics

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Use of the Official Passport for Official Travel

• 22 Code of Federal Regulations Chapter 1 51.3 (b)

“Official Passport”

An official passport is issued to an official or employee of the U.S. Government proceeding abroad in the discharge of official duties. Where appropriate, dependents of such

persons may be issued official passports”.

Travel Requirements

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Requirement to travel on an official passport when traveling on behalf of the U.S. Government:

The Department of State (DOS) requires employees traveling OCONUS on official business to obtain an official passport for the following reasons:

1. Required visas – A visa will not be granted for entry into a foreign country when the reason for travel to that country is stated as official business and the personal (tourist) passport is presented. In addition, a diplomatic or official visa cannot be stamped in a personal passport.

2. Foreign country entry and exit – Some countries will deny entry at the border to someone seeking to enter on official government business who presents a personal passport. Also, problems may occur upon departure from a foreign country.

3. Violation of sovereignty – Use of a personal passport when traveling in an official capacity misrepresents the true purpose for which the traveler has entered the country. This can have serious and adverse affects on our reciprocal relations with foreign countries. Employees of foreign governments must use official passports when they come to the U.S. on behalf of their governments. This is a traditional practice among governments and an internationally recognized policy.

Travel Requirements

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Requirement to travel on an official passport when traveling on behalf of the U.S. Government(Continued):

4. Security concerns – Should there be a problem while you are in the host country, the official passport provides quicker access to officials of the host country government and greater protection.

NOTE: An official passport cannot be obtained for travel to Taiwan, and is not required for travel between the United States and U.S. territories. U.S. territories include American Samoa, Guam, Midway Islands, Puerto Rico, U.S. Virgin Islands, Northern Mariana Islands, and Wake Island. The NTO strongly urges employees to carry a certified birth certificate when traveling between the U.S. and U.S. territories to avoid unnecessary problems. However, if you have an official or personal passport, you are expected to use your official or personal passport instead of birth evidence.

Travel Requirements

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The Official Passport

• Burgundy in color and normally issued for 5 years to DoD civilians; and employees of all Federal agencies in connection with travel abroad on Official Business.

• Endorsement: “The bearer is abroad on an Official assignment for the United States Government

• Passport Number/Locator begins with “8”

Passport Examples

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The Diplomatic Passport

• Black in color and issued on the basis of entitlement to US citizens assigned abroad under the jurisdiction of the Chief of Mission.

• Endorsement: “The bearer is abroad on a Diplomatic assignment for the United States Government

• Passport Number/Locator begins with “9”

Passport Examples

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• At times use of the regular passport when traveling in an official capacity misrepresents the true purpose for which the traveler has entered the country.

• This can have a serious and adverse effect on our reciprocal relations with foreign countries.

Violation of Sovereignty

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Should there be a problem while in the host country, the official passport provides quicker access to officials of the host country government and greater protection.

Security Concerns

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• All CEW personnel are required to process all travel documents through the AG1-CP CEW Program office.

• This is vital to the time associated with CEW deployment requirements.

• All CEW are expedited with an average turn around time of 3 weeks.

• CEW Passport Agent will work individually with each deployee to ensure that the passport application process is handled smoothly and effectively.

• Please forward all request for passport questions to the AG1-CP CEW Program Office.

Where to Process?

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Questions

AG1-CP Employment Policy Division

Civilian Expeditionary Workforce Branch

"Army's Provider of Innovative Civilian Human Resource Solutions"

Presented by Ms. Baraka Byrd

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What is Emergency–Essential Position (E-E)?

Position that is either located overseas or that would be transferred overseas during a crisis situation or which requires the incumbent to deploy or to perform temporary duty assignments overseas during a crisis in support of a military operation. The position is required to ensure the success of combat operations or to support combat–essential systems subsequent to mobilization, an evacuation order, or some other type of military crisis.

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If designated as Emergency Essential employee, the duties of the position meet all of the following criteria:

• It is the duty of the employee to provide immediate and continuing support for combat operations or to support maintenance and repair of combat essential systems of the armed forces.

• It is necessary for the employee to perform that duty in a combat zone after the evacuation of nonessential personnel, including any dependents of members of the armed forces, from the zone in connection with a war, a national emergency declared by Congress or the President, or the commencement of combat operations of the armed forces in the zone.

• It is impracticable to convert the employee’s position to a position authorized to be filled by a member of the armed forces because of a necessity for that duty to be performed without interruption

E-E Designated Employee’s and Position

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What is a Key Position?

A Federal position that shall not be vacated during a national emergency or mobilization without SERIOUSLY impairing the capability of the parent Federal Agency or office to function effectively.

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In determining whether or not a position should be designated as a “Key position," the following questions should be considered by the Federal Agency concerned:

• Can the position be filled in a reasonable time after mobilization? • Does the position require technical or managerial skills that are possessed

uniquely by the incumbent employee?

• Is the position associated directly with defense mobilization? • Does the position include a mobilization or relocation assignment in an Agency

having emergency functions, as designated by E.O. 12656 (reference (k))?

• Is the position directly associated with industrial or manpower mobilization, as

designated in E.O.s 12656 and 12919 (references (k) and (l))?• Are there other factors related to the national defense, health, or safety that will

make the incumbent of the position unavailable for mobilization?

Key Position or Not A Key Position ?

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Mission Critical

• Mission critical designation identifies positions that are critical to an Agency’s operations in closure situations. These positions are designated by activity Commander.

• Among these should also be employees that have unique or technical skills that are required by organizations for extended operations. There are no standard definitions or categories in regard to mission critical determinations; instead, they are based on the organization's unique mission requirements and/or circumstances and may even vary according to the particular nature of an Agency.

• A Mission Critical position is not designated key or emergency essential.

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Army

Emergency-Essential

Non-Combat Essential

Joint Requirements

(External)

Demand Signal –Readiness

DTM -105

Mission Essential

Army Requirements

(Internal)

Civilians Support toCombat & Emergency Operations

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Designation Regulations DefinitionPosition Has Been Designated Emergency Essential (E-E).

DoD Directive 1404.10 A position designated E-E

Emergency-Essential - Non Combat Essential (NCE)

DoD Directive 1404.10 A position designated E-E that would remain in their permanent duty location to ensure the success of combat operations or to support combat–essential systems subsequent to mobilization, an evacuation order, or some other type of military crisis.

This position does NOT relocate/deploy to combat areas.

K - Position Has Been Designated Key

DoD Directive 1200.7 A position that is exempt from recall to active duty because of Reserve or retired military obligation. This position is key to the organization.

M – Mission Critical A position that is mandatory for continuity of the mission. Example: base operations and support, medical, safety, life and property personnel, etc.

N - Not Designated Emergency-Essential, Key, or Mission Critical

A position not designated as E-E, Key, Mission Critical

Components to Implementing CEW

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DA Civilian Deployment Accountability Reporting

Presented by Nathan Dehnke, CEW Branch Action Officer

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Purpose of Briefing: To introduce or reintroduce existing and proposed methods of improving DA Civilian deployment accountability reporting.

Specific Topics/Issues to be Discussed: 1. Discuss the requirement of DA Civilian deployment accountability

reporting and the current problems associated with accurately reporting DA Civilian deployment accountability data.

2. Discuss efforts that have been made to improve DA Civilian deployment accountability reporting.

3. Explain some of the processes being utilized to improve DA Civilian accountability (not including RPA’s).

References:• DoDD 1404.10, DoD Civilian Expeditionary Workforce, 23 January 2009.• DoDI 1400.32, DoD Civiian

Work Force Contingency and Emergency Planning Guidelines and Procedures, 24 April 1995.

• AR 690-11, Use and Management of Civilian Personnel in Support of Military Contingency Operations, 26 May 2004.

• FM 1-0, Human Resources Support, April 2010.



http://dtic.mil/whs/directives/corres/pdf/140410p.pdf




http://www.dtic.mil/whs/directives/corres/pdf/140032p.pdf







http://www.apd.army.mil/pdffiles/r690_11.pdf

http://www.apd.army.mil/pdffiles/r690_11.pdf

http://www.ags.army.mil/Files/fm1_0.pdf


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• Current systems do exist but are incomplete and/or inaccurate

o DCPDSo DTAS,o CIVTRACKS

•These systems are either not accurate or they are inaccessible when needed

•One system “owned by AG-1 CP is CIVTRACK (improvements pending)

•Tracking of deployed DA Civilians is the responsibility of both HQDA and the Commands to which these personnel belong.


Importance of Deployment Accountability Reporting



• AG-1 CP requires Army Commands report their DA Civilian deployment data by the 15th of every month

o Aggregate report o By-name report o Two spreadsheets have been developed to facilitate this request

• Aggregate report is to have a quick, Command-level, snapshot of the number of DA Civilians deployed and allows for easier roll-up of data

• The by-name report provides greater detail regarding tour lengths and other pertinent information that is frequently requested by Senior Army Leaders

• These reports are critical both to HQDA and should be to the Commands as well – tracking deployment locations and dates is critical to providing the support necessary to deployed DA Civilians.

Monthly Command Reports



• Changes have been made to the by-name spreadsheet to improve consistency with the reports received from all the Commands.

• Definitions have been developed to help clarify this reporting request as well.

• The reports will be uploaded onto an AKO Shared Folder. All the Command POC’s will need to provide POC information for personnel whom will be uploading this data onto this shared folder. This will hopefully make it easier for you to delegate this responsibility to subordinate Commands/organizations.

Monthly Command Reports (Continued)



All deploying DA Civilians are required to input their deployment data into CIVTRACKS before, during, and after their deployments.

CIVTRACKS has been updated to be CAC enabled and other enhancements/updates have been proposed and are being programed for execution:

1. Requirement to close out an existing record before starting a new record – personnel frequently would not close out a previous deployment before entering in data for a new deployment thus creating multiple records within the system.

2. Automatically fill in certain fields within CIVTRACKS with CAC data.3. Clarify some of the fields within CIVTRACKS for greater accuracy.

It is recommended that all Command Deployment POCs have access to CIVTRACKS and monitor their personnel to ensure they are accurately updated within this system.

Civilian Tracking System (CIVTRACKS)



• What are problems you encounter when you try to obtain DA Civilian deployment data?

• What are some solutions you see to the problems you have obtaining this data?

• Are you aware of all deploying DA Civilians within your Command/organization? If so, how are you kept informed? If not, are there ways you could be better informed?

• Who, within your organization, is responsible for this type of accountability tracking?

Discussion


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Back-up Slides




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Web Address: https://wr.acpol.army.mil/civtracks/#


https://wr.acpol.army.mil/civtracks/

https://wr.acpol.army.mil/civtracks/

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Proposed to be automatically updated (if CAC-user is

deployer)


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Proposed to be automatically updated (if CAC-user is

deployer)


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DA Civilian Accountability Shared Folder


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Command/Organization Information Deployer Information Deployment Information

Command/ Organization

Major Subordinate Command (MSC) Date of Data Entry Data Entry POC Last Name First Name MI Pay Plan

Occupational Series Grade Country Location City/FOB BOG Date ROT Date

By-Name List Excel Spreadsheet Fields


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By-Name Department of the Army (DA) Civilian Deployment Accountability Requirement Briefing:

Definition of "Deployment":

The temporary reassignment of a Civilian to a desired operational area in support of a contingency operation. Do NOT include personnel whom are: temporarily assigned to a CONUS location and not in direct support of a contingency operation.

Basic Report Requirements:1. Monthly report (NLT the 15th of each month)2. All DA Civilians whom are deployed are to be included (includes internal Army missions and CEW/Joint missions)3. Location of deployed personnel is to be included4. BOG date (arrival date) is to be included5. ROT date (planned departure date) is to be included6. Pay plan, occupational series, and grade of deployed personnel is to be included

Discussion:

Maintaining accountability of deployed DA Civilians is critical at all levels within Army. Providing deployed personnel (and their families) with support requires accountability of their deployment and is critical to ensuring mission success. It is also critical to be able to provide Senior Leadership, at various levels within Army, with accurate deployment data regarding the number of DA Civilians whom are deployed. This monthly report will provide data and information essential to assisting theater Commanders, Army leadership, and other personnel throughout Army with the execution of deployment missions around the globe.

Points of Contact:Nathan Dehnke ([email protected])Denetris Winston ([email protected])


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Medical Protection System (MEDPROS)

Presented by

Nathan Dehnke, CEW Branch Action Officer

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Provide information on the purpose of the Medical Protection System (MEDPROS) as well as basic guidance on how to utilize this system for tracking the completion of the Post-Deployment Health Reassessment (PDHRA)

Topics/Issues to be Discussed

• Discuss the purpose/function of MEDPROS

• Describe how to execute basic reports within MEDPROS

• Provide updates on problems encountered with MEDPROS and the status of

resolution with these problems.

Purpose and Topics Discussed




•What is the purpose of MEDPROS?

To “track all immunization, medical readiness, and deployability data for all Active and Reserve components of the Army as well as DA Civilians, contractors and others.”

• Who is expected to use MEDPROS?

“Commander’s and Medical leaders at various echelons are responsible for the use and implementation of MEDPROS to measure their unit/individual medical readiness status.”

• Who created and “owns” MEDPROS?

The Army Medical Department (AMEDD) developed and overseas MEDPROS.



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Logging Into MEDPROS

Web Address: http://medpros.mods.army.mil/MEDPROSNew/

If you already have an account, click

here to login

If you do NOT have an account, click

here for instructions on how to obtain an

account

http://medpros.mods.army.mil/MEDPROSNew/

http://medpros.mods.army.mil/MEDPROSNew/

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Running a PDHRA Report

1. Move cursor over “MHA” 2. Move cursor over “Post Deployment Reassessment”3. Click on “PDHRA Report”

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Using “Report Selection Criteria” Options

Select the “Report Criteria Type” that will best accommodate your reporting needs.

Most common “Report Selection Criteria” used are: Command, UIC, and SSN (Social Security Number)


Using “Report Selection Criteria” Options

If using the “Command” report criteria type, you would then select your Command.

If using either the “UIC” or “SSN” report criteria types, you will have to enter the data in manually, there will be no drop-down options.


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Using “Report Filter Criteria” Options

(Not Applicable w/SSN)

Component: Select one of the “Civilian” options

Timeframe: Recommend selecting “Post After 10 March 2005” or “All”

Status: Select based on what type of report you need to run

Start Date and End Date: Allows you to target a specific date range for running reports

Other filter options are less frequently used but can be manipulated as desired.

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Reading/Using a Report

Individual by-name data

Command aggregate data

Export options


Data accuracy – there is some doubt regarding the accuracy of the data being pulled from DMDC (e.g., deployment dates).

Completion Status accuracy – the “Completion Status” field (and therefore the filter option) does not accurately reflect the true completion status of each individual. This may require a less targeted filter until the problem is resolved.

Personnel accurately assigned by Command – in some cases, personnel are reported in the wrong Command’s report. This may require you to export the report to Excel and then filter the data based on Command Code.

Other problems you have encountered?

Concerns with MEDPROS


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Questions?


Documents

1 Civilian Expeditionary Workforce Overview Ms. Denetris Winston Chief, CEW Branch, EPD 31 March 2015