EMPLOY ELECTRONIC MILITARY PERSONNEL OFFICE (eMILPO) and Datastore Functions
SECTION I. ADMINISTRATIVE DATA Academic Hours/Methods 1hrs/00 mins Large Group Instruction 1 hrs/00 mins Practical Exercise (Performance) 2 hrs/00 mins Total Hours
SECTION II. INTRODUCTION Employ Electronic Military Personnel Office (eMILPO) and Datastore Functions Method of Instruction. Conference/discussion Instructor to Student Ration: 1:16 Time of Instruction: 5 mins Media: Small Group Instruction
INSTRUCTIONAL GUIDANCE: Before presenting this lesson, instructors must thoroughly prepare by studying this lesson and identified reference material. Throughout this lesson, solicit from students the challenges they experienced in the current operational environment (OE) and what they did to resolve them. Encourage students to apply at least 1 of the 8 critical variables: political, military, economic, social, information, infrastructure, physical environment and time.
NOTE: Inform the students of the TLO requirements:
SAFETY REQUIREMENTS. In a training environment, leaders must perform a risk assessment in accordance with FM 5-19, Composite Risk Management. Leaders will complete a DA Form 7566 COMPOSITE RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Note: During MOPP training, leaders must ensure personnel are monitored for potential heat injury. Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the MOPP work/rest cycles and water replacement guidelines IAW FM 3-11.4, NBC Protection, FM 3-11.5, CBRN Decontamination. No food or drink is allowed near or around electrical equipment (CPU, file servers, printers, projectors, etc.) due to possible electrical shock or damage to equipment. Exercise care in personal movement in and through such areas. Avoid all electrical cords and associated wiring. In event of electrical storm, you will be instructed to power down equipment. Everyone is responsible for safety.
RISK ASSESSMENT LEVEL. Low.
ENVIRONMENTAL STATEMENT. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM 3-34.5 Environmental Considerations and GTA 05-08-002 ENVIRONMENTAL-RELATED RISK ASSESSMENT.
EVALUATION: None
INSTRUCTIONAL LEAD-IN. eMILPO is a web-based system used by the U.S. Army to perform personnel actions and manage strength accountability for active Soldiers to include mobilized RC personnel. This system provides users with real time data; allows them to design queries, retrieve reports, and submit personnel transactions. The system will provide visibility of the location, status, and skills of Soldiers both from a high level and a unit level. This visibility is crucial to determining the war fighting capability of the Army and its subordinate commands.
For the next couple of hours, we will discuss Electronic Military Personnel Office (eMILPO) and how this system is used to provide the Army with a reliable, timely, and efficient mechanism for managing strength accountability and performing personnel actions.
NOTE: Explain to the students that the learning activities are similar to the TLO.
Learning Step/Activity 1. Learning Activities.
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:16
Time of Instruction: 5 mins
Today we will be discussing the following learning steps/activities:
Learning Step/Activity 2. Introduction to eMILPO.
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:16
Time of Instruction: 30 mins
a. The eMILPO Main Menu provides access to the functionality available within the application. The system also tracks the user's last successful login and displays the corresponding date and time. Each eMILPO functional area is a hyperlink on the Main Menu and the user can only access functionality that they are authorized to access.
b. The eMILPO business rules provide guidance to unit users and commanders and assist in teaching the different tasks and operations of the application. The application allows unit users, personnel managers, and commanders visibility to the following main categories of services:
(1) Personnel Services
(2) Personnel Accounting
(3) Reassignments
(4) Promotion
(5) Readiness
(6) Workflow
(7) System Services
(a)Workflow
(b)System Administration
(8) PERSTEMPO
(9) DTAS
NOTE: Inform the students that during this learning activity, they will be given a brief overview of the main categories of services within eMILPO. Specific functions within these services will be covered in-depth in other lessons throughout this course.
NOTE: Inform the students that they will be given more in-depth information on Workflow and System Services (System Administration and User Documentation) in this lesson.
Learning Step/Activity 2. ITAPDB Interactions.
Method of Instruction: Conference/Discussion
Instructor to Student Ratio: 1:16
Time of Instruction: 50 mins
c. The Integrated Total Army Personnel Data Base (ITAPDB) integrates individual records from four physical TAPDB data bases into a single physical data base. Ownership rules determined by the three Army components are applied, so ITAPDB shows which component “owns” the Soldier at the time the records are loaded. To further clarify why manual data must be provided from the deployed S-1 to the RC garrison support agencies, shown on the slide is another way to look at the database relationships between the components.
d. ITAPDB is the corporate-level data repository for all components which is maintained by the U.S. Army Personnel Information Systems Directorate (PERSINSD) at HRC. The ITAPDB is completely refreshed daily by the component TAPDB (AO, AE, R, and G). The ITAPDB can only maintain one record per social security number at a time.
e. An agreement has been made that the ITAPDB will only receive inputs from the database which controls the Soldier all of the time; therefore, ITAPDB receives data on RC Soldiers only from TAPDB-R and TAPDB-G, whether the Soldier is mobilized or not. eMILPO, which is the system of record while mobilized, does not provide data to RC TAPDBs, so as S-1s submit status changes in eMILPO to update the TAPDB AO and TAPDB AE databases, identical transactions must also be performed by the reservist 's garrison HR provider to ensure the mobilized Soldier 's status is accurately recorded in the ITAPDB. During de-mobilization, an information bundle for AR Soldiers can be sent from the AO or AE database back to the TAPDB-R to ease the demobilization process; however, that transfer must be done manually for ARNG Soldiers. By policy, the TAPDB-G will not receive an electronic transfer from the TAPDB AO and TAPDB AE databases.
NOTE: Inform the students that records for mobilized RC Soldiers are maintained in the TAPDB-AO and AE databases for 130 days following the demobilization date.
g. As previously stated eMILPO provides management capability to personnel data, readiness, and strength accounting.
NOTE: Inform the students to click on the eMILPO link.
NOTE: Ensure that all students have accessed the AHRS Web-Portal and are on the eMILPO Main Menu page.
NOTE: Inform the students that during this learning activity, they will be given a brief overview of the DTAS functions within eMILPO.
(3) The DTAS function allows the user to create a DTAS Soldier Record download file and to upload a TRN file from the Tactical Personnel System (TPS).
NOTE: On the “DTAS” Sub-menu, have the students click the “DTAS Soldier Record”.
NOTE: Provide the following correct answers:
Q. What is eMILPO?
A. eMILPO is a web-based system used by the U.S. Army to perform personnel actions and manage strength.
Q. What is the web site for eMILPO?
A. The AHRS Web Portal is at http://emilpo.ahrs.army.mil.
Q. All users must have what type of user-id and password before requesting access to the AHRS Web Portal?
A. AKO user ID and password.
NOTE: Summary: During this learning activity we discussed gaining access to the Web Portal, registering with AKO, and security of the system.
e. PERSTEMPO is a Congressionally-mandated system to track Soldiers ' deployed time away from home. PERSTEMPO offers the following functional areas within eMILPO:
(1) PERSTEMPO Unassociated Soldier Events - allows the user to update or remove an unassociated event for a selected Soldier.
(2) Individual Event - allows the user to add an event for a selected Soldier.
(3) Mass Event (Mass Add, Mass Update and Mass Removal) - allows the user to add, update or remove one or more selected events.
(4) Out-processing Report - allows the user to review and print a complete PERSTEMPO record for a selected Soldier.
f. The DTAS function allows you to create a DTAS Soldier Record download file and to upload a TRN file from the Tactical Personnel System (TPS).
(1) DTAS Soldier Record - allows the user to generate a file containing Soldiers ' records that can be used to upload data to the Deployed Theater Accountability System (DTAS) application.
(2) TRN Load File - allows the user to upload data from TPS to eMILPO.
Note to Instructor: Have the students open the LP Supplement that has a copy of the list of Soldier names that will not be deploying and the documents that they need to perform the eMILPO transactions. Emphasize to the students that failure to perform the transactions will create an inaccurate AAA-162 for the Brigade Commander.
Note to Instructor: Inform the students that the Rear Detachment roster will be used later in this lesson as they build the XML File. The AAA-162 clean copy is to assist the students in remembering who needs to be checked-off from the XML File.
Note to Instructor: Ensure that you assist the students as they process and complete the transactions. Once they have completed the eMILPO transactions, ensure that the students have pulled a clean copy of the AAA-162 and “save” the file in the DTAS folder that they have created on their desktop.
Note to Instructor: Upon completion of the hands-on portion, have the students “save” the clean AAA-162 for UIC (WK_ _ _ _ ), and review it with them ensuring that their transactions processed.
Note: (SPC Sargent, Jared) will NOT SHOW on the clean AAA-162 due to the PCS transaction. If he shows on a student 's roster they did not process the DEPARTURE correctly. Assist them with the transactions.
Note to Instructor: Inform the students that they will now create the XML File using the eMILPO Training Database, DTAS sub-menu.
NOTE: Ensure that all students have accessed the AHRS Web-Portal and are on the eMILPO Main Menu page.
NOTE: Inform the students that during this learning activity, they will be given a brief overview of the DTAS functions within eMILPO.
(3) The DTAS function allows the user to create a DTAS Soldier Record download file and to upload a TRN file from the Tactical Personnel System (TPS).
NOTE: On the “DTAS” Sub-menu, have the students click the “DTAS Soldier Record”.
NOTE: Inform the students that they will now create the XML File using the eMILPO Training Database, DTAS sub- menu.
(4) DTAS Soldier Record - allows the user to generate a file containing Soldiers ' records that can be used to upload data to the Deployed Theater Accountability System (DTAS) application. To initiate the process of downloading a DTAS Soldier Record, you must first build a Soldier list.
(5) Search Criteria - To submit a build a Soldier list, the user must select one of the following:
(a) SSN
(b) Gaining UIC
(c) Rpt Date (yyyymmdd)
NOTE: In the Search Criteria have the students select UIC and type in (WK_ _ _ _), click "ADD" then "Search". Note: On "Select/Deselect" have the students click on "Select" this will place a check by all the Soldiers' names. As they review the first page, ensure that they "uncheck" the Soldier's who are not being deployed using the LP Rear Detachment Roster and the clean AAA-162. Have the students click "Next" to view the next page.
NOTE: Explain to the students that by selecting this function, it makes it quicker for them to “uncheck" a few names than to place a “check" on each individual Soldier on the roster.
(6) Have the students click on "Select" and then have them review the list and ensure that they "uncheck" the Soldier's who are not being deployed. Have the students click "Next" to continue to the next page.
NOTE: Explain that eMILPO will not depart the Soldier (SPC Sargent, Jared) until after midnight when the eMILPO system refreshes. For this purpose, they must review their most current AAA-162.
(7) Have the students click on "Select" and then have them review the list and ensure that they "uncheck" the Soldier 's who are not being deployed. Have the students click "OK" to continue to the next page.
(8) Have the students click on the "hyperlink" so that the eMILPO Database could create the XML File. This may take about 10 to 30 seconds.
(9) A File Download window appears, have the students click "Save" to the file in the DTAS folder that they created on their desktop.
(10) A "Save As" window opens; inform the students that on the left side of the window have them locate the "Desktop" icon, to view their desktop on the "Right" window. Have the students locate the "DTAS Temp Folder" that they created and double click the folder to open it. Have the students click "Save".
NOTE: Have the students minimize all windows on their computer so they can view their desktop. Have the students locate the DTAS Temp Folder have them open the folder, and have them double click on the file they have just saved file name (FOUO-DtasFile.XML).
(11) The FOUO-DTASFile.XML is the deployed roster that user has just created and will be UPLOADED on to the DTAS Database when they arrive at their deployment location. The DTAS Database can read three types of files; (TRN), eMILPO (XML), or Excel (CSV) Load File. Once the file has been uploaded to DTAS the information will be readable.
NOTE: Direct students to their desktop icons on their laptops and to open the DTAS icon to take a look at it. Point out that not all functions will be available until data is populated. As a result, we will partly cover the mass add function to populate the system with data. It will be covered again in more detail later in the lesson.
NOTE: Inform students that if they use the DTAS training database on a computer with Windows VISTA, they will not be able to pull up this report.
NOTE: Provide the following correct answers:
Q: What file format does eMILPO produce for uploading in to DTAS?
A: Extensible Markup Language (XML) File.
Q. Up to how many Soldiers will eMILPO pull data on when creating an .xml file for DTAS?
A. Only the first 400. The rest of the UIC must be searched by SSN or Name.
Q. How many reports can be found in the Reports Tab?
A. Four.
Q. What System is a Congressionally-mandated system to track Soldiers ' deployed time away from home?
A. PERSTEMPO
NOTE: Summary: During this learning activity we discussed the DTAS and TPS which are also Strength Reporting HR Enabling Systems.
NOTE: Inform the students that they will be given a PE on DTAS and upon completion and review of the PE they will be given a final test on Prepare Unit Personnel Strength Data that encompass all activities discussed during this lesson.
Learning Activity Step 5: Access AHRS Enterprise Datastore
Method of Instruction: Conference/Discussion
Instructor to Student Ration is: 1:30
Time on Instruction: 6 mins
Media: Small Group Instruction (SGI)
a. What is the AHRS Enterprise Datastore? The AHRS Enterprise Datastore (commonly referred to as Datastore) provides snapshots of personnel data across the eMILPO database to supports logical and decision-making needs for S1 users within the total Army hierarchy. Daily updates ensure the data is accurate, reliable, and available in a timely manner.
b. Log in and password procedures for AHRS Enterprise Datastore is similar to eMILPO. There are only 5 classroom accounts for Datastore C01.I01, C02.I01, C03.I01, C87.I01 and C88.I01.
NOTE: If the student or instructor logs into Datastore not using one of these classroom accounts they will not see the hierarchy to be able to run the reports. For the block of instruction you will access classroom 01.
c. The training database uses the following UIC and SSN naming conventions:
d. Datastore provides the capability to view data across Personnel Information Systems (PERSINS) Personnel Processing Activities (PPAs). The goal of Datastore is two fold. The first goal is to provide an enhanced view of Army personnel data, available in the eMILPO database. The second goal is to use a commercial off-the-shelf (COTS) tool called "The COGNOS Suite of Programs“ to extract the data. The key objectives of the AHRS Enterprise Datastore are to provide:
e. As you learned in the previous lesson, although eMILPO contains some reports, the majority of reports and queries commanders rely on for day to day operations will be obtained through Datastore. Datastore also has the capability to store monthly reports and queries.
f. This lesson is not meant to make you experts on producing reports and queries; however, it will inform you about valuable tools you can use to become proficient in the application.
NOTE: Have the students click on the “AHRS Enterprise Datastore" link.
NOTE: Have students click “OK" to gain access to a U.S. Government (USG) Information System (IS) to continue.
NOTE: Inform the students another AHRS Enterprise Datastore screen will appear, have students reenter their Userid and password and click “Log On/Continue" to access the Datastore Main Menu.
NOTE: Inform the students to follow along with the instructor and NOT to click on the other ICONS on the desktop, unless; told otherwise.
g. Datastore Main Menu allows the user to view the list OR detail view of folders that can be
Accessed from this page, these folders include:
NOTE: Have students click on the "Detail View" icon located to the far right above the word "Entries". The Details View displays the Public Folders in a different format. Allows the user another alternative to access all or a specific folder.
NOTE: Inform the students that during this block of instructions they will be accessing the "Reports" and "Ad Hoc Quer"y folders only.
NOTE: Have students click on the"Reports Folder" link.
Learning Activity Step 6: Perform Enterprise Datastore Functions
Method of Instruction: Conference/Discussion
Instructor to Student Ration is: 1:30
Time on Instruction: 15 mins
Media: Small Group Instruction (SGI)
a. During this learning activity, we introduce you to the AHRS Enterprise Datastore and will present what the Enterprise Datastore consists of - associated reports and Ad hoc Queries. This class will provide you with the fundamental skills needed to produce strength reports, along with the ability to create Ad hoc Queries for commanders and units.
b. The "Reports" Folder contains the following folders that the users can review, save and/or print reports:
NOTE: Inform the students that the method for accessing, creating, reviewing, saving, and printing a report is the same for all retrievable reports within Datastore.
NOTE: Have students click on the "Reports" link to open the folder to access the "Personnel Accountability" folder.
l. When the menu on the main page appears, select "My Folder", this will allow you to see all the report(s) you have created and saved in this location.
m. All the reports that you have created and saved in "My Folder" are housed in this location and are available for future use.
NOTE: Have the students click on the report link they created to view the report.
NOTE: Provide the following correct answers:
Q. What Folders are located on the Datastore Main Menu?
A. Ad Hoc Query, Cognos 8 Quick Tour, Cubes, eMILPO Interface, External Links, FSD, Public Folders, PPAs, and Reports.
Q. When you are creating a report in Datastore what is the first requirement?
A. Identify the UIC Hierarchy.
Q. What are the two location on Datastore in which reports can be saved?
A. The Public Folder and My Folder.
NOTE: Inform students to click on "Public Folde"r to access the link for Ad Hoc Query.
NOTE: Inform the students that during the next 50 minutes you will be discussing how to create an Ad Hoc Query.
NOTE: As previously stated, the Ad Hoc Query Folder is located in Public Folders which is on the Datastore Main Page.
a. The Ad Hoc Query is a very useful tool. However, successful queries require an understanding of the basic query principles, familiarity within the data elements available, forethought in the query design, patience, and practice.
NOTE: Inform students to click on the Ad hoc Query folder.
b. The Ad Hoc Query Folder allows the user to access the AHRS Datastore Query Wizard Launch or the PERSTEMPO Datastore Query Wizard Launch.
NOTE: Have students click on the AHRS Datastore Query Wizard Launch to create a query.
NOTE: Inform the students that the PERSTEMPO Datastore Query Wizard Launch consist of predefined data elements of the most frequently used data elements that are applicable to creating PERSTEMPO queries without having to drill down. These data elements can also be found within AHRS Datastore Query Wizard Launch.
c. Direct the students attention to the query toolbar located above word "Title" and have them move their cursor over each icon to see what function is associated with that icon. The toolbar is a quick access reference for functions (i.e. filter, suppress, sort, drill down, etc.,) that are also located in the menu bar to the left of the page.
NOTE: Inform the students to follow along and "NOT" to click on the other ICONS on the desktop unless told otherwise.
d. To create a query, under the menu, select "Run Report".
NOTE: After clicking the Insert Data link a drop down menu will appear displaying the AHRS Datastore Query Wizard 4.6.9.
g. Clicking on the Presentation Layer plus (+) sign will drop down to AHRS Datastore Query Wizard and Look Up. Clicking on the plus (+) sign AHRS Datastore Query Wizard will display the Predefined Query Subjects areas. The Datastore Query Wizard has predefined subjects areas that contain the most frequently used data elements.
h. There are approximately 37 Predefined Query Subjects that contain the most frequently used data elements to build queries. By clicking on the plus (+) sign of the predefined subject, users can insert sub-data elements to accurately build their query.
NOTE: Have Soldier click on the plus sign at the "Soldier Core" predefined subject to expand, access, and insert data elements contained here to build this query.
i. Each predefined subject has various sub-data elements that allow the user to build and publish there queries in a more efficient and effective manner. The user must be able to accurately identify the required sub-data elements for the query.
j. To populate this query click on the "SSN" data elements. To add additional elements, hold the Ctrl key and click on the required elements. For this query select "BASD" and "Current Rank AB". Now that you have selected the required data elements click "Insert" which will run the report.
p. The query is now populated with the required data, to Save the query, click on the "Save As" icon on the tool bar.
q. After you have clicked on the "Save As" icon, scroll down and type in the name of the query, select the location that you want to save the query in. For this purpose select "My Folders" and click "OK".
r. To view your saved query, click on the "Home" icon, this will take you back to the Public Folders. Once there, click on "My Folders" your query will be located here.
NOTE: Have students return to the AHRS Web-Portal and click on the web based training link located under the AHRS Datastore Enterprise option.
a. You have learned how to create an Ad Hoc Query and now you will learn how to modify an existing query. In this lesson, you will use the query you created and saved in "My Folder" and then perform a series of modifications to it.
b. You can modify an existing report by adding or deleting the data to include filtering and sorting new or previous data elements.
c. To modify the query, under the menu, select "Run Report", then select "Preview with No Data". Selecting Preview with No Data prevents a database overload and allows the query to run in a timely manner.
NOTE: Provide the following correct answers:
Q. What is the purpose of “Preview with No Data" when building a query?
A. Prevents a database work overload and allows the query to run in a timely manner.
Q. What are the two methods for filtering data element?
A. Highlight the data element and click the filter icon to allow the system to load the values or manually type in the field values to accurately populate the query. FIELD VALUES ARE CASE SENSITIVE.
Q. How many Predefined Query Subjects are in the Presentation Layer?
A. There are approximately 37 Predefined Query Subjects that contain the most frequently used data elements to build queries.
NOTE: Inform the students that during the next 40 minutes you will be discussing how to modify an Ad Hoc Query.
NOTE: Read back to the students the topics that were discussed in this lesson.
a. During this block of instruction, we covered the following learning activities:
NOTE: Determine of the students have learned the material presented by soliciting questions and providing answers and explanations. Ask the students questions and correct misunderstandings.
NOTE: Re-state the TLO.
(END OF TRAINING)