R 122115Z JUL 10

ALCOAST 369/10
COMDTNOTE 1080
SUBJ: MILITARY PERSONNEL SYSTEM POLICY CHANGE
A. PERSONNEL MANUAL, COMDTINST M1000.6 (SERIES)
B. MILITARY PERSONNEL DATA RECORDS (PDR) SYSTEM, COMDTINST M1080.10
(SERIES)
C. COMCOGARD PSC ARLINGTON VA 022006Z JUN 10/ALCGPSC 045
1. BACKGROUND: ON JUNE 21 WE SIGNED A DECISION MEMO OUTLINING 25
INTERNAL CONTROL ENHANCEMENTS NECESSARY TO SUPPORT CFO AUDIT
READINESS FOR THE MILITARY HUMAN RESOURCES (HR) AND PAYROLL
PROCESSES. THIS IS THE FIRST OF A NUMBER OF MESSAGES WHICH WE WILL
RELEASE AS APPROVED ENHANCEMENTS ARE IMPLEMENTED.
2. DISCUSSION: TESTING OF KEY INTERNAL CONTROLS WITHIN THE MILITARY
HR AND PAYROLL PROCESSES YIELDED MIXED RESULTS. WHILE THE DATA USED
TO GENERATE MILITARY PAYROLL WAS ACCURATE TO A LARGE DEGREE WE WERE
UNABLE TO READILY LOCATE AND IDENTIFY THE SOURCE DOCUMENTS USED TO
SUBSTANTIATE THESE TRANSACTIONS IN EITHER THE SERVICING PERSONNEL
OFFICE (SPO) PERSONNEL DATA RECORD (PDR) OR THE ELECTRONICALLY IMAGED
PDR (EI-PDR) MANAGED BY THE PERSONNEL SERVICE CENTER (PSC).  ENSURING
SUFFICIENT DOCUMENTATION IS RETAINED IN EITHER THE SPO-PDR OR EI-PDR
IS KEY TO OUR ABILITY TO SUPPORT A POSITIVE AUDIT OPINION. IT IS A
TESTAMENT TO THE QUALITY OF WORK PERFORMED IN THE FIELD THAT THE
MAJORITY OF OUR MOST PRESSING INTERNAL CONTROL CONCERNS CAN BE
MITIGATED SIMPLY BY REQUIRING RETENTION OF SOURCE DOCUMENTS.
3. ACTION: THE FOLLOWING POLICIES AND DIRECTIONS ARE EFFECTIVE
IMMEDIATELY:
   A. ACCESSION CHECKLISTS UTILIZED BY THE RECRUIT/CADET SPOS AT
TRACEN CAPE MAY AND THE COAST GUARD ACADEMY SHALL BE RETAINED AND
MADE READILY AVAILABLE FOR A PERIOD OF THREE YEARS.
   B. REF A IS HEREBY AMENDED REQUIRING SEPARATIONS PROCESS
CHECKLISTS
UTILIZED BY PSC-OPM, EPM, AND RPM BE RETAINED AND MADE READILY
AVAILABLE FOR A PERIOD OF THREE YEARS.
   C. REF B IS HEREBY AMENDED DESIGNATING THE SPO-PDR AS A SECONDARY
SOURCE OF DOCUMENTATION TO SUPPORT MILITARY HUMAN RESOURCE MANAGEMENT
FUNCTIONS. HOWEVER, THE EI-PDR REMAINS THE MEMBERS OFFICIAL PDR.
   D. REF B IS HEREBY AMENDED REQUIRING THE FOLLOWING WORKSHEETS BE
RETAINED IN PART 3 OF THE SPO-PDR FOR THE PERIOD OF ELIGIBILITY OF A
BENEFIT OR ENTITLEMENT PLUS SIX YEARS AND THREE MONTHS: CG-2000,
CG-2001, CG-2005, CG-2020, CG-2025, CG-2025A, CG-2025B, CG-2035,
CG-2045, CG-5102, CG-5150, AND CG-5155A.
   E. SPO SUPERVISORS SHALL REVIEW REF C OUTLINING PROCEDURES TO
OBTAIN WEBNOW USER ACCOUNTS FOR THEIR SPOS. ACCESS TO THE WEBNOW
APPLICATION PROVIDES SPOS THE ABILITY TO VIEW CERTAIN DOCUMENTS
WITHIN MEMBER EI-PDRS WITH FINANCIAL STATEMENT IMPACT.
   F. PROCEDURES FOR SUBMITTING DOCUMENTS TO THE EI-PDR CAN BE FOUND
AT: HTTP://WWW.USCG.MIL/PSD/MR/PDR.ASP.
4. THESE CHANGES WILL BE INCORPORATED INTO THE NEXT REVISIONS TO REFS
A AND B.
5. DETAILS AND SUPPORTING DOCUMENTATION CAN BE FOUND ON THE CG PORTAL
BY TYPING

HTTPS://CGPORTAL.USCG.MIL/LOTUS/MYQUICKR/CG-852-AUDIT-AND-PROCESS-REMEDIATION-DIVISION/MILHR
(ALL LOWER CASE LETTERS) INTO A WEB BROWSER.
6. POCS: COMDT (CG-12), CDR ALLMAN AT DANIEL.J.ALLMAN(AT)USCG.MIL,
202-475-5365 OR COMDT (CG-85), LCDR FOOS AT
ALEXANDER.C.FOOS(AT)USCG.MIL, 202-372-3431.
7.  RELEASED BY RADM RONALD HEWITT, ASSISTANT COMMANDANT FOR HUMAN
RESOURCES AND RDML K. A. TAYLOR, ASSISTANT COMMANDANT FOR RESOURCES,
CHIEF FINANCIAL OFFICER.
8. INTERNET RELEASE AUTHORIZED.