R 281056Z AUG 12 ALCOAST 390/12 COMDTNOTE 12600 SUBJ: WEB-BASED TIME AND ATTENDANCE SYSTEM (WEBTA) ROLLOUT 1. The Office of Civilian Human Resources, COMDT (CG-121), will begin Coast Guard-wide deployment of WebTA to the employee level. The system has been used by Coast Guard timekeepers and supervisors since 2005. Employee direct input is a logical follow-on activity to reduce unit paperwork management burden, automate timekeeping activities, and create an electronic audit trail to support the accuracy and completeness of payroll transactions. Excluded from the deployment effort are employees covered by the Coast Guard Yard Time and Attendance system (TmATT), SFLC Industrial Operations Division system (YTA), and Administratively Determined (AD) personnel including Academy Faculty and Lamplighters. Paragraph 8 contains a detailed deployment schedule. 2. Deployment of WebTA provides employees with more transparency of their time and attendance information, improves time and attendance-related communications with their supervisors, provides access to historical time and attendance information, and reduces/eliminates paper-based leave requests (e.g. Request for Leave or Approved Absences, OPM Form 71) by transitioning to electronic requests. As we deploy the system, employee responsibilities will be: a. Ensuring time and attendance information is properly recorded (CFO Audit compliance), b. Inputting hours worked directly into WebTA, c. Submitting leave and premium pay requests electronically, d. Validating time and attendance data in WebTA, and e. Notifying their timekeeper and supervisor of any time and attendance related inaccuracies. 3. In preparation for Coast Guard-wide deployment, COMDT (CG-121) deployed the system to employees in CGHQ, SFLC, PPC, FINCEN, MSC, NVDC, NMC, OSC, and the former ESU Saint Louis. With the exception of SFLC and ESU Saint Louis, our efforts focused on high density civilian populations in centralized locations. COMDT (CG-121) staff trained SFLC staff on the system and SFLC deployed the system to their detached duty locations with great success. This is the model for the train-the-trainer approach we will employ. The train-the-trainer approach will be complemented with e-learning for employees, timekeepers, and supervisors. 4. WebTA e-learning modules are available in the Coast Guard Learning Management System under Mandated Training Category B. There are three courses: Time and Attendance for Civilian Employees (Course 502427) - this course must be completed by all Coast Guard civilian employees (excluding employees outline in paragraph 1). Time and Attendance for Timekeepers (Course 502442) - this course must be completed by ALL timekeepers and timekeeper delegates. Time and Attendance for Supervisors (Course 502477) - this course must be completed by ALL supervisors of civilian employees including supervisory delegates. 5. The e-learning course completion requirements are as follows: a. Current civilian employees are required to complete the employee e-learning module by the end of the month preceding their unit deployment to WebTA (see paragraph 8). The employee module has a triennial completion requirement. b. Current civilian employees already deployed on employee direct input must complete the employee module by 31Dec2012. c. New civilian employees will be required to complete the employee e-learning module during their first month of employment (e.g. orientation). d. Current timekeepers and supervisors (military and civilian) are required to complete the timekeeper/supervisor module by 1Oct2012. The timekeeper/supervisor module has an annual completion requirement. e. New timekeepers and supervisors (beginning 1Oct2012) must complete the timekeeper/supervisor course before requesting these roles in WebTA. Account creation requests submitted to the WebTA helpdesk must be accompanied by a learning portal course transcript documenting successful completion of the appropriate module. f. To provide unit commanders with visibility on training completion requirements, COMDT (CG-121) is working with FORCECOM to publish this information in Coast Guard Business Intelligence (CGBI) under the existing mandatory training framework. 6. In preparation for rollout, we want to reiterate four elements of effective timekeeping in WebTA: a. Timecard certification is a financial management activity and must be performed by the supervisor of record. Only in rare circumstances should non-supervisory personnel certify timecards. While not prohibited, it is poor practice to allow the same individual to perform both the timecard validation and certification. WebTA will not permit an employee to certify their own timecard. b. Timekeepers should verify the locator information in WebTA reflects the employees official government email address. If the employee email address is not showing or is incorrect in the WebTA locator information, it should be added by the timekeeper. The WebTA notification capability is used to pass information or alerts and only works for email addresses in the .mil, .gov, or uscga.edu domains. c. Timecard corrections are an indicator of poor timekeeping practices. Timecard corrections should be rare. d. Official leave balances are maintained in the National Finance Center payroll system, not the time and attendance system. In instances where the balances differ between the systems, the employee should use the balance shown on their employee earnings and leave statement or in their My Employee Personal Page (MyEPP). 7. Beginning Fall 2012, COMDT (CG-121) will host Live Meeting train-the-trainer sessions. Due to capacity limitations in Live Meeting, these sessions will be limited to a primary and alternate POC nominated by Area/District/Service and Logistics Center commanders, Superintendant Coast Guard Academy, Commander Force Readiness Command, Director Operational Logistics, Commander Deployable Operations Group, Training Center commanding officers and Commanding Officer Research and Development Center. Primary and secondary contact nominations shall be communicated via email to Wanda Hitch, Wanda.J.Hitch(at)uscg.mil, NLT 7Sep2012. Upon receipt of nominations, COMDT (CG-121) will schedule live meeting sessions. 8. Deployment schedule is as follows: a. Nov: LANTAREA, HSWL, LSC, PACAREA, FORCECOM, TRACEN Petaluma b. Dec: USCGA, Research and Development Center, TRACEN Cape May, TRACEN Yorktown c. Jan: DOG, DOL, PSC (LESS PPC), C4ITSC (Less ESU ST Louis), SILC d. Feb: D1, D5, D7, D8, D9, D11, D13, D14, D17 and subordinate units 9. For job aids and general information regarding the WebTA application, please visit http://www.uscg.mil/civilianhr/WebTA.asp. For questions regarding WebTA deployment, please contact Mr. Asa Jearld or Ms. Wanda Hitch. 10. CAPT C. P. Calhoun, Acting Director of Civilian Human Resources, Diversity and Leadership, sends. 11. Internet release authorized.