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ORDER MANAGEMENT SYSTEM (POMS) IMPLEMENTATION
ALCOAST 177/04
R 131226Z APR 04
FM COMDT COGARD WASHINGTON DC//G-O/CG-8//
TO ALCOAST
BT
UNCLAS //N16798//
ALCOAST 177/04
COMDTNOTE 16798
SUBJ: INNOVATION: E-COAST GUARD: AUXILIARY PATROL ORDER MANAGEMENT SYSTEM (POMS) IMPLEMENTATION
A. AUXILIARY MANUAL, COMDTINST M16790.1(SERIES)
B. AUXILIARY OPERATIONS POLICY MANUAL, COMDTINST M16798.3 (SERIES)
1. THE OFFICE OF AUXILIARY (G-OCX) AND THE COAST GUARD FINANCE CENTER (FINCEN) ANNOUNCE THE IMPLEMENTATION OF THE AUXILIARY PATROL ORDER MANAGEMENT SYSTEM (POMS).
2. POMS IS AN EASY TO USE WEB-ACCESSIBLE PATROL ORDER AND CLAIM PROCESSING APPLICATION THAT AUTOMATES AND STREAMLINES THE ENTIRE AUXILIARY PATROL ORDER PROCESS INCLUDING THE DIRECT DEPOSIT OF CLAIM PAYMENTS. THE OWNER OR OPERATOR OF AN AUXILIARY FACILITY SHALL USE POMS TO CLAIM ACTUAL AUTHORIZED EXPENSES INCURRED FOR A MISSION. UPON IMPLEMENTATION POMS WILL MAKE PAYMENT TO THE FACILITY OWNER OR OPERATOR. ONLY ONE PERSON PER PATROL/MISSION MAY BE REIMBURSED.
3. POMS WILL REDUCE TIME SPENT MANAGING AUXILIARY PATROL ORDERS AND CLAIMS BY AUTOMATING PROCESSES AND ELIMINATING REWORK CREATED BY MANUAL ERRORS. POMS WILL ALSO PROVIDE DIRECTORS OF AUXILIARY AND ORDER ISSUING AUTHORITIES WITH ON-LINE TOOLS TO ENHANCE PROGRAM MANAGEMENT AND REPORTING.
4. THE ELECTRONIC SUBMISSION OF CLAIM REIMBURSEMENT IS EXPECTED TO DECREASE ERRORS BY OVER 95 PERCENT AND REDUCE THE AMOUNT OF TIME FROM APPROVAL OF A CLAIM TO REIMBURSEMENT FROM GREATER THAN 30 DAYS TO NORMALLY FEWER THAN 5 DAYS. THE SIGNIFICANT REDUCTION OF ERRORS DRASTICALLY REDUCES REWORK AT THE UNIT LEVEL, AND HELPS TO ENSURE THE ACCURACY OF CLAIMS. RESULTS OF THE PILOT TEST CONDUCTED AT 9 UNITS OPERATING IN 6 DISTRICTS INDICATE COAST GUARD LABOR SAVINGS ARE ESTIMATED TO BE GREATER THAN 20,000 LABOR HOURS PER YEAR AFTER FULL IMPLEMENTATION OF THE PROGRAM.
5. POMS IS COMPLETELY INTERNET ACCESSIBLE, AVAILABLE BOTH ON THE COAST GUARD INTRANET, AND INTERNET VIA A USERS PERSONAL COMPUTER. AUXILIARISTS ARE ABLE TO REQUEST ORDERS AND SUBMIT CLAIMS ON-LINE FROM THEIR PERSONAL COMPUTERS AT HOME OR ANY SUITABLE LOCATION. ORDERS AND CLAIMS ARE APPROVED BY THE APPROPRIATE AUTHORITY ONLY AFTER THE POMS APPLICATION AUTOMATICALLY VERIFIES AND VALIDATES NECESSARY INFORMATION SUCH AS OPERATOR AND FACILITY QUALIFICATIONS AND CLAIM DATA. POMS RECEIVES DAILY QUALIFICATION UPDATES FROM AUXDATA TO ENSURE ACCURACY. THE APPROVED CLAIM IS TRANSMITTED DIRECTLY TO FINCEN FOR REIMBURSEMENT. A DIRECT LINK FROM POMS TO FINANCE AND PROCUREMENT DESKTOP(FPD)IS NOT AVAILABLE AT THIS TIME, BUT IS UNDER CONSIDERATION FOR LATER SYSTEMATIC INCLUSION. THIS DIRECT LINK IF IMPLEMENTED WILL NORMALLY APPLY ONLY TO AUXILIARY MANAGERS AT OR ABOVE THE DISTRICT LEVEL.
6. POMS SHALL BE USED FOR ALL TYPES OF PATROL ORDERS, INCLUDING THOSE FOR SURFACE, AIR, AND MOBILE RADIO FACILITIES. POMS CAN BE SET-UP BY THE ORDER ISSUING AUTHORITY TO BE OPERATED BY ACTIVE DUTY, CIVIL SERVICE, AND AUXILIARY PERSONNEL. THE SYSTEM IS WEB- BASED, AND CAN BE ACCESSED FROM EITHER THE COAST GUARD INTRANET OR FROM THE INTERNET. THIS IMMEDIATE POLICY CHANGE SHALL BE REFLECTED IN FUTURE EDITIONS/CHANGES TO REF A.
7. FINCEN AND G-OCX WILL COORDINATE POMS IMPLEMENTATION, ACCESS, AND TRAINING WITH THE DIRECTORS OF EACH AUXILIARY REGION. A PHASED YET FULL IMPLEMENTATION IS MANDATED BY 31 JULY 2004. WWW.STATRONICS.COM/POMS IS THE PRIMARY SUPPORT WEB SITE WITH FORUMS/DOCUMENTATION/USERS GUIDES FOR POMS. ADDITIONAL POMS INFO IS AVAILABLE AT WWW.FINCEN.USCG.MIL/POMS.HTM.
8. INTERNET RELEASE IS AUTHORIZED.
9. FINCEN HAS PRIMARY LEAD ON THIS INITIATIVE AND FINCENS POC IS LT AUGUST MARTIN AT 757-523-6032. COMDT (CG-841) IS THE CGHQ PROGRAM MANAGER AND THE CG-841 POC IS CDR DAN CHRISTOVICH AT 202-267-1257.
10. INTERNET RELEASE AUTHORIZED.
11. RELEASED BY RADM JAMES C. OLSON, DIRECTOR OF OPERATIONS CAPABILITY.
BT
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