Frequently Asked Questions (FAQ)

Contents:

System Access/Log in Problems:

Q

I clicked on the Forgot Your Password link, entered my User ID and got an error message.  How can I get my password reset?

A

You must  enter your email address before you can use the self-service password reset feature.   

Q

I used to have a lot of items to select from on my DA menus.  Now, all I have are self-service items. What happened?

A

We periodically review accounts and remove permissions if the user has transferred since his or her account was last upgraded.  DA access is not portable.  You must complete a new  User Access Form to regain access to DA (other than self-service) at your new unit.

 

Access automatically terminates upon transfer or separation. There is no need to notify PPC Customer Care when a member is transferred or is separated:

  • Access, to all but self-service applications, will automatically terminate when a military member departs on PCS orders (including "fleet-ups").

  • All access to Direct Access will automatically be revoked when a military member is separated from the service or released from active duty; or a civilian employee's employment is terminated.

Q

I'm a civilian employee, how can I find out what my Employee ID number is?

A

Check with the administrative staff at your unit.  They can produce a unit roster from DA to obtain your ID.  The DA Help Desk can also lookup your ID for you.  

Q

I signed in but instantly got a "Your DA connection has expired" page. What's wrong?

A

If you receive a "Your DA connection has expired" error upon logging in, close the web browser and restart it before attempting to sign in again. Don't click on the "Return to DA 8 Sign In" link that the error page provides. It usually results in the same time-out error.  Additionally, cutters, deployable units and laptop users should check their system's clock and time zone settings. The system clock must reflect the time for the time zone the computer is set to. For example, a Honolulu based cutter (Hawaiian time GMT -10) at dockside in San Diego (Pacific Time GMT - 08) resets their time to the local San Diego Time.  The cutter MUST also set the system time zone to Pacific Time Zone as well.

E-Mail Addresses:

Q

I received an email message from the Travel Department saying my email address is not correctly entered into DA.  What do I need to do?

A

The system for forwarding travel voucher summaries uses  the DA email address.  Please ensure your DA business email address is correct in DA.

Q

I'm not receiving any e-mails from the system. I've confirmed that my e-mail address is correct in DA. What else can I do?

A

Check your Junk E-mail Option in MS Outlook by going to Actions>Junk E-mail>Junk E-mail Options.  

  1. Make sure the box next to "Permanently delete suspected junk e-mail..." is NOT checked.  
    Do not auto delete your junk
     

  2. Then, add ucgp1pp@hostingmail.corio.com to your Safe Senders list.
    Add us to your list

E-Resume:

Q

Why does my e-resume summary show "0 Jobs Applied For"? I know I put in for at least one.

A

You may have skipped the Sorting Job Preferences step on Page 12 of the e-resume process.

 

To sort the job postings in your preferred order, click the right arrow button on the Job Basket grid. This will place the Position number in the Job Preference column. Jobs are listed in the preference column in the order you add them.

Note: Jobs are not actually applied for until you copy them over to the Preferences column. Move the positions from your Job Basket in your preferred order. (Even if there is only one position in the Job Basket). Use the right arrow button next to the position to move the job to the right. The position will be added at the end of your list. Positions can be deleted from the Job Preference Order and then added again to re-sort if necessary.

Preferences

If you intend on applying for an extension, make sure your current position is listed in your preferences.

Q

How do I update my Honors & Awards, Education, Competencies, Assignment History, or Training data when submitting an e-Resume?

A

The only information that can be updated through the e-Resume process is your job basket, contact details, comments, and the information on page 12 of the e-Resume.  Items not accessible through Self Service need to be updated through your servicing Military Personnel or Administrative support office.

Known Issues :

  1. Only your first 10 competencies/qual codes will appear on YOUR VIEW of the e-resume. The assignment officer will see ALL of your competencies shown on the CG Member Information page.

  2. Members' assignment history for assignments prior to 1996 show "unknown" or invalid position descriptions.  This information was not in the Personnel Decision System (PDS) database from which DA was populated from.  Please contact your SPO to initiate the process for correcting assignment history discrepancies not related to position descriptions.

  3. When viewing the Career Summary tab on the CG Member Information, please note the "Perm Job Code (Permanent Job Code)" , Description, and "Perm Grade (Permanent Grade)" fields on the PHS tab may not display the member's current rate/rank. Disregard these fields as the logic used to populate them does not apply to Coast Guard career management.

Extension Orders

Q

My extension orders show a depart and report date of the same date or show dates a month apart. Does this mean my extension is only for a day or a month?

A

No. The depart and report dates on extension orders do not reflect the extension beginning and ending dates, they are populated with default values because extensions use the PCS orders component. If the dates only span a day or a month, it doesn't mean that the extension is only for that period.  Go to Home > Self Service > Employee > View > Member Information to view your new rotation date.

 

Tax Withholding Changes:

Q

I changed my State Tax Withholding a couple of months ago but haven't seen any changes in my pay check or on my leave and earnings statement. When will the change be effective?

A

Your request may not have been processed by the pay system due to no state tax liability (state may exempt military pay from tax) or your state of legal residence is West Virginia, which does not have an agreement to withhold taxes from military pay. The State Tax Listing provides additional information. If you are subject to State income tax, have your SPO check your  Employee Tax Data Information and refer to the State Tax Withholding Data Entry Procedures to ensure that an exemption from State withholding has not been entered in the Special Tax Withholding Status field on the State tax data tab.

Reserve IDT Drills:

Q

Why can't I schedule a drill using today's date in DA self-service?

A

As a self-service user, you can only schedule drills in advance.  If the drill is performed and entered in DA the same day, it's not necessary to schedule it because it has already happened.  Ensure that your supervisor (who must be an authorized command user) is aware of your drill schedule and enters and marks the drill as completed.

Q

How do I correct an IDT drill entry if it is already shown as completed?

A

The supervisor (who must be an authorized command user) can correct any aspect of a completed drill entry with the exception of the date and duty purpose code(s).  If the date is incorrect, change the drill status from completed to cancelled.  

Duty purpose codes changes on completed drills are not required.

Q

How long is the drill information displayed in DA?

A

DA shows drill information for the current fiscal year.

Annual Screening Questionnaire:

Q

I went into the system to review my Annual Screening Questionnaire, the page doesn't show the ASQ information that I just recently added. It looks like I haven't completed my ASQ, but I'm sure I did just a few days ago. What happened to my ASQ?

A

You cannot view/review a questionnaire once it has been submitted.  A new questionnaire is started each time you access the application.   If you have any doubts about a questionnaire you have submitted, complete a new one. Only the most recent questionnaire has any relevance in the system.

Test/ASVAB Scores

Q

My ASVAB scores (Self Service> Employee> View> Test Results.) have changed. The information in the system doesn't match my records, some of the test dates show 07/01/2004, but I took the test before then. Is this a mistake?

A

Per ALCOAST 318/04, ASVAB scores were converted to a new normalization scale on 1 July 2004.  ASVAB score requirements for entry into the Coast Guard, application for Class "A" school and OCS were also adjusted using the same scale.

Q

Why do my ASVAB scores all show a test date of 01/01/1951 or 07/01/2004? I didn't take any ASVAB tests on either of these dates.

A

(01/01/1951 is used to show that  the test date for an ASVAB score wasn't available when the data was converted from the old PMIS (Personnel Management Information System). The test date is now a required field, all new ASVAB scores and retests must be entered with the date the exam was administered.

 

07/01/2004 means the score was converted to the new normalization scale per ALCOAST 318/04,

Employee Review:

Q

The directions say to select the pay grade (E3,E4,E5, etc.) for the rating scale, but when I click on the search only CPO, NR, PO, etc. are available.  Why isn't the pay grade available?

A

The new rating scales (by pay grade) are only used for evaluations with effective dates of 1 August 2002 or later.  If you are preparing an evaluation with an ending date of 31 July 2002 or earlier, the form-based rating scales will be displayed.

Q

How can I get another copy of the Member Counseling Report if the employee review has already been marked as final and submitted to PPC.

A

Follow the menu path below:

Home > Develop Workforce > Plan Careers > Report > Member Counseling Report

Click the Add a New Value link and enter your initials in Run Control ID field, then click the Add button.   The rest of the procedure is the same as printing the counseling report from within the employee review module.

Q

I ran a Member Counseling Report and received an email with a file that ended with ".out" instead a ".pdf" file. I could not open the ".out"" file. Where's the ".pdf" file?

A

This error occurs when the member's DA record does not indicate a position (billet) number.  The report cannot run if the member is not in a position.  Notify PPC Customer Care, when the error occurs (be sure to include the employee ID).

Q

Are there any reports available to help me track the status of employee reviews?

A

The Unit Roster (CG_Dept_Run) shows the date of the member's last review and the number of days since the last review.  Additional reports may be available in the future.

Q

I entered the wrong date in the Effective Date field and when I changed it I lost all the marks that I had entered in the Reviewers Tab.  Why?

A

DA only allows one Employee Review in progress at a time.  When you change the date of one in progress, you are telling the system that this is a new Employee Review, therefore it wipes everything out and you start from scratch.  Prior to changing that date, make sure you print the Reviewers tab and cut and paste any comments you have entered to Word so that the data is easily transferred to the new employee review.

Q

Are page 7s no longer required for marks?

A

Page 7s are no longer required.  However, comments are required.  The supporting information has not changed, they are now called comments and can be input directly into the application in the yellow block next to each performance factor.  Comments are required for 1, 2, 7, Not Recommended, and Unsat Conduct.

Q

Are comments required for the Recommendation block?

A

Comments are always required for a mark of Not Recommended.  The comments should explain the member received a Not Recommended and what they need to do to receive a Recommended. Comments, on future leadership potential,  are also required for all E6 and above who receive a mark of Recommended.  

Q

With the old system, my people would submit their bullets in word and it would get forwarded up the rating chain with the paper marks.  How do we do that with this new system?

A

A good place to put that type of information is in the Comments Tab.  Just cut and paste it from MS Word into the Comments Tab. (Note that apostrophes () will convert to question marks (?) if you paste them in from another application. To avoid this, type the apostrophes in DA after pasting the text in from MS Word.)

Q

What is the Enter Endorser EmplId block used for?

A

This block is used strictly for forwarding the Employee Review throughout the rating chain.  THIS BLOCK SHOULD BE EMPTY WHEN FORWARDING TO PPC.

Q

I am a supervisor.  Should I check the Final block before sending it to the marking official?

A

NO!  This is only used to forward it to PPC.

Q

Is the CO the only person that can check the Final block?

A

No.  Anyone can check it.  It is up to the CO to determine who will have this responsibility.  Keep in mind, the final button is not the authority for the marks.  All it does, is make the Employee Review available to PPC for posting to the Employee Review Summary.  It is just like handing it to the mailman.

Q

Q. When I print the Member Counseling Report, it says" no" next to Final.  Does this mean that the counseling report is not official?

A

No.  All it means is that it was not checked final when the Member Counseling Report was printed.  It is best to print the Member Counseling Report and counsel the member prior to checking final block so that if the member persuades you to raise a mark, you can make the change prior to sending it off.  Once it is sent, you must complete a letter to reflect all changes.

Q

How long does it take to appear on the Employee Review Summary once they are submitted to PPC?

A

As long as it comes in with no errors, it should be posted within 1 workday.  If it has errors, it will be returned for correction.  

See Flag Voice 181 for Employee Review questions and answers.

Unit Recall Roster:

Q

Why doesn't the report list all unit personnel?

A

Only those active duty and reserve personnel with at least one phone number (business, home, cell, etc.) entered in the system will appear on the report. If the member hasn't listed any contact numbers, they will not appear on the report. See the Recall Roster topic for more information.

Q

Why are some personnel listed  multiple times?

A

Each person will be listed once for each type of phone number (business, home, cell, etc.) and e-mail address they have entered in the system. This includes civilians. However, addresses and phone numbers for civilians do not appear on the report itself. Only the employee's name will appear and it will be repeated for each phone/email the employee has entered in the system.

Q

Why is the contact information for civilians blank?

A

Because of the lack of proper notification to bargaining units and concerns regarding access to personally identifying information, all the queries and reports were modified to remove much of the data elements on civilian employees. The names of civilian employees, who have entered a phone number in DA, will appear on the recall roster, but the actual phone number will not appear.

Competency/Accomplishment Reports

Q

Why don't I receive my reports or why does the Process Monitor shown this error?

 

Error Message:
Error on line 393:
(SQR 3722) Could not set up cursor.

 

A

You may have entered a sub-department ID number. You must use the master department ID number. See Known Issues or Accomplishment Report or Competency/Qualifications Report for more information.

Reserve Active Duty Orders

Q

My (or my customer's) Reserve Orders history has changed. There were some EAD or ADOS orders that now show as "Title-10". Why was the history changed?

A

Title 10 orders were handled differently in PMIS/JUMPS and SDA II (which preceded Direct-Access release 11). Initially, in Sep./Oct 2001,  PERSRUS (now SPOs) were directed to record Title 10 orders as EAD. In 2002 we learned that EAD was not correct and changed the procedures to issue Title 10 orders as ADOS-AC. Direct-Access release 11 included a Title 10 orders type. However, the initial data-load used to populate the reserve orders history in Direct-Access included the reserve orders as they were listed in JUMPS (as EAD or ADOS). We have converted these orders to reflect the correct orders type -- Title 10.

Diversity Data

Q

Why can't I access the  Self-Service Diversity Update?

A

If you are a reservist or active duty military member there may be a problem with your account. Please contact PPC Customer Care for assistance.

If you are a civilian or retiree, Direct Access diversity data is not used for your employee classification and no changes, updates or corrections are needed.

 

 

See Also