May 15, 2020 —
R 151158 MAY 20
FM COMDT COGARD WASHINGTON DC//DCMS-DPR//
SUBJ: COVID-19: REPORTING FOR COAST GUARD PERSONNEL ACCOUNTABILITY AND ASSESSMENT
SYSTEM (CGPAAS) – SITREP 1
A. COMDT COGARD WASHINGTON DC 061306 MAR 20/ALCOAST 071/20
B. COMDT COGARD WASHINGTON DC 171651 APR 20/ALCOAST 141/20
C. Personnel Accountability System (PAS) Policy, COMDTINST 3006.4 (series)
D. Novel Coronavirus (COVID-19) Planning Order (series)
1. Purpose: This ALCOAST updates requirements for reporting personnel status during the COVID-19 pandemic. REFs (A) and (B) are cancelled. CGPAAS requirements from REF (B) are restated here with minor edits to reflect new external reporting requirements.
2. Background: In order to maintain a Ready, Relevant, and Responsive workforce, it is necessary to broadly understand personnel status during the COVID-19 pandemic. Accurate and timely tracking of personnel status, to include both work and personal status, will aid strategic-level decision making, resource allocation, and mission advocacy. CG Personnel Accountability and Assessment System (CGPAAS) is now the official data source to accurately report and track personnel status in this dynamic time. Operational Commanders are no longer required to report COVID-19 personnel cases via ICS-209 to NCC or to DCMS Watch.
3. CGPAAS has been modified to include a module and categories specific to COVID-19. Personnel can report their status through the CGPAAS website without being connected to the CG network and without their CAC card. CG does not plan to issue regular AWS alerts for COVID-19 CGPAAS accountability but may if it appears that CGPAAS data needs to be updated. However, commanders and commanding officers may always choose to use AWS to convey CGPAAS update requirements to units within their CGPAAS hierarchy.
4. Reporting Requirements: CG active duty personnel and reserve personnel on active duty orders shall report both personal and work statuses and update their status when it changes. CG civilian personnel are encouraged but not required to report both personal and work statuses. Reserve personnel in a drilling status are encouraged to report personal status. Dependent status reporting shall not be reported in CGPAAS. All changes to personal or work status must be updated in CGPAAS by the member or unit CGPAAS Commanding Officer Representative (COR).
5. Validation Requirements: CORs shall perform a weekly CGPAAS audit to verify all members are in compliance with reporting requirements. Audits shall ensure all reporting requirements are met and that reported statuses meet the definitions in this ALCOAST. Commands are responsible to ensure CORs regularly review CGPAAS data from units within their hierarchy to ensure data update and validation is being performed regularly. The following user guides are available to assist both employees and CORs:
Employee Guide: https://cg.portal.uscg.mil/communities/cgpaas/CGPAAS%20Misc%20Info%20Training%20Policy%20etc/COVID-19%20Reporting%20Tool/COVID-19%20COR%20Guide.pdf
COR Guide: https://cg.portal.uscg.mil/communities/cgpaas/CGPAAS%20Misc%20Info%20Training%20Policy%20etc/COVID-19%20Reporting%20Tool/COVID-19%20COR%20Guide.pdf.
More information can be found on the CGPAAS Portal page located here: https://cg.portal.uscg.mil/communities/cgpaas/SitePages/Home.aspx.
6. CGPAAS CORs are essential for data validation and to enforce reporting requirements. Known gaps in the CGPAAS COR network create a challenge to timely and accurate personnel data collection. REF (C) mandates commands to have a sufficient number of CORs assigned and additional CORs should be added to perform data audits and validation as needed. CORs have appropriate unit CGPAAS permissions and are responsible to ensure statuses of their members are updated accurately.
7. Definitions: Personal status and work status within CGPAAS are designed to capture information that tracks COVID-19 impacts to personnel and identifies the location of the displaced workforce.
a. Personal Status Definitions: Personnel should use the COVID-19 Risk Assessment Flowchart (Enclosure 2 of REF (D)) to help determine their personal status.
i. Unaffected: Member has not been diagnosed with COVID-19 and has not been knowingly exposed to someone who has been diagnosed with it. If member was previously isolated while awaiting testing and a health care provider determines the member does not have COVID-19, member should return to unaffected status. A member impacted by only a local, state, or federal stay-at-home order or any travel-related Restriction of Movement (ROM) should report “Unaffected.”
ii. Quarantined: Member has been exposed to COVID-19 and has been separated from the general population. Member may be symptomatic and/or awaiting test results, but has not yet tested positive or received a clinical diagnosis for COVID-19. If member does not test positive or receive a clinical diagnosis, that member will revert to “Unaffected” at conclusion of quarantine period.
iii. Isolated: Isolated: Member has been both 1) confirmed COVID-19 positive via a COVID-19 test or clinically diagnosed with COVID-19 by a healthcare professional and 2) separated from others who have not been exposed. (Note 1)
iv. Hospitalized: Member has been admitted to the hospital due to COVID-19.
v. Released: Affected member, diagnosed with COVID-19 by medical, who has recovered and been released from either hospitalized or isolation status. This status does NOT apply to individuals who are released from Quarantine. (Note 1) Note 1: For either Isolated or Released status, an additional required note must be included in CGPAAS. Note shall read “1. Confirmed via Positive test” or “2. Clinically diagnosed”. See User Guide for additional details.
b. Work Status Definitions: This status should reflect the employee’s work status the majority of the time. Work Status does not need to be changed frequently to reflect those employees who regularly work both on-site and off-site.
i. Unknown: Work status is unknown or has not been updated.
ii. Working On-Site: Working at regular work site.
iii. Working Off-Site: Working, but not at regular work site, requires a note entry (e.g. teleworking from home, teleworking and staying with extended family in Pauls Valley, OK).
iv. Not Working: Self-explanatory, requires a note entry (e.g. at home providing childcare, isolated under medical treatment, in hospital, unable to telework, etc.).
8. REF (C) requires that all active duty, reserve, and civilian personnel provide and keep current personal contact information for the Personnel Accountability System (PAS). All unit commanders, deputy/assistant commandants, and chiefs of headquarters staff elements shall require both military and civilian personnel within their command to maintain current and accurate personal contact information in the authoritative data sources of the PAS, being Direct Access (DA), Active Directory (AD), National Finance Center (NFC), and the Defense Enrollment Eligibility Reporting System (DEERS). Maintaining current contact information is vital to operational readiness. A guide to update contact information in the authoritative data sources is located on the CGPAAS CGPortal at: https://cg.portal.uscg.mil/communities/cgpaas/SitePages/Home.aspx.
9. COMDT (CG-1B1) CGPAAS POC: LT Stephen Cheng (Stephen.C.Cheng@uscg.mil);
LANTAREA CGPAAS Super-COR POC: Mr. John Hovorka (John.C.Hovorka@uscg.mil);
PACAREA CGPAAS Super-COR POC: LCDR Krysia Pohl(Krysia.V.Pohl@uscg.mil);
DCMS CGPAAS Super-COR POC: CWO4 Daniel Shearin (Daniel.W.Shearin@uscg.mil);
DCO CGPAAS Super-COR POC: LCDR Daniel Crowley (Daniel.P.Crowley@uscg.mil).
Super-CORs will be granted access to CGPAAS data and data visualization tools to provide amplifying analysis.
10. Commands are encouraged to ensure wide dissemination of this ALCOAST.
11. RADM P. F. Thomas, Deputy for Personnel Readiness, sends.
12. Internet release is authorized.