Volume 6, Issue 2 February 2009

The second fiscal quarter finds us entrenched in MEPRS education and data processing activities.

The TMA MEPRS Program Office is excited to announce the release of the 5M2U, which offers MEPRS education directly from your workstation. Discover what this online training tool is all about in our feature story. This edition provides quick tips to get you up and running with the 5M2U curriculum.

Still basking in the success of the July 2008 MEPRS conference, we are exploring ways to replicate our planning formula with limited resources. Our survey tools validate hands-on training as the preferred methodology to support conference learning. In light of budgeting challenges, however, we will need to suspend this year’s event. We intend to focus efforts on a bigger and better learning forum in 2010. Please stay tuned as we streamline our conference strategy.

The enterprise is undergoing significant changes. CAC enforcement approaches for the EAS IV Repository to ensure the integrity of DoD data systems. Be sure you have taken the necessary steps to comply with this forthcoming security requirement. DMHRSi users will be pleased to know they can now reset their passwords. Find out the details in our DHSS announcements piece.

EAS processing is very involved, and we appreciate the complexities of this important task. Our February issue offers a recap of content from the “Steps for Improving MEPRS Data” briefing presented at the July conference. Pick up helpful processing hints in our page 4 story.

I would like to remind the field that we have MADI workshops scheduled for April, June, and August. Register for these courses online at www.MEPRS.info.

Patrick WesleyTMA MEPRS Program ManagerMMIG Chairman

MEPRS Launches Online University

The MEPRS Informer pg 1

See Five Minute MEPRS University on Page 2

Got five minutes? Build your MEPRS knowledge at the Five Minute MEPRS University (5M2U). The web-based curriculum debuts this month on the MEPRS Information Portal, allowing you to complete training on demand and at your own pace. Getting started with this new learning tool is easy. Read on to find out how.

What is the 5M2U?

The 5M2U is a web-based MEPRS learning vehicle sponsored by the TMA MEPRS Program

Office. The 5M2U offers animated tutorials that illustrate MEPRS concepts and processes. Each tutorial contains targeted learning content and is approximately five minutes in length.

5M2U Product Perks

▪ Grow your MEPRS knowledge in just five minutes a day.

▪ Complete MEPRS training on demand from the convenience of your workstation.

▪ Tackle lessons in any order you wish, and revisit content as often as needed for refreshers.

▪ Save on travel training costs by ac-cessing MADI material online.

▪ Monitor progress as you go using color-coded indicators.

▪ Track your training history through your MyMEPRS profile.

MEPRS Launches Online University

MEPRS Conference Takes a Break

Business Objects Updates

EAS Processing Helpful Hints

DHSS Announcements

Useful Sites and Points of Contact

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Why was the 5M2U developed?

The TMA MEPRS Program Office recognizes the challenges of completing instructor-based training. MEPRS personnel are extremely busy and often cannot find time to attend a live class or conference. Shrinking travel budgets also make it difficult to support off-site training. The 5M2U is a flexible learning solution that allows students to complete courses from the comfort of their workstations. The brief duration of each lesson allows users to work course material into their daily routines.

Tell me about the 5M2U curriculum.

The 5M2U currently consists of three learning modules from the MEPRS Application and Data Improvement (MADI) workshop. The remainder of the MADI curriculum will be web-enabled over the coming year. Relative Value Units (RVUs), the Six Sigma MEPRS Management Metrics (S2M3), and other useful topics will eventually be added to the curriculum.

How do I get started with the 5M2U?

Visit the MEPRS Information Portal at www.MEPRS.info and register for a MyMEPRS account. When your MyMEPRS account is approved, simply log in on the portal home page and select 5M2U from the navigation menu. Choose a course from the curriculum to begin your 5M2U learning experience.

How is 5M2U course completion tracked?

The TMA MEPRS Program Office can track all tutorials accessed through your MyMEPRS account. Each time you access a lesson, a date stamp is recorded on the back end of the system. You receive a certificate of completion after passing a quiz with a score of at least 70%. You may retake a quiz as many times as necessary until you receive a passing score. The TMA MEPRS Program Office maintains a history of all quiz attempts. You can view your 5M2U training history under My Profile on the MyMEPRS navigation link.

Please explain the 5M2U color-coded indicators.

Module titles are presented using a color-coded header system to help track course completion. Modules that are incomplete or not yet accessed appear in a blue header bar. Completed modules appear in a green header bar. As you complete each lesson within a module, a green check mark icon appears. Quiz scores appear at the bottom of each module in yellow shading.

Can I access the same 5M2U module more than once?

Absolutely. Feel free to revisit lessons when you need a refresher or just want to reinforce a particular concept. The 5M2U promotes learning at your own pace and allows unlimited access to content. ☼

Five Minute MEPRS University Continued from Page 1

Each 5M2U module is comprised of concise les-sons offering specific learning content. Find out how to add conditions to a Business Objects query, or take a few minutes to explore MEPRS data sources. Essential MEPRS concepts and processes are presented in an attractive, user-friendly learning package.

Complete lessons in any order you wish, and feel free to go back and review. You become eligible to take a quiz after completing all lessons within a module. You can print a module certificate after completing the quiz with a score of 70% or better.

What if you don’t pass a quiz on your first attempt? Don’t panic. Simply revisit the lessons and try again. You can access a copy of your quiz and review missed items under the My Profile section of the MyMEPRS menu. The My Profile area reflects your complete training history and all certificates of completion.

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MEPRS Conference Takes a BreakThe Tri-Service MEPRS Conference has been suspended for 2009, but the reasons for the delay are good ones. First, plan-ners want to maintain a hands-on component at future learning events. Such an approach is more resource-intensive than the traditional lecture format. The second reason is a conceptual one. TMA is exploring ways to integrate processing-focused content, which the field demands, with global MEPRS information crucial to the MHS. Working through these issues will take some time. Therefore, the conference is once again assuming a short hiatus. Please be patient as TMA develops the best game plan for equip-ping the MEPRS constituency with the tools and knowledge to support the military health arena. The TMA MEPRS Program Office plans to resurrect the conference in 2010 with elements sure to rival past successes. ☼

Silvia McBride (Air Force) practices MEPRS data processing techniques at the 2008 Tri-Service MEPRS Conference.

Business Objects Updates

EAS IV users must save Business Objects reports prior to deployment of version 5.0. If this task is not completed prior to the release, only the last person who refreshed and saved a report will have the ability to access it. To avoid this problem, click File, Save As. Select the file directory where you would like to save the file. Check the box for “Save for all users” and click OK. This caveat does not apply to standard EAS IV application reports UNLESS site personnel are routinely saving these reports. Standard reports will continue to be available for refreshing and viewing as they are now using Business Objects version 6.1b. ☼

EAS IV Repository Data Access Issues

The transition to Business Objects XI (BOXI) has caused unexpected query issues with the EAS IV Repository. Please note the following data retrieval challenges and recommended workaround strategies.

▪ Users are currently unable to combine Functional Cost Code objects from Class 3 with FTE queries originating from Class 10. Until this issue is fixed, users should rely on Classes 7 and 3 to retrieve FTE data by Functional Cost Code. Please note the FTE snapshot provided in Class 7 differs from that of Class 10. To obtain data equivalent to Available FTE values in Class 10, you must sum the Available FTE and Purified FTE values from Class 7.

▪ Users cannot retrieve more than two months of data at a time from Classes 5, 8, and 9 using the “greater than,” “less than,” or “in list” operators. Restrict query conditions to two months maximum until this problem is fixed. Please note that this issue only occurs when Fiscal Month is included in the Result Objects section of the query panel. Queries that include Fiscal Year but not Fiscal Month will run without errors.

Saving EAS IV BOBJ Reports

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EAS Processing Helpful HintsIf you perform monthly MEPRS data processing, you know first-hand how daunting the responsibility can be. But the task does not have to drive you crazy. Mastering a few basic techniques related to the Account Subset Definition (ASD) table can help you get your data processed on time and in accordance with data quality standards. Read on for guidance related to common ASD scenarios that can cause MEPRS processing to go awry. With these tips in your back pocket, you can bid data processing woes farewell.

ASD records mapped to deactivated DMIS IDs or deactivated

3rd Level FCCs do not roll forward to the new FY ASD Table.

MTF Data Set records that contain deactivated DMIS IDs or FCCs that map to deactivated 3rd Level FCCs will roll forward to the new FY. Site users should re-view their MTF Data Set Table for the new FY and remove instances of deactivated codes.

By accident, an FCC was deacti-

vated in FY 2009 when it should

have been inactivated instead.

What should you do to continue

processing correctly in the cur-

rent fiscal year?

Delete the deactivation date. Do NOT add another record. Enter the inactivate date range.

An FCC was deactivated in FY

2008 and reactivated in FY 2009

but table migration has already

occurred for FY 2009. Therefore,

the record did not roll forward.

What should you do to allow pro-

cessing in the current fiscal year?

Leave the FY 2008 record alone. Add the FCC to the Current Year’s ASD Table by selecting FY 2009. Enter an Activation date for the first day of FY 2009, 10/01/2008. Call the help desk to have the duplicate code removed. Remove the deactivation date on the remaining record.

A new record was added erroneously. What should you do?

Delete the new record before processing any data using that FCC. Select the record on the ASD Table and click on the Delete button. If data was NOT processed against the FCC, the system

will allow the delete function to complete. If data was processed against the FCC, the system will NOT allow the delete function to complete. In the latter situation, set a deactivation date one day after the activation date so that no additional data can be processed against the erroneous record and so that the record will not roll for-ward into the new fiscal year.

Table Migration has already oc-

curred, you are processing in the

current FY, and you just found

out that an FCC should have been

activated in Sep 08. What should

you do to allow processing in

both the previous and current

fiscal years?

Add the FCC to the Previous Year’s ASD Table by selecting FY

2008. Enter the correct Activation date. Add the code to the Cur-rent Year’s ASD Table by selecting FY 2009. Enter an Activation date for the first day of FY 2009, 10/01/2008. Call the help desk to have the duplicate code removed. ☼

ASD Table Fast Facts

When it comes to MEPRS data processing, your ASD Table can make or break you. Here are some of the important functions your ASD Table performs.

▪ Road map of the MEPRS Program at an MTF

▪ Identifies the work centers and expense accounts used by an MTF during a fiscal year

▪ Determines the sequence or order in which step-down expense assignment occurs (ASN)

▪ Defines the statistics (raw or weighted) and data used in the step-down and purification processes

▪ Directs workload, expenses, and the step-down process

▪ Directs expense assignment processing and impacts allocation

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DHSS AnnouncementsThe Defense Health Services Systems (DHSS) Office has issued two important announcements affecting users of DMHRSi and the EAS IV Repository.

EAS IV Repository CAC Enforcement ApproachesBackground

The Department of Defense (DoD) has mandated that all private Web servers that handle sensitive information enforce the use of DoD-approved Public Key Infrastructure (PKI) certificates for user identity authentication. To achieve compliance with this DoD mandate, beginning 21 February 2009, EAS will implement the DoD PKI Certificate Enforcement Service to be provided by the MHS Identity Authentication Services (iAS).

When this service is implemented, users attempting to access the EAS Web site will be intercepted by iAS and required to present a valid, unexpired DoD-issued PKI certificate before they can access the application. There WILL NOT be an option to bypass the PKI certificate validation. Application access will still require users to enter their application user name and password to authorize their use of the business roles within that application.

Implementation Preparation

To continue to use the EAS application after 21 February 2009, users must present a valid, unexpired PKI identity certificate issued by DoD to the iAS. The iAS will accept and validate PKI certificates presented from the following DoD-issued sources: Common Access Cards (CACs), Alternate Tokens, and Software Certificates. The iAS WILL NOT accept and validate PKI certificates issued outside of the DoD by External Certificate Authorities (ECAs).

Each end user’s organization is responsible for providing and supporting the CAC/PKI infrastructure (e.g., certificate, card reader, and software) required by their users. If a user’s organization has authorized multiple work locations for a user, such as their primary office and an alternate work site (e.g., home), then the organization will need to provide and support the infrastructure for each location. Users without the appropriate infrastructure will not be able to use that work location for PKI-enforced applications.

Please check your PKI infrastructure now by using the CAC-enabled option when logging onto DHSS applications. If necessary, please get your DoD-approved PKI infrastructure implemented now. For additional assistance or information, please contact the MHS Help Desk at 1-800-600-9332. Thank you for your support as DHSS implements these DoD-mandated security features.

DMHRSi Password Reset CapabilityEffective 22 December 2008, DMHRSi end-users with an established account gained the ability to reset their own password. If you have a valid DMHRSi user name and e-mail address, you can reset your own password using the Forgot your password? hyperlink on the login screen. The rules for appropriate passwords can be found by clicking the New Password hyperlink on the Reset My Password screen. Users are encouraged to use the reset password feature in lieu of contacting the MHS Help Desk or their SAA. However, it is important that users use the link prior to locking their account, which occurs after three unsuccessful login attempts.

Password changes will be implemented on the front DMHRSi login page in the January 31st release. The password reset process is outlined in detail at https://dmhrsi.satx.disa.mil/pls/PDMHRI/fndgfm/fnd_help.get/US/FND/INS301MN.htm.

EAS IV Repository users must meet the CAC requirement as of 21 February 2009.

The MEPRS Informer pg 6

The MEPRS.INFOrmer is a publication of the TMA MEPRS Program Office. Please direct newsletter questions or story ideas to cindy vasquez@sra.com.

Official correspondence may be sent to the TMA MEPRS Program Office at:

TRICARE MANAGEMENT ACTIVITYManagement Control and Financial StudiesSkyline 5–Suite 4075111 Leesburg PikeFalls Church, VA 22041

MEPRS Information Portal(MEWACS, MADI, and more)

Navy MEPRS website

Army MEPRS website

Air Force MEPRS website

MHS Help Desk

www.MEPRS.info (www.tricare.osd.mil/ebc/rm_home/meprs)

http://navymedicine.med.navy.mil/

www.ampo.amedd.army.mil/

www.afms.mil/sgmc/

www.mhs-helpdesk.com/

Air Force

Army

Navy

Mr. Darrell Dorrian, HQ AFMOA/SG3YRdarrell.dorrian@pentagon.af.mil

Ms. Mona Bacon, MEDCOMmona.bacon@amedd.army.mil

Ms. Nicole Myers, BUMEDnmeyers@changearchitect.net

Content for EAS Processing Helpful Hints was obtained from the Steps to Improve MEPRS Data briefing provided by Karen Lameo at the 2008 Tri-Service MEPRS Conference. The DHSS announcements were taken from bulletins au-thored by the DHSS Program Office.