DQ MEPRS Audit Readiness

DMHRSi Timecard Management

Bi-weekly vs. MonthlyRE-T-3-F

2012 Navy Medicine Audit Readiness Training Symposium

DQ MEPRS Audit Readiness

• Context: Explain how results of FY11 reporting determined new DMHRSi Reporting Requirements

• Purpose: Educate the audience on the importance of proper timecard management techniques to meet reporting requirements.

• Outcome: Promote a better understanding of DMHRSi timecard management techniques and the role that it plays data transmission.

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DQ MEPRS Audit Readiness

Navy Medicine’s Strategic Goal • One of Navy Medicine’s strategic goals is to

maintain the right workforce to deliver quality healthcare services to the patient population.

• Correct, accurate and complete data reporting is pivotal for realizing this goal.

• DMHRSi is the tool for capturing and reporting this data.

• DMHRSi is a Critical System for Navy Medicine.

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DQ MEPRS Audit Readiness

Why it is Important? • Across the MHS, 70% of all MTF and DTF

expenses are directly attributed to human resources and labor related costs.

• DMHRSi timecards is the mechanism for identifying the time (and costs) associated with each activity.

• Erroneous reporting can lead to bad decisions.

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DQ MEPRS Audit Readiness

BUMED Policy• In July 2008, BUMED published policy for a

DMHRSi 100% monthly file. • In November 2010, BUMED M1 published

policy that sets guidelines and assigns responsibilities for utilization of DMHRSi.

• A 100% LCA file includes timecards for each pay period for all personnel at a command.

• In July 2011, DMHRSi compliance was incorporated into the Pre-EAS Transmission Report (PETRA).

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DQ MEPRS Audit Readiness

Monthly Requirements for PETRA• The DMHRSi DoD Batch and Timecard Status

Report be included in the new PETRA process.• Activities are required to run this report and

import the text file into the PETRA worksheet. • 100% timecard compliance is required for

PETRA processing.• Activities with extenuating circumstances

must note the reason for non-compliance on the PETRA report.

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DQ MEPRS Audit Readiness

Monthly Requirements for Data Quality• The monthly Data Quality Review List and

Commander’s Statement requires all activities to report their compliance for Submitted and Approved timecards for the reporting month.

• BUMED tracks the metrics for all commands and provides the information via SharePoint.

• Beginning in FY13, BUMED will calculate these metrics a new way, which may affect a command’s compliance.

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DQ MEPRS Audit Readiness

Let’s Compare the Processes• Currently the metrics are pulled according to

the MEPRS/EAS System Processing Schedule.• BUMED runs the DoD Batch and Timecard

Status Report for each command and reports the “Submitted” and “Approved” metrics.

• One caveat; if a command has an approved PETRA by the PETRA deadline, the metric on the PETRA for “approved” timecards will be used as the 3d metric.

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DQ MEPRS Audit Readiness

2013 Metrics Calculation for 3c & 3d

• For FY13, BUMED will track submitted and approved timecards bi-weekly.

• Submitted timecards: DMHRSi DoD Batch and Timecard Status Report run on Wednesday following the close of pay period.

• Approved timecards: report run on Wednesday following DCPS file load (civilian pay).

• Pay period results will be aggregated for monthly metric.

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DQ MEPRS Audit Readiness

Let’s Look at the Metrics

As isvice

To Be

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DQ MEPRS Audit Readiness

February Submitted Metrics - Monthly

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The monthly “Submitted” metrics as published on the SharePoint - extracted 3/23/2012

DQ MEPRS Audit Readiness

February Approved Metrics - Monthly

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The monthly “Approved” metrics as published on SharePoint - extracted 3/29/2012

DQ MEPRS Audit Readiness

Closer Look by Pay Period• The following charts show the metrics for

Submitted and Approved when calculated on a bi-weekly basis.

• The reports are run on the Wednesday immediately following the pay period end date (Saturday) for the Submitted metrics and on the Wednesday immediately following the DCPS file load (one week after the pay period ends) for the Approved metric.

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DQ MEPRS Audit Readiness

Submitted Metrics – Bi-weekly

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DQ MEPRS Audit Readiness

Approved Metrics – Bi-weekly

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DQ MEPRS Audit Readiness

The Submitted Difference

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DQ MEPRS Audit Readiness

The Approved Difference

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DQ MEPRS Audit Readiness

Recommendations Going Forward• As noted, there is quite a difference in the 3c and

3d metrics when they are tracked bi-weekly.• BUMED is tracking the metrics now and will be

providing this information to the Regions.• Tracking on a bi-weekly basis will provide more

timely and complete data. The quality should also improve.

• The new tracking will start in FY13, but by being prepared we hope to eliminate surprises.

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DQ MEPRS Audit Readiness

Recommendations Going Forward• Acquaint your Leadership and DQAT with the

new processes and guidance; PETRA, R2DQ, Bi-weekly timecard tracking.

• Gain Leadership support.• Begin to track your timecard status on a bi-

weekly basis.• Work with the DQAT to improve lines of

communication at your command.• Be proactive.

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DQ MEPRS Audit Readiness

Points of ContactColleen Rees, Colleen.Rees@med.navy.mil, 202-762-3538

Randy Van Nostrand, Randy.VanNostrand.ctr@med.navy.mil,703-773-7312, ext. 602

Kate Burchess, Kathryn.Burchess.ctr@med.navy.mil,703-773-7312, ext. 104

Bonnie Rehbein, Bonnie.Rehbein.ctr@med.navy.mil,703-773-7312 ext. 603

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DQ MEPRS Audit Readiness

Questions

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