Electronic Personnel Records System

Client: Department of Defense

Project Statement

This electronic personnel record system is an image-based system for the management of permanent military personnel records and provides on-line user access to the database. It provides for input, storage, retirement, modification and retrieval of personnel records via electronic images. These images are captured from paper and microfiche personnel records.

This Functional Assessment Analysis (FAA) project was initiated to provide a baseline from which to plan a reengineering of the records system. The original charter was to thoroughly document the system, which required analysis of its operations as well as the usage of the system and its data. The FAA team was tasked with documenting the flow of information and paper into the records system and the production operations of the scanning process. An “As-Is” simulation model and report was provided at the conclusion of the project. Any metrics gathered or generated were included, but the main thrust was the documentation of processes itself.

CACI Services Involvement

The CACI FAA team consisted of a technical lead, two simulation analysts and a customer liaison.

SIMPROCESS was used to build the “As-Is” simulation model.

Deliverables

CACI provided the client with a SIMPROCESS “As-Is” simulation model, briefing slides, and a final report documenting findings from the model and personal research.

Results

The FAA provided the client with some short-term recommendations to help with immediate problems, and long-term recommendations with an eye towards a future system reengineering. The recommendations focused on four aspects of the electronic records system:

  • Data Quality
  • Image Quality and Operating System Limitations
  • Training of Users
  • Other Improvement Ideas
The “As-Is” simulation model uncovered several problems with the current process flow, which should be addressed during the future redesign. Many of the users wish more functions of the system could be automated. For example, confirmation letters sent to DoD personnel could be an automated task. In addition, there were some duplicate parts of the process that can be consolidated to make the system more efficient.

The “As-Is” simulation model allowed the FAA team to visualize many of the complaints and problems users were having with the system and provided possible solutions for the future design.