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                         July 19, 2002

Army transforming personnel systems

Jessica Stone
Personnel Transformation Task Force

While personnel data will soon become Web-based, officials say the new systems are secure and are expected to modernize the personnel branch.

As part of the Objective Force goal, the Army is transforming its’ personnel systems, introducing new technology to simplify tasks for personnel and soldiers. The Defense Integrated Military Human Resources System and programs such as the online Official Military Personnel File promise to increase speed and efficiency and reduce incorrect personnel data, a problem resulting from multiple legacy systems.

Following the recent debut of the online OMPF, some soldiers expressed their concerns about the safety of Web-based personnel systems.

"I want to assure soldiers that Web access to their Army personnel records is protected, just like their on-line bank accounts or Thrift Savings Plan accounts are protected," said Maj. Gen. B. Sue Dueitt, director of the Personnel Transformation Task Force.

n Web-based databases are secure

Army Knowledge Online functions, including the OMPF, are encrypted and password protected. Personnel information cannot be accessed through Web search engines. Soldiers access their OMPF by going directly through the AKO portal. While any system could be a target for hackers, "the Army G-6 has gone to great lengths to make certain AKO is secure," Dueitt said.

In addition, Dueitt said, "army computer experts have ongoing surveillance for any hacking attempts. It is highly unlikely that any unauthorized person could gain access to a soldier’s record via the Web."

n Access to information is based on the need-to-know

A soldier’s job determines the information he will be able to access. An officer with a personnel unit, for example, may have access to a soldier’s personnel file. Supervising officers will also be able to enter information about their subordinates to the OMPF, such as awards or performance evaluations. The computer system is designed to ensure information will not fall into the wrong hands.

n Preventing another personnel transformation

Improved technology, namely the use of eXtensible Markup Language, makes future system changes simple. While the current personnel transformation is a process of migrating data and developing new computer systems, DIMHRS should mostly require simple coding changes in the future.

n "Intuitive Customer Operations" anticipate your needs

Not only will the Web-based options allow self-service changes to personnel files, the system will anticipate needs based on information submitted. For example, a newly married soldier who changes his status online will be prompted to change his will and next of kin. Intuitive Customer Operations are also included in the DIMHRS-mandated personnel and pay system. Now, when a soldier is promoted, his pay will automatically increase.

n Efficiency will increase, paperwork will decrease

The long lines and heavy paperwork common before SIDPERS and e-MILPO will remain a thing of the past. As part of the Field-to-File system, soldiers may scan documents and transmit them by modem, eliminating postal costs and saving time. The Electronic Signature will enable quicker approval times.

n All branches within one system

Reservists called to active duty sometimes "disappear" for several weeks when mobilized, as their personnel data is transferred from a reserve component to an active component database. DIMHRS requirements place all components (i.e. Army Reserve, National Guard) within the same database, preventing disappearances and the pay adjustment problems reservists often experience after deployment.

In addition, personnel in the field will benefit from the ability to access all components in one system. Systems used as recently as the deployment to Afghanistan have been unable to process different components, necessitating the use of home made databases. An integrated system will ease personnel functions in multi-component deployments.