that are primarily personnel-related to NMPC, which extracts the necessary data and passes it on to NAVFINCEN. Similarly, you report events primarily related to pay to NAVFINCEN, which passes any needed personnel data to NMPC.
To report information into the automated pay and personnel systems, you use specially designated forms. These are completed as typewritten documents on an OCR typewriter having specially shaped letters and numerals. The information in the documents is transferred directly to the computers for processing by scanners that read the optically recognizable characters from the typewritten copy and convert them into computer code on magnetic tape. This OCR method of direct computer input is much faster and more accurate than older methods of feeding information into computers by punched cards or punched paper tape. It eliminates the time-consuming transcription of source data to cards or paper tape, reduces errors at the computer site, and edits the documents, rejecting any unacceptable one.
ROLE OF ADMINISTRATIVE PERSONNEL
PAYPERSMAN prescribes procedures to be used by administrative, or admin, offices. This nomenclature is used as an inclusive term for the sake of brevity. Wherever the words “admin officer,” or “administrative officer,” are used in this chapter, they may be applied to administrative, personnel, or executive offices, which are responsible for preparing input documents and maintaining personnel records.
Administrative personnel play a vital role in making the automated pay and personnel systems work effectively. When you are assigned to admin office duties, you perform a key function by preparing documentation for such actions as advancement, leave, punishment, reenlistment, separation, and transfer. For your shipmates and yourself to receive efficient financial and personnel services, report personnel actions correctly and promptly. Indeed, success of the systems depends directly on the accuracy and completeness of the data submitted in the OCR documents, the quality of preparation, and the timeliness of submission.
The requirement for precise preparation applies to both typing and correctness of the reported data. Either kind of error can foul up the systems. For example, if in typing an OCR document, you align it improperly, strike over, or erase, the scanner will reject it as a document error. Unless a rejected document can be corrected at the central processing site without a change in content, it must be returned to the preparing activity for correction or retyping. The time spent in transmitting and returning documents is wasted and accomplishment of its intended purpose is delayed. The second type of error may be even more serious. If you report inaccurate information, e.g., show a wrong date or amount, the faulty data may be accepted by the scanner and processed, resulting in incorrect personnel records, pay accounts, or both. By eliminating errors at the source, you can reduce the number of rejected documents and avoid the introduction of erroneous data into the systems.
When an incorrect OCR document is forwarded to NMPC or NAVFINCEN, the preparation and submission of a second document is required to correct the error. Moreover, the original error may have already been fed into the system, where it may affect the member’s advancement, assignment, or pay through at least one pay period. In short, make sure all documents are correct when they leave your office.
Remember, the two primary requirements are accuracy and timeliness, and they are critical. It is up to you to submit appropriate OCR documents as events occur in order to provide input for continuous and correct updating of the computerized records at NMPC and NAVFINCEN.
Most administrative offices are being brought under the central control of a Pay/Personnel Administrative Support System (PASS) office, which will prepare documents for input, relieving the administrative office corpsman of some document preparation responsibilities.
Most OCR data input documents, including those prepared in the administrative office, are explained and illustrated in DODPM, MILPERSMAN, and PAYPERSMAN.
PREPARING, HANDLING, AND MAILING DOCUMENTS
Forms
OCR documents are prepared on forms printed in carbon-interleaved sets. Each document set serves both automation and record purposes. The original copy is for scanning. The carbon copies in the set satisfy various record requirements, such as file copies for the officer or enlisted service record folder, the originator’s suspense file, and other offices as needed. On
