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Source Data System Benefits
Personnelman 3 & 2 - Military manual for government personnel administration
Organization of the Source Data System
can access to prepare input to headquarters or to retrieve information for themselves or their customers. Pay and Personnel Events Often,  an  action  involving  a  Navy  member  occurs requiring a change to the information stored in the data base. That occurrence is called an  event. For  example, when  a  Navy  member  reports  to  a  PERSUPPDET  for duty, SDS calls that an activity gain event. The SDS software program allows the SDS user to input data to record each event. When the event is inputted, it receives  a  document  control  number  (DCN).  SDS software also determines who needs to know about that event—BUPERS, DFAS - Cleveland Center, or both, and  updates  the  field  data  base  and  sends  data  to headquarters.  Data  is  collected  only  one  time,  even  if it goes to two different headquarters. Each event is assigned  a  unique  event  control  number  (ECN)  when the event is released for processing. Data  Editing The SDS software program that processes event input data contains many edits to help make sure only valid data is entered.  (NOTE:  In the SDS software program, edits refers to information that flags you and tells whether or not certain entries are made correctly.) Data sent from SDS sites to headquarters for update into the master pay and personnel records average less than a 3 percent error rate. If invalid data is entered during event  processing,  SDS  responds  with  a  message  to  help the  user  identify  the  problem.  SDS  tries  to  give meaningful messages and be user friendly. Help Screens A  series  of  SDS  help  screens  are  available  to provide the user with important information and valid data entry codes.    These help screens are a kind of automated user manual. If a user is not sure about what type of data is required, he or she can easily request help from  the  system. Suspense File and Feedback SDS  keeps  track  of  events  that  have  been  sent  to MAPMIS,   IMAPMIS,   or   JUMPS   by   creating   a suspense file. Data is kept in this file until MAPMIS, IMAPMIS, or JUMPS sends feedback records to tell what happened. This positive tracking capability helps prevent important pay and personnel information from being lost. Retrieving  Information Users can find what is in the data base by several methods. 1. 2. 3. 4. A record can be displayed on the KVDT. The same screen information also can be printed on one of the companion printers. Many  reports  are  available  that  can  be  selected at the terminal and printed on the batch printer. The SDS query capability lets a user search the data base to find, display, and/or print records meeting  certain  requirements. Authorized  Users Because the SDS contains data protected by the Privacy  Act,  only  authorized  users  may  retrieve information. Data contained in the SDS maybe viewed or retrieved only for the proper performance of assigned duties.  This data should never be disclosed for other than official use.  Personnel who use data for other than the performance of assigned duties should be reported immediately  to  the  terminal  area  security  officer (TASO) or any other person in authority. ORGANIZATION STRUCTURE SUPPORTING SOURCE DATA SYSTEM The  PERSUPPDET  and  GSS  are  the  primary functional  organizations  that  SDS  supports.  The Personnel Support Activity (PERSUPPACT), as the managerial  organization  in  the  field  geographical  area, is   also   supported   by   SDS.   Within   these   field organizations,  personnel  are  selected  to  perform specific jobs necessary for the operation of SDS. In this section, you are introduced to the personnel who make SDS  work. Terminal Operator The terminal operator (TO), which will probably be you the PN, is responsible for all event processing and makes sure all required entries are correctly filled. The To releases the event into the event file and prints a hard copy  for  the  supervisor  for  auditing  and  release. Connect  event  entry  reporting  and  processing  are  the extent of the TOs responsibility. 15-5

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