US Coast Guard Auxiliary Information Systems

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US Coast Guard Auxiliary - Information Systems

• Forms

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A Word About Forms

• Nobody likes em, were trying to eliminate em,
  but they are necessary
• It is your responsibility to fill them in
  promptly, completely timely, and correctly
• All forms have detailed instructions please
  read them
• Fill out online, it will help prevent errors and
  ensure that youre using the latest version
• Your FSO-IS and SO-IS are here to help! Just ask!
• DONT UNDERESTIMATE DIRAUXS PASSION ABOUT THIS
  TOPIC!

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What to do with Forms

• Submit your reports and forms to your IS
• DO NOT EVER EVER EVER SEND SAME REPORT TWICE!
• Keep a copy for yourself
• Check your totals periodically in AUXINFO
  (http//www.cgapj.com/quals.shtml)

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Important ID Numbers

• Seven digit member ID numbers (employee ID
  numbers) are on your ID Card
• ID number transfers with member
• Units (Flotillas) are Identified by District and
  Division i.e. 014-22-XX where XX is Flotilla
  Number
• Facilities are identified in AUXDATA by
  Registration Number (i.e. NJ-2396-AZ) not by Call
  Sign (i.e. AUX283616)

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Forms

• 7029 Member Activity Log
• Report all prep and travel times
• 7030 Activity Report - Mission
• New way of thinking when reporting resource hours
  - use start and stop time
• 7039 Workshop Mission and Attendance Report
• Report Instructor time and Members Attendance

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New Forms contd.

• Use Online forms from http//www.cgapj.com
• click on Members Deck
• click on Member Forms
• Select the form needed for your task 7030, 7029,
  7038, 7039, 7046
• Division has been pre-filled
• Recipient has been pre-filled
• FSO-ISs will be notified when a
• member uses the online forms.

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New Forms contd.

• If you must use hardcopies
• Download from http//www.cgaux.org
• click on Members
• click on FORMS (takes to National Forms)
• click on FORMS
• Open/fill in forms with Adobe Acrobat Reader
  (free download http//www.adobe.com)

• Adobe Acrobat full version
• you can save filled in forms

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How To Use Printable Forms

• Open the form fill in the blanks
• Print and send to IS
• You can only save if you have Adobe Acrobat full
  version

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7029 Member Activity Log

• Use this form for activities not reported on
  other forms
• Report prep and travel time for ALL activities
• Only time related to AUX activities is recorded
• Page 2 has instructions on how to fill out the
  form

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Member Activity Log
Member ID number and name
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Member Activity Log-contd
Total hours if completing form by hand
Optional
Enter date submitted
PRINT ...
Check for accuracy
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7030 Activity Report - Mission

• Use this form to report standard mission
  activities
• MEP/MS Missions
• Public Education Classes
• Safety Patrols
• Search and Rescue
• Member Training
• Public Affairs

The shaded area of this form changes as blocks
are filled in.
Operations Code has been added. Members MUST put
the special OPS info in Remarks section.
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Activity Report - Safety Patrol
OPCON-Enter the code for CG Unit that you are
working for on this patrol.
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Activity Report - Safety Patrol
Note 1 AUXDATA will only take one SAR for each
mission change. Therefore, SAR hours may not be
combined.
Safety Patrol Details
Each change of mission must be reported. Change
from Trailering 01B to Safety Patrol 01A to SAR
OPS 024 then back to Safety Patrol 01A, back to
SAR, Trailering 01B andtime mission FINISHED.
Note 2 If you have additional SARs show the
time in remarks, or a second form. Ask your
SO/FSO-IS.
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Activity Report - Safety Patrol
Enter member number(s) and name(s)
All crew members must start and stop at same time
to report on same form
If time is different, a separate activity report
must be used for crew member(s) OR indicate the
hours of each member in remarks.
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More Notes on Patrols

• The Facility owner is responsible for making sure
  the forms are completed
• The IS officer can NOT enter the report if the
  facility is outside of his/her Division
• Put all crew on one report, include Flotilla
  Name/Number for out of Division/District crew
• QE does a separate report for ride along-Not part
  of your crew

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Activity Report PA / PE

• Mission Type 10 for PA (includes Web sites, boat
  shows, etc.)
• Mission Type 14 for PE, include correct code for
  individual course

X
10F
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Activity Report ATON

• You must fill in ATON details to get credit
  number verified and number of discrepancies
• You must also indicate who/how notification was
  made

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7039 Workshop Mission and Attendance Report
Enter Division/Flotilla
Enter Date of Workshop
Check Workshop Type - 03 for Operations
When completing by computer, this box fills
automatically.
Enter Div/Flot, Member Name for all in
attendance.If from another District, have member
note it.
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7039 Workshop Mission and Attendance Report
Be sure to note any Aides for the class either
after their name or in Remarks
Enter Date Submitted
Enter name of member submitting form
Click on Check Mark, if no errors shown, click on
Print.
Enter Hours of Workshop
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Notes on All Operational Reports

• You must include the CG Unit that is supported on
  your report (Eatons Neck 01-30196)
• Timely submission of information is essential to
  show on reports

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Other Important Forms

• VSC (Facility, Private, or MS)
• MDV (Now called RBSPV)
• Member Information

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VSC Mission Report Form ANSC-7038

• Do not send copies of 204 to IS
• Trainees where appropriate, only one member
• Remember to pick correct type!

Automatically calculated for you
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MDV Form ANSC-7046
Computer generated

• Note total hours on last entry for each date and
  a zero on all other lines. Computer will
  calculate total visits and time within the box
  above.
• Only ONE member, the rest are trainees
• Cant claim two trainees doing MDV at the same
  place at the same time

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Member Information UpdateForm ANSC-7028

• Only fill in informationthat has changed
• Update email and phone contacts very important!
• This is your official record all other
  spreadsheets, mailing lists, chalkboards, burnt
  sticks scratched on animal skins, etc. are
  secondary

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Information Systems
Remember The Mission Isnt Over Until the Forms
Are Filed!
Thank You! Semper Industria! (Always working)