STREAMLINING OF THE NAVY ENLISTED ADVANCEMENT NOTIFICATION SYSTEM

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STREAMLINING OF THE NAVY ENLISTED ADVANCEMENT
NOTIFICATION SYSTEM
POC LCDR Tony Oropeza
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STREAMLINING THE NAVY ENLISTED ADVANCEMENT
NOTIFICATION SYSTEM

• Goal-
• To reduce notification time of advancement after
  examination administration
• Payoff-
• Improved quality of life, learning, retention and
  reduced Fleet workload
• Constraints-
• Shall not develop any negative Sailor impacts
• Shall not sacrifice exam quality
• Shall not increase Fleet workload

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STREAMLINING THE NAVY ENLISTED ADVANCEMENT
NOTIFICATION SYSTEM

• Stakeholders of NEAS (Navy Enlisted Advancement
  System) convened and were delegated various tasks
  pertaining to the initiative.
• Conferences were held in
• February 2002
• June 2002
• January 2003
• Several initiatives assigned to NETPDTC (Naval
  Education Training and Professional Development
  and Technology Center) will be discussed
• Auto-Ordering Exams and Bar-Coded Answer Sheets
• Rapid Advancement Planning Estimation Algorithm
• Accelerated NEAS Processing
• Internet Posting of Advancement Examination
  Results

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1418 Notice 90 Days Prior to Exam Announcing Exam
Requirements
As-Is Pre NEAN Process
PERS 8
Transmittal Letter
Transmittal Letter
Verify AS
Worksheet
Worksheet
Inform ESO
Verify AS
Clear
Exam Day
Process Start
Separate Answer
Separate Answer
Rectify Data MAIL AS
ESO
Preparation
Preparation
Rectify Error
Rectify Data
Discrepancy
(Day 0)
Order Exams
Sheets (AS)
Sheets (AS)
No
Yes
Yes
No
Scan or
Receive and
Ship
NETPDTC
Scan AS
Discrepancy or
Scan AS
Publish
Discrepancy
account for AS
Exams
Can Fix
Count agrees?
Scan Error
Yes
Discrepancy
Cleared
Yes
No
NETPDTC
Verify Exam
Raw to Standard
Fax
Hold Until 90
Hold until 75
Score Conversion
Items
Draft
AS Received
Set Conversion File for
AS Received
Answer Key
ADPLAN
(Day 40
-
65)
Scoring
changes
(Day 30
-
60)
Changes
Fairshare
Notification of
Process End
Sort Validate
Enter Check
Selectee
Cuts by
Monthly
Advancement
At Cycle Limiting
Quota Plan
Final Multiple
Advancement
(Publication)
Date
Data
N132
ECMs
Balance
Develop
Brief plan to
Fax quota
Review and Enter
Quotas by
Integrated Quota
N132, N13, N1
plan to
ADPLAN
Ratings
Plan
and approve
NETPDTC
Exam day to Publication - 11 to 13 weeks
LEGEND
Process
Process
Decision
Start/End
Step
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Post NEAN Process MAR 2003
24 Hours
90 Days
Count and
Receive Exams and
Clear
ESO
transmit AS data
Exam day
bar code AS for all
discrepancies
(Day 0)
eligible
Determine eligible
Develop projected
candidates Validate with
Start
Receive, verify and
Scan/
ESO
rectify AS
download AS
ADPLAN
accounting
data
1 Day
4 Days
2 Days
NETPDTC
Set and
Process
Publish
Raw to
Publish
Verification of
Finalize raw
validate
Ends at
Selectee
standard
ADPLAN
Fairshare
Advancement
score
selectee
cycle
Results
Dates
conversion
score
test items
cuts
limiting date
Brief plan to N132,
Send
ECM balance quotas
Set
N13.
quota
and develop integrated
monthly
Brief N1 and approve
plan to
ADPLAN
increment
quota plan
NETPDTC
quarterly
N132
Nuclear quota
verification by
NR
Target Exam day to publication 5 weeks
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STREAMLINING THE NAVY ENLISTED ADVANCEMENT
NOTIFICATION SYSTEM

• Through the implementation of these and other
  initiatives, a significant reduction in the
  notification process has been accomplished.
• Improvements in the process continue as
  procedures are refined and individuals become
  more adapted to the new regulations.

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AUTO ORDERING EXAMS AND BAR-CODED ANSWER SHEETS
POC Jim Hawthorne
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AUTO ORDERINGEXAMS AND BAR-CODEDANSWER SHEETS

• TO ALLOW COMMANDS TO REVIEW ALL TIME IN
  RATE (TIR) ELIGIBLE PERSONNEL FROM WHICH EXAMS
  AND ANSWER SHEETS WILL BE AUTOMATICALLY MAILED
• Three months prior to Navy Wide Exam, commands
  will view all their TIR eligible personnel on
  NETPDTC website. https//www.advancement.cnet.na
  vy.mil
• Administrating commands have capability to
  Change, Delete and Add to TIR list. Other
  commands will have Read Only capability.
• Approximately two months prior to exam, exams and
  answer sheets will automatically be mailed.

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ADVANTAGES

• Reduces the workload on ESO for ordering exams
• Exams will arrive early
• Reduces number of required substitute exams
• Reduces number of discrepancies
• Unmatched Names/SSNs
• Insufficient TIR
• School required

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ANSWER SHEET BAR CODES

• Bar codes with printed information on right side
• Bar code information will eliminate information
  normally required in seven blocks of answer sheet
• Override capability
• Candidates require minimum entries
• Early Promote/LDO candidates identified

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RAPID ADVANCEMENT PLANNING (ADPLAN) ESTIMATION
ALGORITHM
POC JOANNE BALOG
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ADPLAN ESTIMATION ALGORITHM GOAL

• TO PROJECT THE NUMBER OF CANDIDATES
  EXPECTED TO PASS EACH EXAM
• MARCH 2002 Algorithm was Beta tested
• SEPTEMBER 2002 Algorithm was implemented
• MARCH 2003 Algorithm was utilized

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ADVANCEMENT PLAN (ADPLAN) PROJECTION DEVELOPMENT
MARCH 2003 EXAM PASSERS
PROJECTION 105,645 ACTUAL
108,631
TAR TRAINING AND ADMIN. OF
RESERVES PROJECTION 3,019
ACTUAL 3,065
CVR CANVASER RECRUTERS PROJECTION
155 ACTUAL 150
USN/R ACTIVE DUTY
PROJECTION 102,471 ACTUAL
105,408
E4 PROJECTION 26,784
ACTUAL 28,533
E5 PROJECTION 49,983
ACTUAL 49,855
E6 PROJECTION 28,870
ACTUAL 30,243
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MARCH CYCLES
TOTAL ADVANCEMENT EXAM TAKERS
MARCH 2003 ACTUAL TAKERS 112,056
10.0 INCREASE FROM MARCH 2002 TO MARCH 2003
CANDIDATES ( IN THOUSANDS )
MARCH 2003 PROJECTED TAKERS 110,193
MARCH EXAM CYCLES
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PROJECTED E5 EXAM TAKERS 52,151
E5
ACTUAL E5 EXAM TAKERS 52,067
E6
CANDIDATES ( In thousands )
PROJECTED E6 EXAM TAKERS 30,763
ACTUAL E6 EXAM TAKERS 30,713
E4
ACTUAL E4 EXAM TAKERS 29,276
PROJECTED E4 EXAM TAKERS 27,656
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CANDIDATES (In thousands )
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CONCLUSION

• For March 2003, the forecasting model
  overestimated the number of projected exam takers
  due to the substantial increase of exam takers in
  March 2002 and September 2001.
• As with any forecasting model predictions will
  improve as the model is refined.

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ACTION

• The next exam cycle prediction for the number of
  exam takers will take into account the large
  variations in total exam takers observed in the
  previous cycles.
• Additional data resources have been found and
  will be utilized in the rapid adplan process.

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ACCELERATED NEAS PROCESSING
POC DARLENE BARROW
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ACCELERATED NEAS PROCESSING ACCOMPLISHMENTS

• Time-in-rate web ordering of exams
• Bar-coded answer sheets based on web ordering
• E-4/5/6 advancement planning projected quotas
  from NETPDTC to N132C Strength Planners
• Preexam day verification of exams (1 month
  prior)
• Overnight-mailing of examination answer sheets to
  NETPDTC
• Separation of internal processing NETPDTC from
  post-exam day verification through scoring to
  advancement planning
• Web quota entry by N132C/CNRF Strength Planners
  to NETPDTC
• Web advancement status publication and statistics
  by NETPDTC
• (Improvements continue.)

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ACCELERATED NEAS PROCESSING ADMIN TO PUBLICATION
9 weeks
7 weeks
11 to 13 weeks
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ACCELERATED NEAS PROCESSING ADMIN TO PUBLICATION
TOTAL DAYS
ANSWER SHEETS RECEIPT (90 )
QUOTAS
NETPDTC
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OBSTACLES OF CONSISTENT ACCELERATED PROCESSING

• No Single Source of Navy Overnight Mail
• Command Compliance to New Requirements
• Acts of Nature
• Terrorism
• War-time Conflicts
• Manning/Budget Constraints

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INTERNET POSTING OF ADVANCEMENT EXAMINATION
RESULTS
POC PNCS(SW/AW) Jim Seilhymer
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HISTORY

• Results published 11 to 13 weeks after testing
• Results mailed out to Commands in paper form
• Paper mail-out took one to four weeks to reach
  
• Commands

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GOALS

• TO PROVIDE THE FOLLOWING REPORTS FROM A CENTRAL
  WEB-SITE
• Examination Profile Sheet for individual Sailors
• Examination Administrative Reports for Commanding
  Officers
• Examination Cycle Statistic Reports for
  Commanding Officers

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TASKING

• Create web-page
• Computer programming changes
• Testing platforms consisted of various ship
  types
• and shore Commands
• Solicit feedback from ship and shore Commands
• Make web-page/programming changes based on
• feedback

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RESULTS

• INDIVIDUAL EXAM PROFILE SHEETS
• Serves approximately 390,000 Sailors per year
• Profile sheets available 96 hours after
  publication
• Accessible from home, at sea, or in port
• Improved morale
• More study preparation time for next
  examination
• COMMANDING OFFICER REPORTS AND
• STATISTICS
• Accessible at sea or in port
• Valuable tool for Career Counselors
• Available same day of publication

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LESSONS LEARNED

• Bandwidth and satellite connectivity limits
• Parcel large amounts of information into
  smaller
• files
• Limit the number of web-pages

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FOR ADDITIONAL INFORMATION CONTACT

• pncs-jim.seilhymer_at_cnet.navy.mil
• [phone] x2175 or DSN 922-1001 x2175
• Commanding Officer
• NETPDTC (N34)
• 6490 Saufley Field Road
• Pensacola, FL 32509-5240

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