R 111829Z JUN 21
MARADMIN 306/21
MSGID/GENADMIN/CMC WASHINGTON DC PR//
SUBJ/ACTIONS REQUIRED FOR PREPARATION FOR THE TRANSITION OF CIVILIAN TIME AND ATTENDANCE FROM STANDARD LABOR DATA COLLECTION AND DISTRIBUTION APPLICATION TO ORACLE TIME AND LABOR SYSTEM//
REF/A/DC PR MEMORANDUM 7301/MEMO R/030 DATED 16 OCTOBER 2020//
REF/B/MARADMIN 725/20//
REF/C/MARADMIN 234/21//
REF/D/DOD FMR VOLUME 5//
NARR/REF A IS THE TRANSITION OF THE MARINE CORPS GENERAL FUND FINANCIAL MANAGEMENT AND ACCOUNTING SYSTEM MEMORANDUM. REF B IS MARADMIN 725/20 TRANSITION OF CIVILIAN TIME AND ATTENDANCE FROM STANDARD LABOR DATA COLLECTION AND DISTRIBUTION APPLICATION TO ORACLE TIME AND LABOR SYSTEM. REF C IS MARADMIN 234/21 PREPARATION FOR THE TRANSITION OF CIVILIAN TIME AND ATTENDANCE FROM STANDARD LABOR DATA COLLECTION AND DISTRIBUTION APPLICATION TO ORACLE TIME AND LABOR SYSTEM. REF D IS THE DEPARTMENT OF DEFENSE FINANCIAL MANAGEMENT REGULATIONS VOLUME 5//
POC/G.D. ROTSCH/COL/UNIT: DC PR WASHINGTON DC/-/TEL: 703-614-3413/E-MAIL: GARY.D.ROTSCH@USMC.MIL//
POC/C.H. GOODWIN/GS-15/UNIT: DC PR WASHINGTON DC/-/TEL:703-692-5710/E-MAIL: COURTNEY.GOODWIN@USMC.MIL//
POC/W.A. LAPONZA/CAPT/UNIT: DC PR WASHINGTON DC/-/TEL: 703-614-8684/E-MAIL: WILLIAM.LAPONZA@USMC.MIL//
GENTEXT/REMARKS/1.  Situation.
1.a.  All Marine Corps personnel who access SLDCADA for Time and Attendance are impacted by the requirements of this MARADMIN.  References (a) through (c) announced the transition of the current civilian time and attendance system from the Standard Labor Data Collection and Distribution Application (SLDCADA) to the Defense Agencies Initiative (DAI) Oracle Time and Labor (OTL).  Reference (d), specifically paragraphs 0102 and 0103, establishes the responsibility for Certifying Officers and Accountable Officials as detailed on the Department of Defense (DoD) Form 577 (DD577).
1.a.1.  This MARADMIN is representative of an ongoing effort requiring multiple communities to come together and work towards a mutual goal to establish roles and responsibilities that will set the conditions for greater accountability and auditability.  This is the second in a series of anticipated MARADMINs to be incrementally published to prepare the workforce for transition from SLDCADA to OTL.
1.b.  This MARADMIN amplifies guidance provided in reference (c).  Additionally, this MARADMIN formalizes tasks passed via meetings, briefs, and emails between the USMC DAI Core Team and command representatives during Fiscal Year 2020 (FY20) and FY21.  In order to meet the 18 July 2021 OTL Go-Live date and minimize disruptions to employees and command missions, it is critical that identified suspense dates within this MARADMIN are met.  Failure to meet these suspense dates may result in issues affecting processing of the employee’s timecard including significant command level re-work and double entry until the data is synced.
1.b.1.  The goal is to have 100% supervisory assignment accuracy.  Headquarters Marine Corps (HQMC) agencies and Major Commands not meeting a 95% accuracy rate by 25 June 2021 will be formally notified by the Deputy Commandant for Programs and Resources (DC P&R).
1.b.2.  The employee-to-supervisor update directed in reference (c) impacted initial User Acceptance Testing (UAT).  Results from UAT confirmed the necessity to ensure DCPDS and MyBiz are accurate.
1.c.  The authoritative data source for OTL is the Defense Civilian Personnel Data System (DCPDS) via MyBiz, therefore coordination between Command G-1s and Command G-8s cannot be overemphasized.
2.  Mission.  All appropriated funded civilian employees will transition to OTL during the pay period beginning on 18 July 2021.
3.  Execution.
3.a.  Concept of Operations.
3.a.1.  The transition from SLDCADA and Standard Accounting, Budgeting, and Reporting System (SABRS) to DAI will be accomplished in two phases.
3.a.2.  Phase I OTL Go-Live will commence on the pay period beginning 18 July 2021.
3.a.2.a.  Phase I OTL Go-Live details the tracking of civilian labor attributes to close out SABRS and transition into OTL.  These details will address data alignment affecting the Gross Pay File (GPF), Job Order Number (JON) in Defense Civilian Payroll System (DCPS), Labor Accruals, SABRS closeouts, etc., and will be addressed to the Command G-8/Financial Management (FM) Community as appropriate via separate correspondence.
3.a.3.  Phase II DAI Full Financials Go-Live will commence on 1 October 2021.
3.b.  Tasks.  The following actions are necessary as entrance criteria for Phase I Go-Live on or before 18 July 2021:
3.b.1.  OTL Employee Time Users.
3.b.1.a.  All OTL Employee Time Users will require access to the Automated Records Management System (ARMS) process to ensure OTL access.  ARMS access can be obtained at the following hyperlink:  https:odsf.mcw.usmc.mil/
3.b.1.b.  All OTL Employee Time Users must create an access request as an OTL Employee Time User in ARMS.
3.b.1.c.  All OTL Employee Time Users must complete “USMC OTL Time and Labor:  Employee Time User Training Video” which can be found on MarineNet.
3.b.1.d.  All OTL Employee Time Users must complete Cyber Awareness Challenge and upload the certificate into ARMS.
3.b.2.  Supervisors, military and civilian.
3.b.2.a.  All Supervisors will require access to the ARMS process to ensure OTL access.
3.b.2.b.  All Supervisors must create an access request as an OTL Time Certifier in ARMS.
3.b.2.c.  All supervisors will complete a DD577 and ensure they are assigned as a “Departmental Accountable Official” in Block 6 of the form.  In Block 7, the following statement must be entered:  “The approval of time and attendance is an approval for the expenditure of government funds.  When approving time and attendance records, the supervisor, to the best of their knowledge, acknowledges the actual work schedules recorded are true, correct, and accurate.  In support of this role, you are authorized to approve and deny the following:  Time and Attendance records, Leave Requests, Overtime Requests, Compensatory Time Requests, and Compensatory Time for Travel Requests.”
3.b.2.d.  All Supervisors must complete “USMC DAI OTL Time and Labor: Supervisor Training Video”.
3.b.2.e.  All Supervisors must complete Cyber Awareness Challenge and upload the certificate into ARMS.
3.b.3.  Limited Timekeepers.
3.b.3.a.  All Limited Timekeepers will complete a DD577 and ensure they are assigned as a “Departmental Accountable Official” in Block 6 of the form.  In Block 7, the following statement must be entered:  “The primary purpose of the Limited Timekeeper is to perform timekeeping actions on behalf of the employees within their assigned timekeeper group.  These actions may be performed at the request of the employee or the employee’s supervisor.  Limited Timekeepers may also run reports to track the status of bi-weekly timecards and will assist employees with OTL time and attendance questions.”  The DD577 will be maintained by the Command G1 and subsequent MARADMINS will address follow-on requirements and processes.
3.b.3.b.  All Limited Timekeepers must complete OTL Limited Timekeeper Training.
3.b.4.  Super Timekeepers/Human Resources Customer Service Representative (HR CSR).
3.b.4.a.  All Super Timekeepers will complete a DD577 and ensure they are assigned as a “Departmental Accountable Official” in Block 6 of the form.  In Block 7, the following statement must be entered:  “The primary purpose of the Super Timekeeper is to perform timekeeping actions on behalf of the employees within their assigned scope.  These actions may be performed at the request of the employee or the employee’s supervisor.  Super Timekeepers may also run reports to track the status of bi-weekly timecards and will assist employees with OTL time and attendance questions.  Super Timekeepers will be responsible to create and maintain Timekeeper Groups for the command.  The primary purpose of an HR CSR is to maintain the personnel data within an employee’s HR Record in OTL when discrepancies are noted between DCPDS and OTL.  Discrepancies must be corrected by coordinating changes in DCPDS and temporarily by manually updating the record in OTL.  Security controls will be in place to ensure HR CSR’s only have visibility of data for employees’ that fall within their scope.  Multiple employees within a command can have the HR CSR responsibility.  When discrepancies are discovered, every attempt will be made to coordinate updates to DCPDS before manually updating OTL.” The DD577 will be maintained by the Command G8 and subsequent MARADMINS will address follow-on requirements and processes.
3.b.4.b.  All Super Timekeepers must complete “OTL Super Timekeeper Training”.
3.b.5.  Command G-1s.
3.b.5.a.  Command G1s will ensure all Supervisors are assigned in DCPDS and ensure a complete review and validation of employee-to-supervisor assignments are correctly reflected in DCPDS-MyBiz in order to interface to OTL.
3.b.5.b.  Command G1s will ensure the role of Limited Timekeeper is assigned as either a primary or collateral duty and identified to the Super Timekeeper within the Command G8.
3.b.5.c.  Command G1s will ensure all OTL Employee Time Users, Supervisors, and Limited Timekeepers complete the tasks listed in paragraphs 3.b.1., 3.b.2., and 3.b.3, on or before 18 July 2021.
3.b.5.d.  Command G1s will establish local procedures to ensure continual updates due to normal civilian turnover and military supervisor rotations prior to entering Phase I on 18 July 2021.  3.b.6.  Command G-8s.
3.b.6.a.  Command G-8s will ensure an updated Delegation of Authority letter has been signed by the appropriate level commander.  This Delegation of Authority letter must reference that the Command G-8 is responsible for the control of appropriated funds.
3.b.6.b.  Command G-8s will appoint all Super Timekeepers.
3.c.  Coordinating Instructions.
3.c.1.  DAI is supported by an extensive set of data systems to enable end-to-end business processes which cross traditional functional communities and responsibilities.  This integration of data must be reflected in the way commands organize and internally communicate with their functional communities.
3.c.2.  As noted in para 1.c., DCPDS via MyBiz is the authoritative data source for OTL.
3.c.3.  Critical to this transition, all first and second level supervisors, including first and second level military supervisors must be identified, approved, and loaded in DCPDS and Self-Service Hierarchy in MyBiz.
3.c.4.  Military supervisors whose DCPDS account has been inactive for one year will be suspended.
3.c.5.  Specific and detailed tasks for Phase II will be provided via separate correspondence.
4.  Administration and Logistics.
4.a.  End-Users requiring OTL assistance will accomplish the following escalation steps to resolve their issue:
4.a.1.  Begin by accessing the OTL Knowledge Base https:tso-confluence.mcw.usmc.mil/display/DKB/Training+Schedule+and+Documentation to review OTL Self-Help Reference Tools, such as How-To’s, FAQ’s, etc.
4.a.1.a.  If the issue is not resolved, the end user will request assistance from their supervisor.
4.a.1.b.  If the supervisor cannot resolve the issue, the supervisor will request assistance from the Limited Timekeeper.
4.a.1.c.  If the Limited Timekeeper cannot resolve the issue, the Limited Timekeeper will request assistance from the Super Timekeeper.
4.a.1.d.  If the Super Timekeeper cannot resolve the issue, the Super Timekeeper will initiate a USMC OTL Help Desk (Tier 1) Ticket in Jira.
4.a.1.e.  If the USMC DAI Help Desk cannot resolve the issue, the USMC OTL Help Desk will initiate a Tier 2 Help Desk Ticket with the DAI PMO (Program Management Office).
4.b.  Additional information regarding OTL can be found at the following hyperlink:  https:produpk.dai.csd.disa.mil/DAI_Contents/oracle/hemi/oracle_gateway.html
5.  This MARADMIN is applicable to the Marine Corps Total Force.
6.  Release authorized by Lieutenant General John M. Jansen, Deputy Commandant for Programs and Resources.//