ATAAPS Overview

1
ATAAPS Overview

• ATAAPS is a DFAS system that has been used by
  various Army agencies (ATEC, DLA, AMC, and IMA
  SOMARDS sites) for several years. It will
  interface with the existing payroll system (DCPS)
  and with the existing accounting system
  (STANFINS).
• Information on ATAAPS can be found at the DFAS
  website
• https//dfas4dod.dfas.mil/systems/ataaps/index.ht
  m

2
ATAAPS Overview

• Web-based input for TA and labor
• On-line supervisor certification of timesheets
• Captures direct labor cost in 15-minute
  increments
• Can record labor in multiple APCs to capture
  labor costs at the ABS/SSP level of detail
• Can record labor daily
• Can record labor in future pay periods
• Can record retroactive corrections
• Enables control/standardization of account codes

3
ATAAPS Overview
Employee enters TA and selects multiple Job
Order Numbers (JON APC) to charge to the SSPs
worked
DCPS
Data transmits to DCPS for calculation of
benefits and deductions and payroll processing
ODS
Labor cost detail transmits to the Accounting
System (STANFINS) via the Gross Pay File.
4
ATAAPS Overview
Gross Pay Interface File

Web Server
Appl Server
DCPS
ACCOUNTING
Oracle Database
Labor Interface File
MER Interface File
Via Client
Acctg Code Valid File
Via Client
SDA Interface File
ATAAPS
L a b o r I n t e r f a c e
W E B
Via Client
Labor, Concurrence, Certification, Team and
Roster Management
R E P O R T S
Employees / Timekeepers / Certifiers
5
Instructions/Procedures
System Access

• All IMA APF DACs will record their own TA
  through the ATAAPS website.
• It is the intended use of the the web-based
  system
• Reduce paper retention if TA is recorded,
  concurred and certified in the system, there is
  no need to print and maintain a manual timesheet
  for 6 years
• Employees will be more cognizant of the functions
  and tasks they worked on and more apt to charge
  labor to the correct Service Support Program
  (SSP), when actually faced with those choices on
  the screen. SSP costs may be lost if TA is
  recorded on a manual timesheet that is not
  constantly updated to reflect new APCs.
• Garrisons were directed by the CLS initiative to
  account for their costs (to include labor) in
  their Service Support Programs. ATAAPS enables
  that labor cost to be captured at the source.
• Garrison Commanders may decide whether to have
  individuals enter their own TA or to have
  central timekeepers record TA and labor costs
  for an organization.
• Garrison Commanders are responsible to ensure
  that a manual process exists for employees to
  report their detailed labor costs by SSP in
  sections where central timekeeping is allowed.

6
Instructions/Procedures
System Access

• Only IMA employees will have access to the IMA
  ATAAPS database, except when certification or
  timekeeping duties are performed by military,
  contractor (timekeeping only), NAF or mission
  employees
• Garrisons are responsible internal management
  controls and should ensure that System Access
  provides for segregation of duties, such as, if
  an employee has Timekeeper access and is also an
  alternate Certifier, management must ensure that
  the Timekeeper is not able to certify timesheets
  that he/she recorded.
• DISA will perform most database administration
  duties to include password resets. System access
  to the database admin module for creation of new
  Workcenter Codes and Job Order Numbers will be
  restricted to the IMA Level 1 Superusers (3 at HQ
  and 2 at each Region).

7
Instructions/Procedures
Recording Labor

• TA must be recorded and certified by COB Friday
  following the end of every pay period. When the
  Friday following a pay period end is a Holiday,
  then TA will need to be complete by COB on
  Thursday. Other exceptions will be addressed as
  they occur.
• All employees are assigned to a default
  Workcenter and a default Job Order Number (APC).
  If a Timekeeper has to record labor for an absent
  employee and a timesheet is unavailable, labor
  will be recorded against their defaults.
• Employee concurrence of TA is required lack of
  electronic concurrence will not stop the payroll
  process, however, timekeepers should print the
  timesheet for the employees signature and retain
  the hardcopy file.

8
Instructions/Procedures
Recording Labor

• Retroactive changes in ATAAPS must be
  accomplished within three pay periods.
  Corrections to payroll more than three pay
  periods ago must be accomplished through the DCPS
  Timekeeper or CSR. Corrections to labor cost
  charges more than 3 pay periods ago must be done
  with a STANFINS cost transfer.
• Default labor processing for the entire IMA
  database will be run by DISA the second Tuesday
  of the pay period. Default labor processes will
  populate the entire pay period with regular hours
  for the tour of duty plus holidays, if
  applicable, to the default workcenter and job
  order number.
• Employees who enter Labor Equipment (LE) in
  the Integrated Facilities System (IFS) for labor
  cost distribution to APCs at the SSP detail level
  will record time and attendance in ATAAPS in
  their default APC/JON.

9
Employees Who Enter Labor Into IFS

• For DPW and other employees who enter detailed
  Labor and Equipment (LE) at the SSP level in
  IFS, time and attendance in ATAAPS will be
  recorded against the default APC. Cost
  distribution to the workorder and the correct APC
  and SSP will be accomplished in IFS.
• When setting up APCs in the JON field of ATAAPS,
  it is important to use the same default APC that
  is used as the default in DCPS and in IFS, and to
  ensure that Timekeepers know not to change that
  default in ATAAPS.

10
Flowchart of labor cost detail entered in IFS
When IFS is used to record Labor Cost
Distribution To Workorders, DPW employees record
all TA in ATAAPS to the Default APC
ATAAPS 80 hrs in Default APC ABCD
DCPS 80 hrs in APC ABCD
IFS Employee enters Labor Cost Distribution to
workorders 10 hrs in ABCD 20 hrs in EFGH 50 hrs
in JKLM
STANFINS 80 hrs is charged in ABCD received from
the Gross Pay File in 11xx series of
EORs ---------------- STANFINS records the IFS
entries in 27xx series of EORs ABCD (80) hrs
ABCD 10 hrs EFGH 20 hrs JKLM 50 hrs
IFS generates Type Action 20s in EORs 2711,
2712, 2714 ABCD (10 hrs) ABCD 10
hrs ABCD (20 hrs) EFGH 20 hrs ABCD (50
hrs) JKLM 50 hrs
11
Flowchart of Labor When EmployeeDOES NOT Enter
Cost Detail in IFS
If DPW employees DO NOT use IFS to record Labor
Cost Distribution To Workorders, they should
record Their labor cost detail directly in ATAAPS
ATAAPS Direct Charge the 80 hrs to appropriate
APCs ABCD 10 hours EFGH 20 hours JKLM 50
hours
STANFINS Records Labor Costs in the multiple APCs
entered in ATAAPS via the Gross Pay File received
from DCPS ABCD 10 hours EFGH 20 hours JKLM
50 hours
DCPS 80 hrs in the multiple APCs flows through
DCPS to the accounting system
12
Policies/Procedures
Certification

• Certification of all TA is mandatory for payroll
  to process.
• Certifiers cannot change labor. If a certifier
  disagrees with a labor entry, changes must be
  entered by the employee or timekeeper.

File Maintenance

• The electronic concurrence and certification in
  ATAAPS serve as the official signed Timesheet.
  There is no requirement to print and maintain a
  hardcopy file of these timesheets unless to
  obtain missing employee concurrence. All manually
  prepared and signed documents (timesheets, leave
  requests, comp/overtime requests) must continue
  to be maintained for 6 years and 3 months.

13
IMA Policies/Procedures
Problem Resolution

• Problems, questions and requests for assistance
  should be resolved at the lowest possible level.
• Employees report routine time and attendance
  problems to their Timekeepers for resolution
• Timekeepers elevate questions/problems to their
  Garrison Superusers
• Garrison Superusers can request password resets
  and other system access assistance directly from
  the DISA ATAAPS helpdesk.
• Garrison Superusers elevate other
  problems/questions to the Region Superuser.
• Region and HQ Superusers may contact the DISA
  helpdesk for assistance. All email contact with
  DISA should be copy furnished to the HQ IMA
  ATAAPS POC.

14
IMA Roles/Responsibilities
Employees

• Individual input of Time and Attendance via
  internet
• Complete recording and concurrence of TA in
  accordance with locally developed procedures.
• Enter time against appropriate Job Order Numbers
  to capture CLS/SSP labor
• Review their own time and attendance charges and
  electronically concur every pay period. An
  employee can retroactively concur with their time
  and attendance within ATAAPS in the event they
  are unable to during the pay period. If an
  employee is unable to electronically concur, a
  manual signature is required.
• Notify timekeeper of corrections that need to be
  made directly in DCPS, ie., more than 3 pay
  periods ago, discrepancies in leave balances.

15
IMA Roles/Responsibilities
Timekeepers

• Timekeepers are responsible for their assigned
  Team. A Team may have one or more Rosters of
  employees.
• Every Team should have a primary timekeeper and
  at least one alternate.
• Timekeepers may be civilian, military, or
  contractors.
• Maintain complete and accurate TA hardcopy
  records
• Request for Leave or Approved Absence
• Overtime Work Request and Approval form
• Record of Individual Time and Attendance when an
  employee is on the DCPS Missing Time / Created
  Leave Report or unable to electronically concur
  with time and attendance in ATAAPS.
• Work Schedules.
• Serve as central timekeeper in offices where
  recording of TA online by individual employees
  is not possible.
• Record labor for employees who are absent.

16
IMA Roles/Responsibilities
Timekeepers

• Ensure ATAAPS TA is ready for supervisory
  certification
• Reconcile electronic postings for leave, comptime
  and overtime against approved request forms.
• Run Missing Time inquiry to ensure all TA
  recorded prior to certification.
• Run the Uncertified time inquiry and use to
  ensure all time entered has been certified.
• Perform ATAAPS functions to include, assigning
  tour of duty, default labor, and workcenters and
  job order numbers authorized by the supervisor.
• Coordinate with the Garrison Superuser for
  changes to the Teams or Rosters.
• Review DCPS invalid transactions and make ATAAPS
  corrections or provide to the CSR for DCPS
  corrections.

17
IMA Roles/Responsibilities
Certifiers

• Certifiers are normally Supervisors and are
  responsible for their Roster of employees.
• Every Roster will be assigned a primary certifier
  and at least one alternate certifier.
• Certifiers may be civilian or military, but not
  contractors.
• Responsible for job order management
• Coordinate with the Timekeeper to ensure
  appropriate Workcenter and Job Order assignments
  are made in ATAAPS for CLS/SSPs
• Ensure employees within Roster are aware of what
  JONs they are authorized to charge to capture
  their CLS/SSP labor

18
IMA Roles/Responsibilities
Certifiers

• Certifiers review and certify time and attendance
  records.
• Only those individuals who have been properly
  designated as primary or alternate certifiers are
  authorized to certify time and attendance
  records.
• An employee is NOT authorized to certify his/her
  own time and attendance.
• Errors should be corrected with timekeepers prior
  to certification.
• Certification of time and attendance must occur
  no later than close of business Friday at the end
  of the pay period.

19
https//ataaps.chamb.disa.mil