Question #1: Write a systems analysis report about the U.S. Army pay system. What have been the problems with existing systems? What management, organization, and technology factors caused the problems? What was the impact of these problems? What are the objectives and information requirements of a new systems solution?
System Analysis Report: Defines the problem; identify its causes, specifies the solution, and identifies the information requirements that must be met a system solution.
(1) Problems with existing systems: The Defense Finance and Accounting Service (DFAS) that uses the Defense Joint Military Pay System (DJMS) that consists of separate systems for active duty and reserves were not working well together. The Web-based Regional Level Application Software system that tracked when reservists participated in their drills, which skills they lerarned, and how long they were called up on active duty is suppose to work with the DJMS, but the two systems were not well integrated. As a result, there were inconsistencies in payment of reservists with injuries and non-injuries as well hazardous and non-hazardous pay.
(2) Factors causing the problems: Legacy systems required constant changes and patches that had already been applied, and a lack of documentation. Thus, this is a configuration management issue. Updating payroll software with DFAS required manual updates to records which caused more data-entry errors. Implementing a new system in 2006 called the Defense Integrated Military Human Resources System (DIMHRS) was delayed as a result of multiple agencies having influence on management of the project and inconsistent support from senior management. There was a substantial turnover of leadership and a lack of understanding of the goals of the program.
(3) Impact of the Problems: DFAS workarounds and temporary fixes proved to be unreliable because there were still inconsistencies in payment of soldiers who had moved from hazardous duty to un-hazardous duty. There were still problems with unit commanders not being able to report changes in a timely manner so the there were still mistakes with manual data entry, thus further delaying automated processing. The impact of the problem is that the reservists were not paid appropriately to their length of time served and whether the duty was hazardous or non-hazardous.
(4) The objectives and information requirements of a new system solution is to provide a clear Leave and Earnings Statements for soldiers, instantaneous updating of pay records, and better capabilities for updating state tax rates. DFAS rolled out the Forward Compatibility Payroll (FCP) as an interim solution until a more comprehensive solution could be rolled out. This provided a more automated solution to keep track of mobilization of soldiers called up for active duty.
Question #2: As part of your report, diagram the Forward Compatible Payroll business process for paying Army reservists. How should this process be improved?
Forward Compatible Payroll Process
Step (1): Army Reservist - Provide hazardous duty status and mobilization orders to company commander.
Step (2): Company Commanders - Submit a hard copy of mobilization order to administrator.
Step (3): Financial Administrator - input beginning and ending dates of deployment. Update mobilization application into web browser. Submit pay rate report to company commanders for approval.
Step (4): Company Commanders - Review and sign pay rate. Submit approval report to Administrator.
Step (5): Administrator - Makes updates to the personnel system in the Web browser. Submits pay rate into the Microsoft SQL Server database at Reserve HQ at Fort McPherson, GA.
Step (6): SQL Server - Formats data so that the Reserve Payroll System can process data.
Step (7): Pay Process Center Staff - Uses Web browser software to upload local server and review pay records. They review and export soldier tour of duty dates and pay data to Reserve payroll system.
Step (8): Reserve Payroll System - Pays soldiers.
The system can be improved by making changes into the payroll and personnel that are permanent. The DIMHRS should be capable of replacing 30 legacy applications in the Army branch of the Armed Forces. The Defense Department needs to take immediate action to ensure that the payroll system is fully functional to reduce the number of mistakes.
Question #3: Describe the role of end users and technical specialists in analyzing the problem and developing a solution.
End users and technical specialist should be allowed to participate in the way the payroll system is upgraded. The project management team should work extensively with Northrup Grumman to establish a configuration management plan. The software development phases should include dates where end users can provide immediate feedback to the developers of the system. The Government should establish a configuration control board where the fixes and enhancements can be fully implemented into the payroll system. This process will allow for immediate improvements to the system and give the Army reservists the pay they are entitled to.
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