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AUXDATA ORDER MANAGEMENT SYSTEM

Patrol Time Definition 

AOM OVERVIEW GUIDE SECTION 1-2

AOM OVERVIEW GUIDE SECTION 3-5

SNC SO-OP GUIDE V5

SNC AOM PROCEDURES V1 DEC 2012 

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From: Dick Helwig [mailto:dick.aux@helwig.net]
Sent: Saturday, January 05, 2013 5:12 PM
Subject: Fwd: Fwd: Fw: AOM Update 21DEC
Div 26 FSOs-OP,
Read these forwards from Joe Truelove, SNC POMS/AOM Coordinator/OIA and his fwd of CDR Whitehead's message, both below.
It is very likely that we will be switching from POMS to AOMS sometime in January, 2013. District 14 (Hawaii) has been on the system for some time and they are currently being reimbursed using AOMS.
District 5 will be the second group to come online with AOMS and will be the largest user of the system at this time. The system will not be fully functional but we are assured that it will be able to successfully issue orders and reimburse owners.
There is a training system available to allow you to become familiar with AOMS. The link is provided below. Although most features seem to work with Microsoft's "Internet Explorer" (tho IE 9 has been problematic), the application is written to be most compatible with Mozilla's "Firefox" browser. The reason for this is that Firefox works on Apple MAC computers as well as PCs.
There is a TRAINING system and you are free to experiment with entries. When you go to the link below FIRST use the "I forgot my password" link to get an initial password.   Let me know if you have problems.
http://ordermgmt-train.uscg.gov/
PLEASE DO NOT WAIT UNTIL THE LAST MINUTE! Log onto the system NOW and start learning it. Things are very different from POMS.
As per CDR Whitehead's instructions, below:  Send all problem issues up the CoL (member -> FSO ->SO ->POMS/AOM coordinator).  DO NOT use the AOM/AUXDATA Help Desk!!
There will be training offered at D-TRAIN and at the Div 26 Workshop (March 2nd).  DIV 26 good news is that our boating season doesn't start until APR 1st.  Lots with AOM will evolve by then.
Two AOM documents are attached, the AOM Guide and the SNC Procedures Manual, both works in progress.  And two others for SNC:  Guide and Definitions with other valuable info.
-Dick Helwig
-Dick HelwigSO-OP/26, DDC-R D5SR757-710-8976

 

-------- Original Message --------

Subject: Fwd: Fw: AOM Update 21DEC
Date:
Fri, 21 Dec 2012 19:39:07 -0500
From: Joseph Truelove <auxops05410@gmail.com>
All,
Commander Whitehead's message below provides the latest information about the AUXDATA Order Management System.  Please ensure all operations program members receive the Commander's message.
The best news is that SOsOP and FSOs-OP will have order approval authority and managing at the local level.
The procedures document will be up dated when the details are available.
Throughout the year we put up with some administrative annoyances and will probably face more.   But I hope you feel as I do that our contributions to boating safety and supporting the Coast Guard are worth the effort.  Though you will never know how many accidents were avoided or lives saved because our facilities were on the water you should take pride in the part you play.  If we remember the value of our mission, the annoyances become less significant.
To each and every one of you and your love ones, I wish you a safe and happy Holiday season.
Joe
Joe Truelove
USCG Aux. 5th Dist., Southern Region
POMS Location Administrator, SNC
SO-OP, Div.10
Joe Truelove

 

----- Forwarded Message ----

From: "Whitehead, Steven CDR" <Steven.D.Whitehead@uscg.mil>
Sent: Fri, December 21, 2012 10:52:14 AM
Subject: AOM Update 21DEC
All,  Please share as needed.
The AOM developers meeting went pretty well last week and they are or have completed a lot of the changes on the items we have brought forward.  The meeting was well attended by about every District and Region we have in the CG so it was good to see similar concerns raised.  Overall I was impressed with the responsiveness and effort to make AOM ready.  One challenge will be training as info on the how to stuff has been slow coming .  Most of our training involves just getting accessing and left to search on our own.  We were advised the guides are coming.  One issue was the term "POMS" was used and the POMS owners have some form of copy right so it had to be removed, This is also why AOM is now the new name.
The Help desk has a few people and we overwhelmed it with questions causing the delay in response.  Also they did a pull from POMS on active facilities to get the initial user list in the training AOM. All our user updates should move to the live system when we go active.  Location Data will not be moved which is good because location data is permanent once entered.  Some of the Patrol Area Names like "Test" or "Dead mans Curve"  are not real so they will stay on the test side.
I am going to try and list items you brought up and what the status is.  I have 6 pages of notes and took some of the more relevant items for this email.
Copy and Order printing - Once an order is approved the owner/operator will get an email containing the patrol info.  Once an order is submitted to FINCEN the Owner/Operator and IS officer will get another email containing the info on the patrol and mission codes.  AUXDATA will automatically be updated and the mission will be entered in the unapproved activities portion with an annotation in remarks it was auto entered.    At this point IS officers need only review the order for possible correction on mission codes.  Correction would be done in AUXDATA as the Orders become locked when submitted.  A record of any AUXDATA correction will need to be kept for later reference since the orders will have differing (incorrect) info.
With the First Email the operator will have the ability to use the printed email as proof on approved order to patrol.  On the second a paper record can be produced if needed by printing the email of the completed patrol.  AOM will maintain an electronic record of all orders including rejected orders.  Those unable to scan in receipts can attach the receipts to the email order copy and send forward to the next level (SO-OP, FSO-OP) for scanning help, or to the OIA to support the claim.
Changing Others 5132/7030 permission in AOM will need to be carefully limited, the history tracking is limited in advising who made changes but not what change.  There is no ability to restrict the permission to a division. The edit permission is at the OIA or above level.  All Owners and operators will need to get used to doing their own orders.
Crew and Coxsn - Initially, the system did not allow anything but qualified mbrs so you could not add trainees.  When they allowed trainees it did not the limit unqualified from being leads, they are addressing this and we should be set when we roll into AOM in Jan2013.  They are also looking at Active duty crew or Coxsn on Aux vessel entry,  this issue will take some time.
Waiver Issue on special allowances for operating with less than required crew was also discussed and a solution is being sought.
FIREFOX is the preferred Browser for AOM. Microsoft Internet Explorer (IE) 8 has a few issues on display. IE 7 or above minimum needs to be used. Donna, Jim and I had a problem seeing data in AOM the evening before the meeting when we were running through AOM to prep ourselves for the meeting.  So I downloaded FIREFOX, which took about 6 minutes via the Hotel WIFI and it was up and running in seconds.  The developers chose FIREFOX to make it more easy to access for both MAC and WINDOWS platforms.
APPROVALs -  The update to AOM will allow the SO/FSO-OP to approval an order request so the few OIAs out there will not have to do every orders request multiple times in the process.  Once approved the patrol detail can be added. Again the email goes out on the approval.    After the mission is complete AOM can be set to allow delegation of an OIA reviewer that can sign the orders for submission only -  meaning the order info is complete and ready for submission to FINCEN leaving the OIA person who has submission authority the final task of hitting the submit command.  This break out of responsibility should help in managing all the orders via an FSO-SO-OP and OIA and former POMS ADMINS.
Reports and searches - will be turned on.  we passed our desire to search orders by any one of the following Facility, Coxn, Crew to aide in researching was noted.  We will probably ask for other items once we see what we need to know  
60 day auto cancelation - Any order not completed after 60 days will be canceled.  District with 30 day rules will have to do this manually.
We discussed some of the user functionality of drop downs and filters and those will be later add-ons.  For now as long as the info is there we are good to go then we can work on easing the search for it later as we look for updates.  The team working this is small and for now we need the "got to haves" over the "nice to haves"
Owner and operator different -FINCEN requires only one payee, so there will need to be close coordination when the owner and operator are different. They are looking at adding the selection option in AOM so it will be selectable on which one receives the payment. This could become an issue but each owner can designate who is allowed to operate.  Note - anyone means anyone, in the AUX that means any coxsn so owners need to be careful on there selection.  AUXDATA is where this info is now being tracked/entered.  For the CG Boats operated by the AUX they are working on AOM to understand the difference for orders.
NON reimbursable Orders (No Cost)- Provision were being made to have AOM provide the option to issue no cost orders.  This would keep all patrols tracked in AOM and allow CG units to see the calendar and patrols as well as enter the info in AUXDATA when completed.
RECEIPTS - AOM notes $75 as the receipt threshold. This is only a notice as local rules and policies can be applied.  The OIA can reject or not submit a Patrol order to FINCEN until the required receipts are provided.  All of this can be regardless of the $75 dollar note.  Also if the OIA allows multiple orders on a single fill up, then the final fuel Receipt needs to include annotation of all the orders it was covering, the comment section in AOM on the order is a good place for this.  Again as discussed, those without scan capability will have to forward the receipts up the Orders processing chain with a copy of the order approval email to get it scanned in.
MISC-
Those with higher approval authority will be unable to approve their own orders.
No SSN info is contained in AOM or AUXDATA - owners will need to do the EFT process with FINCEN To get a "Vendor ID" which is what is used for payment.
A known issue on access is you need to be set in AUXDATA First before getting AOM access.  Doing AOM then AUXDATA creates an issue on access
AOM will obviously change the D5 policy requirement of sending in forms ie 5132 and 7030.  Receipt policies remain unchanged.
Our Rollout,  we will begin BETA test or Rollout in January, probably second week.  Once I know the corrected items are set, Dates and details will follow in the next few weeks
If you have questions please use the CoL to bring forward from each sector.  This allows me to get a compiled list of questions.  DCAPTs and POMS ADMINS please be the POC in putting an questions together
/r
CDR Steven D. Whitehead
U.S. Coast Guard
Director of Auxiliary,
Fifth Coast Guard District - South region
757-398-6688