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Activity & Time Recording
Logging your time and mission activities no longer require you to download the 7029 or 7030 form(s) and email it for submission.
All Time Reporting must now be submitted directly into AUXDATA II via the Activity Logs menu option, and unlike the former process which used several forms, all time is reported in one place and differentiated by specific Mission Codes.
What Time Should I Report/Record?
Record everything! The Auxiliary's funding is based on the time we spend on missions, outreach, and administrative activities. There are three types of positions that an auxiliaries falls into when recording time in an Activity Log:
- Lead: If you're reporting on administrative time, training, or an individual mission like a VSC or a PV, then you are a LEAD.
- Non-Lead: If you're a member of a team mission like Boat Crew, then you are a NON-LEAD.
- Trainee: If you're on a training session/mission with an instructor, then you are a TRAINEE.
PLEASE NOTE: For situations that identify you as either a Non-Lead or Trainee, you will most likely not be recording this time yourself, as it will be recorded either by the mission Lead or your instructor. Check with lead/instructor prior to the mission's/class's end to confirm that they will be recording your time.
When Should I Report/Record My Time?
Timing of your submission is important as well. Please submit your time within the month it occurred, or within the first few days of the following month. Timely reporting of your hours helps maintain not only the accuracy of the monthly data, but streamlines the approval process.
What Mission Codes Should I Use?
There are many Mission Codes, please view the Mission Code Description Document to determine which is the correct Mission Code for your activity.
That said, there are three general types of Activity Logs, each with there own specific Mission Codes:
- Missions/Assignments: These are assignments/tasks associated with a competency like Vessel Examiner or Program Visitor, and are more for individual/Lead completions. If you've completed an assignment with a team, please refer to the aforementioned section regarding non-lead/training assignments.
Each mission has its own Mission Code and associated OPCON. See the D11SR OPCON By Mission Code Table for the proper mission code and OPCON to use.
NOTE 1 - Selecting the Proper OPCON: When creating a new Activity Log, the OPCON will default to our flotilla's OPCON which is "Eleventh Southern". For most missions, this will be the proper OPCON. However other missions like Marine Safety or Radio Communications for example, will fall under the Sector/Staion OPCON. You can search the OPCON field by "X-ing Out" the default OPCON and search for the Sector Station you performed the mission in. For most of your missions requiring a Sector/Station selection, you will usually use "SECTOR LOS ANGELES-LONG BEACH", unless it's completed out of our district.
NOTE 2 - Using the Correct Admin Mission Code for Prep & Travel Time: Only the time it takes to perform the mission is should be recorded under the specific mission code. Any time spent on travel, preparation, post paperwork, etc needs to be recorded in a separate Activity Log under an Administrative Code based on the specific mission. See Section 1 of the Admin Mission Codes Table for the correct mission code to use. For Example: If you performed a VSC and it took 30 mins for the VSC, but you spent 1.5 hours on the phone with the vessel owner prior to the exam, and then it took you 1 hour to get to/from the exam, then you will create two Activity Logs: (1)One for the VSC itself with mission code 91A with a duration of .5 hours, then (2) The second log using code 99B with a duration time of 2.5 hours to cover prep and travel time.
- Training:This type of activity encompasses all training that is NOT given by an instructor or team lead. It does include all study, homework, preparation, and/or travel time associated with said mission/class, as well as any on-line self taught classes/courses/workshops. For this Activity use Mission Code 99D.
NOTE: For any instructor lead classes or training missions, your time will be recorded by the instructor or mission lead.
- Administrative: These activities encompass everything else not included in the first two. Please see Section 2 of the Admin Mission Codes Table
How Do I Create A New Activity Log?
If you're not familiar with how to log your time in AUXDATA II click here to download a quick how-to guide.
To see many AD2 "How To's" visit the AUXDATA II How To Guides and Instructions for Members page accessible from our left hand menu or from within AD2 on the Home page bottom left side menu. There are several How To's to get you started....
For more detailed training, please review the following recorded sessions:
FAQ
Q: Can I consolidate/summarize my time into one activity log?
A: YES, but only like Mission Codes, and only at a month's time maximum.
So if you're a PV and you've completed 10 Partner Visits this month, you may submit one activity log under mission code "11 RBS VISITOR MISSIONS" for the time you spent at each partner. So let's say 5 mins per site, that's 50 mins(or 0.83 hrs). Now your travel and prep(T&P) time for these missions fall under a separate mission code of 99B and must be entered under a separate activity log. However, if you have other T&P time from other missions that fall under 99B, they can be combined together into one 99B activity log. See Section 1 of the Admin Mission Codes Table for the correct mission code to use.
Also if you're reporting your monthly time into one report, please make sure your start date is the first of the month, otherwise you risk your time being spilt between months if your duration extends past the month's last day. So if you're reporting 48 hours of 99A time for your FSO position, and you have a start date/time of 11/30 @0000, your end time will 12/3 @ 0000, so on 24 of your hours will be record for Nov and 24 for Dec, rather than all the 48 into Nov as intended
NOTE: Any time you consolidate multiple missions into a single log, please make sure to breakout and describe the activities within the "Summary of Activities" field.
Q: How do I know which mission code to use for travel, prep, or study time for a specific mission?
A: Each Mission Code is assigned as specific Admin Code to use to report travel, prep, study time for that mission. Please see Section 1 of the Admin Mission Codes Table for the correct mission code to use. Each Mission Activity Type has it's associated Mission Codes listed in parenthesis.