AOPS User Guide - Boatswainsmate.net

99 Pages·2003·1.4 MB·English

Commanding Officer
U.S. Coast Guard
Operations Systems Center
Kearneysville, WV 25430

AOPS User Guide

June 17, 2003

Prepared Under: Task Order DTCG23-01-F-TWV008 of ITOP II Contract DTTS59-99-D-00457
Prepared By: QSS SETS Team, 408 Coast Guard Drive, Kearneysville, WV 25430
Record Of Changes
Approving Authority/Owner Document Author
AOPS Project Officer (PO) AOPS Functional Area Manager (FAM)

Version Reason for Change/Approved By Approval Date
Version: 1.0 Creation of New Document. 12/29/2000
Approved by: Kurt Werner
Version: 1.1 Update Section 6.6, addition of Section 3.4.4, and addition 03/13/2001
of Section 4.4 in accordance with CR 2001-005-AO, CR
2001-006-AO, and CR 2001-001-AO, respectively.
Approved by: Dave Springer
Version: 1.2 Update Appendix G in accordance with CR 2001-016-AO. 05/22/2001
Approved by: Dave Springer
Version: 1.3 Update in accordance with CRs 2001-026-AO and 2001- 09/20/2001
007-AO.
Approved by: Dave Springer
Version: 1.4 Update in accordance with AOPS Noble Eagle Release 02/11/2002
1.10. Sections 6.3 and 9.14, and Appendix G were
updated.
Approved by: Mike Fisher
Version: 1.5 Update in accordance with Winter 2002 Parts 1 and 2 05/16/2002
Release 1.11.
Approved by: Bob Mills
Version: 1.6 Update in accordance with TMT Filtering Improvements 10/17/2002
Parts 1, 2, and 3 Release 1.12.
Approved by: Bob Mills
Version: 1.7 Update several Mission/Employment Categories in 11/05/2002
Appendix B.
Approved by: Bob Mills
Version: 1.8 Update in accordance with Q2002-019-AO. Also, update 01/16/2003
Appendix B with modified mission/employment category
definitions and Appendix G with new Crew Hours report
definition.
Approved by: Bob Mills
Version: 1.9 Update in accordance with Change ID 02718. 04/01/2003
Approved by: Bob Mills
Version: 2.0 Update in accordance with AOPS Dynamic Crew Lists 06/17/2003
Release 2.0
Approved by: Bob Mills

AOPS User Guide, June 17, 2003 Page ii
Table of Contents

1. PREFACE..............................................................................................................................1
1.1 Purpose.............................................................................................................................................1
1.2 Scope................................................................................................................................................1
1.3 AOPS Overview..............................................................................................................................1
1.4 Security and Privacy........................................................................................................................2
1.5 AOPS Architecture..........................................................................................................................2
2. BUSINESS PROCEDURES.................................................................................................3
2.1 Changes to Business Process...........................................................................................................3
2.1.1 Settings for AOPS...................................................................................................................3
2.1.2 Definition of a Resource.........................................................................................................4
2.1.3 Activity Logs...........................................................................................................................4
2.1.4 Crew Participation in CG Missions.........................................................................................4
2.1.5 Data Submission......................................................................................................................5
3. AOPS FUNCTIONALITY...................................................................................................6
3.1 Main Menu and AOPS Menu Overview..........................................................................................6
3.2 New Capabilities..............................................................................................................................7
3.3 Access to Information......................................................................................................................7
3.4 Web Functions.................................................................................................................................7
3.4.1 Date Field Formats..................................................................................................................8
3.4.2 Required Fields.......................................................................................................................9
3.4.3 Queries and Searches..............................................................................................................9
3.4.4 Toolbar Options....................................................................................................................10
3.4.5 Lists.......................................................................................................................................11
3.4.6 List Boxes..............................................................................................................................12
3.4.7 Filters....................................................................................................................................13
3.4.8 Sort By..................................................................................................................................13
4. CONNECTING TO AOPS.................................................................................................14
4.1 Obtaining and/or Terminating User Names and Passwords..........................................................14
4.2 Access Levels................................................................................................................................16
4.3 Logging on to AOPS......................................................................................................................17
4.4 Changing Your Password..............................................................................................................20
5. PERSONNEL STATUS......................................................................................................22
6. ACTIVITY LOG.................................................................................................................23
6.1 New Activity..................................................................................................................................23
6.2 Update Activity..............................................................................................................................25
6.3 Crew Assignments.........................................................................................................................25
6.4 Copy Activity and Crew................................................................................................................26
6.5 Copy Activity.................................................................................................................................27
6.6 Record Progress of Tasks...............................................................................................................27
7. LIST MAINTENANCE......................................................................................................30
7.1 Create a Dynamic Crew List..........................................................................................................30
7.2 Using a Dynamic Crew List...........................................................................................................31
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8. MAINTENANCE................................................................................................................32
8.1 Transfer of Boats among Coast Guard Units.................................................................................32
8.2 Resource Maintenance...................................................................................................................32
8.3 Crew Maintenance.........................................................................................................................32
8.4 Unit Maintenance...........................................................................................................................33
9. APPROVALS.......................................................................................................................34
10. REPORTS.........................................................................................................................36
10.1 Accessing AOPS Reports..............................................................................................................36
10.2 Report Parameter Features.............................................................................................................37
10.3 Chain of Command Report Feature...............................................................................................39
10.4 Activity Logs.................................................................................................................................39
10.5 Abstract..........................................................................................................................................40
10.6 Chain of Command........................................................................................................................40
10.7 Resource Assignment.....................................................................................................................41
10.8 Operations......................................................................................................................................41
10.9 Days Away From Homeport (Cutter Report)................................................................................41
10.10 Log Activity Summary..................................................................................................................41
10.11 Daily Sail List................................................................................................................................42
10.12 Underway Resource Hours............................................................................................................42
10.13 Crew Hours....................................................................................................................................43
10.14 Underway Activity and Crew........................................................................................................43
10.15 Admin Reports...............................................................................................................................44
10.15.1 Activity Logs....................................................................................................................45
10.15.2 Abstract.............................................................................................................................45
10.15.3 Last Activity Logs............................................................................................................45
10.15.4 CO Approval.....................................................................................................................46
10.15.5 Outliers.............................................................................................................................46
10.15.6 Operation CD Report #1...................................................................................................47
10.15.7 Operation CD Report #2...................................................................................................47
10.15.8 Operation CD Report #3...................................................................................................47
11. TROUBLESHOOTING AND PROVIDING FEEDBACK.........................................48
11.1 Troubleshooting.............................................................................................................................48
11.1.1 Error Messages......................................................................................................................48
11.1.2 Hotline...................................................................................................................................48
11.2 Providing Feedback.......................................................................................................................48

List of Appendices
APPENDIX A, MISSION TYPES
APPENDIX B, EMPLOYMENT CATEGORY DEFINITIONS
APPENDIX C, ACTIVITY TYPES
APPENDIX D, STATUS TYPES
APPENDIX E, SUBACTIVITY TYPES
APPENDIX F, OPCON TYPES
AOPS User Guide, June 17, 2003 Page iv
APPENDIX G, REPORT TYPE DEFINITIONS
List of Figures
Figure 2-1 Uncheck Web Browser Integration...............................................................................3
Figure 3-1 Calendar Feature...........................................................................................................8
Figure 3-2 Toolbar Menu..............................................................................................................10
Figure 3-3 List of Values Dialog Box...........................................................................................11
Figure 3-4 List Box.......................................................................................................................12
Figure 3-5 Expanded List Box......................................................................................................12
Figure 3-6 Filter............................................................................................................................13
Figure 3-7 Sort By........................................................................................................................13
Figure 4-1 AOPS Web Page.........................................................................................................14
Figure 4-2 AOPS Request User Id and Password.........................................................................15
Figure 4-3 User ID and Password Request Form.........................................................................15
Figure 4-4 AOPS Web Page.........................................................................................................17
Figure 4-5 Warning Page..............................................................................................................18
Figure 4-6 AOPS Main Menu.......................................................................................................18
Figure 4-7 Warning Page..............................................................................................................20
Figure 4-8 Change Password Page...............................................................................................21
Figure 6-1 Resource List...............................................................................................................23
Figure 6-2 Activity Logs Tab.......................................................................................................24
Figure 6-3 Task Capture...............................................................................................................28
Figure 7-1 List Maintenance Screen.............................................................................................30
Figure 7-2 Dynamic Crew Lists Drop-Down box........................................................................31
Figure 8-1 Unit Information..........................................................................................................33
Figure 9-1 Resource List...............................................................................................................34
Figure 9-2 Approvals Tab.............................................................................................................35
Figure 10-1 Reports Menu............................................................................................................36
Figure 10-2 New Parameter Features...........................................................................................37
Figure 10-3 Chain of Command Report.......................................................................................39
Figure 10-4 Admin Reports..........................................................................................................44

AOPS User Guide, June 17, 2003 Page v
1. PREFACE
1.1 Purpose
The purpose of this document is to act as a guide to users of the Abstract of Operations (AOPS)
system. This user guide includes explanations of AOPS terminology and business procedures,
and serves as a source of information related to the AOPS system.
1.2 Scope
This user guide was created for U.S. Coast Guard (USCG) personnel who use AOPS. The
following is a list of groups for whom this document was created:
• Headquarters G-OCC-2
• Headquarters G-O
• Area
• District
• Group
• Unit CO
• Unit.
1.3 AOPS Overview
The AOPS reporting system has existed in the USCG since 1972. The reporting process in the
past required users to manually tally the number of hours by mission category performed on a
quarterly basis. In 1989 a central database was developed and Coast Guard Headquarters
(CGHQ) data entry clerks entered all paper AOPS reports into the AOPS Legacy central
computer system. In the 1990s, AR&SC Elizabeth City developed a flight operations module
within the Aviation Maintenance Management Information System (AMMIS). The flight
operations module captured the mission and crew tasks completed during an aircraft mission.
This data was transferred from AMMIS to the AOPS Legacy central database at the end of each
quarter, eliminating the need for air stations to submit a paper AOPS report to CGHQ. In 1991,
a USCG Standard Workstation II (SWII) application, AOPS Boats, was built for the Small Boat
community to track both the crew hours and training tasks performed by their boat resources to
meet unit qualification currency maintenance needs. Similar to the flight operations module in
AMMIS, AOPS Boats used the same data tracked on the crews' time and effort onboard a unit's
boat to produce a quarterly boat AOPS report that was forwarded to the AOPS Legacy central
database.
In 1998, the CGHQ Office of Acquisitions for Information Resources (G-AIR) contracted with
the Operations Systems Center (OSC) in Martinsburg, West Virginia to develop an AOPS Web
application on a Coast Guard Standard Workstation III (CGSWIII). This new application would
not only meet the effort tracking requirements for boat stations, but would include cutter and
aircraft (aircraft have been removed from the application) tracking capabilities. The increase in
AOPS User Guide, June 17, 2003 Page 1
scope of the application required the elimination of some of the tracking features for crew
training task completion. Coast Guard operational commanders use the consolidated AOPS
resource effort tracking capability extensively in USCG budget development, level of mission
effort reports to Congress, and resource management.
While the underlying hardware and software configuration has changed since the inception of the
AOPS reporting system in 1972, the basic functions of AOPS remain the same: to provide
managers with current information regarding USCG operational assets, their status, and their use.
AOPS is the Web-based replacement of the AOPS Legacy central computer system and the
CGSWII AOPS Boat application.
AOPS provides the following:
• Boat stations and cutters with the capability to edit, view, and approve their own data
and generate queries and reports on all data
• Area and District users with the capability to review, query, and report appropriate
data for their operational assets
• Headquarters users with the capability to enter or edit unit/resource data, edit system
level data, edit picklists, query, and generate individual and consolidated reports.
1.4 Security and Privacy
Increased security has been added to the AOPS application. The ability to create, read, update,
and delete data in the centralized system is based on the user's role and position. User IDs and
passwords to the system indicate the allowable permission level that a user has and prevents
users from performing any actions in AOPS that are beyond the scope of their level. For
example, an AOPS user assigned to CG Station Golden Gate can only enter data mission
activities for boats assigned to their station. Within the Reports menu of the application, users
can view the boat logs of other stations, but they cannot enter or change information within the
logs.
1.5 AOPS Architecture
The USCG has migrated to a Web-based environment using the CGSWIII. The CGSWIII
environment does not support the legacy version of AOPS Boats. The new AOPS, which is a
Solaris-Oracle-Internet Explorer application, is Web-based and runs on any workstation or laptop
that supports the Microsoft Internet Explorer (MIE) Web browser, which includes all CGSWIII
computers. Architecturally, the AOPS legacy system moved from a CTOS-based system to
become AOPS in a Microsoft Windows NT environment and has a completely different look and
feel.

AOPS User Guide, June 17, 2003 Page 2
2. BUSINESS PROCEDURES
In the past, AOPS business process mandated that users produce paper records and reports using
local logs. The user was unable to view the data in the central database to determine if the
CGHQ AOPS data clerk had entered their paper report correctly. The new functionality of
AOPS changes some of the business procedures that were in place during the use of the AOPS
Legacy central computer system. Most notably, the users enter their data into a log format
directly in the AOPS central database, nearly eliminating mailing, faxing, or message traffic
submission of quarterly reports.
2.1 Changes to Business Process
This section discusses many of the business process changes that have resulted with the use of
AOPS.
2.1.1 Settings for AOPS
For AOPS to function, Regional System Managers must load the J-Initiator 1.1.7.18 plugin to
Microsoft Internet Explorer (MIE). This version of J-Initiator is part of Coast Guard Standard
Image 4.6 and higher.
Also, Adobe Acrobat Reader must be configured properly to view reports. To configure Adobe
Acrobat Reader, perform the following steps:
Step 1: Open Adobe Acrobat Reader.
Step 2: Click File.
Step 3: Point to Preferences, then click General.
Step 4: Ensure that Web Browser Integration is not selected (see Figure 2-1).

Figure 2-1 Uncheck Web Browser Integration
AOPS User Guide, June 17, 2003 Page 3
2.1.2 Definition of a Resource
The old AOPS Reporting system treated Boats, Cutter Boats, and Cutters as unique resources
with very unique reporting requirements. AOPS has changed to manage each resource equally.
Therefore, the data capture process is fundamentally the same regardless of the type of resource
the user is reporting.
AOPS only captures resource hours, allowing the unit to report the performance of only
one mission at any given time. Employment hours were determined by the Coast Guard to
be unnecessary in justifying resource utilization, and therefore, were eliminated.
2.1.3 Activity Logs
In the past, cutter users would attach a copy of the AOPS Cutter Report Form to the front of their
daily log, summarizing the hours spent on the missions of that day. At the end of the quarter, the
numbers from these forms, which totaled around ninety in number, were added and the quarterly
report was prepared. The source for the numbers was the ship’s smooth log. Boat Stations who
used the CGSWII AOPS Boats application entered their data on a daily basis into a computer log
for the boat, using start and stop times for a mission. The computer then calculated the number
of hours spent on each mission.
AOPS uses a unique Activity Log for each Resource. A Coast Guard cutter with two boats will
have three Activity Logs that must be maintained: one for the cutter and one for each of the two
boats. Within the Activity Log, the user will enter the mission that is currently being performed.
The computer will continue to add resource hours to the last mission designated until a new
mission activity is entered into the log.
One of the major benefits of the common Activity Log structure is that the statuses of all Coast
Guard resources can be determined at any time by generating a summary report of the last
activity entry for all resources within an organizational structure like a Coast Guard Group. A
Group user will merely query the central database to determine the operational status of all of
their cutters' and stations' resources.
New missions and employment categories have been incorporated in the new AOPS application,
and some old employment categories have been omitted or changed. For example, Special A
and Special B employment categories have become Operations in the activity logs. A list of
these missions and employment categories, along with their definitions are contained in
Appendix B, Employment Category Definitions.
2.1.4 Crew Participation in CG Missions
AOPS gives users the capability to assign crewmembers to the resources activities. AOPS
populates the CG unit’s roster of personnel by pulling assignment data directly from the Coast
Guard Human Resource Management System (CGHRMS). By pulling data directly from the
same system that is used to pay and assign Coast Guard members, we eliminate the need for unit
users to maintain or create the basic information on CG members; the maintenance and creation
is already done by PERSRUs. AOPS currently refreshes its rosters from CGHRMS once a week,
AOPS User Guide, June 17, 2003 Page 4
so there is the possibility that a CG member who arrives at a unit one day after the roster refresh
will not show up on their new unit’s roster for six days. Since AOPS has the full listing of Coast
Guard Active Duty and Reservists, users can assign anyone within the Coast Guard to an
activity, regardless of whether the member is assigned to the unit.
2.1.5 Data Submission
In the past, information was gathered, placed in a report, and sent to Headquarters personnel in
paper form on a quarterly basis. With AOPS, users are able to enter mission data daily into the
database and all users are able to view the data as soon as it is entered. AOPS nearly eliminates
the need for paper records and mailed reports.
Since data entered into AOPS is stored in a central database at the OSC, there is no need to
submit quarterly data. However, the Commanding Officer/Officer in Charge (CO/OINC) will
need to verify the reported activities within their unit's resource logs using an approval process
within AOPS, which is discussed in Section 8, Approvals of this guide. The approval should be
done frequently, but must be completed by the approval period dates promulgated in the Abstract
of Operations COMDTINST 3123.1. To eliminate the data entry and validation crunch at the end
of the reporting period, AOPS activity data should be submitted into the database as soon as
practical but no later than two weeks from when the activity took place. Abstract of Operations
COMDTINST 3123.1 details the data submission requirements for Boats and Cutters.
AOPS User Guide, June 17, 2003 Page 5