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Dod Instruction 1336.5

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Dod Instruction 1336.5 Department of Defense INSTRUCTION NUMBER 1336.5 May 2, 2001 USD(P&R) SUBJECT: Automated Extract of Active Duty Military Personnel Records References: (a) DoD Instruction 1336.5, "Automated Extract of Active Duty Military Personnel Records," March 26, 1999 (hereby canceled) (b) DoD Instruction 1120.11, "Programming and Accounting for Active Military Manpower," April 9, 1981 (c) Title 38, United States Code (d) DoD 5400.11-R, "Department of Defense Privacy Program," August 31, 1983 (e) through (k), see enclosure 1 1. REISSUANCE AND PURPOSE This Instruction reissues reference (a) to update policy, responsibilities, procedures, and information requirements for reporting of active duty military personnel records. 2. APPLICABILITY AND SCOPE This Instruction applies to: 2.1. The Office of the Secretary of Defense (OSD), the Defense Human Resources Activity (DHRA), the Military Departments, and the Chairman of the Joint Chiefs of Staff. The term "Military Services," as used herein, refers to the Army, the Navy, the Air Force, and the Marine Corps. 1 DODI 1336.5, May 2, 2001 2.2. The Coast Guard, when operating as a Military Service in the Navy or by agreement with the Department of Transportation (DoT), and the Commissioned Corps of the Public Health Service and the National Oceanic and Atmospheric Administration, by agreement with the Departments of Health and Human Services and Commerce, for submission of active duty Uniformed Service personnel records in support of reporting for the Defense Enrollment Eligibility Reporting System (DEERS). 2.3. All active duty personnel counted and reported as part of official Active component strength as defined in DoD Instruction 1120.11 (reference (b)). 2.4. All personnel excluded from military strength: prisoners of war, missing personnel, deserters, prisoners in civil or military confinement for 6 months or more, and personnel on appellate leave (with or without pay). 2.5. For additional reporting required by enclosure 5: 2.5.1. All Active Guard or Reserve personnel counted and reported as part of official Reserve component strength who are participating in or associated with a personnel tempo event or activity. 2.5.2. All Reserve component personnel who have been ordered to active duty and are participating in or associated with a personnel tempo or activity. 2.5.3. All Regular and Reserve retired personnel, whose retirement is based on length of active duty service, who have been ordered to active duty and are participating in or associated with a personnel tempo event or activity. 3. POLICY 3.1. It is DoD policy to maintain a centralized database of active duty uniformed personnel. That database provides information for research, actuarial analysis, inter-Agency reporting, and evaluation of DoD programs and policies. In addition extracts of the database are used in DEERS to create and modify demographic and service information in the Defense Manpower Data Center (DMDC) Person Data Repository core subsystem and eligibility information in the Montgomery GI Bill (MGIB) (Chapter 30 of reference (c)) satellite database and the Centralized System for Prior Service Enlistment Eligibility Information. 2 DODI 1336.5, May 2, 2001 3.2. The requirements and procedures prescribed by DoD 5400.11-R (reference (d)) must be followed to safeguard the personnel data in that reporting system. Individuals having access to identifiable personnel information may be held personally responsible and punishable for making unauthorized disclosures. The database is subject to computer matching programs, as regulated by the Privacy Act. Computer matching is done with other Federal and non-Federal agencies for such purposes as to verify eligibility for benefit programs, determine continued compliance with benefit program requirements, and effect adjustments to or recover improper payments made to or delinquent debts owed by current and former military members. 4. RESPONSIBILITIES 4.1. The Under Secretary of Defense (Personnel and Readiness) (USD(P&R)), consistent with DoD Directive 5124.2 (reference (e)), shall: 4.1.1. Provide overall policy guidance for DoD reporting of active duty military personnel. 4.1.2. Ensure that the Director, DHRA, serves as custodian of automated extracts of military personnel records and provides data quality control analysis and reporting, inquiry capabilities, and administrative and computer support. 4.2. The Secretaries of the Military Departments shall ensure that the Military Services implement this Instruction. 5. PROCEDURES 5.1. At the option of the Military Service and with concurrence of the DMDC, reporting may be accomplished through electronic data transfer or by magnetic tape cartridge submission. All reports shall be submitted following the procedures specified in enclosure 3. 5.2. All Master Files and regular Transaction Files shall be formatted as described in enclosure 4. The UIC Address File shall continue to be reported in the current Service-specific format. The Personnel Tempo Transaction File shall be formatted as described in enclosure 5. 5.3. Regular reporting requirements are as follows: 3 DODI 1336.5, May 2, 2001 5.3.1. At the end of each month each Military Service shall prepare separate Enlisted and Officer Master Files or, optionally, a Combined Master File, and a UIC Address File. The master files shall reflect the status of the members listed in paragraphs 2.3. and 2.4., above, as of the last day of the month. 5.3.2. At the end of each reporting cycle, not less than weekly, each Military Service shall prepare separate Enlisted and Officer Transaction Files or, optionally, a Combined Transaction File. The transaction files shall include all personnel status change records and personnel data change records processed during the reporting period. Optionally, a Military Service may prepare separate Status Change and Data Change Transaction Files for the reporting period. A personnel status change record shall be reported for each active duty (active strength) gain, loss, enlistment extension, and immediate reenlistment. A personnel data change record shall be reported whenever there is a correction to a member's social security number or a change in a member's name, pay plan, pay plan grade, assigned unit, and/or duty unit. 5.4. Additional reporting requirements for some personnel listed in paragraph 2.3., above, and for all personnel listed in paragraph 2.5., above, are described in enclosure 5 and will be submitted at the end of each reporting cycle, not less than weekly. 5.5. Data standards, developed in support of DoD data administration policies as established by DoD Directive 8320.1 (reference (f)), approved following the procedures prescribed by DoD 8320.1-M-1 (reference (g)), and maintained by the Defense Information Systems Agency in the DoD Data Dictionary System (DDDS), shall be used where specified. (Note that in a few instances reference is made to data standards developed under the previous DoD data standardization program and documented in DoD 5000.12-M, "DoD Manual for Standard Data Elements," October 1986, which was canceled in 1988.) The Military Service failing to comply either with data standards registered in the DDDS or with the coding instructions, herein, shall be responsible for data interchange conversion costs. 5.6. Acronyms used in this Instruction are listed and defined in enclosure 2. 6. INFORMATION REQUIREMENTS 6.1. The reporting of active duty military personnel records has been assigned Report Control Symbol (RCS) DD-P&R(AR)1221 in accordance with DoD 8910.1-M (reference (h)). 4 DODI 1336.5, May 2, 2001 6.2. All Master and UIC Address Files shall be submitted within 20 calendar days of the end of the month. All Transaction Files shall be submitted within 5 calendar days of the end of the reporting period. 6.3. The reporting of Personnel Tempo data required by paragraph 5.4., above, and described at enclosure 5 of this Instruction, has been assigned Report Control Symbol DD-P&R(Q)2077 in accordance with DoD 8910.1-M (reference (h)). The first reports for enclosure 5 shall be effective October 1, 2000. 7. EFFECTIVE DATE This Instruction is effective immediately. Enclosures - 5 E1. References, continued E2. Acronyms E3. Submission Instructions E4. Record Format: Master and Transaction Files E5. Additional Personnel Tempo Reporting Requirements 5 DODI 1336.5, May 2, 2001 E1. ENCLOSURE 1 REFERENCES, continued (e) DoD Directive 5124.2, "Under Secretary of Defense for Personnel and Readiness, USD(P&R)," October 31, 1994 (f) DoD Directive 8320.1, "DoD Data Administration," September 26, 1991 (g) DoD 8320.1-M-1, "Data Element Standardization Procedures," April 2, 1998 (h) DoD 8910.1-M, "DoD Procedures for Management of Information Requirements," June 30, 1998 (i) DoD 7000.14-R, "DoD Financial Management Regulation," Volume 7A, "Military Pay, Policy, and Procedures: Active Duty and Reserve Pay," July 1996 (j) Title 10, United States Code (k) DoD 7045.7-H, "FYDP Program Structure," Book I, January 1996 6 ENCLOSURE 1 DODI 1336.5, May 2, 2001 E2. ENCLOSURE 2 ACRONYMS ADS Active Duty for Support AFQT Armed Forces Qualification Test AFR Air Force Reserve AFS Air Force Station AFSC Air Force Specialty Code AGR Active Guard or Reserve ANG Air National Guard ARNG Army National Guard AOCS Aviation Officer Candidate School AQD Additional Qualification Designator ASI Additional Skill Identifier ASVAB Armed Services Vocational Aptitude Battery CHSPE California High School Proficiency Examination DEP Delayed Entry Program DFAS Defense Finance and Accounting
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