IPERMS_INSTRUCTOR GUIDE - SSI Learning Resource Center



REFERENCE GUIDEFOR INSTRUCTORS AND STUDENTSInteractive Personnel Electronic Records Management System (iPERMS) January 2015This Reference Guide is for Instructors and Students which will provide information that is required to:Access the SSI iPERMS training database.Define the actions that instructors and students must complete prior and during classroom instruction. TABLE OF CONTENTSTOPICPAGEWhat is iPERMS? 4Accessing SSI iPERMS 5Input Roles and Management Roles 9 Scan Operator 9 Authorized Official16 Record Manager18 Record Review Tool (RRT)18Need-To-Know Information for Instructors/Students22What is iPERMS? The Interactive Personnel Electronic Records Management System (iPERMS) is used by Soldiers, Records Managers (RM) and HR professionals to provide encrypted, end-to-end, secure, remote access to, input to, and retrieval of, documents from a Soldier’s Army Military Human Resource Record (AMHRR) and DA photo. iPERMS is the official electronic repository for Army personnel records.Certified under DODD 5015.2.In compliance with USC 44.Offers worldwide accessibility to authorized personnel into a Soldier’s Personnel Record.Paper/microfiche personnel records of Soldiers separated prior to 2002 are maintained at the National Personnel Records Center (NPRC) (a part of the NARA), website: .The AMHRR is a permanent record and remains under Army control for 62 years from a Soldier’s final separation date (to include retirement, separation and death). On the first day of the 63rd year, the record is transferred to the control of the NARA. Accessing SSI iPERMS Training DB1. Access the SSI iPERMS training database via this link: . 2. Users must complete the Mandatory iPERMS web-based training at for Scan Operator (SO), Authorized Official (AO), and Record Manager (RM) before accessing the training database. Further instructions are provided in Supplement 3.3. Click “I Accept” on the SSI iPERMS consent page.4. After reading the Training System Instructions, click the “Certificate Login” tab for access to iPERMS using your CAC. 5. Two screens will appear simultaneously “Connection to AKO for Certificate verification” and “Select a Certificate”. Click the appropriate digital certificate and click “OK”.6. Enter your “Pin” and Click “OK”.7. Click “I Accept” which signifies your understanding of the Privacy Act of 1974. 8. Click “your AKO user name” under “Login as Yourself.” If your AKO user name is not under “Login as Yourself”; request access through your Domain Administrator (DA).NOTE: See the section “Need-to-Know Information for Instructors/Students” for granting users access to the SSI iPERMS Training System.Input and Management Roles9. In iPERMS, there are five (5) Input Roles and four (4) Management Roles:Input Roles. 1) Scan Operator (SO).2) Index/Validation (I/V).3) Verifier (VR).4) Quality Control (QC). 5) Field Operator (FO).Management Roles.Problem Resolver (PR).Domain Manager/Administrator (DM/DA).Authorized Official (AO).Record Manager (RM). All roles work together to ensure that documents are transferred to electronic image files thatcan be retrieved and viewed in a Soldier's official record.NOTE: The roles of Scan Operator (SO), Authorized Official (AO), and Record Manager (RM) are the primary roles that will be facilitated in the classroom and that the field users will typically have. HRC is in charge of the other roles. Scan Operator (SO)10. A Scan Operator (SO) scans a Soldier’s documents to create an electronic image file of each document.? iPERMS will place the image into a batch that is then indexed by HRC with data references for future retrieval. The following SO functions are covered in-depth below:Understand the Scan Operator Role. Configure Web Scanning (if applicable).Understand Image Format. Add Documents to the System. Manage Rescans. Use the Action Menu.Understand the Scan Operator Role.The Scan Operator allows the user to perform Web scanning and manage rescans.Scan Operators must ensure that documents are prepped correctly and scanned properlyin order to produce superior images.3) Like most roles, the Scan Operator is assigned by a Domain Manager (DM) or DomainAdministrator (DA).? You will know what roles are available to you when you login to iPERMS.4) Document Preparation Procedures and Tips:When prepping documents for scanning, be sure to:Remove staples, paper clips, and any other paper fasteners.Remove sticky notes.? If the sticky note has important information on it, make a copyof it and scan the copy.Trim jagged edges with scissors to produce a smooth edge.Repair tears with tape.Straighten any bent or folded pages.? Photocopy delicate pages. Inspect documents to make sure that they:Are authorized for inclusion in a Soldier's permanent record.? AR 600-8-104,Appendix B redirects users to websites where all Key Supporting Documents (KSD)/Entitlements Matrix (authorized documents) are kept current.? Refer to the websites for the most updated Authorized, KSD/Entitlements Matrix (Supplement 2 is an example of the KSDs); which are updated consistently on:HRC, ASRB Web pageS1 Net on MilBoook Web pageDo not include the personal information of other Soldiers (e.g. A promotiondocument listing multiple Soldier names and SSNs should reflect only the information of the Soldier whose file you are preparing. Group documents by Container IDs, Document Type, or Soldier record to makethem easier for Indexers to process.Keep each batch size to approximately 50 pages or less, if possible.Align papers before loading them into the Automatic Document Feeder tray onthe scanner to avoid jams.Be aware of the page load limit for your particular scanner.Check the scanner for directions on how to load the paper so that the image willbe captured.? If the documents you scanned appear as blank images, you may have loaded the pages incorrectly. NOTE: If you do not need to “Configure Web Scanning”, then go to the next section “Understand Image Format”. b. Configure Web Scanning.1) Before installing any of the Web scanning components, please ensure that the followingsystem and user requirements are met: (check with DOIM/IT). a) The workstation should be running Windows XP and Internet Explorer 6 with Service Pack 2 or later. b) The install these components you must be logged onto the workstation as an administrator.? Consult DOIM/IT for help if you are not an administrator. c) You must have an AKO user name to be assigned a role(s) in iPERMS. d) The workstation must have Intranet/Internet access to the IQC server. e) The workstation must have a supported scanner installed using TWAIN drivers. 1. You must install the software and scanning components to use Web scanningfunctions, and can access them from any input role. 2. Login to the iPERMS Training System. 3. The iPERMS training – Select Role screen appears. 4. Click on the Scan Operator Role. The All Soldier Records screen is displayed. f) From the Batch Manager window you will see the “Install JRE and LEAD” tools button.? The iPERMS Installer window appears, listing three items to install: 1. Sun JRE 1.4. 2. Scanner Certificate. 3. Image Viewer Software.NOTE: To install each item, click its link and follow the directions. 2) To install JRE 1.4:a) Click “Install Sun JRE 1.4.”b) Click “Yes” in the Security Warning dialog box.c) Click “Download Now” on the Java Installation Page.d) Click “Begin Download”.e) Click “Yes” if the security warning appears.f) Click “Verify Installation”.g) Click the “Back” button on the browser to return to the iPERMS application to install theremaining items. Warning: DO NOT install the Google Toolbar. During installation, make sure the Google toolbar option is NOT selected. It will prevent Web scanning from working properly.To install the Scanner Certificate:a) Click “Scanner Certificate”.b) Click “Open” on the security warning.c) Click “Install Certificate”.d) The Install Certificate Wizard launches.e) Click “Next”.f) Verify that the option to allow for automatic selection of the certificate store is selected.g) Click “Next”.h) Click “Finish”.I) Click “Yes” on the security warning.j) A message appears indicating that the input was successful.k) Click “OK”.l) The message disappears and the Certificate Information window remains.m) Click “OK”.To install the Image Viewer:a) Log onto the workstation as a local administrator. b) Open “Internet Explorer”.c) From the Internet Explorer menu, click “Tools”.d) Select “Internet Options”.e) Click the “Security” tab.f) Select “Local Intranet”.g) Click “Custom Level”.h) From the Security Settings Window, change the settings for the following ActiveX controls:1. Enable automatic prompting for ActiveX controls.2. Enable binary and script behaviors.3. Prompt download signed ActiveX scripts.4. Prompt download unsigned ActiveX controls.5. Prompt initialize and script ActiveX controls not marked as safe.6. Enable run Active X Controls and plug-ins.7. Enable script ActiveX controls marked as safe for scripting.When all settings are changed, click “OK”.Click “Yes” on the security warning.Close “Internet Explorer”.Log on to iPERMS and select the “Scan Operator” role. Click the “Install JRE and LEAD” tools button. Click “Install Viewer Software”.Click “Yes” in the Security Window. The Image Viewer is installed. c. Image Format.A TIFF file is the only image file type accepted by iPERMS for digitized documents.? IPERMS will allow only TIFF files.? If you try to add any other file type, you will get an errormessage that the system only accepts 300 dpi, monochrome images with CCITT group IV compression.Work with your DOIM/IT to make sure that your scanner is set up correctly to produce TIFFimages.To convert an image to a TIFF, use a TIFF converter or follow these steps using aWindows-based operating system:Open the image in whatever program created it.Print to the Microsoft Document Image (MDI) Writer.Choose a location to save the MDI file.Open the MDI file and save as a TIFF. The system has the ability to split multi-image TIFFs. For example, if you upload a multiimage TIFF that has three images in it, iPERMS will separate that file into three separate images.?This is especially helpful if the file contains documents for various Soldiers and document types. d. Add Documents to the System.With the Scan Operator, Index/Validation, Verifier or Quality Control roles assigned, youmay use Web scanning to add documents into iPERMS from any workstation with a supported scanner.?? Web scanning can be performed from anywhere in the world, at any time, as long as usershave the required software, equipment, network environment, and user permissions outlined in this section. Users may add documents through:Scanning.Uploading Images.Web scanning allows a user to scan documents and send them to the Index/Validationqueue for indexing, or index the batch after it is scanned.? Please review the Indexing section in this training guide if you are unfamiliar with the tools and the process.First, make sure you login as a Scan Operator.In the Rescan Batch Manager window, click the “Create Batch” button. (The IndexBatch window opens. A unique Batch ID is assigned to the batch.). On the Batch Editing toolbar, click the “Scan Images” button. (The IQC Web ScanOptions menu screen appears.If more than one scanner is available, select a scanner source.If you have two-sided documents, select duplex (If your scanner is not a duplexscanner, selecting this option will not enable duplex scanning).NOTE: Image threshold settings should only be changed if you find that your images are too dark or light to be read easily.? Follow the instructions on the screen to determine what threshold settings to use.5) To scan documents:a) Load documents into the Automatic Document Feeder in the order you want them to be scanned.?b) Click “Scan.” (A message appears asking if you want to run the application even though the certificates do not match.).c) Click “Run”.? d) Click “Finish” after all pages have been scanned and the scan status view indicates that the scan was successful. (Images are viewable and index data fields appear.).e) Check each image to ensure that it has good visual quality. The first image will show in the Image View window.? Click the “Next Image” button to view each image.f) If an image is not acceptable or unnecessary, you can delete it.g) To delete an image:1. Click to select the poor quality image.2. Click the “Delete Document” button. (A message appears asking if you are sure you want to delete the selected document and all of its images.).3. Click “Yes”.4. If necessary, reload the document in the scanner, adjust the image threshold settings and scan it again. h) Name your batch with a naming convention approved by your organization that contains information about its contents in a clear, concise way.Example 1: If you are scanning a batch of award documents for a specific unit, you could name the batch: AWD 61st Civ Spt.Example 2: If scanning a batch for one Soldier, you could use the person’s last name and the last four digits of his or her SSN: Testssn1234. i) In addition to the “Batch Name” field, there is a “Container” field and a “Comment” field.? You may use the “Container” field to track batches.j) You may use the “Comment” field to communicate information to an Indexer if you will not be indexing the batch yourself.k) There is also an option for you to select a batch priority.? This will only be changed in rare circumstances as your supervisor directs.l) The rejection menu is also in this portion of the screen.? To understand rejection code usage, review the Indexing and Quality Control modules in this training guide.m) When all images have been reviewed for quality, you are certain that all documents were scanned, and the batch is named properly, you may save the batch.n) To save a batch: 1. From the Action Menu, select “Save Work”. 2. Click the “Do Selected Action” arrow. o) At this point, you have two options: 1. Send the batch to Index/Validation. 2. Index the batch. p) The upload images option allows you to create a batch using images saved on your computer or network. This option is available because some users share a scanner with several people or they may receive files by email or CD-ROM.? q) To access image upload: 1. From the Batch Manager window, click the “Create Batch” button. 2. Click “Upload Images.” (The Upload Image screen displays and allows user to select up to 12 image files per upload event.? Continue uploading until all desired images are in a batch.). 3. Click “Browse for Image 1”. 4. Select the file you want to upload. 5. Click “Open.” (The file information is added to the Upload Image screen.? You may Repeat steps 3 through 5 for each file you want to upload.). 6. After all images are selected; click “Add Now”. r) You may continue adding images, then queue the batch to Index/Validation or index the batch. e. Manage Rescans.1) Some documents are rejected during the Indexing or Verifying process because pages are missing or illegible.? Those documents are put into new split batches and are routed to the rescans queue for resolution.2) You can identify rescan batches by looking at the comment and error fields in the Rescans Batch Manager.3) The comment field will indicate the original batch ID that the documents were split from.?The error field will contain a code that explains why the batch was sent to the rescans queue.4) A chart of the rejection codes may be found in the DA PAM 600-8-104, Table 4-3. (Procedures for checking Scan/Rescan Queue - Active and USAR). See below: 5) Click on a batch number that has errors and view documents.6) Look up the reject code, see the explanation and work on the issue.7) Once the issue is corrected. Delete the document that was rejected and upload thecorrected document.8) Check the document again for errors and then process the batch. This way the documentsare returned to the original batch.9) If the error documents are rescanned separately they will not return to the original batch. 10) Check the Batch Manager Screen for returned batches with errors when you login toiPERMS. f. Use the Action Menu.The Action Menu allows you to perform several actions on a batch. The most commonactions you will use are: Save work.Queue batch to Index/Validation.Finish the batch.To view the Action menu, access the Batch Window by checking out an existing batch orcreating one. To perform an action:Click the “Action Menu” to open it.? Click the desired action.? Click the “Do Selected Action” arrow.?Batch actions:Finished - sends batch to Index/Validation.? Use if you wish to index the batch youcreated.? Save Work - saves your work on the batch.Cancel - cancels your work on the batch and sends you back to the Rescans BatchManager window.Hold for Further Review - keeps the batch checked out in your name.Queue to Quality Control - sends batch to QC.Queue to Index/Validation - sends batch to Index/Validation.? This is the best action touse if you decide not to index the batch.Delete this Batch - deletes the batch.NOTE: Training is provided for the Record Manager Role with Records Review Tool (RRT) Capabilities in the web-based training found at Official (AO)An Authorized Official (AO) may view soldier records using a predetermined set of permissionsor rules granted by a Domain Manager (DM) or Domain Administrator (DA). (View only access).The Authorized Official role provides view only access to a record. This access is given toiPERMS users who need to view soldier records in order to accomplish a task efficiently.The AO role is created when at least one rule is applied to a user. Rules determine the scopeof AO access to soldier records.If more than one rule is assigned, an AO can choose to view records based on a single rule orin a combination of all rules assigned. NOTE: One example of a user group that would need the AO role: in preparation for an E7 promotion board, board members need “view access” to the records for all soldiers eligible for the promotion board.EXAMPLE: The board members must view specific documents to make their decisions, but they do not need access to the entire record. For a promotion review, a DM or a DA can define the access needed and apply a rule or set of rules to those users. Roles and Responsibilities.Records View Only Access.Run Reports.Report a Problem.Records - view only access.Login to the iPERMS Training System.The iPERMS training – Select Role screen appears.Click on the Authorized Official Role. The All Soldier Records screen is displayed. a) Domain access. b) Rules applied. c) Search filters. 1. Any search performed using the All Soldier Records screen will be for all domainsyou have privilege to view. AO may have access to several domains if their workrequires them to view records across domains. 2. You may search records using Authorizations. You have several ways to search. a. SSN. b. Name. c. Add information to Soldier criteria.Run Reports.Once you have the search criteria, select the primary and secondary sort order.If you need to print or save to a file. You have three options:a) HTML Browser/Printable.b) CSV (Spreadsheet).c) XML (Extensible Markup Language).For an example of running a report, Click “Run Report” at the bottom of the page. Click aSSN. The following folders could appear and have subfolders: a) Performance. b) Service. c) State/Territory. d) Deployment/Mob. e) Personnel Records Review (mirrors the categories on the ERB/ORB/SRB and supports the annual record review). f) Finance Records Review (review of military entitlements using the LES as the source document).NOTE: Personnel Records Review and Finance Records Review are new folders. The Personnel and Finance Records Review Folders are the documents that Soldiers will verify with the RMs (preferred method).Report a Problem.As an Authorized Official, you have the authority to create a problem case. If you encounterproblems in records, you may create a case for a DM or DA to resolve. For example, a record may need a document removed. Or, you may need to make acomment about a record that you want other users to read. Case Type Options: a) Comment. b) User Problem. c) Viewer. d) Document Problem. To create a problem case you would do the following: a) On the all records menu, click report a problem. b) From the Type of Problem dropdown menu, select the type of case. c) Description field, explain why the case is created. d) Enter the SSN. e) Enter your email to be contacted about a resolution. f) Select the correct domain to send the case to. g) Click Create Case (case number will be generated) h) Write down the case number for later.NOTE: HR providers must have the Record Manager Role to utilize the Records Review Tool (RRT). You must have the AO role given to you by the DM/DA to access these roles.Record Manager (RM)a. The Record Manager Role was created to facilitate the implementation of the RRT in iPERMS and is intended for the person whose official duties require them to conduct reviews and update documents pertaining to an individual Soldier or group of Soldiers. The RRT is embedded within iPERMS and requires users be granted the “Record Manager” role to access and use the RRT. Additionally, RMs must have Authorized Official (AO) access to receive the RM Role. Records Managers (RMs) are defined as the servicing military personnel divisions (MPDs), battalion or brigade adjutants (S1s), unit administrators, Reserve personnel action centers, or any other individual authorized to service the AMHRR, regardless of component. NOTE: The “How To Guide" () for the RRT directly supports the Records Review requirements outlined in MILPER message 14-046 ( ). NOTE: More information on the Record Manger Role and RRT tool is located on the HRC, ASRB website: : Key Supporting Document (KSD)/Entitlement Matrix is located on the HRC website: : Authorized iPERMS documents are located on the HRC website: Review Tool (RRT)b. The Records Review Tool (RRT) is an automated tool created to assist Records Managers (RMs) in verifying Finance and Personnel documents that are present in iPERMS when conducting a Finance and/or Personnel Records Review. This process is to verify that the finance and personnel documents are filed correctly and legible in the Soldier’s iPERMS, which will greatly enhance records readiness and increase preparedness for upcoming boards. If the DD93/SGLI document is outdated or information has changed the preferred method is to update the document at that time. RRT is the only tool authorized to conduct the annual iPERMS Personnel and Finance record reviews.1) Roles and Responsibilities. a) RMs will initiate/conduct/complete a Finance and/or Personnel Records review using the RRT. b) Run Reports. c) Initiate/Conduct/Add Comments/Complete with CAC signature a Finance and/or Personnel Records Review.2) Login to the iPERMS Training System. 3) The iPERMS training – Select Role screen appears.Click on Record Manager Role, the All Soldier Records screen is displayed. a) There are three tabs at the top of the screen.NOTE: For looking up “SSNs” or “UICs/UPCs” use the Unit Hierarchy information under the “Need-to-Know Information for Instructors/Students” area. 1. Records Tab main screen you have the following: a. Soldier Report Screen.1) Authorized Access section.2) Lookup Soldier by SSN section.3) Report Criteria section.4) Output Controls section.5) Run Report and Reset Form buttons at the bottom of the screen. b. Tabs on the left side of the screen.1) All Soldiers Records Tab. a) All Records Tab (query report search criteria). 1. Click “Run Report” at the bottom of the page. All Soldiers will show. 2. Click “Download” at bottom of the page. 3. Click “OK” to download. 4. Click “OK” for all records report is sent to inbox. 5. Click on the SSN of a Soldier and all their record will appear. b) Report a Problem Tab (where you report issue with Soldier’s record and then click “Create Case” or “Back”). 2) Authorizations Tab (if applicable). 3) DD93s/SGLVs Tab. a) Unit Summary Tab (query report search criteria). 1. Click “Run Report” at the bottom of the page. All UPCs will show. 2. Click on the UPC and Unit Detail Report shows. b) Unit Detail Tab (query report search criteria, have to use UPC).4) Manage Personal Inbox Tab (mail that is received/sent within iPERMS).2. Reviews Tab (This is the starting point for Finance and Personnel RecordsReviews). a. Click on Reviews tab and it takes you to Reviews - List Reviews Screen. b. Click “I Accept” (if applicable). c. On the second Reviews – List Review Screen on the left side there are two tabs: 1) Reviews (first tab). a) Click “List Reviews” Tab (other sort criteria can be done). 1. Click “Run Report” at the bottom of the page. You receive a report with ALL Soldiers Finance and Personnel Records Review Status.2. Click in the status box (ex: “None”). The status can be other than “NONE”. 3. “Initiate Record Review” screen comes up (make a note of the SSNyou will need it for “Lookup Review” or “Initiate Review”). 4. “Soldier’s SSN” is populated. 5. Choose “Review Type”, Click drop down menu. Choose Finance or Personnel Records Review. 6. Then put in the email addresses (.mail.mil) of personnel that need to know about the review. (i.e., Soldier, First Sergeant, Commander, etc). 7. Then in the “Email Type” section, type the Time, Place, Purpose and what needs to be brought with the Solder (i.e., LES, ERB/ORB, etc.). Include any information that is pertinent to the Records Review. 8. Click “Initiate Review”. 9. A Green Banner will show at the top of the screen saying “Successfullycreated the Review for XXX-XX-XXXX of type Finance or PersonnelRecords Review”. 10. “Open Review Tool” will appear at the bottom of the page. 11. Once you click “Open Review Tool”, you will be in the Record Review process. b) Click “Lookup Review” Tab. 1. Soldier’s SSN is a required field. 2. Choose “Review Type”, Click drop down menu. Choose Finance or Personnel Records Review. 3. Click “Lookup Review”. 4. This is the beginning of the Records Review process. c) Click “Initiate Review” Tab. 1. “Initiate Record Review” screen comes up. 2. “Soldier’s SSN” is populated.3. Choose “Review Type”, Click drop down menu. Choices are Finance or Personnel Records Review. 4. Then put in the email addresses (.mail.mil) of personnel that need to know about the review. (i.e., Soldier, First Sergeant, Commander, etc). 5. Then in the “Email Type” section, type the Time, Place, Purpose and what needs to be brought with the Soldier (i.e., LES, ERB/ORB, etc.). Include any information that is pertinent to the Records Review. 6. Click “Initiate Review”. 7. A Green Banner will show at the top of the screen saying “Successfullycreated the Review for XXX-XX-XXXX of type Finance or Personnel Records Review”. 8. “Open Review Tool” will appear at the bottom of the page. 9. Once you click “Open Review Tool”, you will be in the Record Review process. 2) Reports (second tab) “Run Reports” is covered after “exit role’ tab a) Command Summary Tab. b) Unit Summary Tab. c) Unit Detail Tab.3. Exit Role Tab. b) Run Reports. c) Once you have the search criteria, select the primary and secondary sort order. d) If you need to print or save to a file. You have three options: 1. HTML Browser/Printable. 2. CSV (Spreadsheet). 3. XML (Extensible Markup Language). e) An example of running a report, Click “Run Report” at the bottom of the page. Clicka SSN. The following folders could appear and have subfolders: 1. Performance. 2. Service. 3. Finance. 4. State/Territory. 5. Deployment/Mob. 6. Personnel Records Review (mirrors the categories on the ERB/ORB/SRB andsupports the annual record review).7. Finance Records Review (review of military entitlements using the LES as thesource document).Need-to-Know Information for Instructors/StudentsAccessing SSI iPERMS Tng DB to Add Users () 1. Log into the SSI iPERMS training site with your CAC and select your AKO user name, then select the “Domain Administrator in AA” hyperlink. 2. For each class, the instructor must add each student as a new user using their AKO user name. a. Select Add User. b. Type in AKO User Name. c. Select Add. Accessing iPERMS Web-Based Tng DB for mandatory training3. Login to . This is the initial screen when you first login.4. Click “Certificate Login”. 5. Two screens will appear simultaneously “Connection to AKO for Certificate verification”. and “Select a Certificate” . Click the appropriate digital certificate and click “OK”. 6. Enter your “Pin” and Click “OK”.Mandatory Web-Based Training Main Screen7. This the main screen of the web-based training database for the mandatory training. The Web-based training website for Scan Operator (SO), Authorized Official (AO), and Record Manager (RM) is: . You must complete the mandatory training for these roles and have a Certificate of Completion for each. Instructions are provided in Supplement 3.NOTE: To start the required training Click on the “Begin __ Training”. (example: AO, RM, etc.).NOTE: After completion of the training you can go to “My Training”. Click on “View Certificates” and see the Completed Modules. Click “View Certificate” and you see the Certificate of Completion.iPERMS Training Database Classroom Hierarchy Structure8. The following information is a breakdown of the Hierarchy that explains the different domains, how the SSN is structured, and the hierarchy from companies to division. NOTE: SSI AGS students will use the AA domain only. a. Different types of Domains for iPERMS training database.A = Active Army (AA) domainV = Army Reserve (AV) domainR = NG Arkansas (AR) domainC = NG Colorado (CO) domain b. Solder SSN The SSN is also coded to assist the instructor and student in using the same soldier record for the exercise. The first 3 numbers of the SSN are indicative of the training domain. 986 = AA domain985 = AV domain984 = AR domain983 = CO domainThe fourth and fifth numbers indicate the classroom:986-01 = The AA domain, classroom 1985-01 = The AV domain, classroom 1984-03 = The AR domain, classroom 3 983-02 = The CO domain, classroom 2The last four of the SSN indicate the Student number in the classroom and the first through fifth record of the student’s record set for training986-01-0101 = The AA domain, classroom 1, student 1, 1st record985-02-0302 = The AV domain, classroom 2, student 3, 2nd record984-03-1002 = The AR domain, classroom 3, student 10, 2nd record 983-02-0503 = The CO domain, classroom 2, student 5, 3rd record c. Unit Hierarchy The unit structure will be created to allow the student and classroom groupings. Below is an example: UIC Unit Name 01A01 A CO Student01 = Classroom 1, AA domain, student 104V03 D CO Student03 = Classroom 4, AV domain, student 310R48 J CO Student48 = Classroom 10, AR domain, student 4802C12 B CO Student12 = Classroom 2, CO domain, student 12 Below is the configuration of the Unit Hierarchy for Classroom 01:DivisionSCE Brigade01AABattalions01A01B01C01D01ECompanies01A0101B1101C2101D3101E4101A0201B1201C2201D3201E4201A0301B1301C2301D3301E4301A0401B1401C2401D3401E4401A0501B1501C2501D3501E4501A0601B1601C2601D3601E4601A0701B1701C2701D3701E4701A0801B1801C2801D3801E4801A0901B1901C2901D3901E4901A1001B2001C3001D4001E50NOTE: If you are using different classroom (i.e. 02, 03, 04, etc) the first two digits will change from 01 to whatever classroom you are using. NOTE: Each company has 10 students. [i.e. 01A (01-10), 01B (11-20), 01C (21-30), 01D (31-40), 01E (41-50)].NOTE: The Domain Administrator will assign you a UIC for your classroom.iPERMS training database additional training9. The Soldiers listed below are in the iPERMS training database with complete records for additional training. The UICs for these Soldiers are K8701 or K8751. The SSNs are different from the above hierarchy. ................
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