The Computerworld Honors Program
Honoring those who use Information Technology to benefit society
LOCATION:
Alexandria, VA, US

YEAR:
2007

STATUS:
Laureate

CATEGORY:
Government

NOMINATING COMPANY:
SAIC

ORGANIZATION:
US Army Human Resources Command

PROJECT NAME:
interactive Personnel Electronic Records Management System (iPERMS)

Short Summary
interactive Personnel Electronic Records Management System (iPERMS) – program to redesign U.S. Army personnel management business processes - Official Military Personnel File - used by commanders and human resource managers for decisions concerning Soldier’s continued service and career - fielded to Active, Guard, and Reserve Components.

Mission Statement - A comprehensive, coordinated, and sustained effort supporting the Army’s Personnel Transformation that migrates PERMS to a web-based environment and offers the Army human resources (HR) community, commanders, and Soldiers online personnel record access and electronic document input capability.

The U.S. Army’s Personnel Electronic Records Management System (PERMS) was established for all U.S. Army Components (Active, Reserve, National Guard), as a means for providing electronic document management of the Official Military Personnel File (OMPF). Realization of the U.S. Army’s vision for iPERMS will provide a consolidated and centralized personnel records management system for all Army Components while supporting the Army’s Personnel Transformation initiative in accordance with DoD 5015.2-STD. Through the automation of many operational and administrative processes, iPERMS will provide self-service for many functions, thus providing better service to all Army Components accessing soldier records.


Introductory Overview
The interactive Personnel Electronic Records Management System (iPERMS) is the Army Human Resources Command’s technology refresh for PERMS.

The iPERMS utilizes a web-based application with a unified user interface that provides encrypted, end-to-end, secure, remote access to, input to, and retrieval of, documents from the Official Military Personnel File (OMPF) and other personnel folders/subfolders via the Army Knowledge Online (AKO) portal at any time from any place in the world.

The iPERMS Records Management System provides storage of, controlled access to, and safeguarding of the OMPF and other personnel folders/subfolders residing in iPERMS to include a Soldier’s photograph in a safe and secure environment.

The iPERMS is the Army’s authorized electronic records repository that supports the Army’s Human Resource (HR) Management life cycle of a Soldier. The authoritative source documents/images are managed and stored in a Group 4, Tagged Image File Format (TIFF) meeting the current National Archives and Records Administration standard for archiving images of documents. The iPERMS employs WORM (write once, read many) technology. Once an image of a document is imported into iPERMS the image cannot be changed or altered. Audit controls are in place to provide a history of activity related to each document.

The retention period for the OMPF is 62 years after the date of retirement, discharge, death in service, or 62 years after the completion of military service obligation (MSO). The date for transfer of ownership of OMPF to the National Archives is 62 years.

To support the realization of the Army’s vision, the PERMS Program is pursuing ten specific goals and twenty-one strategic objectives to be achieved in future releases of iPERMS.

The scope of iPERMS is based upon criterion as defined by all three components of the Army. This criterion has been used as the foundation for systems success and includes:

- A web-based system with a unified user interface that provides for secure remote access to record images and a seamless integration among the Army components. Information accessed over the Internet will be encrypted.
- Online and real-time updates to profiles for the Soldier or records administrator. The system, through the administration interface, allows for updates to any of the Soldier or records administrator profiles. This includes changing what records can be viewed, how long they can be viewed, and the disabling of a profile restricting the ability to view any record.
- Interstate records access and record transfer between Army components. The system allows a controlling organization (such as NGB) to access and view records from any subordinate domain (such as a MILPO) with proper authorization while not interfering with the domain rules for access. Records transfer between the domains is completed automatically when the transfer information is recorded in the Army personnel database (ITAPDB, SIDPERS).
- A unified corporate interface allows for the import and export of data. The system defines the format, contents, and structure for the information exchange.
- Access to all records stored in Legacy PERMS regardless of the storage media. This includes data that have been archived to off-line optical platters along with the on-line records.


Benefits
Has your project helped those it was designed to help?   Yes

What new advantage or opportunity does your project provide to people?
Army Active-duty records for enlisted personnel were stockpiled on paper and microfilm in Indianapolis; officers’ records in Alexandria, Va.; Army Reserve records in St. Louis; and National Guard officer records in Arlington, Va. Each state stored its own paper records for National Guard enlisted personnel. In the past, soldiers in search of promotion would request copies of their official file by phone or mail, then wait days or weeks for delivery. Updates to the records also involved a prolonged process via mail, facsimile, and/or telephone. Soldiers could shorten the delay only by taking leave to travel personally to one of the four record centers. Loss, damage, or misfiling of paper contributed to the expenditure of hundreds of man years per year managing the personnel files. Personnel actions to support our soldiers could easily be delayed due to inaccessible records. Decisions reliant upon file reviews were hampered by lack of immediate access to pertinent records. Costs of physical storage and the protection of paper records from accidental permanent destruction, i.e., fire, became significant components of the Army O&M budget. iPERMS has freed up Army labor resources, cost and manpower, from support type functions, and enabled more resources to be applied directly to the core Army mission. Electronic interfaces to other Army systems has improved processing time and reduced the proliferation of redundant paper copies throughout personnel service organizations.

The original PERMS introduced an IBM client-server architecture with optical jukebox technology for document storage. The architecture was improved by inserting Redundant Array of Independent Disks (RAID) storage in front of the optic store.



Has your project fundamentally changed how tasks are performed?   Yes

How do you see your project's innovation benefiting other applications, organizations, or global communities?
iPERMS provides authorized access to the Army personnel file to managers and soldiers from any location where you can connect to the internet with a web browser. The document image archive is linked to the Army personnel database and implements secure access through secure hyper-text transfer protocol (https://). User access is enabled thru the Army Knowledge Online (AKO) login and password. iPERMS relies on the AKO Lightweight Directory Access Protocol (LDAP) and Web Services (WS) Security for exchanging authentication and authorization data. Federal Agencies and the other Armed Services may also obtain access to iPERMS. System interfaces exist with the following applications: Defense Personnel Records Imaging System (DPRIS), Army Recruiter Information Support System (ARISS), Officer Efficency Report System (OERS), Army Orders System (AORS), Reserve Component Automation System (RCAS), Standard Installation Division Personnel System (SIDPERS), Integrated Total Army Personnel Database (ITAPDB). iPERMS provides process workflow automation that will route the needed information to the appropriate user. The workflow processes include steps similar to scan, index, validation, quality control, and problem resolving. The process will be enhanced to allow ad hoc routing, structured routing, timed responses, route splitting, suspension of work, and reassignment of work. If a follow-on queue/process is not available, the workflow process should continue to allow operations and forward the information when the processes/queue are available. The workflow process should be extendable to organizations that supply structured data to iPERMS.

The Army currently has initiatives investigating the use of electronic forms. iPERMS should provide an interface to the Forms Content Management Program. This includes the input, storage, management, and authentication of forms-based data in accordance with the required Government standards and regulations.


The Importance of Technology
How did the technology you used contribute to this project and why was it important?
The PERMS program introduced digital imaging technology and optical storage archive to modernize Army Personnel Records Management. Initial system deployed operational as of December 1992. Over the past 15 years, PERMS has been on the leading edge of imaging and storage technology. Through the vision and leadership of the Army Program Managers, technology upgrades have continually been made part of the product baseline. Many system upgrades occurred: Network Attached Storage (NAS) to improve response time performance in delivery of document images to users; introduction of web services and end-user display in browser mode; expansion from legacy PERMS at four separate Army sites to the iPERMS architecture of a central Records Management System (RMS) with decentralized activity at the original four Records Centers and the addition of the National Guard Joint Task Force Headquarters at each State and Federal Territory.

• In 2000, the PERMS PMO completed the migration of all active OMPF from optical platters to Network Attached Storage / Redundant Array of Inexpensive Disks (NAS / RAID), providing high-speed document retrieval along with a File Transfer Protocol (FTP) capability for the electronic transfer of records.
• NAS / RAID enabled PERMS to provide Soldiers the capability to view their OMPF online (October 2001).

Legacy PERMS hardware, software, and connectivity have evolved over time. Today, PERMS has increased communication between sites through the use of Army networks. The primary storage technology for service member records is Network Attached Storage (NAS), with optical jukeboxes used as a backup device. The scanning devices used are Kodak medium and high-end scanners that fit on a desktop and require little attention during the scanning process. Additionally, remote processes allow documents to be electronically sent in from around the world through Fax, Email, and Digital Sender devices. The documents are tracked through an Informix database. Service members and other authorized parties can access records online, on demand, anywhere in the world. Today, much of the proprietary code from the initial deployment still exists, with many modifications and updates having been incorporated. Newer code uses C++ and an object-oriented design approach. Code for accessing records via the Web has been developed in JAVA, incorporating J2EE technologies.

Essential Features that are implemented with iPERMS:

• Have a records management system that encompasses the entire life of a record in conformance with Regulation DoD 5015.2-STD.
• Provide the capability for all components to rapidly transfer and deploy Soldiers when situations require such actions.
• Restrict access to a single or aggregate of Soldier records to only the necessary individuals.
• Provide more capability to increase Soldier awareness and self-sufficiency.
• Provide functional access to personnel records for all levels of management.
• Improve quality and accuracy of records.
• Allow all Army components to maintain and control their records in support of federal mobilization requirements.
• Provide one central repository for all Army personnel records.
• Provide for a seamless exchange of records between the components.
• Build systems to be robust, fault-tolerant, modular, and scalable.

Current new technology insertion for iPERMS includes High Availability and clustering to increase application availability and robustness. Clustering for the Web and database servers have been added to the system configuration. The majority of the changes require license upgrades, software upgrades, and configuration changes which pertain to Weblogic clusters, Oracle, and Sun Cluster software.

Workflow tools will be integrated by the iPERMS technical team to provide a mechanism to script automated process for specific business rules for iPERMS and associated customers as defined.
New technologies, including data warehousing and data mining, will be assessed and considered by the iPERMS technical team to provide additional content access and analysis functions to iPERMS.


Originality
What are the exceptional aspects of your project?
Access Control: iPERMS Domain Managers (Records Custodian) or Domain Administrators have the capability to grant access to the OMPF and folders/subfolders stored in iPERMS to functional managers/users who have the requirement to access a Soldier’s record to conduct official business. For example, a Retention NCO or Career/Guidance Counselor has a requirement to review a Soldier’s record, specifically a previous enlistment document, DD Form 4 or a discharge document, DD Form 214. Access can be granted to view a specific Soldier’s record or limit a view just to the service part of the OMPF record or even to the document/image in a folder, DD Form 4 or DD Form 214. In addition, the system auditing features provide the Domain Manager with the ability to trace user actions and document workflow history.

• AKO provides the basis for user authentication and the single point of entry for the Army HR community, commanders, and Soldiers
– New users are validated before being allowed to enter the system
– Additional attributes affecting authorized access will be stored locally
• SSL (Secure Sockets Layer) is the basis for data encryption
• LDAP (Lightweight Directory Access Protocol) and Web Services (WS) Security are the vehicles for exchanging authentication and authorization data

Remote Document Input: Utilizing Web-based Scanning and Web Upload allows distributed workload which permits the scanning of documents, indexing of images and viewing those images at the point of origin with a secure (Secure Socket Layer) mode of transmitting images from the point of origin to the Soldier’s Record. For example, a Retention NCO or Career/Guidance Counselor needs to store/file reenlistment documents in a Soldier’s OMPF. The NCO or counselor can scan and index (name, SSN, document type, and effective date) and view images prior to electronically importing to a Soldier’s OMPF or folder/subfolder in minutes.

How is it original?
The Army project was a first of its kind among the DoD component Personnel Records Centers. Compared to Navy, Marine, Air Force, Coast Guard or other DoD agencies, the Army interactive Personnel Electronic Records Management System (iPERMS) was the first system to digitize Personnel Records, implementing optical archive technology, and today offers the most effective application of its kind for soldier record keeping and career management.

Just as the soldier has the ability to view their own OMPF online, a similar iPERMS Personnel Transformation initiative is to provide commanders and personnel managers online access to view certain documents in the soldier’s OMPF. This web-based application provides authorized users in the personnel community access to view selected documents in the personnel records of the soldiers they support. This iPERMS Personnel Transformation initiative allows the Army to completely eliminate the need for maintaining paper personnel files in the field by providing access to an electronic personnel file.

• Provides a new records management business tool for the personnel community
• Offers commanders and personnel managers the capability to securely view their soldiers’ personnel records via the Internet
• Enables the Army to eliminate the Military Personnel Records Jacket
• Gives the personnel community access to personnel records; anytime, anywhere
• Offers world-class customer service to commanders and personnel managers
• Enhances Army’s personnel records management function

The implementation of iPERMS digital imagery supports the Army’s Personnel Transition to a paperless environment. Document archiving and retrieval is being replaced by data dynamically inserted into form templates for display to the end user.

The Army’s vision is for a single, consolidated PERMS that satisfies the requirements of both centralized and distributed Army components. This initiative is iPERMS.


Is it the first, the only, the best or the most effective application of its kind?   First

Success
Has your project achieved or exceeded its goals?   Exceeded

Is it fully operational?   Yes

How many people benefit from it?   3700000

If possible, include an example of how the project has benefited a specific individual, enterprise or organization. Please include personal quotes from individuals who have directly benefited from your work.
Benefit: All soldiers, Active Army, National Guard, and Reserve.
iPERMS is installed at HRC Alexandria (primary site) with network connectivity to the Army component records centers in St. Louis and Indianapolis, plus connectivity to each Army National Guard Military Personnel Office (MILPO) at the 50 states and 4 Federal Territories

The system currently maintains 3.7M records, 92.5M documents, 17.8 Terabytes of storage for Active, Guard, Reserve, and Retired Soldiers. The cost to build and maintain the system to date was ~$46 per beneficiary, and the annual maintenance and sustainment mode equates to $2.70 per beneficiary. As more Soldiers are brought into the Army and more retiree records are maintained by iPERMS, the ROI will increase.

As more Soldiers are brought into the Army and more retiree records are maintained by iPERMS, we should see an increase on the ROI.

The iPERMS objective is to provide world class support to the total Army Human Resources Command’s personnel records mission by:
• Meeting the Title 10, United States Code (USC) (Armed Forces) requirement
• Meeting Title 44, USC (Records Management by Federal Agencies) requirement
• Meeting Title 5 USC Section 552 a (b) (1), Records maintained on individuals (“Privacy Act of 1974”).
• Providing OMPF Online self-service; supporting the Soldier self-service concept
• Providing electronic MPRJ/MPF for daily Soldier activities by ARNG and Army Reserve
• Being the repository for other Army programs (Combat-Related Special Compensation program and Army Recruiting Information Support System)
• Providing online secure remote access and document input
• Enabling Career Managers to managing the force
• Partnering with USAAC and USAREC to implement a paperless import process of enlisted Accession and Enlistment documents
• Providing secure real-time online support to Army customers
• Be authoritative Source for:
- Selection boards
- Database data validation
- Veterans claims, benefits, and entitlements
• Providing secure online source support to other

How quickly has your targeted audience of users embraced your innovation? Or, how rapidly do you predict they will?
Since the system was fielded to the various sites the soldier has been embraced the system by making certain that their records are correct before they go before promotion boards. The personnel managers have embraced the system identifying and resolving problems within the soldier records. Input to the system has been pushed down to the lowest levels minimizing the impact on the records centers.

Scan Operators, Indexers, Quality Control Operators, and Problem Resolution Operators work for the Records Custodians. There is a Records Custodian at each site. In some cases, the System Administrators work for the Records Custodian; in other cases, they work through a separate organization. Corporate Customers are from other organizations, Army or otherwise, that use PERMS records as their input. Soldiers are all Army Personnel covered by PERMS. The Army PERMS Program Manager is responsible for the development and deployment of PERMS.

To speed the input process, reduce mailing costs, and reduce processing costs, remote users are given the pathway to send images to iPERMS by electronic means. These customers may already have the images in an electronic format as a product of their local processing. Others may have the ability to scan documents before sending them in. iPERMS introduced web scanning and web upload from the point of origin, where the document is created.

Average number of images uploaded per day (Dec 06):
Officer - 1,200
Enlisted - 9,200
Reserve - 13,900
National Guard – 19,800
Accessions Cmd - 9,000
CRSC – 5,100

Number of Web hits to iPERMS on a single day (12 Nov 06):
Army: ~ 2.4K
NGB: ~ 17K

Most Web hits and logins for one month (soldiers, career managers, and the VA) (Dec 06): ~ 1.49M

Web hits for the year 2006 (as of 12 Nov): 7.97M


Difficulty
What were the most important obstacles that had to be overcome in order for your work to be successful? Technical problems? Resources? Expertise? Organizational problems?
Leading edge of technology — often products were first version, or did not have the full functionality needed for the Army requirement. Traditional resistance to organizational change — “this is how we’ve always done it” — creative training with change management overtones mitigated that challenge.

Often the most innovative projects encounter the greatest resistance when they are originally proposed. If you had to fight for approval or funding, please provide a summary of the objections you faced and how you overcame them.
All standard obstacles appeared: Perceived loss of control over records; fear of workforce cutbacks. How overcame: The team focused on how service to the soldier was improving, how the records centers could do more for the soldier than just file and retrieve paper documents.
Digital/Visual Materials
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