Jetting off on leave

Volume 48, No. 14, August 10, 2006

JET SET: PMKeyS will make life easier with electronic leave applications and approvals for Air Force personnel. Photo by Sergeant Kevin Berriman.

AIR FORCE members can now apply for their leave electronically via the PMKeyS Self Service (PSS) system.

The new service is progressively being rolled out to PSS users following a successful three-month pilot across the three Services late last year, and a supplementary trial in various deployable units across Australia earlier this year.

It will enable members to apply for their leave online and to track their leave, including details of days owing and a record of their leave history.

The service is accessed by logging on to PSS and selecting the ‘My Leave>Apply for ADF Leave’ link (or ‘Leave (Mgr)>ADF Leave Approval’ for managers/supervisors) under the self-service menu.

Fiona Davidson, the Assistant Director PMKeyS Business Analysis and Process Improvement, said the new system mirrors the current AD097 ADF leave application and incorporates information such as free travel, pay transactions and the management of security rosters.

“At present, the [leave] system is limited to annual and war service leave, short absence from duty, short absence for removal, trainee and travelling leave for recreation or compassionate reasons,” she said.

“Travel on posting is to be added in November and consideration will be given to expanding it to include other absence types.

“By mid 2007, members can expect access to payment summaries and the display of reportable fringe benefits amounts for civilian and ADF members.”

WOFF Patrick O’Shea from the Directorate of Military Administration - Air Force said that while the current system works well, as a paper system it is manpower intensive.

“The PSS method will probably cut the current processing time by at least 50 per cent. Also, under the PSS method, as soon as a member submits an application, their supervisor is alerted by a generated workflow email message. They can then approve or deny the application on the spot.”

The new system will provide a number of advantages; application cycle times will be reduced as applications and approvals occur in PSS in real time; applications can’t get lost in the mail; a more complete audit trail is generated; there will be an immediate reduction in leave liability; there will be greater management visibility of subordinates’ leave to support managerial responsibilities; and in-built data validation and error checks at the point of entry by the member and supervisor will improve the overall accuracy of data entered.

“There is no more chasing paper,” WOFF O’Shea said.

“The new system is coming and once people have done a couple of them they will never want to go back to the paper system.”

WOFF O’Shea and FSGT Lex Roberts are about to conduct a number of road shows at the major bases. They have already briefed DGPERS-AF and 92WG and have received positive feedback. He said there were a few issues but these were to be expected as the processes are ironed out.

Access to the PSS is only available via the DRN. Accessibility by ADF members is an issue that will limit full take up of the system, however, initiatives are being explored to improve access for remote and deployed ADF members. A DEFGRAM will be issued shortly.

WGCDR Jay Clarke from DMA-AF said that at present about 60 per cent of Air Force can access the new system.

“AFHQ, RAAF Base Edinburgh and a few other units have access,” he said. “However, by the end of September, all Air Force personnel with access to the DRN will be able to use it.”

A number of information tools have been placed on the DMA-AF website and a copy of the powerpoint presentation used by WOFF O’Shea and FSGT Roberts will be included.

The site is http://defence.intranet.defence.gov.au/raafweb/sites/DMA-AF/. More information is at: http://defweb.cbr.defence.gov.au/pmkeys/PMKeyS_Self_Service/Overview_ADF_Leave_Func.pdf.

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