Publication:Sea Talk Spring 2006/Leaving the old leave system

CPOWTR Marsh Quintieri

Taking leave this year? Of course at some stage in the future all of us will apply for leave. How we submit the leave application is the real question.

Two initiatives have been recently implemented by Navy to improve things for everyone. The first was to centralise leave processing at the Military Personnel Administration Centre - Southern Victoria (MPAC-SV).

Navy and Defence Support Group (DSG) conducted a successful trial both ashore and onboard Fleet units resulting in the centralised leave processing model being implemented on April 28. This initiative is also part of the ADF leave remediation program. Consequently, all PMKeyS processing of leave not processed through PMKeyS Self Service (PSS) which will be expanded later, will be conducted through the Centralised Leave Processing model.

How does this affect the sailor? Essentially, the process of applying for leave remains unchanged for the member and the supervisor approving leave. However, once the leave application is approved the leave forms are faxed to MPAC-SV for processing, storage, auditing and archiving.

When fleet units are at sea, leave forms can be scanned and emailed. Centralised leave processing will also build a central repository for all our leave records. There is no need for a Navy Unit to keep any leave documents except the fax cover sheet that MPAC-SV will fax back to the unit confirming receipt.

The benefits of centralised leave processing are significant: Navy will easily meet the audit requirements detailed in Defence Instruction (General) Admin 60-2 and it enables our Naval Police Coxswains to focus on their core functions.

The second initiative, and probably the more exciting, is the extension of the PSS facility to include electronic leave application and processing for shore-based personnel.

Applying for leave online through PSS was trialled at HMAS Cerberus and within the DGNPT organisation in Canberra from Sep 19 to Dec 16 last year. The trial was considered a success with a total of 1800 users submitting 1416 leave applications. So the PSS leave application process was rolled out across the Navy for shore based personnel in July.

Technical limitations mean the PSS leave application will only be available to shore-based personnel with Defence Restricted Network (DRN) access. These members can apply for and have leave approved electronically on the DRN.

Leave transacted in this manner will be entered directly into PMKeyS. There will be no need for members to physically submit leave forms. On the other hand, personnel who are posted to Fleet units and shore personnel who don't have access to the DRN will continue to physically submit leave applications and use the centralised leave processing initiative. The audit trail is significantly improved and the PMKeyS record is the legitimate leave document for audit purposes.

Initially, personnel applying for leave via PSS will be limited to the five most common types:

• A nnual and War Service Leave (FAN);
• Short Leave (FSL);
• Trainee Leave (FTR);
• Short Leave for Removal (FSR);
• Travelling Leave (FTV).

All other leave types will continue to be processed by the centralised leave process.

The 494 Navy personnel working in the Army and RAAF programs will continue to complete an AD097 and submit their applications using the centralised leave processing arrangement until RAAF and Army rollout their own PSS.

The implementation of new technologies will bring about some change to how we do business and initially there may be some discomfort and frustration. However, the processing of leave applications electronically via PSS is a positive move and how most sailors and officers ashore will apply for leave.

For more information regarding the centralised leave process or applying for leave using the PSS facility contact the Defence Service Centre on 1800 000 677.

For more technical guidance contact CPOWTR Gavin Locke, Navy PMKeyS Personnel Administration and Leave Module Coordinator, on (02) 6266 5194.

HMAS Manoora pounding through rough seas in the eastern Australian exercise area during Exercise Ocean Protector 06. Pic by ABPH Joanne Edwards