Challenge:  When we first met with our customer -- a high-level defense agency with about a dozen different subordinate organizations -- it was relying on multiple formats and systems to collect, store, and track its personnel and organizational data. The administrative staff responsible for managing the data -- and using that data to produce reports for executives and regulatory oversight purposes -- was using a combination of local desktop databases, local copies of spreadsheets, paper documents maintained in file cabinets, and numerous other tools. Moreover, each operating unit had a large number of administrative reporting requirements they adhered to that were unique to their organization, and each had to produce standard reports for the agency. The customer clearly had a need for automated technology and business process improvements to help manage this cumbersome process. And with elevated security concerns after 9/11, the agency needed a tool that could effectively manage its total workforce, not just on-site personnel.

Solution:  Due to the complex and sensitive nature of the data, the customer needed a robust, reliable, and secure systems architecture. A multi-user environment was a must -- and flexible reporting capabilities were needed to meet executive management's ever-changing needs. Our overall approach was to develop a custom solution based on industry best practices, risk and schedule management, and the phased deployment of high-priority functional capabilities. Prior to considering any specific technical solutions, we began to develop process and data models, and then gathered and validated baseline functional requirements. This approach has proven very effective in avoiding false starts and costly revisions. Another benefit is greater user acceptance. QSMI's software design team, working closely with the customer, determined that an Organization Management tool was necessary. The system would be developed and deployed incrementally -- and in function-specific modules. First, we developed core system modules to manage people, positions, and organizational structures. Second, we constructed a robust reporting engine. Third, we built additional modules to manage security clearance data, parking permits, and contract data. Ten months later, the first release of the Enterprise Personnel Tracking System (ePTS) was successfully deployed. To address security, deployment, and functionality concerns, we designed the first releases as client-server applications. As the technology matured, we migrated the system to a Web services-based architecture on a module-by-module basis.

Result:  The ePTS has dramatically changed the way this agency does business on a day-to-day basis. Procedures and processes are now standardized and automated, which has heightened organizational efficiency. The agency has reaped numerous other benefits, including:

• Significantly enhanced information sharing and availability.
• Access to accurate and up-to-date information on a real-time basis.
• The ability to manage and track its entire workforce with unprecedented simplicity.
• Greater insight into employees' activities and performance.
• Assured compliance with OPM guidelines and DoD directives.

Most notably, ePTS was received with such overwhelmingly positive feedback, it has grown from a single-office-use tool to an enterprise-wide application that's looked to as the gold-source for mission-critical information.

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