Using Navy Personnel system

Navy Personnel Systems

How to View and Verify Your Online Personnel Records

This brief is current as of 14 MAR 2012.

Before we get started…

 Some of you already know how to use Navy personnel
systems online. For you, this training will provide a review and
update.
 For those of you who are unfamiliar with online personnel
systems, this training will introduce you to the steps required
to view and verify your online personnel records.
 For command leaders, this training will familiarize you with
training materials that can be used in future command
indoctrination and training events.

2

Introduction

 Navy personnel records document your Navy career.
 It is VERY IMPORTANT that you routinely and periodically
verify that the information displayed in your personnel records
is ACCURATE and COMPLETE.
 Use information provided in the following slides to view and
verify the personnel information displayed in your Official
Military Personnel File (OMPF) and your Electronic Service
Record (ESR).

_TIP_________
Personnel Records are
used by Selection
Boards to determine
your retention and
advancement
opportunities.

3

Paper turned into
Electrons Your paper Field
Service Record is
going, going,
gone!

Today, your service record
information is maintained in
two primary systems: Field Service Record
2.Official Military Personnel File
(OMPF)
3.Electronic Service Record
(ESR)

Official Military Personnel File

Electronic Service Record
4

Official Military Personnel File (OMPF)

 OMPF contains electronic images of documents generated
throughout your career, from time of entry until final
separation.
 Every Navy officer and enlisted member has an OMPF, which
is accessed via BUPERS Online (BOL).
 BOL is located at https://www.bol.navy.mil.
 OMPF documents your Navy career:
- Performance
- Professional History
- Personal Information _TIP_________
- Training, Education and Qualifications OMPF documents are
the primary images
- Privileged and Adverse Information viewed by Selection
Boards.
- Separation and Retirement

5

Frequency of Enlisted Record Update

 Some OMPF documents are generated from data stored in
your Electronic Service Record (ESR).
 Personnel documents should be submitted to OMPF at the
time they are generated.
- EXCEPTION TO THE RULE: Awards, Training and Qualifications, and History
of Assignments data is printed from your ESR and submitted to OMPF only
when you reenlist or when you separate from service.
- IMPORTANT: If you are going before a Selection Board and there are significant
transactions in your ESR that are not in your OMPF, submit printed copies of
ESR pages (NAVPERS forms) with your package to the Board.

_TIP_________
Routinely verify your
ESR data printed and submitted to OMPF OMPF is accurate and
Dependency Data (submitted to OMPF as form NAVPERS 1070/602) complete. See your
Member Data Summary (submitted to OMPF as form NAVPERS 1070/886) Personnel Office, CPC
Training Summary (submitted to OMPF as form NAVPERS 1070/881)
or PSD when items are
missing or incorrect.
Honors and Awards (submitted to OMPF as form NAVPERS 1070/880)
6

Selection Boards review OMPF documents

Enlisted Officer
Administrative Remarks Awards, Decorations, and Medals
Adverse Information Educational Data / Transcripts
Assignment and Classification Fitness Reports
Awards, Decorations, and Medals Letters of Appointments and Promotions
Education and Training Miscellaneous Professional History
Enlisted Performance Data Photograph (most recent)
Enlistment / Reenlistment Data Privileged Information, Adverse Material,
Family Advocacy Program, Medical Boards,
Miscellaneous Professional Service History
Physical Evaluation Boards, etc.
Separation and Retirement
Qualifications

Reserve Status

Types of Selection Boards Service Determination, Separation, and
Retention, Advancement, Continuation (Officer Retirement
and Enlisted), Special Programs, Special
Promotions, Screening.
7

Action: Access your OMPF

 You have automatic access
to your OMPF.
 Log in to BOL at
https://www.bol.navy.mil
 Select Official Military
Personnel File (OMPF) –
My Record.

8

Action: Navigate and View OMPF Documents

1
Click headings to sort by Form Name, Subject, Document Date, etc.

Click several boxes and select the green arrow to view multiple documents.
2
3 Click on a highlighted row to download individual documents.

9

Action: Sort by “Field Code”

 OMPF documents are assigned a “Field Code” based
on the type of information in the document.
 Documents in Field Codes 30 through 38 are provided
to enlisted Selection Boards for review.
- See BUPERSINST 1430.14F, BUPERSINST 1070.27B,
and MILPERSMAN 1070-080

 To verify ALL OMPF documents are available to the
Selection Board, sort by Field Code desired.
 If documents are duplicated, illegible Field Codes provided for
or missing, or if you discover another Enlisted Selection Board Review
30 Procurement, Enlistment/Reenlistment
person’s document misfiled in your 31 Classification and Assignment
OMPF, take immediate action. 3 Administrative Remarks
4 Separation and Retirement
- For more information, go to the NPC website 5 Professional Service History
at https://www.npc.navy.mil. Hover over 35 Enlisted Performance Data
Career Info. Click Records Management > 36 Training and Education
Military Personnel Records > Document 37 Decorations, Medals and Awards
Correction. 38 Adverse Information
10

Action: Verify Performance Records

Field Code 35

1
To view Performance Records, enter “35” in the
“Field Code” box and filter ( ) with the
word “Contains”.

_TIP_________
Ensure the evaluations Sort by “Document Date” to ensure no 2
and fitness reports
documented in OMPF evaluations are missing.
maintain “continuity”
and none are missing
(see next page).

11

Action: Verify Evaluation Continuity

1
Click FITREP/Eval Reports on BOL Application Menu.

2
Click Performance Evaluation Continuity.

Verify no “Missing Periods” and no
3 gaps over 30 days.

4
Verify Board eligibility. If blank, you are not
being considered by a Board.
12

Action: Verify Training, Education, Quals

Field Code 36

1
Review Qualification History.

Download individual documents to verify all
Warfare Quals are documented in OMPF.
2

IMPORTANT: Warfare Qualifications awarded since 2006 are entered into your ESR and listed on the ESR Member Data
Summary page. This information is available to Selection Boards only if you submit a copy of your Member Data Summary
with your letter to the Selection Board. When printed, this page becomes NAVPERS 1070/886.
13

Action: Verify Personal Awards

Field Code 37

1
Verify all Personal Awards are listed.

_TIP_________
Ensure personal awards
documented in OMPF
match those reflected
on the U.S. Navy
Awards website (see
next page).

14

U.S. Navy Awards
Click PERSONAL AWARDS.
1

2
Run Personal Awards Query to view and verify Awards.

3
View Personal Awards FAQs and Updating Personal Awards.

 U.S. Navy Awards is located on the Internet at https://awards.navy.mil.
 Use information provided to submit updates and corrections (see #3 above).
15

Action: Verify Field Code 38 (Adverse Info)

Field Code 38

Enter “38” in the Field Code box 1
and filter with the word “Contains”.
2
If you have zero results,
that’s a good thing!

Other Useful Field Codes
39 Emergency Data (NAVPERS 1070/602)
41 Security Clearances and Investigations
See MILPERSMAN 1070-080 for more information
Take immediate action to
NOTE: Sometimes an adverse Page 13 will
remove Adverse Information be filed in Field Code 32. Check there, too.
filed in your record by mistake!
16

Action: Review OMPF Routinely

 Periodically, verify your
official record is accurate
and complete:
- Verify 6 months prior to
Selection Board review.
- Every few years, order a CD
copy of your OMPF and
place it in a safe and secure
place (order through
BUPERS Online).
 Work with your Personnel
Office, CPC or servicing
PSD to update your record,
as necessary.

17

Action: Update or correct your OMPF

 Your OMPF reflects documents that have been received,
reviewed, and accepted as an official document.
- If you discover a duplicate document or a document that belongs to
someone else, you may contact NPC directly to have the error
corrected.
 For information helping you correct your OMPF, go to the NPC
website at https://www.npc.navy.mil (see next page).
- Hover over Career Info. Click Records Management > Military
Personnel Records > Document Correction.
- Hover over Career Info. Click Records Management > Military
Personnel Records > Document Submission.

IMPORTANT
 Actions taken to update OMPF will not automatically update other personnel systems, such
as Navy Awards or ESR.
 You may be required to update each personnel system individually.
18

NPC website provides supporting resources

Go to www.npc.navy.mil to find resources helping you view
1 and manage the career information displayed in your
Navy Personnel Records.
19

Electronic Service Record (ESR)

 ESR contains electronic data representing some, but not all,
of the information previously held in the paper Field Service
Record.
- ESR allows you to view information contained within the Navy
Standard Integrated Personnel System (NSIPS).
- NSIPS contains pay and personnel information entered by your
command and/or servicing PSD.
 Periodically, usually at specific career milestones such as
reenlistment, separation or retirement, ESR information is
printed, signed and electronically submitted to your OMPF.

20

Action: Establish your ESR account

 Active Duty Sailors – Officer
and Enlisted – must establish a
"Self-Service" ESR account.
 Ashore versus Afloat
- All Sailors establish their ESR account
ashore: https://nsips.nmci.navy.mil/
- Afloat Sailors should establish a
second ESR Afloat account for use
underway: http://nsipswebafloat

 The “ESR QuickStart” will help
you establish your account(s).
_TIP_________
 If you need assistance, contact Find QuickStarts and
other user aids on the
the NSIPS Help Desk. NPC website. From the
- (877) 589-5991 homepage, click NPC
- nsipshelpdesk@navy.mil Quick Links > Career
Toolbox.

21

View ESR data, beginning on the Home Page

 Navigate the ESR Home Page using links provided.

ESR Home Page
Left Navigation Bar

ESR Home Page
Main Menu
22

Action: View ESR data

 Links provided under
V iew are read-only, which means
that you cannot enter or change
information displayed.
 V iew functionality allows you to
verify information submitted to the
Navy Standard Integrated Personnel
System (NSIPS).
 If you discover errors, contact your
Personnel Office, CPC or servicing
PSD.

23

Action: Verify “Dependency Data”

Dependency Data
Includes dependency data for spouse,
children and parents, Emergency Contact,
and Beneficiaries for unpaid pay and
allowances, death gratuity, etc.

When updated, your Dependency Data is printed as form NAVPERS 1070/602 (Dependency Application/Record of
Emergency Data, or “Page 2”) and submitted to OMPF. (Print your own copy, using button at bottom of page.)
24

Action: Verify “Member Data Summary”

Member Data Summary
includes Security eligibility and status,
Current Assignment, Dependents
Information, Education (AFQT scores),
NEC History, Warfare Qualification History,
Promotion History, etc.

Periodically, your Member Data Summary is printed as form NAVPERS 1070/886 and submitted
to OMPF. (Print your own copy, using “Print Form” button at bottom of page.)
25

Action: Verify "Training Summary"

Training Summary includes
Civilian education, Navy training,
Navy eLearning courses,
Certifications, PQS, etc.
NOTE: for Warfare Quals, review your
“Member Data Summary” page.

Periodically (Reenlistments, Retirements, Separations, etc.), your Training Summary is printed as form NAVPERS
1070/881 (which, along with NAVPERS 1070/880, replaces the old Page 4) and submitted to OMPF. (Print your own
copy, using the “Qualification History” button at bottom of page.)
26

Action: Verify "Honors and Awards"

IMPORTANT
If data entries are “Not Verified”, request your
Personnel Office, CPC or PSD to investigate. (You may be required
to provide documentation to support Verification approval.)
Information “Not Verified” will NOT print on NAVPERS forms.

Periodically, your Honors and Awards are printed as form NAVPERS 1070/880 (which, along with NAVPERS 1070/881,
replaces the old Page 4) and submitted to OMPF. (Print your own copy, using button at bottom of page.)
27

Action: Verify Performance data

Your signed FITREP/Eval is mailed to NPC by your
command. Once verified, it is submitted to OMPF.
Additionally, information is extracted and sent to your
ESR.
•Click View All to review past reports.
•NOTE: Narrative comments are not entered into ESR
and can only be viewed in OMPF.

Performance
FITREP/Eval performance
marks, recommendations,
etc.

28

How to print documents from ESR

1. At the bottom of ESR pages, look
for and click on buttons provided. 1

2. When pop-up message opens,
click “OK”.
2
3. Go to “NSIPS Report
Manager” on the left
navigation menu. 3
4. Click “Refresh”
several times, then 4
click “View” when
the button appears.
5. Locate the PDF
file and click to
view and print 5
your document.
29

Action: Review ESR routinely

 Every six months review your ESR and verify that it contains
accurate and current information.
 If you discover errors or missing information, contact your
command Personnel Office, CPC or servicing PSD.

IMPORTANT
 Actions taken to update your ESR will not automatically update other
personnel systems, such as Navy Awards or your OMPF.
 You may be required to update each personnel system individually.

30

Caution and a Warning: You must
Safeguard Personal and Private Information

Your records contain Personally Identifiable Information (PII).
- PII is any information that can be used to distinguish or trace your identity.
- Examples of PII include, but are not limited to:
• Name
• Social Security Number (SSN)
NOTE: Full and partial SSNs associated with a name are especially sensitive and commonly found on
many of your service record documents.
• Date of birth, home address, home phone number, personal email address
• Family data
• Religion, Race, National Origin
• Fingerprints, Photographs
• Performance Rating
• Security Clearance
• Leave balances, types of leave used
• Financial and Medical Information

IMPORTANT
Take special care to safeguard sensitive personal elements and all medical and
financial information from persons without a need to know.
31

Action: Protect your PII

Protect PII using the following best practices:
- Share PII only with those who have a need to know.
- Store PII in a locked container, in a locked space, or on an encrypted
hard drive.
- When sending an email containing PII or attachments with PII, you must
Encrypt and digitally Sign the email.

- Destroy any document or electronic file containing PII if you don’t need it.
Keep only what is absolutely required.

IMPORTANT
 Personnel documents contain personal and private information that can be misused
for a variety of purposes, including identity theft.
 You must retain service record documents in a safe, secure place!
32

Summary

 Your Navy service record is maintained in two systems:
- OMPF contains official documents
- ESR contains personnel data
 You should review OMPF and ESR routinely and take
necessary action to update missing or inaccurate information.
- Actions taken to update OMPF and ESR will not automatically update
other personnel systems. Each system must be updated individually.
- Sources of support are your Personnel Office, CPC or servicing PSD.
- The Navy Personnel Command (NPC) website provides helpful
information (www.npc.navy.mil).
 You must protect your personnel documents by storing in a
safe, secure space.

This is a product of the OPNAV N16 Fleet Introduction Team with support from BUPERS-803 and PERS-313.
Please address comments and feedback to Ms Elizabeth McGrath, elizabeth.mcgrath@navy.mil
33

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