Data Selection

Once the subject of the analysis has been identified, the analyst must determine what data will be needed to fulfill the requirement. No standard rules can be applied to this phase of analysis. The analyst must choose wisely, ensuring all facts that have a bearing on the subject are included in the analysis. The analyst must also know which report, or combination of reports, will best provide the needed data.

Data Extraction

The extraction of data is usually a mechanical process; certain columns or lines of the report are screened to identify and select the desired data. Selected data are transposed to some type of work sheet to aid in subsequent steps of the analysis. Design of the work sheet should be simple, allow posting of extracted data in a methodical sequence, and provide space for the computation of totals and subtotals as needed.

Translation of Data

The major portion of the extracted data consists of coded entries, which must be translated into meaningful terms before being analyzed. The design of the work sheet should incorporate translation provisions; for example, columnar headings can contain both coded and descriptive information.

Examination of Data

This process involves the detailed study or examination of all of the data. There is no restriction as to who may do an analysis. In many instances it is desirable that an analysis be completed by a person technically qualified in the subject, although this is not always possible. Identical results may often be obtained through teamwork. For example, personnel assigned to QA/A may accumulate the required data, call in a representative from a work center to examine the data, and jointly prepare a report pertinent to the analysis. Regardless of who accomplished the examination, the intent of the detailed study of the data is the same; that is, (1) to determine if a problem actually exists, (2) to identify the factors contributing to the problem, (3) to list possible conclusions, and (4) to suggest possible alternative courses of action.

SUBMISSION OF SOURCE DOCUMENTS TO THE DATA SERVICE FACILITY

Two copies of the document control form (DCF) (fig. 5-12) are prepared each time the reporting activity submits source documents to the data services facility (DSF).

The documents to be submitted are separated, grouped, and counted. The submitting activity enters, in the appropriate line under Forms Count column 1, the number of documents submitted of that category. The DSF will enter the Julian date and time received, signature, and verify the number of documents by entering their count of the document in the Forms Count column 2,

If, during DSF processing, a document is found to be illegible or otherwise cannot be entered, it is returned to the submitting activity for correction. The questionable data elements are circled in red by the DSF. A total of these rejected documents are entered in the forms reject column. Rejected or late documents submitted after the end of an accounting period must be submitted with a separate document control form (DCF). This data will be processed with the next accounting period data. NALCOMIS is a dedicated automatic data processing (ADP) system and precludes the use of DCFs. Refer to the NALCOMLS User's Manual for processing requirements.

LOCAL DATA BASE CORRECTION PROCEDURES

To ensure that your Maintenance Data System (MDS) reports reflect accurate information, you will need to make corrections to MDS source documents that are in error. To discuss every correction procedure for MDS source documents in this chapter would be impossible, but we will discuss the basic correction procedures. For more information concerning local data base correction procedures, you should refer to the latest edition of OPNAVINST 4790.2. Those activities using NALCOMIS refer to the NALCOMIS User's Manual for specific details of local data base correction procedures.

Reporting activities will submit source documents daily to their DSF for processing. The DSF will enter data from source documents and produce daily audit reports (DARs). If problems are encountered during the data entry, the DSF circles the data element in red that cannot be