Acts III: announcing the latest version of the Air Force IG collection tool

The Automated Case Tracking System (ACTS) is an Air Force Inspector General tool to collect all IG investigative and administrative activity Air Force-wide. ACTS is the primary data collection tool for IGs at all levels. IGs create an entry in ACTS for any action defined as an investigation, referral, assist, dismissal or transfer.

ACTS is designed to assist IGs at every level to accurately track, manage and analyze IG complaint trends and findings, and to advise commanders on appropriate action to take on those trends. On Jan. 1, 2004, ACTS III replaced ACTS II+ as the primary collection tool.

ACTS III stores all complaint data in a central repository and is accessible via Microsoft Internet Explorer from any computer in the .mil domain. Access is limited to authorized IG staff members and controlled with password-protected user accounts. To gain access, authorized users should contact their designated ACTS III system administrator or their major command IG Complaints Resolution (IGQ) Office.

ACTS III benefits IGs at all levels in several ways. One key benefit is ease of maintenance. ACTS II+ updates were implemented by individual users on their stand-alone installation, numbered air force and MAJCOM systems with tools provided by SAF/IGQ. The update process was prone to error, stemming from inadequate instructions and users with low ACTS II+ familiarity or proficiency. In contrast, ACTS III updates are implemented centrally without burdening individual users.

A second benefit of ACTS III is that it eliminates datacalls. With ACTS II+, installation IGs were required to prepare and submit datacall files to higher-level IGs twice each year. Each subsequent IG office would consolidate the data it received and submit it to the next higher-level IG. In addition, for each case tracked by IGs at several levels, numbered air force and MAJCOM IGs spent precious time reviewing datacall entries to resolve duplicate and incongruent data about those cases. In contrast, ACTS III data resides in one central repository, and a single electronic record is used by all interested IGs to record and track data about a single case. With ACTS III, datacalls are a thing of the past, and all IGs can shift focus from datacalls to more productive efforts.

A third benefit of ACTS III is that it reduces the need for some of the case tasking, transfer and notification letters. With ACTS II+, all case taskings, transfers and notifications to other Air Force IG offices required the sender to prepare and send an appropriate letter to the receiving IG office.

It is still critical for the sending IG to speak with the receiving IG to ensure case transfer goes smoothly. However, ACTS III allows notifications to be transmitted within the system and reduces the need for separate standalone letters. As the ACTS III system matures, even fewer letters will be needed.

Finally, ACTS III reduces some duplication of effort that was inherent in the ACTS II+ design. With ACTS II+, if a case was transferred from one IG office to another, the receiving IG would re-record basic case information (for example, complainant's name and unit) in their stand-alone ACTS II+ database. Since ACTS III allows all interested IG offices to record information about a given case in one electronic record, IGs only record basic case information once in ACTS III. If other IGs subsequently need to track that case, the basic information will already reside in ACTS III.

To aid the user community, the ACTS Working Group developed a user's manual and an ACTS III quick-start reference. Both tools are available in the ACTS section of the SAF/IGQ home page, https: //www.ig.hq.af.mil/igq/ACTS/ IGQACTS.htm. The manual can also be downloaded from within the ACTS III system. In addition, SAF/IGQ plans to provide an ACTS III overview session during the Installation Inspector General Training Course.

While ACTS III is a very sophisticated application, it is still in its infancy, and plans are in place for multiple capability upgrades. The ACTS III Training Briefing in the ACTS section of the SAF/IGQ home page outlines the planned upgrades. IGs and their staff members should route ACTS III questions and recommended upgrades to the ACTS Working Group representative on their MAJCOM staff. The representatives will consolidate and forward feedback to SAF/IGQ, which will use it to guide future ACTS III improvements.

Major Ortiz is Chief Policy Team, Secretary of the Air Force Inspector General Complaints Resolution Directorate. He's been with the directorate for two years.

Maj. Carlos Ortiz SAF/IGQ juan.ortiz@pentagon.af.mil

COPYRIGHT 2004 Air Force Inspector General
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