MCTFSPRIUM 2-20115 - USER ROLES AND PERMISSIONS WITHIN THE UNIT DIARY / MARINE INTEGRATED PERSONNEL SERVICE (UD/MIPS)

Paragraph 20115, Chapter 2 of the MCTFSPRIUM. Reproduced from the 2026-06-01 manual snapshot (source file 20115_USER_ROLES_AND_PERMISSIONS_WITHIN_THE_UNIT_DIARY_MARINE_INTEGRATED_PERSONNEL_SERVICE_UDMIPS.md). Verify against the live manual before reporting a transaction: Open the PRIUM on MOL (MOL access required).

Source text

Section 1

When assigning users to each role, Commanders must ensure that each user role is assigned to personnel in accordance with the limitations set forth in this Manual. Refer to the MCTFS FoS Access Policy and Procedures, Section 9 for official policy concerning UD/MIPS access controls. There are three roles that are assignable within UD/MIPS: Preparer, Reviewer, and Certifier/Certifying Officer. Account provisioning is initiated and managed through Naval Identity Services (NIS). The user or the user’s designated supervisor must initiate the request in NIS for review and approval by the appropriate Information Owner (IO). Requests for Preparer, Reviewer, and Certifier entitlements are approved by the local IO for the Reporting Unit, consisting of the Certifier Commander (COM) and Certifier Account Provisioners. Assignment as the COM within UD/MIPS is approved by the regional IO (MISSO Manager). Apart from the COM, all new user accounts are disabled by default within the UD/MIPS application upon NIS approval. The COM or a Certifier Account Provisioner must action the account within the UD/MIPS “Manage Users” module to enable access.

Section 2

UD/MIPS User Roles. The three user roles are outlined in detail below. While several permissions are available to be assigned to each user role, Certifying Officers can determine which permissions they do or do not wish to assign to each member.

a. Preparer. Preparers require an initial review of section assignment(s) and application privileges upon account activation by the COM or a Certifier Account Provisioner. Preparers may additionally be assigned to a restricted Type Transaction Code (TTC) list at this time.

(1) Create and edit unit diary transactions.

(2) Change the individual unit diary transaction status to 'Open' or 'Worked'.

(3) Create and apply a note to a unit diary.

(4) Change the transaction section.

(5) Create and/or edit Accession transactions.

b. Reviewer. Reviewers require an initial review of section assignment(s) and application privileges upon account activation by the COM or a Certifier Account Provisioner.

(1) Open, move, and delete transactions.

(2) Create and apply comments to transactions.

(3) Create and apply a note to a unit diary.

(4) Change the individual unit diary transaction status to 'Open' or 'Worked'.

c. Certifier. (Includes Certifier Account Provisioners)

(1) Create and apply comments to transactions.

(2) Change individual transaction status to 'Open', 'Worked', 'Rejected', or 'Certified'.

(3) Change the unit diary status to 'Open', 'Finalized', or 'Certified'.

(4) Create and apply a note to a unit diary.

(5) Line out previous comments.

d. Commanding Officer. Commanding Officers are assigned the role of Certifier as outlined above. While the “Type” of account being assigned to Commanding Officers is “CERTIFIER”, it is designated by the additional attribute of “COM” listed under the column with the same heading. Requests for the Certifier Commander (COM) entitlement in NIS must be accompanied by a copy of the assumption of command letter, or Appointment Letter in the case of a Personnel Administration Center (PAC) director, submitted as a Trouble Ticket through the MOL Trouble Ticket Service (TTS). Only one individual may be designated as the Commanding Officer for each unit. Upon approval of a new Certifier Commander in NIS, the entitlement is automatically revoked from the previous individual.

Section 3

Separation of Duties (SOD). Maintaining the appropriate segregation and separation of duties is vital to the integrity of the personnel reporting process. To ensure compliance, SOD is strictly enforced through two distinct mechanisms:

a. Naval Identity Services (NIS). NIS systemically prevents the request or assignment of multiple entitlements for a single user within the same reporting unit/Reporting Unit Code. Users may only hold one active entitlement commensurate with their rank, grade, and responsibilities. For example, to appoint an existing Reviewer as a Certifier, the user's current Reviewer entitlement must be formally revoked in NIS prior to initiating the new request for the Certifier entitlement.

b. UD/MIPS. The UD/MIPS application validates SOD rules during every individual transaction and unit diary certification attempt. For example, if a user creates a transaction while acting as a Preparer and subsequently attempts to certify that specific transaction or its associated unit diary after being reassigned as a Certifier, the application will prevent the attempted action and return an error message to the user.

Section 4

Account Maintenance, Review, and Termination.

a. Annual Review. Annual review of UD/MIPS entitlements is performed entirely within NIS. Each user’s supervisor, as designated in NIS, is required to complete a review of the user’s access. Annual review periods will be announced in advance of the scheduled event. At the conclusion of the review period, if the designated supervisor fails to complete the user review, all associated entitlements will be systematically revoked.

b. Inactivity. Account inactivity is monitored by the UD/MIPS application. In the event of account suspension due to non-use of the entitlement, the local COM or Certifier Account Provisioner may unsuspend the account and reenable the user’s access to the application. After seventy-five (75) days of continuous inactivity, the entitlement is systematically revoked. Requests to unsuspend a COM account when no Certifier Account provisioner at the local level exists may be submitted to the regional MISSO.

c. Transfer or Separation. The transfer or separation of users is monitored by NIS. Upon a user's transfer, the designated supervisor will have 30 days to review the user’s entitlements in NIS for reauthorization or revocation. If no action is taken, all entitlements are systematically revoked. In the event of Common Access Card (CAC) deprovisioning, all user entitlements are immediately revoked.

d. Termination of Entitlements. An entitlement may be revoked at any time when initiated by the individual or the designated supervisor. In the event an appropriate supervisor is not designated for the user’s identity in NIS, assistance is available through the Navy Enterprise Service Desk (NESD). Deactivation of a reporting unit in UD/MIPS will automatically result in the revocation of all associated user entitlements.

Section 5

DD Form 577 (Appointment/Termination Record - Authorized Signature). Certifiers, to include Certifier Account Provisioners, require the completion of an electronic DD Form 577 Appointment prior to being provided with associated permissions. Upon initially accessing the UD/MIPS application, the appointee will be systematically prompted to electronically sign for acknowledgement of this appointment. Commanding Officers (Battalion/Squadron level or higher) may delegate the authority to sign documents affecting pay to Directors of Personnel Administration Centers or equivalents in writing.