Navy Eval Form – Fill Out and Use

The original of this document is the property of Navy Personnel Command and. if reproduced, should he considered “uncontrolled. ”

The original of this document is the property of Navy Personnel Command and. if reproduced, should he considered “uncontrolled. ”

V

Record of Changes

The original of this document is the property' of Navy Personnel Command and. if reproduced, should he considered “uncontrolled. ”

VI

2 References

The following documents and publications are referenced in this document:

BUPERSINST 1610.10C

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3 Identification

Title: NAVF1T98A

Abbreviation: NAVFIT98A

Version: 2.002.0030

Hardware Requirements:

Processor: minimum 1GHz

RAM: minimum 512 MB

Disk space: 32 bit-850 GB

64 bit-2 GB

Operating Systems:

All Windows 7 Editions

All Windows Vista Editions

Windows XP Professional

Windows XP Professional x64 Edition

Windows XP Home Edition

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4 System Overview

NAVFIT98A is the current authorized application for use in preparing Enlisted evaluations (EVALS), Chief Evaluations (CHIEFEVALS) and Officer Fitness Reports (FITREPS). SPARWARSYCEN Atlantic (formerly Naval Reserve Information Systems Office) developed the NAVFIT application in 1996 using Visual Basic. NAVFIT98A Version 30 is a technology refreshment with the code transitioning from Visual Basic 6 to Visual Studio 2010. The application resides at the workstation level and stores data using Microsoft Access databases. The required databases are provided with the installation package. These default databases include NF98A.mdb, NF98A_empty.mdb, NF98A_empty.accdb, NF98A_Dte.accdb and NF98A_Dte.mdb which are located at the following directory (C:\Program Files\NavFit98A\Data). The application allows users to create additional databases and store in different locations if desired.

NOTE: Windows 7 will display two ‘Program File’ folders that are listed for the 32 bit and 64 bit versions of the operating system. The folder with (x86) is for the 32 bit version

4.1Application Changes

With the complete rewrite of the application there are some changes or limitations as discussed below:

•Drag and Drop is not available with this version of NAVFIT98A. To move folders or reports use the import and export functions. Details

•Version 30 will only allow six levels of subfolders under a primary folder. Details

•Date entries are no longer free text instead dates are entered with a calendar function. Details

•Field highlighting: Version 30 uses the local workstation Windows Operating System appearance setting. Details

•Form navigation: The Ctrl F/Ctrl B functions to change pages are no longer available instead use the Tab button at the top of the report to move from the front to the back page. Details

•This version of NAVFIT98A will not perform cascading delete actions concerning folders and associated sub-folders. Details

4.2Contingencies and alternate states and modes of operation

The application does not provide any backup or contingencies operations. The user may export data stored as an Access database to a different location.

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4.3Security and privacy

Any performance reports created in NAVFIT98A contain Personally Identifiable Information (Pll). Users must protect this data since the databases used by NAVFIT98A will contain the PII data. We recommend that the folder containing the PII data is password protected to prevent spillage. Other options that a user may consider include:

•Once reports are completed and signed delete all the associated data from the database.

•Export the data to a secure storage site.

4.4Assistance and problem reporting

Contact NPC Customer Service Center at 1-866-U-ASK-NPC or for Hearing Impaired 1-866- 297-1971 with problems related to this application.

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5 Getting Started

NAVF1T98A is considered a NMCI core application (CA) for Non- Classified Internet Protocol Router Network (NIPRNET)workstations. A software application is designated as an NMCI CA if it is part of the Core Build for any particular seat platform on any operating system (OS) (all applications required to deliver any of the base Client Data seats are considered CAs). NAVIT98A is a DON Application and Database Management System approved application. Please check with your network administrator before installing NAVFIT98A on a network workstation. Individuals must submit a Move/Change/Add (MAC) request to have the new version pushed to their Secure Internet Protocol Router (SIPR) workstations.

5.1Installation

1.Uninstall the existing NAVFIT98A application, if applicable

2.Download the NAVFIT98A to a temporary location on your workstation by click on link http://www.public.navy.mil/BUPERS- NPC/CAREER/PERFORMANCEEVALUATION/Pages/SoftwareForms.aspx

NAVFIT98A

NAVFIT98A - Version 30 User's Manual

(NEW) NAVFIT98A - Download Version 2.2.30

(NEW) NAVFIT 98A - Installation Instructions

3. Save the file to the temporary location

4. Double click on the zip file and extract to a location of your choice.

3nAVFIT98v30.zip

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The second way to unzip files in Windows 7 is to use the Unzip Wizard.

a)Right-click the zipped file and select Extract All.

b)Browse to the location where you want to save the unzipped files by clicking Browse if the default location is not good for you.

c)Click Extract to unzip the files.

5.Verify the NAVFIT98A application package contains the following files with the appropriate file extensions:

a.SETUP.EXE

b.NAVFIT98.msi

c.DotNetFX40Client Folder

d.Windowslnstaller3 1 Folder

6.Navigate to the temporary folder where the NAVFIT98A application package was copied

7.Close all open programs in preparation of application installation

8.Double-click Setup.exe to install the NafFit98A application

9.Follow the on-screen instructions as prompted by the installation program. It is recommended that you accept the default location for the software installation. Depending on the workstation's security configuration you may receive a warning message that says the following: “Do you want to allow the following program from an unknown publisher to make changes to this computer." Select the Yes button to complete the installation process.

Welcome to the NAVFIT98A Setup Wizard

The installer will guide you through the steps required to install NAVFIT98A on your computer.

WARNING: This computer program is protected by copyright law and international treaties. Unauthorized duplication or distribution of this program, or any portion of it, may result in severe civil or criminal penalties, and will be prosecuted to the maximum extent possible under the law.

Select Next

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jgJ NAVFIT98A

Select Installation Folder

The installer will install NAVFIT98A to the following folder.

To install in this folder, click "Next". To install to a different folder, enter it below or click "Browse".

Folder:

CAProgram Files\NAVFIT98A\

Install NAVFIT98A for yourself. orfor anyone who uses this computer:

Everyone

Select Next

Select Next

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Select Close

Note: NAVF1T98A Version 30 requires Microsoft .NET Framework 4 Client to operate properly. If your workstation does not have the .NET framework the installation package will install the required software to your workstation.

10.Once you receive the successful installation message, you should find a NAVFIT98A entry in your ‘All Programs’ menu. Select the NAVF1T98A entry internal to the NAVFIT98A menu item to launch the application.

Note; Depending on your system settings (especially with the Vista operating system) you may need to have FULL administrator rights including domain administrator to install and operate the application.

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General Compatibility Security Details Previous Versions

If you have problems with this program and it worked correctly on an earlier version of Windows, select the compatibility mode that matches that earlier version.

Compatibility mode

V. Run this program in compatibility mode for:

Windows XP (Service Pack 2)

Settings

Run in 256 colors

□Run in 640 x 480 screen resolution Disable visual themes

□Disable desktop composition

Disable display scaling on high DPI settings

Privilege Level

V. Run this program as an administrator

< Show settings for all users

This step-by-step article describes how to enable the build-in administrator account by command-line in Windows Vista.

To enable the build-in Administrator account, follow these steps:

1.Click Start, and then type cmd in the Start Search box.

2.In the search results list, right-click Command Prompt, and then click Run as Administrator.

3.When you are prompted by User Account Control, click Continue.

4.At the command prompt, type net user administrator /active:yes, and then press ENTER.

5.Type net user administrator <Password>, and then press ENTER.

Note: Please replace the <Password> tag with your passwords which you want to set to administrator account.

6.Type exit, and then press ENTER.

7.Log off the current user account

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5.2 Accessing Application

1. Left click Start menu

2.Left click All Programs

All Programs ►

3.Click on NAVFIT98A icon

5.3Application Menu

A menu displays a list of commands that expose functionality related to that application such as New. Open, Save, and Exit commands. NAVFIT98A uses both toolbars and command buttons for menu navigation. This manual refers to the NAVFIT98A toolbars as either the main or report. Users may access the main toolbar at the NAVFIT98A Start Window along with command buttons. Users must open a performance report to access the report toolbar. See Tables 1 and 2 for the menu options available under each toolbar.

The NAVFIT98A Start Window (Figure 1) becomes available when opening the application or when closing a performance report.

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NOTE 1: Replace (Report) with Evaluation, Chief Evaluation, or Fitness Report. NAVFIT98A will default to type based on the kind of report opened.

5.4 Application Settings

5.4.1Default Settings

NAVFIT98A default settings include the following:

Selected Item: Uses Windows Operating System appearance setting

Active Window: Uses Windows Operating System appearance setting

Auto Summary: On

Figure 2 - Window and Selected Item

5.4.2Change Color Settings

5 Right click on a blank area of the desktop to get the context-sensitive menu ^Click on Properties or Personalize

^WinXP: You will see a dialog box for Display Properties. Here is where you can customize how the display on your monitor works

Windows Vista: The Personalization dialog opens with a list of links to other dialogs

The Personalization dialog shows themes and has links at the bottom and left for other choices

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16

-ft

'"p U Click on the Appearance tab

In this dialog you can change the colors of the parts of a window, either one item at a time or by selecting a scheme

Click on the Advanced Tab

^ln the Advance Appearance window, select from the Item drop down list Window or

Selected Items

^Select the color scheme from Color 1

nTo get to this same dialog in Windows Vista:

5 Right click on the desktop

^Click on Personalize

^Click on Window Color and Appearance

^Click on the Advanced button

®To get to this same dialog in Windows 7:

5 Right click on the desktop

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If you now click on the drop down list labeled Item: you'll see a list of items that should be similar to this:

To turn on *,v Aero, select -s Vrindows theme end sees selected hr? w-/ only you hr/* tested the V/ctHva? 1 Bink theme t»r tn Em cf

Cojc*l:

I CmntJ

on Apply or OK to save changes

Cancel Apply

5.4.3Auto Summary Setting

The Auto Summary feature auto calculates the summary line (block 43-FITREP or CHIEFEVAL and block 46-EVAL) for all reports located under a particular folder or subfolder. Calculations are based on the promotion recommendation selected and does not consider force distribution rules for a particular pay grade.

NOTE: When importing or deleting report(s) the auto summary will not perform updates to the summary line until a report from the folder is opened and saved.

5.4.4Periodic Dates

The application uses the current periodic report dates specified by BUPERSINST1610.10C. If periodic dates for a particular pay grade changes after this application deployment, then the

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periodic date table would need updating for block 15 to correctly auto populate with the revised date. To add, edit, or delete dates follow the steps below.

Add date

1.From main toolbar select Edit

2.Select Periodic Dates

Edit Print Help

Edit Report

Edit Folder

Delete Report

Delete Folder

Find Report

Validate Folder

Validate Report

Period ideates

3.Select Add

4.Complete Class, Grade and Date fields

5.Click on Save

Edit date

1.From main toolbar select Edit

2.Select Periodic Dates

3.Click in the date field requiring edit

4.Click on Edit

4.Change date (MMMDD format) and click Save

Delete date

1.From main toolbar select Edit

2.Select Periodic Dates

3.Click on line to delete (any field on that line)

4.Click on Delete

5.Message box will appear asking to confirmation

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6 Operating Procedures

This section contains step-by-step procedures oriented to the first time or occasional user. These procedures contain enough detail so that the user can reliably access the software before learning the details of its functional capabilities. The sections presented below follow the typical path of how users interact with the application.

6.1 Database Management

The user has the following functions available to manage databases:

•Open database

•Create database

•Close database

6.1.1Open Database

1.From main toolbar select File

2.Select Open Database

3.Locate database from directory and click Open

6.1.2Create Database

1.From main toolbar select File

2.Select Create Database

3.Choose directory location and give the database a filename. You can save the database with a *.mdb (Access 2003 or lower) or *.accdb (Access 2007) extension.

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6.1.3Close Database

1.From main toolbar select File

2.Select Close Database

WARNING: DO NOT move or delete the databases named NF98A_Dte.mdb,

NF98A_Dte.accdb. NF98A_empty.accdb and NF98A_empty.mdb from the default location.

6.2Managing Folders

Folders allow users an effective way to organize reports along with the ability to create templates. Organizing your folders within the NAVFIT Folder Window provides an easy way to track reports along with taking advantage of the Auto Summary feature. Although individual preferences will dictate report folder organization, understanding how folders work will help in the decision process.

The following example illustrates how to use folders when preparing reports. USS SAMPLE must do periodic reports for all assigned Lieutenants. The administrative office may elect to organize the reports using groupings based on Grade, Report Type and Summary Group as illustrated by Figure 3.

Figure 3 - Folder Organization

A © 09-PR-LT *-----------------

WARNING: NAVFIT98A will auto calculate the summary line (block 43-FITREP or CHIEFEVAL and block 46-EVAL) for all reports located under a folder or subfolder. All reports should be in the same summary group within a folder. Do not mix NOB reports with the summary group because NAVFIT98A will recognize the NOB as part of the summary group and

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add the reports to the summary line. In addition, NAVFIT98A will print summary letters based on folders or subfolders.

WARNING: NAVFIT98A will only allow a user to create six levels of sub-folders under one main folder.

Figure 4 shows how a folder also may serve as a report template. In this example, any report created under the folder would have blocks 21-28 automatically completed.

Figure 4 - Folder Template

Folder Name |09-PR-LT

WARNING: Only reports created under the folder template will have corresponding blocks completed. Any report created under a separate folder and then moved to a new folder will still retain the original folder template information.

The following capabilities exist for Folder management:

6.2.1Create Folder

l. From NAVFIT98A Start Window select the Create Folder button

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Ol­

la. From the main toolbar select File 2a. Select New

3a. Select Folder

File | Edit Print Help

2. Give folder a name (required field)

Folder Name |09-PR-LT

3. Either Save or complete blocks in the template

NOTE: The application will grey out the Create Folder option when the sixth sub-folder under a primary folder is reached.

6.2.2Edit Folder

1.From Start Window highlight folder and select Edit Folder button

2. Make changes and select Save

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la. Highlight folder and select Edit from the main toolbar

2.Select Edit Folder

3. Make changes and select Save

6.2.3Delete Folder

This version of NAVFIT98A will not perform cascading delete actions concerning folders and associated sub-folders. When attempting to delete a folder that has associated sub-folders the following message will appear.

Folders C:\Program Files\NavFit98A\Data\NF98A.mdb

THREE— Sub-folder

*You need to delete folder named “THREE” before deleting folder named “TWO”

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NavFit98A

File Edit Print View Help

New

Create Database

Open Database

Close Database

Export Folder

3.Navigate to the new location

4.Give folder a file name and click on Save

$ NAVFIT98A Create Database

Save as type Microsoft Office Access (’.accdbf.mdb)

NOTE: All associated reports under the folder will also export to the file.

6.2.5Import Data

1.From Start Window select Import Data button

2.Select directory where database is located

3.From File directory select Open

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Filename: Testset3

4. Select folder or reports and click Import

Or

1.From the main toolbar select File

2.Select Import Data

3.Select directory where database is located

4.From File directory select Open

NOTE: All associated reports with a subfolder will import to the file. 27

NOTE: Although the “drag and drop” feature does not work with this version of NAVF1T you still may use the import function to move reports and folders within the same database. This import function works with a database in current use. It is not necessary to export the folder or report then import them back to the same database.

6.3 Managing Performance Reports

The term performance report is used to describe both Fitness and Evaluation reports.

6.3.1Create Report

1.From Start Window highlight the folder that will store the performance report.

2.To create Fitness reports (Chief Warrant Officer to Captain) click the Create FITREP button. To create Evaluations (E1-E6) click the Create EVAL button. To create Chief Eval (E7-E9) click the Create Chief Eval button.

Or

1.Highlight folder that will store the performance report and select File from the main toolbar

2.Select New menu and choose either Evaluation, Chief Evaluation or Fitness Report

Evaluation .

Fitness Reporr

Chief Evaluation

Folder

Or

1. From the Main Menu Select Create (Report) button

WARNING: DO NOT create reports under the Root folder. Always create separate folders and subfolders for your reports based on summary groups.

6.3.2Edit Report

1.From Start Window highlight the report and click Edit Report button

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Or

la. From Start Window double click on the report

Reports (0 Evals / 12 Chief Evals / 0 Rt Reps)

Or

l b. From the main toolbar select Edit

2.Click on Edit Report

While a report is open you can use the Cut, Copy and Paste feature to populate the same text across multiple reports.

1. From the reports toolbar select File and select Copy after highlighting text

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2.Close report and open another report

3.Select Paste

6.3.3Delete Report

1.Select report

2.Click on Delete Report button

Create Fit Rep

Create Chief Eval

Create Eval

Edit Report

Delete Report

3. At confirmation message select Yes Or

1.Select report

2.At the main toolbar select Edit

3.Select Delete Report

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4. At confirmation message select Yes

6.3.4Report Navigation

To move from the back or front page of a report execute the following steps.

1. Select Front or Back Page Tab

Front Page Back Page

2. To close a report select File from the report toolbar and then Close

3. The application may promote you to save your changes

6.3.4Use Calendar

Version 30 provides a pop-up calendar for blocks 9 and 14-15 that will automatically place the dates in the correct format (YYMMMDD).

NOTE: You must use the calendar to enter dates; however, after entering a date the user can revise the date by highlighting the field to change and manually typing in the year or day.

15 To: 1 1

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9 Date Reported

f

1lAugO6

J

2. Calendar navigation works differently in Windows XP and Windows 7

/J/'p Windows XP

5 To change the month either click on the arrows to move backward or forward one month or click on the month to see a dropdown list

To change year click on the year currently displayed on the calendar.

SunMonTueBedThuFriSat

Change the year with the up and down arrow displayed.

^^Windows 7

Click Month and Year link to show all months for that particular year.

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NOTE: Replace (Report) with Evaluation, Chiefeval or Fitness Report. Option depends on type of report opened.

6.3.6Find Report

1.From main toolbar select the Edit menu

2.Select Find Report

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Edit Print Help

Edit Report

Edit Folder

Delete Report

Delete Folder

r Find Repcf^

Validate Folder

Validate Report

Periodic Dates

3. Check appropriate search by block and then fill in the criteria (SSN or Name)

4. Select Find

NOTE: User may select either SSN or Name to conduct search. It is not necessary to use full name to conduct search. For example, typing in “WR” would find all individuals who last name starts with “WR”.

NOTE: When at the end of the search with multiple entries you will receive a pop-up message saying (Name) or (SSN #) not found.

6.3.7Export Report

1.From Start Window highlight report

2.Select Export Report(s) button

3.Navigate to the new location

4.Provide file name and select Save

NOTE: Directory is set for the default path but the user may put the file in a different location if desired.

Or

1. From Start Window highlight report

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2.Select File from main toolbar

3.Navigate to the new location

4.Select Export Report

6.3.8Import Data

1.From Start Window select Import Data button

2.Find file to Import and click on Open

Cancel

3. Highlight the folder containing the report

Select Data to import from

4. Highlight folder or report(s) and select Import

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1.From Start Window select File from main toolbar

2.Select Import Data

2. Find file to Import and click on Open

3. Highlight the folder containing the report

2.Highlight report(s) if selected report(s) are desired vice the whole folder

3. Click Import

Caned

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4.Highlight report(s) if you do not want to import the complete folder and select Import TIP: Use CTLR + SHIFT + CLICK to select multiple reports.

NOTE: Report(s) will import to the folder highlighted.

6.4 Validation

NAVFIT98A can perform validation checks at the individual report or folder level. At the individual report level, validation performs checks on field values (e.g. formatting) and business rules enforcement such as promotion recommendation limited to progressing or significant problems for a 1.0 trait grade. At the folder level, validation performs field value checks, business rules enforcement along with data field consistency checks between all reports under that folder or subfolder.

6.4.1.Validate Report

1.From the report toolbar select Tools (report is opened)

2.Select Validate Report menu

Tools Help

□Auto Summary Spell Check

Validate Report

3.Select Start

Or

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3. Select Start

6.4.2Validate Folder

1.From the Start Window highlight folder.

2.Select Validate Folder button

3. Select Start

Or

2b. Select Edit from the main toolbar

3.Select Validate Folder

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4.Select Start

6.5Spell Check

The Spell check function uses Microsoft Word to perform spell checking on blocks 28, 29 and comment of performance block (41-fitrep or chiefeval and 43-eval).

1.From report toolbar select Tools

2.Select Spell Check

NOTE: Spell check will use the personal default settings you have selected in Microsoft Word; i.e. ignore words in all CAPS or words with numbers, etc.

WARNING: When spell check is used the report is hidden.

6.6 Printing

6.6.1Print Report

1.From Start Window highlight report

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2. Select Print Report button

3.Select Printer and click on Print Or

2a. From the main toolbar select Print

3.Select Print Report

Print Help

Print Report

Print Report Front Page

Print Report Back Page

Print Folder

Print Blank Evaluation

Print Blank Chief Evaluation

Print Blank Fitness Report

Print Blank Summary Letter

3. Select Printer and click on Print

Or

1.From the report toolbar select File

2.Select Print

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3.Select Printer and click on Print

6.6.2Print Folder

1.From Start Window highlight folder

2. Select Print Folder button

3.Select Printer and click on Print Or

la. From main toolbar select Print

2.Select Print Folder menu

Print Blank Fitness Report

Print Blank Summary Letter

3. Select Printer and click on Print

NOTE: Using a duplex printer (prints on two sides of a sheet of paper) saves time.

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6.6.3Print Summary

1.From Start Window highlight folder

2.Select Print Summary button

3. Select or create profile

NAVHT9SA - Summary letter Information

Cancel

E-Mail

Phone ()

4. Select Print

NOTE: You can fill out the required information and select Save Profile. You then can use the Select Profile to auto populate the fields for future reports.

WARNING: After importing a folder or report you must open a report first before printing the summary letter to ensure the breakout summary line correctly calculates.

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Appendix A. NAVPERS 1610/2 Constraints

NAVPERS 1610/2 Constraints

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44

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46