AI could reduce mundane data entry and free yeomen for other value-added tasks. (Shutterstock)
Artificial intelligence (AI) in military applications is a hot topic. Most often, the talk is of AI-influenced weapon systems. I propose a much more mundane application in today’s Coast Guard: AI can and should change the way the Coast Guard does business by easing everyday administrative tasks. The service could increase force strength by replacing many routine clerical tasks with AI and redirecting billet savings to other areas.
Customer service is ripe for automation. The civilian sector is moving that way. When I need something from my cable or cell phone provider I generally go to its website. Once there, I am greeted by AI in the form of a chat bot that uses algorithms to understand my problem and provide a solution—usually remotely (for example, sending a signal to reboot my cable box).
Similarly, AI could replace many clerical services performed by yeomen (YN) at a typical Servicing Personnel Office (SPO). This would have a twofold effect: It would raise job satisfaction for YNs, and it would reduce the force strength needed for administrative tasks and free billets for reprogramming.
Increase Job Satisfaction
Many of the daily tasks undertaken by YNs are paperwork drills. For example, the watchstander qualification (WQS) program on board cutters requires a YN to complete form CG-3307—known as a page 7—for each WQS section (13 total per person). Next, the YN must electronically scan and upload the page 7s to the member’s electronic personnel data record (EI-PDR). Finally, upon full qualification, the YN must make an entry in Direct Access to ensure the member has the correct competency.
On even a small cutter such as the 140-foot icebreaking tug on which I serve, that means 247 page 7s scanned for the most basic crew qualification. Given that SPOs handle multiple units, it is easy to see that full days of person-hours are spent scanning documents and doing rote data entry.
The Coast Guard already has seen successes with automation—for example, in adopting the Department of Defense’s Move.mil system to process movements of household goods (HHGs). When I did my first move in the Coast Guard, a YN at the transportation office sat down and created orders for my HHG. At the other end, a YN helped me fill out my travel claim on paper and mailed it to the Pay and Personnel Center. Those days are gone. Move.mil has eliminated the need for a YN to walk me through the process, and I can now use Web TPAX to enter my claim at the end. It is seamless and has significantly reduced processing times and errors.
AI could increase the value-added efforts of the YN workforce. Mundane paperwork tasks such as EI-PDR entry, annual validations of benefits, travel order number creation, family separation allowance entries, competency code entries, and employee summary sheet validations are ripe for replacement by AI. Rather than perform endless data entry duties, YNs could instead act in quality reviewer/assurance roles. They also could spend more time on difficult pay and personnel issues. In addition, the SPO workload could be cut to the point that more YNs would be available for sea duty to extend their reach and provide face-to-face customer service with deployed units.
Recapture Billets
As the Coast Guard works to grow its active duty and reserve rolls, finding ways to leverage the resources it already has makes sense. As of March 2018, the force strength for the YN rating stood at 1,484 active-duty and 343 Reserve members. If just 10 or 15 percent of data entry jobs could be replaced by AI, the opportunity for billet reprogramming is significant. Even if the data entry is done by the most junior personnel (YN3s), the supervisory pyramid would shrink as well, as there would be fewer people to supervise. These billet savings could be reappropriated to critical rates such as operations specialist and culinary specialist, without affecting the overall recruiting efforts that come with growing the force.
Automation and artificial intelligence will affect our work. It should. It already has. The Coast Guard’s challenge is to see the opportunity and shape its effects on our workforce or risk having outside entities force technology on it in an unplanned and disruptive manner.
Lieutenant Commander Perodeau assumed command of the USCGC Neah Bay (WTGB-105) in July 2017. A prior operations specialist chief petty officer, he holds a bachelor’s degree from the University of Washington and an MBA from Indiana University.