Attachment J3 - Existing Applications and Integrations Descriptions and Diagrams.pdf

Attachment J3 – Existing Applications and Integrations Descriptions and Diagrams 4/1/2025

Introduction: Glossary

Acronym Description KSA Knowledge, Skills, & Abilities AO Authorizing Official IA Identical Additional (a type of CR) CR Classification Request PSO Personnel Security Officer PAR Personnel Action Request ISBO Information System Business Owner PSD Personnel Security Division WFM Workforce Management HMS Hiring Management System SU Service Unit HCD Human Capital Directorate HR Human Resources NARA National Archives and Records Administration LOC / LoC Library of Congress PD Position Description RMS Records Management System DC District of Columbia FAQ Frequently Asked Questions LIBN Events Library Events Office SEPD Security and Emergency Preparedness Directorate ABIS Automated Background Investigation System CRS Congressional Research Service COO Chief Operating Officer (Office) FRD Federal Research Division FSD Financial Services Directorate CHCO Chief Human Capital Officer WPM Workforce Performance Management SL Senior Level (HCD/)TMP Human Capital Directorate/Talent Management and

Policy Division HMS Hiring Management System

Existing Applications and Integrations Descriptions/Diagrams

Hiring Management System This is for Library service units to request and manage a "new hire" request. It supports the request and management of vacancies, obtain budget office approval, conduct job analysis, review vacancy announcements, conduct narrative reviews, phone and structured interviews, select a candidate, conduct personnel security pre-vetting, conduct offer management and onboard a new hire.

Complexity: Complex

KSA Library application This is part of the HMS application. It supports the job analysis process. The KSAs store information about job criteria and requirements.

Complexity: Simple

Complexity: Moderate

Referral application This is to manage the workflow of the hiring process of job candidates.

Employee Location Conversion application This is for Library service units to request a conversion of an employee from one type of appointment to another. The request is inputted by the SU admin and then routed to the employee to confirm the change.

SU management then approve the request. The request will notify the Library clearance officers if there is an accountable property needs to be returned.

AskHCD application This is the process application for the Library staff to request help or assistance from the human capital directorate on HCD-owned processes and applications for the facilitation of HR services, HR procedures, and internal tasking. Requests are made from the HCD portal.

Records Management Integration with Business Management System This is for integration between NARA and LOC Business Management System for long-term storage based on records management. The integrations currently exist in the PD Classification and Transit Subsidy applications. This is a web service interface, no diagram is available.

Position Description Classification application This is for Library service units to request the classification of new position descriptions, pen and ink changes, re-description, accrual of duties and for employees to request desk audits. It also supports the management of and updates to Position Description (PD) records. This application utilizes NARA/records management (RMS) integration.

Accretion of Duties

Cancellation

Desk Audit

Identical Additional

New/Re-Description

Pen & Ink

Transit Subsidy Request application This is for Library staff to request transit subsidy benefits and store all pertaining documentation to justify the subsidy amounts requested. It also supports processing the requests and storing the record for completion. It is accessed from the HCD portal.

Separation Clearance Request application This is for Library staff to request separation clearance from the Library and return all Library property. It also supports Human Capital processing for pay and benefits calculations as well as disabling their HCD systems accounts. It is accessed from the HCD portal.

Onboarding application This is for the Library’s Service Units conduct onboarding tasks for new hires or internal promotions actions. Onboarding of an employee creates tasks for all the onboarding officers across the Library to conduct the work to onboard the employee including taking the oath of office, creating new systems accounts, badging, obtaining IT equipment, assigning space and attending LOC orientation.

Project Tracking application This is to support the creation and modification to business management system applications. It stores the backlog, user stories, testing and testing results. It is used by HCD and contracted personnel to track project status.

Distant Telework application This is to manage applications from employees to telework outside of the DC metro area.

Knowledge Management application This is for storing user guides, How To, FAQs, instruction documents and training materials to support the business management system applications.

LIBN Events Approval Management application This is for the Events office to receive approvals from the various fund managers across the Library for payment for their events.

The Human Capital Portal This is the front-end interface to access all the applications residing on the business management system Platform. All employees have access to the HCD Portal. All fulfillers and approvers have access to the business management system Work Center.

Leave Programs application This is to facilitate application and approval for participation in leave programs for employees in need.

Monster Integration with Library Business Management System This is for integration between Monster job management application and the business management system for potential Library job applicants.

LoC Telework application This is for the workflow that manages request and approvals for telework.

Employee Relations Process application This is for an internal process application for facilitating disciplinary actions on employees.

Retirement Process application This is the process application for retirement counselling and execution.

HCD Systems Access Management application The is the process application for provisioning and documenting user privileges in HCD Systems.

Workforce Performance Management application This is the process application for creating performance plans and documenting appraisals, currently in pilot.

My Work Location application This is for HCD staff to indicate whether they are onsite or teleworking on a daily basis. This is to ensure that the HCD employees’ safety in case of buildings evacuations.

SEPD-ABIS (Personnel Security Case Management) Integration with Business Management System This is for integration between ABIS case management system and the Library business management system for non-employee vetting.

SEPD Non-employee vetting Application This is the process application to facilitate pre-employment security evaluation for non-employees.

SEPD Property Pass application The is for the automated tracking of Federal property and LOC collections materials through the business management system to increase reliability; reduce the potential for loss of federal property; and to track LOC collections materials in transit, on loan and for intake.

CRS – AskCRS application This is a service desk application for the management of CRS-related requests for help from CRS employees.

CRS – New Hire Approval application This is an application to manage initial hiring requests for CRS, aligned with their hiring processes.

CRS – TrainCRS Requests Approval application This is an application to manage training CRS training requests, aligned with their training request process.

COO Interagency Agreement (Form 1702) application This is an application for COO/FRD to manage interagency agreements.

COO - Proposal Development application This is an application for COO/FRD to manage proposals.

HCD – CHCO Actions This is an application for HCD CHCO to manage discrete projects.

HCD – HCD Projects This is an application for HCD to manage high priority projects and track progress.

HCD – HCD Contracts This is an application for HCD to manage contract statuses and activities.

WPM (Workforce Performance Management) SL Application This is an application to track and manage performance of Senior Level employees.

Librarian’s Award Application This is an application to submit requests for consideration of a Librarian’s award, as well as the management, scoring, and approvals of the requests.

Shutdown preparation application This is an application to manage the designation of employees for a potential government shutdown.

Reorganization application This is a process application to facilitate the Reorganization and/or Realignment of LoC Departments.