Attachment 5_ES HR PPB Scope Document_vF.docx

Attachment 5

Department of Commerce Human Resources

Future Scope Documentation: Personnel Action Request (PAR), Payroll, and Benefits (PP&B), Time and Attendance (T&A), and Bureau Maintenance

01/30/2020

Version Control

Table of Contents

Contents

Enterprise Scope Overview and Purpose The Department of Commerce (DOC) has transitioned transactional processing for Personnel Action Requests (PAR), Payroll, and Benefits (PP&B), Time and Attendance (T&A), and Human Resources Information Technology (HRIT) to Enterprise Services (ES) for most bureaus.

This document defines the enterprise-wide scope for the HR service transition of bundled PAR, Payroll, Benefits, and HRIT services, including high-level stakeholders, processes and activities, technology, key milestones, and Service Human Resource Organizations (SHRO) specific nuances. Through the course of design and implementation, ES collaborated closely with the SHROs and Bureau Implementation Teams (BITs), the results of which are described in detail in this document.

ES Guiding Design Principles

· Design for Enterprise Services: Enterprise Services is responsible for transactional services. The processes which are in scope should reflect current state of transactional services, rather than localized to bureau-specific historical processes and practices state. These standardized processes are now used across all ES-serviced bureaus.

· Built for the Future: The processes now in place are current state, clarifying what is now done versus what has been done in the past. This includes incorporating future technology and standards.

· Built for Majority, Tailor for Minority: The processes focus on the ES-level and what affects the majority. In the limited cases where there is a need for differentiation, processes are tailored to the specific need.

· Focus on Standard Inputs and Outputs: The processes concentrate an environment where standards drive all the inputs and outputs throughout.

These same principals will be applied to all future HR services added to the ES scope of services.

Stakeholders The PP&B transition has impacted the following stakeholder groups.

· HR Staff including:

a. Payroll staff

b. Benefits specialists

c. HR administrative staff

d. Census Contact Center staff

· DOC Employees

· Timekeepers

· Managers / Proxies

· HR Leadership

· Bureau Leadership

· ES Operations Enterprise Services Human Resources Service Center Overview

The Enterprise Services Human Resources Service Center (ESHRSC) is the center of operations for triaging and processing all requests relevant to PP&B, T&A, and HRIT. The ESHRSC either addresses and processes requests or routes them to the appropriate stakeholder in either Local HR, ES HR leadership, or externally, based on current scope.

EnterpriseServicesHR@doc.gov | https://enterpriseservices.service-now.com/es 5

Section I: Benefits Services The table below outlines the processes in scope for Benefits services. Each service includes a description and primary task ownership between Employees, Managers, Local HR, Enterprise Services, and Other [Thrift Savings Plan (TSP) Board, The National Finance Center (NFC), etc.], denoted by an X. Local HR includes bureau HR staff and the Office of Human Resources (OHRM).

X

Deliver bureau-specific or discretionary benefits communications

X

Deliver department-wide benefits communications, in coordination with OHRM (e.g., Open Season, Changes in TSPs, End of Year reminders)

X

Manage bureau-specific or discretionary benefits provider contracts

X

Intake and review enrollment

X

Process enrollment (submit transaction, file documents, notify employees)

X

Provide transaction-based counseling / Resolve or escalate inquiries as appropriate

X

Provide enrollment-based counseling and medical professional information

Insurance Provider

Federal Employee Health Benefits (FEHB):

Benefits Enrollment & Termination (Open Season / New Hire / QLE / Transfer)

Intake and review enrollment

X

Process enrollment (submit transaction, file documents, notify employees)

X

Monitor and resolve SINQ errors

X

Provide transaction-based counseling / Resolve or escalate inquiries as appropriate

X

X

Process request (submit transaction, file documents, notify employees)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Determine if existing plan has a dependent option

X

Send family coverage to carrier, if appropriate

X

Process request (submit transaction, file documents, notify employee / courts)

X

Monitor and resolve SINQ errors

X

Provide transaction-based counseling / Resolve or escalate inquiries as appropriate

X

Monitor and resolve SINQ errors

X

Provide transaction-based counseling / Resolve or escalate inquiries as appropriate

X

Federal Employee Group Life Insurance (FEGLI) Enrollment or Change [Coverage /Beneficiary] (Employee Elected)

Process request (submit transaction, file documents)

X

Monitor and resolve SINQ errors

X

Provide transaction-based counseling / Resolve or escalate inquiries as appropriate

X

Monitor and resolve SINQ errors

X

Provide transaction-based counseling / Resolve or escalate inquiries as appropriate

X

Process TSP request

X

Monitor and resolve SINQ errors

X

Provide transaction-based counseling / Resolve or escalate inquiries as appropriate

X

Process TSP request, in coordination with the National Finance Center (NFC)

X

Monitor and resolve SINQ errors

X

Provide transaction-based counseling / Resolve or escalate inquiries as appropriate

X

Process request (submit transaction, file documents, notify employee)

TSP Board

Resolve or escalate inquiries as appropriate

X

(For employees transferring IN) Alert TSP Board that Employee has transferred to a new agency

X

Prepare and provide TSP-19 form to employee

X

Process new requests (submit transaction, file documents, notify employee)

NFC

Resolve or escalate inquiries as appropriate

X

Benefits Inquiries (Long-Term Care (LTC) / Federal Employees Dental and Vision Insurance Program (FEDVIP) / Flexible Spending Account (FSA) / Other) Manage process

LTC / BENEFEDS/

FEDFSA/ Other

Resolve or escalate inquiries as appropriate

X

Section II: Payroll Services The table below outlines the processes in scope for Payroll services. Each service includes a description and primary task ownership between Employees, Managers, Local HR, Enterprise Services, and Other [Labor Relations, Office of Personnel Management (OPM), etc.], denoted by an X. Local HR includes bureau HR staff and the Office of Human Resources (OHRM).

X

Identify Parity Issues

X

Establish Compensation Program

X

Implement Compensation Program

X

Create Compensation Program Communications Approach and Content

X

Resolve or escalate inquiries as appropriate

X

Administer Bonus and Awards

Identify Bonus Awards Payout Strategies

X

Set Bonus or Award Pay

X

Deliver Bonus or Award Communication

X

Initiate Award (HRConnect settings for Census, BEA, and ESA allow managers to bypass HR for awards up to $7,500)

X

Communicate guidance on awards submissions (e.g. deadline, timeline for processing)

X

Process Awards

X

Input time-off awards into webTA after PAR is processed

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Process Pay or Leave Change

X

Correct Pay or Leave Change, as needed

X

Monitor and resolve SINQ errors

X

Communicate Pay or Leave Change

Resolve or escalate inquiries as appropriate

X

Evaluate and approve request

X

Conduct leave discussion with employee

X

Review requests for compliance

X

Update leave in NFC / webTA

X

Notify Timekeeper of completed leave restoration requests

X

Process request (enter information, submit transaction, file documentation, notify employees)

X

Monitor and resolve SINQ errors

X

Communicate Beginning/End of Leave Year Reminders for Leave Restoration

X

Communicate bureau-specific policies regarding Leave Restoration

X

Approve late submissions for processing (past March 31 deadline)

HR Tower

Resolve or escalate inquiries as appropriate

X

Receive requests

X

Calculate estimates

X

Set up deductions

X

Receive checks

X

Create packages and submit to NFC

X

Monitor and resolve SINQ errors

X

Update database of record

X

File documentation in eOPF

X

Calculate SCDs

X

Notify employee of processing

X

Resolve or escalate inquiries as appropriate

X

X

Conduct Leave Audit

X

Manually Adjust Time

X

Resolve or escalate inquiries as appropriate

X

Process non-EPP requests submitted by employees (submit action, file documents)

X

Monitor and resolve SINQ errors (including those caused by EPP self-service requests)

X

Resolve or escalate inquiries as appropriate

X

Process request (submit action, file documents)

X

Monitor and Resolve SINQ errors

X

Process waivers

X

Resolve or escalate inquiries as appropriate

X

Review and complete forms (SF-1188 or SF-1187)

Labor Relations Program Manager

Validate BUS codes and upload forms (SF-1188 or SF-1187) via ES Portal

Labor Relations Program Manager

Process action (submit transaction, file documentation)

X

Monitor and resolve SINQ errors

X

Notify Labor Relations (process initiator) of completed processing

X

Notify employee of processing

Labor Relations Program Manager

Resolve or escalate inquiries as appropriate

X

Submit completed enrollment forms to ES via kiteworks

Association Representative

Coordinate with association rep as needed to submit completed enrollment forms via ES Portal (preferred submission method)

X

Process action (enter information, submit transaction, file documentation)

X

Monitor and resolve SINQ errors

X

Notify Process initiator (e.g., Association Representative or Local HR) of completed processing

X

Notify employee of processing

Association Representative

Resolve or escalate inquiries as appropriate

X

X

Receive garnishment order

X

Review garnishment order for validity

HR Tower

Review funds

X

Process action (enter information, submit action, file documents, notify employee/court)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Receive garnishment order

X

Review garnishment order for validity

HR Tower

Review funds

X

Process action (enter information, submit action, file documents, notify employee/court)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Process action (enter information, submit transaction, file documentation, notify employees)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Process action (enter information, submit transaction, file documentation, notify employees)

OPM

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Approve application

X

Determine eligibility

X

Enter allowance

X

Process action (enter information, submit transaction, file documentation, notify employees)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Review application and notify employee of decision; submit to ES

X

Administer program policies and guidance

X

Review request for compliance with regulatory requirements

X

Validate complete package

X

Process action (enter information, submit transaction, file documentation, notify employees)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Complete employment verification (using OMB-1845)

X

Return completed form to employee

X

Review and process loan forgiveness request

Department of Education

Resolve or escalate inquiries as appropriate

X

Review request for eligibility, develops Service Agreement with employee for repayment; submits to ES Portal for processing

X

Process action

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Receive CD-126 and required documentation; validate employee address & payment information

X

Conduct audit of leave balance using webTA and NFC

X

Update leave balances in NFC / webTA, as appropriate

X

Freeze payments, if needed

X

Evaluate indebtedness, if needed

X

Process payments for indebtedness

X

Process action (enter information, submit transaction, file documentation, notify employees)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Submit request in appropriate system

X

Process request (enter information, submit transaction, file documentation, notify employees)

X

Resolve or escalate inquiries as appropriate

X

Compensatory Time Payout (Non-Exempt Employees, or Employees following an applicable PAR action) Monitor expiring compensatory time reports and initiate the process of comp time payout (For Non-Exempt Employees Only)

X

Initiate compensatory time payouts following an applicable PAR (e.g., Separation, Reassignment, Transfer Out)

X

Review leave balances from employee’s previous role (if previously employed by Federal agency)

X

Process Comp Time payout based on applicable guidelines

X

Monitor and resolve SINQ errors

X

Update webTA as appropriate following processing

X

Notify employee of processing

X

Resolve or escalate inquiries as appropriate

X

Compensatory Time Payout (Exempt Employees Only)

Review and submit request via ES Portal

X

Review leave balances from employee’s previous role (if previously employed by Federal agency)

X

Process Comp Time payout based on applicable guidelines

X

Monitor and resolve SINQ errors

X

Update webTA as appropriate following processing

X

Notify Manager of completed processing via ES Portal

X

Notify employee of processing

X

Resolve or escalate inquiries as appropriate

X

Prior Pay Period Adjustments (Timecard Corrections)

Enter and initiate prior period adjustment requests for employees

Timekeeper

Certify prior period adjustment time card

X

Contact ES if prior period adjustment results in overpayment or underpayment

Timekeeper

Coordinate bill of collection, if necessary

X

Resolve or escalate inquiries as appropriate

X

NFC

Resolve or escalate inquiries as appropriate

X

The Work Number/TALX

Resolve or escalate inquiries as appropriate

X

The Work Number/TALX

Resolve or escalate inquiries as appropriate

X

NFC

Resolve or escalate inquiries as appropriate

X

X

Notify Local HR of debt waiver request and provide waiver documentation

X

Review waiver documentation and provide decision of denial/acceptance to ES via Portal

X

Notify Principal Human Resource Manager (PHRM) of debt waiver adjudication request and provide documentation

X

Review adjudication request and provide decision of denial/acceptance to ES via Portal

PHRM

Coordinate with employee and NFC

X

Process action (enter information, submit transaction, file documentation, notify employees)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Process action (enter information, submit transaction, file documentation, notify employees)

X

Monitor and resolve SINQ errors

X

Update / maintain webTA and eOPF records for settlements

X

Resolve or escalate inquiries as appropriate

X

Process action (enter information, submit transaction, file documentation, notify employees)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Process action

X

Resolve or escalate inquiries as appropriate

X

Process action (enter information, submit transaction, file documentation, notify employees)

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Process Corrections

X

Resolve or escalate inquiries as appropriate

X

Treasury

Resolve or escalate inquiries as appropriate

X

X

Determine period of enrollment

X

Update leave balances

X

Provide guidance to employee

X

Create LTP account

X

Review pay period balance

X

Process request (enter information, submit transaction, file documentation)

X

X

Determine eligibility

X

Update leave balances

X

Coordinate waivers, if needed

X

Process request (submit transaction, file documentation)

X

Section III: Separations Services The table below outlines the processes in scope for Separations services, which includes activities applicable to Payroll and Benefits. Each action includes a description and primary task ownership between Local HR, Enterprise Services, and Other [TSP, NFC, etc.] (denoted by an X). Local HR includes bureau HR staff and the Office of Human Resources (OHRM).

Initiate voluntary separation PAR

X

Initiate retirement PAR

Initiate involuntary separation PAR (adverse actions), routing through Local HR for submission to ES for processing

Coordinate with Manager to initiate involuntary separation PAR (adverse actions) as needed

Employee Relations

Initiate off-boarding process (e.g., completion of paperwork such as CD-126), coordinating with employee as needed

X

Provide Separations Counseling

X

Support completion of CD-126

X

Coordinate completion of bureau-specific activities (e.g., Administrative Office, Security Office, IT Office)

Bureau Offices

Provide completed CD-126 form (and CD-529, Leave Audit, as needed) to ES via ES Portal

X

Coordinate with beneficiaries for death in service, to include initiating claims forms, providing counseling to beneficiaries

Retirement Specialist

Submit payroll stop request in SPPS and release of payments to beneficiaries via SPPS (death in service only)

X

Coordinate with OPM for Retirement Disability decisions

X

Process PARs

X

Process TCC requests, as needed

X

Process Lump Sum Payments following standard separation, as needed

X

Process Lump Sum Payments following death

X

Monitor and resolve SINQ errors

X

Distribute standard separation packages

X

Prepare and distribute SF-75 gaining agency and coordinating release date

X

Prepare and distribute SF SF-1150 to gaining agency

X

Commerce system deprovisioning

X

Section IV: Personnel Action Request (PAR) Services The table below outlines the processes in scope for PAR processing. Each process includes a description and primary task ownership between Local HR, Enterprise Services, and Other [e.g. Administrative Officer.] (denoted by an X). Local HR includes bureau HR staff and the Office of Human Resources (OHRM).

X

PAR Processing (coding, remarks, signing, validation)

X

Monitor and resolve SINQ errors

X

HCUPs

X

PAR Processing notifications to Local HR or initiator

X

Review of Missing PAR Report

X

PAR Reporting (in accordance with PAR escalation processes)

X

Upload documentation for Personnel Action Request into eOPF

X

Resolve or escalate inquiries as appropriate

X

Corrections and Cancellations (NOACs 001 & 002)

Monitor for Needed Corrections or Cancellations (to include use of internal audit findings)

X

Process Correction or Cancellation Request

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Competitive and Excepted Appointments (NOACs 100, 101, 107, 108, 112, 115, 120, 122, 124, 130, 132, 140, 141, 142, 143, 145, 146, 147, 148, 149, 170, 171, 190, 198, 199) Provide Certificate of Eligibles to Local HR

X

Submit list of Appointments to be processed, including required documentation

X

Process Competitive and Excepted Appointments

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Approve Request in HRConnect (for Managers with Approver Role)

X

Process Return to Duty Request

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Approve Request in HRConnect for non-adverse actions (for Managers with Approver Role)

X

Approve Requests in HRConnect for adverse actions

X

Process Placement in Non-Pay Status Request

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Approve Requests in HRConnect for adverse actions

X

Process Placement in Non-Pay Status Request

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Non-Competitive Conversions (NOACs 500, 501) Submit Request in HRConnect

X

Approve Request in HRConnect (for Managers with Approver Role)

X

Process Non-Competitive Conversion Request

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Submit Request in HRConnect

X

Process Competitive Conversion, Promotion, or Reassignment

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Review Executive Request and acquire appropriate bureau approvals

X

Submit bureau-approved Executive Request via ES Portal or kiteworks

X

Review Executive Request and obtain additional approvals as needed

X

Submit approved Executive Request in HRConnect

X

Processed approved Executive Request

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Prepare and provide phased retirement estimate and review completed package

X

Provide retirement counseling as needed

X

Notify Manager of phased retirement schedule

X

Submit Request in HRConnect

Monitor employee’s retirement status

X

Process Phased Retirement

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Non-Competitive Promotions (NOACs 702, 703) Submit Request in HRConnect

X

Approve Request in HRConnect (for Managers with Approver Role)

X

Process Non-Competitive Promotion Request

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Approve Request in HRConnect for non-adverse actions (for Managers with Approver Role)

X

Review and Submit Request for adverse actions

X

Process Change to Lower Grade

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Non-Competitive Reassignments

(NOAC 721)

Submit Request in HRConnect

X

Approve Request in HRConnect (for Managers with Approver Role)

X

Process Non-Competitive Reassignment

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Extensions (NOACs 760, 762, 765, 769, 773) Submit Request in HRConnect

X

Approve Request in HRConnect (for Managers with Approver Role)

X

Process Extension

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Approve Request in HRConnect (for Managers with Approver Role)

X

Process Change in Work Schedule

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Process Realignment Request

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Change in Duty Station

(NOAC 792)

Submit Request in HRConnect

X

Approve Request in HRConnect (for Managers with Approver Role)

X

Process Change in Duty Station Request

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Obtain approval from administrative offices

X

Review and approve service agreement

Administrative Officer

Review request and obtain OHRM approval as needed

X

Review and approve requests as needed

OHRM

Process recruitment, relocation, and retention requests

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

X

Process Pay, Step, or Data Change

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Process Change in SCD Request

X

Resolve or escalate inquiries as appropriate

X

Change in Veterans’ Preference

(NOAC 883)

Process Change in Veterans’ Preference

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Details

(NOAC 930, 931, 932)

Complete and submit Request via Kiteworks to Approver

X

Review and Approve Request; submit to Local HR (for Managers with Approver Role)

X

Review and Approve Request; submit to ES via HRConnect (Census Only)

X

Review and process Detail request

X

Process Detail request (Census Only)

X

Monitor and resolve SINQ errors

X

Resolve and escalate inquiries as appropriate

X

Mass Actions

NOAC 721, 792, (800, 903, 919)

Support Mass Action request initiation

X

Complete and submit Mass Action request (spreadsheet(s) via ES Portal

X

Review and process Mass Action request

X

Monitor and resolve SINQs, mismatches, and other data errors, as needed

X

Resolve and escalate inquiries as appropriate

X

Mass Reorganization

(NOAC 790)

Support Mass Reorganization request initiation

X

Complete and submit Mass Action request (spreadsheet(s)) via ES Portal

X

Review and provide final approval to organization structure change request

OHRM

Review and process Mass Action request

X

Monitor and resolve SINQs, mismatches, and other data errors, as needed

X

Updates and maintains the Department Table ID in HRConnect, Including parent and child department codes

X

Submits the organizational code change to NFC for documentation

X

Resolve and escalate inquiries as appropriate

X

Denial of Within-grade Increase (WGI)

(NOAC 888)

Determines employee is ineligible for WIGI; notify employee using correspondence provided by ER

X

Prepare required correspondence to distribute to employee; notify Office of General Counsel

Employee Relations Representative

Submit Request

Employee Relations Representative

Process Denial of WIGI

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Reapproval of Within-grade Increase (WGI)

(NOAC 893)

Determines employee becomes eligible for WIGI; notify employee using correspondence provided by ER

X

Prepare required correspondence to distribute to employee; notify Office of General Counsel

Employee Relations Representative

Submit Request

X

Process Change in WIGI Reinstatement

X

Monitor and resolve SINQ errors

X

Resolve or escalate inquiries as appropriate

X

Section V: Systems – Reporting and Resolution The table below outlines the processes in scope for PAR processing. Each process includes a description and primary task ownership between Local HR, Enterprise Services, and Other [e.g. Administrative Officer.] (denoted by an X). Local HR includes bureau HR staff and the Office of Human Resources (OHRM).

X

X

Canceled Payments Report – Includes running report, resolving and reissuing returned payments

X

NFC/HRC SINQ Report – Includes running report, resolving SINQs (includes EPP, PAR, Payroll, Benefits, and auto-generated errors)

X

CULP0099 (Missing PARs) Report – Includes running report, monitoring list, and notifying Managers or Local HR of action required as appropriate

X

CULP0013 (Missing Time) Report – Includes running report for missing Time & Attendance not received by NFC, notifying Employees, Managers, or Timekeepers of action required as appropriate

X

X

New Hires Report (Missing Benefits Enrollment after 60 days) – Includes running report and notifying New Hire

X

Not to Exceed Report – Includes running report, monitoring list, and notifying Managers of action required, as appropriate, including processing Change to Lower Grade for Temporary Promotions NTE to prevent unpaids (if no action submitted by manager)

X

Within-grade Increase (WGI) Report – Includes running report, monitoring list, and notifying Managers of action required, including submitting a Denial of Within-grade Increase, if appropriate

X

Career Ladder Promotions – Includes running report, monitoring list, and notifying Managers of action required, including submitting Promotion action, if appropriate

X

Probationary Period – Includes running report, monitoring list, and notifying Managers of actions required, if appropriate

X

Leave Error Report on as needed basis – Includes correcting a leave error that prevents a payout (e.g. lump sum)

X

Unpaid Report (FOCUS) – Includes running report and resolving unpaid cases, taking action as appropriate

X

Processed Awards Report – Includes running report of Awards processed in NFC and entering into webTA

X

Compensatory Time Payout Report – Includes running report, monitoring list, and paying out expired comp time to employees per bureau policy

X

CULP0148 (Outstanding Lump Sum Payouts to Separated Employees) – Includes running report, monitoring list, and paying out as appropriate

X

LOOPINT Report (for Intermittent Employees) – Includes receiving report from Census NPC, reviewing list, and recalculating employee SCDs as appropriate

X

(Census NPC Only) LOOPINT Report (for Intermittent Employees) – Includes running report from database, sending to ES, and coordinating as appropriate to provide historical information

X

CATIPAY (Intermittent Schedule – CULP0013 (missing T&A) Report – Includes running report and resolving unpaid cases, taking action as appropriate

X

NFC 1100 – Reporting Center (Bills of Collection) Report – Includes running report and issuing bills, letter of explanation, and processing bill as appropriate

X

State Tax Discrepancy Report – Includes running report and notifying employees of required action as appropriate

X

Separations Report – Includes running report and notifying Managers of required action as appropriate (e.g., submitting completed CD-126)

X

Debt Letter (Bill of Collection) – Includes running report and notifying Employees for payment or waiver request

X

Section VI: Time & Attendance (T&A) Services The table below outlines the processes in scope for T&A services. Each process includes a description and primary task ownership between Local HR, Enterprise Services, and Other [Timekeeper, Labor Relations, etc.] (denoted by an X). Local HR includes bureau HR staff and the Office of Human Resources (OHRM).

The DMC and PHRMs determined that Worker Compensation, Unemployment Compensation, Voluntary Leave Transfer Program (VLTP), and Leave Buyback for OWCP will remain with Local HR at present but will ultimately be transferred to ES. The timing for these processes will be determined in the future.

Timekeeper

Provide pay, leave, and timekeeping program guidance to Timekeepers (i.e., policy guidance), including bureau-specific policies per existing documentation

X

Provide policy guidance to Timekeepers on VLTP administration

X

Provide bureau-specific policy guidance to Timekeepers on Union official timekeeping and CBA timekeeping requirements

Labor Relations

Provide webTA HRIT Administrative support including user provisioning and deprovisioning, establishment and maintenance of user groups, testing and system inquiry support

X

Tier 3 Helpdesk support (e.g., issues requiring Kronos support to resolve such as outages, submission of change requests)

Tier 3 – CBS

Report on “Official Union Time” and provide guidance on official time usage

X

Labor Relations

Resolve or escalate inquiries as appropriate

X

Run reports for Department, OPM, or Bureau data needs

X

Develop and maintain role-based time & attendance training

ES Change Management

Manage & support webFRED, including employee and timekeeper inquiry support

Census

Manage & support JARS, including employee and timekeeper inquiry support

NPC

Manage & support shipTA, including employee and timekeeper inquiry support

NOAA

X

Update and maintain employee webTA profile fields impacted by PAR processing

X

Coordinate with employee to determine work schedule

X

Provide Timekeeper with employee information to support webTA profile set-up (e.g. approved work schedule)

X

Establish leave balance based on Leave and Earnings Statement and/or SF-1150, correcting balances as necessary

X

Validate and Maintain Manager (i.e., certifiers) following reorganizations and/or reassignments

X

Update profiles when personnel information changes (as a result of a PAR change)

X

Correct leave errors less than 52 weeks old

Timekeeper

Correct leave errors older than 52 weeks old or requiring NFC adjustment

X

Execute webTA leave audit prior to employee separation, resolving leave errors as appropriate

X

Provision and maintain webTA user access

X

Timekeeper

Setup and maintain Employee Labor Distribution/Accounting Codes

Bureau Administrative Officer

Setup and maintain Employee Work Hours/Schedule

Timekeeper

Setup or Update Managers (i.e., certifiers) for reorganizations and/or reassignments

X

Maintain Paper T&A documents to support A-123 audits

Timekeeper

Coordination with CFO for Annual accounting Code creation

Bureau Administrative Officer

Updates organization information in webTA during initial profile setup

Bureau Administrative Officer

Manage the Official Point of Contact Number

Bureau Administrative Officer

Resolve or escalate inquiries as appropriate

X

Maintain contract and establish Point of Contact with system vendor

Tier 3 – CBS

Resolve or escalate system-wide access or maintenance issues

Tier 3 – CBS

Approve or deny leave requests

X

Certify employee timecard no later than 3PM ET on the first Monday after the pay period

X

Designate at a minimum one proxy to certify time in advance of leave

X

Authorize premium pay prior to hours worked (as required by policy or applicable agreements)

X

Input weekly time for employees unable to access webTA due to personal time off or no access to webTA (e.g., NOAA Wage Mariners)

Timekeeper

Validate & Correct timesheets in accordance with business rules

Timekeeper

Coordinate with employee to resolve identified timecard errors

Timekeeper

Establish a delegate or proxy for Timekeeper role to alternate Timekeepers prior to leave

Timekeeper

Pull Uncertified Timesheets Report and Unvalidated Timesheets Report in webTA and coordinate certification and validation, in accordance with business rules

Timekeeper

Request manual override or pay cap waiver in accordance with policy

Timekeeper

Execute manual overrides or pay cap waivers in accordance with policy

X

Review and Distribute Missing Time Card Report to Timecard Chase Bureau POCs

X

Monitor webTA timecard datafile build and transmission process

X

Build and transmit webTA timecard datafile manually to NFC, as needed

X

Escalate data transmission issues to NFC, as needed

X

Coordinate the NFC Time Cards ‘Pullers’ Request with NFC

X

Coordinate Rejected Time Cards with NFC and Bureau POC

X

Submit corrections to NFC

X

Coordinate with ES to resolve system or data transmission issues, as needed

Tier 3 – National Finance Center

Coordinate with timekeeper/employee to obtain information and send to ES to fix timecard

Timecard Chase Bureau POC

Coordinates with timekeeper to update webTA

Timecard Chase Bureau POC

Resolve or escalate inquiries as appropriate

X

Enter and initiate prior period adjustment requests for employees

Timekeeper

Certify prior period adjustment time card

X

Contact ES if prior period adjustment results in overpayment or underpayment

Timekeeper

ES coordinates bill of collection if necessary

X

Resolve or escalate inquiries as appropriate

X

Department of Commerce

Section VII: Records Management Services The table below outlines ES’ role in Records Management. Each service includes a description and primary task ownership between Local HR, Enterprise Services, and Other, denoted by an X. Local HR includes bureau HR staff and the Office of Human Resources (OHRM).

Maintain Appropriate Records

Manage eOPF files

X

Manage folders

X

Request historical records

X

Prepare records for transfer/filing

X

Transfers records to gaining agency or National Records Center, as applicable

X

X

Section VIII: Bureau Maintenance Services The table below outlines the processes in scope for Bureau Maintenance in HRConnect. Each service includes a description and primary task ownership between Local HR, Enterprise Services, and Other [TSP, NFC, etc.] (denoted by an X). Local HR includes bureau HR staff and the Office of Human Resources (OHRM). Enterprise Services refer to both Tier 2 (Processing staff) and Tier 3 (Federal HRIT Leads).

X

X

Designate a Proxy in HRConnect

X

Establish Reports-To Structure

Update Reports-To Structure in HRConnect

X

X

Request PAR Routing Rules

X

Configure HR Groups in HRConnect

X

Configure Routing Rules in HRConnect

X

X

Configure Number of MSS Approval Levels in HRConnect

X

Set up MSS notifications (PAR, Recruitment Requests and NTE)

X

X

SF52 AO Signature Setup

EnterpriseServicesHR@doc.gov | https://enterpriseservices.service-now.com/es 28

Appendix Appendix A: Technology DOC will use the following Enterprise HR Technology to support HR services.

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