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Phase II
Personnel Action
Requirements Definition and Prototype
March 1992
O1RM Administrative Systems Division
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Phase n
Personnel Action
Requirements Definition and Prototype
Table of Contents
1.0 Project Background 1-1
2.0 MRS Concept 2-1
3.0 EPARSS Functional Model 3-1
4.0 SF52 Functional Requirements 4-1
4.1 Current Environment 4-1
4.2 Scope of the Proposed System 4-3
4.3 Key Operating Requirements 4-5
4.4 SF52 Functional Requirements 4-5
5.0 Award Functional Requirements 5-1
5.1 Current Environment 5-1
5.2 Scope of the Proposed System 5-1
5.3 Key Operating Requirements 5-2
5.4 Award Functional Requirements 5-3
Appendices:
Al EPARSS Functional Decomposition Diagram
A2 EPARSS Functional Decomposition Definitions
A3 EPARSS Entity Relationship Diagram
A4 EPARSS Entity Relationship Diagram Definitions
A5 NOAC Frequency Analysis for CY91
A6 Nature of Action Codes
A7 NOAC Cross-reference to EPARSS Functions
A8 General System Concepts
A9 SF52 Data Element List
A10 SF52 Relationship Edits
All EPAYSTables
A12 SF52Form
A13 Award Form
A14 NOAC Data Element Requirements
A15 Related Documents
Exhibits:
El SF52 Prototype
E2 Award Prototype
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Project Background
1.0 Project Background
In early 1990, an Automation Implementation Plan was completed for the Office of Human
Resources Management (OHRM) identifying and prioritizing the automation projects required to
support their mission needs. The Standard Form 52 (SF52) process was identified as having the
highest priority for automation.
A multi-phased project was initiated to address this automation need. The objectives of the first phase
of the project were to develop an initial system concept and to evaluate alternative solutions (i.e.,
SF52 processing systems currently operating at other Agencies and available for use by EPA) to in-
house development. The study found that USGS had an SFS2 system that was functionally similar
to the needs of EPA, however, at the time it could not be easily imported directly to EPA's operating
and technical environment. Consequently, based on the systems available at the time of the study,
it was determined to proceed with the definition and development of an SF52 system to satisfy the
Agency's requirements.
The initial scope of this phase of the project focused on the development of requirements for an SF52
system. However, as functional requirements were defined, it became obvious that the SF52 system
must be defined and developed within the framework of OARM's integrated administrative systems
(IAS) concept. As a result, preliminary work was completed to define the concept of an Integrated
Human Resources System (MRS). It was determined that the IHRS would be comprised of two
major items: an EPA Personnel Action Request and Servicing System (EPARSS) and a management
information/data sharing program. In that context, joint application design (JAD) sessions were
conducted to evolve the EPARSS model of which the SFS2 system is a component.
In the spirit of IHRS/EPARSS, detailed requirements work was completed for the SF52 and awards
components of EPARSS. Based on this information, "first generation" prototypes were developed
to assist with requirements identification, refinement and validation. This document presents the
results of this work.
Page 1-1
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Project Background
Intentionally left blank.
Page 1-2
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IHRS Concept
2.0 IHRS Concept
The current strategy for administrative applications is to develop an integrated administrative
systems (IAS) environment (Figure
2.0.1). This is being undertaken to
support the Agency' s recognition of the
need to increase productivity and over-
all efficiency through reduced data en-
try, and simplified access to timely,
accurate administrative information.
In this context, the concept of an Inte-
grated Human Resources System (IHRS)
was born (Figure 2.0.2). The IHRS
consists of two major components: the
EPA Personnel Action Request and Ser-
vicing System (EPARSS) and a pro-
gram to develop and distribute (i.e.,
provide shared access) human resources
related information.
1
EPARSS
1
Mgmt
Info
Figure 2.0.1
Integrated Human Resources System
EPARSS
EPA Personnel Action Request and Servicing System
Recruit Actions
Change Actions
Training Actions
Awards
Financial
Personnel
: EFAYS
I
I—
Status Reporting
Workload Tracking
Workload Analysis
Management Inflrmatjon/Data Sharing Program
PC&B & FTE Projections
Workforce Reporting
PD/Job Analysis
Dev/IDPs
Performance Agreements
Figure 2.0.2
Page 2-1
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IHRS Concept
EPARSS consists of the services offered by the human resources offices which are provided as a
result of an incoming request (e.g., promotion, recruitment, training request, award). The objective
of EPARSS is to develop a suite of subsystems which will allow these requests to be initiated
electronically at the point of initiation (i.e., program office) and moved forward throughout the
Agency until the service requested has been rendered. The subsystems will be essentially "paperless"
and will provide for electronic signature and automatic tracking.
The objectives of the management information/data sharing program are to allow Agency-wide
access to human resources information already contained in existing personnel databases or in large
non-electronic files and to promote the electronic flow of data between the human resources offices
and the users of human resources information.
Page 2-2
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EPARSS Functional Model
3.0 EPARSS Functional Model
A functional decomposition diagram (Appendix A1) of an EPA Personnel Action Request and
Servicing System (EPARSS) was developed jointly with the human resources office through various
JAD sessions. The diagram (summarized in Figure 3.0.1) identifies the major functions performed
by the various human resources offices. Definitions of the functions are contained in Appendix A2.
Additional detailed requirements work will be required to define the EP ARS S concept and to identify
the functional processes which are realistically feasible candidates for automation.
EPARSS
int
Tracking
Program
Request
for
Service
HR
Initiated
Actions
Benefit
Administration
Disciplinary
Actions
Reorganization
Process
SFS2s
Awards
Training
Adrninislratoon
Retirement
Administration
Labor/Emp
Relations a
Counseling
Figure 3.O.1
As pan of the scope of this phase, the "Process SF52s" and the "Process EPA3130", subordinate to
"Awards", functions were defined in more detail. The requirements for these two functions can be
found in Sections 4.0 and 5.0 respectively. In addition, first-generation prototypes were developed
for each one to assist with requirements identification, refinement and validation.
An entity relationship model was also developed containing the major data entities involved in the
processes (Appendix A3). Definitions of the entities are contained in Appendix A4.
EPARSS will ultimately consist of a group of subsystems which support the various services offered
by the human resources organizations throughout EPA. These services are generally provided upon
the receipt of a service request (e.g., a form) from the requesting party. The service requests (e.g.,
promotion, recruitment, training request, award) are generally initiated as a standard form, sent to
a higher organizational level for signature(s) and then forwarded to the appropriate human resources
office for processing (i.e., servicing). Nearly all personnel actions identified in EPARSS follow this
flow (Figure 3.0.2).
Page 3-1
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EPARSS Functional Model
Generic Form-Based System Model
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Rejected for Correction
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Figure 3.0.2
Page 3-2
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SF52 Functional Requirements
4.0 SF52 Functional Requirements
4.1 Current Environment
The current SF52 process within EPA is predominantly manual and relies on the internal mail system
or hand-delivery to move the SF52 through the process. There are over 25,000 SF52-type personnel
actions processed per year throughout the Agency (Appendix A5). There are 16EPA locations which
process SFS2s and it is estimated that there are approximately 75 points of submission (i.e., final
points of approval/review prior to sending
the SF52 to Human Resources for process-
ing) and well over 250 points of action
initiation (i.e., first point where a requester
originates the action).
SF52s (Appendix A12) are initiated in
program offices and forwarded to Human
Resources once the SF52 has been offi-
cially authorized by the appropriate re-
questing office official. This signature
implies that budget, security and any other
required approvals have been secured.
Figure 4.1.1 provides an overview of the
SF52 processing flow.
Overview
of the
SF52
Flow
Figure 4.1.1
Once the SF52reaches the human resources
office (for example at EPA HQ), a cover
sheet is prepared and it is logged into the
automated Workload Tracking System
(WTS). WTS captures the dates and remarks recorded manually on the cover sheet and produces
tracking and status reports. Typically, this data is entered or updated in the tracking system each time
the SF52 (and related paperwork) moves from one "desk" to another. The action is then forwarded
to the prescribed processing team.
The processing of an SF52 is variable depending upon the nature of the action being requested and
may take up to four months for completion. As the typical first step after logging, the SF52 goes to
a Classifier for evaluation and classification of the position description (PD), determination whether
thePD supports the grade, title and series, re view of promotion potential and assignment of the nature
of action code (NOAC). After classification, the SF52 moves to the staffer for completion.
The staffer will complete the SF52 data, prepare a vacancy announcement and conduct competition
and recruitment as required. After the action is completed (i.e., the position is filled), the SF52 is
sent to processing for final review and validation. It should be noted that there is a functional change
occurring within OHRM which will merge the functions of the classifier and staffer into a personnel
Page 4-1
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SF52 Functional Requirements
specialist, however, this is not necessarily the case in the Regions.
The data is entered into EPAYS via 3 TAPP data entry screens (Appendix A14). EPAYS generates
OPM data and an SF50, which is filed on the right side (official) of the individual's Official Personnel
Folder (OPF). The SF52 is filed on the left side (unofficial) of the OFF.
Although there are numerous types of personnel and position-related actions (Appendices A6 and
A7), there are generally two different procedural flows which occur when processing an SFS2:1)
recruitment and 2) change status. There are, however, variations of these flows based on the specific
nature of action being processed and the circumstances of the employee to which the action relates.
Figure 4.1.2 and 4.1.3, respectively, provide a summarized view of the processing of a typical
personnel action under each of these two scenarios.
Recruitment
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Page 4-2
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SF52 Functional Requirements
Change Status
Program
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4.2. Scope of the Proposed System
An SFS2 processing system for EPA should automate the entire flow of an SFS2 within the Agency,
starting with its initiation in the requesting office, through its processing in human resources, to its
ultimate entry into
EPAYS. The system
should provide for the
"paperless" initiation,
processing, tracking and
routing of the SFS2 and,
to the extent possible,
its supporting docu-
ments. The system
should address recruit
and change status ac-
tions (Figure 4.2.1).
Process
SF52s
Change
Status
Recruit
Figure 4.2.1
Page 4-3
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SF52 Functional Requirements
The system must service two distinct user groups:
1. Program Offices: This part of the system will be used by the requesting offices (i.e., program
offices) to:
A. Initiate a request for a personnel action.
B. Track the movement of requests for personnel action until all processing is completed and
the requested action is effected
C. Produce reports of both pending and completed actions.
2. Human Resources Offices: This part of the system will be used by the servicing human resources
offices.
A. Complete the request for a personnel action.
B. Track the receipt and processing of requests for personnel action until all processing is
completed and the requested action is effected.
C. Produce reports of both pending and completed actions.
D. Feed the action electronically into EPAYS.
Using the Automated SF52 System, program offices should be able to prepare and manage their
Requests for Personnel Action, SF52s, interactively with the use of computer terminals or PCs.
Information on Agency employees should be available from the current EPAYS master file to reduce
data entry and to provide the most up-to-date data available. Actions should be electronically routed
to all appropriate individuals in both the program and human resources offices. Access to any action
should be restricted by user "profiles" that will define the scope of access for each user of the system.
The actions should be "signed" electronically based on user profiles (in accordance with EPA
standards regarding electronic signature). The system should provide additional capabilities such
as:
Q Tracking the progress of actions.
G Sending courtesy copies of an action.
Q Routing actions for concurrence.
Q Viewing appropriate actions.
Q Deleting actions.
The SF52 processing system must comply with OPM's FPM Supplement 296-33, The Guide to
Processing Personnel Actions, and EPA Human Resources Policies. The system must be "decen-
tralized" in nature providing for use Agency-wide as a standard national administrative system for
each EPA location (Headquarters, Regions and Laboratories) that process their own SF52s.
The system must also comply with OIRM technical standards in terms of its programming language,
data manager, telecommunications monitor and operating characteristics. The system need not
necessarily be centralized anditmay be desirable that certain functions operate in a local areanetwork
(LAN) environment. In fact, the different operating environments encountered throughout the
Agency may require the system to operate on different platforms (e.g., a LAN for selected Regions
Page 4-4
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SF52 Functional Requirements
or Program Offices and the IBM mainframe for others).
4.3 Key Operating Requirements
The SF52 system should automate the various phases of requesting andprocessing a personnel action.
The system should include the following:
1. A Request for Personnel Action, SFS2, should be entered into the system at the requesting office
level. The system should recognize those individuals in each program office who are authorized
to initiate (input) a request, sign as a requesting official, and/or sign as an approving official
2. The system should automatically provide current employee personnel information, eliminating
entry of the "from" information on the request and requiring entry of only that information which
changes as a result of the requested action on the "to" portion of the action.
3. The system should allow for electronic signature.
4. The system should provide electronic forwarding of the SF52 between individuals who must
provide data or sign the request.
5. The system should automatically route the SFS2 to personnel security, if required, or the
appropriate servicing human resources office after the approving official signs the request
6. The system should automatically route the SF52 to the first appropriate HR specialist (or team)
for data input and/or approval as required based on the type of action requested by the program
office.
7. The system should control input (change/update) based on the functional authority of the person
attempting to update the SF52.
8. The system should control the routing of the SF52 to specific individuals based on functional
authority and other criteria that identifies the individuals authority.
9. The system should identify the "normal" routing of an SFS2 and the functional areas (i.e.,
Classification, Staffing, Team Leader, Processing) where action should be taken. The system
should allow the current user to "interrupt" tine normal routing when circumstances warrant (e.g.,
the action can be returned to Classification by a staffing specialist when an eligible candidate is
not found at the grade level specified on the initial request).
10. The system should produce EPAYS update transactions for submission on a daily basis.
4.4 SF52 Functional Requirements
The SF52 requirements are documented from a perspective of the different system user types
Page 4-5
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SF52 Functional Requirements
involved during the life-cycle of an SF52 (i.e., the point of creation of an SFS2 until it is entered into
EPAYS) and the functions which can be performed during various processes. This approach
effectively identifies the flow of the SF52 in the system and the functionality required for the various
users. Appendix AS documents several related general system concepts which may also assist with
the design and development of an SF52 system.
4.4.1 System User Types
The user system types reflect the stops the SFS2 must pass through in order to gather the required
data and signatures, and to comply with the required regulatory process and evaluation. The system
user types include:
Q Viewer- a user given the authority toreceive and review a courtesy copy of the SF52. The
"real" SF52 continues on its route, it is not held while the Viewer reviews it. The Viewer
does not change it, sign it and can not send it to anyone else.
Q Initiator - a user given the authority to create/initiate an SF52. The Initiator can not sign
it and must send it to a Requesting Official for review and signature.
Q Requesting Official - a user given the authority to create/initiate an SFS2. The Requesting
Official can sign the SFS2 for those personnel within the authorized organizational
hierarchy. The system will begin tracking all activities related to the SF52 once it is sent
by the Requesting Official.
Q Obligating Official - a user given the authority to verify the availability of funding for the
action. The Obligating Official can sign the SFS2 and complete the appropriation code.
The progress of the SF52 will be stalled while under the ownership of the Obligating
Official.
Q Reviewing Official - a user given the authority to concur on the SF52. The Reviewing
Official can not sign the SFS2. The progress of the SF52 will be stalled while under the
ownership of the Reviewing Official.
Q Approving Official - a user given the authority to approve the SFS2. The Approving
Official must sign the SFS2 before it can be sent to the Human Resources Office. The
progress of the SF52 will be stalled while under the ownership of the Approving Official.
Q Personnel Security - a user given the authority to determine position sensitivity for any
newly established positions and to ensure that the individual assuming the position
satisfies the security requirements. The progress of the SFS2 will be stalled while under
the ownership of the Personnel Security although certain actions can proceed without the
completion of the security work (e.g., recruitment while the position is being filled) when
the SFS2 is sent to Human Resources.
Q Classifier - a human resources specialist given the authority to evaluate the SFS2 in terms
Page 4-6
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SF52 Functional Requirements
of the duties and responsibilities of the position and to assign a title, occupation series and
grade to it. The progress of the SF52 will be stalled while under the ownership of the
Classifier.
Q Staffer - a human resources specialist given the authority to complete the employee related
fields and to conduct recruitment activities associated with filling the position. The
progress of the SF52 will be stalled while under the ownership of the Staffer.
Q Team Leader/Supervisor - a human resources supervisor given the authority to review and
approve the work completed by the classifier and staffer prior to sending the SFS2 to
processing where it will be released to EPAYS. The progress of the SF52 will be stalled
while under the ownership of the Team Leader/Supervisor.
Q Processor - a human resources staff given the authority to perform final review and
approval prior to releasing the SF52 into EPAYS. The progress of the SF52 will be stalled
while under the ownership of the Processor.
Q System Administrator - a user given authority to perform system administration functions
such as maintain authority levels and relocate the ownership of an SFS2 from one user to
another.
4.4.2 Functions
The functions reflect what can be done to the SF52. The functions which the system should provide
include:
Q Create Action - initiating an SFS2 by completing all prescribed data elements with the
exception of the appropriation code and personnel security.
Q Hold Action - maintaining ownership of the SFS2 while impeding its progress in the
system. An SFS2 being held is still considered active in the system.
Q Discard Action - eliminating a courtesy copy from the system.
Q Add Data - adding additional data to the SFS2. The data elements for which the user is
given access are controlled by their authority level.
Q Change Data - changing existing data elements previously completed on the SFS2. The
data elements for which the user is given access are controlled by their authority level.
Q Delete Action - deleting (remove) an SF52 from the system.
Q Sign Action - electronically signing an SFS2.
Q Send Action - forwarding an SF52 to the next processing stop. This may include sending
Page 4-7
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SF52 Functional Requirements
courtesy copies or returning the SF52 to a lower level for correction or reconsideration.
G Receive Action - receiving an SF52 sent by another system user.
G View Action - looking at the data in an SFS2.
G Print Action - creating a hardcopy of the SFS2 (the system is intended to be paperless so
this function should be used infrequently, restricted or even eliminated)
Q Request Report - generate reports about SF52s related to ones organization
G Suspend Action - putting an SF52 on hold or effectively withholding processing on the
action (e.g., recruit actions during a freeze). The action is not considered active while
suspended.
G Reinstate Action - placing a previously suspended SFS2 back into the process.
G Release to EPA YS - having the system generate the appropriate EPA YS transactions to
update the EPAYS master files, and to allow EPA YS to generate an SFSO and prepare the
CPDFdata.
G Request Status - requesting the tracking history (i.e., activities and stops which occurred
to the SF52) information contained in the sytem for the SF52 and any remarks/comments
recorded while an individual had ownership.
G Maintain Authority - creating and updating information about the system users.
G Change Action Ownership - moving the SFS2 from one user to another (e.g., when an SFS2
is stalled because the owner is on vacation).
These functions should be controlled based on the authority level of the user. The table in Figure
4.4.1 shows the relationship between the system user types and functions.
4.4 J Ownership Concept
To maintain the security and the integrity of the SF52s being processed in the system, an "ownership"
concept must be employed. This means that, like in a paper system, who ever holds an SFS2 is the
only one that can effect any changes to it while they have it. Therefore, the system should apply the
same concept by "locking out" other users from accessing an SFS2 that is not in their "electronic
mailbox". For example, when an SF52 is initiated in the Program Office, the action should be
considered as "owned" by the user who is initiating the action (i.e., the SF52 is in the user's mailbox).
Information should only be changed or deleted by the individual who "owns" the SF52. When an
action is "forwarded", the system should transfer ownership (i.e., the SF52 is now in a different
individual's mailbox and can only be changed or deleted by the new owner). Users should act
(initiate, update, sign, etc.) on an SFS2 as soon as possible and then sendit to the next level for further
Page 4-8
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SF52 Functional Requirements
Functions Cross-referenced to System User Types
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14 and above. The system should also control access to personnel actions and the routing of actions
based on the involved users':
Q Organization code
Q Submitting office number
a Grade
Any action that meets a user's profile parameters can be viewed or included in reports requested by
that user regardless of who currently owns the action. Also, the status of any such action should be
accessible.
4.4.5 Data Requirements
The SF52 can be used to initiate approximately 120 different personnel actions. Consequently, there
are over ISOdifferent data elements required to document the various actions. For example, a recruit
action may begin with a simple request for eligibles and in the case of a new hire require nearly every
available data element. The data elements required for the different categories of NOACs are listed
in Appendix A14. An SFS2 Data Dictionary .published under separate cover, provides a description
and attributes of each data element. Appendix A9 lists the data elements and their page reference
number in the data dictionary.
The initiation of an action should require the minimum number of data elements. Most actions can
be initiated with a combination of the following data elements:
Type of Personnel Action Being Requested
Social Security Number
Name
Position Title
Series
Pay Plan
Grade
Step
Salary
Organization Code
Location
PD Number
Account Number
Effective Date
Not-To-Exceed Date
The remainder of data elements required for the specific SF52 will be provided by the human
resources specialists who process the action. They will require access to every SFS2 data element,
although not every data element is required for every action (Appendix A14).
Page 4-10
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SF52 Functional Requirements
Exhibit El provides a "first generation" prototype with screens that contain data elements to support
the various system user types. The prototype also demonstrates the flow of an SF52 from point of
initiation through entry into EPA YS. The prototype will assist with funherrefinement and the design
of an operational SF52 system.
4.4.6 Forwarding and Routing
When an action is to be forwarded, the system should display a list of all users that the action can
be sent to (including for view only). The user should be able to select the individuals to receive the
action. Prior to forwarding, the action should be electronically signed if appropriate. The system
should validate that the user receiving the action is authorized to get it and to perform the function
for which it is being sent (e.g., the system should not allow an SF52 to be sent for approval to a user
in the same organization but without the authority to approve it).
Anyone in the SF52 process should be able to send a copy of an "owned" action to another authorized
individual for signature, review/concurrence orinformation purposes (i.e., courtesy copy). Concur-
rence may be required for monitoring FTEs or when someone needs to be informed of all SF52 actions
prepared within their organization. The forwarding of an action to any user other than a Viewer
should impede the progress of the action, requiring that the receiver logon to the system and take
positive action (including forwarding). Viewing should not stop the progress or processing of the
action since it serves as information only and should not require/allow signature or forwarding.
When "forwarding" an SF52 action to human resources, the system should verify that all required
signatures have been obtained and determine which servicing human resources office should receive
the action based on the employee's organization code. Program office personnel should be able to
monitor the status of actions as they progress through the human resources organization; however,
the program office should not be allowed to make changes/updates after the action has been
forwarded to the servicing human resources office. If problems exist, the servicing human resources
office should return the action to the program office or make the changes, as appropriate.
SF52 actions are considered to be "active" any time prior to submission to EPAYS. Once an action
has been sent to EPAYS and the EPAYS master file has been updated, the SF52 information should
be transferred to a "history" file.
4.4.7 Electronic Signature
One of the requirements of the system will be to provide users with a secure and reliable method of
approving documents as they are passed from one system user to the next. Traditionally an SFS2
document requires the signature of requesting officials, approving officials and human resource
specialists. In the system, an electronic signature function will be required to record the approval
of these individuals. The system should maintain a record of the signatures to support regulatory
documentation, audit and historical reporting requirements. Electronic signature should comply
with EPA standards (an EPA committee is in the process of defining electronic signature standards)
and be approved by OPM as a legal technique for the signature of personnel action documents created
Page 4-11
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SF52 Functional Requirements
and processed electronically. Note: The prototypes contained herein have electronic signature
functions, however, they were developed prior to an Agency standard and are not considered
adequate for the purposes of a production system.
4.4.8 Identification of an SF52
A "control number" should be used by the SF52 system to uniquely identify each SF52. This number
should be system generated upon completion of initial data entry. Once an SFS2 is recorded in the
system, it should be accessible by:
Q Selecting the action from a list presented by the system.
Q Using the SF52 system control number.
Q Selecting the action by the SSN or Name, if available.
4.4.9 Tracking
In the context of the SF52 system, tracking means maintaining a record of all movements of the SF52
within the system. Tracking should begin at the point that a Requesting Official sends it. It should
provide a clear record of what has happened to the SF52, who signed it, who presently has the action,
and how long each user had it. SF52s kept more than a reasonable amount of time should be
periodically identified. The system should analyze the time frames that records are being held by
users and print "redline" analysis or send ticklers to notify users to take action. Notification of
delayed SF52s should be presented on the user's screen in the form of a message.
The following events, at a minimum, should be recorded for purposes of tracking an SF52:
Date originated in the Program Office
Date approved in the Program Office
Date of 2nd level approval in Program Office
Date of budget approval
Date of security approval
Date received in human resources office
Date to classifier
Date to staffer
Date to DEU
Date to OPM
Date job analysis completed
Date vacancy announcement opened/closed
Date cleared displaced employees list
Date certification received from DEU/OPM
Date certification returned to DEU/OPM
Date certification sent to Program Office
Date certification returned from Program Office
Page 4-12
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SF52 Functional Requirements
Effective date of action
Date to processing
Date to EPAYS/TAPP
4.4.10 Reporting
The system must produce tracking, workload, statistical, historical and management reports. The
system must also support program office inquiries for status information on personnel actions
currently in-process. The system should provide an ad hoc reporting capability to allow users to
request listings and information about the SF52s processed in the system (e.g., the number of action
processed for a specific program office). The majority of the reporting requirements of the system
should be met through the ad hoc reporting facility. The following lists several standardized reports
which should be available from the system:
History of an SF52
Summary of Completed Actions by Organization
Completed Actions by Organization
Completed Actions by Individual
Actions Suspended
Actions Being Held in Excess of xx Days
Completed Actions by Type
Open Actions By Type
Open Actions by Individual
Gains/Losses of FTEs by Organization
"Redline" Analysis
4.4.11 System Interfaces
The SF52 system will require an interface with EPAYS, the major repository of EPA personnel/
payroll data. Data must be retrieved from EPAYS (or an extract file) to provide current information
about the employee referred to on the SFS2 and to provide historical SF52 activity (referred to as
SF7 data) to assist the human resources specialist review and process the action. The system must
also generate EPAYS transactions for each SFS2 which has passed through all signature levels and
satisfies all regulatory requirements as applied by the human resources specialist. The system should
apply as many EPAYS and CPDF edits (Appendices A9, A10, Al 1 and A14) as possible prior to
releasing the SF52 to EPAYS.
4.4.12 Edit and Validation
To ensure that SF52s processed by the system are complete and accurate, the system should perform
comprehensive edits (e.g., numeric, relational, valid item, etc.) which are consistent with EPAYS
and CPDF edits (Appendix A10 and the SF52 Data Dictionary). The system should also validate that
all required fields for each NO AC are present (Appendix A14). A full SF52 edit should occur in
conjunction with the release of the SFS2 to EPAYS to reduce any risk that the generated EPAYS
transactions will not pass the nightly edit routine.
Page 4-13
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SF52 Functional Requirements
4.4.13 Operating Platforms
There are 16 locations which process SF52s. The SF52 system supporting each location will require
an electronic link between the human resources office and each system user within its serviced
community. There is no requirement for every system user to be linked electronically across
organizational boundaries. Each location must also be linked to EPAYS to send completed SFS2s
and to have access to personnel/payroll data (this data may be distributed). Figure 4.4.2 graphically
shows the required linkages.
IBM MF RTF
EPAYS
Possible
Distributed
nnel/Payroll
Database
Organization 1
Organization 2
Organization 1
Organization 2
Figure 4.4.2
4.4.14 Security/Privacy
Personnel information (SSN and name) must be maintained in a secure environment as prescribed
by the 1974 Privacy Act. Since the SF52 system will contain this information, adequate security must
be provided in terms of access to the system as well as access to the SF52s contained in the system.
Authorized system users should only have access to SF52s related to their organization. Userprofiles
should be used to provide an adequate means of control over system and SFS2 access.
In addition, the EPAYS data that will be required (e.g., distributed to Program Offices) for query and
display fields on the SFS2 must also be maintained in a secure environment To minimize the need
for this type of data, a minimal number of data elements should be required from the Program Offices
in order to initiate a personnel action. The remaining SF52 data elements which should be retrieved
from EPAYS will only be retrieved at the time the SF52 arrives in the human resources office.
Page 4-14
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SF52 Functional Requirements
However, even with a minimal number of data elements, the system will require that selected
personnel data elements be accessible at the Program Office level. This data must be maintained in
a secure environment which satisfies the 1974 Privacy Act.
4.4.15 Related Documents
Although the automation of the SF52 will provide a significant benefit to the Agency, there are
additional supporting documents whose automation would even further enhance the overall process.
Many of these documents are required for specific personnel actions (e.g., a staffing requisition form
for a recruitment action or a position sensitivity analysis form when an action relates to a position
which has not been previously established). These documents will continue to be sent through the
internal mail system or hand-delivered. To some degree, this parallel process may impede the
processing of the electronically transmitted SFS2 until the required documents arrive.
Many of the documents are simple and suitable for automation. The documents could be completed
electronically and appended to the SF52. The documents could be automated as future enhancements
to the baseline SF52 system. Appendix Aid contains a list of additional documents which should
be evaluated for future automation.
Another key document required in order to processnearly every SF52 is a Position Description (PD).
The PD describes the duties and responsibilities comprising the work assignment of a position to
which an employee is assigned. The automation of this document, however, would be a major
undertaking.
Page 4-15
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SF52 Functional Requirements
Intentionally left blank.
Page 4-16
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Award Functional Requirements
5.0 Award Functional Requirements
5.1 Current Environment
The current Award process within EPA is manual and relies on the internal mail system or hand-
delivery to move the Award through the process. There are over 18,500 awards processed per year
throughout the Agency (Appendix AS). There are 16 EPA locations which process Awards.
Cash Awards (Appendix A13) are initiated
in program offices and forwarded to Hu-
man Resources once the Award has been
officially authorized by the appropriate
requesting office official. This signature
implies that budget and any other required
approvals have been secured. Figure 5.1.1
provides an overview of the Award pro-
cessing flow.
Once the Award reaches the human re-
sources office it is evaluated in terms of the
regulatory requirements. If it is deter-
mined that it complies, the award is granted
and, if appropriate, itis entered intoEPAYS.
Figure 5.1.1
The data is entered into EPAYS via 3
TAPP data entry screens. EPAYS gener-
ates OPM data and an SF50, if requested.
5.2. Scope of the Proposed System
An Award processing system for EPA should automate the entire flow of an Award within the
Agency, starting with its initiation in the requesting office, through its processing in human resources,
to its ultimate entry into EPAYS. The system should provide for the "paperless" initiation,
processing, tracking and routing of the Award.
The objective of the award system is to reduce, if not eliminate, the need for extensive review and
evaluation of the award in the human resources office. The system should perform as many
regulatory edits as possible. This will require access to EPAYS and historical award information.
The system must service two distinct user groups:
1. Program Offices: This pan of the system will be used by the requesting offices (i.e., program
offices) to:
Page 5-1
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Award Functional Requirements
A. Initiate an award.
B. Track the movement of awards until all processing is completed and the award is effected.
C. Produce reports of both pending and completed awards.
2. Human Resources Offices: This part of the system will be used by the servicing human resources
offices.
A. Review the award, if required.
B. Track the receipt and processing of awards.
C. Produce reports of both pending and completed awards.
D. Feed the award electronically into EPAYS.
Using the Automated Award System, program offices should be able to prepare and manage their
Awards interactively with the use. of computer terminals or PCs. Information on Agency employees
and their award history should be available from the current EPAYS master file to reduce data entry
and to provide for the regulatory edits. Awards should be electronically routed to all appropriate
individuals in both the program and human resources offices. Access to any award should be
restricted by user "profiles*' that will define the scope of access for each user of the system. The
Awards should be "signed" electronically based on user profiles (in accordance with EPA standards
regarding electronic signature). The system should provide additional capabilities such as:
G Tracking the progress of an Award.
Q Sending courtesy copies of an Award.
Q Viewing appropriate Awards.
Q Deleting an Award.
The Award processing system must comply with EPA's 3130 Awards Manual and OPM require-
ments. The system must be "decentralized" in nature providing for use Agency-wide as a standard
national administrative system for each EPA location (Headquarters, Regions and Laboratories) that
process their own Awards.
The system must also comply with OIRM technical standards in terms of its programming language,
data manager, telecommunications monitor and operating characteristics. The system need not
necessarily be centralized anditmay be desirable that certain functions operate inalocalareanetwork
(LAN) environment. In fact, the different operating environments encountered throughout the
Agency may require the system to operate on different platforms (e.g., a LAN for selected Regions
or Program Offices and the IBM mainframe for others).
53 Key Operating Requirements
The Award system should automate the various phases of requesting and processing a personnel
Award. The system should include the following:
Page 5-2
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Award Functional Requirements
1. An Award should be entered into the system at the requesting office level. The system should
recognize those individuals in each program office who are authorized to initiate (input) an award,
sign as a requesting official, and/or sign as an approving official.
2. The system should automatically provide current employee personnel information and edit the
Award for regulatory compliance.
3. The system should allow for electronic signature.
4. The system should provide electronic forwarding of the Award between individuals who must sign
the Award.
5. The system should automatically route the Award to the appropriate servicing human resources
office after the approving official signs the request
6. The system should automatically route the Award to the appropriate HR specialist (or team) for
review and approval, if required.
7. The system should control input (change/update) based on the functional authority of the person
attempting to update the Award.
8. The system should control the routing of the Award to specific individuals based on functional
authority and other criteria that identifies the individuals authority.
9. The system should produce EPAYS update transactions for submission on a daily basis.
5.4 Award Functional Requirements
The Award requirements are documented from a perspective of the different system user types
involved during the life-cycle of an Award (i.e., the point of creation of an Award until it is entered
into EPAYS) and the functions which can be performed during various processes. This approach
effectively identifies the flow of the Award in the system and the functionality required for the various
users. Appendix A8 documents several related general system concepts which may also assist with
the design and development of an Award system.
5.4.1 System User Types
The user system types reflect the stops the Award must pass through in order to gather the required
data and signatures, and to comply with the required regulatory process and evaluation. The system
user types include:
G Viewer - a user given the authority to receive and review a courtesy copy of the Award.
The "real" Award continues on its route, it is not held while the Viewer reviews it. The
Viewer does not change it, sign it and can not send it to anyone else.
Page 5-3
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Award Functional Requirements
Q Initiator - a user given the authority to create/initiate an Award. The Initiator can not sign
it and must send it to a Requesting Official for review and signature.
Q Requesting Official-a user given the authority tncreatft/jniriatp.an Awatiri TheRequesting
Official can sign the Award for those personnel within the authorized organizational
hierarchy. The system will begin tracking all activities related to the Award once it is sent
by the Requesting Official.
Q Obligating Official - a user given the authority to verify the availability of funding for the
Award. The Obligating Official can sign the Award and complete the account number.
The progress of the Award will be stalled while under the ownership of the Obligating
Official.
Q Approving Official - a user given the authority to appmve ttip. Award The Approving
Official must sign the Award before it can be sent to the Human Resources Office. The
progress of the Award will be stalled while under the ownership of the Approving Official.
Q Human Resource Specialist - a human resources specialist given the authority to review
and approve the Award and to release it to EPAYS. The progress of the Award will be
stalled while under the ownership of the human resources specialist.
Q System Administrator - a user given authority to perform system administration functions
such as maintain authority levels and relocate the ownership of an Award from one user
to another.
5.4.2 Functions
The functions reflect what can be done to the Award. The functions which the system should provide
include:
Q Create Award - initiating an Award by completing all prescribed data elements with the
exception of the appropriation code and personnel security.
Q Hold Award - maintaining ownership of the Award while impeding its progress in the
system. An Award being held is still considered active in the system.
Q Discard Award - eliminating a courtesy copy from the system.
Q Add Data - adding additional data to the Award. The data elements for which the user is
given access are controlled by their authority level.
Q Change Data - changing existing data elements previously completed on the Award. The
data elements for which the user is given access are controlled by their authority level.
Page 5-4
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Award Functional Requirements
Q Delete Award - deleting (remove) an Award from the system.
Q Sign Award - electronically signing an Award.
Q Send A ward - forwarding an Award to the next processing stop. This may include sending
courtesy copies or returning the Award to a lower level for correction or reconsideration.
Q Receive Award - receiving an Award sent by another system user.
Q View Award - looking at the data in an Award.
Q Print Award - creating a hardcopy of the Award (the system is intended to be paperless
so this function should be used infrequently, restricted or even eliminated)
Q Request Report - generate reports about Awards related to ones organization
Q Release to EPAYS - having the system generate the appropriate EPAYS transactions to
update the EPAYS master files.
Q Request Status - requesting the tracking history (i.e., activities and stops which occurred
to the Award) information contained in the system for the Award.
Q Maintain Authority - creating and updating information about the system users.
Q Change Award Ownership - moving the Award from one user to another (e.g., when an
Award is stalled because the owner is on vacation).
These functions should be controlled based on the authority level of the user. The table in Figure
5.4.1 shows the relationship between the system user types and functions.
5.4 J Ownership Concept
To maintain the security and the integrity of the Awards being processed in the system, an
"ownership" concept must be employed. This means that, like in a paper system, who ever holds an
Award is the only one that can effect any changes to it while they have it. Therefore, the system should
apply the same concept by "locking out" other users from accessing an Award that is not in their
"electronic mailbox". For example, when an Award is initiated in the Program Office, the Award
should be considered as "owned" by the user who is initiating the Award (i.e., the Award is in the
user's mailbox). When an Award is "forwarded", the system should transfer ownership (i.e., the
Award is now in a different individual's mailbox). Users should be notified on their screen when
an Award is in their mailbox awaiting an action on their part. The system should also track who has
the Award, when they received it and when they forwarded it
Page 5-5
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Award Functional Requirements
Functions Cross-referenced to System User Types
FuftdftK*
Create Award
Hold Award
DacardCopy
Add Data
Change Data
Delete Award
Sign Award
Send Award
Receive Award
View Copy
Print Award
Request Report
Release to
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Maintain
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Change Award
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Figure 5.4.1
5.4.4 System Access
Access and functional capability assigned to a user of the Award system should be controlled by a
"user profile". The user profile should serve several functions:
Q Define the authority level of the user.
Q Control system access (system security).
Q Direct Award forwarding and routing.
Q Control the electronic signature process.
Q Control access to Awards contained in the system.
Page 5-6
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Award Functional Requirements
A user may require several profiles in the system based on their required duties and access authority.
For example, a user may be an approving official for grades 1-13 and a requesting official for grades
14 and above. The system should also control access to personnel Award and the routing of Award
based on the involved users':
Q Organization code
Q Submitting office number
Q Grade
Any Award that meets a user's profile parameters can be viewed or included in reports requested by
that user regardless of who currently owns the Award. Also, the status of any such Award should
be accessible.
5.4.5 Data Requirements
The initiation of an Award requires the following data elements:
Type of Award Being Requested
Social Security Number
Name
Period of performance (From/To)
Account Number
Tangible Amount of Benefit
Amount of Award
Hours
Justification
Person to Receive Check
Additional data elements are required to evaluate the Award. The system should retrieve the required
data elements from EPAYS for purposes of the regulatory edits. These data elements include:
Time off YTD
Salary
Current Performance Rating
Cash Awards YTD
Exhibit E2 provides a "first generation" prototype with screens that contain data elements to support
the various system user types. The prototype also demonstrates the flow of an Award from point of
initiation through entry into EPAYS. The prototype will assist with furtherrefinementandthe design
of an operational Award system.
Page 5-7
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Award Functional Requirements
5.4.6 Forwarding and Routing
When an Award is to be forwarded, the system should display a list of all users that the Award can
be sent to (including for view only). The user should be able to select the individuals to receive the
Award. Prior to forwarding, the Award should be electronically signed if appropriate. The system
should validate that the user receiving the Award is authorized to get it and to perform the function
for which it is being sent (e.g., the system should not allow an Award to be sent for approval to a user
in the same organization but without the authority to approve it).
Anyone in the Award process should be able to send a copy of an "owned" Award to another
authorized individual for signature or information purposes (i.e., courtesy copy). The forwarding
of an Award to any user other than a Viewer should impede the progress of the Award, requiring that
the receiver logon to the system and take positive action (including forwarding). Viewing should
not stop the progress or processing of the Award since it serves as information only and should not
require/allow signature or forwarding.
When "forwarding" an Award to human resources, the system should verify that all required
signatures have been obtained and determine which servicing human resources office should receive
the Award based on the employee's organization code. Program office personnel should be able to
monitor the status of Award as they progress through the human resources organization; however,
the program office should not be allowed to make changes/updates after the Award has been
forwarded to the servicing human resources office. If problems exist, the servicing human resources
office should return the Award to the program office.
An Award is considered to be "active" any time prior to submission to EPAYS. Once an Award has
been sent to EPAYS and the EPAYS master file has been updated, the Award information should
be transferred to a "history" file.
5.4.7 Electronic Signature
One of the requirements of the system will be to provide users with a secure and reliable method of
approving Awards as they are passed from one system user to the next Traditionally an Award
document requires the signature of requesting officials, obligating official and approving officials.
In the system, an electronic signature function will be required to record the approval of these
individuals. The system should maintain a record of the signatures to support regulatory documen-
tation, audit and historical reporting requirements. Electronic signature should comply with EPA
standards (an EPA committee is in the process of defining electronic signature standards) and be
approved by OPM as a legal technique for the signature of Award documents created and processed
electronically. Note: The prototypes contained herein have electronic signature functions, however,
they were developed prior to an Agency standard and are not considered adequate for the purposes
of a production system.
5.4.8 Identification of an Award
A "control number" should be used by the Award system to uniquely identify each Award. This
Page 5-8
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Award Functional Requirements
number should be system generated upon completion of initialdata entry. Once an A ward is recorded
in the system, it should be accessible by:
G Selecting the Award from a list presented by the system.
Q Using the control number.
G Selecting the Award by the SSN or Name, if available.
5.4.9 Tracking
In the context of the Award system, tracking means maintaining a record of all movements of the
Award within the system. Tracking should begin at the point that a Requesting Official sends it. It
should provide a clear record of what has happened to the Award, who signed it, who presently has
the Award, and how long each user had it. Awards kept more than a reasonable amount of time should
be periodically identified. The system should analyze the time frames that records are being held
by users and print "redline" analysis or send ticklers to notify users to take action. Notification of
delayed Awards should be presented on the user's screen in the form of a message.
The following events, at a minimum, should be recorded for purposes of tracking an Award:
Date originated in the Program Office
Date approved in the Program Office
Date of 2nd level approval in Program Office
Date of budget approval
Date received in human resources office
DatetoEPAYS/TAPP
5.4.10 Reporting
The system must produce tracking, workload, statistical, historical and management reports. The
system must also support program office inquiries for status information on Awards currently in-
process. The system should provide an ad hoc reporting capability to allow users to request listings
and information about the Awards processed in the system (e.g., the number of A ward processed for
a specific program office). The majority of the reporting requirements of the system should be met
through the ad hoc reporting facility. The following lists several standardized reports which should
be available from the system:
History of an Award
Summary of Completed Awards by Organization
Completed Awards by Organization
Completed Awards by Individual
Awards Being Held in Excess of xx Days
Completed Awards by Type
Open Awards By Type
Page 5-9
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Award Functional Requirements
Open Awards by Individual
5.4.11 System Interfaces
The Award system will require an interface with EPAYS, the major repository of EPA personnel/
payroll data. Data must be retrieved from EPAYS (or an extract file) to provide current information
about the employee referred to on the Award and to provide historical Award activity to permit the
system perform the regulatory edits. The system must also generate EPAYS transactions for each
Award which has passed through all signature levels and satisfies all regulatory requirements as
applied by the system and human resources specialist
5.4.12 Edit and Validation
To ensure that Awards processed by the system are complete and accurate, the system should perform
edits (e.g., numeric, relational, valid item, etc.) which are consistent with the regulatory require-
ments.
5.4.13 Operating Platforms
There are 16 locations which process Awards. The Award system supporting each location will
require an electronic link between the human resources office and each system user within its serviced
community. There is no requirement for every system user to be linked electronically across
organizational boundaries. Each location must also be linked to EPAYS to send completed Awards
and to have access to personnel/payroll data (this data may be distributed). Figure 5.4.2 graphically
shows the required linkages.
5.4.14 Security/Privacy
Personnel information (SSN and name) must be maintained in a secure environment as prescribed
by the 1974 Privacy Act Since the Award system will contain this information, adequate security
must be provided in terms of access to the system as well as access to the Awards contained in the
system. Authorized system users should only have access to Awards related to their organization.
User profiles should be used to provide an adequate means of control over system and Award access.
In addition, the EPAYS data that will be required (e.g., distributed to Program Offices) for query,
regulatory edits and display fields on the Award must also be maintained in a secure environment.
This data must be maintained in a secure environment which satisfies the 1974 Privacy Act
Page 5-10
-------
Award Functioned Requirements
IBM MF RTP
EPAYS
Possible
Distributed
rsonnel/Payroll
Database
QrgamzaDon 1
Organizaoon 2
Organization 1
Organization 2
Figure 5.4.2
Page 5-11
-------
Award Functional Requirements
Intentionally left blank.
Page 5-12
-------
Appendix Al
EPARSS Functional Decomposition Diagram
-------
ng
J
Transfer
J
I
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1
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-------
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I
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-------
Appendix A2
EPARSS Functional Decomposition Diagram
Definitions
-------
Application Development Workstation
Object Summary Report
03-30-1992 01:23:48 PM NEWUSER EPARSS Page 1
icess: Accretion
Definition
An increase in the job duties and responsibilities which result in a
bonus, promotion, within grade step increase and/or a reclassification
of the position.
PROPERTY VALUE
Last Update 1991/11/26 10:50 NEWUSER
Created 1991/11/21 12:28:04 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Promotion
Process: Admin and Corrective Actions
PROPERTY VALUE
Last Update 1992/03/27 19:57 NEWUSER
Created 1992/03/27 19:57:51 NEWUSER
ASSOCIATION TYPE NAME
Process: Applicant Tracking
Definition
The process of tracking "unsolicited" applicants which have applied for
a job or have sent a resume/SF171 to EPA. These may result from job
fairs, mail-ins, etc.
PROPERTY VALUE
Last Update 1991/11/26 14:16 NEWUSER
Created 1991/11/08 09:23:16 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process EPARSS
Process: Awards
Definition
The processing of awards, either monetary or in a written form, which
are given to employees for exemplary service or performance.
/ledgeWare, Inc.
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Object Summary Report Page 2
PROPERTY VALUE
Last Update 1991/11/26 08:17 NEWUSER
Created 1991/11/15 13:28:13 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Process SES Awards
Process Honor
Process On-the-Spot
Process EPA3130
Is Part Of Process Program Request for Service
Process: Benefit Administration
Definition
Personnel actions that support the choice and assignment of employee
benefits such as health insurance, disability insurance, life
insurance, sick leave/ etc.
PROPERTY VALUE
Last Update 1992/03/27 20:15 NEWUSER
Created 1991/11/08 09:07:24 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Program Request for Service
Process: Career Ladder
Definition
A pre-defined increase which an employee is entitled to as a result of
satisfying the length of service and performance requirements of the
position.
PROPERTY VALUE
Last Update 1991/11/26 10:53 NEWUSER
Created 1991/11/08 09:38:28 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Promotion
Process: Career Ladder Certification
Definition
KnowledgeWare, Inc.
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Object Summary Report Page 3
This process is initiated by OHRM/HROs to move an employee from their
existing grade to the next grade when the length of time and
performance requirements in a career ladder position have been
satisfied.
PROPERTY VALUE
Last Update 1991/12/05 17:52 NEWUSER
Created 1991/11/15 12:55:39 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process HR Initiated Actions
Process: Change Retirement Systems
Definition
The processing of an action to transfer an employee from one
retirement benefit program to another (i.e., prior retirement program
to FERS).
PROPERTY VALUE
Last Update 1991/11/26 09:54 NEWUSER
Created 1991/11/15 12:48:47 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Retirement Administration
Process: Change Status
Definition
Processing of personnel actions consisting of details, miscellaneous
job changes, conversions, reassignments, separations and miscellaneous
changes
PROPERTY VALUE
Last Update 1992/03/29 08:11 NEWUSER
Created 1991/12/05 18:04:21 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Promotion
Misc. Change
Separation
Reassignment
Conversion
Detail & Misc Job Change
Is Part Of Process Process SF52s
KnowledgeWare, Inc.
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Object Summary Report Page 4
Process: Competitive
Definition
All civilian positions in the Federal Government that are not
specifically excepted from the Civil Service laws by or under statute,
by the President, or by 0PM under Rules VI or IX
PROPERTY VALUE
Last Update 1992/03/27 20:18 NEWUSER
Created 1991/12/05 18:05:32 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process DEU
MPP
Register
Direct Hire
Is Part Of Process Recruit
Process: Conversion
Definition
The transfer of an employee from one appointment to another appoinment
within the Agency without a break in service in excess of three days.
PROPERTY VALUE
Last Update 1991/11/26 11:53 NEWUSER
Created 1991/11/26 11:50:45 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Change Status
Process: Detail & Misc Job Change
Definition
A temporary assignment of an employee to a different position for a
specified period of time, with the employee returning to their regular
duties at the end of the detail
PROPERTY VALUE
Last Update 1992/03/27 20:05 NEWUSER
Created 1991/12/05 18:16:28 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Change Status
KnowledgeWare, Inc.
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Object Summary Report Page 5
Process: DEU
Definition
The Office of Personnel Management approval to operate a specific
official position series recruiting, testing and hiring facility
PROPERTY VALUE
Last Update 1992/03/29 09:00 NEWUSER
Created 1991/12/05 18:08:37 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Competitive
Process: Direct Hire
Definition
0PM approved Agency recruiting plan which expedites the recruitment of
persons for appointments to positions in shortage occupations
PROPERTY VALUE
Last Update 1992/03/27 20:07 NEWUSER
Created 1991/12/05 18:07:10 NEWUSER
\SSOCIATION TYPE NAME
Is Part Of Process Competitive
Process: Disciplinary Actions
Definition
The processing of disciplinary actions being brought against employees
who have violated Agency or Federal rules or who have demonstrated
unsatisfactory performance.
PROPERTY VALUE
Declared Root N
Last Update 1991/11/26 09:13 NEWUSER
Created 1991/11/08 09:06:09 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Program Request for Service
Process: EPARSS
Definition
KnowledgeWare, Inc.
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Object Summary Report Page 6
The EPA Personnel Action Request and Servicing System (EPARSS) is the
component of the Integrated Human Resources System (IHRS) which
automates all incoming requests for human resources services. The scope
of the system includes the automation of the request from the point of
the initiation in the program office through its processing in
OHRM/HR Offices until it is entered automatically into the EPAYS/TAPP
system.
PROPERTY VALUE
Declared Root Y
Last Update 1991/11/26 14:26 NEWUSER
Created 1991/11/08 09:24:21 NEWUSER
ASSOCIATION TYPE NAME
Involves Entity Type History, SF52 Processing
SF52
SF182
Awards SF3130
Performance Appraisal
GARL
Benefit
Course Registration
Course Catalog
Training Costs
Training History
Employee
NOA History
Applicant
Vacancy Announcement
Position Description
Positions
1-page Registration
Pending Training Registration
Pending SF52 Action
Relationship Type NOA History Tracks Actions
Related to Employee
Awards SF3130 Given to Employe
Awards SF3130 Recorded in NOA
History
Training History Has Training
Costs
SF182 Requests training for
Employee
Course Registration Registers
from SF182
Applicant May become an Employ
e
Employee Has a Positions
KnowledgeWare, Inc.
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Object Summary Report
n
n
Consists of
Process
Process: HR Initiated Actions
Definition
Page 7
Vacancy Announcement Initiated
by SF52
Positions Have Position
Description
Applicant Apply for Positions
Applicant Apply to Vacancy
Announcement
Course Registration Registers
for Course Catalog
Employee Have Benefit
SF52 Effects Employee
Performance Appraisal Describe
Employee
History, SF52 Processing Track
SF52
Employee Has Training History
SF182 Creates Training History
Position Description Decribes
duties of Employee
Employee Effected by GARL
Vacancy Announcement Duties
described by Position
Description
NOA History Created by SF52
Performance Appraisal Creates
NOA History
Employee Generates 1-page
Registration
1-page Registration Registers
Course Registration
1-page Registration Generates
Training History
NOA History Created by GARL
Pending SF52 Action Created by
SF52
SF182 Creates Pending Training
Registration
1-page Registration Creates
Pending Training Registrati
SF52 Change Position Descripti
HR Initiated Actions
Program Request for Service
Applicant Tracking
, Inc.
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Object Summary Report Page 8
This includes the processes involved with the initiation of personnel
actions by OHRM/HR Offices which result in SF52s. For example,
automatically informing employees of their eligibility for certain
increases.
PROPERTY VALUE
Last Update 1991/12/05 17:47 NEWUSER
Created 1991/11/15 12:53:18 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Probation Certificates
Performance Data
Career Ladder Certification
Within Grade Increase
Orientation
Pay Adjustment
Service Computation Date
Is Part Of Process EPARSS
Process: Labor/Emp Relations & Counseling
Definition
The conduct of union negotiations throughout the agency, the active
participation and involvement in establishing programs that improve the
morale and welfare of EPA employees and the provision of alcohol and
drug abuse counseling and support
PROPERTY VALUE
Last Update 1992/03/27 20:12 NEWUSER
Created 1991/12/05 18:00:56 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Program Request for Service
Process: Mass Transfer
Definition
The processing of an action which transfers an external organizational
unit into EPA. This action results in the incorporation of new
employees within the Agency. Group Action Request Lists (GARL) are
prepared to execute the mass transfer of the new employees to the
Agency.
PROPERTY VALUE
Last Update 1991/11/26 09:21 NEWUSER
Created 1991/11/21 12:21:56 NEWUSER
KnowledgeWare, Inc.
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Object Summary Report Page 9
ASSOCIATION TYPE NAME
Consists of Process Process to EPAYS/TAPP
Prepare GARL
Is Part Of Process Reorganization
Process: Misc. Change
Definition
The processing of actions considered "simple" in nature which require
some limited classification or staffing function for their execution.
PROPERTY VALUE
Last Update 1991/11/26 14:19 NEWUSER
Created 1991/11/08 11:12:40 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Change Status
Process: MPP
Definition
The consideration of an employee for a vacant position on the basis of
oersonal merit. Vacant positions are normally filled through
ompetition with applicants being evaluated and ranked for the position
oased on their experience, education, skills and performance record
PROPERTY VALUE
Last Update 1992/03/29 08:22 NEWUSER
Created 1991/12/05 18:08:36 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Competitive
Process: NACI Process
Definition
The investigation of applicants and new employees for
non-sensitive/low-risk Federal positions by means of a mame check
through national investigative files and voucher inquiries
PROPERTY VALUE
Last Update 1992/03/29 08:26 NEWUSER
Created 1991/11/15 12:52:44 NEWUSER
KnowledgeWare, Inc.
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Object Summary Report Page 10
ASSOCIATION TYPE NAME
Is Part Of Process Orientation
Process: Non-Competitive
Definition
Personnel actions based on prior service and made without regard to
Civil Service registers of eligibles or to the priorities required for
making temporary appointments outside the register
PROPERTY VALUE
Last Update 1992/03/29 08:17 NEWUSER
Created 1991/12/05 18:05:33 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Temporary Appointment
Reinstatement
Transfer
Other Non-Comp Appointment
Is Part Of Process Recruit
Process: Orientation
Definition
The initial processing of a new employee to include the explanation of
the various benefits that are available, the review of Civil Service
plicies and procedures, the review of Agency policies such as work
hours, time off, travel, and the preparation of NACI forms
PROPERTY VALUE
Last Update 1992/03/29 08:47 NEWUSER
Created 1991/12/05 17:54:13 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process NACI Process
Is Part Of Process HR Initiated Actions
Process: Other Non-Comp Appointment
Definition
Personnel actions based on prior service and made without regard to
Civil Service registers or to the priorities required for making
temporary appointments outside the register
PROPERTY VALUE
KnowledgeWare, Inc.
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Object Summary Report Page 11
Last Update 1992/03/29 08:56 NEWUSER
Created 1992/03/21 13:09:52 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Non-Competitive
Process: Pay Adjustment
Definition
Any increase or decrease in an employees rate of basic pay when there
is no change in the duties and responsibilities of the employees
position. A pay adjustment may include a change in the employee's step
or a change in the system under which the employee is paid
PROPERTY VALUE
Last Update 1992/03/29 09:02 NEWUSER
Created 1991/12/05 17:54:12 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process HR Initiated Actions
Process: Performance Data
Definition
"Specific NOAC' s related to an individuals current performance level
ouch as a PMRS denial within-grade (891) or a performance level update
(009)
PROPERTY VALUE
Last Update 1992/03/29 08:50 NEWUSER
Created 1991/11/15 12:55:39 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process HR Initiated Actions
Process: Prepare GARL
Definition
The preparation of the Group Action Request List (GARL) to execute the
mass transfer of employees.
PROPERTY VALUE
Last Update 1991/11/26 14:20 NEWUSER
Created 1991/11/23 10:31:41 NEWUSER
, Inc.
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Object Summary Report
ASSOCIATION TYPE
Is Part Of Process
Process: Probation Certificates
Page 12
NAME
Mass Transfer
Realignment
Definition
The process within OHRM/HR Offices for the automatic preparation of a
probation certificate for employees which have satisfied the length of
service and performance requirements of their probationary period.
PROPERTY
Last Update
Created
ASSOCIATION
Is Part Of
VALUE
1991/11/26 14:30 NEWUSER
1991/11/15 12:55:40 NEWUSER
TYPE
Process
NAME
HR Initiated Actions
Process: Process 1-page Registration
Definition
The processing of the 1-page registration form used to register
employees for in-house training courses. The courses may be cost or
no-cost type courses. The 1-page forms are compiled onto Group
Training Forms (which become the registration lists for the course).
PROPERTY
Last Update
Created
ASSOCIATION
Consists of
Is Part Of
VALUE
1991/11/26 08:52 NEWUSER
1991/11/19 10:56:47 NEWUSER
TYPE
Process
Process
NAME
Process No-cost Training
Process Cost Training
Validate Training Registration
Process: Process Cost Training
Definition
The processing of 1-page registration forms for internal courses which
cost the "employee" to attend. The form requires accounting
information which must be provided to finance.
PROPERTY
Last Update
Created
VALUE
1991/11/26 14:20 NEWUSER
1991/11/19 10:56:45 NEWUSER
KnowledgeWare, Inc.
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Object Summary Report Page 13
ASSOCIATION TYPE NAME
Is Part Of Process Process 1-page Registration
Process: Process EPA3130
Definition
The processing of awards recorded via form EPA3130. These awards
include Special Acts, Sustained Superior Performance, QSI and Time-off.
PROPERTY VALUE
Last Update 1992/03/30 13:18 NEWUSER
Created 1991/11/23 10:39:50 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Awards
Process: Process Honor
Definition
The processing of a Honor award.
PROPERTY VALUE
Update 1991/11/26 08:33 NEWUSER
Created 1991/11/23 10:39:51 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Awards
Process: Process No-cost Training
Definition
The processing of 1-page resistration forms for internal courses which
have no costs associated with attendence.
PROPERTY VALUE
Last Update 1991/11/26 08:56 NEWUSER
Created 1991/11/19 10:56:46 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Process 1-page Registration
Process: Process On-the-Spot
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Object Summary Report Page 14
Definition
The processing of ON THE SPOT awards which were given to employees for
a special performance.
PROPERTY VALUE
Last Update 1991/11/26 08:31 NEWUSER
Created 1991/11/23 10:39:50 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Awards
Process: Process Retirement
Definition
The processing of a personnel action which retires or seperates an
employee from duty at the Agency under circumstances which entitles
them to an immediate annuity.
PROPERTY VALUE
Last Update 1991/11/26 14:21 NEWUSER
Created 1991/11/15 12:48:48 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Retirement Administration
Process: Process SES Awards
Definition
The processing of awards, such as Bonus, SES Performance or SES Rank
{meritorious and distinguished service), for SES employees.
PROPERTY VALUE
Last Update 1992/03/30 13:20 NEWUSER
Created 1991/11/23 10:39:52 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Awards
Process: Process SF182
Definition
The processing of an SF182 requesting registration for external
training or the Project Officer Course. This process includes the
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Object Summary Report Page 15
distribution of the forms and the validation that the course was
actually taken by the employee before notification of Finance for
payment.
PROPERTY VALUE
Last Update 1991/11/26 08:46 NEWUSER
Created 1991/11/19 10:56:46 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Validate Training Registration
Process: Process SF52s
Definition
The processing of personnel actions recorded on SF52s.
PROPERTY VALUE
Last Update 1991/11/26 09:36 NEWUSER
Created 1991/11/23 10:08:56 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Recruit
Change Status
Is Part Of Process Program Request for Service
Process: Process to EPAYS/TAPP
Definition
The final review of the personnel action and the entry of it into
EPAYS/TAPP. EPAYS/TAPP prints the SF50 which is then reviewed to
ensure that it matches the personnel action which initiated it.
PROPERTY VALUE
Last Update 1991/11/26 09:24 NEWUSER
Created 1991/11/23 10:16:10 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Mass Transfer
Realignment
Process: Program Request for Service
Definition
The processing of all personnel requests for service including SF52s,
SF182s, awards, etc.
KnowledgeWare, Inc.
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Object Summary Report
PROPERTY
Last Update
Created
ASSOCIATION
Consists of
Page 16
VALUE
1991/12/05 17:46 NEWUSER
1991/11/26 16:48:18 NEWUSER
TYPE
Process
Is Part Of
Process: Promotion
Process
NAME
Benefit Administration
Disciplinary Actions
Training Administration
Retirement Administration
Reorganization
Awards
Labor/Emp Relations & Counseli
Process SF52s
EPARSS
Definition
The change of an employee to a higher grade within the same job
classification system and pay schedule or to a position with a higher
rate of basic pay in a different job classification system and pay
schedule.
PROPERTY
Last Update
Created
ASSOCIATION
Consists of
VALUE
1991/11/26 10:42 NEWUSER
1991/11/08 09:28:56 NEWUSER
TYPE
Process
Is Part Of Process
Process: Realignment
NAME
Accretion
Temporary Promotion
Career Ladder
Change Status
Definition
The processing of reorganization packages approved by MOD. This
results in the realignment of an organization and the transfer of the
employees from the old organizational unit to the new one. Group Action
Request Lists (GARL) are prepared to execute the mass transfer.
PROPERTY
Last Update
Created
VALUE
1991/11/26 09:18 NEWUSER
1991/11/21 12:21:56 NEWUSER
KnowledgeWare, Inc.
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Object Summary Report Page 17
ASSOCIATION TYPE NAME
Consists of Process Process to EPAYS/TAPP
Prepare GARL
Is Part Of Process Reorganization
Process: Reassignment
Definition
The change of an employee from one position to another without
promotion or change to a lower grade.
PROPERTY VALUE
Last Update 1991/11/26 10:14 NEWUSER
Created 1991/11/08 09:30:19 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Change Status
Process: Recruit
Definition
The processing of actions which require the advertisement of a position
'nd the evaluation of the candidates applying to fill the position.
PROPERTY VALUE
Last Update 1991/11/26 14:24 NEWUSER
Created 1991/11/08 09:28:41 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Non-Competitive
Competitive
Is Part Of Process Process SF52s
Process: Register
PROPERTY VALUE
Last Update 1991/12/05 18:08 NEWUSER
Created 1991/12/05 18:08:36 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Competitive
KnywledgeWare, Inc.
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Object Summary Report Page 18
Process: Reinstatement
PROPERTY VALUE
Last Update 1991/12/05 18:07 NEWUSER
Created 1991/12/05 18:07:11 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Non-Competitive
Process: Reorganization
Definition
The processing of group actions resulting from the reorganization of an
ogranizational unit within EPA approved by MOD, legislated change,
Presidential orders, etc. These changes typically result in mass
transfers affecting numerous employees.
PROPERTY VALUE
Last Update 1991/11/26 09:12 NEWUSER
Created 1991/11/08 09:34:14 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Mass Transfer
Realignment
Is Part Of Process Program Request for Service
Process: Retirement Administration
Definition
The processing of a personnel action which affects retirement or the
retirement benefits of an employee.
PROPERTY VALUE
Last Update 1991/11/26 14:24 NEWUSER
Created 1991/11/08 14:16:55 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Process Retirement
Change Retirement Systems
Retirement Counseling
Retirement Projection
Is Part Of Process Program Request for Service
Process: Retirement Counseling
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Object Summary Report Page 19
Definition
The process of counseling employees on the annuity benefits and options
which they are eligible for upon retirement.
PROPERTY VALUE
Last Update 1991/11/26 09:55 NEWUSER
Created 1991/11/15 12:48:47 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Retirement Administration
Process: Retirement Projection
Definition
The process of calculating a projection of the retirement benefits to
which an employee would be eligible for upon retirement at a specified
point in time or age.
PROPERTY VALUE
Last Update 1991/11/26 09:57 NEWUSER
Created 1991/11/15 12:48:46 NEWUSER
ASSOCIATION TYPE NAME
^s Part Of Process Retirement Administration
Process: Separation
Definition
The processing of actions which remove an employee from the rolls of
the Agency without the eligibility of an immediate annutiy. These
actions include resignation, discharge, death, and termination.
PROPERTY VALUE
Last Update 1991/11/26 10:35 NEWUSER
Created 1991/11/08 09:30:41 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Change Status
Process: Service Computation Date
Definition
The date, either actual or constructed, which is used to determine
leave accrual rate, length of service for retirement, or retention
KnuwledgeWare, Inc.
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Object Summary Report Page 20
standing for a RIF. Prior creditable civilian or military service is
used in establishing the Service Computation Date
PROPERTY VALUE
Last Update 1992/03/29 08:36 NEWUSER
Created 1991/12/05 17:54:11 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process HR Initiated Actions
Process: Temporary Appointment
Definition
An appointment made for a limited period of time and with a specific,
predetermined not-to-exceed date
PROPERTY VALUE
Last Update 1992/03/29 08:38 NEWUSER
Created 1991/12/05 18:07:11 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Non-Competitive
Process: Temporary Promotion
Definition
A temporary change in position for a limited time period and with a
not-to-exceed date.
PROPERTY VALUE
Last Update 1991/12/05 18:07 NEWUSER
Created 1991/11/08 09:37:48 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Promotion
Process: Training Administration
Definition
The processing of training actions for employees requesting to attend
either in-house or external training courses/programs. These requests
are typically recorded on an SF182 for external courses or a 1-page
registration form for in-house training.
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Object Summary Report Page 21
PROPERTY VALUE
Last Update 1991/11/26 08:39 NEWUSER
Created 1991/11/08 09:03:01 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Validate Training Registration
Is Part Of Process Program Request for Service
Process: Transfer
Definition
A change of an employee, without a break in service of one full
workday/ from a position in one agency to a position in another
agency. These actions are normally processed as a termination by the
losing agency and as a transfer by the gaining agency
PROPERTY VALUE
Last Update 1992/03/29 08:43 NEWUSER
Created 1991/12/05 18:07:09 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process Non-Competitive
-ess: Validate Training Registration
Definition
The process of reviewing the course registration (SF182 or 1-page
registration) request to ensure that required accounting, course and
employee data has been recorded.
PROPERTY VALUE
Last Update 1991/11/26 08:41 NEWUSER
Created 1991/11/19 10:56:44 NEWUSER
ASSOCIATION TYPE NAME
Consists of Process Process 1-page Registration
Process SF182
Is Part Of Process Training Administration
Process: Within Grade Increase
Definition
This process is initiated by OHRM/HR Offices to increase an employee's
rate of basic pay by advancement from one step of grade to the next
, Inc.
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Object Summary Report Page 22
after the employee meets the requirements for length of service and
performance.
PROPERTY VALUE
Last Update 1991/11/26 14:36 NEWUSER
Created 1991/11/15 12:55:38 NEWUSER
ASSOCIATION TYPE NAME
Is Part Of Process HR Initiated Actions
KnowledgeWare, Inc.
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Appendix A3
EPARSS Entity Relationship Diagram
-------
SF52
c© Apprais
Histooy
-ejiy
oimouinic@m
-ef]
SF3130
GARL
o
-a-
Posifioo
i~i i—in
Costs
-------
r
-\
•History SF
12 Process
-eg]
SFUSi
Gouirse
-©
11-page
-H
raioing Reg
Couirs®
-------
Appendix A4
EPARSS Entity Relationship Diagram Definitions
-------
Application Development Workstation
Object Summary Report
03-29-1992 10:36:57 AM NEWUSER
tity Type: 1-page Registration
EPARSS
Page 1
Definition
The simplified and quick 1-page form that is filled out by employees
and used by the Training staff to register EPA employees for in-house
training of no cost courses. Data from the 1-page forms is then
transcribed onto Group Training Forms which then become course
registration lists.
PROPERTY
VALUE
Purpose
Last Update
Created
ASSOCIATION
Registers
Generates
Creates
Is Involved in
Registers
Entity Type: Applicant
FUNDAMENTAL
1992/03/27 19:01 NEWUSER
1991/11/21 10:16:17 NEWUSER
TYPE
Entity Type
Entity Type
Entity Type
Process
Entity Type
NAME
Course Registration
Training History
Pending Training Registration
EPARSS
Employee
Definition
Individuals that ask to be considered for a job with an agency. These
individuals may be a current employee of the agency, an employee of
another agency, or not currenly employed by any agency.
PROPERTY
VALUE
Purpose
Last Update
Created
ASSOCIATION
May become an
Apply for
Apply to
Is Involved in
FUNDAMENTAL
1992/03/27 19:04 NEWUSER
1991/11/15 15:21:57 NEWUSER
TYPE
Entity Type
Entity Type
Entity Type
Process
Entity Type: Awards SF3130
NAME
Employee
Positions
Vacancy Announcement
EPARSS
Definition
The SF3130 Form is the vehicle to record information which is used to
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Object Summary Report Page 2
make an award for an employee. The types of awards that can be made
using the SF3130 include the Special Acts award, the Sustained Superior
Performance award, the Quality Service award and the Time-Off award
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:09 NEWUSER
Created 1991/11/15 15:21:49 NEWUSER
ASSOCIATION TYPE NAME
Given to Entity Type Employee
Recorded in Entity Type NOA History
Is Involved in Process EPARSS
Entity Type: Benefit
Definition
Benefits such as health insurance, life insurance, disability
insurance, annual leave, sick leave, and retirement that are available
to agency employees
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:12 NEWUSER
Created 1991/11/15 15:21:51 NEWUSER
ASSOCIATION TYPE NAME
Is Involved in Process EPARSS
Relate to Entity Type Employee
Entity Type: Course Catalog
Definition
A list of all in-house and external training courses, either cost or
no-cost, that are available to EPA employees
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:14 NEWUSER
Created 1991/11/15 15:21:53 NEWUSER
ASSOCIATION TYPE NAME
Is Involved in Process EPARSS
Describes Entity Type Course Registration
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Object Summary Report
Entity Type: Course Registration
Page 3
Definition
The preparation of SF182 or 1-page registration forms to officially
register and gain approval to attend a training course
PROPERTY
Purpose
Last Update
Created
ASSOCIATION
Registers from
Registers for
Is Involved in
Created by
Entity Type: Employee
VALUE
FUNDAMENTAL
1992/03/27 19:17 NEWUSER
1991/11/15 15:21:52 NEWUSER
TYPE
Entity Type
Entity Type
Process
Entity Type
NAME
SF182
Course Catalog
EPARSS
1-page Registration
Definition
Individuals who work for and are paid for by a government agency
PROPERTY
Purpose
Last Update
Created
ASSOCIATION
Has a
Have
Has
Effected by
Generates
Is Involved in
Has
Receives
Requests training on
Was an
Effected by
Receives
Has
Entity Type: GARL
VALUE
FUNDAMENTAL
1992/03/27 19:18 NEWUSER
1991/11/15 15:21:56 NEWUSER
TYPE
Entity Type
Entity Type
Entity Type
Entity Type
Entity Type
Process
Entity
Entity
Entity
Entity
Entity
Entity
Entity
Type
Type
Type
Type
Type
Type
Type
NAME
Positions
Benefit
Training History
GARL
1-page Registration
EPARSS
NOA History
Awards SF3130
SF182
Applicant
SF52
Performance Appraisal
Position Description
Definition
Group Action Request List which is prepared from a reorganization order,
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Object Summary Report Page 4
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1991/11/21 10:25 NEWUSER
Created 1991/11/15 15:21:51 NEWUSER
ASSOCIATION TYPE NAME
Is Involved in Process EPARSS
Effects Entity Type Employee
Creates Entity Type NOA History
Entity Type: History, SF52 Processing
Definition
The actions that occur as the result of an SF52 being processed within
the Human Resources office and normally reflected in the form of a NOAC
or a series of NOAC's
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:23 NEWUSER
Created 1991/11/15 15:21:46 NEWUSER
ASSOCIATION TYPE NAME
Tracks Entity Type SF52
Is Involved in Process EPARSS
Entity Type: NOA History
Definition
A list of Nature of Actions that pertain to a specific employee that
are maintained on an SF7
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:26 NEWUSER
Created 1991/11/15 15:21:57 NEWUSER
ASSOCIATION TYPE NAME
Tracks Actions Entity Type Employee
Related to
Created by Entity Type SF52
GARL
Is Involved in Process EPARSS
Tracks Entity Type Awards SF3130
Created by Entity Type Performance Appraisal
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Object Summary Report Page 5
Entity Type: Pending SF52 Action
Definition
A personnel action that has been originated and is in the processing
cycle awaiting a specific approval or an other external action
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:28 NEWUSER
Created 1991/11/21 10:31:23 NEWUSER
ASSOCIATION TYPE NAME
Created by Entity Type SF52
Is Involved in Process EPARSS
Entity Type: Pending Training Registration
Definition
A request for training, FormSF182, that is in the processing cycle
awaiting a specific approval or other external action
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:30 NEWUSER
Created 1991/11/21 10:31:23 NEWUSER
ASSOCIATION TYPE NAME
Is Involved in Process EPARSS
Created by Entity Type SF182
1-page Registration
Entity Type: Performance Appraisal
Definition
An employee evaluation that is performed on an annual basis that rates
the employee's performance, Evaluations are performed on all agency
employees annually
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:34 NEWUSER
Created 1991/11/15 15:21:50 NEWUSER
ASSOCIATION TYPE NAME
KuOwledgeWare, Inc.
-------
Object Summary Report
Describes
Creates
Is Involved in
Entity Type
Entity Type
Process
Employee
NOA History
EPARSS
Page 6
Entity Type: Position Description
Definition
A comprehensive description of the duties and responsibilities of an
employee. Each Agency employee has a specific position description
PROPERTY
Purpose
Last Update
Created
ASSOCIATION
Decribes duties of
Is Involved in
Describe duties of
Decribes
Changed by
Entity Type: Positions
VALUE
FUNDAMENTAL
1992/03/27 19:37 NEWUSER
1991/11/15 15:21:59 NEWUSER
TYPE
Entity Type
Process
Entity Type
Entity Type
Entity Type
NAME
Employee
EPARSS
Positions
Vacancy Announcement
SF52
Definition
The officially authorized number of staff, identified by position, that
the Agency is allowed to recruit,hire and maintain on the rolls
PROPERTY
Purpose
Last Update
Created
ASSOCIATION
Have
Is Involved in
Has
Have
Entity Type: SF182
VALUE
FUNDAMENTAL
1992/03/27 19:39 NEWUSER
1991/11/15 15:22:00 NEWUSER
TYPE
Entity Type
Process
Entity Type
Entity Type
NAME
Position Description
EPARSS
Employee
Applicant
Definition
An 0PM approved form that is used by employees to request attendance at
either in-house or external training, which may be either cost or
non-cost
PROPERTY
VALUE
KnowledgeWare, Inc.
-------
Object Summary Report Page 7
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:42 NEWUSER
Created 1991/11/15 15:21:48 NEWUSER
ASSOCIATION TYPE NAME
Requests training Entity Type Employee
for
Creates Entity Type Training History
Pending Training Registration
Is Involved in Process EPARSS
Registers Entity Type Course Registration
Entity Type: SF52
Definition
An 0PM approved form that is used to originate and approve all
personnel transactions affecting an agency employee
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:43 NEWUSER
Created 1991/11/15 15:21:47 NEWUSER
ASSOCIATION TYPE NAME
Effects Entity Type Employee
Change Entity Type Position Description
Is Involved in Process EPARSS
Initiates Entity Type Vacancy Announcement
Tracked by Entity Type History, SF52 Processing
Creates Entity Type NOA History
Pending SF52 Action
Entity Type: Training Costs
Definition
The costs associated with internal and external training taken by an
employee. Accounting information must be maintained and provided to
Finance
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:45 NEWUSER
Created 1991/11/15 15:21:54 NEWUSER
ASSOCIATION TYPE NAME
KnowledgeWare, Inc,
-------
Object Summary Report Page 8
Is Involved in Process EPARSS
Cost Entity Type Training History
Entity Type: Training History
Definition
A record of each training course that has been taken by an employee
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:46 NEWUSER
Create'd 1991/11/15 15:21:55 NEWUSER
ASSOCIATION TYPE NAME
Has Entity Type Training Costs
Is Involved in Process EPARSS
Tracks Entity Type Employee
Created by Entity Type SF182
1-page Registration
Entity Type: Vacancy Announcement
Definition
The formal advertisement of an unfilled personnel position with the
intent to hire and fill the position. Based on the type of
announcement, the position can be open to bid by all federal employees
or it may only be open to local agency employees
PROPERTY VALUE
Purpose FUNDAMENTAL
Last Update 1992/03/27 19:50 NEWUSER
Created 1991/11/15 15:21:58 NEWUSER
ASSOCIATION TYPE NAME
Initiated by Entity Type SF52
Duties described by Entity Type Position Description
Is Involved in Process EPARSS
Have Entity Type Applicant
KnowledgeWare, Inc.
-------
Appendix A5
NO AC Frequency Analysis for CY91
-------
NOAC Frequenc ysis for CY91
NOW
001
009
too
101
10B
11!
119
117
130
132
140
Ml
143
143
141
120
IM
190
293
300
301
va
104
312
317
330
350
362
03
354
355
1H
367
3U
388
450
460
473
480
HO
591
tat
BIB
817
(40
541
542
(48
MB
B70
MO*
C4n»Uton
ptmnunot ItM upltt
cnwAppaMnurt
C4»« Coidnral AffoMnn
nnnnmr Amnmin HIE
THnpowy AppoMmwt - PER
AfpotamiMNTE
Sunmr AppoHmwl NTE
TnrniM
Mm Trvaftr
RaMMMnml .CVMT
RrtMtfemOT - C vt«r ComMofid
BE9C4n«At»«*|]liM
RaMmm . SEB C«MC
sea MnK>Mf AppMnM
EXKUhB ftpcnlMlMit
EX«cuOra »fvoMniM< HIE
PIMOral AfCMImin NIE
Rstumtoixiy
RMMnM.MjMKiy
RMtwnMJ • OWbMjr
Rofrtncn - Vbfertvy
HMIrancnl - tlA
R4«gn«ni-I.W
RMgrann
RMKwri
Dum
T«flii1rullon - Affl h
TxmlulM-ul
Jtml*ttai-UUI*>l
TwmkullOfl-EspofAcfl
TMHIMIni.tmll.uy
T«imln4tlM
oaamy, oumg pnmui p-oo
Dn<*wo«
Su^waknNTt
LWOPNTE
Furtoootl-ML
sauna NTE
Coovwiton lo c v«r Appo*An«*
Conrankm to C ««f CcnHond Afpofrttnw*
Convtnlon 10 T«npx4ry Appoklmgrt NTE
Conwnfan to AfpoHmtm NTE
COfwvnkm to SumoiOT AffnMiiwrt NTE
Cofwaston to R»bmatoni«nl • Cmtt
Comgtton to RtlraUMiiMI • C*MT Connortal
Coiwanlon to SES Career AppoHmin
CMivankm to 8£ 8 NoncvMr AffnMmom
Convanfan to SEB LknHMl Twm Apf»*«m9f4 NTE
c«(iv«nton to EXKUDM AppoHnwt
Tortfi
3
>«47
49
1.044
7
5
310
MO
313
0
«7
33
3
1
1
353
804
5
294
1
13
150
8
19
!("•_ ..
e
u
Z5S
1
1
301
27
TO
6
<
19
37t
1
1
IB
285
4
309
36
23
B
29
1
7
W
FRoma
Mnfei
3
ES
Arad
Obc
6
2
19
m»
I
13
160
0
pMtam
«A47
W(»
PnnoOon
CKTAocr
T.mp
R«>1
Dgtdl
Run^i
S«p
19
U«
B
18
zss
1
2
301
27
70
378
1
1
Tnn*>r
313
MK
294
""V
*«<
49
1,044
7
»
310
310
B7
33
3
1
1
3S3
004
5
HKJI*
Con.
18
285
4
269
35
23
8
29
1
2
101
Horn*
Extern*
-------
NORC Frequency Analysis for CK91
_n9_
...711..-
773
J77
en
...wo....
torn.
Cam«rrfan>ECTajft«%pdi»n»nMre
Rwrafon
EnsUXCPHTE
aiJSHH"-
Stt!!0™.!*™!1....
togplmtmA
seyios-
OgtaVMRil
D«*<_tf WMn(™*lr»_
PWRBIMthe,
**«•__
?H*Sl_
^'.^'.^."^^•.Nr^r.,.
TwmlngiO^I a»iBtfw>IBW«y
DnlndpluHll
T^idniilipMiAu Cii)]ltriMII
__ra__
ia
__ a__
_§ai_
-«fiS_
•77
_WBI_
111
0>,70I
773
172
JfSL
133
U79
tM4i a in
wra
..*•»_
JUS..
w
tin
-_*ei_
-------
Appendix A6
Nature of Action Codes
-------
Nature of Action Codes
NOAC NOAC TITLE
HOO HONOR AWARD
LOO LETTER OF COMMENDATION
POO CONVERSION SEP
P01 CONVERSION INPUT
P98 GENERAL PAY RAISE
TOO TRAINING
001 CANCELLATION
002 CORRECTION
005 RECREATION OR RESUB OF A RECORD
007 CORRECTION OF CURRENT FILE
009 PERFORMANCE LEVEL UPDATE
010 DELETION FROM FILE
022 CURRENT APPT AUTHINTTILIZATION
100 CAREER APPT
101 CAREER-COND APPT
102 CAREER EXEC ASSIGN
103 CAREER EXEC ASSIGN-COND
104 NONCAREER EXEC ASSIGN
107 EMERGENCY APPT
108 TERM APPT NTE
112 TEMP APPT-PER
115 APPTNTE
117 SUMMER APPT NTE
120 O/S LTD APPT
122 O/S LTD APPT NTE
124 APPT-STATUS QUO
128 LIMITED EXEC ASSIGN
130 TRANSFER
132 MASS TRANSFER
140 REINS-CAREER
141 REINS-CAREER COND
142 SES CAREER APPT
143 REINS-SES CAREER
145 TRANSFER-SES CAREER
146 SES NONCAREER APPT
147 TRANSFER-SES NONCAREER
148 SES LTD TERM APPT NTE
149 SES LTD EMERGENCY APPT NTE
170 EXC APPT
171 EXC APPT NTE
-------
190 PROVISIONAL APPT NTE
280 PLACEMENT IN PAY STATUS
292 RTD
300 RETIREMENT-MANDATORY
301 RETIREMENT-DISABILITY
302 RETIREMENT-VOLUNTARY
303 RETIREMENT-SPECIAL OPTION
304 RETIREMENT - ILIA
312 RESIGNATION-ILIA
317 RESIGNATION
330 REMOVAL
350 DEATH
351 TERMINATION-SPONSOR RELOCATING
352 TERMINATION-APPT IN
353 TERMINATION-MIL
354 TERMINATION-DISABILITY
355 TERMINATION-EXP OF APPT
356 TERMINATION-INVOLUNTARY
357 DISC DURING PROS/TRIAL
386 DISCHARGE
430 PLACEMENT IN NONPAY STATUS
450 SUSPENSION-NTE
452 SUSPENSION-INDEFINITE
460 LWOP NTE
462 LWPNTE
471 FURLOUGH
472 FURLOUGH NTE
473 LWOP - MIL
480 SABBATICAL NTE
500 CONV TO CAREER APPT
501 CONV TO CAREER-COND APPT
502 CONV TO CAREER EXEC ASSIGN
503 CONV TO CAREER EXEC ASSIGN-COND
504 CONV TO NON-CAREER EXEC ASSIGN
507 CONV TO EMERGENCY APPT
508 CONV TO TERM APPT NTE
512 CONV TO TEMP APPT-PER
515 CONV TO APPT NTE
517 CONV TO SUMMER APPT NTE
520 CONV TO O/S LTD APPT
522 CONV TO O/S LTD APPT-NTE
524 CONV TO APPT-STATUS QUO
528 CONV TO LIMITED EXEC ASSIGN
540 CONV TO REINS-CAREER
541 CONV TO REINS-CAREER COND
542 CONV TO SES CAREER APPT
-------
543 CONV TO REINS-SES CAREER
546 CONV TO SES NONCAREER APPT
548 CONV TO SES LTD TERM APPT NTE
549 CONV TO SES LTD EMER APPT NTE
570 CONV TO EXC APPT
571 CONV TO EXC APPT NTE
590 CONV TO PROVISIONAL APPT NTE
702 PROMOTION
703 PROMOTION NTE
713 CHG TO LOWER GRADE
721 REASSIGNMENT
740 POSITION CHANGE
741 POSITION CHANGE NTE
750 CONTINUANCE NTE
760 EXTOFAPPTNTE
761 EXT OF SUMMER APPT NTE
762 EXT OF SES APPT NTE
765 EXT OF TERM APPT NTE
769 EXT OF PROMOTION NTE
770 EXT OF POSN CHG NTE
772 EXT OF FURLOUGH NTE
773 EXTOFLWOPNTE
780 NAME CHANGE FROM
781 CHG IN WORK SCHEDULE
782 CHG IN HOURS
790 REALIGNMENT
792 CHG IN DUTY STATION
800 CHG IN DATA ELEMENT
803 CHANGE IN RETIREMENT PLAN
810 CHANGE IN ALLOWANCE/DIFFERENTIAL
815 RECRUITMENT BONUS
816 RELOCATION BONUS
818 AUTHORIZED AUO
866 TERM OF GRADE RETENTION
872 TIME OFF AWARD
873 FOREIGN LANGUAGE AWARD
874 GAINSHARING AWARD
875 SUGGESTION AWARD
876 INVENTION AWARD
877 SPEC ACT OR SERVICE AWARD
878 SES RANK AWARD
879 SES PERFORMANCE AWARD
880 CHANGE IN TENURE GROUP
881 FEGLI CHANGE
882 CHG IN SCO
883 CHANGE IN VET PREF
-------
885 SUSTAINED SUPERIOR PERF AWARD
888 DENIAL OF WITHIN GRADE INC.
889 PMRS PERFORMANCE AWARD
891 PMRS MERIT INC
892 QUALITY STEP INC
893 WITHIN-GRADE INC
894 PAY ADJ
895 LOCALITY ADJUSTMENT
899 STEP ADJ
901 ADD TO SF-7
902 DELETE FROM SF-7
903 CHANGE SF-7
905 CHG IN POSITION NUMBER
907 CHG IN APPROPRIATION
930 DETAIL NTE
931 EXT OF DETAIL NTE
932 TERMINATION OF DETAIL
940 DETAIL-ROTATIONAL ASSIGNMENT
941 EXTENSION DETAIL-ROTATIONAL ASSIGNMENT
942 TERMINATION DETAIL-ROTATIONAL ASSIGNMENT
950 DETAIL TO ANOTHER AGENCY
951 EXTENSION OF DETAIL TO ANOTHER AGENCY
952 TERMINATION OF DETAIL TO ANOTHER AGENCY
960 DETAIL TO WHITE HOUSE
961 EXTENSION OF DETAIL TO WHITE HOUSE
962 TERMINATION OF DETAIL TO WHITE HOUSE
963 DETAIL TO CAPITOL HILL
964 EXTENSION OF DETAIL TO CAPITOL HILL
965 TERMINATION OF DETAIL TO CAPITOL HILL
966 ADMINISTRATIVE CHANGE
970 DETAIL TO OMB
971 EXTENSION OF DETAIL TO OMB
972 TERMINATION OF DETAIL TO OMB
980 COMPLETION OF SUPVSRY/MGR PROBATION PERIOD
987 TSP CODE CHANGE
-------
Appendix A7
NO AC Cross-reference to EPARSS Functions
-------
NO AC Cross-reference to EPARSS Functions
NOAC Description
Awards
HOO HONOR AWARD
LOO LETTER OF COMMENDATION
815 RECRUITMENT BONUS
816 RELOCATION BONUS
872 TIME OFF AWARD
873 FOREIGN LANGUAGE AWARD
874 GAINSHARING AWARD
875 SUGGESTION AWARD
876 INVENTION AWARD
877 SPEC ACT OR SERVICE AWARD
878 SES RANK AWARD
879 SES PERFORMANCE AWARD
885 SUSTAINED SUPERIOR PERF AWARD
889 PMRS PERFORMANCE AWARD
892 QUALITY STEP INC
Conversion
500 CONV TO CAREER APPT
501 CONV TO CAREER-COND APPT
502 CONV TO CAREER EXEC ASSIGN
503 CONV TO CAREER EXEC ASSIGN-COND
504 CONV TO NON-CAREER EXEC ASSIGN
507 CONV TO EMERGENCY APPT
508 CONV TO TERM APPT NTE
512 CONV TO TEMP APPT-PER
515 CONV TO APPT NTE
517 CONV TO SUMMER APPT NTE
520 CONV TO O/S LTD APPT
522 CONV TO O/S LTD APPT-NTE
524 CONV TO APPT-STATUS QUO
528 CONV TO LIMITED EXEC ASSIGN
540 CONV TO REINS-CAREER
541 CONV TO REINS-CAREER COND
542 CONV TO SES CAREER APPT
543 CONV TO REINS-SES CAREER
546 CONV TO SES NONCAREER APPT
548 CONV TO SES LTD TERM APPT NTE
549 CONV TO SES LTD EMER APPT NTE
570 CONV TO EXC APPT
-------
571 CONVTOEXCAPPTNTE
590 CONV TO PROVISIONAL APPT NTE
Misc. Changes
280 PLACEMENT IN PAY STATUS
292 RTD
430 PLACEMENT IN NONPAY STATUS
450 SUSPENSION-NTE
452 SUSPENSION-INDEFINITE
460 L WOP NTE
462 LWP NTE
471 FURLOUGH
472 FURLOUGH NTE
473 LWOP - MIL
480 SABBATICAL NTE
713 CHG TO LOWER GRADE
740 POSITION CHANGE
741 POSITION CHANGE NTE
750 CONTINUANCE NTE
760 EXT OF APPT NTE
761 EXT OF SUMMER APPT NTE
762 EXT OF SES APPT NTE
765 EXT OF TERM APPT NTE
769 EXT OF PROMOTION NTE
770 EXT OF POSN CHG NTE
772 EXT OF FURLOUGH NTE
773 EXT OF LWOP NTE
780 NAME CHANGE FROM
781 CHG IN WORK SCHEDULE
782 CHG IN HOURS
792 CHG IN DUTY STATION
810 CHANGE IN ALLOWANCE/DIFFERENTIAL
818 AUTHORIZED AUO
866 TERM OF GRADE RETENTION
930 DETAIL NTE
931 EXT OF DETAIL NTE
932 TERMINATION OF DETAIL
940 DETAIL-ROTATIONAL ASSIGNMENT
941 EXTENSION DETAIL-ROTATIONAL ASSIGNMENT
942 TERMINATION DETAIL-ROTATIONAL ASSIGNMENT
950 DETAIL TO ANOTHER AGENCY
951 EXTENSION OF DETAIL TO ANOTHER AGENCY
952 TERMINATION OF DETAIL TO ANOTHER AGENCY
960 DETAIL TO WHITE HOUSE
961 EXTENSION OF DETAIL TO WHITE HOUSE
962 TERMINATION OF DETAIL TO WHITE HOUSE
-------
963 DETAIL TO CAPITOL HILL
964 EXTENSION OF DETAIL TO CAPITOL HILL
965 TERMINATION OF DETAIL TO CAPITOL HILL
970 DETAIL TO OMB
971 EXTENSION OF DETAIL TO OMB
972 TERMINATION OF DETAIL TO OMB
Non-SF52 NQACs
POO CONVERSION SEP
P01 CONVERSION INPUT
P98 GENERAL PAY RAISE
001 CANCELLATION
002 CORRECTION
005 RECREATION OR RESUB OF A RECORD
007 CORRECTION OF CURRENT FILE
010 DELETION FROM FILE
022 CURRENT APPT AUTHJNTTILIZATION
800 CHG IN DATA ELEMENT
803 CHANGE IN RETIREMENT PLAN
880 CHANGE IN TENURE GROUP
881 FEGLI CHANGE
882 CHG IN SCD
883 CHANGE IN VET PREF
893 WITHIN-GRADE INC
894 PAY ADJ
895 LOCALITY ADJUSTMENT
899 STEP ADJ
901 ADD TO SF-7
902 DELETE FROM SF-7
903 CHANGE SF-7
905 CHG IN POSITION NUMBER
907 CHG IN APPROPRIATION
966 ADMINISTRATIVE CHANGE
980 COMPLETION OF SUPVSRY/MGR PROBATION PERIOD
987 TSP CODE CHANGE
Promotion
702 PROMOTION
703 PROMOTION NTE
Performance
009 PERFORMANCE LEVEL UPDATE
888 DENIAL OF WITHIN GRADE INC
891 PMRS MERIT INC
-------
Reassignment
721 REASSIGNMENT
Recruitment
100 CAREER APPT
101 CAREER-COND APPT
102 CAREER EXEC ASSIGN
103 CAREER EXEC ASSIGN-COND
104 NONCAREER EXEC ASSIGN
107 EMERGENCY APPT
108 TERM APPT NTE
112 TEMPAPPT-PER
115 APPT NTE
117 SUMMER APPT NTE
120 O/S LTD APPT
122 O/S LTD APPT NTE
124 APPT-STATUS QUO
128 LIMITED EXEC ASSIGN
130 TRANSFER
132 MASS TRANSFER
140 REINS-CAREER
141 REINS-CAREER COND
142 SES CAREER APPT
143 REINS-SES CAREER
145 TRANSFER-SES CAREER
146 SES NONCAREER APPT
147 TRANSFER-SES NONCAREER
148 SES LTD TERM APPT NTE
149 SES LTD EMERGENCY APPT NTE
170 EXC APPT
171 EXC APPT NTE
190 PROVISIONAL APPT NTE
500 CONV TO CAREER APPT
501 CONV TO CAREER-COND APPT
508 CONV TO TERM APPT NTE
512 CONV TO TEMP APPT-PER
515 CONV TO APPT NTE
517 CONV TO SUMMER APPT NTE
540 CONV TO REINS-CAREER
541 CONV TO REINS-CAREER COND
542 CONV TO SES CAREER APPT
543 CONV TO REINS-SES CAREER
546 CONV TO SES NONCAREER APPT
548 CONV TO SES LTD TERM APPT NTE
549 CONV TO SES LTD EMER APPT NTE
570 CONV TO EXC APPT
-------
571 CONVTOEXCAPPTNTE
590 CONV TO PROVISIONAL APPT NTE
702 PROMOTION
703 PROMOTION NTE
721 REASSIGNMENT
Reorganisation
790 REALIGNMENT
Separation
300 RETIREMENT-MANDATORY
301 RETIREMENT-DISABILrrY
302 RETIREMENT-VOLUNTARY
303 RETIREMENT-SPECIAL OPTION
304 RETIREMENT - ILIA
312 RESIGNATION-ILIA
317 RESIGNATION
330 REMOVAL
350 DEATH
351 TERMINATION-SPONSOR RELOCATING
352 TERMINATION-APPT IN
353 TERMINATION-MIL
354 TERMINATION-DISABILITY
355 TERMINATION-EXP OF APPT
356 TERMINATION-INVOLUNTARY
357 DISC DURING PROB/TRIAL
386 DISCHARGE
Training
TOO TRAINING
-------
Appendix A8
General System Concepts
-------
General System Concepts
A8.1 Users
"Users" of the Automated SF52 system are individuals who prepare (type) the Requests
for Personnel Action (SF52s), those who sign the requests as Requesting and/or
Approving Officials and those who actually process the personnel action. Anyone who
needs to review/manage SFS2 actions can also do so using the automated system.
A8.2 Action Ownership
When an SF52 is initiated in the Program Office, the action should be considered as
"owned" by the user who is initiating the action (i.e., the SF52 is in the user's mailbox).
Information should only be changed or deleted by the individual who "owns" the SFS2.
When an action is "forwarded", the system should transfer ownership (i.e., the SF52 is
now in a different individual's mailbox and can only be changed or deleted by the new
owner). Users should act (initiate, update, or sign) on an SF52 as soon as possible and
then forward it to the next level for further processing, review, correction, signature, etc.
Users should be notified on the screen when an SFS2 is in their mailbox awaiting an
action on their part. The system should also track who has the SFS2, when they received
and when they forwarded it.
A83 System Access
Access and functional capability assigned to a user of the Automated SFS2 system should
be controlled by a "user profile." The user profile serves several functions:
1. Defines the authority level of the user.
2. Controls system access (system security).
3. Directs action forwarding and routing.
4. Controls the electronic signature process.
-------
Within the system various authority levels are required for the different system users:
Authority
Level Code
1
2
3
4
0
5
6
7
8
Authority
Secretary/Administrative assistance
Requesting official
Reviewing official
Approving official
Viewer = A viewer can only "look" at actions.
Actions cannot be initiated, received, etc.
Classifier
Staffer
Team Leader/Supervisor
Final Processor
Access to the various actions and the routing of actions should also be controlled by a
user's:
1. Organization code
2. Submitting office number
The system should also monitor the employment status of individuals who have
authorized access. If an SF52 is submitted to change the organization assignment of a
user or to separate a user, the system should automatically flag the user profile record and
not allow that user access to the SF52 system after the effective date of the action. The
system should permit a system administrator to reassign ownership of actions remaining
in the mailbox of a separated employee or those that are unable to complete their duties
in a timely manner (e.g., on vacation, sick leave).
A user may require several profiles in the system based on required duties and access
authority. For example, a user may be an approving official for grades 1-13 and a
requesting official for grades 14 and above. The system should control access to
personnel actions at the appropriate level for the user.
A8.4 User Profile
The user profile should be comprised of the following elements to adequately provide for
system security, controlled access to personnel actions, electronic signature and proper
routing of actions within the Agency.
USER ID: The User ID is used to access the Automated SFS2 system and to identify
the persons who are authorized to perform the various personnel functions
in the system. If a human resources specialist requires access to SF52s in
more than one functional section (e.g., Staffing and Processing), he/she
-------
must have a profile record entered into the file for each functional section.
Users may use different ID's for each functional section or they may use
the same ID. If the same ID is used, the user will be provided an option to
specify which functional section he/she wishes to work in. The "section
level" code will determine which system screens are provided for viewing
and/or updating. When the same ID is used for more than one functional
section, the system does not partition which actions were forwarded for
Classification, Staffing and/or Processing (i.e., all actions that are
currently owned by the user are accessible when called for by control
number). Functional section may be designated any time during a
terminal session.
NAME: Name of the user.
TITLE: The official title for persons who are authorized to sign SF52s as
requesters and/or approvers.
SOCIAL SECURITY NUMBER: The social security number of the user. The SSN is
used to prevent employees from entering information about themselves or
after they have left the Agency. Actions entered into the system as a
"requested personnel action" will flag the "profile(s)" when the action is a
separation or when a change in the organization code occurs for a user
who is authorized to input or sign a request for personnel action. The
user will not be allowed to enter actions once the "profile expiration date"
is reached.
REGION: The region code/personnel office location code that identifies the
servicing personnel office where the user is located.
PROFILE EXPIRATION DATE: When an SFS2 that changes the organization code
(reassignment, promotion, etc.) or separates (resignation, termination,
etc.) a user (who has an access authorization record in the system) is
processed, the system should automatically move the effective date of the
personnel action to the "profile expiration date" when the transaction is
submitted to EPAYS. Once the expiration date is reached, the user will no
longer be allowed access to the records in the system.
-------
AUTHORITY LEVEL: Identify the functional processes that the user can perform:
Authority
Level Code
1
2
3
4
0
5
6
7
8
Authority
Secretary/Administrative Assistance. An initiater
can input an SF52 and can update the SFS2 as
long as he/she still "owns" the record.
Requesting Official. A requester can input an
SF52, can update the SFS2, and can sign the
SF52 as a requesting official.
Reviewing Official. A reviewer can only review
and concur or not concur with a requested action.
(Cannot input or update an SF52.
Approving Official. An approver can input an
SF52, can update the SF52, and can sign the
SFS2 as an approving official.
Viewer. A viewer can only "look at" action or
lists of action. The "browse," "status,",
"completed actions," and "reports" options are
made available to the viewer.
Classifier. Can perform classification functions.
Staffer. Can perform staffing functions.
Team Leader/Supervisor. Review and approve
the action prior to sending it to processing.
Final Processor. Final review and signature to
release action to EPAYS.
NOTE: If a person is to have access to SF52s in more than one security
level (e.g., a person is an "approver" for grades 01 through 12 and is a
"requester" for grades 13 through SES), he/she must have a profile record
established for each security level. The same User ID may be used for
these profile records.
HRO LEVEL: Identify the personnel level code as one of the following:
Code
1
2
Definition
The entry point in a functional section (i.e., the system
should automatically send the SF52s to this individual as
the first routing stop in the functional section). A first
routing point must also be further defined by indicating
the applicable organization code range.
Secondary routing point (i.e., actions can be routed to
this person by another HRO user).
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MINIMUM ORGANIZATION CODE: Identify the lowest organization code (in a
range of codes) for which the user can initiate (input), receive, or review
SF52s.
MAXIMUM ORGANIZATION CODE: Identify the highest organization code (in a
range of codes) for which the user can initiate, receive, or review SF52s.
NOTE: If a single organization code range does not cover all serviced
organization codes for an individual, you must establish additional profile
records for each break in the organization code range. For example a
Classifier may service organization codes 40000000 thru 40900170 and
organization codes 42000000 thru 42999999. The person would have 2
profile records that are identical except for the "minimum" and
"maximum" organization codes.
INITIALS: If authority level is "8" (Processing), give a 2-character initial preference.
Unique initials must be assigned to each user (or for each different user
ID). The initials are used as a pan of the Document Control Number on
transactions created for EPAYS.
GRADE (LOWEST): If personnel level is "1", identify the lowest grade (in a range of
grades) that the user can receive actions for processing.
GRADE (HIGHEST):If the personnel level is "1", identify the highest grade (in range of
grades) that the user can receive actions for processing.
SPECIALIST: Used to identify specialist who are authorized to electronically sign the
SF52 as approved for a functional section. (Not to be confused with
"final" approval which indicates the action meets all regulatory
requirements.)
Code
1
0
Specialist Indicator
Functional Specialist - Can indicate Section approval
Other - Cannot approve as a functional specialist
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SYSTEM ADMINISTRATOR: Used to identify supervisors and their supervisory
level within the system for specific system administration activities.
Code
Supervisory Level
Functional Section Supervisor. A supervisor can reassign
actions within their assigned functional section.
Regional Personnel Officer and/or designee. A Personnel
Officer/designee can reassign actions within their
regional office or can forward actions to another regional
personnel office.
National level. Used only by the EPA Personnel Officer
and/or the Functional System Administrator(s).
FINAL APPROVAL SIGNATURE: Used to identify users who are authorized to sign
with "final approval" indicating that the SFS2 action meets regulatory
requirements.
Code
1
0
Definition
Authorized
Not authorized
PAY PLAN: The first character of a pay plan(s) is used to assure that appropriate first
routing occurs for actions that affect experts, consultants, or SES
employees.
A8.5 Functions By User Type
Listed below are the functions that a program office user should be able to perform based
on the user authority level when the user "owns" an SFS2 action (i.e., the action is in
their mailbox):
Program Office Authority Levels
FUNCTIONS
Sign as approving official
Sign as requesting official
Initiate a personnel action
Update an action
Delete an action
View an action
Obtain status of an action
Forward an action
Obtain reports on actions
Approving
Official
X
X
X
X
X
X
X
X
X
Requesting
Official
X
X
X
X
X
X
X
X
Sec/Admin
X
X
X
X
X
X
X
Concur
X
X
X
X
Viewer
X
X
X
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Access to all data in the system should be based on user profiles. Only actions that meet
a user's profile parameters (organization code, submitting number) can be accessed by
that user. Only the "owner" of an action can update, delete, or forward that action.
Any action that meets a user's profile parameters can be viewed by that user regardless of
who owns it. Also the status of any such action should be accessible. The status should
provide a history of what has happened to an action since its initiation.
A8.6 Forwarding and Routing
When an action is to be forwarded, the system should display a b'st of all users that the
action can be sent to (including for view only). The user should be able to select the
individuals to receive the action and send it. Prior to forwarding, the actions should be
electronically signed if appropriate.
When "forwarding" an SF52 action to human resources, the system should determine
which servicing human resources office should receive the action based on the
employee's organization code. Program office personnel should be able to monitor the
status of actions as they progress through the human resources functions and processes;
however, the program office should not be allowed to make changes/updates after the
action has been forwarded to the servicing human resources office. If changes are
required, the servicing human resources office should return an action to the "Approving
Official" in the program office or make the changes, as appropriate.
SF52 actions are considered to be "active" any time prior to submission to EPAYS.
Once an action has been sent to EPAYS and the EPAYS master file has been updated,
the SF52 information should be transferred to a "history" file.
A8.7 Control Numbers
A "control number" should be used by the SFS2 system to uniquely identify each SF52.
This number should be system generated upon completion of initial data entry. Once an
SF52 is recorded in the system, it should be recallable for further activity by:
(a) Selecting the action from a list presented by the system.
(b) Using the SF52 system control number.
(c) Selecting the action by the SSN, if available.
A8.8 Routing Copies
Anyone in the SF52 process should be able to send a copy of an "owned" action to
another authorized individual for information purposes (viewing) or "concurrence".
Concurrence may be required for monitoring FTEs and someone needs to be informed of
all SFS2 actions prepared within the organization. Concurrence copy should impede the
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progress of an action, requiring that the individual logon to the system and take positive
action (including forwarding). Viewing should not stop the progress or processing of the
action since it serves as information only and should not require signature or forwarding.
Copies should be sent only to individuals whose profiles allow them access to the action.
A8.9 Electronic Signature
The Automated SF52 system will require an electronic signature function. Electronic
signature should comply with EPA standards and be approved by OPM as a legal
technique for the signature of personnel action documents created and processed
electronically. The prototypes contain electronic signature functions, however, they were
developed prior to an Agency standard and are not considered adequate for the purposes
of the actual system.
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Appendix A9
SF52 Data Element List
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SF52 Data Element List
(Cross Reference to Data Dictionary)
Names
Academic Discipline Code
Account Number
Action Code
Action
Alien Resident/Non-Resident Code
Annuity Indicator
Approved By
Approve Personnel
Appointment Limitation Date
Appointment for a Limited Number of Days
Appointed for a Limited Number of Hours
Limited Dollars
Appointment Authority- 1 Current
Appointment Authority-2 Current
Appointment - 90 Day Indicator
Authentication Date
Authority Code 1
Authority Code 2
Authority Code 3
Authority Code 4
Bargaining Unit Status
Citizenship Status Code
Contract Personnel Name
Control Number
COLA/POST Differential Code
Competitive Area Code
Competitive Level Code 1
Competitive Level Code 2
Competitive Level Code 3
Corrections Date Field 1
Corrections Date Field 2
Corrections Date Field 3
Corrections Date Field 4
Counted/Not Counted Code
Contract Personnel Phone
Contract Remarks 1
Contract Remarks 2
Contract Remarks 3
DD Page No
1
1
1
2
2
2
3
3
4
4
4
4
5
5
6
6
7
7
8
8
9
10
10
11
11
11
12
12
13
13
13
14
14
14
14
15
15
15
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Annuity Amount - CSC Monthly .15
Current Performance Level Indicator 16
Performance Score (Current) 16
Performance Rating Date (Current) 16
Date of Birth 16
Departmental Field Code 17
Designated Agent Number 17
Educational Level Code 18
Employee Obligation Code 18
Employee Office Location Code 19
Enter (Operator) Remarks 1 19
Enter (Operator) Remarks 2 19
Enter (Operator) Remarks 3 20
Excepted Service Beginning Date 20
FAME Supervisor Code 20
Financial Disclosure Coverage Code 20
Federal Employee Group Life Insurance Code 21
Federal Emp. Health Benefits Code 22
FERS Coverage 22
File Location Code 22
23
23
23
Fair Labor Standards Act Code 1 23
Fair Labor Standards Act Code 2 24
Fair Labor Standards Act Code 3 24
Former Name 25
From an Agency ^ 25
From an Existing Action Number 25
From an Existing Grade 26
From an Existing Position Number 26
From an Existing Series 26
From an Existing Step 26
from Supervisor Code 27
Frozen Service in Years
Frozen Service in Months
Frozen Service in Days
Functional Classification Code
Functional Title
Geographic Location Code
Duty Station Location Code
Geological Letter Code
Grade or Level
Grade or Level-2
27
27
28
28
28
29
29
29
29
30
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Grade or Level-3
Handicap Code
Initiate
Leave Transfer Code
Last Equivalent Increase Date
Lump Sum Instruction Code
Leave Eligibility Code
Leave Transfer Code
Master Item Corrections Field Name 1
Master Item Corrections Field Name 2
Master Item Corrections Field Name 3
Master Item Corrections Field Name 4
Military Service Date Retired
Military Service-Creditable Years and Months
Merit Promotion Selectee Code
Name of Employee
Not To Exceed Date
Nature of Action Code 1
Nature of Action Code 2
Occupational Code 1
Occupational Code 2
Occupational Code 3
Organization Code
Old Organization Code
Own Name
PatcoCode
Pay Basis
Pay Plan Code
Pay Rate Determination Code
Proposed Effective Date of Action
Date Employee Became Permanent
Permanent/Temporary Code
Position Effective Date
Position Number 1
Position Number 2
Position Number 3
Position Occupied Code
Position Title
Personnel Remarks 1
Personnel Remarks 2
Personnel Remarks 3
Present Position (Date Entered)
CSRC Coverage at Appointment
Probationary Period Beginning Date
.30
31
32
33
33
33
33
34
34
34
34
35
35
35
36
36
36
37
37
37
38
38
39
40
40
41
42
42
44
44
45
45
45
45
46
46
47
47
48
48
48
48
49
49
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Race and National Origin Indicator
Requesting Entry Date
Remarks 1
Remarks 2
Remarks 3
Requested By
Retained Pay Plan Code
Retained Grade or Level
Retained step or rate
Retirement System Code
Routing Name
Routing SSN
Routing Remarks 1
Routing Remarks 1
Routing Remarks 3
Request Sending Date
Requesting Title
Salary
Work Schedule Code
Sensitive
Service Computation Date (Leave)
Series
Sex Code
Position Sensitive Code
Shift Differential Code
Shift Differential 2nd shift increment
Shift Differential 3rd Shift Increment
Shortage Category Code
Submitting Office Number
Special Program Identifier Code
Service Computation Date (RIF)
Social Security Number
Scheduled (Paper) Salary
Standby and Administratively
Status
Step or Rate
Nature of Action Shredout Code 1
Nature of Action Shredout Code 2
Summer Appointment Code
Supervisory/Non-supervisor Code
Career Qualifying Service Begin Date
Service Year Beginning Date
Tenure Group Code
Tenure Subgroup Code
.49
49
50
50
51
52
52
53
53
54
55
55
55
56
56
56
56
57
58
58
58
58
59
59
59
60
61
62
62
62
64
65
65
65
66
66
67
67
67
67
68
68
68
69
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Tickler
Tickler!
Tickler 3
Tickler 4
TicklerS
Tickler 6
Tickler Date
Tickler Date 2
Tickler Date 3
Tickler Date 4
Tickler Date 5
Tickler Date 6
To the New Field
TSP Service Computation Date
TSP Status Date
Appointment Type Code
Uniform Eligibility Code
Uniform component designation and pay
Vietnam Era Veteran Indicator
Veterans Preference Category
Part-time Hours
Within-grade Increase Control Code
Year Highest Degree Attained
70
71
72
73
74
75
76
76
77
77
78
78
78
79
79
80
80
81
81
81
82
82
82
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Appendix A10
SF52 Relationship Edits
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SF52 Relationship Edits
Relationship edits should be performed after all data entry is completed and the action is ready for
submission to final processing for entry/release to EPAYS. The edits should be as consistent and
comprehensive as those used for the CPDF. This will help ensure the minimal rejection rate from
EPAYS and OPM. These edits must be validated at system development time to ensure they are
complete and up-to-date with current EPAYS and CPDF requirements. Many of the relational edits
which should be included in the system are listed below:
1. ANNUITY AMOUNT - CSC MONTHLY If nature of action is within the 100 thru 199 or
500 thru 599 range and annuitant indicator is 1
then annuity amount-CSC monthly must be
numeric and greater than 0.
2. APPOINTMENT LIMIT If nature of action code is in the 500 thru 599
range and tenure group is 1 or 2 and position
occupied code is 1 and type of appointment is
01 or 02 then appointment limitation code
should be 00 arjd appointment limitation should
be blank or 0000 and service year begin date
should be blank or 000000 and appointment not-
to-exceed date should be blank or 00000.
3. APPOINTMENT DATA: (TENURE GROUP, TYPE OF APPOINTMENT, AND POSITION
OCCUPIED BASED ON NATURE OF
ACTION CODE)
a. If the first nature of actions code is 117 then
tenure group code must be 0 and type of
appointment code must be 03 and position
occupied code must be 1 or 2.
b. If the first nature of actions code is 130 then
tenure group code must be 1 or 2 and type of
appointment code must be 01 or 02 and position
occupied code must be 1 or 2.
c. If the first nature of actions code is 132 then
tenure group code must be 0,1,2, or 3 and type
of appointment code must be within the range
of 01 thru 14 and position occupied code must
be 1,2,3, or 4.
d. If the first nature of actions code is 142 then
tenure group code must be 0 and type of
appointment code must be 12 and position
occupied code must be 3 or 4.
e. If the first nature of actions code is 143 then
tenure group code must be 0 and type of
appointment code must be 12 and position
occupied code must be 3 or 4.
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f. If the first nature of actions code is 145 then
tenure group code must be 0 and type of
appointment code must be ? 12 and position
occupied code must be 3 or 4.
g. If the first nature of actions code is 146 then
tenure group code must be ?0 and type of
appointment code must be 13 and position
occupied code must be 3 or 4.
h. If the first nature of actions code is 147 then
tenure group code must be 0 and type of
appointment code must be 13 and position
occupied code must be 3 or 4.
i. If the first nature of actions code is 148 then
tenure group code must be 0 and type of
appointment code must be 14 and position
occupied code must be 3 or 4.
j. If the first nature of actions code is 149 then
tenure group code must be 0 and type of
appointment code must be 14 and position
occupied code must be 3 or 4.
k. If the first nature of actions code is 170 then
tenure group code must be 1,2, or 3 and type of
appointment code must be 01,02, or 03 and
position occupied code must be 2.
1. If the first nature of actions code is 517 then
tenure group code must be 0 and type of
appointment code must be 03 and position
occupied code must be 1 or 2.
m. If the first nature of actions code is 542 then
tenure group code must be 0 and type of
appointment code must be 12 and position
occupied code must be 3 or 4.
n. If the first nature of actions code is 543 then
tenure group code must be 0 and type of
appointment code must be 12 and position
occupied code must be 3 or 4.
o. If the first nature of actions code is 546 then
tenure group code must be 0 and type of
appointment code must be 13 and position
occupied code must be 3 or 4.
p. If the first nature of actions code is 548 then
tenure group code must be 0 and type of
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4. AUTHORITY (LEGAL)
5. AUTHORITY FOR APPOINTMENTS
6. AGENCY EOD DATE
7. CURRENT APPOINTING AUTHORITY
appointment code must be 14 and position
occupied code must be 3 or 4.
q. If the first nature of actions code is 549 then
tenure group code must be 0 and type of
appointment code must be 14 and position
occupied code must be 3 or 4.
r. If the first nature of actions code is 570 then
tenure group code must be 1,2, or 3 and type of
appointment code must be 01,02, or 06 and
position occupied code must be 2.
s. If the first nature of actions code is 571 then
tenure group code must be 0 or 3 and type of
appointment code must be 03 and position
occupied code must be 2.
L If the first nature of actions code is 880 then
tenure group code must be 1 or 3 and type of
appointment code must be within the range of
01 thru 14 and position occupied code must be 1
or 2.
a. If one of the legal authority codes is YBM
and if pay plan is WG then grade must be 01
through 05.
If nature of action code is within the 100 thru
199 or the 500 thru 599 range then Authority
Code, Pay Plan, Occupation Code, Grade,
Position Occupied Code, Handicap Code,
Tenure Group Code, Veteran Preference Code,
Vietnam Era Veteran Code, and Education
Level Code are edited as shown below.
If Nature of Action Code is within the 100 thru
199 range then Agency EOD Date must be a
valid calendar date and must be equal to the
nature of action effective date.
a. If nature of action is in the 100 thru 199 or
500 thru 599 range then the first current
appointing authority code must be the same as
the first legal authority and the second current
appointing authority code must be the same as
the second legal authority.
b. If nature of action is in the 700 thru 799
range and from bureau code is NOT blank then
the first appointing authority code must be filled
(cannot be blank); BUT must NOT be the same
as the first legal authority.
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8. DATE OF BIRTH (DOB)
9. EDUCATION LEVEL
10. EFFECTIVE DATE
11. FROZEN CSR SERVICE
a. If Nature of Action Code is 300 then
effective date year must be 50 or more years
later than birth date year.
b. If Nature of Action Code is within the 100
thru 199 range then effective date year must be
IS or more years later than birth date year.
a. If Nature of Action Code is within the 100
thru 199 or 500 thru 599 range and tenure is 1
or 2 then education level must not be blank.
b. If Nature of Action Code is within the 100
thru 199 or 500 thru 499 range then and pay
plan is ES then education level must not be
blank.
c. If Nature of Action Code is within the 100
thru 199 or 500 thru 599 range and education
level greater than 12 then academic discipline
cannot be blank and year degree cannot be
blank.
d. If Nature of Action Code is within the
100 thru 199 or 500 thru 599 range and
education level equal to or less than 12 then
academic discipline must be blank and year
degree must be blank.
a. If Nature of Action Code is 117 or 517 then
effective date must be between 05/13/xx and
09/30/xx inclusive.
b. If Nature of Action Code is 171 and legal
authority is WWM or ZWM then effective date
must not be between 05/13Ax and 08/31/xx
inclusive.
c. If Nature of Action Code is 171 and pay plan
is GW, YW, or WW then effective date must
not be between 05/13/xx and 08/31/xx
inclusive.
a. If nature of action is in the 100 thru 199
range or the 500 thru 599 range or is 803 then
frozen CSR service must not be blank.
b. If nature of action is in the 700 thru 799
range and the from bureau is not blank then
frozen CSR service must not be blank.
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12. GRADE
a. If pay plan is WL then grade must be 01 thru
15.
13. HANDICAP (REPORTABLE)
14. HEALTH BENEFITS PRORATION INDICATOR
15. INTERMITTENT WORKDAYS
c. If pay plan is WS then grade must be 01 thru
19.
e. If pay plan is GM then grade must be 13 thru
15.
f. If pay plan is GG, or GS then grade must be
01 thru 15.
g. If pay plan is WG then grade must be 01 thru
15.
h. If pay plan is EX then grade must be 01 thru
05.
i. If pay plan is GW then grade must be 01 thru
04.
j. If pay plan is FC then grade must be 01 thru
14.
k. If one of the legal authorities is J8M and pay
plan is GG or GS and Nature of Action Code is
170 or 570 then grade must be 01 thru 09.
If nature of action code is within the 100 thru
199 or the 500 thru 599 range and one of the
legal authorities is WTM, WUM, or YKM then
importable handicap code must be between 06
and 94 inclusive.
a. If nature of action code is in the 100 thru 199
range OR is 781 and the to work schedule is P
then the health benefits proration indicator must
be 0 (zero) or 1.
b. If nature of action code is 781 and the from
work schedule is equal to P and the to work
schedule is F, I, G, H, or J than the health
benefits proration indicator must be 0.
If nature of action code is 781 and the from
work schedule is I or J and the fcj work schedule
is F, G, H, P, Q, R, or T then intermittent
workdays for total government service must be
0000;
If nature of action code is 781 and the from
work schedule is I or J and the ]& work schedule
is F, G, H, P, Q, R, or T and tenure group is 2
then if intermittent workdays for probation is
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16. PAY BASIS
17. PAY PLAN
18. PAY RATE DETERMINANT
not blank in the EPAYS record it must be 000 in
the SF-52 record and if intermittent workdays
for career tenure is not blank in the EPAYS
record it must be 000 in the SF-S2 record;
If nature of action code is 781 and the from
work schedule is I or J and the & work schedule
is F, G, H, P, Q, R, or T and tenure group is 1 or
2 then if intermittent workdays for within grade
increase is not blank in the EPAYS record it
must be 000 in the SF-52 record.
If to pay plan is equal to GS, GG, GW, GM, ES,
or EX then the to pay basis must be PA.
If the first position of the to pay plan is W or X
then the to pay basis must be PH.
If the to pay plan is El, ED, EE, EF, EG, or EH
then the to pay basis must be PD.
If the to pay plan is ZZ then the to pay basis
must be WC.
If pay basis is WC then salary must be 000000.
a. If Nature of Action Code is 142,143,145,
146, 147, 148,149,480,542,543,546,548,
549, or 762 then pay plan must be ES.
b. If Nature of Action Code is 889 or 891 then
pay plan must be GM.
c. If pay plan is YV then effective date must be
between 05/13/xx and 09/30/xx inclusive.
d. If pay plan is GW.YW, or WW and Nature
of Action Code begins with 1 or 5 then Nature
of Action Code must be 171 or 571.
e. If Nature of Action Code is 893, pay plan
must not be GM.
f. If nature of action code is within the 100 thru
199 or the 500 thru 599 range and pay plan is
GM or ES then date entered PMRS/SES must be
a valid calendar date equal to or earlier than the
effective date of the action.
a. If pay rate determinant is 4 then pay plan
may not be GS or may not begin with W or X.
b. If Pay plan is ST or EX then pay rate
determinant must be S or 0.
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19. POSITION OCCUPIED
c. If pay rate determinant is 8 then pay plan
must be GG, GM, or GS.
-------
21. PREVIOUS RETIREMENT COVERAGE a. If nature of action code is in the 100 thru 199
range OR the 500 thru 599 range then previous
retirement coverage must be N or P.
b. If nature of action code is in the 700 thru 799
range and the from bureau is NOT blank then
previous retirement coverage must be N or P.
22. RETAINED GRADE, RETAINED PAY PLAN, RETAINED STEP, AND SALARY
a. If nature of action code is 740 or 741 and
pay rate determinant is A, B, E, F, U, or V then
retained grade must not be blank in the SF-52
record and retained pay basis must not be blank
in the SF-52 record and retained pay plan must
not be blank in the SF-52 record and retained
step must not be blank in the SF-52 record.
b. If nature of action code is 866 then pay rate
determinant cannot be A, B, E, F, U, or V and
retained grade must be 00 in the SF-52 record
and retained pay basis must be 00 in the SF-52
record and retained pay plan must be 00 in the
SF-52 record and retained step must be 00 in the
SF-52 record.
23. RETIREMENT CODE
24. SERVICE COMPUTATION DATE (LEAVE)
25. SHIFT DIFFERENTIAL AND PAY PLAN
a. If position occupied is 1 and tenure is 1 or 2
then retirement system code must NOT be 5, G,
J.W.orX.
b. If Nature of Action Code is 100,101,500,
501,540, or 541 then retirement system code
must be 1,6, C, M, R, or T.
a. The service computation date must be earlier
than or the same as the effective date.
b. If the Nature of Action Code begins with 1
and creditable military service is greater than
0000 then the service computation date must be
earlier than the effective date.
c. Service computation date must be 16 or more
years later than the date of birth.
a. If nature of action code is in the 100 thru 199
range and pay plan is WG, WL, WS, XP, XL, or
XS then shift differential code must be 1 and
2nd shift rate must be 0075 and 3rd shift rate
must be 0100.
b. If nature of action code is in the 500 to 799
range and the first position of the from pay plan
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26. SPECIAL PROGRAM IDENTIFIER
is G and the IQ pay plan is WG, WL, WS, XP,
XL, or XS then shift differential code must be 1
and 2nd shift rate must be 0075 and 3rd shift
rate must be 0100.
c. If nature of action code is in the 500 to 799
range and the flam pay plan is WG. WL, WS,
XP, XL, or XS and the first position of the IQ
pay plan is G then shift differential code must
be 0 in the SF-S2 record, and 2nd shift rale must
be 0000 in the SF-S2 record and 3rd shift rate
must be 0000 in the SF-S2 record.
a. If nature of action code is 171 or 571 and
current appointing authority is WWM and
veteran preference is 1 then special program
identifier must be 54.
b. If nature of action code is 171 or 571 and
current appointing authority is WVM then
special program identifier must be 55.
c. If nature of action code is 171 or 571 and
current appointing authority is WWM and
veterans preference is greater than 1 then
special program identifier must be 53.
d. If nature of action code is 170 or 570 and
current appointing authority is YAM then
special program identifier must be 57.
e. If nature of action code is 170 or 570 and
current appointing authority is Y1M, Y2M,
Y3M, YBM, or YGM then special program
identifier must be 62.
f. If nature of action code is 170,171,570, or
571 and current appointing authority is WTM,
WUM, YKM then special program identifier
must be 67.
g. If nature of action code is in the 100 thru 199
range and current appointing authority is not
equal to WWM, YAM, Y1M, Y2M, Y3M,
YBM, or YGM and Vietnam era veteran is
equal to V and veteran preference is greater
than 1 then special program identifier must be
61.
h. If nature of action code is in the 500 thru 599
range and tenure group is 1 or 2 and position
occupied code is I and from pay plan is GW,
WW, or YV and veteran preference is 1 then
special program identifier must be 00 and
-------
position schedule or statute must be 0 and the
appointment not-to-exceed date must be 000000
and appointment limit code must be 00.
i. If nature of action code is in the 500 thru 599
range and tenure group is 1 or 2 and position
occupied code is 1 and current appointing
authority is ZJM then special program identifier
must be 00 and position schedule or statute must
beO.
27. STEP a. If pay plan is PC and grade is 01 thru 12 then
step must be 01 thru 10.
b. If pay plan is FC and grade is 13 then step
must be 01 thru 09.
c. If pay plan is FC and grade is 14 then step
must be 01 thru OS.
d. If pay plan is GG.GS, or GW and grade is
01 thru 15 and pay rate determinant is 0,5,6,7.
8 then step must be 01 thru 10.
e. If pay plan is CM then step must be 00 or 99.
f. If pay plan is ES then step must be 01 thru
06.
g. If pay rate determinant is 2,3,4, or
alphabetic then step must be 00 unless to pay
plan is WT.
28. SUPERVISORY OR NON SUPERVISORY INDICATOR
a. If pay plan is ES or EX then supervisory or
non supervisory indicator must be 1,3, or 8.
b. If pay plan is GM then supervisory or non
supervisory indicator must be 1,3,4, or 5.
c. IfpayplanisBL,WL,XB,orXLthen
supervisory or non supervisory indicator must
be 6.
d. If pay plan is ED, EE, EF, EG, EH, El, GW,
WB, WG. WW, XP, YV, or YW then
supervisory or non supervisory indicator must
be 8.
f. If pay plan begins with G and supervisory or
non supervisory indicator is 3 then grade must
be greater than 08.
-------
29. TENURE GROUP
30. VETERAN PREFERENCE
31. VIETNAM ERA VETERAN INDICATOR
g. If pay plan begins with G and supervisory or
non supervisory indicator is 1 then grade must
be greater than 02.
a. If legal authority is Y1M, YAM. J8M. Y2M,
or Y4M then tenure must be 2.
b. If Nature of Action Code is 170 or S70 then
tenure must be 1,2, or 3.
c. If Nature of Action Code is 760 or 761 then
tenure must be 0 or 3.
d. If Nature of Action Code is 765 then tenure
must be 3.
e. If Nature of Action Code is 892 or 893 and
to pay plan is GS then tenure must be 1,2, or 3.
f. If Nature of Action Code is 100,102,130,
140,155,157,500, 502,550, 551, or 555 then
tenure must be 1 or 2.
g. If Nature of Action Code is 101,103,141,
150,501,503,541, or 550 then tenure must be
2.
h. If Nature of Action Code is 107,108,112,
115,117,120,122,124, 128,153,154,171.
507,508, 512,515,517, 520,522, 524,528,
553,554, or 571 then tenure must be 0 or 3.
i. If pay plan is ES then tenure (TEN_GP) must
beO.
j. If pay rate determinant is A, B, E, F, J, K, U
or V then tenure must be 1 or 2.
k. If position occupied is 3 or 4 then tenure
must be 0.
a. If one of the legal authorities is LBM, LZM,
LYM, MGM, NEM, MMM, NCM, J8V, JSP,
J8R, or J8T then veteran preference category
must be 2,3,4, or 6.
b. If veterans preference is 2.3,4, or 6 then
Vietnam era veteran indicator must be N or V.
a. If one of the legal authority codes is MGM
or NCM then Vietnam era veteran indicator
code must be V aad veteran preference must be
2, 3,4, or 6.
-------
32. WORK SCHEDULE If Nature of Action Code is 430 or 280 then to
work schedule must be G, H, Q, R, J, or K.
-------
Appendix All
EPAYS Tables
-------
EPAYS TABLES Required for SF52 Validation
EPAYS
Table Mo;
01
08
12
16
17
22
23
24
26
27
38
39
51
e name
Contents
Salary
Authority Code
Patco
State & City
Bus Code
Son
NOAC
Remarks Code
Retirement Code
Health Benefit
Academic Discipline
Occupation Code
Designate Agent
Salary by Grade
& Step, and Location
Authority Code and
Description
Position Category
with Occupation Code
State, City codes
Bargaining Unit
Status code
Submitting Office
Number and Office
Address
Nature of Action
Code and Description
Remarks Code and
Remarks for Inserts
Retirement Code
Health Benefit Code
and Health Plan name
Academic Discipline
Code and Discipline
Title
Series and Series
Title
Designated Agent
Code and Son
Region number
-------
Appendix A12
SF52 Form
-------
Standard Fo-»«
(.j» *f»7
US OHM of Peraomei uaneaarnem
FPU r —
REQUEST FOR PERSONNEL ACTION
PART A—Requesting Office (Alto complete Ptn B. Ittma 1, 7-22. 32, 33. 3f *nd 33.)
2 Roojuoat Number
3 For Additional Information Call (Nun* and Ttuptnnt rVumoarJ
Proposed Eiwcbw Ditt
S Aden fl equalled By (Typed Menu. Till* Signature, and Raguexf flaw;
6 Action Authorized By fTypua fame. TO». Svnmtun. ma Concummo* Dm)
PART B —For Preparation of SF 50 (Use only codes in FPM Supplement 292-1. Show all titles in month-dmy-yeir order.)
1 Name (Lftt. Fit*. Ujdtttf)
First Action
S-A.Coda »& Maura of Action
12 Social Swurrry Number
Second Action
6-A. CorM 6-B Hdun of Mian
3 Dauol Bath
so. UB*I AumoAr
cod*
6-D LOQiI AuUwrrty
S-E Cod*
t*g*l Auihonty
Code
frf l*e«l Ailhortty
7 FROM Portion TW» and Numter
IS TO Position TO* and Number
« PlyPUn
9 OGC GOBI
U 6n*aim
U Sibrf
IS PayPbr.
17 Dec Cote
it CMiBtm)
19 Super RBI
21 Piyl
u Nun* end Location el Poanion'a Oroanlzation
22 NIUM and LocaUon ol Pomruon't Organlntkm
Employee Data
I—NOM 3—10 PL Otab
2—S PL 4—iQ Pi Camp
5—10 PL Other
0—10 PI./30* Camp
24 Ttnur*
I—Permanent 3—. jsed action is in compliance with statutory and regulatory requirements
Sqnatura
Approval Oat*
ONTINUED ON REVERSE SIDE
S2-1I5
ua Eddton UmnaM* Alter t&Ut»
NSN 764MI-2W4880
-------
SF SZ (R*WM)
PART D—Remarks by Requesting Office
(Note to Supervisors: Oo you know ol additional or conflicting reasons for the employee's resignation/retirement?
If "YES", please state these facts on a separate sheet and attach to SF 52)
I NO
PART E—Employee Resignation/Retirement
Privacy Act Statement
You are requested to furnish a specific reason (or your resignation or retirement
and a forwarding address Your reason may be considered in any future decision
regarding your re-employment in the Federal service and may also be used to
determine your eligibility for unemployment compensation benefits. Your forward-
ing address will be used primarily to mail you copies of any documents you should
have or any pay or compensation to which you are entitled.
This Information b requested under authority of sections 301.3301. and 8506 of
title 5. U.S. Code. Sections 301 and 3301 authorize OPM and agencies to issue
regulations with regard to employment of individuals In the Federal service and their
records, while section 8506 requires agencies to furnish the specific reason for tor-
mination of Federal rervice to the Secretary or Labor or a State agency in connec-
tion with administration of unemployment compensation programs.
The furnishing of this information is voluntary: however, failure to provide K may
result in your not receiving- (1) your copies of those documents you should have:
(2) pay or other compensation due you; and (3) any unemployment compensation
benefits to which you may be entitled.
i Reason lor Resignation/Retirement (NOTE: Your reasons are used in determining possible unemployment benefits. Please be specific and avoid generaliza-
tions. Your resignation/retirement is effective at the end of the day—midnight—unless you specify otherwise.)
2 EMCM Out a. Your Signttura
PART F—Remarks for SF 50
4 DIM Signed S. FgfMittng Mftmi (Number. Sirwf. Guy. SUM. HP Coot)
-------
Appendix A13
Award Form
-------
RECOMMENDATION FOR MONETARY AWARD
Submit original and two (2) copies
to the operating personnel office.
* Refer to the EPA Awards Manual for individual Award Criteria *
TYPE OF AWARD
J MERIT PAY CASH AWARD. A performance-based cash award granted for significant
accomplishments related to the individual's Performance Agreement.
D SPECIAL ACT OR SERVICE A WARD. Given to an individual or group for significant
one-time achievements related to official employment. The amount of award is based on
the value of tangible and/or intangible benefits accruing from the special act or service.
D SUSTAINED SUPERIOR PERFORMANCE CASH A WARD. Given in recognition of
continued high quality performance of the duties of the employee's position which
substantially exceeds performance standards. Amount of award is determined according
to a percentage of base pay.
D QUALITY WITHIN-GRADE INCREASE. An additional within-grade increase granted
for sustained high quality performance which is expected to continue in the future.
INFORMATION ON RECIPIENT
NAME (For group awards attach separate list of names, positions, and
SSN's)
POSITION TITLE. SERIES. GRADE. STEP
ORGANIZATION AND LOCATION
SOCIAL SECURITY NUMBER
TIMEKEEPER NO
PERSON TO RECEIVE CHECK
^0 OF SERVICE ON WHICH AWARD IS BASED
FROM
TO
MONETARY AWARDS GRANTED IN
LAST 52 WEEKS
ACCOUNT NO TO BE CHARGED
AMOUNT OF CASH AWARD RECOMMENDED
MERIT PAY
SPECIAL ACT OR SERVICE
SUSTAINED SUPERIOR
PERFORMANCE
TANGIBLE
INTANGIBLE
TOTAL
OFFICIAL
RECOMMEND-
ING OFFICIAL
RECOMMENDING. REVIEWING. AND APPROVING OFFICIALS
SIGNATURE
TITLE
DATE
OBLIGATING
FUNDS
PERSONNEL
REVIEW
D APPROVED
D DISAPPROVED
VING
L
>A Form 3130-1 (Rev. 11-83) Previous edition is obsolete
-------
Please type off information
&EPA
United States Environmental Protection Agency
Recommendation and Approval of Incentive Award
ftions: This form is used to recommend and approve the incentive awards listed below for EPA employees. For special act and sustained
superior performance awards, send the original and two (2J copies of this form directly to the Agency Payroll Office. For Quality
Stop Increases and Tuna Off Awards, sand the original and two (21 copies of this form to your servicing Human Resources Office.
Type of Award (please check vneJ
I I Special Act or Service Cash Award. Given to an individual or group for significant one-time achievements
I I related to official employment. The amount of award is based on the value of tangible and/or intangible
benefits accruing from the special act or service. A written description of the achievement is on file in the
recommending official's office.
Indicate amount of tangible benefits here: &
I I Sustained Superior Performance Cash Award. Given in recognition of continued high quality performance of
I | the duties of the employee's position which subtantially exceeds performance standards. Amount of award is
based on the employee's current rating of record on file in the servicing Human Resources Office.
Quality Within-Grade Increase. An additional within-grade increase granted for sustained high quality
performance which is expected to continue in the future. An employee may receive only one QSI in a 52-week
period. This award is based on a current rating of record of "outstanding" on file in the servicing Human
Resources Office.
D
Time Off Award. A period of excused absence (administrative leave) granted for a superior personal effort
that contributed to increased quality and effectiveness in the awardee's office. A written description of the
achievement is on file in the recommending official's office.
Indicate amount of time off to be granted here: ___^______ Hours.
Information on Recipient
'For group awards attach separata list of names and SSN's)
Position Title, Series. Grade, Step
Social Security Number
Organization and Location
Period of Service on Which A ward is Based
From
To
Certification
We, the recommending and approving officials below, certify that all information on this form is accurate and complete. We further certify that
the employeelsl named on this form fully meet the criteria for awards for which they are recommended as described above and in the EPA
Awards Manual We understand that any knowingly false or misleading statements may be punishable by fine or imprisonment or both under
applicable laws.
Recommending and Approving Officials
Recommending Official (Name end Title)
Signature
Date
Approving Official (Name and Title)
Signature
Date
Note: Complete This Part Only For Cash Awards
Amount of Cash Award
Timekeeper No.
Person To Receive Check
Name and Title of Person Obligating Funds
Signature
Date
EPA Form 3130-1T (12-91)
-------
Appendix A14
NO AC Data Element Requirements
-------
NOAC Data Element Requirements
NOAC 800 Series f ex 8661
NOAC 866.930.931 .932.987 & 700 Series (ex 702.703.713)
NOAC 702. 703, 713
NOAC 500 Series
NOAC 200.300.400.900 te* 930.931 S32J98T)
NOAC 100 Series
TAPP
Screen
H
H
H
H
H
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
Field Name
NOAC1
NOAC2
SSN
SEQ
NAME
SF50
ORG CODE
POS SEN
BIRTH DATE
VET PREF
SERV COMP DATE
TENURE
RETIREMENT
FEGLI
FLSA
SEX
CITIZENSHIP
EFF DATE
ANNUITANT IND
WK SCHD
COMP LEVEL
COMP AREA
SHRED1
AUTH1
AUTH2
SHRED2
AUTH3
AUTH4
DATE
DAYS
HOURS
DOLS
POSITION NO
POSITION TITLE
FUNCTIONAL TITLE
EMP OFF CTY/ST
CURR APPT AUTH
PAY PLAN
OCCU CDE
GRADE
R
O
R
0
R
O
R
R
R
R
R
R
R
R
R
R
R
R
R
R
R
O
O
X
O
O
O
O
O
O
O
O
R
R
O
R
R
R
R
R
a
0
R
D
D/O
0
O
0
0
0
D
O
0
0
O
0
o
R
o
o
o
o
0
X
0
0
o
o
X
0
o
o
Q
0
D
O
O
0
O
0
R
o
R
o
D/O
O
O
0
N
R
O
R
0
R
O
N
N
R
o
O
R
o
o
R
O
O
O
O
R
O
O
0
R
O
0
O
R
O
O
O
R
o
R
O
D/O
O
o
o
o
R
o
o
0
R
o
o
o
o
X
o
o
o
R
o
o
o
o
R
O
R
R
o
R
o
D/X
O
O
o
O
R
x
o
o
0
o
o
o
o
0
X
o
0
o
o
o
X
o
X
R
o
8
o
D/O
o
D
o
0
X
x
x
0
x
0
o
o
R
o
o
o
0
R
R
R
R
o
0
o
o
o
o
o
o
0
X
o
X
-------
NOAC Data Element Requirements
NOAC 800 Series iex 8661
NOAC 866,930,931.932.987 & 700 Series (ex 702.703.713)
NOAC 702. 703, 71 3
NOAC 500 Series
NOAC 200.300.400.900 fex 930.931 332J9&75
NOAC
TAPP
screen
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
00 Series
Field Name
STEP
SALARY
PAY BASIS
POS OCCU
FIX ACT
DES AGT
PERM/TEMP
LEO DATE
WGI CDE
SHORT
DPT/FLD
FILE LOCN
DATE AFF
QUIT CD
APTP
RIF DTE
PART TIME
TSP STATUS
TSP SDATE
TSP SCO
FERS COV
CODE
2NC INCR
3RD INCR
STANDBY
PLAN
GRADE
STEP
COLA
COMP
DESIG
GRADE
RETIRE DT
SUMMER APPOINTMENT
SPEC PRG
EMPL OBLG
LEAVE ELIG CD
LEAVE TRANSFER CD
HEALTH BENEFITS
DATE SVC YR BEGIN
R
R
R
R
R
R
R
R
O
o
R
R
O
N
X
o
o
R
X
X
X
o
o
o
o
o
o
o
o
o
o
o
o
X
o
o
R
o
R
O
0
0
0
D
0
0
O
0
0
0
0
p
0
X
o
o
0
0
D
0
0
0
o
o
0
0
0
0
0
0
0
o
0
0
0
D
0
0
0
0
0
o
o
o
o
o
R
o
o
o
o
o
o
N
X
o
o
R
X
X
X
o
o
o
o
o
o
o
o
o
o
o
o
X
o
o
o
o
0
o
•
R.
R
R
9
o
o
R
O
o
o
p
o
o
o
o
o
o
o
p
o
o
p
o
o
X
X
X
o
o
o
o
o
o
o
o
o
o
o
o
o
X
X
X
o
N
N
N
N
N
o
o
o
X
X
X
o
0
o
o
X
o
o
o
o
o
0
x
o
0
o
X
0
o
o
o
0
o
o
0
0
o
o
0
o
o
o
0
0
D
o
-------
NOAC Data Element Requirements
NOACaOO Series lex 8661
NOAC 866.930.931.932,987 & 700 Series (ex 702.703,713)
NOAC 702. 7&& 713
NOAC 500 Series
NOAC 200.398.400.900 tex 930,931 332.987)
NOAC 100 Series
TAPP
Screen i
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
Reid Name
DATE CAREER QUAL
DATE PROB PERIOD
EXCPT SVC BEGIN DATE
LUMP SUM ELIG
MONTHLY ANNUITY
RACE &NATL ORIGIN
ALIEN RES/NON-RES
FRACTIONAL PART CD
COUNTED/NOT CT
AGENCY FROM/TO
DATE PERM
PERF RATING
PERFORMANCE SCORE
DT LAST PERF RATE
PATCO
UNIFORM ELIGIBLTY
PAPER SALARY
HANDICAP CODE
DATE ENT PRES POS
FIN DIS
DT EX SERVICE BEG
SUPV/NONSUPV
VEV IND
PRD
BARG UNIT ST
FUNC CLASS
EDUC LEVEL
YR DEGR
DISC
LOCATION CDE
SON
FROZCSRS
CRED MJL SVC
CSRS COV APPT
AUTHEN DATE
TICKLER CODE1
TICKLER DATE1
TICKLER CODE2
TICKLER DATE2
TICKLER CODES
X
X
X
0
R
O
O
O
X
O
O
O
O
O
0
O
R
O
R
O
R
R
R
R
R
R
O
R
R
O
X
X
R-X
O
O
O
O
O
X
0
0
0
0
0
O
0
X
O
O
0
0
o.
O
0
0
D
D
O
0
O
o
o
0
D
,P.,
0
0
D/O
,p
X
X
fl-X
X
X
0
o
,p
X
0
X
o
N
N
O
O
N
0
O
O
0
O
O
O
N
0
0
O
O
O
o
o
o
o
0
D/O
0
X
o
R-X
X
X
o
0
o
o
o
p
o
R
O
O
D/O
R-X
Q
O
O
O
P
N
O
O
O
0
0
O
O
O
O
o
D/O
R-X
X
X
0
O
O
0
0
O
O
O
0
o
0
0
0
o
0
0
0
o
o
o
o
0
D
X
o
0
o
o
0
0
D/O
X
0
R-X
O
O
0
o
o
-------
NOAC Data Element Requirements
NOAC 800 Serks lex 8661
NOAC 866.930.931 .932.987 & 700 Series (ex 702.703/13)
NOAC 702. 7303, 71 3
NOAC 500 Series
NOAC 20a.300.4QO.dOO te* 93Q.931 .932J9&7)
NOAC 100 Series
TAPPl
Screen 4 Field Name
3 ITICKLER DATES
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
TICKLER CODE4
TICKLER DATE4
TICKLER CODES
TICKLER DATES
REMARK S1
REMARKS2
REMARKS3
REMARKS4
REMARKS5
REMARKS6
REMARKS?
FLAG1
FLAG2
FLAGS
REMARKS INSERTION!
REMARKS INSERTION2
REMARKS INSERTIONS
REMARKS INSERTION4
0
O
O
O
0
0
O
O
O
O
0
0
O
0
O
O
O
O
0
0
0
0
p
0 ,
0
O
, 0
0
0
0
0
0
0
0
p
0
0
0
0
O
O
O
0
O
O
O
0
O
O
O
O
0
O
O
O
O
0
O
O
0
9
0
O
0
O
O
O
O
p
O
0
O
0
O
O
0
O
O
O
0
O
O
0
O
O
O
O
O
O
O
O
O
O
O
O
,0
0
O
Q
0
0
0
p
0
0
O
O
0
0
0
p
0
0
O
Legend: R - Required Field
O - Optional Field
N - Not Allowed Field
X - Optional Field w/ exceptions
blank - Not Required Field
D - Displayed Field
-------
Appendix A15
Related Documents
-------
Related Documents
SFS2 actions usually require an extensive amount of supporting information. This information
is provided via additional forms and documents. The SF52 system should automate as many of
these forms as possible to enhance the SFS2 process. Forms that have mostly data fields are
easily automated. Forms that have mostly narrative data or come from external organizations or
people are more difficult to automate. However, as the design process begins for the SF52
system, all required supporting forms should be reviewed and evaluated in terms of possible
automation. The following list reflects many of the SFS2 supporting forms:
PD
SF171
SF278
SF115
Special Pay/Bonus Forms for Pay Reform
Copy of Previous SF50
Letter of Financial Need
Transcript
SF140
Consultant Form
Notice of Results
IPA Forms
Notice of Benefits for LWOP
Job Analysis
Vacancy Announcement
MPP Certificate
SF39
Checkout/Clearance Form
PD Coversheet
SF75
SF113
Training Plan
Letter of Understanding for a Temporary
Justification for Temporary Position
Letter of Good Standing in School
SF1170
SF141
Expert Form
Self-Certification Forms
SF71
Staffing Requisition
Basic Qualifications Worksheet
Rating Specification Sheet
Rating Plan
Bulletin 4
Security Sensitivity Review
Handicap Appointments
-------
Exhibit El
SF52 Prototype
-------
SF52 Prototype Navigational Flow
It is important that the following navigational flow charts
of the SF52 system depicted on the following five pages be
used as a guide when reviewing the attached prototype
screens.
-------
SF52 Prototype Navigational Flow
SI
View
SF52
System
Admin
Return To
Main Menu
S4
CHANGE IN
STATUS
S5
Non Competitive
-------
AWARD I ICANC
S11
Referenw
Number
-------
c
SIGN I *f
JS20 I
SEND
OK
CANCEL
SEND
>, [
CANCEL
CANCEL/EXIT!
S23
-------
52
CHECK
STATUS
MAINTAIN
AUTHORITY
DATA
RELOCATE
SF52
IN PROCESS
-------
[Detail |
;onversion
[Reassignment
Promotion
Misc Chang
-------
SF52 Set-up Procedures
The SF52 Prototype will only operate under MS Windows.
1. Set-up a directory called VB on your C: drive (it must be
on the C: drive)
2. Set-up an SF52 sub directory under the VB directory
3. Copy the three files from the diskette to the C:\VB\SF52
sub directory:
VBRUN100.DLL
SF52.EXE
PERSONEL.FLE
3. Set-up a Program Item under Windows like the example.
Click on the Program Group that you want the SF52 icon in
Select File
Select New
Select Program Item, Select OK
Complete as shown below
Program Manager
H*
File Options Window Help
Program Item Properties
Description:
Command Line: C:\VB\SF52VSF52.EXE
Cancel
Browse.
Change Icon-
aero i ranswrnr Microsoft word
wog LOKOI
Awards
SF52
cessories
Paintbrush
Cardfile
Cab
Clock
Entertainment Pack Two
Main
Fuji Golf
MildleWilder
Klolski
Tut's Tomb
Reversi
PFreeCell-n
TicTactics
Stones
TetraVex
SkiFree
Windows Setup Word Setup Control Panel
D •
Print Manager DOS Prompt AFTER DARK
File Manager Clipboard
-------
4. Double Click on the SF52 icon to start the SF52 Prototype
NOTE: Use the TAB key to move from one data field to the next You can also
use the mouse.
Attached is the mock-up personnel database available for the SF52
Prototype. Only the SSNs included in the list can be used with the
SF52 Prototype.
5. Enter "First" (Capital F small irst) as the User ID (password not required) and
click LOGON
6.ClickSF52
7. Click System Administration
8. Click INITIALIZE FILES. Select Yes and then Select Yes again. Select OK.
This is only done the first time. It sets-up empty SF52 Prototype files. It can
be repeated if you want to start over again at any time.
9. Click MAINTAIN AUTHORITY DATA
10. Set-up the various users of the system.
User ID can only be between 1 and 25
Password up to 8 characters
Name up to 25 characters
Org Code anything
Signature Authority up to 8 characters, required if signing an SF52 (blank
if a secretary or administrative assistant)
Select the various Authorities the user can have (select as many as
appropriate)
Click Save
Repeat as needed to set up all the users
11. Click Cancel/Exit until you exit to the Log-on screen.
12. Log-on as a new user (one you just set-up) and experiment with the SF52
Prototype.
13. Repeat steps 11 to 12 to see how an SF52 moves from one person to the next.
-------
PERSONEL.FLE
Prototype Personnel Database
SSN,Name,Title,Series,Grade, Step, Organization,Location, Account, Salary, Performance,50%NextLevel,HoursTakenTo-d
ate,AwardsTo-date
000000000,Elvis Presley,Famous Singer, 1111,12,10,12345678,Tennessee,A455gh550,"$45,000",S,+,65,4500
111111111,Hulk Hogan,Wrestler,0334,14,00,34034005,Wash DC,A2513FGXO,"$26,500",E,,75,5300
123456789,Uncle Sam,Fed Government,0340,13,08,34034001,Chicago,A2517JGX6,"$34,350",0,+,45,4870
222222222,Mickey Mouse,Politician,1234,12,10,11111111, Florida, 123456789,"$19,500",S,+,80,3900
333333333,Joe Gibbs,NFL Champion,0334,14,00,34034005,Wash DC,A2513FGXO,"$39,000",S,+,80,3900
444444444,Ric Flair,Pen Inventor,0341,03,10,12345678,California,T234r5ty9,"$105,000",S,+,80,3900
555555555,Don Ho, Singer,1345,13,10,10345634, Hawaii, A452rh550, "$76,890", S,+,80,3900
666666666,Bat Man,Crime Fighter,0301,15,00,34034002,Wash DC,A2527jGXO,"$51,123",S,+,80,3900
777777777,Spider Man,American Hero,1234,09,10,11111375,Newyork,12345rt45,"$29,875",S,+,80,3900
888888888,Captain Cook,Pirate,2310,14,07,91034005,Seattle,A2513FGXO,"$61,367",S,+,80,3900
999999999,Michael Jackson,Pop Star,0301,11,10,90912345,Hollywood,A045ery4a,"$105,000",E,+,0,0
Page
-------
EPA Personnel Action Request And Servicing System
Please Sign On to EPARSS
Your UseilD 8:
Password
This is a PROTOTYPE. It was built to demonstrate system navigation and certain functionality. It will
also assist with identifying, refining and validating system requirements. It is not intended to be a fully
functional operational system.
The Prototype was built to be flexible and reasonably easy to change. This permits the Prototype to be
quickly modified to reflect changes in the Human Resources community's functional requirements.
There are inefficiencies, limitations, minimal edit and validation processes, and operational constraints.
These deficiencies were intentionally left in the Prototype. Consequently, you may encounter
regularities which may not necessarily be "errors".
EPA Personnel Action Request And Servicing System
-------
EPA Personnel Action Request And Servicing System
System Administrator Functions
-------
Maintain Authority For SF52 Subsystem
"serlD
Password
Name
OrgCode
Signature
Authority
Code
D Initiate
D Approve
D Obligate
LJ Process
DView
DSysAdmin
DdassiHer
D Staffer
-------
SF52 Prototype Screens
-------
EPA Personnel Action Request And Servicing System
si
Please Sign On to EPARSS
Your UseilD 8:
Password:
This is a PROTOTYPE. It was built to demonstrate system navigation and certain functionality. It will
also assist with identifying, refining and validating system requirements, it is not intended to be a fully
functional operational system.
The Prototype was built to be flexible and reasonably easy to change. This permits the Prototype to be
quickly modified to reflect changes in the Human Resources community's functional requirements.
There are inefficiencies, limitations, minimal edit and validation processes, and operational constraints.
These deficiencies were intentionally left in the Prototype. Consequently, you may encounter
irregularities which may not necessarily be "errors".
-------
EPA Personnel Action Request And Servicing System
S2
-------
EPA Personnel Action Request And Servicing System
Standard Form 52
SF52 Pending Action
S3
-------
EPA Personnel Action Request And Servicing System
S3A
-------
EPA Personnel Action Request And Servicing System
SF52
S4
-------
EPA Personnel Action Request And Sen/icing System
S5
-------
EPA Personnel Action Request And Servicing System
S6
-------
INFORMATION ON EMPLOYEE
Social Security Number
Position Title
Position Title
cries PayPlan Grade Step Salary
enes PayPlan Grade Step Salary
IfOrgcode Location PD Number
rgcode. Location,
Effective Date:
S7
-------
SF52 Select Routine
88
LJsll
Double Click on Your Selection.
-------
S9
Ustl
O Approval
O Obligate Funds
O Hunan Resources
O View Only
O Back To Initiator
-------
JF52 Form
INFORMATION ON EMPLOYEE
sssssss
im^m
'tmSiSi
ante
ocial Security Number
PayPJan Grade Step Salary
^^
cries PayPlan Grade Step Salary
Orgcode Location PO Number
Orgcode, Location,
888888;
Effective Dale:
-------
SF52 Select Routine
Lisll
Double Click, on Your Selection.
S9B
-------
L»t1
O Approval
O Obligate Funds
O Human Resources
O View Only
O Back To Initiator
S9C
-------
royal OTSF52 Form
INFORMATION ON EMPLOYEE
odd Security Number
eries PayPSan GiadeStep Salaro
Oigcode, Location,
ffective Dale:
S10
-------
SF52 Select Routine
sil
lattl
Double Click on Your Selection.
-------
Certification
We, the recommending and approving officfajt
beto*. certify that off information on this form
if accurate and coaapfefs.
We understand that an? knomngfr fake ormo/eadmg
statement* aiaf be puntthabie by fine or mprrtanmenf or
both under appBcabJe torn.
S12
Thi« Person Abeady Signed
Date
Signature
Authority
-------
Listl
O Approval
O Obligate Funds
O Hunan Resources
O View Only
O Back To Initiate}
S13
-------
INFORMATION ON EMPLOYEE
Social Security Number
eries PayPlan Grade Step Salary
Series PayPbh Grade Step Salary
Orgcode Location PD Number
rgcode. Location.
Effective Date:
S14
-------
SF52 Select Routine
Lictl
Double Click on Your Selection.
SI 5
-------
S16
Ltttl
O Approval
O Obfigate Fund*
O Human Resources
O View Only
O Back To Initiate!
-------
Certification
ting and approving offiriak
Wc.tbe
beto*. certify that off in/amatian on ttiis /turn
it accurate and complete.
fe^j undcrttand that any Jcoomrrfffp /a/re orooifeading
S16A
under applicable team
This Peison Already Signed D ate
Signature
Authority
-------
SSN
Action
PROCESS SF52 Fmi
N
Screen 1:
SF 50: £]
VelPreh f
FE6LI: [~
Clf Date:
OigCode:
"| SCO:
FLSA: []
NOAC: j | Sh
Limitations: Da
PD No: |
Functional Title:
Pay
Plan:
Series:
Pos
Leq
T«p
Uccu:
Date:
St |
1
Zl
Armuite
ted: £] A
ite:
~\ Position Tit
PC
»Sen: Q
| Tenure:
SEX: []
«t Ind; ( j Wk Gel
uth:
HOAC: |
Days: | 1
te:
Birth Date:
Citizenship:
tct 1 Com
Shred: []
I
Retirement
Q FiteLo
ip Level: f
1
en:
H3
AUK: |
flows: | | Dob: |
| CurApptAuth: |
[— | Emp Off Ctp/S 1
Giade:
FinAccL
Wgifd: Q
Date
TSD SDt:
SEND SF52
SAVE
Step: Q
DesAgt
Short | [ UpWHd
Mh |
quite
TsoDt |
SF52
GET SF52
1 i
Pen
r~j Hrf date:
A \ [ ApT
| TspScd:
Pay Ba*i«:
m/Temp: r~
p: r~~
Next Screen
Pan
I1
J
Time:
:ers Cov
i
r
CANCEL/EXIT
S17
-------
SSN
Action
PROCESS SF52 Foim
N
Screen 2:
SI Code. [
Ri t Plan:
Unifroro SERV Comp:
Gummei Appointment
Leave Efig Cd: Q
ABien res/Non
Counted/Not D
Pert rating:
PATCO:
Lump Sum Elig [
Hace Hall Urig::
Fin Di«: r~\
D
n
n
S17A
] 2ndlncr P" |
| | Grade:
| | Dewg:
Opec Pig: |
3id Incr. j |
Step: [~~|
n G
Leave Transfer Cd:
Monthly Annuity | |
Agency FiomAo: [ J
Performance Score: | |
Uniform eligibility J 1
Handicap Code: [~~]
Ut Prob Period:
Dt Ex Service Beg:
i
tade:
a Mpr
Health Be
Fractional
Datepera
D( latt Pe
Paper Sal
Date Ent
~~| Ul Uareer
Stand By:
COLA: []
Retire Dl: F
>: | Cmpll
IM»JM • m *•»*** a»»
D
JWs Q
nefiU: [ ~]
Part cd:
i:
if Rate
ary:
Pres Po«:
Uualdy:
Dt Serv Year Begin:
D
Previous Screen
Next Screen
-------
SSN
Action
PROCESS SF52 Form
Name:
Screen 3:
SUPV/NonSupv:
Edu Level:
Location Cde:
Hoz CGflC:
n
| Vevlrwt
YrDegr
~ PI* [_
Disc:
SON:
] CredMHSvc:
] B
C
r
arg unit St.
SRSCovAppt:
one: r~j
| FuncClaw. : |
Authcn Dole:
Code.
Date:
Date:
Code:
Tioklcf Code; [ [ Date:
Code:
Date:
Dale:
Code:
flemark Codec:
Insertions:
1
1
ZJL_
| 1 | 1 Flagl: [] Flag2: [] Flag3
S18
Previous toeen
-------
SF52 Select Routine
Ustl
Double Click on Your Selection.
S19
-------
Certification
We. the/ccomKentSng and appnnvjff offic/ait
, co/fifr Mof off information an this form
S20
We underttand that anjr knomngtp fake orooieadmg
ttataaentt majf be puntshabte bji fine or ^jmonment of
both tinder applicable Jam.
This Person Already Signed
Date
Signature
Authority
-------
S21
Listl
O Send Back
O Send to Oastffiers
O Send to Staffer
O Send To Procewoi*
O Send To EPAYS
-------
SF52 View
Action:
Social Security Number
N
From Data
Position Tide. Serie*,Pay plan. Grade, Step, Salary
n n
Orgcode, Location. Pd Number
Account No
To Data
Position Title, Series.PP, Giade, Step, Salary
I I
cm
Orgcode, Loaction, Pd Number
Effective Date:
NTEdate
Account No
S22
-------
SR>2 Select Routine
Listl
Double Click on Your Selection.
S23
-------
System Administrator Functions
S24
-------
Maintain Authority For SF52 Subsystem
UserDD
Password
OrgCode
Signature
Authority
Code
S25
U Classifier
D Staffer
-------
SF52 Tracking History
S26
SSN
N
-------
Exhibit E2
Awards Prototype
-------
Award Prototype Navigational Flow
Sign]
<* JA1
LOGON
EXIT
^\^ /
I OK
CANCEL
SEND
"X
— ^
\.
CANCEL
I
CANCEUEXIT
Legend:
Screen [ J
Funcdoa i i
<3p To
Screen
Flow .—^
SlWR
ftefereoce >
o
-------
A12
A12
Sreen
Reference
Number
At
-------
/
SEND
V,
X
CANCEL
v
I
CANCEL/EXIT
JA12
Legend:
Screen
Function
a TO
er&en
Flow
SWOB
fteferc
Number
O
A12
Reference A#
-------
AWARD
TRADKJNO
HISTORY
[NOT PRO-1
I SHAMMED! A .,
V- -r ^ A17
Legend:
Screen
Functorv
Sasen
O
Snew
Reference
-------
Award Set-up Procedures
The Award Prototype will only operate under MS Windows.
1. Set-up a directory called VB on your C: drive (it must be on the C: drive)
2. Set-up an EPARSS sub directory under the VB directory
3. Copy the three files from the diskette to the C:\VB\EPARSS sub directory:
VBRUN100.DLL
EPARSS.EXE
PERSONEL.FLE
3. Set-up a Program Item under Windows like the example.
Click on the Program Group that you want the EPARSS icon in
Select File
Select New
Select Program Item, Select OK
Complete as shown below
Command tine: [C:\VB\EPABSS\EfWISS.EXE
ControlPanel Print Manager
DOS Prompt CWjoard
*^ I IT if wfflw —— SBP" *"*
AD Table Edtor ATM Control Panel EPARSS I HPLasaJet PojJSoipt Fatffiack Plus 3.0 GL
\2t' ^^* ^""
WritB Panftmuh Teminal Notepad Recada
TR
Calendar Catedator Dock PIF Edta
4. Double Click on the EPARSS icon to start the Award Prototype
-------
NOTE: Use the TAB key to move from one data field to the next You can also
use the mouse.
Attached is the mock-up personnel database available for the Award
Prototype. Only the SSNs included in the list can be used with the
Award Prototype.
5. Enter "First" (Capital F small irst) as the User ID (password not required) and
click LOGON
6. Click AWARDS
7. Click System Administration
8. Click INITIALIZE FILES. Select Yes and then Select Yes again. Select OK
This is only done the first time. It sets-tip empty Award Prototype files. It can
be repeated if you want to start over again at any time.
9. Click MAINTAIN AUTHORITY DATA
10. Set-up the various users of the system.
User ID can only be between 1 and 25
Password up to 8 characters
Name up to 25 characters
Org Code anything
Signature Authority up to 8 characters, required if signing an award
(blank if a secretary or administrative assistant)
Delegation of Authority is the dollar amount of an award that an
Approver can sign (only required for Approver)
Select the various Authorities the user can have (select as many as
appropriate)
Click Save
Repeat as needed to set up all the users
11. Click Cancel/Exit until you exit to the Log-on screen.
12. Log-on as a new user (one you just set-up) and experiment with the Award
Prototype.
13. Repeat steps 11 to 12 to see how an award moves from one person to the
next.
-------
PERSONEL.FLE
Prototype Personnel Database
SSN,Name,Title,Series,Grade,Step,Organization,Location,Account,Salary,Performance, 50%NextLevel,HoursTakenTo-d
ate, AwardsTo-date
000000000,Elvis Presley,Famous Singer,1111,12,10,12345678,Tennessee,A455gh550,"$45,000",S,+,65,4500
111111111,Hulk Hogan,Wrestler,0334,14,00,34034005,Wash DC,A2513FGXO,"$26,500", E,, 75,5300
123456789,Uncle Sam,Fed Government, 0340,13,08,34034001,Chicago,A2517JGX6,"$34,350",0,+,45,4870
222222222,Mickey Mouse,Politician,1234,12,10,11111111, Florida,123456789, "$19, 500",S,+, 80, 3900
333333333,Joe Gibbs,NFL Champion,0334,14,00,34034005,Wash DC,A2513FGXO,"$39,000",S,+,80,3900
444444444,Ric Flair,Pen Inventor,0341,03,10,12345678,California,T234r5ty9,"$105,000",S,+, 80, 3900
555555555,Don Ho,Singer, 1345, 13,10,10345634,Hawaii,A452rh550,"$76,890",S, + ,80,3900
666666666,Bat Man,Crime Fighter,0301,15,00,34034002,Wash DC,A2527jGXO,"$51,123",S,+,80,3900
777777777,Spider Man,American Hero, 1234,09,10,11111375,Newyork,12345rt45,"$29,875",S,+,80,3900
888888888,Captain Cook,Pirate,2310,14,07,91034005,Seattle,A2513FGXO,"$61,367",S,+,80,3900
999999999,Michael Jackson,Pop Star, 0301,11,10,90912345, Hollywood,A045ery4a,"$105,000",E,+,0,0
Page 1
------- |