SCOUT EMPLOYEE PROMOTION PROCESS
Contents
1. routing has not yet begun and each workflow step is awaiting the assignment of the person to whom the task should be routed The Status column shows each routing step Under the Action column are those actions available to the logged in user In the example shown the user is the one who initiated the process She he has only one action to take Route to Division Chief which is the first step of the process Routing for review Hea 8 Assignee Status Action ho 1 Awaiting assignment T Next routing step DC review Reviewer te to Divisi b3 2 Awaiting assignment next routing step HR Regulatory Reviewer review soy Bi Awaiting assignment T Next routing step RM review Reviewer bJ 4 Awaiting assignment next routing step HR submits RPA to Reviewer CPAC notifies DC of results bJ 5 Awaiting assignment ext routing step DC notifies BC of Reviewer results bJ is Awaiting assignment OP ert routing step BC notifies Reviewer Figure 8 The workflow routing steps 9 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 4 Route to Division Chief The first notification is to the Division Chief Clicking the Route to Division Chief link in the Actions column will open a dialogue to automate an email to the Division Chief Figure 9 Notify the Division Chief Below the email button is a button label2. see Figure 3 Initiating the employee Promotion process that allows the logged in user usually the Branch Chief to initiate an employee Promotion process HUMAN RESOURCES Employee Promotion Employee Promotion process routing review and tracking Choose the employee LA Click inside the input box choose the employee s name from the list of users then click the SAVE button below H Figure 3 Initiating the employee Promotion process 5 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 The logged in user may click inside the input box This action will open a dialogue window with a list of users Choose the to be promoted employee to initiate the Promotion process Click the SAVE button A new page will appear which allows the user to enter text or upload attachments to explain the nature of the promotion recommendation Figure 4 Enter text or upload attachments HUMAN RESOURCES Robert Smith Promotion Employee Promotion is a custom App It is licensed for this installation Upload attachment files You may upload files to support the employee promotion request Click the Upload files button and choose files to upload You may choose up to four 4 files for each upload The file upload queue can only accommodate four 4 files at a time If you need to upload more than four 4
3. CPAC aa a a a a N a A tacseereds 14 Figure 18 HR Actions when submitting to CPAC ssssssssseessseesssrreseerssrerssrressrreserreseersseeesseresee 14 3 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 SCOPE This document addresses the processes procedures and requirements for the COTS software SCOUT Employee Promotion Processing developed by HPC COM LLC BACKGROUND SCOUT Employee Promotion Processing can automate tasks previously done manually or provide easier and faster accomplishment of tasks previously performed using older software thus enhancing productivity I ACCESSING SCOUT EMPLOYEE PROMOTION PROCESSING SCOUT Employee Promotion Processing is embedded in the SCOUT Suspense Tracker application as a module add on From the default app TASK MGMT Promotion Processing may be accessed from the SCOUT Suspense Tracker left hand Apps menu See Figure 1 in the Same manner as other module add ons Entered as Scout Administrator USACIDC 05 New Task 9 Standi United States Army Criminal Investigation Command Assigned To D Projects 5 lt GeneralTasks 6 Viewing incomplete General Tasks assigned to Scout Administrator Task Reports Subject Status Due Date Tasked By 12 2535 gx Testing new general task 30 APR 2012 HPC COM Tes Achieverer Applications Ta
4. Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 USER S MANUAL SCOUT EMPLOYEE PROMOTION PROCESS d a Contract number N A CDRL item number N A Prepared by AFFORDABLE SOLUTIONS HPC COM LLC A Woman owned Small Business 743 Goldhill Pl 257 Woodland Park CO 80863 1101 Ph 800 795 1902 FAX 800 691 8226 Notification of Proprietary Information or Business Confidential Information This document includes data that will not be disclosed outside the Government and will not be duplicated used or disclosed in whole or in part for any purpose other than to support the designated activity If however this document is delivered as a required deliverable under a contract awarded to HPC COM LLC the Government will have the right to duplicate use or disclose these data to the extent provided in the referenced contract This restriction does not limit the Government s right to use the information contained in these data if they are obtained from another source without restriction All data contained within this document are subject to this restriction 1 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 TABLE OF CONTENTS SCOPE oE E E N N alana etree G acuta N 4 PACKGROUND riean E te sone exes ee eee 4 ACCESSING SCOUT EMPLOYEE PROMOTION PROCESSING ccccscssssssesss
5. NG Suspense Accepted on 27 Terminate action JAN 13 15 51 ede D Notify HR notificahon Comment Figure 12 Division Chief Actions Terminate Action Clicking the Terminate Action link will open the Terminate Action dialogue window Figure 13 Terminate Action A justification for the termination is required Clicking the SAVE button will automate an email notification to the initiator informing of the 11 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 termination along with the justification The initiator will have the opportunity to resolve any issues and re route the task or may decide to close the task Justification TERMINATE ACTION Enter justification for terminating the action After saving the justification you may email the justification to selected assignees Enter Justification This promotion recommendation is not approved Additional justification is required Cancel Figure 13 Terminate Action Comment Clicking the Comment link will open a dialogue allowing the user to record a comment Figure 14 Adding a comment Any comments entered can be read by clicking the Comment Log tab at the upper center of the page Comment Enter a comment Then click SAVE In the next window you may choose to optionally email the comment or just save it to the comment log En
6. NS The following are the actions to be taken by the Resource Manager POC When the Resource Manager POC logs into the system the Action links will be under the Actions column There are three 3 Actions available e Return for info Similar to the comment function as shown in Figure 14 e Terminate Action Similar to the function illustrated by Figure 13 e Notify HR Similar to the function illustrated by Figure 9 The workflow returns the task to HR to take action on submitting the task to CPAC Notification will complete the RM task AJ B CIV NOWAK TROY WORKING Suspense Accepted on z7 Mplovge Return forinto JAN 13 16 19 promotion Terminate action notificatir Notify AR Figure 16 RM Actions SUBMITTING RPA TO CPAC The following are the actions to submit the RPA to CPAC taken by the Human Resources POC 13 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 When the Human Resources POC logs into the system the Action links will be under the Actions column There are four 4 Actions available e Return for info Similar to the comment function as shown in Figure 14 e Submit to CPAC As shown in Figure 17 the window allows HR to record information about the CPAC submittal Submit to CPAC Enter information concerning CPAC submittal Date submitted to C
7. PAC 26 JAN 2013 CPAC Approved ves C No SF 50 on MYBIZ Cancel Save Figure 17 HR submits to CPAC e Terminate Action Similar to the function illustrated by Figure 13 Report status to DC Similar to the function illustrated by Figure 9 The workflow returns the task to DC to inform DC of the status Notification will complete the HR task 4 CIV Scott Larson 0 WORKING Suspense Accepted on 27 be ployee JAN 13 16 23 promotion notification Return for into Submit to CPAC Terminate action Report status to DC Figure 18 HR Actions when submitting to CPAC When DC is notified of the status the actions available to DC include notifying the Branch Chief of the status When the Branch Chief is notified the actions include notifying the promotable employee of the status EMPLOYEE PROMOTION PROCESSING GUIDE Link Clicking the Guide link will take the user to the Scout Learning Center site where this document is available for viewing 14 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document
8. Sample notification email 10 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 The Actions Page refreshes to show the status of the Division Chief Notification The Division Chief s name now appears in the Assignee column The date and time of the email notification is shown in the Status column Routing for review Rae Assignee Status Role Action bJ 1 LTC Merritt Lincoln ASSIGNED Suspense Emailed on 16 Sates JAN 2013 16 17 Piel DUE 15 FEB 2013 30 days remaining notification a Next routing stop Reviewer PEVIEW Reviewer 3 Awaiting assignment o Next routing step RM review bJ 4 Awaiting assignment DD next routing step HR submits RPA to Reviewer CPAC notifies DC of results B3 5 Awaiting assignment next routing step DC notifies BC of Reviewer results BJ 6 Awaiting assignment Next routing step BC notifies Reviewer employee Figure 11 Division Chief Notification status DIVISION CHIEF ACTIONS The following are the actions to be taken by the Division Chief When the Division Chief logs into the system the Action links under the Actions column will be those actions available to the Division Chief There are three 3 Actions available e Terminate Action e Notify HR e Comment Routing for review EER Eann Assignee Status Artion hf CV BRACKIN NANCY WORKI
9. all users 2 Upload Attachments Clicking the Files tab allows the initiator to upload attachments to support the Promotion process workflow Any files uploaded during the process initiation step will appear in the table on this page Figure 6 The upload file page Routing Status Sul imary Comme nt Log Task Details Task 10 Subject Richard Smith promotion process Status Open Due 16 May 2013 Classification Unclassified Priority Low Add from Templates The file upload queue can only accommodate four 4 files at a time If you need to upload more than four 4 attachments please upload them in batches of four Files larger than 122 88MB not allowed Viewing Uploaded Files SAG ear eee os Uploaded Uploaded By Description Comments Actions Test file One txt 16 JAN 2015 15 28 ORG SCOUT Contractor HRpromo f Remove Rename Final Version Edit Description Test file Three txt 16 JAN 2015 15 28 ORG SCOUT Contractor HRpromo Remove Rename Final Version Edit Description Test file One 1 txt 16 JAN 2013 15 32 ORG SCOUT Contractor HRpromo Remove Rename Final Version Edit Description Test file Three 1 txt 16 JAN 2013 15 32 ORG SCOUT Contractor HRpromo Remove Rename Final Version Edit Description Test file Two txt 16 JAN 2013 15 39 ORG SCOUT Contractor HRpromo Remove Rename Final Version Edit Description Figure 6 The upload file page Clicking the ADD button will open a dialogue window that allows the user to choos
10. attached file recommends Mr Smith for promotion to Special Agent in Charge Paris France division Effective Date Mar 1 2013 12 00AM Status The RPA was submitted to CPAC no date entered CPAC disapproved The SF 50 has not been generated and is available on MYBIZ Comments n Click button to save comment and choose whether to email comment Routing for review SER A ETTV Assignee Status Role Action gt 1 Awaiting assignment Next routing step DC review Reviewer Route to Division Chief 2 Awaiting assignment Next routing step HR Regulatory Reviewer review b 3 Awaiting assignment a Next routing step RM review Reviewer bJ 4 Awaiting assignment next routing step HR submits RPA to Reviewer CPAC notifies DC of results b3 5 Awaiting assignment next routing step DC notifies BC of Reviewer results Figure 5 The Actions Page for Promotions 7 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 INITIATOR ACTIONS SECTION The following describes the actions the promotions process initiator may take as part of the process 1 Delete or Close A button in the upper right portion of the page allows the initiator to delete the process A second button allows the initiator to close the process Processes are usually closed only after all actions have been completed by
11. attachments please upload them in batches of four Files larger than 122 88MB not allowed Upload files Viewing Uploaded Files Ba ae Ea ee oe Uploaded Uploaded By Description Comments Actions Robert Smith promotion 16 JAN 2013 15 12 ORG Robert Smith HRpromo The Remove recommendation txt recommendation Rename is attached Edit Description SF 50 txt 16 JAN 2013 15 13 ORG Robert Smith HRpromo initial SF 50 Edit Description Fill in the form then click SAVE Effective 1 MAR 2013 Date Nature of The attached file recommends Mr Robert Smith for promotion of Special Action Agent in Charge Paris France division The Nature of Action input form limited to 3500 characters 3500 remaining Figure 4 Enter text or upload attachments EMPLOYEE PROMOTION PROCESSING My Actions Link The third link entitled My Actions opens an actions capability with a table containing clickable links to the various actions The table contains tabs that filter the displayed action data e Assigned To Clicking this tab will filter the data in the table to show only those actions required by those users who must review or act upon the Promotion process e COPY_ONLY Clicking this tab will filter the data in the table to show only those users who are being informed of the employee Promotion but who have no actions to take 6 Use or disclosure of data contained on this sheet is subject to the restriction on the title pa
12. e a file from her his computer to upload A progress bar will appear that shows the progress of the upload After the file is uploaded data about the file will appear in the table on the page The user will see three actions links in the table s Action column far right of the table The three links are e Remove This will remove the upload file from the data table 8 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 e Rename This allows the user to change the name of the uploaded file Use caution to make sure you do not change the file extension type when you change the file name e Description The user may click this link and enter a description of the uploaded file When the user clicks the Description link a dialogue box will appear with the default entry of N A The user must delete the default entry of N A and enter a brief description of the uploaded file 3 Routing Clicking the Routing Status tab Figure 7 Click Routing Status tab will allow the user to view the current status of the process as well as take actions related to routing the task according to the dictated workflow steps Figure 7 Click Routing Status tab The Routing for Review table shows the workflow steps as dictated by the organization s rules In the example shown Figure 8 The workflow routing steps
13. ed CLICK Use this button to choose an alternate for the Division Chief The automated email will notify the Division Chief or the chosen alternate that there are actions to take to continue the Employee Promotion Process workflow Figure 10 Sample notification email ROUTING Route to Division Chief Chick a button to route to Division Chief to Division Chief or substitute Merritt Lincoln OR Choose a substitute If the name is incorrect or if you need to substitute someone else for the notifyee use the function below CLICK to choose a different recipient for the Division Chief notification email Figure 9 Notify the Division Chief When the Division Chief opens the notification email it will contain brief information about the Promotion process The email will contain a clickable link which will take the Division Chief Directly to the Employee Promotion Process Action page where the Division Chief may take any required or options actions Merritt Lincoln Ca Subject SCOUT Subject Richard Smith promotion process Task 10721 Status Ass THIS IS AN AUTOMATED EMAIL PLEASE DO NOT REPLY TO THIS EMAIL As part of the employee promotion process you are requested to review and take action This task was forwarded to you by SCOUT Contractor Employee Promotion Title Richard Smith promotion process Employee Promotion Process ID 10721 Please click the link in this email to access Figure 10
14. essssesesecececaceseveveee 4 Il EMPLOYEE PROMOTION PROCESSING westereact vedcchevecssnvaling altaetersactsedvanesneseatatebe feiieetereacisedciae 5 EMPLOYEE PROMOTION PROCESSING About LINK erriren a T i ereeriee 5 EMPLOYEE PROMOTION PROCESSING New Link cccccccccsssseccceceeesseceeeeseeeeeceeesseaeeeeeeesaeeees 5 EMPLOYEE PROMOTION PROCESSING My Actions LINK ccccccsssseeececeseeseececesseeseeceeeeaeeees 6 Ms SORE ALCG BY Uae onera E E OA 7 INITIATOR ACTIONS SECTION siisirrsirnnuanpn a a tere 8 t MNO CIOS Cie pater tee estes neta cotter cc to tesco ete otc ete a ae N oeeaeeebes 8 Ps UPOTTAA AS seceat etc teeter eeeto cia eateaauas ete acre aeanoecnn easaecauaa ata ae mesawaen ennai aseues 8 3e ROUNE sna ce esutGustouveeaneaneeban weave tancesanaienasveeanaaninh an macsecinsesamauseameeensnemeeant 9 4 ROUTE TO DIVISIOM CHICK 225 ec cassdncct neti aceeReseautdictenosidatch atuawten Reb soastdeveucnsidatek alia ccandee reads 10 DIVISION CHIIEFACTIIONN S cric a caate scat inet chet saat seane aah Geansteaenec et scrsaesnene 11 HUMAN RESOURCESACTIONS arenie aune ea a a T e tana a eee aceeae 13 RESOURCE MANAGER ACTIONS wisicacistneseteaexcasanetste Sriassacteieet Qaseutun esdasanuie R 13 SUBMITTING RPA TO CPA G oeron rin E encanta uence meaner 13 EMPLOYEE PROMOTION PROCESSING GUIDE LINK saascessieestursacevsiensieacensuadsven sien iucsadesseeautec cas 14 TABLE OF FIGURES Figure 1 SCOUT Employee Promotion Pr
15. ge of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 e CREATED BY Clicking this tab will filter the data in the table to show only the Promotion process for the initiating user The user may use this tab to link to the status page that shows the current status of the processing e COMPLETED ACTIONS Clicking this tab will filter the data in the table to show those actions that have been completed by those users who must review or act upon the Promotion process e PROMOTION COMPLETED Clicking this tab will display a link to the status of a Promotion process that has been closed usually because the Promotion process has been completed The ability to close a Promotion process is limited to certain users and these permissions are dictated by Promotion process workflow and rules 1 Created By tab When a user usually a Branch Chief initiates a Promotion process See Section 0 the user is taken to the Promotion Process Actions page The user may also access the Promotion process actions page by click the Created By tab on the My Actions page Figure 5 The Actions Page for Routing Status Files 0 Comment Log Task Details Task 10721 Subject Richard Smith promotion process Status Open Due 16 May 2013 Classification Unclassified Priority Low Last modified 16 Jan 2013 15 28 Originator SCOUT Contractor Employee check the files tab for any uploaded files promotion The
16. ocessing App located in left hand Menu 46 4 Figure 2 Employee Promotion Processing LINKS ccccccssecccessceeeseceeeececeesceeseeeeeenecessuacessuaees 5 Figure 3 Initiating the employee Promotion process cccccsssecccssececesececeesceeseseceeeeceseueceesuaees 5 2 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 Figure 4 Enter text or Upload attachments aeos atid WA diode adhd Adda 6 Figure 5 Time Actions Page Tor PRORIOTIONS nareniiiniiaa n 7 PICULE os The upload TINE PACe e ctecacsis acs sesecncscsactsucacesenseas ar nee oatcneseaecbaicaacasananaaa T ETEA 8 Figure CICK ROUTING StAtUs TAD va tacctaccts a a a a a 9 Heure 3 TNE WOPrKEOW MOULIN GE SUCDS snrosirriind ra T N aioe Aue nae ae 9 Figure o NOLITY the DIVISION CNET scene tieiavinecscanpesia Eni eE E EEEE EEO armen ates 10 Figure 10 Sample notification Call saisceceveseveriacivedcaingerceavalutedasegetsriacieed a 10 Figure 11 Division Chief Notification Status cccccccssecccseccesssecesesececeececseseeeseeceesuecessueeessees 11 Figure 12 DIVISION CIMGT ACION S reiii ea OR EA T A 11 Feeds termiNate ACTION enean ET E 12 PICUTS TA Addine a Commen uaia a T ATTA 12 Foure Toe ARACHONS noera e na a eteanamanensausaasinanancenenins 13 PISCE LO RMACHONS roer E E E EEA 13 Heure 17 2 FIR Subm tO
17. sk Mgmt 11 Visit Requests 0 Task Preview Click the m to add or remove a column from the grid HR Awards 5 MIPR 0 Subject Quality 0 Task Tasked By Rejected I a 5 2 ba L i Due Date Created Date Promotion 0 meneen Type Assigned By Retirement 0 Accepted Date TDA 0 GPC 0 Pay Inquiry 0 Publication 0 After Hours Search Figure 1 SCOUT Employee Promotion Processing App located in left hand menu 4 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 Il EMPLOYEE PROMOTION PROCESSING After clicking on the SCOUT Employee Promotion Processing App link on the home page you will see links at the top of the menu column left side of page They include 1 About 2 New 3 My Actions 4 HR Promotion Guide HR Promotion About New HR Promotion Guide Figure 2 Employee Promotion Processing Links EMPLOYEE PROMOTION PROCESSING About Link The first link entitled About opens a page that describes the current workflow for Employee Promotion Processing This workflow may be modified to meet the requirements of the using organization In this User s Manual we will be following the process used by the Army Criminal Investigations Laboratory EMPLOYEE PROMOTION PROCESSING New Link The second link entitled New opens a function capability
18. ter Comment agree with the recomendation and will continue routing the task Figure 14 Adding a comment Notify HR Click the Notify HR link to open a dialogue to automate an email to the Human Resources POC similar to Figure 9 Below the email button is a button labeled CLICK Use this button to choose an alternate The automated email will notify the POC or the chosen alternate that there are actions to take to continue the workflow This notification will automatically complete the Division Chief s task 12 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRPROMO Vol 1 Version 1 UNCLASSIFIED January 2013 HUMAN RESOURCES ACTIONS The following are the actions to be taken by the Human Resources POC When the Human Resources POC logs into the system the Action links will be under the Actions column There are three 3 Actions available e Return for info Similar to the comment function as shown in Figure 14 e TDA change required Redirects the user to the TDA Change process application See the TDA Change Process Users Guide for details e Notify RM Similar to the function illustrated by Figure 9 This notification will automatically complete HR s task 2 Cv Scott Larson 0 wore Suspense Accepted on27 TPS Return for info JAN 13 16 09 promotio TDA change required Figure 15 HR Actions RESOURCE MANAGER ACTIO
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