Award Processing Sop

Award Processing SOP
A. Award Receipt
1. Open and review received award nomination form
o Ensure that all the boxes in Part I are complete.
1) Ensure there is only one award type and amount.
o Ensure the Description of Achievement adequately explains the accomplishment. Don’t be
afraid to go back to the supervisor for more justification.
o Ensure the OPTAR, Fund Manager or Higher Level Approver has signed in Parts II or
III.
1) If there is no signature forward the email to the appropriate approval authority
o Close the received award nomination form
2. Save the received award nomination to the Pending Processing folder in the current fiscal year’s
folder on the T drive
(\\nawebremfs101v.nadsuswe.nads.navy.mil\CS002$\NAVFAC_EFANW\ORG\Business
Department\Human Resources\LER Team\Awards & Recognition\FY2018\Monetary Award
Processing\Pending Processing)
3. Rename the received award nomination to the award type, employee’s last name and first initial
(i.e. OTS – Navy, J)
Award Type File Name
On-the-Spot OTS
Special Act SA
Time-Off TO
Group On-the-Spot Group OTS
Group Special Act Group SA
Group Time-Off Group TO
Q1 EOQ (Core) Q1 EOQ (Core)
Q1 EOQ (PWD E) Q1 EOQ (PWD E)
Q1 EOQ (PWD K) Q1 EOQ (PWD K)
Q1 EOQ (PWD WI) Q1 EOQ (PWD WI)
Q1 SOQ Q1 SOQ
Q2 SOQ Q2 SOQ
Q3 SOQ Q3 SOQ
Q4 SOQ Q4 SOQ
Quality Step Increase QSI
EOY EOY
SOY SOY
1
Award Type File Name
VPP Passport / VPP SuperSTAR Passport VPP
Group VPP Passport / Group VPP SuperSTAR Passport Group VPP
STAR Safe Employee of the Year (Core) STAR Safe EOY (Core)
STAR Safe Employee of the Year (PWD E) STAR Safe EOY (PWD E)
STAR Safe Employee of the Year (PWD K) STAR Safe EOY (PWD K)
STAR Safe Employee of the Year (PWD WI) STAR Safe EOY (PWD WI)
STAR Safe Work-center of the Year STAR Safe Work-centerOY
4. Open the renamed award nomination
5. Open the Monetary Awards Log located in the Monetary Award Processing folder in the
current fiscal year’s folder on the T drive
Processing)
6. Add the renamed award nomination information to the Monetary Awards Log
o Click on the most recent Alpha tab in the Monetary Awards Log
o Filter the name column to show only the awarded employee
o Highlight and copy the employee’s Funding Type, OPTAR and Name
o Click on Award Log tab
o Add the employee’s Funding Type, OPTAR and Name in the corresponding columns
o Look at the renamed award nomination to add the award amount, NOA code, NOA
Description and HR Corner information
NOA Code Award Type
849 On-the-Spot
849 Special Act
846 Time-Off
841 Group On-the-Spot
841 Group Special Act
847 Group Time-Off
849 Q1 EOQ (Core)
849 Q1 EOQ (PWD E)
849 Q1 EOQ (PWD K)
849 Q1 EOQ (PWD WI)
849 Q1 SOQ
849 Q2 EOQ (Core)
849 Q2 EOQ (PWD E)
849 Q2 EOQ (PWD K)
849 Q2 EOQ (PWD WI)
849 Q2 SOQ
849 Q3 EOQ (Core)
849 Q3 EOQ (PWD E)
849 Q3 EOQ (PWD K)
849 Q3 EOQ (PWD WI)
849 Q3 SOQ
849 Q4 EOQ (Core)
849 Q4 EOQ (PWD E)
849 Q4 EOQ (PWD K)
849 Q4 EOQ (PWD WI)
849 Q4 SOQ
892 Quality Step Increase
2
NOA Code Award Type
849 EOY
849 SOY
849 VPP Passport / VPP Super Passport
841 Group VPP Passport / Group VPP Super Passport
849 STAR Safe Employee of the Year (Core)
849 STAR Safe Employee of the Year (PWD E)
849 STAR Safe Employee of the Year (PWD K)
849 STAR Safe Employee of the Year (PWD WI)
841 STAR Safe Work-center of the Year
o Filter the Name column to show only the awarded employee
1) Review the results the results to ensure the employee is not receiving a duplicate award.
Similar award types and amounts are good indicators. Often you’ll need to compare the
previous and current nomination forms side by side to verify. If it is a duplicate, delete
the new row from the Awards Log.
7. Close the renamed award nomination
8. Send a reply back to the award nominator and the employee’s supervisor
o Return to the Outlook message
o Click the Reply button
o In the message Body type
Good Day,
The award nomination has been received and will be processed. The employee
should see the award reflected in the next pay periods paycheck, DAY MONTH YEAR. If
you have any questions, comments or concerns, please feel free to contact me. Thank you.
o Proof read the email, make any necessary changes then press Send.
***Note*** The onetime payment cutoff date for DFAS is normally the first Tuesday of
the pay period. For example, an award processed on 4/27/2018, will be paid on
5/4/2018; an award processed on 5/2/2018, will be paid on 5/18/2018.
9. Add the reply date to the Monetary Awards Log
o Return to the Monetary Awards Log
o In the Email to Supervisor column add the reply date in the MM/DD/YYYY format (i.e.
04/27/2018)
o Save and close the Monetary Awards Log
B. Processing the Award
1. Open the Monetary Award Processing folder in the current fiscal year’s folder on the T drive
Processing)
2. Create a new folder for the awards that will be processed
o Move the mouse cursor to an empty space in the Monetary Award Processing folder
window then right click on the mouse
o Highlight New and click on Folder
o Name the new folder with the current date in the MM-DD-YYYY format (i.e. 04-27-2018)
o Open the new folder
3. Open the Pending Processing folder in the current fiscal year’s folder on the T drive in a
separate window
Processing\Pending Processing)
4. Drag the awards in the Pending Processing folder to the new folder
3
5. Close the Pending Processing folder window
Processing)
7. Open Defense Civilian Personnel Data System (DCPDS) Portal
o Go to https://compo.dcpds.cpms.osd.mil/
o Click on Smart Card Log In then select your encryption certificate and click OK
o Click HR MyBiz+ Navy then Accept
o Under the Other DCPDS Tools menu click DCPDS Navigator Homepage
o Click MGR NV_ACT_LJ-44255
o Click Request for Personnel Action (RPA)
o Click Award/One-Time Payment
o A Security Warning for the Java Application will appear, click OK
o In Part A on the Requesting Info tab of the RPA, type in your last name and first name in
box 3 then press Enter to automatically populate the box. Do this again for boxes 5 and 6
o Type in the current date in the 4 Prop. Eff. Date, Request Date, and Concurrence Date
boxes in the MM-DD-YYYY format (i.e. 04-27-2018)
o In Part B on the Requesting Info tab of the RPA, type in the employees last name from the
Monetary Awards Log and press Enter to automatically populate the box or if there is more
than one employee with the same last name select from the list of values in the 1 Last Name
box
o Type in the current date in the 4 Effective Date box in the MM-DD-YYYY format (i.e. 04-
27-2018)
o Type in the awards NOA Code from the Monetary Awards Log and press Enter in the 5-A
Code box
o Click on the Notepad icon
o Click on New
o In the Notepad window add the award information in the following format
Type of Award: On the Spot – 60
NOA Code: Individual Cash Award 849
Full Name: Navy, Joe
Amount: 250
Effective: 27-APR-2018
Please see attached award nomination.
POC: TaMetria Hamm at (360) 315-2813 or TaMetria.L.Hamm@navy.mil.
o Click OK
o Click on the Attachment icon
o A Decision message will appear, click Yes
o Another Decision message will appear, click No
o A Decision message will appear with the RPA number, add the last six numbers to the RPA
column in the row corresponding to the employee in the Monetary Awards Log then click
OK
o In the Category box type Miscellaneous then press Enter
o In the Data Type box type File then press Enter
o A Decision message will appear, DO NOT click on it
o Return to the internet browser window to view the File Upload page then click Browse
o Navigate to the newly created awards folder and select the employee’s award nomination file
then click Open
o Click Submit
4
o When the Confirmation page appears click Close Window
o Return to the Java Application
o In the Decision message, click Yes
o Exit the Attachment window by clicking X
o Click on the Save icon
o Click Select Groupbox
o In the Find box type %Silver then press Enter to automatically populate the NAVFAC NW
HRO groupbox (NV_C_LJ_NAVFAC-SILVERDALE)
o Click OK
o Exit the Award/One-Time Payment window by clicking X
o In the Navigator window of the Java Application click Civilian Inbox under the Function
tab menu
o When the Notifications Summary window appears press Ctrl+F11 to show pending RPAs
o Select the row for the employee whose RPA you just created. This is usually the last row and
the employee’s name can be seen in the Message box.
o Click Respond
o Review the RPA, make any necessary changes then click on the Save icon
o Click Select Groupbox
o In the Find box remove the percentage sign, type SER then press Enter to automatically
populate the OCHR Stennis Awards groupbox (SE_R_AWD_INCENTIVES)
o Click OK
8. Exit the Java Application by clicking X
9. Save and close the Monetary Awards Log
C. Award Announcement
1. Open the HR Corner Awards Draft document in the Awards Email Templates folder on the T
drive (\\nawebremfs101v.nadsuswe.nads.navy.mil\CS002$\NAVFAC_EFANW\ORG\Business
Department\Human Resources\LER Team\Awards & Recognition\Awards Email Templates)
Processing)
3. Filter the HR Corner column to Yes to only show awards the nominators want announced in HR
Corner
4. Open the nomination form(s) for the corresponding employee(s)
5. Return to the HR Corner Awards Draft document
o Type individual and group award announcements using 11 pitch, Garamond font in the
following format: employee first and last name, organization name; three short lines from the
Description of Achievement on the employee’s nomination form
(i.e. Employees first name last name, Business Line, Mr. Kelly is a dedicated NAVFAC
employee who for a 120 days volunteered to supervise WC/65 High Voltage crew. He handled
all aspects of supervision in a professional manner. With his coaching, mentoring and leadership,
the crew was able to provide reliable utilities to our customers. Mr. Kelly's willingness and
selflessness to put the company first are admirable qualities that all NAVFAC employees should
try to emulate.)
o List Length of Service, VPP Passports and VPP SuperSTAR Passports award announcements
using 11 pitch, Garamond font in the following format: employee first and last name,
organization name
(i.e. FY18 Second Quarter Employee of the Quarter Winners
5
Employees first name last name, Core/IPT Employees first name last name, Public Works
Employees first name last name, Public Works Department Kitsap
Department Everett Employees first name last name, Public Works
Department Whidbey Island
FY18 Second Quarter Supervisor of the Quarter Winner
Employees first name last name, PWD Whidbey Island
or
The following employees recently earned a Length of Service award:
15 Years of Service: Employees first name last name
or
The following employees recently completed VPP Passports:
Employees first name last name, Business Line Employees first name last name, Business Line)
6. Save and close the HR Corner Awards Draft document in the HR Corner folder
o Click File
o Click Save As
o Click Browse
o Navigate to the HR Corner folder
Department\Human Resources\HR Corner)
o In the File Name box change the file name to HR Corner MONTH Awards Draft (i.e. HR
Corner April Awards Draft) then click Save
o Close the HR Corner document
7. Return to the Monetary Awards Log
8. In the HR Corner column change Yes to the date the HR Corner will be published in the
MM/DD/YYYY format (i.e. 04/27/2018)
9. Save and close the Monetary Awards Log

Award Processing Sop

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