User`s Guide - SCOUT© Suspense Tracker, an enterprise TASK
Contents
1. 00cccee0s 16 Figure 19 Division Chief accesses the CTR SUD PIroCeSS cccsssecccesececesececeeseeceeeceeeeecesseneeseees 17 Figure 20 Division Chief awaits award from HR and forwards to BC cecccceeseeeeeseeeeeeseeeeees 17 Figure 21 Status shows the DC has received the award but has not forwarded it 086 17 Figure 22 The DC enters the date the award was provided to the BC cccceseceesseeeeeeeeeeeees 18 Figure 23 HR awaiting B amp Cs from the employee cccccesscccessecccesececeececeesceeeeeceeeeecessueeeeeees 18 Figure 24 HR submits B amp Cs to HQUSACIDC cccccesecccesssecesssccuenececensseccusseceeueseneueseseussecsens 18 Figure 25 he HR NOtinications to various POG Susiasir n E E 19 Figure 26 HR completes the various notificationS seseessseesssersssrrsseressresssrreserreseersseerseeresee 20 Figure 27 HR Prepares the award for CoS R VICW ccccssscccesseccessececeececseseeseeeceseeeceseueeeeeees 20 Figure 28 HR has provided the award to CoS for reVieW ccccsssseccccseeecceesseesseseeeeseaeeeesseaes 20 Figure 29 HR coordinates and prepares the AWaId cccssscccsssecccssececesececeesceceeeceeenecesseseeeeees 21 Fig re30 R determines levelof awadi evsasnininso maniis i 21 Figure 31 HR enters date Higher Level award submitted to CG esssseesssesssersseereseesssressrersses 21 4 Use or disclosure of data contained2. Figure 25 The HR notifications to various POCs After HR completes the notifications the status reflects the fact Figure 26 HR completes the various notifications 19 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Notficatons STATUS HR submitted Form SF50 to ABC 30 SEP 2012 Click the Notification button to send an email notification Notify SPO STATUS HR notfied SPO of employee retrement Branch 9 6 2012 2 46 00 PM Notify USACIL STATUS HR notified Legal of employee retirement Legal 9 6 2012 2 46 00 PM Notify COS STATUS HR notified CoS of employee retirement 9 6 2012 2 46 00 PM Notify Director STATUS HR notified the Director of employee retrement 9 6 2012 2 46 00 PM Figure 26 HR completes the various notifications 18 HR Prepares the Award for Chief of Staff Review The HR POC has the responsibility to prepare the award submission packet for review by the Chief of Staff CoS This step will only be available to HR if the Branch Chief has recommended an award AND the Division Chief has endorsed that recommendation The form allows HR to enter the date the award submission packet was provided to CoS for review Prepare Award Date HR provided award to CoS for review for CoS review Date submitted STATUS HR has not yet provided the award to CoS for review Figure 27 HR Pr
3. Upload Award Recommendation Recommendation STATUS Branch Chief has not yet indicated if an employee award is recommended Figure 13 The BC recommendation for employee award 10 CTR Rating The Branch Chief will not have any action to take on CTR Rating unless the employee has chosen to initiate the CTR Rating process The Status will reflect that Figure 14 Branch Chief CTR rating Status if employee has not initiated CTR CTR Ratne STATUS Employee has not requested a CTR Rating Figure 14 Branch Chief CTR rating Status if employee has not initiated CTR 14 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 If the employee HAS initiated the CTR Rating process AND if the employee has clicked the Branch Chief Notification button in the CTR sub process page the Status of the Branch Chief s actions will change to include a button leading to the CTR Sub Process Figure 15 Branch Chief CTR rating Status if employee has initiated CTR See the Section in this document on the CTR Sub Process for details Request CTR STATUS CTR Rating requested 9 3 2012 4 17 00 PM Optional E CTR Rating Figure 15 Branch Chief CTR rating Status if employee has initiated CTR 11 Retirement Luncheon Coordination The Branch Chief has several choices to make concerning the coordination of a retirement luncheo
4. HR submitted ECs ol Figure 22 The DC enters the date the award was provided to the BC G HUMAN RESOURCES ACTIONS SECTION The following are the actions to be taken by the Human Resources POC 16 Submit Badges and Credentials to HQUASCIDC The Human Resources POC must wait for the employee to submit Badges and Credentials If the employee has not made that submission the Status of the Process step will reflect that Figure 23 HR awaiting B amp Cs from the employee Submit BCs to HOUSACIDC STATUS Employee has not submitted BACs to HR Figure 23 HR awaiting B amp Cs from the employee After the employee submits Badges and Credentials to Human Resources and after the employee indicates the fulfillment of that step within the SCOUT Retirement Process application the Human Resources POC will be able to enter the date that the B amp Cs were submitted by HR to HQUSACIDC for award development Figure 24 HR submits B amp Cs to HQUSACIDC Submit BACs to HQUSACIDC STATUS HR submitted B amp Cs to HOUSACIDC 9 5 2012 Figure 24 HR submits B amp Cs to HQUSACIDC 17 HR Notifications The Human Resources POC is responsible for several notifications within the organization as well as the submittal of the employees retirement form to the Army Benefits Center ABC The next steps of the process accommodate these requirements Figure 25 The HR notifications to various POCs 18 Use or disclosure of data contained on this
5. HR has not completed the award coordination and preparation Figure 30 HR determines level of award If HR chooses Higher Level award then a new input field will be shown requiring HR to enter the date the higher level award was submitted to Command Group Figure 31 HR enters date Higher Level award submitted to CG Coordinate and Prepare Award STATUS The award is a higher level award and is to be rewewed by the Command Group Date HR sent Higher Level award to Command Group Date submitted Figure 31 HR enters date Higher Level award submitted to CG 20 HR provides the Award to the Division Chief After a USACIL level award is prepared or after a higher level award has been reviewed approved and returned to HR by the Command Group HR is responsible for providing the award to the Division Chief This action will not be available until CoS has reviewed the award and the Director has Approved the award Figure 32 HR awaits prior actions before providing the award to the DC 21 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Provide Award to DC STATUS HR has no acton to take at this tme Figure 32 HR awaits prior actions before providing the award to the DC After the Director approves the award the action will be available for HR to enter the date the award was provided to
6. a a 26 Figure sA CIR Rating Branch Caer ACHOS esnin ienen a EEEN ANON OA 26 Figure 45 CTR Rating Division Chief Actions sesesessessereessrresseresreresreesseresseresreessreosseresseresrersss 27 Figure 46 Closing the retirement ProCESSerniiiii iie e AA 27 5 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 SCOPE This document addresses the processes procedures and requirements for the COTS software SCOUT Employee Retirement Processing developed by HPC COM LLC BACKGROUND SCOUT Employee Retirement 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 RETIREMENT PROCESSING SCOUT Employee Retirement Processing is embedded in the SCOUT Suspense Tracker application as a module add on From the default app TASK MGMT Employee Retirement 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 S
7. closed usually because the retirement process has 8 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 been completed The ability to close a retirement process is limited to certain users and these permissions are dictated by retirement process workflow and rules 1 My Retirement tab When an employee initiates a retirement process See Section A the employee is taken to the Retirement Process Status page The employee may also access the Retirement process status page by clicking the My Retirement tab on the My Actions page Figure 4 The Employee Action Section of the Retirement Process Status page Retirement process routing review and tracking Close this Only the BC DC HR or SPO may close this retirement process retirement process a 7 EMPLOYEE ACTIONS Only the employee who originated this retirement process may delete it DELETE Retrement ARMY BENEFITS CENTER CIVILIAN ABC C forms The Army Benefits Center website contains links to retrement forms and requirements Upload forms To support the automated process please download the appropriate form s from the ABC website link above such as form SF 2801 Application For Immediate Retirement After you have completed the form s and saved a copy to your computer click the Upload button to attach the file to this automated pr
8. will receive an automated email notification about the need to review the CTR Rating page and make a decision concerning any action or rating the Branch Chief decides to make 25 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Retirement process CTR Rating RETURN TO STATUS PAGE ATTACHMENTS Attachments Upload CTR files STATUS No CTR rating files have been attached to this process EMPLOYEE ACTIONS Self Assess Only the employee who originated this retirement process may self assess Forward to Branch Chief STATUS Employee has not yet forwarded CTR Rating to Branch Chief Figure 42 CTR Rating Employee Actions RETURN TO STATUS PAGE ATTACHMENTS Attachments STATUS CTR rating files have been attached to this process Viewing Uploaded Files B Name qeren Uploaded By Description Leach self assessment tt 03 SEP 2012 16 08 CIV Alex Leach CTR Self Assessment E Upload CTR files Figure 43 Sample of CTR uploaded files table BRANCH CHIEF ACTIONS CTR Rating STATUS The Branch Chief has not yet notified the Division Chief of the CTR Rating Figure 44 CTR Rating Branch Chief Actions 26 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 DIVISI
9. 0 PM Figure 36 If Adverse Action are pending HQUSACIDC is notified J CHIEF OF STAFF ACTIONS SECTION The following are the actions to be taken by the Chief of Staff 23 Review Award Packet and Forward to Director The Chief of Staff is responsible for reviewing the award packet and forwarding it to the Director for an approve disapprove action This process step will not be available to the Chief of Staff until Human Resources has prepared the packet and submitted it to the Chief of Staff for review After reviewing the packet the Chief of Staff clicks the notification button which will automate an email to the Director Figure 37 The Chief of Staff reviews award packet and forwards to Director The email will contain a clickable link to take the Director to the Status page where the Director s Actions may be completed 23 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Review Award After you have reviewed the award packet click the button to forward it to the Director Packet oe a e Forward Award Packet to Director for decision STATUS CoS has not yet reviewed the award packet and forwarded it to the Director Figure 37 The Chief of Staff reviews award packet and forwards to Director The Status changes when the CoS notifies the Director Figure 38 The Status after CoS has forwarded aw
10. Coordination ssesssseesssersserrsseereseesseeee 22 l LEGAL DEPARTMENT ACTIONS SECTION ce scucesscsioxcatvosstuaicete av e 23 22 Determine if Adverse Actions are Pe nding ccccssscccsssecccsececenscecseneceeenecesseeeeees 23 J CHIEFOFSTAFFACTIONS SECTION cerogsesnionressrne t 23 23 Review Award Packet and Forward to Director ssscccccecessscccceeaeeseeeeesaaeeeees 23 Ke DIRECTOR ACTIONS SECTION asnan A siaedeaas noted ecdeanouecacat 24 24 Director informs Command Group sssesssseessseesssresseressrerssreessrreserrsseersseeessrreserrsseeese 24 25 Director Approves AWard nusrirnia nena ne EN E 24 L TAECTRRAHNGSUB PROCES Soiree a sents aah Geaneteaenec et scusatseente 25 M GIOSINE THe Retirement DEOGCS Suriri a ier eact erie da gerg anaes 27 N EMPLOYEE RETIREMENT PROCESSING GUIDE LINK cccccccssssecceeeeeeseeeeeesaeeeeseeeeeas 27 TABLE OF FIGURES Figure 1 SCOUT Employee Retirement Processing App located in left hand menu 6 Figure 2 Employee Retirement Processing LINKS curius eea aT a ENAA 7 Figure 3 Initiating the employee retirement procesSS ccccsssccccsseceeesececeececeeseeeeenecessencessunees 8 Figure 4 The Employee Action Section of the Retirement Process Status page cccsssccceeeees 9 Figure S Theupload Tie page antccattet eth a e atic T nes 10 3 Use or disclosure of data contained on this sheet is subject to the restriction o
11. Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 USER S MANUAL SCOUT RETIREMENT PROCESS Contract number N A CDRL item number N A Prepared by AFFORDABLE J SOLUTIONS HPC COM LLC A Woman owned Small Business 743 Goldhill PI S 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 HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 TABLE OF CONTENTS SCOPE orena T came taeadae et nctamseannne sien A 6 BACKGROUND e E E A A 6 ACCESSING SCOUT EMPLOYEE RETIREMENT PROCESSING ccccccscssssesssssscsesesececececeeeeev
12. ETE button on that page that allows deleting the process before it has been completed Only the retiring employee has permissions to delete a retirement process this permission restriction may be changed to meet an organization s workflow rules C EMPLOYEE RETIREMENT 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 AWAITING MY ACTION 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 retiring employee s retirement 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 retirement but who have no actions to take e MY RETIREMENT Clicking this tab will filter the data in the table to show only the retirement process for the retiring employee The retiring employee may use this tab to link to the status page that shows the current status of the processing of his her retirement 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 retiring employee s retirement process e RETIREMENT COMPLETED Clicking this tab will display a link to the status of a retirement process that has been
13. LASSIFIED August 2012 D EMPLOYEE ACTIONS SECTION The following describes the actions the employee may take as part of the process 1 Delete The first action available to the Employee is the delete function Clicking the delete button will stop the retirement process and close all actions related to the retirement process 2 Retirement Forms The next section contains a link to the official retirement forms used by the organization 3 Upload Forms The next section allows the retiring employee to upload completed forms required by the organization s retirement process workflow or rules Clicking the Upload Files button will take the employee to the file upload page Figure 5 The upload file page Add file attachments Upload retirement files This process will be saved as Alex Leach retirement process You may upload retirement forms and files to support this retirement process 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 attachments please upload them in batches of four Files larger than 122 88MB not allowed You must enter a description to help others understand what the file is about N A is not an allowed description Click the EDIT DESCRIPTION button in the last column and enter a short descirption of the file Upload files Vi
14. ON CHIEF ACTIONS o o DC Senior STATUS The Division Chief has not yet notified HR of CTR Rating Rating Figure 45 CTR Rating Division Chief Actions M Closing the Retirement Process The final step in the process is to close the retirement This may only be done by those users with permissions to close a retirement Close this Only the BC DC HR or SPO may close this retirement process retrement E CLOSE process Figure 46 Closing the retirement process N EMPLOYEE RETIREMENT PROCESSING GUIDE Link Clicking the Guide link will take the user to the SCOUT Learning Center site where this document is available for viewing 27 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document
15. STATUS The Director has not yet taken action on the award recommendation Figure 40 Director approves award After the Director makes an award decision if the award is approved HR will be notified to coordinate and prepare a USACIL level award or to forward a higher level award to the Command Group L THE CTR RATING SUB PROCESS The CTR Rating Sub Process is initiated when the employee chooses to click the CTR Rating button on the Status page After clicking the button the CTR Sub Process page will appear Figure 42 CTR Rating Employee Actions Request CTR Only the user submitting the retirement process may request CTR Optional You may request CTR rating and self assess optional Click the CTR Rating button to start that process STATUS The retiring employee has not requested CTR Rating E CTR Rating Figure 41 The employee starts the CTR Rating sub process The CTR Sub Process page has an attachments section where the Employee the Branch Chief or the Division Chief may upload any attachments that are related to the CTR Rating process Clicking the UPLOAD CTR FILES will allow the user to start the file upload process After files have been loaded a table will appear in the CTR Rating Sub Process page with data about the uploaded files Figure 43 Sample of CTR uploaded files table The employee may forward the CTR Rating Process to the Branch Chief by clicking the FORWARD TO BRANCH CHIEF button The Branch Chief
16. about any 11 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 pending actions for a variety of processes and workflows within the SCOUT Empowerment Portal If the warning appears on the Status page contact your organization s local SCOUT Administrator listed under the Administrators link on the main left hand SCOUT menu 5 Notify the Branch Chief The first notification is to the Employee s Branch Chief Clicking the SEND NOTIFICATION button will automate an email to the Branch Chief Figure 9 Notify the Branch Chief The email will notify the Branch Chief that there are actions to take to continue the Employee Retirement Process workflow Figure 10 Sample notification email Delete Only the employee who originated this retirement process may delete it DELETE Retirement ARMY BENEFITS CENTER CIVILIAN ABC C forms The Army Benefits Center website contains links to retrement forms and requirements Upload forms Upload STATUS Files have been attached to this process Viewing Uploaded Files Uploaded Uploaded By Description Forml265 bd 03 SEP 2012 12 01 CIV Alex Leach My retirement form Notify Branch This step in the process is to send notification of your retirement to your Branch Chief BC Chief Click the Sent Notfication button The BC will recetve an automated emails informing the BC
17. ard packet to Director Review Award Packet STATUS CoS reviewed the award packet and forwarded it to the Director 9 6 2012 3 22 00 PM Figure 38 The Status after CoS has forwarded award packet to Director K DIRECTOR ACTIONS SECTION The following are the actions to be taken by the Director 24 Director informs Command Group The Director is responsible for notifying HQUSACIDC Command Group of the employee retirement This action will not be available until after the SPO has notified the Director of the retirement The Director clicks inside the input box and a calendar will appear to choose the date that HQUSACIDC Command Group was notified HOUSACIDC Date Notification was sent to Command Group Command Group STATUS The Director has not yet notified HQUSACIDC Command Group of employee retirement Notfication Figure 39 The Director informs Command Group of the retirement 25 Director Approves Award The Director is responsible for approving or disapproving the award Figure 40 Director approves award This action will not be available unless an award was recommended by the Branch Chief endorsed by the Division Chief packet prepared by HR and reviewed by the Chief of Staff 24 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Award approval Do you approve of the Award Fl YES F wo
18. d award files see the section labeled Branch Chief Actions Endorsement E YES E No STATUS The Division Chief has not taken acton on the retrement award recommendaton Figure 18 The Division Chief endorses the employee award recommendation 14 Division Chief CTR Rating The CTR Rating process step will only be available to the Division Chief if A The employee chooses to initiate the CTR sub process B And the Branch Chief has completed the CTR Rating step The Division Chief accesses the CTR rating sub process by clicking the CTR Rating button Figure 19 Division Chief accesses the CTR sub process See the Section in this document on the CTR Sub Process for details 16 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 CTR Rating STATUS Employee requested CTR Rating 9 3 2012 4 17 00 PM The Division Chief has not yet completed CTR rating Click the CTR rating button to access that process E CTR Rating Figure 19 Division Chief accesses the CTR sub process 15 Forward Award to Branch Chief The final process step for the Division Chief will not be available until HR has prepared the award and it is ready for presentation Figure 20 Division Chief awaits award from HR and forwards to BC Forward award to Branch Chief STATUS Drision Chief is waiting for the employee award to be del
19. ee 6 I EMPLOYEE RETIREMENT PROCESSING tiessictot se cscedeesewserat R N 7 A EMPLOYEE RETIREMENT PROCESSING Home Link cccccccccsssseeceeeeaeeseeceessaeeeseeeeeeas 7 B EMPLOYEE RETIREMENT PROCESSING New Link cccccccccssseececeseeseecceesseeseeceessaeeees 7 C EMPLOYEE RETIREMENT PROCESSING My Actions Link cccccsssssscccecseessececessaeeeeeees 8 L AMIN RETIFOMENE CaO cecsiccesvarauauteszeseistenedcasscences ucuuautnanasiiabenehmesssuneas arnauanseeseaatentnanemntes 9 Dy EMPLOYEE ACTIONS SECTION i scisctaceiseesa sy acwcedeciiaxteat T ocexeaectien N 10 te HOCVC UC ict hco sas eeeeatee Hie cacee tonsa hese E ven ciee tacaacteeraies bat cauaelownien tacaadee 10 Ze TREUINGIMGVIU FORMS sararem a a en preameienemeaae see 10 3 Upload FORMS so czice ried ee sincvctcctacdlehacecstess wade N E eee 10 i NOICA O N irc tease at ares tree etn ascpiat etic clea ection eae meee aa eiae tae eladieeeeee 11 De NOTIFY Une Branch CHIC acest dunceccasccsesusnsnsabactacnuidesunceezescussaraneasatedeoanaideaxeuseasausvatnenanonens 12 6 Submit Badges and Credentials to HUMAN RESOULCES ccccceseccesecceeeceeeeceeeneeseneeeens 13 Fa EVR RANG oaee ctr eciesii sence E ede eden na comue cee taaaadeseoeaacee tesa sew aes eatasonts 13 EA IBRANCH CHIEF ACTIONS SECTION site ceocussasoare nin siseicis p E 13 Ss NOUM DON ION a reoi ANTAN ner ee ence ne 13 9 AwWard Recommendation eyes a Gaara waa
20. epares the award for CoS Review Once HR enters the date the award was submitted for CoS review the status changes to reflect that fact Figure 28 HR has provided the award to CoS for review Prepare Award for CoS review STATUS HR provided the award to CoS for review 9 12 2012 Figure 28 HR has provided the award to CoS for review 19 Coordinate and Prepare Award Human Resources is responsible for coordination and preparing the award This step will only be available to HR if the Chief of Staff has completed the award review and submitted the award to the Director for a decision If the Director approves only then will this step be available to HR See Section K Page 24 20 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Coordinate and Prepare Award STATUS HR has not completed the award coordination and preparation Figure 29 HR coordinates and prepares the award HR must indicate if the award is USACIL level or higher level Figure 30 HR determines level of award If the award is a USACIL level award then HR may complete the preparation If the award is a higher level award HR is responsible for submitting the award to the Command Group for review and approval Coordinate and Award USACIL Level Higher Level will be forwarded to Command Prepare Award Level Group STATUS
21. ewing Uploaded Files BA a En ee oc Uploaded Uploaded By Description Comments Figure 5 The upload file page Clicking the Upload Files button will open a dialogue window that allows the retiring employee to choose 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 uploaded file from the data table e Rename This allows the user to change the name of the uploaded file e Description REQUIRED The user must 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 10 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 default entry of N A The user must delete the default entry of N A and enter a brief description of the uploaded file Figure 6 The Description dialogue for the uploaded file Enter Description Enter a description for this file Please limit your description to 100 characters This is my official retirement form Figure 6 The Description dialogue for the uploaded file Clicking the DONE button w
22. ill return the user to the Status page The user will see a warning alert if the user has failed to enter a description as described above Alert You must enter a description to help others F understand what the file is about MA is not an allowed description Click the EDIT DESCRIPTION button in the last column and enter a short description of the file Figure 7 An alert warning about the required file description 4 Notifications The next section begins the notification process The Employee Retirement Process workflow and rules will dictate who must be notified of the employee s retirement MISSING NOTIFICATION DATA The Status page may contain warnings similar to the sample below Figure 8 The Warning of missing notification data Vv WARNING The Process POC database is missing data for the Branch Chief Please contact the local Scout Administrator to report this missing data Click the link Local Admins under the SUPPORT heading in the left hand menu to find your local Scout administrator Figure 8 The Warning of missing notification data This warning will only appear if the organization s local SCOUT Administrator has not yet completed the Process POC s form This form lists all of the POCs such as Branch Chief Division Chief HR POC Security POC etc for each branch or department within the organization SCOUT relies on this data to determine who should receive notification emails
23. ivered by HR before forwarding to Branch Chief Figure 20 Division Chief awaits award from HR and forwards to BC After HR has forwarded the award to the Division Chief the Status will change to reflect that fact Figure 21 Status shows the DC has received the award but has not forwarded it Forward award to Branch Chief STATUS Division Chief has received the employee award from HR but has not yet forwarded it to the Branch Chief for presentation Figure 21 Status shows the DC has received the award but has not forwarded it The Division Chief may then forward it to the Branch Chief for presentation to the employee The process step requires that the Division Chief enter the date the award was provided to the Branch Chief The Division Chief clicks inside the input field and a calendar appears to select the date the award was provided to BC Figure 22 The DC enters the date the award was provided to the BC 17 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Forward award Date award provided to BC to Branch Chief E con Chief has n but hac not vet forwarded it t STATUS Division Chief has re September 2012 O 1R but has not yet forwarded it to the Branch Chief for presen Su Mo To We Th Fr Sa EE HE g Pooja a2 e Submit BBC to e a7 ae aa 20 2x 22 HOUSACIDC STATUS
24. kieeetneeerne eae 14 10 CAFS TREN Oct ctscyltsten ses cuicne at vtennisnsansiena tian ten ceseien ean vuaamaaaen samara dena acchuucsanesen AnA 14 11 Retirement LUNCHEON COOrCINATION cccccccssssscecccceeeseeccccseeeseecccsseuaseesesssauseeees 15 Fe DIVISION CHIEF ACTIONS SECTION usascerorernarenra ri aa a a T 15 12 Noum Auman RESOUrTCES eio a a a a a ede San ces ewe eee ads 15 13 Award recommendation endorsement sesssessssssseeessssrerressssreresssserresessereesssseeees 16 14 DIVISION CAIEECIR RNE aa E 16 2 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 15 Forward Award to Branch Chief esesseensssseeressssrerrsssssereesssserressseereesssseeresesseeeee 17 G MUMAN RESOURCES ACTIONS SECTION crrooriasra tann e E 18 16 Submit Badges and Credentials to HQUASCIDC ssssessssssesssesserensreserrsrrsrresrerererseee 18 17 AR NOCIONS gorien tcncrncitiaemssteaeaneh id nas eaeneehiewessteananstadonateaaneieals 18 18 HR Prepares the award for Chief of Staff REVIOW ccccccsseccceseeeeeseceeeecesseeeeees 20 19 C rdinate and Prepare award serssoniriaire aea E AE E A OEE E OAOE 20 20 HR provides the award to the Division Chief ccccccsssccccssececeeececeeseceeeeeceseeeeeees 21 Hl SPOACTONSSEGTION arinean a a a E E 22 21 Out Processing and Security Processing
25. n for the retiring employee There are YES and NO checkboxes for the Branch Chief to indicate if the farewell luncheon has been coordinated Figure 16 Branch Chief Choices related to the farewell luncheon Do not click No as an interim decision because you will not be able to change the decision Do not check the boxes until you have made a FINAL decision concerning coordination of a farewell luncheon Luncheon Have you coordinated Luncheon and Farewell Gift coordination YES E NO STATUS The Branch Chief has not yet coordinated the retrement luncheon Luncheon Has the Luncheon been held completion Date of luncheon STATUS The retrement luncheon date has not yet been set Figure 16 Branch Chief Choices related to the farewell luncheon The Branch Chief may also choose to indicate the date of the luncheon after it has been held This is usually among the last steps taken in the retirement process F DIVISION CHIEF ACTIONS SECTION The following are the actions to be taken by the Division Chief 12 Notify Human Resources The Division Chief is required to notify Human Resources of the employee retirement This requirement is determined by the Retirement Process workflow rules established by the using organization Different organizations may have different workflow rules 15 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Ver
26. n the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Figure 6 The Description dialogue for the uploaded file ceccceesecccesseeceseeeeeeceeeeecesseeeeeeees 11 Figure 7 An alert warning about the required file GESCIriIPTION cccseecccessecceeseceeeeeceeeeseeeeees 11 Figure 8 The Warning of MISSING NOTIFICATION Cata ce ceecccsssccccsececeececeesceceeeceeeneceseueessens 11 Figure o Noty The Branch CHie esanen e mus tinacavavablewantoestaceracs mas iaeeueaeaes 12 Heure 10 Sample NOtiliCaliOM CMa a iaccacsadesind rt a EA dee uaa ences 13 Figure 11 The date B amp Cs were submitted cc eecccceseccceececeeseeceenececeeececeeeesseueceseuecesseeeeseges 13 Figure 12 Branch Chief Actions SCCtON sciciesecsciasivedcsieerccavalstadaiigetsiiacliead cients 14 Figure 13 The BC recommendation for employee award cccccsseccceseccceeseeceeseceeeeeceseeeeeseees 14 Figure 14 Branch Chief CTR rating Status if employee has not initiated CTR ccccceeeeeeeeee 14 Figure 15 Branch Chief CTR rating Status if employee has initiated CTR ccccceseceeeseeeeeees 15 Figure 16 Branch Chief Choices related to the farewell luncheon cccessccccsseeeeeeeeceeeeeeeees 15 Figure 17 The Division Chief notified Human Resources of the employee retirement 16 Figure 18 The Division Chief endorses the employee award recommendation
27. ocess system The upload button is only visible to the retirement originator F Upload Notify Branch This step in the process is to send notification of your retrement to your Branch Chief Chief EC Click the Sent Notification button The BC will receive an automated emails informing the BC of your submittal The BC wall then continue with the process This process step is not available until files have been uploaded VV WARNING The Process POC database is missing data for the Branch Chief Please contact the local Scout Administrator to report this missing data Click the link Local Admins under the SUPPORT heading in the left hand menu to find your local Scout administrator Submit Badges This step in the process is verify that you have submitted any badges and credentials if and Credentials applicable to HR Enter the date you submitted B amp Cs to HR to HR This process step is not available until files have been uploaded VV WARNING The Process POC database jis missing data for the HR Representative Please contact the local Scout Administrator to report this missing data Click the link Local Admins under the SUPPORT heading in the left hand menu to find your local Scout administrator Figure 4 The Employee Action Section of the Retirement Process Status page 9 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNC
28. of your submittal The BC will then continue with the process A Notification email will be sent to Resource Managemgp eeramch Chief Ned Tamburini Send Notification Figure 9 Notify the Branch Chief When the Branch Chief opens the notification email it will contain brief information about the retirement process The email will contain a clickable link which will take the Branch Chief Directly to the Employee Retirement Process Status page where the Branch Chief may take any required or options actions See Branch Chief Actions Section13 12 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 SCOUT ArmyClILInstall MESSAGE lt ArmyClILInstall hpccom com gt Ned Tamburini SCOUT Subject Alex Leach retirement process Task 1389 Status Assign THIS IS AN AUTOMATED EMAIL PLEASE DO NOT REPLY TO THIS EMAIL As part of the employee Retirement process you are requested to review and take action Retirement Alex Leach retirement process Retirement Process ID 1389 Please click the link in this email to access SCOUT and review the employee retirement process status DO NOT REPLY to this automated email All of the information you need to take action is available on the SCOUT website Please click on the following link www scoutusacilinstall com 80 HRret Status 1389 uid 2fFU82VLeCOb
29. on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Figure 32 HR awaits prior actions before providing the award to the DC cccceeeccceseeeeeees 22 Figure 33 HR enters date award provided to Division Chief ccccssscccesseeeceseceeeeeceeeeseeeeees 22 Figure 34 SPO must enter the date Out Processing and Security Processing Coordination was Completed art een re Stet tn mena era ean ne Re eee eee ere ee ee eee eee 22 Figure 35 Legal determines if Adverse Actions are pending csccccssscecesseecceneceeeeeceseeeeeeeees 23 Figure 36 If Adverse Action are pending HQUSACIDC is notified ccceccccseseceeeseeeeeeeeeeeees 23 Figure 37 The Chief of Staff reviews award packet and forwards to Director cccccsseeeeeees 24 Figure 38 The Status after CoS has forwarded award packet to DirectOr cccccsseceeeeseeeeees 24 Figure 39 The Director informs Command Group of the retireMent ccccccesecceseeeeeeeeeeees 24 Figure 40 Director approves aWalG asic sess aesvinasaeceidin Wirew sah eel Stevan eho Ses eee 25 Figure 41 The employee starts the CTR Rating SUD PrOCeSS ccsecccsssccceseeeeeseceeeneceeeeeeeeeees 25 Figure 42 CIR Rating EMployvee Actions oniieieiidacictses eatiecs aided nsec ede asa 26 Figure 43 Sample of CIR Uploaded files table cccsinessesiccasteeniaencecieea a
30. oordinated Secunty processing Figure 34 SPO must enter the date Out Processing and Security Processing Coordination was completed 22 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 I LEGAL DEPARTMENT ACTIONS SECTION The following are the actions to be taken by the Legal Division POC 22 Determine if Adverse Actions are pending The Legal department is responsible for determining if there are any Adverse Actions pending regarding the retiring employee If there are not then the NO checkbox is checked and the Status reflects that a decision has been made Adverse Actions Are there any Adverse Actions Pending E YES E No STATUS Legal has not yet entered a decison concerning existance of any pending Adverse Action Figure 35 Legal determines if Adverse Actions are pending If there are any Adverse Actions pending then the YES checkbox should be checked This will result in another input field being displayed Legal is responsible for notifying HQUSACIDC of any Adverse Actions pending The new input field requires the date that HQUSACIDC was notified This will complete the actions required by Legal in the retirement process Adverse Actions lf Yes Date Notification was sent to HOUSACIDC SJA STATUS Legal entered a decison concerning existance of any pending Adverse Action 9 6 2012 3 11 0
31. sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 e Submittal of Retirement Form SF50 to ABC This step is complete when the HR POC enters the date the form was submitted e Notify SPO Clicking the button will automate an email to the SPO to notify them of the retirement and to kick off their responsibilities within the process e Notify Legal Clicking the button will automate an email to the Legal Department to notify them of the retirement and to kick off their responsibilities within the process e Notify Chief of Staff CoS Clicking the button will automate an email to the CoS to notify the CoS of the retirement and to kick off CoS responsibilities within the process e Notify the Director Clicking the button will automate an email to the Director to notify them of the retirement and to kick off their responsibilities within the process Notficatons Date HR submitted Retrement Form F50 to ABC Date submitted STATUS HR has not yet submitted Form F50 to ABC Click the Notification button to send an email notification Notify SPO Branch STATUS HR has not yet notfied SPO of employee retrement Notify USACIL Legal STATUS HR has not yet notified Legal of employee retrement Notify COS STATUS HR has not yet notified CoS of employee retirement Notify Director STATUS HR has not yet notified the Director of employee retrement
32. sion 1 UNCLASSIFIED August 2012 The Division Chief clicks the SEND NOTIFICATION button Figure 17 The Division Chief notified Human Resources of the employee retirement This will automate an email to the Human Resources HR POC for the employee s branch The HR POC is determined by the data entered into the Process POCs database by the local SCOUT Administrator See Section D Item 4 The automated email sent to the HR POC contains a clickable link that when clicked will take the HR POC directly to the Retirement Status page where the HR POC action are listed See Section G of this document BRACKIN NANCY Notfy HR Branch Click the Notification button to send a notification to the HR BRanch m Send Notifications STATUS The Division Chief has not yet notified HR Figure 17 The Division Chief notified Human Resources of the employee retirement 13 Award Recommendation Endorsement The next process step for the Division Chief is to endorse or not endorse the award recommendation made by the Branch Chief Figure 18 The Division Chief endorses the employee award recommendation These choices will only be visible to the Division Chief if the Branch Chief has made an award recommendation If the Branch Chief chooses not to make an award recommendation the Status of this step will reflect that Award Do you endorse the Branch Chiefs recommendation of this employee for a Retrement Award Recommendation To wiew any uploade
33. t to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 take the Division Chief directly to the Status page where the Division Chief Actions are listed The Branch Chief will not be able to view the notification button until after the employee has notified the Branch Chief of the pending retirement After the Branch Chief notifies the Division Chief the Notification button will be hidden and the Status message will change to reflect that the Division Chief has been notified Ned Tamburini Notty Division Click the Notification button to send a notification to the Division Chief Button will only be visible to Chief Branch Chief E Notify Division Chief STATUS The Branch Chief has not yet notfied the Division Chief of the retirement submittal Figure 12 Branch Chief Actions section 9 Award Recommendation The Branch Chief may choose to recommend the employee for a Retirement Award The Branch Chief must click either the YES or NO checkbox to indicate if a recommendation is being made Figure 13 The BC recommendation for employee award As soon as a checkbox is clicked the decision will be added to the database and the page will refresh to reflect the decision status Documents and related paperwork may be uploaded by clicking the Upload Award Recommendation button Submit Do you recommend this employee for a Retrement Award retirement E yes O no Award
34. the Division Chief Figure 33 HR enters date award provided to Division Chief The Division Chief will be notified to take action to provide the award to the Branch Chief for presentation to the employee Provide Award to Date HR provide award to Division Chief DE Date submitted STATUS HR has not yet provided the award to the Division Chief Figure 33 HR enters date award provided to Division Chief H SPO ACTIONS SECTION The following are the actions to be taken by the Operations Support Division SPO POC 21 Out Processing and Security Processing Coordination The SPO is responsible for Out Processing Coordination for the retiring employee SPO must enter the date that coordination was completed to verify that the process step was completed The SPO is also responsible for Security Processing Coordination for the retiring employee SPO must enter the date that coordination was completed to verify that the process step was completed Until those dates are entered into the SCOUT Retirement Processing application the Status will reflect that this process step is not yet complete Figure 34 SPO must enter the date Out Processing and Security Processing Coordination was completed Coordinate out Date Out processing coordinated processing and Date coordination completed Security Date Securty processing coordinated i Date coordination completed STATUS SPO has not yet coordinated out processing STATUS SPO has not yet c
35. tigations Laboratory B EMPLOYEE RETIREMENT PROCESSING New Link The second link entitled New opens a function capability See Error Reference source not found that allows the logged in user to initiate a personal retirement process 7 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 HR Retirement HUMAN RESOURCES RETIREMENT Home Retirement process routing review and tracking My Actions 0 Initiate the Chick the button to initiate the retirement process This will create a record in the HR Retirement Guide process database with the ttle of Alex Leach retirement process The process steps will appear on this page after initiation of the process You will be able to delete the process before submitting any forms to your Branch Chief or Human Resources Apps Task Mgmt 1 i Click to initiate process Visit Requests 0 Figure 3 Initiating the employee retirement process The logged in user may click the button to initiate the retirement process Clicking the button will create a new record in the SCOUT database with a process title of Employee Name retirement process A new page will appear that contains all of the process steps required for the employee retirement according to the process flow and rules described in the HOME section The retiring employee will also see a DEL
36. ubject Status Due Date Tasked By 12 2335 gy Testing new general task 30 APR 2012 HPC COM Tes Achiewemer Applications Task 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 ae Task Tasked By Rejected I 80 Day Hire 0 Due Date Created Date Promotion 0 ae Type Assigned By q Retirement 0 Accepted Date LIA LU GPC 0 Pay Inquiry 0 Publication 0 After Hours Search Figure 1 SCOUT Employee Retirement Processing App located in left hand menu 6 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document HRRET Vol 1 Version 1 UNCLASSIFIED August 2012 Il EMPLOYEE RETIREMENT PROCESSING After clicking on the SCOUT Employee Retirement 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 Home 2 New 3 My Actions 4 Retirement Processing Guide HR Retirement Home New HR Retirement Guide Figure 2 Employee Retirement Processing Links A EMPLOYEE RETIREMENT PROCESSING Home Link The first link entitled Home opens a page that describes the current workflow for Employee Retirement 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 Inves
37. wUdOF6Fly1tbGrdz3kEUeO6nQemZocMi1v7rsiTcphxkSrMqUEKfS Figure 10 Sample notification email 6 Submit Badges and Credentials to Human Resources Depending on the organization s workflow process rules there may be other steps in the Process the employee must complete An example is the submittal of Badges and Credentials B amp Cs to Human Resources The Status page has an input that allows the employee to enter the date the B amp Cs were submitted Clicking inside the input box will create a calendar popup allowing the choice of a date from the calendar Submit Badges Date B amp Cs submitted to HR and Credentials to HR Figure 11 The date B amp Cs were submitted 7 CTR Rating Another optional action is the CTR Rating Clicking the CTR Rating button will initiate that process Details of the process are contained in CTR RATING SUB PROCESS Section of this document E BRANCH CHIEF ACTIONS SECTION The following describes the actions to be taken by the Branch Chief These actions are dictated by the Retirement Process workflow for the using organization 8 Notify Division Chief The Branch Chief must notify the Division Chief of the pending retirement of an employee Clicking the NOTIFY DIVISION CHIEF button will automate a notification email to the Division Chief Figure 12 Branch Chief Actions section The email will contain a clickable link that will 13 Use or disclosure of data contained on this sheet is subjec
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