Appointment Workflow Guide

Overview

The Appointment workflow is used by the Client Services Division (CSD) and by the Division of Senior and Scientific Executive Management Division (DSSEM) in the Office of Human Resources (OHR) to track the processing of employee appointments.

Entering and reviewing the data: Tabs

WiTS workflows are comprised of ‘Tabs’, which are completed in consecutive order by one or more persons. Below is a list of what information is captured in each tab of this workflow.

Action Details Tab

  • WiTS#
  • Date Entered
  • Action Type
  • Date Recv’d in HR
  • AO Last Name, First Name, Email address
  • Global Recruitment
  • DSSEM
  • Administrative Code, Institute/Center, Organization Initials
  • Proposed Effective Date
  • CSD Branch Chief, CSD Team Leader, CSD HR Specialist, CSD HR Assistant
  • Final Authorizer
  • Last Saved/Updated By
  • Is the Package Complete
  • Date Missing Docs Email Sent
  • List of Missing Docs/Info
  • Date Complete Package Received
  • Priority, Action Status, Action Status Code, Action Status Description
  • Comments

Appointment Tab

  • NIH Employee
  • Last Name, First Name, MI, Employee ID
  • Appointee Email Address
  • Related WiTS Recruitment #
  • Announcement #
  • Certificate #
  • Relationship to Recruitment Action
  • Certificate Type
  • Job Requisition #
  • Position Title, Pay Plan, Series, Grade, FPL, Step, Pay Tier, Pay Band
  • Special Pay Indicator
  • Related JCPN WiTS #
  • Job Code
  • Position Number
  • Duty Station, Duty Station Code
  • Reports To (Supervisor) First Name, Last Name, Email Address, Supervisory Status
  • CAN
  • HR CARDS PD Used?
  • HRC#(HR CARDS Number)
  • Legislative Initiative Supported*
  • Date of Hiring Decision
  • Date Cert Sent to Selecting Official
  • Date of Tentative Job Offer
  • Tentative Job Offer Response Date
  • Job Offer Response
  • Additional Approval Required?
  • Date Security Investigation Initiated
  • Date Prepare for New Hire Email Sent to AO
  • Date of Official Job Offer
  • Official Job Offer Response Date
  • Type of Selection
  • Appointment Type
  • OGE - 278 Filer?
  • OGE - 450 Filer?
  • Nature of Action Code
  • Hiring Flexibility Used?
  • Hiring Flexibility Type
  • Other (Hiring Flex Type)
  • Priority Placement
  • Basic Pay
  • Adjusted Basic Pay
  • Professional Designation
  • Category
  • Medical Speciality
  • Board Certification
  • Eligible for Benefits?
  • Veterans Preference
  • First Appointment in the Federal Service?
  • Is this person being reappointed
  • Reemployed Annuitant
  • EOD Date(report to duty)
  • NTE Date
  • Date Educational Docs Rec'd

Approvals Tab

  • HCC Approval Required
  • HCC Approval Number
  • Release Date Requested
  • Date Release Requested
  • Approved Release Date
  • Date Pkg Sent for Additional Approval
  • Date Approval Decision Rec'd in HR
  • FIC/DIS Approval Date
  • VISA/EAD Type
  • VISA/EAD Effective Date
  • VISA/EAD Expiration Date
  • DEU Selection Approver
  • Addt'l DEU Selection Info Needed
  • DEU Selection Decision
  • Date to DEU For Decision
  • Date of DEU Selection Decision
  • DEU Selection Decision Comments

Pay Tab

  • Pay Type
  • Date ARP Sent for Approval
  • Date HPR Authorized by IC
  • Date ARP Approved
  • Maximum Payable Rate
  • ARP Justification
  • ARP Step Determination Based On
  • Step Assigned

Orientation Tab

  • Attending Orientation
  • Orientation Location
  • Hire Type
  • Orientation Date
  • Appointee's Email Address for Orientation Contact
  • Date Official Offer Letter Sent

Moving through the workflow: Routing Participants

  • CSD HRS/HRA (Initiates Action) then
  • CSD HRS/HRA(Completes Action- Details Only) OR Final Authorizer (Completes Action)
  • Optional Sub-process: Initiate JC/PN

Routing Options

The routing menu is used to move actions through the process and/or to send emails. The options and email recipients may change based on who has the action in their worklist.

When the action is in the ‘Initiate’ step:

  • Send Pckg Recd Email
  • Send Pckg Incomplete Email
  • Send to DEU (Sel Apprvl)
  • Initiate JC/PN
  • Send to HRA
  • Send to Final Authorizer
  • Complete Action (Details Only)
  • Cancel Action

When the action is sent to the DEU:

  • Send to HRS
  • Send to Final Authorizer
  • Initiate JC/PN
  • Cancel Action

When the action is in the ‘HR Review’ Step

  • Send to HRS
  • Send to Final Authorizer
  • Initiate JC/PN
  • Cancel Action

When the action is in the ‘Pending Final Processing’ step:

  • Complete Action
  • Send to HRS
  • Send to HRA

Communicating status and reminders: Email

Based on established SLA's and/or business rules, email notifications and reminders are automatically sent from WiTS throughout the completion of the workflow.

Subject: Action Required-OGE-278 Appointment Clearance

  • Sent to the Ethics group if ‘270 Filer’ is marked yes, position is approved, and it is not a DSSEM action.

Subject: Action Needed – Send Appointment Action for [Appointee Name] (EOD Date: [XX/XX/XXXX]) to Final Authorizer (WiTS #12345)

  • Sent the second week of the pay period on Monday, Wednesday, and Friday if ‘Full Orientation’ and/or ‘DSSEM Orientation’ is selected, appointment action has not been routed to the Final Authorizer and ‘EOD Date’ field has been filled.
    • Monday- email is sent to HR Assistant and HR Specialist
    • Wednesday- email is sent to Team Lead, HR Specialist and HR Assistant
    • Friday- email is sent to Branch Chief, HR Specialist, HR Assistant and Team Lead

Subject: DSSEM Orientation Reminder for [Appointee Name], [Position Title] in [IC]

  • Email is sent to DSSEM HR Specialist 14 days before proposed effective date when an EOD date is entered.

Subject: Send New Employee Welcome Email

  • Sent to DSSEM HR Specialist 15 days from the EOD date when ‘DSSEM Orientation’ is yes.

Subject: ACTION NEEDED re: Your New Position at NIH

  • Sent to IC when ‘Tentative Job Offer Response Date’ and ‘EOD Date’ are complete.

Subject: Reminder: Individual Development Plan and Structured Training for [Employee Name]

  • Sent to Supervisor and Admin Officer 30 days after appointment effective date when ‘Schedule D’ is selected and DSSEM is not selected.

Subject: Reminder: Individual Development Plan and Structured Training for [Employee Full Name] (Final Notification)

  • Sent to Supervisor and Admin Officer 44 days after appointment effective date when ‘Schedule D’ is selected and DSSEM is not selected.

Subject: Reminder: Establishment of a Mentor for [Employee Name]

  • Sent to Supervisor and Admin Officer 65 days after appointment effective date when ‘Schedule D’ is selected and DSSEM is not selected.

Subject: Reminder: Establishment of a Mentor for [Employee Name] (Final Notification)

  • Sent to Supervisor and Admin Officer 85 days after appointment effective date when ‘Schedule D’ is selected and DSSEM is not selected.

Subject: 'Action Needed: Pathways Expected Conversion Date for [Employee Name] is approaching, [Program Complete Date ]

  • Sent to CSD Team Lead 60 days before program completion date when ‘Schedule D’ is selected and DSSEM is not selected.

Subject: Friendly Reminders from your HR Specialist

  • Sent to Appointee email 30 days from EOD date when orientation type is “Full Orientation” or “Presentation Only”.

Subject: Appointment Action for Reemployed Annuitant in Progress for [Appointee Name] in [IC]

  • Sent to Benefits Branch Chief when Reemployed Annuitant is ‘yes’ with and without salary offset and DSSEM is not selected.

Subject: Review/Action Needed: Schedule A Trial Period End Date for [Appointee First Name] [Appointee Last Name) ([New IC], [New Admin Code]) is Approaching

  • Sent to CSD or DSSEM Team Lead, AO, and Supervisor 60 and 45 days prior to the 2nd anniversary of the appointment effective date.

Subject: Review/Action Needed: VRA Trial Period End Date for [Appointee Full Name]([IC],[AdminCode]) is Approaching

  • Sent to CSD or DSSEM Team lead and HR Specialist 60 and 45 days prior to the 2nd anniversary of the appointment effective date if VRA is selected.

Subject: Appointment for [Appointee Full Name] ([IC]): Potential Leave Action Needed

  • WWFLA Leave Reminder email sent to AO when job offer is accepted and it’s a first appointment.

Subject: Action Needed – Copy of SF-50 for [Appointee Name] needed in Recruitment Case File

  • Sent to HR Specialist 14 days after Effective Date and it is not a DSSEM action.

Subject: Reminder: EOD Date Deadline for [Employee Name] (WiTS Appointment # [WiTS Appointment Number])

  • Sent to CSD branch chief 90 days after certificate expiration date, and CSD deputy after 150 days.

Subject: Title 38 Premium Pay Designation in ITAS for (PV inserts employee fullname IC and admin code)

  • Sent to AO one day after the action is complete to update the employee’s ITAS record to reflect they are entitled to receive Title 38 Premium Pay.

Subject: Action Needed - Probationary Period End Date Approaching for [Employee First Name] [Employee Last Name] in [IC]/[Org Inits]/Admin Code

  • Sent to supervisor 75 days prior to the new Appointment Probationary Period Expiration date.

Subject: Action Needed - Supervisory/Managerial Probationary Period End Date Approaching for [Employee First Name] [Employee Last Name] in [IC]/[Org Inits]/Admin Code

  • Sent to supervisor 75 days prior to the New Appointment Probationary Period Expiration Date.

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