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05/03/2005

Administrative Process Flow

Charts

May 3, 2005



05/03/2005 05/03/2005 22

Table of Contents

• Awards (Monetary) 3• Awards (Time-off) 4• Award Actions 5• Imaging Service Requests 6• Minority Serving Institution Interns 7• Overtime/Compensatory Time 8• Personnel Actions 9• Print Requests 10• Procurements Requests (PR’s) 11• Service Certificates 12• Shipping Request 13• Student Intern/Coops 14• Supply Actions 15• Telecommunication Requests (TSR’s) 16• Training – New Group Classes 17• Training Action Process 18• Training Requests 19• Travel Authorization 20



05/03/2005 05/03/2005 33

Awards (Monetary)Manager provides award

justification to the Secretary.

Secretary prepares the justification letter and/or certificate for signature of approving official/s andCertification page based on

Approval authority level.

Secretary forwards theapproved justification letter To the Office of OrganizationalExcellence (OOE) Incentive

Awards Coordinator for Signature (original and 3copies).

Business Analyst will number the award on the copy usingthe following numbering system:fiscal year-routing symbol-doctype-sequential. (i.e. 5X060AW001)

And enters document into theFinancial system.

Business Analyst returnsoriginal and one copyto the originating organizationfor presentation to employeeand filing in the EPF.

Business Analystforwards a copy of the

justification letter to HR for processing.

OOEIncentive

AwardsCoordinator reviews andSigns

justificationLetter?

N Y

Manager presents awardto the employee/s. Secretary

will file the final justificationletter in the EPF.

Notes:1) Approval Authority for Monetary Awards:

VP Level: Over $3,000.00 or moreDirector: $1,000 - $3,000.00

SLT: Under $1,000.00 - $500.00Division: $500 or less

2) SLT approval required on all awards for Director and Division-level approval.

3) When giving a Monetary award outside of theorganization, need to coordinate with recipient’s Manager .

HR Specialist forwardsoriginal SF-50 tothe Manager of thecustomer organization.

Manager receivesnotification of Personnel

Action (SF-50) from theHR Specialist andgives to the employee.

OOE Incentive AwardsCoordinator forwards approved

justification letter to theBusiness Analyst for Fundscertification.



05/03/2005 05/03/2005 44

Awards (Time-Off)Manager provides award

justification to the Secretary.

Secretary prepares the justification letter and/or certificate for signature of approving official/s andCertification page based on

Approval authority level.

Secretary forwards theapproved justification letter To the Office of OrganizationalExcellence (OOE) Incentive

Awards Coordinator for Signature (original and 3copies).

OOE Incentive AwardsCoordinator returnsoriginal and one copyto the originating organizationfor presentation to employeeand filing in the EPF.

OOEIncentive

AwardsCoordinator reviews andSigns

justificationLetter?

N Y

Manager presents awardto the employee/s. Secretary will file the final justificationletter in the EPF.

HR Specialist forwardsoriginal SF-50 tothe Manager of thecustomer organization.

Manager receivesnotification of Personnel

Action (SF-50) from theHR Specialist andgives to the employee.

OOE Incentive AwardsCoordinator forwards approvedcopy of the justification letter to Human Resource (ACT-10)for processing.

Notes:1) Approval Authority for Time-Off Awards:

VP Level: 16 hrs. or moreDirector: Less than 16 hrs.

3) SLT approval required on all awards for Director and Division-level approval.

3) When giving a Time-off award outside of theorganization, need to coordinate with recipient’s Manager .



05/03/2005 05/03/2005 55

Award ActionsTechnical Center (TC) receives awardaction from ATO-P, respective FAAHeadquarters Office, or other source

The Office of OrganizationalExcellence (OOE) reviews action andsends to Strategic Leadership Team(SLT) Secretary to prepare for distribution

SLT Secretary informs SLT

Manager and forwards negativeresponse to OOE by due date

If positiveresponse?

N

Y

SLT Secretary reviewsorganization’s response withSLT Manager

OOE reviews responses toensure they meet awardcriteria and edits nominationif needed

OOE prepares a TCconsolidated response

OOE coordinates any edits

with SLT Secretary for thatorganization

SLT Secretary distributes action torespective organization

Each SLT Secretary announces award,collects responses, prepares aconsolidated response

OOE submits responseto originating organization

SLT Secretary submitsorganization’s responseTo OOE



05/03/2005 05/03/2005 66

Imaging Service Requests

Secretary will use thefollowing sequentialnumbering system: fiscalyear-routing symbol-doctype-sequential number.

i.e. 5X001IM001

Secretary receives allpertinent information from

requestor to prepare theImaging Service RequestCTForm 1730-4.

Secretary forwards theImaging Service Requestto the Manager for approval.

Manager reviews andapprovesImagingServiceRequest?

N

Note: A cost estimate must be included as part of Imaging Service Request or it will be returned unsigned.

Business Analyst reviews &fundcertifies theRequest?

Y

N

Business Analyst entersdocument into the financialsystem using the standardsequential numbering systemfor reconciliation purposes.

Business Analyst returnsthe Imaging Service Requestto the originating office for processing.

The Business Analyst provides guidance and adviceto customer organizations.

Y

Note: If the document does not contain the standard numberingsequence, the Business Analyst will return it to the Secretary for correction.

Note: Manager returns theapproved Imaging ServiceRequest back to Secretary who

then forwards.



05/03/2005 05/03/2005 77

Minority Serving Institution (MSI)Interns

SLT Secretary announces MSI InternProgram within their organization.

N

Y

SLT Secretary reviewsorganization’s response with SLTManager and submits organization’sresponse to OOE

Manager provides accountingcodes on the MSI Internnomination form

OOE submits MSI Intern responses to ATO-P.

Office of Organizational Excellence(OOE) sends action to SLT Secretaries requesting interest in Minority Serving

Institution (MSI) Interns.

Is fundingavailable tosupportstudentintern/coopprogram?

SLT Secretary collects responses,prepares a consolidated responsefor that organization

Done

ATO-P coordinates with Manager on

Placement of MSI Intern.

OOE receives request for interest in

Minority Serving Institution (MSI)Interns Program from ATO-P.



05/03/2005 05/03/2005 88

Overtime/Compensatory TimeSecretary receives all pertinentinformation from employee or manager for preparing FormDOT F 3500.1, using thefollowing numbering system:fiscal year-routing symbol-doctype-sequential number:i.e. 5X060OT001

Secretary submits form toManager for approval.

Manager approves?

Done.

N

Secretary providesapprovedform to the Business

Analyst.

YBusiness Analystreviews for appropriateaccountinginformationand fundcertifies? Note: If the document does not contain the standard numbering

sequence, the Business Analyst will return it to the Secretary for correction.

Business Analyst enters

document into the financialsystem using the standardsequential numbering systemfor reconciliation purposes.

Y

N

Business Analystmaintains original andreturns a copy to theoriginating office.


Notes:

1) A cost estimate must be included in the request or it will bereturned unsigned.

2) If overtime is being funded by another organization, Secretary provides a Manpower Card to the employee for completion.

3) Secretary provides the completed Manpower Card to Accounting no later than the Tuesday following the close of thepay period; with a copy to the Business Analyst.



05/03/2005 05/03/2005 99

Personnel Actions(SF-52’s and SF-50’s)

Manager provides pertinentinformation to the Secretaryto create a Personnel Action(SF-52) in IPPS.

Secretary prints the requestand forwards to Manager,along with all supportingdocumentation, for signature.

Secretary routes SF-52 inIPPSto their HR Specialist’s inbox(FA CT010 HR Specialist) for review along with a signedhardcopy of the SF-52 and allsupporting documentation.

N

HR Specialist processesSF-52 request, obtains Budgetapproval, and forwards to SSCfor final processing.

HR SpecialistReceives andreviewsNotification of Personnel

Action (SF-50)from

SSC for accuracy?

N

Y

HR Specialist forwardsoriginal SF-50 tothe SLT or Division-Levelof the customer organization.

SLT or Division-Level Secretary receivesSF-50 from the HR Specialistand gives to the employee.

The HR Specialist provides guidance and adviceto customer organizations.

Note: All SF-52’s must be signed/approved at the Division or Office level.

HRSpecialistreviews SF-52 for completeness?

Y



05/03/2005 05/03/2005 1010

Print Requests


i.e. 5X001PR001


requestor to prepare thePrint Request CT Form1720-11.

Secretary forwards the PrintRequest to the Manager for approval.

Manager reviews andapprovesPrintRequest?

N

Note: A cost estimate must be included as part of the Print Request or itwill be returned unsigned.


Y

N


Business Analyst returnsthe Print Request to theoriginating office for processing.


Y


Note: Manager returns theapproved Print Requestback to Secretary who thenforwards.



05/03/2005 05/03/2005 1111

Procurements Requests (PR’s)Secretary receives all pertinentinformation from requestor tocreate PR.

Secretary prepares the PR andEstablishes document routinginthe current electronic systemand attaches all necessarydocumentation.

Secretary routes PRelectronically to Manager for review & approval.

Business Analyst electronicallyforwardsto contracts.

Business Analystenters document intothe financial systemusing the requisitionnumber.

Manager reviews andapprovesPR?

N Business Analystreviews &certifiesPR?

N

Y Y

The Business Analyst providesguidance andadviceto customer organizations.

Notes:

1) When items cannot be attached to the PR (i.e. floor plans) ,

Secretary provides a hard copy of the PR and necessary supportingdocumentation to Manager , Business Analyst and ContractingOffice.

2) If originator does not receive award document in a timely manner,Business Analyst should be contacted.

3) If a special approval is required (i.e. space, library, etc.), Business Analyst will forward to the appropriate person, who will then forwardthe PR to contracts upon their review.

Note: Contracts Office distributescopies of award document toBusiness Analyst and requestor.

Manager forwardsPR to Business

Analyst.



05/03/2005 05/03/2005 1212

Human Resource (ACT-10) will run areport and provide a listing to theSLT Secretary of employees due aService Certificate sorted by division

SLT Secretary receives reportand distributes to DivisionSecretaries to prepare certificates.SLT Secretary will keep record toverify certificates are delivered.

Division Secretary receives reportand prepares Service Certificates.Division Secretary sends certificatesto Division Managers.

Iscertificate for less than25 yrs?

Iscertificate for 25 yrs toless than40 yrs?

Division Manager

signscertificate andpresentsto employee.

Service Certificates

Appropriate SLT manager

signs certificate andpresents to employee.

Certificates over 40 yrsof service must besigned and presentedby the Center Director.

Y Y

N N

Wascertificatepresented toemployee?

Division Secretary Reportsback to SLT Secretary for tracking and closure.

YN



05/03/2005 05/03/2005 1313


i.e. 5X001SR001

Shipping RequestSecretary receives allpertinent information from

requestor to prepare theShipping Request on-lineform.

Secretary forwards theShipping Request to theManager for approval.

Manager reviews andapprovesShippingRequest?

N

Note:

1) A cost estimate must be included as part of Shipping Request or itwill be returned unsigned.

2) Shipping Request on-line form is located on the ACX-54 website andthe Tech Center Forms website.


Y

N


Business Analyst returnsthe Shipping Request to theoriginating office for processing.


Y


Note: Manager returns theapproved Shipping Request backto Secretary who then forwards.



05/03/2005 05/03/2005 1414

Student Interns/Coops

SLT Secretary announces studentintern/coop program

N

Y

SLT Secretary reviewsorganization’s response with SLTManager and submits organization’sresponse to OOE

OOE prioritizes student intern/coop responses based on need andbudget;, and submits to Human Resources(ACT-10) to begin recruitment process

ACT-10 coordinates hiring of student intern/coops withhiring Manager

OOE sends action to SLT Secretaries requesting interest in student interns/coops

Is fundingavailable tosupportstudentintern/coopprogram?

Office of Organizational Excellence(OOE) obtains input from Chief Financial Officer as to whether funding is available to support studentintern/coop program

SLT Secretary collects responses,prepares a consolidated response for that organization

Done

OOE manages coop program

Each pay period, Secretaries forward student intern/coophours to OOE

OOE submits quarterly reportof student intern/coop hourstoBudget



05/03/2005 05/03/2005 1515

Supply Actions

Secretary receives allpertinent information fromrequestor to enter into theSupermarket RequestSystemthat generates an automaticsequential request number,i.e. 5X001SA001

Secretary forwards the SAtothe Manager for approval.

Manager reviews andapprovesSupply

Action?

N

Note: A cost estimate must be included as part of SA or it will be returnedunsigned.

Business Analyst reviews &fundcertifies theSA?

Y

N

Business Analyst entersdocument into the financialsystem using the automaticsequential numbering systemfor reconciliation purposes.

Business Analyst forwardsthe SA to the Supermarketfor processing.


Y

Note: Manager returns theapproved SA back to Secretary who then forwards.



05/03/2005 05/03/2005 1616

Telecommunication Requests (TSR’s)


i.e. 5X001TR001


requestor to prepare theTelecommunication Request(TSR) CT Form 1770-17.

Secretary forwards the TSRto the Manager for approval.

Manager reviews andapprovesTSR?

N

Note: A cost estimate must be included as part of TSR or it will bereturned unsigned.

Business Analyst reviews &fundcertifies theTSR?

Y

N


Business Analyst returnsthe TSR to the originatingoffice for processing.


Y


Note: Manager returns theapproved TSR back to Secretary who then forwards.



05/03/2005 05/03/2005 1717

Training Action ProcessTechnical Center (TC) receives trainingaction from ATO-P, FAA, or openingsexist in new group course

SLT Secretary announces training,collects responses, prepares a

consolidated response SLT Secretary informs SLTManager and forwards negativeresponse to OEE by due date

If positiveresponse?

N

Y

SLT Secretary reviewsorganization’s response withSLT Manager

SLT Secretary submitsorganization’s responseTo OOE

OOE reviews responses,particularly when slots arelimited, and works with SLTto prioritize attendees

OOE submits responseto originating organization

OOE prepares a TCconsolidated response

Office of Organizational Excellence(OEE) sends out training action tothe SLT Secretary.



05/03/2005 05/03/2005 1818

Training - New Group ClassesManager has an interestin bringing in new grouptraining for employees

Is trainingclassavailablethroughexistingresources

(eLMS,CMD, etc.)?

Manager completes a needsassessment (with source of funding) and provides to Officeof Organizational Excellence(OOE) to obtain assistance insecuring class

N

Y

OOE coordinates with HumanResources (ACT-10) to ensureTraining criteria are met by theproposed class, to coordinate thescheduling and logistics of the class,and to ensure it is entered in theTraining and Tracking System

OOE identifies sources for the class

OOE coordinates with originatingorganization to ensure proper purchase/payment of the class

Proceed to Training ActionProcess if open slots or toTraining Requests if all slotsbeing filled by originatingorganization



05/03/2005 05/03/2005 1919

ra n ng eques sManager receives writtenTraining Request Formfrom employee printedfrom the Training

Tracking System (TTS).

Manager approves?

Done

Manager notifies employee,and forwards document tothe Secretary for processing.

N

Y

Secretary creates a trainingrequest in IPPS and routesto the Human Resource(ACT-10) IPPS Inbox:

FA CT010 CT010TRAIN

ACT-10 returns approvedIPPS to Secretary’s TOP001inbox.

ACT-10reviews &approveselectronic

IPPSrequest?

N

Y

Notes:1) For training requests

requiring a credit card or PRfor purchase, a copy of theapproved TTS and IPPS

request should be attachedto the credit card requestform and submitted to theBusiness Analyst.

2) Business Analyst will reviewfor funding any PR or creditcard requests necessary.

3) If a SF182 is required, thenBusiness Analyst will enter request into the financialsystem.

Note: In the case of group training, the final approvalmust come from the originating office in the TrainingTracking System (TTS). The Secretary will go into theTTS to select request received and the TTS will notify

the individual employees directly that they areapproved and registered to attend.

Employee completes trainingEvaluation in TTS after andTraining is completed andProvides copy to Secretary.

Secretary closes IPPSrequest which updatesemployee training history.

Notes:1) An IPPS request should not be created

unless the above document has beenapproved and received.

2) Do not register an employee prior to anIPPS and credit card request form beingapproved.

Secretary receivescompleted and approvedwritten Training RequestForm from the Manager .

T l A th i ti



05/03/2005 05/03/2005 2020

Travel Authorization

Travel Authorization

approvedbyManager?

N

Secretary receives all pertinenttravel information from employee.

Secretary creates authorization,amendment, and/or cancellations inelectronic system (TeServ) and savesthedocument using the following numberingsystem in the name field: fiscal year-routing symbol-doc type-sequentialnumber (i.e. 5B720TV001). Or uses thecentrally funded document number.

Secretary signs and routes thedocument electronically to theBusiness Analyst.

Business Analystreviews & fundcertifiesauthorization &amendmentsin TeServ? Note: If the document does not contain the standard

numbering sequence, the Business Analyst will

return it to the Secretary for correction

N Business Analyst entersthe document into thefinancialsystem using the standardsequential numbering systemfor reconciliation purposes.

Y Business Analystroutes electronically tothe approving Manager .

Manager receives the fundcertified authorization and/or amendment; reviews,approves,and electronically routes thedocument to the AccountingOffice for processing.

Secretary suppliesapproved authorizationto the employee.

Notes:

1) Employee must have an electronically approved Travel Authorization prior to going on travel.

2) If document is to be canceled, the Secretary will open the original authorization in TeServ,change the doc type to canceled, and sign electronically. If the trip was taken, enter in thecomments section: Trip Taken, no Expenses incurred. Canceled documents do not route back

thru the Business Analyst in ACX-5.

3) After canceling the document, the Secretary will send an e-mail message to the appropriateBusiness Analyst with the traveler’s name, document name, and amount; stating the travel wascanceled and whether or not the trip was taken.

4) When notified of a document cancellation, Business Analyst will make the necessaryadjustments in Financial Management System (FMS).

5) Vouchers are the responsibility of the employee.

Y

flowchartofprocesses_ver6b

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