DEPARTMENT OF THE ARMY HEADQUARTERS, CALIFORNIA ARMY NATIONAL GUARD

SURFACE MAINTENANCE HEADQUARTERS 9800 GOETHE ROAD

SACRAMENTO, CA 95826-3919

NGCA-LOD-SM 15 September 2014 MEMORANDUM FOR Surface Maintenance Remote Designees and Supervisors SUBJECT: Human Resources Standard Operating Procedure (Interim #1) 1. REFERENCES:

a. CNG FPR 001, FPR Handbook b. CNG FPR 752, Discipline and Adverse Actions c. CNG FPR 451, Technician Incentive Awards Program d. DCPDS Desktop Guide

2. Purpose. To provide a set standard for personnel practices within the Surface Maintenance community. Updates to this SOP will be provided as needed. 3. Scope. This SOP outlines the responsibilities of the Remote Designees and Supervisors assigned to Surface Maintenance in regards to personnel related actions. Personnel practice must be efficient yet provide quality products to ensure all employees within Surface Maintenance are provided the best customer service. All references, SOP and Annexes can be found on the G4 HR Site. This SOP is a living document and will be updated as needed to ensure upkeep with changing personnel practices. 4. Personnel Actions. Personnel Actions will be completed by Supervisors and submitted to their remote designee.

a. SF 52’s will be completed by the supervisor requesting the action; see Annex A for areas requiring completion. Once supervisor has signed the SF 52 the supervisor will email the SF 52 to their respective HR remote for QAQC and auctioning. If the HR remote rejects the SF 52 for corrections the HR remote will email the SF 52 back to the supervisor and verbally verify the supervisor understands the mistakes made and actions to fix it.

b. Personnel action submissions – HR remote will submit personnel actions within

DCPDS, utilizing the appropriate action family. If the personnel action has an already established interface action, it will be requested by the remote designee to be placed in the CA_SMO inbox from HRO Staffing.

c. Personnel action tracking – Tracking for personnel actions will be inputted in the Surface Maintenance portal, within the HR site. Every action that is completed must be inputted into the tracker, for follow-up purposes. All information must be included at the time of submission. The exception to this will be personnel actions with no known effective date.

REPLY TO ATTENTION OF

NGCA-LOD-SM SUBJECT: Human Resources Standard Operating Procedure

d. Vacancy numbers, important information, and other information relative to the action will be included in the remarks column. Once an action has been completed, it will be updated to reflect “Completed” by the remote designee assigned to the action. Examples of the personnel action tracking spreadsheet can be found in Annex B. 5. Manning and SMREQ- Funding changes yearly for authorized positions and it is a combined effort between the SMM/Deputy SMM, Remote Designees and shops to ensure vacancies are tracked properly. The SMREQ review is conducted in April of every year and finalized 1 July.

a. Supervisors whose shops are over SMREQ will not be allowed any vacancy requests, with the exception of critical positions (PC, Shop Supervisors, Supply Technicians).

b. Supervisors who are submitting for shops who are under SMREQ are free to announce, as long as the overall manning does not exceed the ceiling for Surface Maintenance and the requested announcements have been approved by the Tech Ops branch manager.

c. Tech Ops has the ability shift positions as needed.

d. The manning document on the HR site will be updated by COB every Friday for review

by the SMM/Deputy SMM. Each remote will be needed to update their portion of the manning as needed. 6. Vacancy Requests- All Vacancy requests will be prioritized, with final priority number approval by the Tech Ops Branch Supervisor. This process will be completed prior to submission in DCPDS.

a. Supervisors will complete CNG 690-1, vacancy request form. Supervisors will ensure to input the correct information depending on the situation, and state whether it is a new position or vice and employee. If it is a reannouncement it will be stated in the Remarks box, with previous VA number(s) listed. Priority numbers must also be included in the Remarks box. If the form is incomplete it will be returned by the Remote Designee to the supervisor.

b. Supervisors will turn in completed CNG 690-1 to Shop foreman or Superintendent for

approval and signatures. The Shop Foreman and or Superintendant will give the completed CNG 690-1 to the remote designee for processing in DCPDS.

c. Remote designee will utilize HROs’ VA tracker when needed to check the status of the

Vacancy announcement. The Shop Foreman and or Superintendent will receive a weekly status from the remote designee. The status will be passed down to the supervisors during the biweekly meetings from the Shop foreman or Superintendent.

d. VA tracking will be completed within the Surface Maintenance HR Site. Each assigned remote designee will update their shops Vacancies as action flows through, until the Vacancy closes and is completed, either by selection or no qualified applicants.

NGCA-LOD-SM SUBJECT: Human Resources Standard Operating Procedure

e. Supervisors will check with the Shop Forman or Superintendant prior to vacancy submittal to ensure there are no restrictions placed on their shop for announcements. 7. Performance Appraisals- PAA’s will be conducted to allow our employees to perform at an acceptable level in order to meet mission requirements. Some changes will be implemented along with the guidance already provided by California to better the performance appraisal program for the Surface Maintenance.

a. Performance Appraisals will be conducted on a staggered timeline. While all PAA’s

will maintain their rating cycle of 1 July to 30 June, a new timeline for rating will take place as to defer a last minute rush to complete all PAA’s. Supervisors will write out their employees rating comments on a word document (example enclosed in Annex C) and transferred to the PAA for the 30 June cycle end. The only employees not affected by this will be those in their probationary period.

b. Tiers 4 and 5 of the rating scale will be identified during the performance plan. Supervisors must allow employees the opportunity to see what is expected of them for 4 and 5 ratings on their annual appraisal. 8. Awards- Are an important part of the morale of the technician program. In order to ensure the awards program is allowing maximum submittal and participation Supervisors must maintain timeliness and attention to detail when submitting their nominations.

a. Award submissions will be prepared and submitted in accordance to the new timelines

(See Annex D)

b. Supervisors will complete 690-12 and email it to their supervisor for revision, approval and signature. Supervisor will then send the complete 690-12 to the remote designee to route the action to the Commander/Director for revision, approval and signature

c. The supervisor will then email the signed 690-12 to the remote designee to process in

DCPDS for Commander/Director revision, approval, and signature.

d. When Commander/Director signs the 690-12 it will be routed back to the remote designee. The remote designee will then route the completed award to the ERS Supervisor who will QC the award and sign in behalf of the HRO.

e. If award is kicked back by Commander/Director, or ERS supervisor the remote

designee will email the request back to the Shop Foreman or Superintendent. The Shop Foreman or Superintendant will email it back to the supervisor for correction. 9. DCPDS- Guarantees a smooth tracking system for the success of personnel actions. Remote designees and supervisors must have a proper understanding of how DCPDS actions flow, and the basic requirements needed to obtain access.

a. Remote designees must complete the “Processing Personnel Actions” Course conducted by the Graduate School.

NGCA-LOD-SM SUBJECT: Human Resources Standard Operating Procedure

b. Supervisors and remotes requesting access must submit a DD Form 2278 to HRO’s Training and Development section.

c. The signature delegation will be utilized at all times to ensure continuity and rapid action processing, reference Annex E.

d. The comment box will be used for quick reference when viewing in the civilian inbox.

1) Actions that do not need SMM/Deputy SMM signature must include in comment box the following statement “Route Direct to ____ inbox”. The designated inbox will be determined by the actions workflow, reference Annex G.

2) Recruit/Fill actions must include a comment to let other users know which VA is

included in the action. It will use the format included in the naming conventions, which can be found in Annex F.

e. The notepad within the personnel action will be used at all times. Each user that touches

the action must include their comments in reference to what was done to the actions. I.E. “Reviewed by SPC John Doe”, “Corrected action to reflect appropriate duty station – JD”, “Uploaded Personnel Action for Jane Doe, Promotion off of VA #00-000”.

1) Supervisors “signing” the action within DCPDS must use the notepad.

2) Those listed on the delegation scheme must utilize the notepad to approve an action. 3) Hierarchy/Supervisor Information, VA information, and any other information

integral to the personnel action must be included in the notepad.

f. All personnel actions that are for a position change (i.e. reassignment, CLG, promotion) must include a hierarchy form for that individual.

g. Personnel actions that require employee statements (i.e. reassignments and resignations) must have an SF 52 uploaded until further guidance is received from HRO.

h. Temporary Promotions will only be submitted for 120 days on an SF 52. Any action

beyond that will require an announcement, and only allowed for up to 3 years. It is adviseable that Supervisors rotate out employees for temporary promotions, as to not exceed to time limits and to provide additional experience.

10. Buybacks – Supervisors are in charge of encouraging their employees to buyback their active duty time. For example, supervisors can discuss the benefits of buying back their service time upon return to duty from active duty service, or as part of a new hires initial counseling. a. The remote designee will give information and the required forms to the employee. b. It is the employee’s responsibility to fill out the forms, mail the forms, and follow-up with DFAS or ABC-C to check the status of their buyback.

NGCA-LOD-SM SUBJECT: Human Resources Standard Operating Procedure

c. Paid-In-Full tickets (PIF) are requested through HRO Benefits by the remote designee. The employee receives the PIF ticket from DFAS to their home of record. The employee is responsible for sending the remote designee a copy of their PIF. The remote designee will file one copy in their folder and send a copy to HRO for retirement credit. 11. USERRA and Return to Duty packets- Supervisors are responsible for informing their employees to complete a USERRA packet three weeks before they leave and a Return to Duty packet as soon as they come back from deployment. This will allow for processing and avoids pay issues.

a. The remote designee is responsible of going over the forms with the employee, to ensure full advantage of their benefits.

b. The remote designee will process the USERRA and RTD packet on DCPDS and track

the status daily for pay purposes. 12. Retirement Packets- Remote Designees are not able to give employees advice on their retirement packets. It is recommended that the supervisor encourage their employees who will be retiring if they have any questions or concerns to talk make an appointment with an HRO benefits team member to go over their retirement benefits.

a. The remote designee will go over the forms to make sure they are complete and all forms required are attached.

b. The employee can call the HRO employee(s) currently assigned to benefits and make an

appointment for questions and review of their retirement packet.

c. When the retirement packet is complete the remote designee will send to the HRO Benefits inbox for review. Upon completion of the review and any required corrections, the employee will send the original retirement packet to HRO benefits by mail. 13. Hierarchy Changes- All Supervisors are responsible for communicating to the Shop Foreman or Superintendant if they don’t have visibility of their employees. All actions requested for new hires, temporary promotion, and reassignments must include an uploaded hierarchy request form for the employees’ new position. Missing hierarchy forms will cause actions to be returned back to the remote designee.

a. The Superintendent or Shop foreman will inform the remote designee that a hierarchy change form is required.

b. The remote designee will fill out the form and send to HRO Classification.

c. Remote designee will follow up with supervisors to ensure hierarchy changes are

reflected. If hierarchy changes are not reflected within one week, the remote designee will follow up with Classification to check the status of the request.

NGCA-LOD-SM SUBJECT: Human Resources Standard Operating Procedure 14. Benefits - Includes Health Insurance, Dental Insurance, Life Insurance, and Disability Insurance. Benefits are now self-service and the responsibility of the employee to complete enrollments, make inquiries, and change dependants.

a. Supervisors are responsible for teaching their employees how to use EBIS, MyBiz and the TSP website.

b. The remote designee is responsible for providing Supervisors handouts for benefits

information. Supervisors will post this to their informational bulletin boards for employees use. Website links are also located on the HR Site. 15. Quality Control Measures

a. 10% Quality checks will be conducted once a quarter. An anonymous remote will be selected to be checked in the following areas:

1) VA Tracker

2) PA Tracker

3) DCPDS Transactions

b. Results of the quality checks will be put out via email to let the remote designees know

what issues need to be addressed in their personnel practices. The selected remote’s identity will not be revealed.

16. Remote Designee Basic Responsibilities.

a. Attendance to the Remote Designee meetings will take place biweekly. The meeting will occur the 2nd and last Thursday of each month at 1000. Any rescheduling will be put out via a meeting invite. Remotes will be prepared to discuss the following:

1) Internal Training

2) Issues and Recommendations for program improvement 3) Due outs

c. Duty sharing is the individual responsibility for the remote designees. Each remote

designee will be responsible for updating the remote designee shared calendar and coordinating with the other remotes for back-up support. Remotes will also provide the contact information for their back-ups in cases of prolonged absence from work (more than 1 business day).

NGCA-LOD-SM SUBJECT: Human Resources Standard Operating Procedure

d. Remote designees will be responsible for assisting with all CSDP/ OIP inspections and

program development. LORI R. SCHANHALS 7 Encls LTC, LG, CA ARNG Annex A – SF 52 Examples Surface Maintenance Manager Annex B – Personnel Action Tracking Examples Annex C – PAA Rating Example Annex D - PAA/Awards Timelines Annex E – Delegation Scheme Annex F – Naming Conventions Annex G – Actions Workflow

Unit SM HQ Date Signed 9/5/2014 Routing Action DCPDS Name Doe, John N. Date Effective*** 10/6/2014 Interface # 14SEPCAHRO0000123456 Action Promotion Status Classification Remarks John Doe was selected off VA 14-

123 for promotion to SM Mech Leader; Routed to HRO 9/5; HRO Returned 9/6 for correction; returned with correction on 9/ by SPC Stokes.

Example for COMPLETE column fills:

Annex B

Example Personnel Action Tracking

Interim Review Job Objective 1 TITLE OF OBJECTIVE As the first half of the appraisal cycle progresses, use this block

to note significant achievements, needs for improvement, and general rating. Once you reach the Interim review or annual appraisal, all you will have to do is copy and paste!

Job Objective 2

Job Objective 3

Annual Appraisal Job Objective 1

Job Objective 2

Job Objective 3

Appraisal Year Employee Name

Annex C

Annex D Suspense Daily Weekly Monthly Quarterly Annually

PAA 30 Jan – Interim

30 June – Final (1)

PAA Plan 15 July (2)

RM Meeting 2nd TH 1000

VA Roster COB

Manning Roster

COB Fri (3)

Award Panel NLT 15 Apr

Awards 30 Apr (4)

10% QC

Training EEO and RMD (5a)

EEO and RMD (5b)

Annex E

CHANGE TO LOWER GRADE (CLG)1 - SMM/DEPUTY

PAY ADJUSTMENTS ( PRD "0" )1 - SMM/DEPUTY

CHANGE IN DUTY LOCATION2 - MAINTENANCE MANAGER /SPDT

OWCP/DISABILITY1 - SMM/DEPUTY

VACANCY ANNOUNCEMENTS1 - SMM/DEPUTY

EXTENSION OF TEMP EMPLOYMENT2 - MAINTENANCE MANAGER /SPDT

ALL NDS ITEMS1 - SMM/DEPUTY

DISCIPLINARY ACTIONS (Involunatry CLG, Reprimand)Suspensions, Abandonment of Position…)

1 - SMM/DEPUTYTERMINATION

3 - SHOP SUPERVISOR

RECRUITMENT INCENTIVES1 - SMM/DEPUTY

APPOINTMENTS1 - SMM/DEPUTY

SEP-US3 - SHOP SUPERVISOR

RETENTION INCENTIVES1 - SMM/DEPUTY

CONVERSIONS 1 - SMM/DEPUTY

ABSENT - US3 - SHOP SUPERVISOR

RELOCATION INCENTIVES1 - SMM/DEPUTY

REASSIGNMENTS1 - SMM/DEPUTY

RETIREMENTS3 - SHOP SUPERVISOR

IPP1 - SMM/DEPUTY

CAO, INTER-AGENCY TRANSFER1 - SMM/DEPUTY

RESIGNATIONS3 - SHOP SUPERVISOR

SSP & SPECIAL ACT/SERVICE AWARDS1 - SMM/DEPUTY

PROMOTIONS2 - MAINTENANCE MANAGER /SPDT

NAME CHANGE3 - SHOP SUPERVISOR

PAY ADJUSTMENTS (PRD OTHER THAN "0")1 - SMM/DEPUTY

DETAILS2 - MAINTENANCE MANAGER /SPDT

CHANGE IN WORK SCHEDULE3 - SHOP SUPERVISOR

TENURE CHANGES1 - SMM/DEPUTY

TIME OFF AWARDS2 - MAINTENANCE MANAGER /SPDT

RETURN TO DUTY (RTD)3 - SHOP SUPERVISOR

WRI1 - SMM/DEPUTY

TEMPORARY PROMOTIONS AND EXTENSIONS OF TEMP PROM2 - MAINTENANCE MANAGER /SPDT

CHANGE IN SCD3 - SHOP SUPERVISOR

REQUEST FOR PERSONNEL ACTION (SF-52) - PROPOSED DELEGATION LEVEL FOR SIGNATURE

Naming Conventions

Personnel Actions SF 52s

Unit Name_Individual Name_Action Type_Effective Date

i.e. FMS1_DoeJohn_Reassignment_20130101

Supporting Documents

LastName_FirstName_ActionType_RequestedDateofAction_Doc

umentType

i.e. Doe_John_Reassignment_20140101_Memorandum

Hire Packets Unit Name_Individual Name_Position Title _VA #

i.e. FMS1_DoeJohn_Materials Handler_VA13-001

Vacancy Requests CNG 690-1

Unit Name_Position Title_Pay-Series-Grade_Vice OR New

Position

i.e. FMS1_SupplyTechnician_GS-2005-07_ViceDoeJohn

Justification/Position History

FMS#_PositionTitle_PayPlan_Grade_Vice (or)

NewPosition_DocumentType

i.e.

FMS1_SupplyTechnician_GS_07_NewPosition_Justification

Miscellaneous Actions Unit Name_Individual Name (If Req.)_Type Document

i.e. FMS1_DoeJohn_ServiceCreditDeposit

Subject Lines in Emails: The email subject line must match the above naming conventions. If sending multiple actions, the attachments must contain all the same type of action AND include the last names and first name initial of each individual + unit i.e. “Promotion for Doe (FMS 1); Smith (FMS 2)

ARMY/AIR: UNIT>CLASSIFICATION> STAFFING

ARMY/AIR: UNIT>CUSTOMER SERVICES (CS)

WRI ARMY/AIR: INFORMATION SYSTEMS> CUSTOMER SERVICES (CS)

PAY ADJUSTMENTS ( PRD "0" )

TIME OFF AWARDS

RELOCATION INCENTIVES

DETAILS

REQUEST FOR PERSONNEL ACTION (SF-52) WORKFLOWACTION ROUTING

PAY ADJUSTMENTS (PRD OTHER THAN "0")

CHANGE IN SCD

ARMY/AIR: UNIT>STAFFING

ARMY/AIR: UNIT>CLASSIFICATION

ARMY: UNIT> EMPLOYEE RELATIONS (ER)>BUDGET

AIR: UNIT>EMPLOYEE RELATIONS (ER)

ARMY/AIR: INFORMATION SYSTEMS> STAFFING

DISCIPLINARY ACTIONS (Involunatry CLG, Reprimand,

Suspensions, Abandonment of Position…)

RETURN TO DUTY (RTD)

TERMINATION

TEMPORARY PROMOTIONS AND EXTENSIONS OF TEMP PROM

RETIREMENTS

ARMY/AIR: UNIT> LABOR RELATIONS (LR)> Will distribute as needed.

NAME CHANGEEXTENSION OF TEMP EMPLOYMENT

IPPSSP & SPECIAL ACT/SERVICE AWARDS

TENURE CHANGES

RETENTION INCENTIVES

CONVERSIONS

CAO, INTER-AGENCY TRANSFERREASSIGNMENTS

PROMOTIONS

RECRUITMENT INCENTIVES

RESIGNATIONS

SEP-US

CHANGE TO LOWER GRADE (CLG)

ARMY/AIR: UNIT>CLASSIFICATION> CUSTOMER SERVICE (CS)

ARMY/AIR: UNIT>CLASSIFICATION>CUSTOMER SERVICE (CS)

ARMY/AIR: UNIT>CLASSIFICATION> STAFFING> CUSTOMER SERVICE (CS)

ARMY/AIR: UNIT>CLASSIFICATION> STAFFINGVACANCY ANNOUNCEMENTS

ABSENT - US

CHANGE IN DUTY LOCATION

APPOINTMENTS

LWOP (Personal and OWCP)

CHANGE IN WORK SCHEDULE