JBM-FUG (version 006)

HUMAN CAPITAL ENTERPRISE SYSTEM District – Field Manual

Job Bid Management

Process Guide

Access this Field Guide online from the Job Bidding toolkit in the PostalPEOPLE

website for the most current version.

JBM-FUG (version 006)

Table of Contents

Section 3 – Manual Bid Process......................................... 17

Section 4 – Scenarios, Questions and Answers............... 19 Standard Email Messaging.............................................. 20 Locating Worksheets and Requests................................ 21 Questions/Answers.......................................................... 22 Bid Equipment Problems................................................. 23

Section 5 – Exhibits............................................................. 25 A - JB-1000: Automated Posting Coversheet..................... 25 B - JB-1050: Request for Vacancy Report......................... 27 C - JB-1100: Live Bid Request........................................... 28 D - JB-1200: Request to Process Manual Bids.................. 29 E - JB-1200R Rural Carrier Bidding Results...................... 30 F - JB-1300: Bid Management/Abolish Occupied Position... 31 G - JB-1400: Qualification and Skills ................................. 32 H - JB-1500: Posting Schedules......................................... 33 J - OM-400: Position Change Request............................. 34 K - OM-500: Changes to Assignment................................ 35 L - RAR100- Authorization to Create a New Position........ 36 M - RAR200- Authorization to Convert to Full Time.......... 37

Section 6 – Additional Resources....................................... 38 Managers’ Portal (MSS).................................................. 39 WebCoins – EPAH ......................................................... 39

Section 7 – Glossary............................................................ 40

Section 1 - Automated Bid Process Overview.................. 1

Section 2 - Automated Bid Process................................... 2 Posting Schedules............................................................ 3 Vacancy Determination.................................................... 6 Posting Process............................................................... 8 Accept Bids...................................................................... 10 Bid Processing - Pre-Award............................................. 12 Award .............................................................................. 15

Introduction and Contact Information................................ ii

JBM-FUG (version 006)

Introduction

The Job Bid Management Module of the Human Capital Enterprise System (HCES) encompasses the activities involved with the placement of bargaining unit employees into bid positions.

This guide serves to provide managers and support staff with the information and guidance needed to successfully partner with the HR Shared Services Center (HRSSC) in Greensboro, NC to post and award bids for bargaining unit employees.

Contact Information

Performance Cluster Information Performance Cluster ____________________________ District HR Local Services: ____________________________ HR Generalist (Principal) ____________________________ HR Generalist ____________________________________

HR Shared Services Information HRSSC/Job Bid Management PO Box 970600 Greensboro, NC 27497-0600 HRSSC/Rural Carrier Processing PO Box 970700 Greensboro, NC 27497-0700 Outlook email:

“HRSSC JBM (Area name)”. Phone: 877-477-3273 option 5 Job Bidding lines: 1-800-222-2415 1-877-477-3273, option 2

ii

JBM-FUG (version 006)

Section

HCES Automated Bid

Management Overview

This document reflects an overview of the bidding processes, for Bid Clusters utilizing automated bidding systems (IVR, Kiosks and/or Bidding Computers).

Detailed process steps are included which reflect:

• Who is responsible for initiating action(s) • When each action occurs • When each action is due • What documents are required • Where documents are to be submitted

JBM-FUG (version 006)

Vacancy Determination

Award

Processing

Posting

Bid Cluster, PCCCcommunicates acceptance or

changes to Local Services

HRSSC

sends Draft Posting to

Bid Cluster, LS, PCCC

HRSSC sends Vacancy Report

to the Bid Cluster (cc: LS)

Bid Cluster sends Vacancy

Report and JB-1000 to

HRSSC (cc: LS) Local Services sends district

acceptance or changes to

HRSSC. HRSSC sends

Finalized Posting to

Local Services for Distribution

Local Services enters manual bids and notifies HRSSC

system transaction completed

HRSSC sends Pre-Award

Report to Bid Clusters, LS and PEDC HRSSC sends

Final Award Notice to Local

Services for Distribution

Local Services

sends Bidder Review to

HRSSC

Bid Cluster, PEDC sends

Bidder Review to Local Services

1

Revised 7/1/2007

2.5 Job Bid Management MessagingInitiated By Communication Occurrence When Attachment(s)

Com

p C

omm

.

Local Services

PED

C

JBM

Bid

Cluster

Shared Services

Posting Schedules (applicable to automated sites only)

lusters Submit Posting Schedules for All Crafts Utilizing Automated Bidding

Annually by November 30 of Each

Year.JB-1500 X

istrict Local Services

Submit when all Posting Schedules have been collected

By December 5th of Each Year. JB-1500 X

Vacanc

Bid C

D

y Determination (applicable to automated sites only)

H hared Services Dissemination of Vacancy Report to Bid Cluster

After Award of Previous Posting Vacancy Report cc X

lusters Submission of Posting instructions.Within 3 business days of Receipt of Vacancy Report

(1) Vacancy Report (2) JB-1000 cc X

R Bid Clusters Request Vacancy Report (Authorized Bid Clusters only)

At least 10 days Prior to Anticipated Date of

Posting JB-1050 X

Postin

R S

Bid C

PO

g (applicable to automated sites only)

H hared Services Send Draft Posting for Review 4 Days before Posting Opens Draft Posting cc cc X

Bid Clusters/PEDC Communication of Draft Review Results

Upon Receipt, Within 1 Business Day

(email message - no attachments required) X

ocal Services Email message of Draft Review Results

12:00 (noon) 2 Business Days before

Posting Opens

(email message - no attachments required) X

H hared Services Finalized Posting 12:00 (noon) one

Business day prior to Posting Opening

Finalized Posting X

cal Services Extended Distribution of Final Posting to Bid Clusters

1 Business Day Before Posting Opens

(1) Finalized Posting (2) Locally generated Posting

Cover Sheet (If Used)cc X

cal Services Email Message that Manual Bid Entry Complete

Within 1 Business Day of postings close N/A X

AwardH hared Services Pre-Award Notice of Senior Bidders 3 Business Days after

Posting Closes Pre-Award Report X X XBid Cluster Verification of Bidders Within 1 Business Day Bidder Verifications Xcal Services Completion of Bidder Verifications Within 1 Business Day Bidder Verifications X

H hared Services Final Awards No Later Than Wed Prior to Effective Date Award Notice X

cal Services Extended Distribution of Final Awards Upon Receipt Award Notice cc X

M sc.PEDC Communication of Demonstrable

Skills and/or Qualification ResultsWhen Result Determined JB-1400 cc cc X

Bid Cluster Send Instructions for "No Senior Bidder"/Residual Positions As Determined JB-1200 (or applicable OM

worksheet) cc cc X(Non-automated sites/processes) Communication of Local Posting

ResultsAs Determined JB-1200 (or applicable OM

worksheet) cc X

Ins tions for the completion of Job Bidding process steps are provided in the "JBM Field User Guide" located on-line at http://blue.usps.gov/hrisp/hce/toolkit_job_bidding.htm

Message Sent To

(Postings opens, employees submit bids, postings close)

(In 14 day cycles no draft posting is produced. Postings are built from vacancy report instructions provided by the Bid Cluster.)

(In 14 day cycles no draft posting is produced. Postings are built from vacancy report instructions provided by the Bid Cluster.)

R S

L

R S

Lo

Lo

R S

Lo

R S

Lo

i

truc

2

Section

Automated Bid Process Definition

This section will provide more detailed information related to the individual steps, timeframes and documentation required in the Job Bidding process for those Bid Clusters who utilize automated bidding technology and partner with the HR Shared Service Center (HRSSC) to post, process and award bid positions.

3

Posting Schedules Posting Schedules are used by automated process participants and the HRSSC for the accurate management of posting activity timelines and the communication of posting frequency.

JB-1500 Posting Schedule Worksheet Version005

DEADLINE: Submit to District HR Local Services no later than Nov 30th of each year . Local Services: Forward to HRSSC JBM mailbox for your Area when all schedules have been collected prior to Dec 5th.

Instructions: List posting schedules for each craft utilizing HCES automated bidding.Enter an opening and closing date for each posting to be created in the next calendar year .The "Comment" column can be used to indicate a variance such as a holiday extension.December posting/placement information (at the bottom) is required for all crafts.

Posting Schedules for Calendar Year

OPEN CLOSE OPEN CLOSE OPEN CLOSE5-Jan 14-Jan 5-Jan 14-Jan 5-Jan 14-Jan

Additional Comments or Instructions Additional Comments or Instructions Additional Comments or Instructions

Contact Name Contact Phone #

CITY CARRIERComment

(example) (example) (example)CommentComment

CLERK MAILHANDLERBC NumberBid Cluster Name

How are December postings/placements handled for this craft?

How are December postings/ placements handled for this craft?

How are December postings/ placements handled for this craft?

District Name Submission Date

Provide December Posting/Placement instruction

Document Open and Close dates

Posting Schedules are submitted on the JB-1500 “Posting Schedule Worksheet” annually, in November, for the following calendar year. The “effective” dates are not documented. Effective dates are determined by HRSSC based on the applicable National Collective Bargaining Agreement during posting processing .

4

Posting Schedule Process Steps: Automated Bid Cluster

In November determine posting schedules for each craft utilizing automated posting processes and offer positions for bid at least 9 times annually. Determine all postings for the next calendar year and record on the JB-1500 “Posting Schedule Worksheet”.

Required information: District Name Submission date Bid Cluster Name and BC Number Craft Opening and Closing Dates of each posting December posting/placement instructions for each craft

Effective dates are determined by the HRSSC during award processing based on the appropriate National Collective Bargaining Agreement.

Verify schedule dates and adjust for holidays. Verify Union acceptance according to local practice.

*************************************************************************************** IMPORTANT

Ensure that unique posting instructions are clearly documented in the comments section of the JB1500. December Posting and Placement instructions are required

for all crafts for which schedules are submitted. ***************************************************************************************

Submit posting schedules to your District Local Services Office no later than November 30th of each year.

Bid Clusters with crafts that have been automated but offer positions for bid less than 9 times annually, are identified and authorized by the HRSSC to utilize the “Post on Request” (POR) process. Posting schedules are not submitted for these pre-authorized automated bidding crafts. District Local Services

Gather posting schedules during November. When JB-1500’s for all automated Bid Clusters are collected, forward via Outlook email attachment(s) in excel format to “HRSSC JBM (Area name)” by December 5th. o Each JB-1500 must reflect a single BC and include all of the automated bidding

crafts within that BC. o Do not submit schedules for manual, POR or non-automated Bid Clusters.

Bid Clusters with crafts that have been automated but offer positions for bid less than 9 times annually, are identified and authorized by the HRSSC to utilize the “Post on Request” (POR) process. Posting schedules are not submitted for these pre-authorized automated bidding crafts.

5

Vacancy Determination The Vacancy Report is utilized by Bid Clusters to communicate information or changes to currently unoccupied positions in preparation for posting. Newly Established, Full Time and Part Time Regular, Vacant, Pending Qual, Residual and Withheld positions are reflected. Key Vacancy Report Elements:

Program: ZOMR_BARGAINING_UNIT_VACANCY United States Postal Service Date:05/30/2007System: PRD - 010 CA- Bargaining Unit Vacancy Report Time:12:00:53 Period: 06/15/2007 - 06/15/2007 Page: 1

BID Cluster: BC381603 - Cincinnati(OH) Bid Cluster

Post No Changes ___ Revert ___ Take no Action ___ Post with Changes ___ Changes: Position: 95074652 Vacated on: Vacated By: Occupation Code: 2310-2009 CARRIER (CITY) PS Type / PS Group: Q / 01 Job: 00050988 Posted Reason: Position Status: Posted Position Status: Craft: City Carrier Cost Center: 381622 Employee Group: Full Time Employee SubGroup: City Carriers Installation: 00028085 CINCINNATI(OH) POST OFC - INSHD Work Schedule: 0730-1600-30L-Su-ROT Organization: 00028096 NORWOOD CARRIER STATION Tour: TOUR II Day Shift Route-1: 37017 Route-2: Route-3: Route-4: Route-5: Section: Work Area-1: Work Area-2: Qualifications: LDC:21Position Comments: MUST QUALIFY FOR VEHICLE USED ON ROUTE. CMS Job Slot ID: 4587184 CMS Route(s): 03717

Post No Changes ___ Revert ___ Take no Action ___ Post with Changes ___ Changes: Position: 95075748 Vacated on: Vacated By: Occupation Code: 2310-2010 CARRIER TECHNICIAN PS Type / PS Group: Q / 02 Job: 00050989 Posted Reason: Position Status: Posted Position Status: Craft: City Carrier Cost Center: 381614 Employee Group: Full Time Employee SubGroup: City Carriers Installation: 00028085 CINCINNATI(OH) POST OFC - INSHD Work Schedule: 0800-1630-MULTI-DFLT Organization: 00028121 CORRYVILLE STATION Tour: TOUR II Day Shift Route-1: 20020 Route-2: 20019 Route-3: 19050 Route-4: 19043 Route-5: 19042 Section: Work Area-1: Work Area-2: Qualifications: LDC:21Position Comments: MUST BE ABLE TO QUALIFY FOR VEHICLE USED ON ROUTE. SKIPPER STRING 19907 CMS Job Slot ID: 4645835 CMS Route(s): 02020, 02019, 01950, 01943, 01942

Indicate posting instruction by

selecting, for each listed position,

“Post No Changes”,

“Revert”, “Take No Action”, or “Post with Changes”.

Record any necessary corrections to information in

the “Changes” area.

The displayed data reflects information as it currently resides

in the HCES system. DO NOT make changes to this data. Any corrections or additions required

are to be communicated in the “Changes” area at the upper left

6

Vacancy Determination Process Steps: Automated “Post by Request” (POR) Bid Cluster Those automated bidding clusters identified and authorized by the HRSSC to use the POR process must submit JB-1050 “Request for Vacancy Report” as a vacancy occurs that requires posting. Use of the JB-1050 worksheet by others is not permitted. When positions are to be posted, a Vacancy Report is requested from HRSSC at least 10 days prior to the anticipated posting date.

Bid Cluster submits JB-1050 “Request for Vacancy Report” to “HRSSC JBM (Area name)”

Indicate Bid Cluster and contact information Identify Craft Provide the anticipated posting date of positions Enter an email address for delivery of the Vacancy Report

The HRSSC will forward a Vacancy Report as requested. Upon receipt, the Bid Cluster completes the vacancy report as indicated and continues

with the automated process steps that follow. Automated Bid Cluster:

Bid Clusters utilizing automated bidding will receive a Vacancy Report as an Outlook email attachment upon award of the prior posting.

Review the report when received and provide instruction for each position listed. Position Status selections:

“Post No Changes” - position information is correct. “Post With Changes” – indicate changes in the area provided. (Do not

delete or make changes to report data.) “Revert”– Selected only when reversion process and union notification is

completed. (If there is a need to revert between vacancy reports use JB-1200.)

“Take No Action” – This option indicates the position is not to be posted at this time. (These positions will continue to appear on a Bid Cluster’s “Vacancy Report” each cycle until they are filled or resolved.) Examples of recurring position types:

Pending Qualification positions Residual Best Qualified

Indicate any changes to position attributes • Verify information in the position comments. • Verify schedules, days off, routes, qualification requirements, schemes, skills,

licensures, routes, LDC, etc. • Verify accuracy of position location and organizational relationship.

7

(Note: Occupation Code changes require overnight processing) Communicate any corrections in the “Changes” section located at the top of each

position. Do not make changes directly to the report data that is displayed. Save the document so that it can be attached to an email message. Reference

the “Information” section of the Job Bidding Toolkit for “save” and “attachment” instructions.

Complete JB-1000 “Automated Posting Vacancy Coversheet” (exhibit A). Enter Open and Close dates for this posting. Document any LMOU provisions affecting the posting of these positions. Provide additional comments which impact the posting.

Example: “Approved local union request to extend posting period by 1 calendar day”.

Submit the completed “Vacancy Report” and completed JB-1000 “Automated Posting Vacancy Coversheet” (exhibit A) to HRSSC via Outlook email at “HRSSC JBM (Area name)” within 3 working days of receipt. Copy your District HR Local Services office on your message.

************************************* IMPORTANT *********************************

VERIFY INFORMATION FOR EACH LISTED POSITION THOROUGHLY BEFORE SUBMITTING.

***************************************************************************************

8

Posting Process The Vacancy Notice (Bid Posting) is the document which is displayed for employees consideration. Key Vacancy Notice (Bid Posting) Elements

Posting Number and Craft

Posted Position Detail Information

Open and Close Dates

Schedule Information

Current HCES Position Number and previous CMS Job Slot

9

Review of Positions and Finalization of Posting Automated Bid Cluster:

The Bid Cluster will receive, via email, a Draft Posting approximately 4 business days prior to the scheduled opening date.

Upon receipt review positions for accuracy and indicate needed revisions. (Note: THIS REVIEW IS THE LAST OPPORTUNITY FOR

REVISIONS TO THE POSITIONS OR POSTING INFORMATION) Submit the review information via email to your District Local Services office

within one business day. Communicate instructions and/or acceptance in the body of the email message.

Note: Where 14 day bidding cycles are used, no draft posting is created. HR Shared Services will create the Final Posting from the submitted JB-1000 and Vacancy Report information. PCCC:

The PC Complement Committee will receive, via email, a courtesy copy of the Draft Posting prior to the scheduled opening date. This is the final opportunity for review of positions being posted and is provided to accommodate varying District practices. If your PCCC currently requires a review or approval of positions to be posted it is accomplished at this time. If changes are necessary they are communicated to District Local Services. Local District policy dictates this step and is optional in the overall standard process.

Local Services:

You will receive, via email, a Draft Posting approximately 4 days prior to the scheduled opening date.

Collect any feedback received from the Bid Cluster. Forward review findings to Shared Services via Outlook email message to the

“HRSSC JBM (Area name)” no later than 12:00pm ET, 2 business days prior to the posting’s scheduled opening date. Communicate instructions and/or acceptance in the body of the email message.

Note: It is recommended that the Bid Cluster’s Vacancy Report be run for identification of any positions vacated during the posting processing. Submit these positions along with review results for inclusion in the finalized posting.

HR Shared Services will finalize, and forward, the posting no later than 12:00 noon ET, one business day prior to the posting’s scheduled opening date. *************************** IMPORTANT*********************************

ONCE FINALIZED, A POSTING CANNOT BE REVISED. Posting dates cannot be extended. Positions cannot be removed

****************************************************************************

10

District Local Services: Local Services will receive the Finalized Posting via Outlook email.

Disseminate the posting to installations as needed attaching any locally generated coversheet or additional information per District practice.

Forward posting to Unions per local practice. District PEDC/Training:

You will receive a courtesy copy of the finalized Posting for planning purposes. Automated Bid Cluster:

Physically post bid Vacancy Notice (Posting) as received. Mail a copy of postings to absent employees with written requests on file. Provide Union copies per local practice.

Manual Postings in Automated Bid Clusters

Situations which require manual posting or local handling and are not automated at this time.

Best Qualified City Carrier and Mail handler PTR Maintenance (continue to utilize ABID or other current practice) Rural Carriers MVO/TTO Motor Vehicle Services Unique LMOU situations such as a city carrier route tryout period prior to

award, etc. Post these positions following manual posting procedures and local practices and communicate result to HRSSC for placement on JB-1200/1200R as applicable.

Accept Bids At 12:01am, central time, on the scheduled day, the Posting opens for employee bidding and is available immediately through automated bidding applications. Accept Bids Process Employees:

Submit requests in writing to your manager for a copy of posting(s) scheduled to open during approved absences.

Enter bids through automated processes during posting’s open period.

11

Note: EIN and PIN are required to access IVR (phone), kiosk and computer applications.

Report any problems with automated bidding equipment to your manager immediately. Refer to Q&A section later in this document for additional information.

Submit manual bid cards (ps1717) where contractually accepted per local practice. Withdraw bids via the same method in which the bid was submitted prior to postings

closing. Submit PTF Preferences in writing per local practice for eligible residual positions. Submit any required medical documentation to Local Services as District practices

dictate. Automated Bid Cluster:

Collect manual bids (ps1717) where contractually accepted and forward to District Local Services immediately upon receipt but no later than “Close of Business” the last day of the posting.

Note: When manual bid cards are accepted in emergency situations due to technical problems, etc., inform the District Local Services office as soon as possible.

Physically remove posting immediately upon closing.

District Local Services: Enter manual bid cards (ps1717) as received into the HCE system. To withdraw a bid, you must first enter and then withdraw the bid so that it is recorded

for history. Within one business day after the posting closes complete manual bid entry.

• “Tip” It is suggested that a local process be developed to verify that all manual bids have been received by Local Services prior to proceeding to the next step.

Run the “Manual Bid Entry Complete” transaction in HCES. • “Caution” Once this transaction has been completed, bid entry is no longer

possible. In the event of an emergency contact the HR Shared Service Center immediately.

Send an email message to “HRSSC JBM (Area name)” to indicate bid entry complete OR that there are no manual bids to enter.

Note: The manual bid transaction must be completed for ALL automated posting

regardless whether manual bids are accepted or not. At 11:59pm, central time, on the scheduled day, the posting closes and is removed automatically from the automated bidding applications.

12

Bid Processing

Bidder Review Process Steps Automated Bid Cluster/Local Services: Approximately 3 days after the Posting closes the Bid Cluster and HR Local Services will receive a Pre-Award Notice.

Review each Senior Bidder and indicate on the report if one of the following is appropriate:

1 ( ) Communicate if the senior bidder served in a non-bargaining, higher

level/204B capacity during the bidding period for the posting.

2 ( ) If the employee has a condition making it unlikely that he or she can currently perform the essential functions of the position, determine whether the condition is temporary or short-term, as opposed to long-term or permanent. In answering this question, you should gather information from the employee, including medical documentation. If the condition is temporary or short-term, can the employee produce medical certification indicating he/she will be able to fully perform the essential duties of the bid assignment within six months of the bid? Selection indicates the position can not be awarded at this time. Bids submitted by employees who have temporary impairments or illnesses can be disqualified if the employee cannot provide the requested medical certification identified above.

On the other hand, bids submitted by qualified disabled employees cannot be

automatically disqualified simply because the employee has permanent or long-term restrictions. Therefore, it is important to determine whether an employee with a permanent or long-term condition is disabled within the meaning of the Rehabilitation Act, and if so, whether the employee can be reasonably accommodated so as to enable the employee to perform the essential functions of the position.

Before a qualified disabled employee’s bid can be rejected because of the

employee’s permanent/long-term medical restrictions, the Postal Service must attempt to accommodate those restrictions. For a review of that process see Handbook EL-307, Reasonable Accommodation, an Interactive Process. If you are unsure whether or not an employee is disabled or what accommodations are reasonable, you can refer the employee’s bid to a Reasonable Accommodation Committee (RAC), where appropriate. See Manager’s Quick Reference Guide and Role of the Reasonable Accommodation Committee at... http://blue.usps.gov/hrisp/ser/reas_accom.htm

• Place an “X” in option 2 and document either “pending documentation” or

“pending further review by a Reasonable Accommodation Committee” in the ‘comments’ area of the report if the employee is given a period of time for submission or further consideration by the RAC will occur.

13

. These Positions will appear on the Award Notice as “Senior Bidder” with no effective date stated. The senior bidder will not be placed as successful bidder until Local Services contacts HRSSC with confirmation notice that (A) proper medical certification has been received verifying that the employee’s illness or injury is temporary in nature and that the employee will be able to perform the essential duties/functions of the bid assignment within six (6) months of the bid award, or (B) a determination has been made by the District Reasonable Accommodation Committee that the employee can perform the essential duties/functions of the bid assignment with or without reasonable accommodation.

Place an “X” in option 2 and document “select next bidder” in the ‘comments’

area if (A) the senior bidder has a temporary illness or injury, but fails or refuses to provide the requested medical certification, or (B) in the case of a senior bidder who has a permanent or long-term illness or injury, the RAC issues a determination that the Postal Service cannot accommodate the employee’s medical restrictions to allow him/her to perform the bid assignment.

Medical certification requests are tracked following current local practices

and results are communicated by the Bid Cluster to the District Local Services office. PEDC:

You will receive a copy of the Pre-Award Report. Review the bidders for current qualification status when applicable.

Where it is determined that training/qualification/skill information is not current, document the relevant information on a JB-1400, Training Qualification and Skills Worksheet and forward to the District Local Services office for inclusion with the Pre-Award review findings so the HRSSC can update the employees record prior to processing the final awards.

District Local Services:

Local Services compiles the results of the Bidder verifications performed by the Bid Cluster, RAC and/or others and forwards to “HRSSC JBM (Area name)” via email within 1 business day of receipt of your Pre-Award Report.

Where a bidder is determined to be ineligible the HRSSC will forward the Pre-Award Report again to reflect the next senior for verification.

14

Pre-Award Report The Pre-Award Report provides the opportunity for the review and verification of senior bidders prior to the final award. Key Pre-Award Report Elements

Area provided to communicate bidder information. See footnotes at the bottom.

Posting information

Explanation for the selections of options (1) and (2) listed above.

Employee’s current position

Position which employee has bid.

15

Awards The Award Notice is used to communicate selection and placement of employees into posted positions at the conclusion of bidding activities. Key Award Notice Elements

Posting Information

Position Information

Bidder Information

16

Award Bids Process Steps

District Local Services: Approximately 6 days after the posting closes, you will receive the final “Awards

Notice”. Final Pending Qualification awards are distributed upon successful completion of training.

Distribute Award Notices to Bid Clusters. Forward as required, award information to both gaining and losing facilities per

local practice. Provide written notification/instructions to successful employees per local

practice. Forward award information to Unions per local practice.

Automated Bid Cluster:

Reproduce as needed and post Award Notice upon receipt. If “No Successful Bidder” positions result from the posting, communicate processing

instructions to Shared Services. Utilize JB-1200 “Request to Process Manual Bidding Results” (exhibit D) to

communicate placement of fully qualified unassigned regular, full time flexible, etc., into residual positions.

Utilize JB-1200 “Request to Process Manual Bidding Results” (exhibit D) to communicate placement involving “employee choice” situations such as a retreat rights eligible employee, etc.

Utilize RAR-200 “Authorization to Convert to Full Time” (Exhibit M) to request PTF conversion for CA, MH and CK positions.

. PEDC:

Per local practice, notify and/or schedule employees for training, testing or skills demonstration.

Submit JB-1400 “Qualifications and Skills” (exhibit G) to notify Shared Services of all bidding related training.

Submit for: o Each qualification as it is completed. o Each skill demonstration as it occurs. o To update license information as required and/or acquired. o For employees who did not contact training/PEDC within the required 10

days, “no shows” or failures. o For an employee’s withdrawal from training and/or unsuccessful attempts.

Report % completion prior to withdrawal when applicable (ref. APWU Art. 37.3.F.7).

Employee:

Submit “Live Bid” requests in writing to your Local Services Office. Contact training/PEDC to acknowledge award and schedule training within 10 days of

award. Test, demonstrate skill and/or enter training as scheduled.

17

Section

Manual Bidding

Process This section will provide more detailed information related to the steps, timeframes and documentation required in the Job Bidding process for those Bid Clusters who do not utilize automated bidding technology, or whose bidding practices are not yet supported by the automated HCE System, and the posting and awarding of bid positions are accomplished locally. Overview Post, Process and Award Maintenance craft, MVO/TTO, MVS, Rural Routes and identified Bid Clusters who do not currently utilize the HCES job bidding system post positions through manual processes. Vacancies are posted, processed and awarded using current local practices. The awards, along with any position attribute changes made prior to posting, are communicated to HRSSC for entry into the HCE system using the JB-1200/1200R. Additionally, within Automated Bid Clusters, manual posting and processing is required for:

Best Qualified City Carrier and Mail handler PTR Maintenance (continue to utilize ABID or other current practice) Rural Carriers MVO/TTO Motor Vehicle Services Unique LMOU situations such as a city carrier route tryout period prior to award,

etc.

18

Manual Bidding Process Steps:

Vacancy Posting Manual Bid Cluster:

Create postings and post positions using current local and District practices. o The HRSSC will forward the position numbers of newly created positions to

manually bidding facilities for local posting. Mail a copy of postings to absent employees with written requests on file. Provide Union copies per local practice.

Employee: Submit manual bids locally for vacated positions during the posted dates.

Manual Bid Cluster:

Physically remove posting at the conclusion of the posting period. Collect bid cards (ps1717) or their equivalent and process locally per local practice.

Process and Award Bids Manual Bid Clusters:

Determine posting results locally. Create as needed, and post, the Award Notice. Utilize JB-1200 “Request to Process Manual Bidding Results” to communicate

placement of fully qualified, fulltime CA, CK and MH employees into posted positions and include any changes to position attributes prior to posting for bid. Submit to “HRSSC JBM (Area name)” for processing.

Utilize JB-1200R “Rural Carrier Bidding Results” for placement of fully qualified regular rural carriers

Utilize RAR-200 “Conversion to Full Time” to request a PTF conversion for CA, CK and/or MH crafts. Rural conversions to career are accomplished through the applicable PA toolkit worksheet.

Training and Pending Qualifications Pending Qualification placements are not reported to HR Shared Services until

qualification is complete and the employee is ready for placement. o Submit JB-1200 with placement information WITH the JB-1400

documenting successful completion of the pending qualification.

Employee: Submit “Live Bid” requests locally, in writing per local practice. Contact training/PEDC to acknowledge award and schedule training within 10 days of

award per local practice. Test, demonstrate skill and/or enter training as scheduled.

19

Section

Information, Questions and Answers

Information related to standard email messaging, the location of JBM materials online in the PostalPEOPLE website, and answers to frequently asked questions related to Bid Management which may not have been addressed in the process steps are included in this section.

20

21

PostalPEOPLE Toolkits Worksheets and templates are critiqued and revised frequently. The most convenient way to access and ensure you have the most current version, or get additional information about their use, is through the “Tool Kits” or worksheets link on the PostalPEOPLE website.

http://blue.usps.gov/hrisp/hce/toolkits.htm

Tip! Have them right at your fingertips. While at the “Tool Kits” page, click your right mouse button. Select “Create Shortcut”. An icon will be added to your desktop that will allow you to go directly here from your desktop.

22

Should I send messages directly to a Shared Service’s Specialist? Unless you are specifically instructed, all messages are to be sent to Shared Services as described above. Utilizing this process ensures that your messages will receive attention timely during normal operating hours. All worksheets contain instructions for proper submission. How do I know where to submit information and worksheets? Instructions for all job bidding submissions are contained in this guide. Worksheets contain information to assist with completion and submission. To avoid delays, or return of documents, submit only as instructed. Some of the terminology has changed. What does “Cost Center” mean? “Cost Center” is the equivalent of “Finance Number”. When using the online versions of the worksheets you’ll find comments imbedded which will offer assistance when passing your curser over the field. A collection of job bidding related term definitions is contained in this document in Section 7 and in the Job Bidding Toolkit under “Information”. A more comprehensive program “Glossary” is located at... http://blue.usps.gov/hrisp/hces/training/nav/index.htm I’m an automated Bid Cluster. The Final Posting contains an error how do I get that corrected? Once the draft posting report has been reviewed and HR Shared Services has finalized for distribution, changes are not permitted by the system. Care should be taken to ensure that any revisions are communicated during the draft review. Contact your District Local Services office and/or “HRSSC JBM (Area name)” immediately should an emergency occur. When an employee is separated, when will their position appear on the Vacancy Report? Positions are not available for posting until the Form 50 separating the employee has been transacted. Additionally, the effective date of the separation must be PRIOR to the opening date of the posting in order to be included. Occupied positions cannot be posted for bid. I have positions that appear on my Vacancy Report cycle after cycle. Why is this happening? This could happen for a variety of reasons. If you select “Take No Action” on your vacancy report or there is a pending decision on residual positions such as placement of an unencumbered employee, PTF preferencing or conversion, pending reversion, recruitment, being posted through a manual process such as a best qualified, or a position in pending qualification status, these positions will reflect each cycle, on each report, until the positions are filled or reverted.

23

Can Maintenance and Motor Vehicle employees use automated bidding systems? Maintenance, rural, MVO/TTO and MVS bidding is not currently supported through the HCE automated systems. Maintenance personnel will continue to utilize the ABID system (or other current local practices) to post and fill positions. The results are communicated utilizing JB-1200 “Request to Process Manual Bidding Results”. All other non-automated bidding crafts, as well as other identified manual facilities, will continue to use established processes referenced in this document. Manual posting, bidding and processing of vacancies is accomplished locally. The results are communicated to the HRSSC utilizing JB-1200 “Request to Process Manual Bidding Results”. Position changes, conversions, creation of new positions, etc., all need to be communicated to the HRSSC utilizing the worksheets and instructions provided. The “Organization Management Toolkit” , and/or the “Personnel Administration Toolkit”, provide further guidance for the management of personnel actions outside of the Job Bidding processes. I need to create and post a new position. How is that done? For both automated and manual bidding sites the new position must first be created. Complete the RAR-100 worksheet “Request to Create New Position” and submit it to your Complement Committee for processing. Once the authorization is received, HR Shared Services will create the position as instructed and it will be available for placement on a posting and can be seen through Managers’ Portal. For automated facilities the position will be included in the regular vacancy report in the next posting cycle. For manual offices the newly created position number is communicated back to the BC by the HRSSC for local posting.

Who sends the posting to employees on vacation? Each National Agreement has a provision that requires the installation head to mail a copy of postings to absent employees on approved leave who have so requested in writing, stating a mailing preference. Who places the Vacancy Notice (posting) on the bid board? The Vacancy Notice is to be placed by local management prior to opening and removed immediately after the closing dates. How do I revert a position if I use the manual processes or between automated postings? The JB-1200 “Request to Process Manual Bidding Results” is used for this purpose in the manual process. In the automated process the easiest method is to indicate the desire for reversion is on your Vacancy Report. If there is a need prior to the receipt of your next report you can follow the procedure above for manual processes. What should I do if the automated bid equipment is not functioning? Bid Cluster: Gather as much information as possible and contact HR Local Services. Information to note would include:

o Employee name, employee EIN. o Bid Cluster, Craft, and posting number. o Which system is involved (phone, kiosk, bid computer)

24

o At what juncture is the error occurring such as the system won’t accept pin, call disconnects, doesn’t display posting, etc.

o Note any “error” message(s) received. o Is this an isolated incident or has there been multiple occurrences?

(Note: After 3 unsuccessful pin attempts the system will lock the employee out for a 24 hour period.) Bid Clusters must communicate with District Local Services if manual bids are accepted due to or during the system’s malfunction. If manual bids are accepted forward them to Local Services for processing immediately upon acceptance. Local Services: Note the nature of the problem and report immediately to District IT department for investigation. If the issue cannot be resolved locally (i.e. printer paper depletion, power interruption, etc.) contact the IT Help Desk at 1-800-USPS HELP to initiate a remedy ticket.

25

Section Exhibits Section 5 contains examples of the worksheets and templates used which support the JBM module and are referenced throughout this field user guide. A brief explanation of the purpose, or use, of each document is included.

E

xhibit

A JB-1000 Automated Posting Vacancy Cover Sheet

B JB-1050 Request for Vacancy Report

C JB-1100 Request to Remain Live Bidder

D B-1200 Request to Process Manual Bidding Results

E JB-1200R Rural Carrier Bidding Results

F B-1300 Bid Management of Occupied Position

G JB-1400 Qualifications,Skills and Training

H JB-1500 Annual Posting Schedule Worksheet

J OM-400 Position Change Request

K OM-500 Changes to Assignment

L RAR-100 Request to Create New Position

M RAR-200 Authorization to Convert to Full Time

J

J

Follow this link to access all of the current worksheets.

26

EXHIBIT A JB-1000 Vacancy Report Cover Sheet

This sheet, JB1000 “Automated Posting Vacancy Cover Sheet” is required to be completed and submitted along with the Vacancy Report by automated bid clusters. It is used to capture posting information.

*1 Bid Cluster Name *2 CRAFT: Bid Cluster #Installation NameCost Center #

*3 Contact name:Contact phone #:

4

*5

Position Numberto be posted:

*

Required Fields - Please ensure all required fields are completed. Omission of information may cause delay and/or return of the worksheet.

Position changes required prior to posting (example: schedule change, days off, addition of skill or qualification, etc.)

AND/OR

SPECIAL POSTING OF BARGAINING UNIT POSITION(S) d Cluster - To request a special posting for situations outside of the n mal posting schedule, in addition to 1, 2, 3 , and 4 above,

complete section 5 and submit to HRSSC JBM mailbox for your Ar For posting of occupied positions utilize JB1300.)

eason for Special Posting

LMOU provisions or other instructions for the posting of these positions.

Version 004

JB-1000 AUTOMATED POSTING VACANCY COVERSHEET

Complete sections 1,2,3 (4 as needed). Submit with your completed Vacancy report to the HRSSC JBM mailbox for your Area.Bid Clusters are required to submit this worksheet with

Bi

R

orea. (

your Vacancy Report.

Posting Open DatePosting Close Date

Complete sections 1, 2, 3, and 4 when applicable to communicate

posting creation instructions.

Submission:

Bid Cluster – Submit with completed Vacancy Report via email to “HRSSC JBM (Area name)” , copy your HR Local Services office

27

EXHIBIT B

JB-1050 Request for Vacancy Report Bid Clusters with crafts that have been automated but whose posting frequency does not support established posting schedules, use the JB-1050 to request vacancy reports for the purposes of providing position posting instruction. Only those identified by HRSSC are authorized to submit this worksheet. V ers io n 0 0 1

> > >

In s tru c tio n s :

1 * V a c a n c y re p o rt is fo r B id C lu s te r

B id C lu s te r N a m e B id C lu s te r N u m b er

2 * C ra ft R e q u e s te d

C le rk , C ity C a rrie r, M a il H an d le r A n tic ip a te d p o stin g d a te o f p o s itio n s

3 * S e n d o u r v a c a n c y re p o rt to :P ro v id e a n em ail ad d re ss fo r d e liv e ry o f yo u r rep o rt

C o n ta c t N a m e C o n ta c t P h o n e N u m b er

D ate s u b m itte d C o m m e n ts

* R e q u ired fie ld . F a ilu re to c om p le te in fo rm a tion m a y re su lt in de la y o r re tu rn o f yo u r req u es t.

F o r B id C lu s te rs a u th o rize d to u se th is p ro ce ss H R S h a re d S e rv ice s w ill se n d a va ca n cy re p o rt a s re q u e s te d a b o ve p ro v id e d .

P o s tin g D a te

C o m p le te a re a 1 , 2 a n d 3 (m a n d a to ry fie ld s ). S u b m it yo u r re q u e s t to th e "H R S S C J B M " m a ilb o x fo r yo u r A re a n o la te r th a n 1 0 d a ys p rio r to a n tic ip a te d o p e n in g d a te fo r th e p o s tin g o f th e se p o s itio n s .

B id C lu s te r a n d C ra ft m u s t b e p re v io u s ly id e n tif ie d a s a u to m a te d b y th e H R S S C a n d a u th o rize d to u se th is w o rksh e e t.B id C lu s te r a n d C ra ft's a u to m a te d p o s tin g a n d p ro ce ss in g re qu ire m e n ts m u s t b e m e t b y cu rre n t H C E S fu n c tio n a lity .B id C lu s te r a n d C ra ft ge n e ra lly p o s ts P o s itio n s le ss th a n 9 tim e s p e r ye a r.

J B -1 0 5 0 R e q u e s t fo r V a c a n c y R e p o rt

R E S T R IC T E D U S E

U se th is w o rksh e e t to re qu e s t a va ca n cy re p o rt fo r th e p u rp o se s o f p ro v id in g p o s tin g in s tru c tio n fo r va ca n t c ra ft p o s itio n s in se le c t a u to m a te d B id C lu s te rs .

A u th o riza tio n fo r u se o f th is w o rk sh ee t is p re -d e te rm in ed a n d b a se d in p art o n th e fo llo w in g c rite ria .

Submission:

Bid Cluster – Submit via email to the “HRSSC JBM (Area name)”.

28

(EIN) Posting # Position #

Comments:

(Reserved for Future HCES Use)

Version 001

JB-1100 CRAFT EMPLOYEE REQUEST TO REMAIN LIVE BIDDERLocal Services - Upon receipt of employee's live bid requests, verify the validity, complete sections 1 and 2 for those eligible, and forward

to "HRSSC Job Bidding". File employee's written request locally.

1 *

*

* Req

Local Services Contact Name Contact phone #

2 Date Received

uired Fields - Please ensure all required fields are completed. Omission of information may cause delay and/or return of the worksheet.

Em ee Nameploy

EXHIBIT C JB-1100 Live Bid Request

Live bids are submitted to Local Services. Upon receipt, LS verifies the validity according to current practices, and submits the JB-1100 “Craft Employee Request to Remain Live Bidder” (sections 1 and 2) for eligible requests to the HRSSC for entry into the HCES.

Submission:

Local Services – Submit to the “HRSSC JBM (Area name)”. Employee’s written request is filed locally.

29

EXHIBIT D JB-1200 Manual Bid Results

The JB-1200/1200R “Request to Process Manual Bid Results” is utilized to communicate placement of bargaining unit employees outside of the automated job bidding processes. Bid Clusters who post and bid locally, Maintenance craft, MVS, MVO/TTO all currently document bidding results to HR Shared Services using this worksheet. Additionally, placement of fully qualified unassigned regulars, full time flexible or an employee exercising their retreat rights would all be examples of uses for this document as well as requesting reversion of a position. An instruction sheet is attached.

Title: Date: Telephone #:

2 *

*

*

3

Employee Name

EXAMPLE:John Q. Public 0000-0000 22222222 1234-5678 000 11-4380 1/20/2007 New off days = Sun / Mon

comments:

comments:

comments:

comments:

comments:

comments:

New Position ID Number if applicable

Cost Center #

Effective Date

Comments:

Version 005

JB-1200 REQUEST TO PROCESS MANUAL BIDDING RESULTS-RESIDUAL PLACEMENTS This is a multi-purpose worksheet: (1) Assign fully qualified unassigned employees to residual positions as a result of automated bidding in HCES; (2) Report bid

ts not supported by the automated bidding system(s) such as maintenance, small Associate Offices, etc. (3) Revert a postion in the manual process or between automated posting schedules. (Note: Full Time Rural Carrier results are reported on JB1200R.)

Bid Cluster/Submitter - Information in sections 1, 2 and 3 is required. Submit to the HRSSC JBM mailbox for your Area.

Name: Submitting Manager or Postmaster

Note:

List any position changes made at time of posting. Enter "Revert" or "withheld"

if applicable . Any changes to an occupied

MH

resul

1

position must be submitted on the JB1300.

In manually bidding facilities with employees in pending qual status, do not submit placement information until the employee completes qualification. The JB1400 Qualification, Skills and Training worksheet is required to communicate qualifications/training not reflected on the employee's profile.

CR

AFT

Cost Center # (Finance #)

This worksheet is intended for full time employees only. Utilize the "RAR-200 Authorization to Convert to Fulltime " to communicate PTF placement information.

Re* quired Fields - Please ensure all required fields are completed. Omission of information may cause delay and/or return of the worksheet.

Employee ID Number

Current Position

ID Number

New Position Occupation

Code

New Pay Location

0000001

Submission:

Bid Cluster – Forward to the “HRSSC JBM (Area name)” as local determinations and selections are made.

30

Version 005

Title: Date: Telephone #:1 *

*2 Cost Center # (Finance #)

3 * Employee Information Employee 4

Employee Name

Employee EIN #4 * Current Position Information

Current Position ID #

Current Route #5 * New Position Information

New Position ID #New EE Group/Subgroup

New Route #New Occupation Code

New Cost/Center Pay LocationEffective Date

Required Fields - Please ensure all required fields are completed. Omission of information may cause delay and/or return of the worksheet.

Current EE Group/Subgroup

Submitting Manager or Postmaster

JB-1200R RURAL CARRIER MANUAL BIDDING RESULTS e the JB1200R to document Full Time

*

Us Rural Carrier movement as a result of the bidding process ONLY .

Bid Cluster/Submitter - Information in sections 1, 2, 3, 4 and 5 is required. Submit to the HRSSC JBM mailbox for your Area.

Note: For an RCA CONVERTING TO CAREER STATUS or RURAL PTF CONVERSION

: Please fill out and follow instructions using the ‘PA Request – RCA Conversion to Career’ worksheet. For an RCA REMAINING AN RCA BUT CHANGING ROUTES: Please use OM500 ‘Changes to Assignment ’ worksheet.

Name:

Employee 2Employee 1 Employee 3

Comments or Additional Information

EXHIBIT E

JB-1200R Rural Carrier Bid Results

Results for Full Time Rural Carrier postings are submitted on the JB-1200R worksheet.

Submission:

Bid Cluster – Forward to the “HRSSC RURAL CARRIER (Area name)”, as local determinations and selections are made.

31

EXHIBIT F

JB-1300 Bid Management of Occupied Bargaining Unit Positions

Occasionally, circumstances require an occupied position to be modified to the extent that it is required to be reposted for bid. This worksheet, JB1300 “Bid Management of Occupied Bargaining Unit Position”, is used to supply the changes, posting information and instructions for assignment of the employee who is currently holding the position. In addition, the JB-1300 is to send abolished position information the HRSSC.

1 * Bid C ter NameBid C ter Number

2

luslus

* 3*

4*

5*

*

Incumbent employee information

Name of Incumbent:

Incumbent Employee ID Number:

sition Grade:

Scheduled Days:

hedule:e Number:

ganization Unit:st Center (Finance #):ction:miciled:

e:ur:ill:heme:

iform Allowance: ecial Conditions:her:

Po LDC:Occupation CodeNon-

ScRoutOrCoSeDoLicensToSkSc

Assignment of Incumbent employee (select one)

Note: Clerk craft employees are designated unassigned when posting is awarded and employee is not a successful bidder. All others become unassigned the day they no

longer hold a duty assignment.

Indicate the reason employee is Unassigned (select one)

Place the employee as unassigned in duplicate position to that which is being posted/reposted/vacated.

(10) Dispute Settlement - grievance, MSPB, EEO, etc.

Effective Date of Reassignment

Additional comments or instructions:

Version 002

JB-1300 BID MANAGEMENT OF OCCUPIED BARGAINING UNIT POSITION Bid Cluster - Complete sections 1, 2, 3, 4, and 5 and submit to "HRSSC Job Bidding".

Indic below the reason for posting/reposting/vacating this position. (select one)

Contact name:

Contact phone #:

Vacat d Position InstructionPo n Number to be Po Reposted/Vacated:

Installation Name

ared vacant as a result of non-bargaining detail in excess of 4 months

LC only) abolishment of senior carrier full time duty assignment

a result of failure to provide medical documentation

ysical Requirements ual to Specific Position:

sition will be listed in the next Vacancy Report

(04) Unassigned/Unencumbered (clerk craft only)(06) Due to long term illness or accident

(02) Duty assignment is changed requiring reposting(03) Employee on 204B/detail in excess of 4 months

(01) Duty Assignment is abolished

Place the employee as unassigned in a new position as described on attached "Position Change Request"

(08) As a result of Article 41.3.0 (NALC only)

hed, position will be listed in the next Vacancy Report

sition will be listed in the next Vacancy Report a result of involuntary reassignment pursuant to Article 12.

e to change in duty/schedule/scheme/assignment area. Must cate below all changes to position required before placement on next scheduled ting.

UnSpOt

Required Fields - Please ensure all required fields are completed. Omission of information may cause delay and/or return of the worksheet.

ate

sted/

esitio

DeclPo

(NA

As

PhUnus

If not abolisDuindi

PoAs

pos

Complete portions

1, 2, 3, 4 and 5 to request posting and provide instruction

for incumbent information.

Submission:

Bid Cluster – Submit to the “HRSSC JBM (Area name)”.

32

EXHIBIT G

JB-1400 Qualifications and Skills:

This worksheet is used to report all bid and non-bid related training, qualification and skills information to Shared Services primarily by the District PEDC.

Version 003

Em ployee Nam e: Em ployee ID Num ber:

Bid Cluster: (as listed on Posting or Award Notice)

No, not bid related. (Sk ip to "B")By Date

Yes, bid related. (answer and continue to # 1)Enter Posting #Enter PQ Position #

No, did not contact, select next bidder (Skip to "C")

Yes, em ployee contacted PEDC. (answer and continue to # 2)

No, did not report for training/skill dem onstration.. (Skip to "C")Yes, com pleted training/skill dem onstration (Skip to "B")

Yes, but did not com plete training. (answer and continue to # 3)Em ployee did not report as scheduled.Em ployee offic ially withdrew/failed prerequisite.

3. DID THE EM PLO YEE COM PLETE 4 HO URS O F TRAINING W ITHIN 5 DAYS? No, did not com plete. ( Skip to "B") Yes. (answer the following and continue to B)

W as at least 25% of qualification training hours com pleted if position listed in APW U contract? (Article 37.3.F.7)

Not applicable No Yes, com pleted at least 25% .

No, requires additional training. Yes, qualification com plete, aw ard bid.

Rem arks:

Other (Nam e):

The Postal Service Q ualification and Skills Data Base is located at - http://hrishq.usps.gov/scripts/ser/bq_alpha.cfm

Completed by: (PRINT NAME) Date transmitted to SSC Phone number:

Typing (nam e):

License (nam e):

M achine Skills (nam e):

Schem e (nam e):

Schem e (nam e):

For SSC Use O nly

PQ Processing

Pending Q ual Position T itle:

A. Is this inform ation related to a Pending Qualification Bid?

JB-1400 QUALIFICATIONS AND SKILLS TRAINING This sheet is to be used by those who m aintain an em ployee's training records to com m unicate training related activity to the Shared Services Center. P lease

follow the instructions carefully and provide all required inform ation. Subm ission instructions are attached.

Process B ids1. DID EM PLO YEE CONTACT PEDC/TRAINING W ITHIN 10 DAYS?

PA30 Update

2. DID EM PLO YEE BEG IN TRAINING O R ATTEM PT SKILL DEM O NSTRATIO N? Award Bids

B. Qualification / Training inform ation

IF ITEM(S) LISTED ABO VE ARE BID RELATED, IS EMPLO YEE NOW FULLY QUALIFIED?

C. Certification / Rem arks

Residual PQ Effective

Training/Skill/License Required (specify nam e and course # if applicable)

Qualified (specify date)

Failed (specify date)

W ithdrew /Relinquished (specify date)

Sales & Services Trng:

Submission: Instruction sheet provides submission information.

33

EXHIBIT H

JB-1500 Posting Schedules Posting Schedules are used by all automated process participants and the HRSSC for the accurate management of posting activity timelines and the communication of posting frequency.

JB -1500 P osting S chedule W orksheet Version005

D E AD LIN E : S ubm it to D istric t H R Local S ervices no la ter than N ov 30th o f each year . Loca l S ervices : Forward to H R S S C JB M m ailbox fo r your A rea when a ll schedu les have been co llec ted p rio r to D ec 5 th .

Instructions: Lis t posting schedules for each craft u tiliz ing H C E S autom ated b idd ing.Enter an opening and c los ing da te for each posting to be created in the next ca lendar year .T he "C om m ent" co lum n can be used to ind ica te a variance such as a ho liday extens ion.D ecem ber posting /p lacem ent in form ation (at the bo ttom ) is required for a ll c ra fts .

P osting Schedu les for C alen dar Y ear

O PE N C LO S E O P EN C LO S E O P E N C LO S E5-Jan 14-Jan 5-Jan 14-Jan 5-Jan 14-Jan

Additiona l C om m ents o r Instructions Additio na l C om m ents o r Instruction s Add ition a l C om m en ts or Instru ctions

C ontact N am e C ontac t P hone #

C ITY C AR R IE RC om m ent

(exam ple) (exam ple ) (exam ple)C om m entC om m ent

C LER K M AILH AN D LERB C N um b erB id C luster N am e

H ow are D ecem ber postings/p lacem ents hand led fo r th is cra ft?

H ow are D ecem ber postings/ p lacem ents handled for th is craft?

H ow are D ecem ber postings/ p lacem ents hand led fo r th is craft?

D istrict N am e S ubm ission D ate

Submission:

Bid Cluster – Forward to District Local Services office each calendar year no later than November 30th of each year for crafts who post at least 9 times annually. District Local Services – When all schedules are collected, forward via email attachments to the to the “HRSSC JBM (Area name)” no later than December 5th. (One JB-1500 per automated Bid Cluster.)

34

EXHIBIT J OM-400 Position Change Request (non-form 50 action) The OM400—Position Change Request is used by managers and/or supervisors for OM maintenance for both non-bargaining and bargaining unit positions where a form 50 action is not required. .

Version 002

* *

* * *

* * *

*****

* D

Submitting Performance Cluster Name Submission Date

Submitting Supervisor/M anager Title Phone Number

Next Higher Level Concurrence Title Phone Number

Chief Position

Employee EIN or Social Security Number

Position ID Number

This worksheet is used by offices whose personel functions have com pleted Phase 2 m igration to the Shared Services Center. Changes NOT requiring a Form 50 action m ay be accom plished utilyzing this worksheet such as a

change in schedule for a full tim e or part-tim e regular em ployee that does not require reposting, m oving casuals and/or part-tim e flexibles (PTFs) to different tours, etc. Changes resulting in a Form 50 Personnel Action m ust be

subm itted on the OM-500.

Subm it com pleted worksheet to HRSSC ORGANIZATION MANAGEMENT

OM-400 Position Change Request (Non-Form 50 Action)

Position Change(s) Requested

(found in webCOINS; examples are the identifying number that represents a post office, tour, section, finance unit, etc.)

(NOTE: Chief Position indicates an EAS or PCES employee who will act as a point of contact with the HRSSC for decision-making and adm inistrative matters pertaining to a designated group of employees.Only one chief is designated for an Organizational Unit. Com plete this block if additional chief positions should be designated or if a position should no longer be designated as chief.)

Organizational Unit Name/Number

Enter only (current and new) information that is changing. Do not enter information that is not changing.

enotes required inform ation. M issing inform ation m ay cause process delay or return of worksheet.

Comments regarding above change(s)

Effective Date

Cost Center (Fin#) of Employee/Position

Employee Name

Current Information New Information

W ork Schedule

Section/W ork Area

Operational Notes (ex. Incum bent only, etc.)

Scheme/Skill/Licence/Qualifications

Submission:

This document, and complete instructions, is provided in the “Organization

Management

Toolkit” .

35

EXHIBIT K

OM-500 Change to Assignment (form 50 action) This request must be used to request Personnel Actions for Associate Supervisors, Part-Time Flexible, Full-Time Flexible, unassigned regulars and Casual, RCA/RCR/TRC employees as a result of changes in their assignments and all reassignments.

Installation Name Cost Center Number (Fin #) Submission Date1

Submitter Name Submitter Phone Number

2 Employee Information

****

***

****

*

*

* Den

**E

Intallation Name

Occupation Code

Tour

F Offices with no email access, send hard copy to HRSSC, Organization Management,

Box 970400, Greensboro, NC 27497-0400

5 New or Changed Employee Information

Explanation of Changes

Employee Name

This worksheet is used to process changes to an assignment, position or for all re-assignments.

otes required information. Missing information may cause process delay or return of worksheet.

Group - (Designation Code)

Effective Date

Explanation of Changesxplanation of Changes

Section/Work Area

New Cost Center Number

Pay Scale

OM-500 Changes to Assignment

S it completed worksheet to "HRSSC ORGANIZATION MANAGEMENT"

Separate worksheet is required for each craft. Do not document more than 1 craft on a worksheet.

Contract Type

Position Level

Special Pay RateLDC

Pay Location

-Group (Activity Code)

Rural Route Number

Seniority DateRank

Schedule

Position Title

New Position Number

Org Unit Name

Employee EIN

Org Unit Name

Unassigned Reason Code

3 Position Information

Cost Center Number (Fin #)

Current Position Number

Org Unit Number

Em

or

PO

EE-Sub

ubm

ployee 2Employee 1 Employee 3

Org Unit Number 4 New or Changed Position Information

Skill/Scheme/LicenseQualification

Submission:

This document, and complete instructions, is provided in the “Organization

Management Toolkit”

.

36

EXHIBIT L

RAR-100 Create New Position Request This RAR request is used to communicate the need for the creation of a new bargaining unit position which may subsequently be posted for employee bid or for recruitment.

Version 003

Submission instructions: For Bargaining Positions to be posted in the automated process submit to: "HRSSC JBM (your Area name)" For all other positions being created submit request to: "HRSSC ORGANIZATION MANAGEMENT"

Performance Cluster Name: Submitter Name: Phone #

Submitting Installation Name: Submitting Cost Center # Submission Date

*****

****

***

Follow current District practices for Authorization.PCCC Member Name Title

PCCC Member Phone Number Email Address

Non-Scheduled Days

Work Schedule

List Required Scheme/Skills and or Qualifications

Comments

* Denotes required information. Missing information may cause process delay or return of worksheet.

PC Complement Committee Authorization

For Offices with no email access, send hard copy to HRSSC, Organization Management,

PO Box 970400, Greensboro, NC 27497-0400

Comments Comments

Section Name

Request #1

EE-Group-Sub-Group (Des/Act)

RAR-100 Create New Career Position for Posting or Recruitment

Org. Unit Name

Org. Unit Number

Cost Center Number (Fin#)

Number of New Positions

Pay Location

Position Title

Position Occupation Code

Craft (required if craft positions)

This worksheet is used for the creation of new career positions which will be posted for bid or offered through recruitment (eCareer). Follw current District practices for authorizations prior to submission to HRSSC .

Position LDC

Request #3Complete the appropriate sections below.

Request #2

Submission:

This worksheet and complete instructions are provided in the “Organization Management Toolkit”.

37

EXHIBIT M

RAR-200 Authorization to Convert to Full Time This RAR worksheet is used to communicate the need for the conversion of a PTF to full time status.

Version 002

Submitting Installation Name Submitting Cost Center # Submission Date

Member Name Title

Member Phone Number Email Address

Craft (one craft per sheet)

Craft Ratio Compliance: Maximization: Other:

Non-Scheduled Days

Residual Position Number

EE-Group-Sub-Group (Des/Act)

PC Complement Committee Authorization

Use a separate worksheet for each craft. Do not mix crafts on the same worksheet.

Work Schedule

Section Name

Complete information below if a new position must be created. (Not required if a residual position is being used.)

Employee EIN

Number of PTF positions to be converted:

RAR-200 Authorization to Convert to Full Time

Org. Unit Name

Org. Unit Number

Cost Center Number (Fin#)

Position Level

Employee Name

Reason Unassigned

Pay Location

Position Title

Position Occupation Code

Reason for Conversion (Select one Box)

Comments Comments Comments

Employee 1 Employee 2

Assignment to a residual position

Effective Date

Submit completed worksheet to your District Complement Committee for approval. PCCC submit upon approval to HRSSC ORGANIZATION MANAGEMENT.

Position LDC

Employee 3

Submission:

This document and complete instructions are provided in the “Organization Management Toolkit”.

38

Section

Additional Resources

The following section is included to supply information related to various systems, programs and tools accessible to Operational Managers for creating reports and/or gathering data for the management of complement and Job Bidding.

39

Additional Resources Manager Portal (MSS) This computer application is still in the “launch” stage. It functions as a communication and workflow window as well as an employee information repository for Operational and Field Managers. It supports day to day personnel and operational action/decisions.

Log on Location: USPS Intranet Homepage (Blue page) Access: Restricted to Managers designated as “Chiefs”. Available information includes:

A variety of information is available including employee emergency contact information, position and staffing data. The functionality of this tool will continue to grow as additional pieces are completed.

WebCOINS This system is utilized for complement planning, tracking and management at all levels of the organization. WebCOINS has the functionality to allow viewing of authorized staffing levels and includes detailed employee and job information which is easily accessed.

Location: http://webcoins/ Access: Restricted. Submit request for access through eAccess Forgotten password: Go to epasswordreset to reset. Training: The 4 hour DVD training (course 21201-29) is available from your local PEDC/training office. Report generation ability? Yes Available information includes:

A vast array of Complement information related to... Function, LDC, Craft, Category, Des Act, and Pay Loc Unit, Job, Pay Level, Tour, Job Title and Zone UAR’s, FTF and various employee seniority dates.

Position information such as... Vacant, Occupied, Abolished, Reverted, Unauthorized, Withheld and the status of positions such as Posted, Residual, Occupied, Vacant, etc.

Employee Personnel Action History (EPAH) EPAH is the historical repository for all electronically generated personnel actions. Once a site goes live in the HCES system the CMS and payroll’s retirement history for all active employees is transferred to the EPAH system. EPAH contains information stored on a Form 50 including Placement History, Job History and Pay for Performance/ Merit History.

Location: Employee Personnel Action History (EPAH) Access: Since EPAH contains restricted information about employee’s access is limited. Submit request for access through eAccess

40

Section

Job Bidding Glossary

Section 7 is added as reference for terms used throughout the job bidding module to assist in understanding new or changed terminology.

41

TERM DEFINITIONAbolish A management decision to reduce the number of occupied duty assignment(s) in

an established section and/or installation.

Automated Bidding The ability to submit bids for positions through the use of telephone and computer applications.

Award Notice Announcement document listing the senior/successful bidder(s) of a corresponding posting.

Best alified A selection method for identified APWU positions

Bid A request by a bargaining unit employee to be considered for a posted position.

Bid C terA

Qu

lusgroup of facilities for which all employees in each facility can bid on posted

positions at any other facility in the (bid) cluster. Seniority within a craft is defined across all facilities in the (bid) cluster.

Bid S The current status of an employee's submitted bid against a posted position.

Bid Withdrawal The act of cancelintatus

g a previously submitted bid within the open period of a posting.

Bidd g Computer A postal owned computer used bin y bargaining unit employees to submit position bids electronically

CA System identifier of City Carrier

cc (Carbon Copy) To include in correspondence, as information, parties other then the primary recipient(s)

CC Complement CommitteeCK System identifier of ClerkCOB Close of BusinessCost ente C r The equivalent of an installation's "Finance Number"

CraftPositions for which a union has secured exclusive recognition at the national level. Included are city carriers, clerks, mail handlers, rural carriers, maintenance employees and motor vehicle employees, each representing a separate craft.

Craft A two letter code that identifies the craft. Ex. CA, CK, MH, etc.

Delim To replace the end date of a validit ID

it y period of a record with one that occurs sooner than originally stated.

Draft osting Preview of a postin P g which provides a final opportunity to make changes prior to the final posting.

EE employeeEffec e Date The date on which an action is active.EG Employee Group (equivalent - Employee Designation)EIN Employee Identification Number

Eligib Bid A bid submitted b

tiv

le y a bargaining unit employee within the guidelines and timeframe set forth in the National Labor Agreements.

Eligib Bidder An emplole yee whose bid is included in the processing for a posted positions as determined by the National Labor Agreements.

ESG Employee Sub Group (equivalent - Employee Activity)

ESSEmployee Self Service - allows employees to display and maintain personal contact information, look up a colleague's contact information and access a personal workflow box

Exce Term used to describe a situation in which the number of emplo

ssyees in a section,

craft or installation, needs to be reduced more rapidly than can be effected through attrition

Exce ingThe process of reassi

ssgning an employee who has been identified as being excess

to the needs of the section, craft or installation

Finali d Posting The official document distributed and displaze yed, inviting employees to bid on vacant positions.

FTF Full time FlexibleFTR Full time Regular

HCES Human Capital Enterprise System - USPS HR computer system using SAP software to support Postal employee's Human Resource needs.

HR Generalist Human Resources Generalist - The District Human Resources contact.

Job Bidding Glossary

42

HRSSC Human Resources Shared Service Center, Greensboro, NCIncumbent An employee currently holding a duty assignmentInitial Vacancy A bid assignment, which has been newly created or newly vacatedIVR Interactive Voice Recognition

JB1000Job Bidding worksheet which is submitted (1) with a completed vacancy report that carries posting instructions. (2) The tool used to request a special posting outside of a regular posting cycle.

JB1050Job Bidding worksheet used by authorized automated Bid Clusters to request a vacancy report for the purposes of providing posting information where no posting cycles have been established.

JB1100 Job Bidding worksheet used by District Local Services to communicate Live Bid information to the SSC.

JB1200 Job Bidding worksheet used to document and submit manual bidding results, residual placements and other actions outside of the automated bidding process.

JB1300 Job Bidding worksheet used to document information necessary for the management of occupied positions.

JB1400 A worksheet used to document bargaining unit training and qualification information for HRSSC processing.

JB1500 Job Bidding worksheet used to document posting schedule information annually in November.

JBM Job Bid Management

JBM olkit Intranet site located on the PostalPEOPLE website which contains job bidding information and worksheets

Job A general classification of duties. i.e. City Letter Carrier (equivalent of Occupation Code

To

)Job ID # A number that is assigned to a job (Occ Code) for identification.

Key P sition Key Position is used as a benchmark, or model, in the creation of standard o positions.Kiosk A stand-alone computer station providing HR information and services.LDC Labor Distribution Code

LMOLocal Memorandum of Understanding - A negotiated agreement between local management and the local union and established under the provisions of Article 30 of the national a

Ugreement.

Local Services The District/PC office/department which supports and coordinates personnel activities with HR Shared Services Center, Managers and Employees.

Managers' Portal (See MSS)

Manu Bid A PS1717 or local equivalent used by bargaining unit employees to record and submit bids for al posted positions for which they wish to be considered.

Manu ding Process Bidding process which is posted and processed outside of the automated HCE sal Bid ystem and for which employee bid manually.

MH System identifier of Mail Handler

MSS

Management Self Service - The Manager’s portal provides managers/supervisors, who are designated as chiefs, the ability to log in and view information and resources to help manage their workforce, perform administrative tasks, and assist their employees with qualification and skill development.

MVO Motor Vehicle OperatorMVS Motor Vehicle ServicesNLT No later thenNOA Nature of ActionOccu ed Position A position that is currentlpi y held by an employee.

Outlook The electronic mail program used by HCES and the Postal Service to communicate and exchange documents

PC Performance Cluster

PC Complement CommitteePerformance Cluster Complement Committee - has the responsibility of reviewing all activities involving complement including movement of personnel within and outside of the PC.

PCCC Performance Cluster Complement Committee

43

PEDC Postal Employee Development Center - a District's Training DepartmentPIN Personal Identification Number

Position The defined duty assignment of a job and held by a bargaining unit employee. i.e. Job=Letter Carrier, Position=City Rte 1 ( CMS term equivalent - " job")

Posit Number A number that is assiion gned to a position for identification.

Posit Status Code Code identifying status of position i.e. 01=withheld; 02=bidding; 03=abolished, etc.

Posted Position A position that is currentl

ion

y posted for bid.Posting Close Date The date the posting closes to employee bidding.

Posti Coversheet(1) A locally generated document used by some Districts to communicate additional information beyond what is contained on the standard Vacancy Notice (posting) (2) the JB1000 is sometimes referred to as the posting coversheet.

Posti

ng

ng Number A number that is assigned to a posting for identification.Posting Open Date The date that a posting opens and is available for employee bidding.

Posti Reason The reason the position was made available for posting i.e. newly created, or vacated bng y an employee.

Posti ScheduleA listing developed in November of scheduled postings for the next calendar year (open and close dates). It is developed locally for each automated Bid Cluster by craft.

Posti

ng

ng Status method of tracking positions through the posting process PQ Pending Qualification

Pre-A ard Notice Document used to review posting results to determine senior bidder eligibility w prior to final awards.PTF Part Time Flexible

Qualification Requirements of a job or position such as specific training, skill, scheme, etc.

RAR

Resource Allocation Request. A type of worksheet requiring District Complement Committee approval that is used by the field to request the Service Center to perform actions such as conversions to full time, creation of new positions, filling bargaining non-bid vacancies, abolishing positions, excessing employees or withholding bargaining unit positions

RepoThe posting of an occupied duty assignment due to certain changes in hours, off days, or duties. (Refer to Article 37.1.H)

Residual A position which remains vacant after the completion of the voluntary bidding c

st

ycle. (Refer to Article 37.1.I)

ReveA management decision to reduce the number of duty assignment(s) in an installation when such duty assignment(s) is/are vacant.

RU S

rt

ystem identifier of Rural Carrier

Senio dder The most senior eligible bidder at the end of the bidding process on a position.

Shared Services Specialist Employee of the Shared Services Center

Skill A specific requirement of a positionSS Shared ServicesSS# Social Securit

r Bi

y NumberSSC Shared Services Center

Successful Bidder The employee who is awarded and placed into a bid position as determined by the posting process.

TDD/ Y Telecommunication Device for the Deaf/Text Telephone. Ability to communicate by teleTT phone by typing messages back and forth.

TTO Tractor Trailer OperatorUAR Unassigned RegularUnoc pied Position An position that currentlcu y does not have a holder.

Vaca y Notice (Posting) The official document distributed and displayed, inviting employees to bid on vacant nc positions.

Vacancy Report The report which lists all currently unoccupied positionsVacant Position A position that is currently unoccupied.Withhold A residual vacancy that has been identified as a position to be withheld.Work Schedule A position's hours/days worked.

last update 4/27/2007