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This job aid helps users login to the Federal Personnel and Payroll System (FPPS) for SF-52 actions. Covers login steps, computer requirements, position changes, promotions, and more.

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Table of Contents

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  1. Table of Contents This job aid has been provided to help users learn how to login into the Federal Personnel and Payroll System (FPPS) and complete specific SF-52 actions. It is recommended that you review the first four overview sections and then jump to the section covering the specific action that you need to accomplish. Click on the section want to review to continue. FPPSRequesting Office Job Aide Awards Computer Requirements Details Logging Onto FPPS Placement In A Non-Pay Status Saving An SF-52 Position Changes or Realignment Accessing Your Queue Name Change New Appointment Retirement Promotion Track An Action Reassignment August 2004 Reassign An SF-52 Mass Changes

  2. Table of Contents This job aid has been provided to help users learn how to login into the Federal Personnel and Payroll System (FPPS) and complete specific SF-52 actions. It is recommended that you review the first four overview sections and then jump to the section covering the specific action that you need to accomplish. Click on the section you want to review to continue. Awards Computer Requirements Details Logging Onto FPPS Placement In A Non-Pay Status Saving An SF-52 Position Changes or Realignment Accessing Your Queue Name Change New Appointment Retirement Promotion Track An Action Reassignment Reassign An SF-52 Mass Changes

  3. Computer Requirements Menu

  4. 1 NASA users should access FPPS through the Agency-standard browser, Microsoft Internet Explorer 5.5 (IE v. 5 for Macs), with Java Virtual Machine enabled, although the system will work with the combination of Netscape Communicator 4.5 and Java 1.1. 2 • To enable Java Virtual • Machine on Internet Explorer • v5.5: • Go to Tools • Click on Internet Options Any Browser Window Computer Reqs (1 of 3) Menu

  5. 3. Click on the Advanced Tab 3 Internet OptionsWindow Computer Reqs (2 of 3) Menu

  6. Scroll down to the Microsoft VM heading • Click the box next to Java console enabled (requires restart) • Click OK • Restart computer 4 5 6 7 Advanced Tab of Internet Options Computer Reqs (3 of 3) Menu

  7. Logging Onto FPPS Menu

  8. Go to: • https://securefpps.nbc. • gov/ • Note that it is https: because the system is located on a secure website. • Click Logon • Your computer will have to download the applet the first time you enter FPPS, which could take a minute or two. 1 2 National Business Center’s Secure Website Login (1 of 5) Menu

  9. Enter your ID in ID field. This ID starts with NAS and usually includes your initials and a number afterwards (e.g., NASCMK1) • Enter your password in the password field. If this is your first time into the system or the first time after an ID or password reset, then the system will prompt you to change password. Passwords must be 8 characters long with alpha characters at the beginning and end and a combination of numeric and alpha characters in between (e.g., dog00dog). The system will not allow a user to reuse an expired password at a later date. • Click OK 3 4 5 Login Window Note: User IDs will expire after 90 days of inactivity. So, if you have not logged into the system in the past 90 days, then you will have to contact your local user security administrator to proceed. User IDs will be revoked after 3 invalid password attempts. Login (2 of 5) Menu

  10. 6. Click on FPPS Production 6 Login Window Login (3 of 5) Menu

  11. Always view FPPS in the maximized view so that you can see any errors that appear at the bottom of the screen. Click on the maximize button in the application window to view the full window. • On the FPPS Main Menu click on the 1-2-3 icon to obtain a queue count (the number of actions in your possession). • Note: As you navigate through FPPS, the system will use different field colors to aid you in completing the necessary information. 7 8 Main Menu Window Login (4 of 5) Menu

  12. 9. When you click the 1-2-3 button, the number of actions in each process queue will display • 10. Click OK • Note: If you have actions to sign then proceed to the accessing saved / forwarded SF-52s section, else proceed to the tracking or initiating SF-52 sections. 9 10 Process Queue Counts Window Login (5 of 5) Menu

  13. Saving An SF-52 Menu

  14. 2 • Clicking Cancel often produces a prompt to save the SF-52 • if not: • Select File from the Main Menu • 3. Select Exit & Logoff from the Drop Down Menu 3 1 Logoff Menu Window Saving a SF-52 (1 of 3) Menu

  15. If you have to log off of the system to save the SF-52, answer Yes to the prompt to exit Web/FPPS • Note: This question will not appear when clicking cancel produces an opportunity to save the SF-52. 4 Exit Window Saving a SF-52 (2 of 3) Menu

  16. 5. Answer Yes to the question: Do you want to save your changes? 5 Save Window Saving a SF-52 (3 of 3) Menu

  17. Accessing Your Queue Of Saved And Forwarded SF-52s Menu

  18. Click on Personnel • Click on Requesting Personnel Actions • Sign/Change SF52 (CHNG) • * To sign a within-grade certification or probationary notice, click on the WGSG or PBSG commands 1 * 2 3 Main Menu Window Accessing Your Queue (1 of 6) Menu

  19. Select the saved or forwarded SF-52 which you would like to review, change, delete, forward, return, or sign • Select the appropriate button from the change, delete, forward, return, sign/forward, notes and cancel options 4 5 Change List Window Accessing Your Queue (2 of 6) Menu

  20. When you select the change button this window will appear, allowing you to review and/or change the SF-52 information • 7. Click OK to continue through the screens as you would when initiating an SF-52 6 7 Requesting Office Information Accessing Your Queue (3 of 6) Menu

  21. 8. If you selected to delete an SF-52, the Delete Confirmation window will appear, prompting you to choose Yes or No to delete the item 8 Delete Confirmation Accessing Your Queue (4 of 6) Menu

  22. If you selected to sign/forward the SF-52, then the Signature Selection window will appear, prompting you to select the type of signature you would like to add to the SF-52. If you are a Requesting Office manager who is the last to sign the SF-52 before it is sent to the Human Resources Servicing Personnel Office (SPO) then you should select Requester/Authorizer signature, else select the Requesting Official signature • 10. Click OK 9 10 Signature Selection Window Accessing Your Queue (5 of 6) Menu

  23. 11. Selecting a signature type in the sign/forward process will bring up the Office Routing Path window. This window will also appear if the user selected return or forward on the initial Change List window. Choose the person to whom you would like to forward or sign/forward the SF-52 by entering an “F” in the Action Field before their name. Each center has its own SF-52 routing policy, but generally the line manager forwards it to a directorate manager who forwards it to HR’s SPO. Please refer to your local policy for who you should select. 12. Enter a “K” in the Action Field before the name of any person to whom you would like to send a courtesy copy of the SF-52 13. Click OK 12 11 13 Office Routing Path Window Accessing Your Queue (6 of 6) Menu

  24. New Appointment Menu

  25. Click on Personnel • Click on Requesting Personnel Actions • Select Initiate SF52 (INIT) 1 3 2 Main Menu Window New Appointment (1 of 11) Menu

  26. Click the ‘Hiring an employee’ drop down • Select Appointment- Permanent • 6. Click OK 4 5 6 Initiate Action Selection Window New Appointment (2 of 11) Menu

  27. 7. Either enter the Social Security Number (SSN) of the new employee or click the Name button and enter his last name 8. Click OK 7 8 Employee Identification Window New Appointment (3 of 11) Menu

  28. Enter the new employee’s first and last • name • 10. Click OK 9 10 Employee Name and SSN Window New Appointment (4 of 11) Menu

  29. Verify or enter the correct organizational information for the employee. • Note: The Department code identifies the Agency, NASA. The Bureau identifies the center. NASA does not use the subbureau code, and so it is always 00. The Organization code identifies the office at your center. If you have access to multiple organizations, then you can enter the appropriate code directly into the field or use the drop down menu to find it. • 12. Click OK 11 12 Office ID Window New Appointment (5 of 11) Menu

  30. Either enter the proposed effective date for the transaction into that field or click the drop down menu to bring up a calendar from which to choose it • Type in the name and phone number of the point of contact for the SF-52 into those fields • 15. Click OK 13 14 15 Requesting Office Information Window New Appointment (6 of 11) Menu

  31. If the employee will fill a position which is already vacant in the system, because it was vacated by someone else and held open, then select Yes to the associated question and choose the position from the Vacant Positions list that will appear after you click OK. • 17. Click OK 16 17 Window New Appointment (7 of 11) Menu

  32. If you did not select a position from the Vacant Positions list, then you must enter the Position Title, Organization Code, Pay Plan, Duty Station Code, and Grade into those required (white) fields on this screen. If you did select a vacant position, edit those fields as necessary • Click OK 19 18 Position Information Window New Appointment (8 of 11) Menu

  33. If you have completed your input or review of this SF-52, then select sign/forward to proceed to the signature selection screen. Initiators may only have the option to forward to the requesting manager. • Note: Saving the SF-52 will keep this action in your Sign/Change SF52 (CHNG) queue rather than forward it to someone else. • 21. Click OK 20 21 Sign/Forward Window New Appointment (9 of 11) Menu

  34. Managers can sign the SF-52 as either the requesting official or the requesting and authorizing official. Whoever by local policy is the final manager to review this SF-52 prior to sending it to HR should sign as the requesting and authorizing official. • 23. Click OK * 22 23 Signature Selection Window New Appointment (10 of 11) Menu

  35. Select the next person who should receive this SF-52 per local policy by typing an “F” into the action field before his name • Note: You may send a courtesy copy to anyone on your SF-52 routing path by typing a “K” in the action field prior to his name. • Click OK to forward this SF-52 to the person(s) selected 24 25 Window New Appointment (11 of 11) Menu

  36. Promotion Menu

  37. Click on Personnel in the toolbar • Click on Requesting Personnel Actions • Select Initiate SF52 (INIT) 3 1 2 Main Menu Window Promotion (1 of 10) Menu

  38. Click on the ‘Hiring an Employee’ drop down • Select Promotion (Temporary or Permanent) • Click OK 4 5 6 Initiate Action Window Promotion (2 of 10) Menu

  39. 7. Either enter the Social Security Number (SSN) of the affected employee or click the Name button and enter his last name • Note: Entering an asterisk (*) after a partial SSN or name will tell the system to search within your access area for all employees who have names or SSNs beginning with the information entered. For example, an entry of 444* will result in a search for all employees with SSNs starting in 444 within your access area. • 8. Click OK 7 8 Employee Identification Window Promotion (3 of 10) Menu

  40. 9. Verify or enter the correct organizational information Note: The Department code identifies the Agency, NASA. The Bureau identifies the center. NASA does not use the subbureau code, and so it is always 00. The Organization code identifies the office at your center. If you have access to multiple organizations, then you can enter the appropriate code directly into the field or use the drop down menu to find it. 10. Click OK 9 10 Office ID Window Promotion (4 of 10) Menu

  41. Either enter the proposed effective date for the transaction into that field or click the drop down menu to bring up a calendar from which to choose it • Type in the name and phone number of the point of contact for the SF-52 into those fields • Click OK 11 12 13 Requesting Office Information Window Promotion (5 of 10) Menu

  42. If the employee will retain his same position after the promotion, click Yes to the action box associated with this question, else no. Steps 15 and 16 are not necessary, if you selected Yes. • If the employee’s old position will be filled at a later date, select Yes in the action box next to the associated question. • If the employee will fill a position which is already vacant in the system, because it was vacated by someone else and held open, then select Yes to the associated question and choose the position from the vacant positions list that will appear after you click OK. • Click OK 14 15 16 17 Position Management Window Promotion (6 of 10) Menu

  43. Adjust the Grade/Step of the employee and any other fields that need adjustment • * Enter the position description number, if required by your center • 19. Click OK * 18 19 Position Information Window Promotion (7 of 10) Menu

  44. 20. If you have completed your input or review of this SF-52, then select sign/forward to proceed to the signature selection screen. Initiators may only have the option to forward to the requesting manager. • Note: Saving the SF-52 will keep this action in your Sign/Change SF52 (CHNG) queue rather than forward it to someone else. • 21. Click OK 20 21 Options Window Promotion (8 of 10) Menu

  45. 22. Managers can sign the SF-52 as either the requesting official or the requesting and authorizing official. Whoever by local policy is the final manager to review this SF-52 prior to sending it to HR should sign as the requesting and authorizing official. • 23. Click OK * 22 23 Signature Selection Window Promotion (9 of 10) Menu

  46. 24. Select the next person who should receive this SF-52 per local policy by typing an “F” into the action field before his name • Note: You may send a courtesy copy to anyone on your SF-52 routing path by typing a “K” in the action field prior to his name. • 25. Click OK to forward this SF-52 to the person(s) selected 24 25 Office Routing Path Window Promotion (10 of 10 ) Menu

  47. Reassignment Menu

  48. Click on Personnel in the toolbar • Click on Requesting Personnel Actions • Select Initiate SF52 (INIT) 1 3 2 Main Menu Window Reassignment (1 of 12) Menu

  49. Click on the ‘Hiring an employee’ drop down • Select Reassignment • Click OK 4 5 6 Initiate Action Window Reassignment (2 of 12) Menu

  50. 7. Either enter the Social Security Number (SSN) of the affected employee or click the Name button and enter his last name • Note: Entering an asterisk (*) after a partial SSN or name will tell the system to search within your access area for all employees who have names or SSNs beginning with the information entered. For example, an entry of 444* will result in a search for all employees with SSNs starting in 444 within your access area. • 8. Click OK 7 8 Employee Identification Window Reassignment (3 of 12) Menu

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