AutoRPA Roles & Responsibilities Training

1. AutoRPA Roles & Responsibilities Training JTF, J1 Human Capital Office July 2012

2. What is AutoRPA? • AutoRPA is the JTF CapMed-centric system used for RPA creation within AutoNOA • AutoNOA (Automatic Nature of Action) is a computer program that automates personnel actions and enters information into DCPDS for processing • Streamlined process used to submit personnel actions that will result in: • All actions being processed online • Status of actions now able to be tracked • Eventual elimination of RPA worksheets • As of June 1st, AutoRPA will be used for all personnel actions

3. AutoRPA Overview: Two Sections • Recruit/Fill • Specific section for all recruit actions requiring RPMB approval • Has preset boxes for data fill-in • Has mandated path to replicate normal approval process • Other RPAs • Any actions that don’t get submitted through the Recruit/Fill process are submitted through the Other RPA section of AutoRPA • This includes details, incentives, realignments, reassignments, LWOP, etc. • One RPA worksheet replaces the original two worksheets • All documents are uploaded to the AutoRPA site and can attach additional documentation as necessary

4. Recruit/Fill Actions/Roles and Responsibilities • Below are the key players in the AutoRPA approval process for a recruit fill request • This process is shown in sequential order by key player:

5. Role1: Managers/Admin • Managers/Admin are the initial kick off to the AutoRPA recruit fill process • Responsible for completing all parts of the manager section • General information • Position and Organization information • Funding information • Justification for position • Must ensure that the data submitted is accurate and the information included justifies the request

6. Role 2: HR Liaisons • As subject matter experts for internal MTF recruitment action processes, the HR liaisons have a vital role to fulfill as they validate the data submitted • Responsible for reviewing the Managers/Admin input to ensure the data is correct • Time to review: 2 working days • If complete, approve and send request to next step • If incomplete, provide comments on what information is missing and return to Managers/Admin

7. Role 3: Manpower • Responsible for validating the billet number entered by the Managers/Admin and ensuring that it is vacant • Time to review: 3 working days • If position is valid, approve and send request to Resource Management • If position is not valid, provide comments on what alternative positions are available on the IMD and return to Managers/Admin

8. Role 4: Resource Management • A vital piece to a request being approved is the availability of funding to support that position; validating the cost is the role of Resource Management • Responsible for reviewing the Funding information sections to ensure the data is correct • Time to review: 5 working days • If funding is available, indicate what type of funding is available and submit request to Local Board (next step) • If funding is not available, provide comments on why and send back to the Managers/Admin

9. Role 5: Local Position Management Board • Before the request is presented to the RPMB it first must be critically reviewed at the Local Board level. Be sure to exhaust all possible options to fill the request at the local level (ex. shift a similar position from another dept) before moving the request up to the RPMB • Responsible for reviewing the justification for position section to ensure the justification is comprehensive • If the justification needs more work, send back to the Managers/Admin • If approved, submit the request to the RPMB • If not approved, send back to the Managers/Admin with reason it was not approved

10. Role 6: Regional Position Management Board • RPMB is the final step in the recruit fill request approval process • Responsible for reviewing completed AutoRPA package to decide if the recruit fill request is: • Approved • Conditionally approved • Returned • Disapproved • If approved or conditionally approved, submit to the Civilian Human Resources Center (CHRC) • All other decisions,send back to the Managers/Admin with reason it was not approved

11. Role 7: Civilian Human Resources Center (CHRC) • Once the RPMB approves the request in AutoRPA, the RPA is automatically created by the AutoRPA program and sent to the CHRC inbox • AutoRPA puts the RPA number on the status page so managers/admin can find their approved actions and track their progress in Portal • HR Specialists in the CHRC begin working the RPAs from the CHRC inbox

12. AutoRPA Approval Process 1 Yes, Approved 2 Request Returned Yes, Approved 3 Request Returned Yes, Approved No, Disapproved 4 Request Returned Yes, Approved 5 Request Returned Yes, Approved 6 Request Returned Yes, Approved 7

13. Getting Started… • Go to https://nccpoc.ria.army.mil/AutoRPA/HOME/Default.aspx • Click on “JTF CapMed” to begin AutoRPA

14. Recruit Fill

15. Manager/Admin Section 1 • Manager/Admin Role • Managers/Admin are the initial kick off to the AutoRPA recruit fill process • Managers/Admin need to ensure that this section is fully completed and all information is accurate

16. Manager/Admin Section • Manager/Admin Role 1

17. Position and Organization Information 2 • Manager/Admin Role • Managers/Admin must complete the position and organization information section • This is the same information that would be entered on an RPA worksheet • This section provides critical information to HR to assist with ensuring future recruiting planning actions are successful

18. Position and Organization Information (Part 1) • Manager/Admin Role 2

19. Position and Organization Information (Part 2) • Manager/Admin Role 2

20. Funding Information 3 • Manager/Admin Role • Managers/Admin must identify how much the position(s) will cost including information on funding availability and what type of funding will be used for the requested position(s) • Cost is a critical aspect considered when approving requests; if you do not have funds available be sure to include how your department plans to off-set costs to help cover the position

21. Funding Information • Manager/Admin Role 3

22. Justification for Position 4 • Manager/Admin Role • This section is key to request approval; Managers/Admin need to ensure the explanation goes into enough detail and clearly lists why the position is needed/critical to the mission • Before you submit the request ensure you have exhausted all other options to cover this workload (i.e. shift work duties, find an overage from another department, look for assets regionally, etc.)

23. Justification for Position • Manager/Admin Role 4

24. Levels of Approval 5 • Once the Managers/Admin have completed the recruit fill form, it then goes through a five tier approval process • HR Liaisons • Manpower • Resource Management • Local Position Management Board • Regional Position Management Board

25. Levels of Approval • HR Liaison Role • Manpower Role • Resource Management Role 5 • Local Position Management Board Role • Regional Position Management Board Role

26. Tracking of Actions in AutoRPA • All requests are given an individual ticket number and time stamp of when request was submitted • Only the manager/admin who created the action can see it all the way through the process • Representatives for each role will only be able to see the action when it is in their section • RPA number will appear on the “View Completed Request” page once it has been created • An email is sent when an action moves from one role to another • For example, when an action is sent from the Manager/Admin to the HR Liaison, all HR Liaisons will receive an email notifying them of the arriving action

27. Example of Request Tracker

28. Example of Completed Requests

29. Other RPAs • The current RPA worksheet process is being retired as of June 1st • The information on the worksheets is now either on AutoRPA in the Recruit/Fill section or in the Other RPA section • All non-recruit/fill actions will be submitted through AutoRPA

30. Other RPAs

31. Non-Recruit Actions Requiring RPMB Approval

32. RPA Worksheet for Non-Recruitment ActionsRPMB Approval Required

33. Non-Recruit Action Not Requiring RPMB Approval

34. RPA Worksheet for Non-Recruitment ActionsRPMB Approval Not Required

35. Non-Recruit Action Not Requiring RPMB Approval

36. Request for Incentive-PDPP

37. JTF CapMed Service Agreement - Incentives

38. Summary • AutoRPA will be used for all personnel actions starting June 1st • Creates a streamlined, more efficient process for recruit action lifecycle • With your help we can ensure the AutoRPA process is successful All questions on the AutoRPA process can be directed to the J1 Human Capital Office JTF-CAPMED-HumanCapitalOffice@health.mil

39. Questions?