Performance Award Calculation Tool

1. Performance Award Calculation Tool Supervisor Instruction Manual May 2011

2. Introduction In accordance with NPR 3430.1C, Centers are required to identify, on an annual basis, percentages or a range of percentages of salaries for performance awards. These percentages are directly linked to each of the 3 highest performance ratings (currently Distinguished, Accomplished, Fully Successful). In support of this NPR and to assist managers with the calculation of performance awards for their employees, a calculation tool, the “Performance Award Calculation Tool” is available. It IS intended to calculate all performance awards, including cash, Time Off, and a combination of both. It is NOT intended to calculate or be used, this year, for Special Act Awards.

3. Introduction (cont.) This tool allows you to: • Enter a monetary budget for cash awards • Calculate the % appropriate for the rating • Capture Quality Step Increases (QSI’s) • Capture data for those employees who will not receive a performance award

5. The URL to access the Tool is: https://pact.gsfc.nasa.gov/ • After typing the URL, the login page will appear. To login: • Type in your Agency User ID (AUID) and Password. • Click Enter. • Regarding Passwords: • AUID Password is used to access PACT. For more information: https://idmax.nasa.gov • Standard password guidelines apply: minimum of 8 characters, 1 UPPER CASE, 1 lower case, 1 number, and 1 character included • Once you reset your 1st password upon initial login, this password is valid for 90 days. • After 90 days, access will require you to enter your Windows ID and current password. The system will immediately prompt you to reset the password. This password will be valid for an additional 90 days. You do not need to contact the Help Desk to have it reset. • NOTE: User Manual link can now be accessed from the main login screen of Pact. It is located on the menu bar in-between Home and Log Off. Clicking on the User Manual link will open a presentation that contains information on accessing and using PACT.

7. This is the Main Menu. It contains: • Home – click to select choices – Add/Update Awards Budget and Display Employee Award Plans – these are the same two choices that are available below the menu bar and are listed as text hyperlinks. Additional information on these selections is listed below. • Reports – click to select the Employee Award Plans report. The report provides a filter to limit the data returned and it can be displayed within PACT or exported to Microsoft Excel. • Administration – This selection is only available to OHCM personnel with an admin role. Authorized users can click to select choices – Enter Rating Percentages, Add to the Exception Table, User Maintenance, and Supervisor Maintenance. End-users who do not have an admin role will not see this selection available to them. • User Manual – click to open a PowerPoint presentation that contains information on accessing and using PACT • Log Off – click to log off and exit PACT • From Home on the main screen below the menu bar, you have two options to select: • Add/Update Awards Budget: Click this selection to enter the funding you’ve allocated for monetary performance awards for your employees only. (Remember: depending on your directorate practice, you’re total monetary allocation may be for both Performance and Special Act Awards. Do not include any funding for Special Acts here.) • Display Employee Award Plan: Click this selection to begin the calculation process of a performance award for each employee. • NOTE: You will be returned to this Main page of PACT (shown in the screenshot): • after completing your plan; or • selecting Home; or • if the session timed out after 15 minutes of non-use (requires user to re-login) • A. Let’s 1st select Add/Update Awards Budget

8. Icon to delete entry. Click to delete org code and budget. Icon indicating comments are present. Click to view comments.

9. To Enter Initial Budget: • NOTE:Your supervisory role will dictate how many organizations you will see and have access to (the supervisor to supervisor mapping feature will filter the employees that you will see further if this applies to you): • Branch Head – your branch employees only • Division – all your division and branch employees • Directorate – all directorate, division, branch employees) • Select the Org. Code, Performance Year and enter your Budget (for example, 9,000 or 9000. No special characters are required). Enter any comments or notes in the Comments text box. • Click the Add Organization Budget button. You will then see the amount populated next to the organization you selected. • Repeat steps for all applicable organizations. • Select Home to return to the main menu. • If you are satisfied with the budget reflected, click Home to return to the main menu – PACT has saved your changes automatically.

10. To Edit Budget Amount: • Type in dollar amount under New Awards Budget. Once the amount entered is correct for your org. code you are done. • Click Update Awards Budget button. • NOTE: Enter the full amount of the new budget in the New Awards Budget field. (Example: To increase the budget from 12,000 to 14,000, enter 14,000 in the New Awards Budget field.) It will then refresh and populate under Current Awards Budget. If adjustments to the amount are needed at a later time, type the new amount under New Awards Budget. We recommend adding a comment each time an adjustment occurs, should reference be needed at a later time. Comments entered previously can be viewed by clicking on the Comment button to the right of the Comment text box. • Select Home to return to the main menu. • To Delete an Org. Code Budget Amount: • Click the Delete button. A window will display prompting the user to click OK to confirm the delete or Cancel to return. • Click OK to confirm delete. Record is deleted. • Repeat steps for all applicable organizations. • Select Home to return to the main menu.

11. We return to the main menu. B. Select Display Employee Award Plan link.

12. Icon to sort columns

13. The Employee Awards Plan screen reflects each employee you supervise (The employee list is based on the employees assigned to you from WebTads approval, employees that have been mapped to you as exceptions not reflected in WebTads and setup by PACT admins (i.e. matrixed employees), or supervisors of supervisors setup by PACT admins. If an employee is showing up in your listing who should not be there or you are missing an employee, please call the FSO helpdesk at 301.286.4436 and place a ticket to have it corrected). • The screen is broken down into three key areas: • Budget Status section, displays the Total Cash Award Budget for your Code, the Total Cash Awarded, and the Remaining Cash Available. • Cash Balancer button which is used to apply any remaining cash award budget to employees that have been rated. This allows you to zero out your cash award budget. • Columnar employee data table where employees are selected to rate. It includes: • Clear Award Data - clear the calculated award information for one employee; or you may click Select All to delete all calculated employee award data • Award status: • Completed - calculation is complete • In Progress - calculation is not finalized • Not started - calculation has not yet begun • Grant Award: • Yes - this employee will receive a performance award • No - this employee will not receive a performance award • Last Name - last name of employee

14. First Name - first name of employee • Org. Code - home organization • Salary - Annual salary (including locality) • HR Rate - hourly rate for calculating time off • Performance year - current performance year for calculations • Rating - current performance rating of record • Award Percentage - the award percentage tied to or within the range of the rating • Max Amount - maximum amount of performance award employee may receive • Type - type of award employee will receive (cash, time off, combination of both) • Hours – number of hours of time off employee will receive • Time Off Monetary Equivalent - the monetary equivalent of time off hours the employee will receive for award • Cash Amount - the cash amount employee will receive for award • Comments - comments about employee action entered on the award screen (if applicable – not a required field) • C.Identify the 1st employee you want to calculate a performance award for and click the Yes hyperlink in the Grant Award column to grant a performance award.

16. The Add Employee Awards Plan screen displays the employee record. • The screen is broken down into five key areas: • Budget Status section, displays the Total Cash Award Budget for your Code, the Total Cash Awarded, and the Remaining Cash Available. • Back to Listing and Delete Award Data buttons. If the wrong employee was selected, click the Back to Listing button to return to the previous screen. If you want do delete the award data previously entered for the employee, click the Delete Award Data button. • Columnar employee data table with an overview of the selected employee • 4. Employee Award Plan input form includes: • Select Current Performance Year • Select Performance Rating (there are percentages tied to each rating as a basis for calculating cash award from the employees annual salary – NOTE: User can input a percentage within the range for the selected Performance Rating with sensitivity to the thousandths): • Distinguished - (Level 5). Performance when all elements are rated Significantly Exceeds Expectations. • Accomplished - (Level 4). Performance when all elements are rated no lower than Exceeds Expectations. • Fully Successful - (Level 3). Performance when no element is rated below Meets Expectations.

17. Calculate the award distribution (cash, time off, or combination of both). If TimeOff composes award, select the hours from the Hours dropdown. • Enter Comments if you want to document anything tied to the employee and/or award. • Save action upon completion – Save draft to come back later, Reset to start over, or Save Final to complete your award plan for the employee. Clicking Save draft or Save Final will return you to the previous screen. • 5. Log section displays a history of Comment, Entered by,Date Entered, and Action. • NOTE: Click Delete Award Data button to clear all data. • If, during your calculations of monetary performance awards, the system determines you have exceeded your monetary budget, an error message will pop up. You have the choice to: • Adjust an employee’s monetary performance award • Adjust your total monetary budget. • You will need to correct the error by addressing one or both of the items listed above in order to save the record. • Once completed, click the Save Draft button to save your progress on the employee award and come back to it later or Save Final button to complete your employee award for the employee. You will be returned to Employee Award Plan screen. Your input will be reflected in the plan next to the employee’s name. Any comments will also be identified by the Comment icon. Clicking the Reset button will clear all of the inputs on the form.

18. Icon to sort columns You will be returned to the Employee Awards Plan to continue the process with all other employees. D. Identify another employee you want to calculate a performance award for and this time click the No hyperlink in the Grant Award column to go to the Employee Award Plan No Award screen.

20. The Employee Award Plan No Award screen displays the employee record. If the employee is NOT getting an award, this screen will appear. • The screen is broken down into three key areas: • Back to Listing and Delete Award Data buttons. If the wrong employee was selected, click the Back to Listing button to return to the previous screen. If you want do delete the award data previously entered for the employee, click the Delete Award Data button. • Columnar employee data table with an overview of the selected employee • Employee Award Plan No Award input form includes: • Select Current Performance Year • Select Performance Rating: • Distinguished - (Level 5). Performance when all elements are rated Significantly Exceeds Expectations. • Accomplished - (Level 4). Performance when all elements are rated no lower than Exceeds Expectations. • Fully Successful - (Level 3). Performance when no element is rated below Meets Expectations. • Needs Improvement – (Level 2). Performance that does not fully meet the performance standards for the element. • Unacceptable – (Level 1). Performance when any critical element is rated Fails to Meet Expectations. • Not Rated – No rating given to the employee.

21. 4. Select Reason • We strongly recommend documenting a reason for not providing a performance award for any of the ratings listed above, especially for Fully Successful rated-employees. (receiving Special Act, etc.). • If you select Other, the comment block is a required field. • 5. Once completed, click the Save button. You will be returned to Employee Award Plan screen. Your input will be reflected in the plan next to the employee’s name. Any comments will also be identified by the comment icon. Clicking the Reset button will clear all of the inputs on the form. • NOTE: • There may be a variety of reasons an employee is not eligible to receive a cash and/or time off performance award • The employee is receiving a QSI for the same performance rating; or • The employee has committed egregious misconduct (not performance-related) (if unsure this applies to an employee, contact Christina Lafountain, 301-286-3729); or • Employee received a “Needs Improvement” or “Unacceptable” rating • An employee may not necessarily receive a cash and/or time off performance award if: • Employee was promoted during the current performance period. The supervisor has the discretion based on when the employee was promoted. If the supervisors still wants to give the employee an award (perhaps a lesser amount?), the supervisor may grant a Special Act Award.

22. You will be returned to the Employee Awards Plan to continue the process with all other employees

24. E. Printing a report. • At anytime using PACT and from any screen, you can access the PACT Reports. Currently, there is only one report available – Employee Awards Plan Report. • The report can be accessed from the PACT menu bar. Mouse over Reports on the PACT menu bar and click on Employee Awards Plan Report. • The Employee Awards Plan Report displays in a filter-ready mode. • Click the Enter button below the filter boxes to run the report wide open for the employees that are assigned to you. The report will display on the same page. • If you want to filter your results, enter criteria in any of the boxes. Text boxes are wildcard ready (i.e. If you want all employees with a last name that starts with S, enter the letter S and click the Enter button to filter the report. Available filters are: • Award Status – Not Started, In Progress, Complete • Award Granted – Yes, No • Last Name – Employee last name – wildcard ready • First Name – Employee first name – wildcard ready • Org. Code – Home organization – wildcard ready • Rating – Fully Successful, Accomplished, Distinguished, None, Needs Improvement, Unacceptable, Not Rated • Type – Cash, Time-Off, Both, None, QSI • Click the Enter button to execute the report with the criteria in the filter box (all empty selections in the filter boxes will return ALL records). Click the Reset button to reset the filter boxes on the report to its original filter-ready condition (any previous run report data will remain on the report screen, until the Enter button is clicked again).

26. When the Enter button is clicked, the report displays. The end-user can analyze the report within PACT, print the data using the print functionality of the web browser, or export it to Excel. • The report will display the following: • Award Status • Award Granted • Last Name • First Name • Org. Code • Salary • HR Rate (Hourly Rate) • Schedule (Work Schedule) – F = Full-time, P = Part-time, I = Intern • Fiscal Year • Rating • Max Amount – Maximum award amount (Grand total at the bottom of the report) • Type • Hours – Number of hours awarded (Grand total at the bottom of the report) • T.O.Amount – Time Off Amount is the product of HR Rate and Hours (Grand total at the bottom of the report) • Cash Amount – Cash award amount (Grand total at the bottom of the report) • Award Percentage – Award percentage given (Average award percentage for awarded employees on Grand Total line) • Comments – Comments entered will be listed • NOTE: The Ratings and Award Percentages assigned to employees are sensitive information and should be protected in the same manner that any other sensitive information is protected.

27. To Print, select Print from your internet browser print function and print out a hardcopy of the report. To export it to an Excel file, click the Excel Export button on the report and follow the prompts and windows to save the file to your computer. The saved file is opened in Microsoft Excel.

28. Final Items • Exiting • To Exit PACT, click the Log Off button on the PACT menu bar • End-users will experience a time-out condition if there is no activity within PACT for a period of 15 minutes. After 15 minutes of inactivity the end-user will be prompted to re-login. • Availability • PACT will be available for end-users in Fiscal Year 2011 from May 2, 2011 through September 30, 2011

29. Resources Project Manager: Cheryllynn Rosanova 301.286.4832; cheryllynn.m.rosanova@nasa.gov Technical Support (FSO help desk): 301.286.4436 Training: Administrative Officer for your organization