HRSmart Common Terminology (from Appendix)

Rows

HRSmart uses effective dated rows to enter new data and retain historical data. "Add New Row" buttons are represented by the plus icon and can be found on the top right hand corner of each group box. If an employee has more than one record, the additional records can be accessed by using the scroll arrows above the "Add New Row" button or displayed at once by clicking the "View All" button.

PAR Status: PRO

Processed. A PAR transaction that has been completed and approved. Quality Reviewers have access to this function. No additional workflow approval is required. This task will automatically be sent to DFAS, if appropriate. The SF-50 can then be generated.

PAR Status: COR

Corrected. A PAR transaction that has been corrected. Only Quality Reviewers have access to this function. This signifies a 002 correction to an action.

Action

A code that represents the type of transaction being processed. For example, the action code HIR is used when hiring.

Breadcrumbs

Breadcrumbs are an HRSmart Navigation tool that allows the user to view the cascading menu history. This is displayed at the top of each page.

PAR Status: CAN

Cancelled. A PAR transaction that has been cancelled. Only Quality Reviewers have access to this function. This signifies a 001 cancellation of an action.

CDPF Edits

Central Personnel Data File. OPM edits that are run against an employee's current employment information when the user uses the Validate Edits process. These validations are also known as eHRI edits.

PAR Status: DIS

Disapproved. A PAR transaction that has been disapproved. Quality Reviewers have access to this function.

PAR Status: 1st

First Authorization. A PAR transaction that has received initial review. Quality Reviewers and HR Staff have access to this function. When 1st is selected, the task will automatically be sent to the Quality Reviewers worklist.

Empl ID

Employee ID. An Employee ID is created once a person is hired onto a position and is unique across stations. This replaces the use of VAEIN numbers.

Empl Rcd

Employee Record. An employee record represents an employment instance or appointment. The first appointment an employee is hired into is stored as Empl Record o. Any additional appointments are sequentially numbered. For example, an employee with 2 concurrent appointments will have an Empl Record 0 and an Empl Record 1.

PAR Status: INI

Initiated. A PAR transaction that is open and designated as a work in progress. Quality Reviewers and HR Staff have access to this function. An initiated status allows HR to work on the action without sending it to the Quality Reviewer's Worklist for approval.

MSS

Manager Self Service. Managers can submit requests on behalf of their employees like Retirement, Career Ladder Promotions, and Details. They can also request new positions for hiring.

Delegation

Managers can grant authority to other employees in the system to initiate and approve actions on the Manager's Direct Reports. For example, a Manager may decide to delegate authority to initiate actions to one employee and delegate authority to approve requests to another.

EHRI Edits

OPM edits that are run against an employee's current employment information when the user utilizes the Validate Edits process.

Paelet

Pagelets are displayed on the user's Dashboard. Pagelets are selected by the user and contain groups of links or notifications, such as follow-up codes. For example, one pagelet available to users contains all of the links related to the OPM Benefits information.

PAR

Personnel Action Request. The PAR Pages are a group of pages that contain all information required to generate the SF-50 and SF-52 as well as some additional employment information not printed. A PAR request can have a status of 1st, CAN, COR, DIS, INI, PRO, REQ, RET, or WTH.

POID

Personnel Office ID

PAR Status: REQ

Requested. A PAR transaction has been requested by an employee, through ESS (Employee Self-Service), or a manager, through MSS (Manager Self-Service). Quality Reviewers and HR staffers have access to this function.

PAR Status: RET

Returned. A PAR transaction that has been returned for additional information or changes. Quality Reviewers have access to this function.

Dashboard

The Dashboard is the user's homepage.

Person ID

The ID number allocated to each new individual who is entered into the system. The person ID is then used as the Empl ID when the employee has been assigned to a position.

Position Number

The Position Number is the eight-digit code that is allocated to each position and is unique across stations. This number will never be duplicated. Position Number does not equal the PD number.

Process Monitor

The Process Monitor displays the status of scheduled or running processes that have been submitted by the current user.

Reason Code

The Reason Code elaborates upon the Action Code to provide a more specific explanation for the action. For example, the Reason Code NEW is used to express a new hire.

Validate Edits

The Validate Edits process is run on PAR transactions before they are processed to ensure OPM data standards are met. When the "Validate Edits" button is clicked, the data entered is saved as a complete record.

Worklist

The Worklist is the user's electronic to-do list. All alerts, requests, and tasks are sent here. The Worklist link is found in the universal navigation headers, which is visible in all components of HRSmart.

Effective Date

The date that the transaction goes into effect.

Proxy

The employee who has been delegated to is known as the 'Proxy'. Managers can select anyone in HRSmart to serve as Proxy. See 'Delegation' for more information.

WGI Status: Waiting

The system automatically defaults an employee's WGI Status to this. When the employee's WGI Due Date is reached, a WGI row will automatically be inserted into the employee's record.

WGI Status: Created

The system automatically sets this status on the row that was current at the time the WGI was processed. The system will set the Status to Waiting on the Nature of Action (NOA) 893 row.

WGI Status: N/A

The system sets the employee's status to N/A when they reach the top step in their current grade or the position they are in is not eligible WGI.

WGI Status: Manual

This status can be sued when the WGI needs to be manually reviewed and processed. An example of this scenario is an employee with Grade Retention.

WGI Status: Denied

This status can be used to deny the upcoming WGI. The system will not automatically process the WGI with the status.

WGI Status: Postponed

This status can be used to postpone an employee from receiving a WGI until further notice. The system will not automatically process the WGI with the status.

USF

United States Federal. Many fields in HRSmart are used in both commercial companies and government agencies. USF indicates a page or groups of fields that are specific to government agency requirements.

UPK

User Productivity Kit. A web-based training tool that provides an interactive learning environment. UPK provides a guided simulation of several topics that allows for learning by performing tasks in one of three modes: See It, Try It, and Know It.

WGI Status: Approved

When a WGI has been denied or postponed, a new row should be inserted with a Status of Approved (or Waiting) and the new WGI Due Date.

PAR Status: WTH

Withdrawn. A PAR transaction that has been pulled back by the requested. Quality Reviewers and HR Staff have access to this function.

WGI

Within Grade Increase.