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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

Introduction and Contact Information................................ ii Section 1 - Automated Bid Process Overview.................. 1 Section 2 - Automated Bid Process................................... 2

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

Section 3 ­ Manual Bid Process......................................... 17 Section 4 ­ Scenarios, Questions and Answers............... 19

Standard Email Messaging.............................................. Locating Worksheets and Requests................................ Questions/Answers.......................................................... Bid Equipment Problems................................................. 20 21 22 23

Section 5 ­ Exhibits............................................................. 25

A - JB-1000: Automated Posting Coversheet..................... B - JB-1050: Request for Vacancy Report......................... C - JB-1100: Live Bid Request........................................... D - JB-1200: Request to Process Manual Bids.................. E - JB-1200R Rural Carrier Bidding Results...................... F - JB-1300: Bid Management/Abolish Occupied Position... G - JB-1400: Qualification and Skills ................................. H - JB-1500: Posting Schedules......................................... J - OM-400: Position Change Request............................. K - OM-500: Changes to Assignment................................ L - RAR100- Authorization to Create a New Position........ M - RAR200- Authorization to Convert to Full Time.......... Managers' Portal (MSS).................................................. WebCoins ­ EPAH ......................................................... 25 27 28 29 30 31 32 33 34 35 36 37 39 39

Section 6 ­ Additional Resources....................................... 38 Section 7 ­ Glossary............................................................ 40

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 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

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

____________________________________

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)

Bid Cluster, PCCC communicates HRSSC sends Draft Posting to Bid Cluster, LS, PCCC

acceptance or changes to Local

Services

Bid Cluster sends Vacancy Report and JB-1000 to HRSSC (cc: LS)

Posting

HRSSC sends Vacancy Report to the Bid Cluster (cc: LS)

Local Services sends district

acceptance or changes to

HRSSC.

Vacancy Determination

Local Services enters manual bids and notifies HRSSC system transaction completed

HRSSC sends Finalized Posting to Local Services for Distribution

HRSSC sends Pre-Award Report to Bid Clusters, LS and PEDC

Processing

HRSSC sends Final Award Notice to Local Services for Distribution

Bid Cluster, PEDC sends Bidder Review to Local Services

Local Services sends Bidder Review to HRSSC

Award

Revised 7/1/2007

2.5 Job Bid Management Messaging

Initiated By Communication Occurrence When Attachment(s)

Message Sent To

Local Services Comp Comm. Shared Services JBM Bid Cluster PEDC

Posting Schedules

Bid Clusters District Local Services

(applicable to automated sites only) Annually by Submit Posting Schedules for All November 30 of Each Crafts Utilizing Automated Bidding Year. By December 5th of Each Year.

JB-1500

X X

Submit when all Posting Schedules have been collected

JB-1500

Vacancy Determination

HR Shared Services

(applicable to automated sites only) After Award of Previous Posting Within 3 business days of Receipt of Vacancy Report At least 10 days Prior to Anticipated Date of Posting Vacancy Report (1) Vacancy Report (2) JB-1000

Dissemination of Vacancy Report to Bid Cluster Submission of Posting instructions.

cc cc

X X

Bid Clusters

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

POR Bid Clusters

Request Vacancy Report (Authorized Bid Clusters only)

JB-1050

X

Posting

HR Shared Services

(applicable to automated sites only) Send Draft Posting for Review 4 Days before Posting Opens Draft Posting

cc

cc X

X

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

Bid Clusters/PEDC

Communication of Draft Review Results Email message of Draft Review Results

Upon Receipt, Within 1 Business Day 12:00 (noon) 2 Business Days before Posting Opens 12:00 (noon) one Business day prior to Posting Opening

(email message - no attachments required) (email message - no attachments required)

Local Services

X X cc X

HR Shared Services

Finalized Posting

Finalized Posting

Local Services

(1) Finalized Posting Extended Distribution of Final Posting 1 Business Day Before (2) Locally generated Posting to Bid Clusters Posting Opens Cover Sheet (If Used)

(Postings opens, employees submit bids, postings close)

Local Services

Email Message that Manual Bid Entry Within 1 Business Day of postings close Complete

N/A

X

Award

HR Shared Services Bid Cluster Local Services HR Shared Services Local Services Pre-Award Notice of Senior Bidders Verification of Bidders Completion of Bidder Verifications Final Awards Extended Distribution of Final Awards 3 Business Days after Posting Closes

Within 1 Business Day Within 1 Business Day

Pre-Award Report Bidder Verifications Bidder Verifications Award Notice Award Notice

X X

X

X X

No Later Than Wed Prior to Effective Date Upon Receipt

X cc cc cc cc cc X cc X X X

Misc.

PEDC Bid Cluster Communication of Demonstrable Skills and/or Qualification Results Send Instructions for "No Senior Bidder"/Residual Positions (Non-automated sites/processes) Communication of Local Posting Results When Result Determined As Determined JB-1400 JB-1200 (or applicable OM worksheet) JB-1200 (or applicable OM worksheet)

As Determined

Instructions 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

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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.

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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

Instructions:

List posting schedules for each craft utilizing HCES autom ated bidding. Enter an opening and closing date for each posting to be created in the next calendar year . The "Com ment" colum n can be used to indicate a variance such as a holiday extension. Decem ber posting/placem ent inform ation (at the bottom ) is required for all crafts. District Name Bid Cluster Name BC Number Submission Date Posting Schedules for Calendar Year 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.

CLERK

OPEN 5-Jan CLOSE 14-Jan Com m ent

(example)

MAILHANDLER

OPEN 5-Jan CLOSE 14-Jan Com ment

(example)

CITY CARRIER

OPEN 5-Jan CLOSE 14-Jan Comm ent

(example)

Document Open and Close dates

Provide December Posting/Placement instruction

Additional Comments or Instructions

Additional Comments or Instructions

Additional Comments or Instructions

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?

Contact Nam e

Contact Phone #

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 .

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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.

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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:

Record any necessary corrections to information in Program: ZOMR_BARGAINING_UNIT_VACANCY System: PRD - 010 the "Changes" area.

BID Cluster: BC381603 United States Postal Service CA- Bargaining Unit Vacancy Report Period: 06/15/2007 - 06/15/2007

- Cincinnati(OH) Bid Cluster Take no Action ___ Post with Changes ___

Post No Changes ___ Changes: Position: Occupation Code: Posted Reason: Cost Center: Installation: Organization: Route-1: Section: Qualifications: Position Comments:

Revert ___

Indicate posting instruction by selecting, for each listed position, Date:05/30/2007 "Post No Time:12:00:53 Page: Changes",1 "Revert", "Take No Action", or "Post with Changes".

95074652 Vacated on: 2310-2009 CARRIER (CITY) Position Status: 381622 Employee Group: Full Time 00028085 CINCINNATI(OH) POST OFC - INSHD 00028096 NORWOOD CARRIER STATION 37017 Route-2: Route-3: Work Area-1: MUST QUALIFY FOR VEHICLE USED ON ROUTE. CMS Job Slot ID: 4587184 CMS Route(s): 03717

Vacated By: PS Type / PS Group: Posted Position Status: Employee SubGroup: Work Schedule: Tour: Route-4:

Q

Job: 00050988 Craft: City Carrier City Carriers 0730-1600-30L-Su-ROT TOUR II Day Shift Route-5: Work Area-2: LDC:21

/ 01

Post No Changes ___ Changes:

Revert ___

Take no Action ___

Post with Changes ___

Section: Qualifications: Position Comments:

The displayed data reflects information as it currently resides Position: 95075748 Vacated on: Vacated By: Occupation Code: 2310-2010 CARRIER TECHNICIAN NOT PS Type / PS Group: in the HCES system. DO Posted Reason: make changes to this data. Any Position Status: Posted Position Status: Cost Center: 381614 Employee Group: Full Time Employee SubGroup: Installation:corrections or additions required 00028085 CINCINNATI(OH) POST OFC - INSHD Work Schedule: Organization: 00028121be communicated in the Tour: are to CORRYVILLE STATION Route-1: "Changes" area at the upper left 20020 Route-2: 20019 Route-3: 19050 Route-4: 19043

Work Area-1: 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

Q

Job: 00050989 Craft: City Carrier City Carriers 0800-1630-MULTI-DFLT TOUR II Day Shift Route-5: 19042 Work Area-2: LDC:21

/ 02

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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 JB1200.) "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. 6

(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. ***************************************************************************************

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Posting Process

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

Key Vacancy Notice (Bid Posting) and Craft Elements

Posting Number

Open and Close Dates

Posted Position Detail Information

Schedule Information

Current HCES Position Number and previous CMS Job Slot

8

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

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

9

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. 10

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.

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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 longterm 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. 12

. 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 PreAward 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.

13

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

Employee's current position

Position which employee has bid.

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

14

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

15

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. 16

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.

17

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.

18

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.

19

20

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.

21

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.

22

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) 23

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.

24

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.

Exhibit

A B C D E F G H J

K

JB-1000 Automated Posting Vacancy Cover Sheet JB-1050 Request for Vacancy Report JB-1100 Request to Remain Live Bidder JB-1200 Request to Process Manual Bidding Results JB-1200R Rural Carrier Bidding Results JB-1300 Bid Management of Occupied Position JB-1400 Qualifications,Skills and Training JB-1500 Annual Posting Schedule Worksheet OM-400 OM-500

Position Change Request Changes to Assignment

L M

RAR-100 Request to Create New Position RAR-200 Authorization to Convert to Full Time

Follow this link to access all of the current worksheets.

25

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.

Version 004

JB-1000

AUTOMATED POSTING VACANCY COVERSHEET

Bid Clusters are required to submit this worksheet with your Vacancy Report.

Complete sections 1,2,3 (4 as needed). Submit with your completed Vacancy report to the HRSSC JBM mailbox for your Area. *1 Bid Cluster Name Bid Cluster # Installation Name Cost Center # *3 4 Contact name: Contact phone #: LMOU provisions or other instructions for the posting of these positions.

AND/OR

*2

CRAFT: Posting Open Date Posting Close Date

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

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

*5 R eason for Special Posting

Position Number to be posted:

Complete sections 1, 2, 3, and 4 when applicable to communicate posting creation instructions.

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

*

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

Submission:

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

26

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 e rs io n 0 0 1

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

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

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

A u th o riz a tio n fo r u s e o f th is w o rk s h e e t is p re -d e te rm in e d a n d b a s e d in p a rt o n th e fo llo w in g c rite ria .

> > >

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 tifie 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 riz e d to u s e th is w o rk s h 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 c e s s in g re q u ire m e n ts m u s t b e m e t b y c u 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 g e n e ra lly p o s ts P o s itio n s le s s th a n 9 tim e s p e r y e a r.

In s tru c tio n s :

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 y o 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 y o u r A re a n o la te r th a n 1 0 d a y s 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 s e p o s itio 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 e r

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 a n d le r

P o s tin g D a te

A n tic ip a te d p o s tin 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 e m a il a d d re s s fo r d e liv e ry o f y o u r re p 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 e r

D a te s u b m itte d

C o m m e n ts

F o r B id C lu s te rs a u th o riz e d to u s e th is p ro c e s s H R S h a re d S e rv ic e s w ill s e n d a v a c a n c y re p o rt a s re q u e s te d a b o v e p ro v id e d .

* R e q u ire d fie ld . F a ilu re to c o m p le te in fo rm a tio n m a y re s u lt in d e la y o r re tu rn o f yo u r re q u e s t.

Submission:

Bid Cluster ­ Submit via email to the "HRSSC JBM (Area name)". 27

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.

Version 001

JB-1100 CRAFT EMPLOYEE REQUEST TO REMAIN LIVE BIDDER

Local Services - Upon receipt of employee's live bid requests, verify the validity, complete sections 1

to "HRSSC Job Bidding". File employee's written request locally. and 2 for those eligible, and forward

1*

Local Services Contact Name

Contact phone #

2*

Em ployee Name

(EIN)

Posting #

Position #

Date Received

Comments:

(Reserved for Future HCES Use)

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

Submission:

Local Services ­ Submit to the "HRSSC JBM (Area name)". Employee's written request is filed locally.

28

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.

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 results 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.

1*

Submitting Manager Name: or Postmaster Cost Center # (Finance #) Title:

Submit to the HRSSC JBM mailbox for your Area. Date: Telephone #:

2* Note:

Comments:

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.

3*

CRAFT MH

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

Employee Name

Employee ID Number

Current Position ID Number

New Position ID Number if applicable

New Position Occupation Code

New Pay Cost Effective List any position changes made at time of posting. Enter "Revert" or "withheld" Location Center # Date

if applicable . Any changes to an occupied position must be submitted on the JB1300.

EXAMPLE: John Q. Public

0000-0000

22222222

0000001

1234-5678

000

11-4380

1/20/2007

New off days = Sun / Mon

comments:

comments:

comments:

comments:

comments:

comments:

* Required Fields - Please ensure all required fields are completed.

Omission of information may cause delay and/or return of the worksheet.

Submission:

Bid Cluster ­ Forward to the "HRSSC JBM (Area name)" as local

determinations and selections are made. 29

EXHIBIT E

JB-1200R Rural Carrier Bid Results

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

Version 005

JB-1200R

RURAL CARRIER MANUAL BIDDING RESULTS

Use the JB1200R to document Full Time Rural Carrier movement as a result of the bidding process ONLY .

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.

Bid Cluster/Submitter - Information in sections 1, 2, 3, 4 and 5 is required.

1*

Submitting Manager or Postmaster

Name: Title:

Submit to the HRSSC JBM mailbox for your Area.

Date: Telephone #:

2 * Cost Center #

(Finance #)

3 * Employee Information

Employee Name Employee EIN #

Employee 1

Employee 2

Employee 3

Employee 4

4 * Current Position Information

Current Position ID #

Current EE Group/Subgroup

Current Route #

5 * New Position Information

New Position ID #

New EE Group/Subgroup

New Route #

New Occupation Code

New Cost/Center Pay Location Effective Date Comments or Additional Information

* Required Fields - Please ensure all required fields are completed.

Omission of information may cause delay and/or return of the worksheet.

Submission:

Bid Cluster ­ Forward to the "HRSSC RURAL CARRIER (Area name)", as local

determinations and selections are made.

30

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.

Version 002

JB-1300

1*

Bid Cluster Name Bid Cluster Number

BID MANAGEMENT OF OCCUPIED BARGAINING UNIT POSITION

and 5 and submit to "HRSSC Job Bidding".

Contact name: Installation Name Contact phone #:

Bid Cluster - Complete sections 1, 2, 3, 4,

2 * Vacated Position Instruction

Po sition Number to be Po sted/Reposted/Vacated:

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

Declared vacant as a result of non-bargaining detail in excess of 4 months Position will be listed in the next Vacancy Report (NALC only) abolishment of senior carrier full time duty assignment As a result of failure to provide medical documentation Position will be listed in the next Vacancy Report As a result of involuntary reassignment pursuant to Article 12. If not abolis hed, position will be listed in the next Vacancy Report Due to change in duty/schedule/scheme/assignment area. Must indicate below all changes to position required before placement on next scheduled pos ting.

3 * Incumbent employee information

Name of Incumbent: Incumbent Employee ID Number:

4 * Assignment of Incumbent employee (select one)

Place the employee as unassigned in duplicate position to that which is being posted/reposted/vacated. Place the employee as unassigned in a new position as described on attached "Position Change Request" Effective Date of Reassignment

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.

Position Grade: Non-Scheduled Days: Schedule: Route Number: Organization Unit:

Co st Center (Finance #):

Section: Domiciled: Licens e: Tour: Sk ill: Scheme:

Physical Requirements Unus ual to Specific Position:

LDC: Complete portions Occupation 1, 2, 3, 4 and 5 to Code request posting and provide instruction for incumbent information.

5 * Indicate the reason employee is Unassigned (select one)

(01) (02) (03) (04) (06) (08) (10) Duty Assignment is abolished Duty assignment is changed requiring reposting Employee on 204B/detail in excess of 4 months Unassigned/Unencumbered (clerk craft only) Due to long term illness or accident As a result of Article 41.3.0 (NALC only) Dispute Settlement - grievance, MSPB, EEO, etc.

Additional comments or instructions:

Un iform Allowance:

Special Conditions: Other:

*

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

Submission:

Bid Cluster ­ Submit to the "HRSSC JBM (Area name)".

31

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.

V ers ion 003

JB -1400

E m p lo yee N am e: B id C lu ster:

Q U AL IF IC AT IO N S AN D S K IL L S T R AIN IN G

E m p lo yee ID N u m b er:

This sheet is to be us ed by thos e who m aintain an em ployee's training records to com m unicate training related activity to the S hared S ervices C enter. P lease follow the instructions carefully and provide all required inform ation. S ubm ission instructions are attached.

(as listed on P osting or A w ard N otice)

Pen d in g Q u al Po sitio n T itle:

A.

Is th is in fo rm ation related to a P en d in g Q u alificatio n B id ?

N o, not bid related. (Sk ip to "B ") Yes, bid related. (answ er and continue to # 1) E nter P osting # E nter P Q P osition # F o r S SC U se O n ly

By D a te

PQ P rocessing P rocess B ids P A 30 U pdate A ward B ids

1. D ID E M P L O Y E E C O N T AC T PE D C /T R AIN IN G W IT H IN 10 D AY S ? N o, did not contact, select next bidder (S kip to "C ") Yes, em ployee contacted P E D C . (answ er and continue to # 2) 2. D ID E M P L O Y E E B EG IN T R AIN IN G O R AT T E M P T S K IL L D E M O N S T R AT IO N ? N o, did not report for training/sk ill dem onstration.. (S k ip to "C ") Yes, co m p leted training/sk ill dem onstration (S k ip to "B ") Yes, but did not com plete training. (answ er and continue to # 3) E m ployee did not report as scheduled. E m ployee officially w ithdrew /failed prerequisite.

R esidual P Q E ffective

3. D ID T H E E M P L O Y E E C O M P L E T E 4 H O U R S O F T R AIN IN G W IT H IN 5 D AY S ? N o, did not com plete. ( S kip to "B") Yes. (answ er the follow ing and continue to B ) W as at least 25% of qualification training hours com pleted if position listed in AP W U contract? (A rticle 37.3.F.7) N ot applicable No Yes, com pleted at least 25% .

B.

Q u alificatio n / T rain in g info rm atio n

Training /S kill/Licen se R equired

(specify nam e and course # if applicable)

Q u alified

(specify date)

Failed

date)

(specify

W ithd rew /R elinqu ished

(specify date)

S ales & S ervices Trn g: S ch em e (n am e): S ch em e (n am e): M ach ine S kills (n am e): Typing (nam e): L icense (n am e): O ther (N am e):

IF IT E M (S ) L IS T E D A B O V E A R E B ID R E L A T E D , IS E M P L O YE E N O W F U L L Y Q U A L IF IED ? N o , req u ires ad d itio n al train in g . Y es, q u alificatio n co m p lete, aw ard b id .

C.

C ertificatio n / R em arks

D a te tra n sm itte d to S S C Ph o ne nu m b er:

R em arks:

C o mp le te d by: (P R IN T N A M E )

T he P ostal S ervice Q ualification and S kills D ata B ase is located at - http://hrishq.usps.gov/scripts/ser/bq_alpha.cfm

Submission:

Instruction sheet provides submission information. 32

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.

J B -1 5 0 0

In s tru c tio n s :

P o s tin g S c h e d u le W o rk s h e e t

L is t p o s tin g s c h e d u le s fo r e a c h c ra ft u tilizin g H C E S a u to m a te d b id d in g .

V e rs io n 0 0 5

D E A D L IN E : S u b m it to D is tric t H R L o c a l S e rvic e s n o la te r th a n N o v 3 0 th o f e a c h ye a r .

L o c a l S e rvic e s : F o rw a rd to H R S S C J B M m a ilb o x fo r yo u r A re a w h e n a ll s c h e d u le s h a v e b e e n c o lle c te d p rio r to D e c 5 th .

E n te r a n o p e n in g a n d c lo s in g d a te fo r e a c h p o s tin g to b e c re a te d in th e n e x t c a le n d a r ye a r . T h e "C o m m e n t" c o lu m n c a n b e u s e d to in d ic a te a v a ria n c e s u c h a s a h o lid a y e x te n s io n . D e c e m b e r p o s tin g /p la c e m e n t in fo rm a tio n (a t th e b o tto m ) is re q u ire d fo r a ll c ra fts . D is tric t N a m e B id C lu s te r N a m e B C N um ber S u b m is s io n D a te P o s tin g S c h e d u le s fo r C a le n d a r Y e a r

CLERK

O PEN 5 -J a n CLOSE 1 4 -J a n C om m ent

(e x a m p le )

M A IL H A N D L E R

O PEN 5 -J a n CLOSE 1 4 -J a n C om m ent

(e x a m p le )

C IT Y C A R R IE R

OPEN 5 -J a n CLOSE 1 4 -J a n C om m ent

(e x a m p le )

A d d itio n a l C o m m e n ts o r In s tru c tio n s

A d d itio n a l C o m m e n ts o r In s tru c tio n s

A d d itio n a l C o m m e n ts o r In s tru c tio n s

H o w a re D e c e m b e r p o s tin g s /p la c e m e n ts h a n d le d fo r th is c ra ft?

H o w a re D e c e m b e r p o s tin g s / p la c e m e n ts h a n d le d fo r th is c ra ft?

H o w a re D e c e m b e r p o s tin g s / p la c e m e n ts h a n d le d fo r th is c ra ft?

C o n ta c t N a m e

C o n ta c t P h o n e #

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.) 33

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

O M -400

Position C hange Request (N on-Form 50 A ction)

T his worksheet is used by offices whose personel functions have com pleted Phase 2 m igration to the Shared Services C enter. C hanges N O T 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 (PT Fs) to different tours, etc. C hanges resulting in a Form 50 Personnel Action m ust be subm itted on the O M -500. Subm it com pleted worksheet to H R SSC O R G AN IZAT IO N M AN AG EM EN T

* * * * * * * *

Subm itting Perform ance C luster N am e

* * *

Subm ission D ate

Subm itting Supervisor/M anager

T itle

* *

Phone N um ber

N ext H igher Level C oncurrence

T itle

Phone N um ber

Em ployee N am e Em ployee EIN or Social Security N um ber Position ID N um ber C ost C enter (Fin#) of Em ployee/Position Effective D ate

Submission:

Current Inform ation

P osition Change(s) Requested

Enter only (current and new ) inform ation that is changing. D o not enter inform ation that is not changing. C hief Position

(N O TE : C hief Position indicates an EA S or P C ES em ployee who will act as a point of contact with the H RS S C for decision-m aking and adm inistrative m atters pertaining to a designated group of em ployees.O nly one chief is designated for an O rganizational Unit. C om plete this block if additional chief positions should be designated or if a position should no longer be designated as chief.)

O rganizational U nit N am e/N um ber

(found in webC O INS ; exam ples are the identifying num ber that represents a post office, tour, section, finance unit, etc.)

This document, N ew Inform ation and complete instructions, is provided in the "Organization Management Toolkit".

W ork Schedule Section/W ork Area O perational N otes (ex. Incum bent only, etc.) Schem e/Skill/Licence/Q ualifications C om m ents regarding above change(s)

* D enotes required inform ation.

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

34

EXHIBIT K

OM-500 Change to Assignment (form 50 action)

This request must be used to request Personnel Actions for Associate Supervisors, PartTime Flexible, Full-Time Flexible, unassigned regulars and Casual, RCA/RCR/TRC employees as a result of changes in their assignments and all reassignments.

OM-500 Changes to Assignment

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

This worksheet is used to process changes to an assignment, position or for all re-assignments. S ubm it completed worksheet to "HRSSC ORGANIZATION MANAGEMENT" Installation Name 1 Submitter Name 2 Employee Information Submitter Phone Number Cost Center Number (Fin #) Submission Date

Employee 1

Em ployee 2

Employee 3

* * * 3 * * * * 4

Employee Name Employee EIN Effective Date

Position Information

Current Position Number Intallation Name Cost Center Number (Fin #) Org Unit Name Org Unit Number

New or Changed Position Information

New Position Number New Cost Center Number Occupation Code Org Unit Name Org Unit Number Position Title Position Level Schedule Tour Section/Work Area Skill/Scheme/License Qualification Rural Route Number

5 New or Changed Employee Information

Submission:

This document, and complete instructions, is provided in the "Organization Management Toolkit".

* * * *

*

Pay Location Pay Scale Special Pay Rate LDC

EE-Group - (Designation Code) Sub -Group (Activity Code)

Unassigned Reason Code Seniority Date Rank Contract Type

*E xplanation of Changes * Explanation of Changes * Explanation of Changes

F or Offices with no email access, send hard copy to HRSSC, Organization Management, PO Box 970400, Greensboro, NC 274970400

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

35

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

RAR-100 Create New Career Position for Posting or Recruitment

This worksheet is used for the creation of new career positions which w ill be posted for bid or offered through recruitment (eCareer). Follw current District practices for authorizations prior to submission to HRSSC . 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 M ANAGEM ENT" Performance Cluster Name: Phone # Submitter Name: Submitting Installation Name: Submitting Cost Center # Submission Date

Complete the appropriate sections below . Request #1 Request #2 Request #3

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

Number of New Positions Craft (required if craft positions) Pay Location Position Title Position Occupation Code Position LDC Org. Unit Name Org. Unit Number Cost Center Number (Fin#) EE-Group-Sub-Group (Des/Act) Section Name List Required Scheme/Skills and or Qualifications W ork Schedule Non-Scheduled Days Comments Comments Comments

For Offices with no email access, send hard copy to HRSSC, Organization Managem ent, PO Box 970400, Greensboro, NC 27497-0400

PC Complement Com mittee Authorization Follow current District practices for Authorization.

PCCC M ember Name PCCC M ember Phone Number Title Email Address Missing inform ation m ay cause process delay or return of worksheet.

* Denotes required inform ation.

Submission:

This worksheet and complete instructions are provided in the "Organization Management Toolkit". 36

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

RAR-200 Authorization to Convert to Full Time

Use a separate w orksheet for each craft. Do not mix crafts on the same worksheet. Submit completed w orksheet to your District Complement Committee for approval. PCCC submit upon approval to HRSSC ORGANIZATION M ANAGEM ENT. Submitting Installation Name Submitting Cost Center # Submission Date

PC Complement Committee Authorization

M ember Name M ember Phone Number Title Email Address

Craft

(one craft per sheet)

Number of PTF positions to be converted:

Reason for Conversion (Select one Box)

Craft Ratio Compliance: Maximization: Other:

Employee 1

Employee Name Employee EIN Effective Date Reason Unassigned

Assignment to a residual position

Employee 2

Employee 3

Residual Position Number Pay Location

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

Position Title Position Occupation Code Position Level Position LDC Org. Unit Name Org. Unit Number Cost Center Number (Fin#) EE-Group-Sub-Group (Des/Act)

Section Name Work Schedule

Non-Scheduled Days Comments Comments Comments

Submission:

This document and complete instructions are provided in the "Organization Management Toolkit". 37

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.

38

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

39

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.

40

Job Bidding Glossary

TERM

Abolish Automated Bidding Award Notice Best Qualified Bid Bid Cluster Bid Status Bid Withdrawal Bidding Computer CA cc CC CK COB Cost Center Craft Craft ID Delimit Draft Posting EE Effective Date EG EIN Eligible Bid Eligible Bidder ESG ESS

DEFINITION

A management decision to reduce the number of occupied duty assignment(s) in an established section and/or installation. The ability to submit bids for positions through the use of telephone and computer applications. Announcement document listing the senior/successful bidder(s) of a corresponding posting. A selection method for identified APWU positions A request by a bargaining unit employee to be considered for a posted position. A group 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. The current status of an employee's submitted bid against a posted position. The act of canceling a previously submitted bid within the open period of a posting. A postal owned computer used by bargaining unit employees to submit position bids electronically System identifier of City Carrier (Carbon Copy) To include in correspondence, as information, parties other then the primary recipient(s) Complement Committee System identifier of Clerk Close of Business The equivalent of an installation's "Finance Number" Positions 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. A two letter code that identifies the craft. Ex. CA, CK, MH, etc. To replace the end date of a validity period of a record with one that occurs sooner than originally stated. Preview of a posting which provides a final opportunity to make changes prior to the final posting. employee The date on which an action is active. Employee Group (equivalent - Employee Designation) Employee Identification Number A bid submitted by a bargaining unit employee within the guidelines and timeframe set forth in the National Labor Agreements. An employee whose bid is included in the processing for a posted positions as determined by the National Labor Agreements. Employee Sub Group (equivalent - Employee Activity) Employee Self Service - allows employees to display and maintain personal contact information, look up a colleague's contact information and access a personal workflow box Term used to describe a situation in which the number of employees in a section, craft or installation, needs to be reduced more rapidly than can be effected through attrition The process of reassigning an employee who has been identified as being excess to the needs of the section, craft or installation The official document distributed and displayed, inviting employees to bid on vacant positions. Full time Flexible Full time Regular Human Capital Enterprise System - USPS HR computer system using SAP software to support Postal employee's Human Resource needs. 41 Human Resources Generalist - The District Human Resources contact.

Excess Excessing Finalized Posting FTF FTR HCES HR Generalist

HRSSC Incumbent Initial Vacancy IVR JB1000

JB1050 JB1100 JB1200 JB1300 JB1400 JB1500 JBM JBM Toolkit Job Job ID # Key Position Kiosk LDC LMOU Local Services Managers' Portal Manual Bid Manual Bidding Process MH

Human Resources Shared Service Center, Greensboro, NC An employee currently holding a duty assignment A bid assignment, which has been newly created or newly vacated Interactive Voice Recognition Job 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. Job 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. Job Bidding worksheet used by District Local Services to communicate Live Bid information to the SSC. Job Bidding worksheet used to document and submit manual bidding results, residual placements and other actions outside of the automated bidding process. Job Bidding worksheet used to document information necessary for the management of occupied positions. A worksheet used to document bargaining unit training and qualification information for HRSSC processing. Job Bidding worksheet used to document posting schedule information annually in November. Job Bid Management Intranet site located on the PostalPEOPLE website which contains job bidding information and worksheets A general classification of duties. i.e. City Letter Carrier (equivalent of Occupation Code) A number that is assigned to a job (Occ Code) for identification. Key Position is used as a benchmark, or model, in the creation of standard positions. A stand-alone computer station providing HR information and services. Labor Distribution Code Local Memorandum of Understanding - A negotiated agreement between local management and the local union and established under the provisions of Article 30 of the national agreement. The District/PC office/department which supports and coordinates personnel activities with HR Shared Services Center, Managers and Employees. (See MSS) A PS1717 or local equivalent used by bargaining unit employees to record and submit bids for posted positions for which they wish to be considered. Bidding process which is posted and processed outside of the automated HCE system and for which employee bid manually. System identifier of Mail Handler 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.

MSS

Motor Vehicle Operator Motor Vehicle Services No later then Nature of Action A position that is currently held by an employee. The electronic mail program used by HCES and the Postal Service to communicate Outlook and exchange documents PC Performance Cluster Performance Cluster Complement Committee - has the responsibility of reviewing PC Complement Committee all activities involving complement including movement of personnel within and outside of the PC. 42 PCCC Performance Cluster Complement Committee

MVO MVS NLT NOA Occupied Position

PEDC PIN Position Position Number Position Status Code Posted Position Posting Close Date Posting Coversheet Posting Number Posting Open Date Posting Reason Posting Schedule Posting Status PQ Pre-Aw ard Notice PTF Qualification

Postal Employee Development Center - a District's Training Department Personal Identification Number 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") A number that is assigned to a position for identification. Code identifying status of position i.e. 01=withheld; 02=bidding; 03=abolished, etc. A position that is currently posted for bid. The date the posting closes to employee bidding. (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. A number that is assigned to a posting for identification. The date that a posting opens and is available for employee bidding. The reason the position was made available for posting i.e. newly created, or vacated b y an employee. A 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. method of tracking positions through the posting process Pending Qualification Document used to review posting results to determine senior bidder eligibility prior to final awards. Part Time Flexible Requirements of a job or position such as specific training, skill, scheme, etc. 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 The posting of an occupied duty assignment due to certain changes in hours, off days, or duties. (Refer to Article 37.1.H) A position which remains vacant after the completion of the voluntary bidding cycle. (Refer to Article 37.1.I) A management decision to reduce the number of duty assignment(s) in an installation when such duty assignment(s) is/are vacant. System identifier of Rural Carrier The most senior eligible bidder at the end of the bidding process on a position.

RAR

Repo st Residual Revert RU Senio r Bidder

Shared Services Specialist Employee of the Shared Services Center Skill SS SS# SSC Successful Bidder TDD/TT Y TTO UAR Unoccu pied Position Vacancy Notice (Posting) Vacancy Report Vacant Position Withhold Work Schedule A specific requirement of a position Shared Services Social Security Number Shared Services Center The employee who is awarded and placed into a bid position as determined by the posting process. Telecommunication Device for the Deaf/Text Telephone. Ability to communicate by telephone by typing messages back and forth. Tractor Trailer Operator Unassigned Regular An position that currently does not have a holder. The official document distributed and displayed, inviting employees to bid on vacant positions. The report which lists all currently unoccupied positions A position that is currently unoccupied. A residual vacancy that has been identified as a position to be withheld. A position's hours/days worked. last update 4/27/2007

43

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