WiTS Award (PMAP) Workflow Reference Guide

Overview

The WiTS Award (PMAP) workflow is used by the Client Services Division (CSD) in the Office of Human Resources (OHR) to track and process Quality Step Increases (QSI) submitted for current NIH employees. WiTS Award (PMAP) actions can be initiated in one of two ways: transmitted from an IC System via ARPS (Awards and Recognition Processing System) or FTP (Fast Track Pro), or manually initiated by OHR within WiTS. This guide refers to the information captured in WiTS. 

Entering and Reviewing the Data: Tabs

WiTS workflows are comprised of ‘Tabs’, which are completed in consecutive order by one or more persons. Below is a list of what information is captured in each tab of this workflow. *Field names with an asterisk indicate that the field will auto-populate information if the award was submitted via ARPS or FTP. 

Award Initiation Tab  

Nominating IC Section 

  • *Administrative Code 
  • *Institute/Center 
  • *Org Initials  

IC Officials Section 

  • *Initiating Official 
  • *Endorsing Official 
  • *Fiscal Official (Awards POC) 
  • *Approving Official 

OHR Officials Section 

  • *HR Specialist 
  • HR Assistant 
  • Team Leader 
  • *Final Authorizer 
  • *Progress Status 

Employee Tab 

Employee Information Section 

  • *Employee Name 
  • *Current Step 
  • *New Step 
  • *Position Information 
  • *Recent QSI Date 
  • *Next WGI Date 

Award Details Tab 

Attachments Section 

IC submissions may include the required documents. OHR will ensure the required documents are attached and categorized. 

  • Required Documents: PMAP Cover Sheet/Verification and Justification 

Verification Section 

Checkbox field- I have verified that this nominee has a PMAP rating of 5. 

Comments Section 

  • *IC Comments 
  • OHR Comments 

Dates Section 

  • *Proposed Effective Date 
  • *Nomination Start Date 
  • *Nomination End Date 

Final Processing Tab- For Final Authorizers only 

Final Processing Section 

  • Award Effective Date 
  • Date Processed in EHCM 

Moving Through the Workflow: Routing

Participants: 

IC Requestor or CSD HRA/HRS (Initiates Action) then 

CSD HRA/HRS (Reviews Action) then  

CSD Final Authorizer (Completes Action) 

Routing Options: 

The routing menu is used to move actions through the process and/or to send emails. The options and email recipients may change based on who has the action in their worklist. 

When the action is in the 'HR Staff Creates/Reviews Action' step: 

  • Send to HR Assistant 
  • Send to HR Specialist 
  • Send to Final Authorizer 
  • Cancel Action 

Cancelation Section 

  • Cancelation Reason 
  • Cancelation Details 

When the action is in the 'Final Authorizer Processes Award' step: 

  • Send to HR Specialist 
  • Complete Action
  • Cancel Action 

Communicating Status and Reminders: Email

Based on established SLA's and/or business rules, email notifications and reminders are automatically sent from WiTS, throughout the completion of the workflow.

  1. Subject: WiTS Action Status Update: WiTS #12345, QSI, for Employee Name, QSI Award Submitted to OHR -Sent to the IC Requestor and HR Specialist when the IC submits an award to OHR. 
  2. Subject: WiTS Action Status Update: WiTS #12345, QSI, for Employee Name, QSI Award Processed by OHR -Sent to the IC Requestor and HR Specialist when OHR has processed the award action. 
  3. Subject: WiTS Action Status Update: WiTS #12345, QSI, for Employee Name, QSI Award Canceled by OHR- Sent to the IC Requestor, Employee's Supervisor, Initiating Official, Approving Official, Endorsing Official, Fiscal Official, CSD HR Assistant, CSD HR Specialist, CSD HR Team Lead, and CSD Branch Chief- Sent when the award has been canceled by OHR for the following cancelation reasons- Duplicate, IC Request, Not Approved, or Other.