WiTS Awards Workflow Reference Guide

Overview

The WiTS Awards workflow is used by the Client Services Division (CSD) in the Office of Human Resources (OHR) to track and process non-ratings based awards submitted for current NIH employees. WiTS Award actions can be initiated in one of three ways: submission via the HR Request Page, transmitted from ARPS (Awards and Recognition Processing System), or manually 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 the HR Request Page.

Action Details Tab

Action Details Tab

  • Proposed Effective Date*
  • Administrative Code, Institute/Center, Organization Initials*
  • Date Submitted*
  • Last Saved on/by
  • Institute/Center Comments*
  • OHR Comments
  • IC Official/Endorsing Official/Fiscal Official/Approving Official*
  • HR Specialist*
  • HR Assistant/Team Leader
  • Final Authorizer
  • IC Requested Modification Details*
  • Modification Requested By
  • OHR Modification Details
  • Modification Made By
  • IC Requested Cancellation Details*
  • Cancellation Requested By
  • OHR Cancellation Details
  • Cancellation Made By

Award Info Tab

  • Individual or Group?*
  • Non-Performance Award Type*
  • Award Nomination Period*
  • Group Name*
  • Known 1st Year Savings Benefits*
  • Tangible Savings Amount*
  • Value/Benefit of Employee Actions* 
  • Extent of Application*
  • Justification*
  • Nominee Name(s)*
  • Award Amount*
  • Total Amount*

Final Processing Tab - for final authorizers only

  • Award Effective Date
  • Date Processed in EHCM
  • System Audit Date/Status

Moving through the workflow: Routing

Participants:

WiTS POP Process

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. 

WiTS routing button

The CSD HR Specialist can:

  • Send to HR Assistant
  • Send to Final Authorizer
  • Send Award Request Updated Email
  • Cancel Action

The CSD HR Assistant can:

  • Send to HR Specialist
  • Cancel Action

The Final Authorizer can:

  • Complete Action
  • Send to HR Specialist

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.

Subject: Award Action #12345 for Employee Name/Group Name has been processed
-Sent to the IC Awards Web Form Submitter and the Initiating Official after HR has processed the award action in WiTS.

Subject: Award Action #12346 for Employee Name has been processed  
-Sent to the nominee’s supervisor and Fiscal Official (Awards POC) after HR has processed a monetary award action in WiTS.

Subject: Time Off Award #12347 for Employee Name has been processed
-Sent to the nominee’s supervisor and the Fiscal Official (Awards POC) after HR has processed a time off award in WiTS.

Subject: Modification to Award #12348 for Employee Name/Group Name Modified by OHR
-Sent to the IC Awards Web Form Submitter and Initiating Official after HR has completed the modification request in WiTS.

Subject: Award Request #12349 for Employee Name/Group Name Cancelled by OHR
-Sent to the IC Awards Web Form Submitter and Initiating Official after HR has completed the cancellation request in WiTS.

Subject: Request to Cancel Award Request #12340 for Employee Name/Group Name Rescinded by OHR
-Sent to the IC Awards Web Form Submitter and Initiating Official after HR has rescinded the cancellation request in WiTS.

Subject: Receipt of Award for Employee from Outside IC
-Sent to the nominee’s supervisor and Fiscal Official (Awards POC) after an award action is submitted for an employee outside of the nominating IC’s area.

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