WiTS Civil Case Workflow Reference Guide

Overview:

The Civil Case workflow is used by the Workforce Relations Division (WRD) in the Office of Human Resources (OHR) to track actions related to uncivil behavior involving NIH staff members, such as harassment, sexual harassment, inappropriate conduct, intimidation, bullying, or other unproductive, disruptive, and/or violent behavior.

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.

Action Details Tab

  • WiTS#
  • Date Entered
  • Action Type
  • Date Recv’d in HR
  • IC Contact Last Name, First Name, Email Address, Position Title
  • Administrative Code, Institute/Center, Organization Initials
  • Civil Team, Civil Supervisor, Civil Program Specialist
  • Last Saved/Updated By
  • Action Status Code
  • Action Status/Description
  • Comments

Allegation Info Tab    

  • Source
  • Intake Party Type
  • Intake Party Last Name, First Name, Party MI, Employee ID, Badge ID, IC, Admin Code
  • Intake Party Affiliation
  • Alleged Case Type
  • Alleged Sub-Case Type
  • Reporting Party Last Name, First Name, MI, Employee ID, Badge ID, IC, Admin Code
  • Employee Type, Position Title, Pay Plan, Series, Grade, Step
  • FLSA Status
  • Bargaining Unit
  • Supervisory Status
  • Supervisory Probation End Date
  • SES Probation End Date
  • Next WGI Eligibility Date, Last Performance Rating Date, Last Performance Rating, Last Preliminary Performance Rating Date, Last Preliminary Performance Rating
  • Respondent Party Last Name, First Name, Party MI, Employee ID, Badge ID, IC, Admin Code
  • Employee Type, Position Title, Pay Plan, Series, Grade, Step
  • FLSA Status
  • Bargaining Unit
  • Supervisory Status
  • Supervisory Probation End Date
  • SES Probation End Date
  • Next WGI Eligibility Date, Last Performance Rating Date, Last Performance Rating, Last Preliminary Performance Rating Date, Last Preliminary Performance Rating

Case Tab

  • Type of Case
  • Sub-Case Type(s)
  • Primary Location(s) of Incident
  • Date Inquiry Started
  • Date Supervisor Contacted
  • Follow Up Date
  • Supervisor Follow Up Notification Details
  • Number of Related Consultations

Corrective Action Tab

  • Type of Case
  • Related ER Specialist
  • Date Inquiry Closed (Referred to ER)
  • Recommended Action(s)
  • Recommended Sub-Action(s)
  • Final Action(s)
  • Final Sub-Action(s)

Case Closure Tab

  • Date Case Closed
  • Follow Up Date
  • Follow Up Notification Details

Moving Through the Workflow: Routing Participants

Civil Program Specialist (Initiates Action) then

Civil Supervisor (Optional Review) then

Civil Program Specialist (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 ‘Case Initiation‘ step:

  • Close Case
  • Send to Civil Supervisor
  • Send Email to ER Specialist
  • Cancel Action

When the action is in the ‘Pending Final Processing’ step:

  • Close Case
  • Send to Civil Program Specialist
  • Send Email to ER Specialist
  • Cancel Action

Communicating Status and Reminders: Emails

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: Case Follow-Up on (Date of Supervisor Follow Up Field) for Civil Case WiTS #12345)–

-Sent to the Civil HR Specialist two days prior to the ‘Follow Up’ field date on Case Closure tab, as a reminder to follow up with appropriate party on Civil Case.

  • Subject: Case Follow-Up on (Date of Supervisor Follow Up Field) for Civil Case WiTS #12345)–

-Sent to the Civil HR Specialist two days prior to the ‘Follow Up’ field date on the Case tab, as a reminder to follow up with appropriate party on Civil Case.

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