3.43.405  Measured Employees Performance System (MEPS) for Managers (Cont. 1)

3.43.405.6 
Performance Reports

3.43.405.6.6  (10-01-2011)
Key Elements of Individual Performance Reports

  1. Report Title - Individual Performance Report

  2. Report Sub-title - Quality and Efficiency Rating

  3. Reporting Period - This is where it will indicate the type of report - Weekly, Monthly, Annual, or Ad-Hoc

  4. Org - Employee's Assigned Organization; five digits.

  5. Name - Employee's last name with first and middle initial

  6. Employee SEID

  7. Employee Appt - Perm, Seasonal, Temp, Term, Intermittent

  8. Grade/Step

  9. Days on Plan-Quality - day counter will increase seven (7) days for every Form 3081 submitted until the 63rd day is reached from when employee is placed first on a measured plan in quality.

  10. Date Placed on Plan-Quality - MM/DD/YYYY; date employee was last placed on a measured plan in quality.

  11. Days on Plan-Efficiency - day counter will increase seven (7) days for every Form 3081 submitted until the 63rd day is reached when employee is first placed on a measured plan in efficiency.

  12. Date Placed on Plan-Efficiency - MM/DD/YYYY; date employee was last placed on a measured plan in efficiency.

  13. Annual CJE Counter - Number of days employee since employee's annual rating period began. Will increase seven (7) days for each Form 3081 submitted until 63 days are reached. Counter resets at the beginning of the employee's annual rating period.

  14. Report Run Date - MM/DD/YYYY format

  15. From Date - MM/DD/YYYY format; beginning date covered on the report.

  16. To Date - MM/DD/YYYY; ending date covered on the report.

  17. Quality Rating Details

  18. National Ranges - Quality National Ranges displayed to the hundreth (xxx.xx).

  19. Employee Time Weighted Score - The sum of Time Weighted Index column displayed to the thousandth (xxx.xxx).

  20. Rating - The numerical rating for Quality, 1-5, based on the total score given in Employee Time/Weight Index column compared to the Standard Score (National Ranges). An asterisk will appear in place of the numerical rating when the ratable criteron has not been met.

  21. % to Direct - does not include function 990 time; displayed to the tenth (xxx.x).

  22. % to Total - total time; displayed to the tenth (xxx.x).

  23. Organization - Organization code where work was performed; two digits.

  24. Function - Three digit function (parent function).

  25. Quarter - YYYYMM

  26. Total Docs Rev'd

  27. Total Docs in Error

  28. Measured Hours Worked

  29. Performance Standards - Accuracy levels required to achieve 2, 3, 4, or 5 level of performance for the particular function.

  30. Accuracy - [(Total # of Documents Correct / Total # of Documents Reviewed) * 100] displayed to the tenth (xxx.x).

  31. Precision Margin - 1.64 *[square root of ((Accuracy * (100 - Accuracy)) / Review Cnt) * square root of (1 -(review Count) / Function Volume))] displayed to the tenth(xxx.x).

  32. Adjusted Accuracy - Accuracy plus Precision Margin displayed to the tenth (xxx.x); will not exceed 100.0.

  33. Base Point - Displayed to the tenth (xxx.x).

  34. Employee Index - Score of each OF by using the following formula: 100 * [1 + (.5 * (Accuracy Percent – Base Point) / (100 – Base Point))] displayed to the thousandth (xxxx.xxx).

  35. Time Weight (Quality) - Score for each OF by using the following formula: (Individual Employee OF Hours/Total Individual Hours) by week; displayed to the thousandth (xxxx.xx).

  36. Time Weighted Index - (Employee Index) * (Time Weight) displayed to the thousandth (xxxx.xxx).

  37. Total Measured Hours-Quality

  38. Learning Curve During Period Covered - If the employee received learning curve for an OF(parent)P(parent) during the period covered on the report, the learning curve information would be displayed in this section.

  39. Efficiency Rating Details

  40. National Ranges - Efficiency National Ranges displayed to the hundreth (xxx.xx).

  41. Employee Time Weighted Score - The sum of Time Weighted Effectiveness column displayed to the thousandth (xxx.xxx).

  42. Rating - The numerical rating for Efficiency, 1-5, based on the total score given in the Employee Time Weighted Index column compared to the Standard Score (National Ranges). An asterisk will appear in place of the numerical rating when the ratable criteron has not been met.

  43. % to Direct - Does not include function 990 time; displayed to the tenth (xxx.x).

  44. % to Total - Total time, displayed to the tenth (xxx.x).

  45. Organization - Organization code where work was performed; two digits.

  46. Function - Three digit function.

  47. Program - Five digit program number.

  48. Quarter - Quarter in which the work was performed. Displayed as YYYYMM.

  49. Volume - Volume reported on Form 3081.

  50. Hours - Hours reported on Form 3081.

  51. Documents per Hour - Volume reported to the OFP divided by the Hours reported to the OFP displayed to the tenth (xxxx.x)

  52. Performance Standards - Accuracy levels required to achieve 2, 3, 4, or 5 level of performance for the particular OFP.

  53. Employee Effectiveness - ((Docs per Hour / Efficiency Base Point) *100); rounding rule, go to four, round to three (xxxx.xxx).

  54. Time Weight - Percent of measurable time spent on the OFP rounded to three decimals; (Efficiency Hours/ Operation Hours). Rounding rule, go to four, round to three (xxxx.xxx).

  55. Time Weighted Effectiveness - (Time Weight * Employee Effectiveness); rounding rule, go to four, round to three (xxxx.xxx).

  56. Performed While on Learning Curve Indicator - Indicator signifying the work was performed while on learning curve and will not be used when calculating the rating.

  57. Total measured - Efficiency - Total hours and volume from measured OFP's.

  58. Total Unmeasured - Efficiency - Total hours and volume from unmeasured OFP's.

  59. Total with no volume - Total hours reported to OFP's without volume.

  60. Overhead Hours Reported During Period Covered - In this section of the report, any time reported to overhead OFP's during the period covered will be individually displayed.

  61. Total Overhead Hours - A total of all hours reported to overhead OFP's during the period covered.

  62. Total Direct Hours - A total of all direct hours reported during the period covered.

  63. Total Hours for the Period - a total of all hours reported during the period covered.

  64. Adjustments Made During the Period Covered - If any adjustments are made to hours and/or volume reported during the period covered, they will be displayed in this section.

3.43.405.7  (10-01-2011)
Weekly No Volume OFP Report

  1. The Weekly No Volume OFP Report will provide a weekly listing of any measured OFP reported on Form 3081 where no volume was reported. Each site, organization will be on a separate page.

  2. The report will be generated during the weekly run process and will be available on Control D.

  3. Management should review the report comparing the information to that on Form 3081. If discrepancies are identified, IPR adjustments will be required to correct the data.

    Figure 3.43.405-7
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.7.1  (10-01-2011)
Key Elements of the Weekly No Volume OFP Report

  1. Report Title - Weekly No Volume OFP Report.

  2. Site - Service Center Name

  3. Operation - Two digit displayed as XX

  4. Week Ending - mm/dd/yyyy

  5. Run Date - mm/dd/yyyy

  6. SEID - Standard Employee Identifier

  7. Name - Employee Name, displayed as last name, first and second initial.

  8. Assigned Org - Organization employee is assigned to.

  9. Detailed Org - If employee is detailing their time on Form 3081 to a different organization other than the one they are assigned to, the information will be displayed.

  10. Function - Three digit function reported on Form 3081.

  11. Program - Five digit program reported on Form 3081.

  12. Hours - Hours reported on Form 3081 to measured program.

  13. Grade - Grade of the employee.

  14. Step - Step of the employee.

3.43.405.8  (10-01-2011)
EMF 3-Coded Employees Report

  1. During the weekly run process, if an employee has been three (3) coded by personnel, the employee information will be displayed on this report.

  2. A three coded employee is an employee who has retired, resigned, been terminated, deceased, or in whatever manner, left the service.

  3. Management should review this report to ensure employees have not been incorrectly coded. If discrepancies are identified, they should contact personnel to have the employee's record corrected.

    Figure 3.43.405-8
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.8.1  (10-01-2011)
Key Elements of the EMF 3-Coded Employees Report

  1. Report Title - EMF 3-Coded Employees

  2. Site - Service Center Name

  3. Week Ending - mm/dd/yyyy

  4. Run Date - mm/dd/yyyy

  5. SEID - Standard Employee Identifier

  6. Name - Employee Name, displayed as Last name, first and second initial.

  7. Organization - Employee's assigned organization.

3.43.405.9  (10-01-2011)
Grade Mismatch Listing

  1. During the weekly processing, if the EMF shows an employee at one grade, but the IMS05 file (performance file) shows the employee at another grade, the Grade Mismatch Listing will be generated and sent to Control D.

  2. If a listing is generated, the site will need to work with their Report Staff to resolve the grade discrepancy.

  3. The listing will generate each week until the issue is resolved.

    Figure 3.43.405-9
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.9.1  (10-01-2011)
Key elements of the Grade Mismatch Listing

  1. Report Title - Grade Mismatch Listing.

  2. Site - Service Center Name.

  3. Organization - First two digits of the organization.

  4. Week Ending - mm/dd/yyyy.

  5. Run Date - mm/dd/yyyy.

  6. SEID - Standard Employee Identifier.

  7. Organization - Employee's assigned organization.

  8. Function - Three digit function where employee is assigned.

  9. Grade from Weekly EMF - Employee's grade on the Employee Masterfile.

  10. Grade from Weekly IMS05 - Employee's grade on the IMS05 file.

  11. Hours - Hours reported on Form 3081 by employee for the week ending..

  12. Volume - Volume reported on Form 3081 by employee for the week ending.

3.43.405.10  (10-01-2011)
Mid-Quarter/Quarterly Performance for Efficiency Report

  1. This report displays efficiency data only.

  2. The Mid-Quarter/Quarterly for Efficiency Report is a management tool to not only monitor how many employees are working an OFP (to prevent the less than 6 issue) and the number of hours reported to the OFP (to prevent the Low Hour Restriction issue), but to also monitor the current rate in comparison to what the base point was originally set at and identify possible issues.

  3. After the sixth week of the quarter has been processed, the mid-quarter portion of the report will be generated and will be available on Control D.

  4. For every measured OFP within the operation, the report will display the volume, hours, weeks worked, and documents per hour for each employee who reported time and volume on Form 3081. No information while on learning curve will be counted in the report.

  5. After the last week ending runs of the quarter have been processed, the report will once again be generated displaying the information from the mid-quarter and for the quarter ending.

  6. The system will use the quarter end information from this report to automatically revise any raised or added new base point for the quarter covered on the report prior to the quarterly runs being done.

  7. Management will also use the report to determine if any additional base points should be revised prior to the quarterly runs.

    Figure 3.43.405-10
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.10.1  (10-01-2011)
Key Elements of the Mid-Quarter/Quarterly Performance for Efficiency Report

  1. Report Title - Mid-Quarter/Quarterly Performance for Efficiency Report

  2. Period Covered - mm/dd/yyyy - mm/dd/yyyy

  3. Site - Service Center Name

  4. Run Date - mm/dd/yyyy

  5. Operation - Five digit operation number

  6. Function - Three digit function code

  7. Program - Five digit program number

  8. Calculated Base Point - Median from same quarter prior year performance history. Displayed to the tenth (xxx.x)

  9. Base Point - Actual base point set for the quarter covered on the report. Displayed to the tenth (xxx.x).

  10. Performance DPH Median - Actual median from the performance data of the quarter covered.

  11. Base Point Status - Indicates if the actual base point set for the quarter was raised or lowered from what the performance median was same quarter prior year (calculated base point). If base point was added (one where there wasn't history from the same quarter prior year), the indicator will display Added.

  12. Column Title - Mid-Quarter - The performance history as of the end of the mid-point of the quarter. Will show dates being covered on the report as mm/dd/yyyy - mm/dd/yyyy.

  13. Column Title - Quarter Ending - The performance history as of the end of the quarter. Will show dates being covered on the report as mm/dd/yyyy - mm/dd/yyyy.

  14. Row Number - In lieu of actual employee names, each employee who reported time and volume to the OFP will be represented as a number. Employees are listed in highest docs per hour to lowest docs per hour order.

  15. Volume - The employee's total volume reported to the OFP on Form 3081 for the period covered. There is a column for the mid-quarter point and then the quarter end point.

  16. Hours - The employee's total hours reported to the OFP on Form 3081 for the period covered. There is a column for the mid-quarter point and then the quarter end point.

  17. Weeks Worked - Total number of weeks employees reported time and volume to the OFP on Form 3081. This is used when an employee works less than ten hours total on an OFP during a quarter to determine if the Low Hour Restriction has been met on the OFP. IRM 3.43.405.4.3.2. There is a column for the mid-quarter and then the quarter end point.

  18. DPH - The employee's average documents per hour calculated as Volume/Hours displayed to the tenth (xxxx.x). There is a column for the mid-quarter and then the quarter end point.

3.43.405.11  (10-01-2011)
Quality Quarterly Performance Report

  1. This report displays quality data only.

  2. For every measured OF within the operation for each site, the report will display the total documents reviewed, total documents in error, and the accuracy rate for each employee who received individual review during the quarter covered on the report. No information while on learning curve will be counted in the report.

  3. Since quality is national, the report will show the information for each site, but the bottom portion of the report will display the national information.

  4. After the last week ending runs of the quarter have been processed, the report will be generated displaying the information for the particular quarter ending.

  5. Revisions to quality base points, although rare, will be done using the information from this report.

    Figure 3.43.405-11
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.11.1  (10-01-2011)
Key Elements of the Quality Quarterly Performance Report

  1. Report Title - Quality Quarterly Performance Report

  2. Period Covered - mm/dd/yyyy - mm/dd/yyyy

  3. Run Date - mm/dd/yyyy

  4. Site - Service Center name

  5. Function - three digit function (will show parent function only, i.e., 210, 230, 390, etc.)

  6. Calculated Base Point - National average from the same quarter last year, all Submission Processing sites.

  7. Base Point - Quality base point set for the period covered on the report. If the base point is other than the calculated base point, one of the following indicators will follow: R = Raised, A = Added, or L = Lowered.

  8. Current National Average - National average for the period covered on the report from all employees who received individual review.

  9. Quarter Ending - mm/dd/yyyy - mm/dd/yyyy

  10. Row # - In lieu of actual employee names, each employee who received individual review to the OF will be represented as a number. Employees are listed in highest average accuracy rate to lowest average accuracy rate.

  11. Total Documents Reviewed - Total individual review performed on each employee during the period covered.

  12. Total Documents in Error - Total errors identified during the individual review on each employee during the period covered.

  13. Accuracy Rate - Average accuracy rate for the employee. Accuracy rate is figured as ((Docs Reviewed - Docs in Error) / (Docs Reviewed)) * 100; displayed to the tenth (xxx.x).

3.43.405.12  (10-01-2011)
Quality Review

  1. For MEPS, there are two types of review performed:

    • OF/Product Review will be performed on all High Quality Work.

    • Individual Quality Review (IQR) will be performed for employees assigned to a measured performance plan on all work with Quality Numerical Performance Standards.

    Note:

    In MEPS, all functions become measurable and therefore either individual or HQW review is to be performed.

  2. The process of selecting a portion of completed work to be reviewed is called sampling. Random sampling is the process of choosing a sample in such a way that all completed work has the same chance of being included in the sample. This includes work processed during overtime, comp time, and/or credit hours.

  3. Work is reviewed to provide data for evaluating employees.

    Note:

    Individual review samples are to be pulled across the week, with the goal being four samples per week on each employee. Product Review (HQW Review) samples are to be pulled each workday, with the minimum being 4 times per week.

  4. All work reviewed for a particular week ending must be input into EQSP no later than Midnight, Saturday (Eastern Time).

3.43.405.12.1  (10-01-2011)
HQF/HQW Review

  1. High Quality Function (HQF) is any function which has an overall percent accuracy rate meeting or exceeding the High Quality Standard of 97.0%.

  2. Any function determined to be HQF will receive OF review (HQW review). The purpose is to review a small random sample of work to determine whether the percent accurate has fallen below the high quality standard.

  3. To perform HQF/HQW review, any work processed within the function (from all shifts) is to have random samples taken throughout the week (minimum of 4 days per week). Samples of work on all shifts are to be pulled to ensure the integrity of High Quality Work.

  4. The sample will be recorded in EQSP using review type "High Quality Work" . do not record reviews to an individual SEID.

  5. A minimum of 300 documents and/or cases are to be reviewed each quarter at each site on every function determined to be High Quality. This is an average of five (5) documents per day per HQF at each site. Nationwide this will be a minimum of 1500 documents reviewed per high quality function.

  6. Of the 1500 minimum documents sampled nationwide, no more than forty five (45) documents total nationwide can be in error for the function to remain High Quality the same quarter of the following year.

  7. Whether a function is high quality will be determined by the average accuracy rate achieved from all measured review performed within the function during the same quarter of the prior year.

3.43.405.12.2  (10-01-2011)
Individual Quality Review

  1. All programs worked within a measured function are subject to individual review unless that function is High Quality.

  2. The goal of the sampling system is to achieve a confidence level of ninety (90) percent in an employee's overall effectiveness score.

  3. The employee's performance scores for Quality, stated as "percent accurate" , will be increased by using a calculation which adjusts the sample accuracy by adding the standard error of proportion (SEp) at a 90% confidence.

  4. The Recommended Annual Sample (RAS) is the recommended number of reviews to be completed for each function the employee works during the employee's annual rating period.

  5. The Recommended Annual Sample (RAS) for each measured function worked by an employee is 260.

  6. The employee's manager is responsible to establish weekly sample sizes for each employee in their team, and to provide this information in advance to the Quality Review function. The Sampling Report can be used for this purpose.

  7. In order to estimate how many more weeks the employee is expected to work within a specific function, the manager should consider such things as length of season, Project Completion Dates (PCD's), projected receipts, possible details out of the team, percent of time on collateral or project duties, vacation schedules, etc. This is not an all-inclusive list. The purpose of these considerations is to ensure the RAS can be achieved within the employee's annual rating period.

  8. MEPS relies on random sampling. If work is not correctly sampled, the sample may not adequately represent an employee's actual performance. In an effort to achieve a truly random sample of all work processed by an employee each week, the goal is to pull four (4) sample pulls a week per employee. All work processed by each measured employee each week is to be made available for individual review. This includes work processed during overtime, comp time, and/or credit hours.

  9. There is no restriction on how many documents, cases, etc., has to be in a sample; it can be as low as one (1).

3.43.405.12.3  (10-01-2011)
Sampling Report

  1. The Sampling Report is generated weekly and is available on Control D.

  2. The report is used to determine whether the RAS for each employee is being met, and may be used to transmit sample sizes to the Quality Review function.

  3. The Sampling Report is sorted in the following order:

    • Assigned organization.

    • Employee Class (Permanent, Seasonal, Temp, Term, Intermittent).

    • Alpha order.

  4. The Sampling Report will only contain data on employees who meet all of the following criteria:

    • Assigned to a measured performance plan in quality.

    • In work status as of the period ending date of the report.

    • Have met learning curve requirements for at least one OFP.

  5. The report is to be monitored by the employee's manager, as well as the Quality Review manager, to ensure samples are pulled throughout the week on each employee, with the minimum number of sample pulls per week being four (4).

    Figure 3.43.405-12
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.12.4  (10-01-2011)
Key Elements of the Sampling Report

  1. Report Name - Sampling Report

  2. Site - Service Center Name

  3. Organization - Five digit organization code.

  4. Week Ending - mm/dd/yyyy

  5. Run Date - mm/dd/yyyy

  6. Employee Name - In this column, the following information will be displayed for each employee:

    • Name

    • SEID

    • Annual Rating Period

    • Employee Class

  7. Function - In this column, each three digit function code worked by the employee will be displayed.

  8. Period - Last Week /Rating Period - Shows the totals for the week and for the rating period..

  9. Recommended # of Docs to be Sampled Per Rating Period - 260 will always be in this column.

  10. Recommended # of Sample Pulls Per Week - In this column, four (4) will always be displayed for the weekly number. If the employee is a permanent employee, 192 will be displayed for the rating period number. For all other employee types, 96 will be displayed for the rating period number.

  11. Actual Docs Sampled - In this column, the total documents/cases reviewed for the week and rating period for each function worked by the employee will be displayed. This number comes from EQSP.

  12. Actual Docs in Error - In this column, the total number of errors identified for the week and the rating period for each function worked by the employee will be displayed. This number comes from EQSP.

  13. Actual # of Sample Pulls - In this column, the total number of sample pulls for the week and the rating period for each function worked by the employee will be displayed. This number comes from EQSP.

  14. Remaining Docs to be Sampled During Rating Period - In this column, the total number of documents still needing to sampled during the annual rating period per function per employee will be displayed.

  15. # of Docs to be pulled weekly - This will always be blank and will be determined by the employee's manager. The manager will complete for each employee within his/her team and give to the Quality Review Team manager.

3.43.405.13  (10-01-2011)
IPR Adjustments

  1. IPR Adjustments are used to correct hours and volume input on Forms 3081. They can also be used to correct information reported to an incorrect OFP.

  2. Failure to process an IPR Adjustment may cause employees to receive incorrect ratings in Efficiency and/or distort calculated base points for Efficiency.

    Note:

    During the parallel year, it is of utmost importance IPR adjustments be done in both TEPS and EQSP so the data mirrors each other. Adjustments to EQSP quality information, will be done using EQSP screens. TEPS quality adjustments are done through Form 6489, IPR Adjustments, and Form 3926B, PCE Adjustment Form.

  3. IPR adjustments for MEPS are input through an adjustment screen accessed from the EQSP Edit Employee Profile screen. The button, IPR Adjustment, is located at the bottom of the screen and is used to begin the process.

  4. After clicking on the IPR Adjustment button, the EQSP IPR Search/Add Adjustment Screen will be displayed. Input the period ending date (will usually always be a Saturday, except during split week processing) of the adjustment needing to be made; then click on Search. The EQSP IPR Search Results Screen will be displayed.

  5. This screen will display every OFP input from Form 3081 for that period ending. Click on the line item where the adjustment is needed. After the change is input, click on Save. You will be taken back to the EQSP IPR Search Results Screen where additional adjustments can then be made.

  6. If a line needs to be added to the week ending, from the EQSP IPR Search/Add Adjustment Screen, click on Add. Input the information and click on Save.

  7. Form 14243, the MEPS IPR Adjustment Form, can be utilized to record adjustments needing to be input to the EQSP IPR Adjustment Screen.

    Figure 3.43.405-13
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.13.1  (10-01-2011)
Key Elements of the MEPS IPR Adjustment Form

  1. Report Title - MEPS IPR Adjustments

  2. Preparer Name - Name of the person preparing the adjustment form.

  3. Title - Title of the person preparing the adjustment form.

  4. Date - Date the form is being prepared.

  5. Phone # and Mail Stop - Phone number and mail stop of the person preparing the form.

  6. Week Ending - Enter the week ending date from the weekly IPR for which the adjustment is being made..

  7. Organization - From the weekly IPR, enter the five digit organization code time was being reported to by employee, or if adding an entry, enter the five digit organization code where the work was performed.

  8. Function - From the weekly IPR, enter the three digit function code time was reported to by employee. If adding an entry, enter the three digit code where the work was performed.

  9. Program - From the weekly IPR, enter the five (5) digit program code time was reported to by employee. If adding an entry, enter the five gidit program code where the work was performed.

  10. SEID - Enter the employee's SEID.

  11. Last Name - Last name of the employee's record being adjusted.

  12. Hours - Enter the hours being adjusted. If removing hours, place a minus (-) in front of the hours. Leave blank if no adjustment is being made to the hours. Note: The hour(s) should be entered in the left column and the tenths of hours should be entered in the right column.

  13. Volume - Enter the volume being adjusted. If removing volume, place a minus (-) in front of the volume. Leave blank if no adjustment is being made to the volume.

  14. Grade - Enter the employee's grade for the week ending being adjusted. If adding an entry, enter the employee's grade for the week ending being adjusted.

3.43.405.14  (10-01-2011)
Rating Statistics Reports

  1. During the quarterly runs, three Rating Statistic Reports will be generated.

    • Operation Rating Statistics Report.

    • Service Center Rating Statistics Report.

    • National Rating Statistics by Nation Report

  2. For the period covered on the reports, all three of the reports provide a count of the number of measured employees for quality and efficiency, the number and percentage of employee's receiving a specific rating, and the number and percentage of measured employees with less than 63 days.

  3. All reports will be available on Control D.

  4. The Headquarters Analyst will provide a copy of the National Rating Statistics by Service Center Report to National NTEU.

3.43.405.14.1  (10-01-2011)
Operation Rating Statistics Report

  1. The Operation Rating Statistics Report provides a summary of all the employees' measured ratings 1–5 in each operation. These ratings are captured from the Annual IPR's for Quality and/or Efficiency.

  2. This report is produced on a quarterly basis. Each report provides a count for the number of employees receiving a Quality and/or Efficiency rating for the period covered.

    Note:

    If a Submission Processing Center has not reached a level where at least 66% of its measurable employees have received a measured annual evaluation at the end of each year, the Union will be free to open negotiations at the center to make changes that will increase the number of people to 66% (reference National Agreement, Article 14).

    Figure 3.43.405-14
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.14.1.1  (10-01-2011)
Key Elements of the Operation Rating Statistics Report

  1. Report Name - Operation Rating Statistics Report.

  2. Site Name

  3. Operation - Two digit operation number

  4. Period Covered - mm/dd/yyyy - mm/dd/yyyy

  5. Run Date - mm/dd/yyyy

  6. Team - Under this column each of the teams within the operation will be listed. Five digits displayed as xxxxx.

  7. Quality - Under this header, the number of employees who received a rating of 1 through 5 will be displayed, the total number of employees due a rating for quality, the total number of employees receiving a rating in quality, the number of employees with less than 63 days on a quality measured plan, and the percentage of employees with less than 63 days on a quality measured plan.

  8. Efficiency - Under this header, the number of employees who received a rating of 1 through 5 will be displayed, the total number of employees due a rating for efficiency, the total number of employees receiving a rating in efficiency, the number of employees with less than 63 days on an efficiency measured plan, and the percentage of employees with less than 63 days on an efficiency measured plan.

  9. Operation Total - The total number of employees who received a rating of 1 through 5 in the operation will be displayed, the total number of employees who were due a rating in quality, the total number of employees receiving a rating in quality, the total number of employees with less than 63 days on a quality measured plan in the operation, the total percentage of employees with less than 63 days on a quality measured plan in the operation, the total number of employees who received a rating of 1 through 5 in the operation, the total number of employees who were due a rating in efficiency, the total number of employees receiving a rating in efficiency, the total number of employees with less than 63 days on an efficiency measured plan in the operation, and the total percentage of employees with less than 63 days on an efficiency measured plan in the operation.

3.43.405.14.2  (10-01-2011)
Service Center Rating Statistics Report

  1. The Service Center Rating Statistics Report provides a summary of Submission Processing employees at each campus with measured ratings 1 through 5.

  2. The report provides a count of the number of measured service center employees receiving a MEPS quality and/or efficiency rating for the period covered.

    Figure 3.43.405-15
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.14.2.1  (10-01-2011)
Key Elements of the Service Center Rating Statistics Report

  1. Report Name - Service Center Rating Statistics Report.

  2. Service Center

  3. Period Covered - mm/dd/yyyy - mm/dd/yyyy

  4. Run Date - mm/dd/yyyy

  5. Operation - Under this column each of the current period covered and the same period from the prior year totals for all operations within the service center will be listed. Five digits, displayed as xxxxx.

  6. Quality - Under this header, the number of employees who received a rating of 1 through 5 will be displayed, the total number of employees due a rating for quality, the total number of employees receiving a rating in quality, the number of employees with less than 63 days on a quality measured plan, and the percentage of employees with less than 63 days on a quality measured plan.

  7. Efficiency - Under this header, the number of employees who received a rating of 1 through 5 will be displayed, the total number of employees due a rating for efficiency, the total number of employees receiving a rating in efficiency, the number of employees with less than 63 days on an efficiency measured plan, and the percentage of employees with less than 63 days on an efficiency measured plan.

  8. SC Total-Current Qtr - The current quarter total number of measured employees who received a rating of 1 through 5 in the operation will be displayed, the total number of employees who were due a rating in quality, the total number of employees receiving a rating in quality, the total number of employees with less than 63 days on a quality measured plan in the operation, the total percentage of employees with less than 63 days on a quality measured plan in the operation, the total number of employees who received a rating of 1 through 5 in the operation, the total number of employees who were due a rating in efficiency, the total number of employees receiving a rating in efficiency, the total number of employees with less than 63 days on an efficiency measured plan in the operation, and the total percentage of employees with less than 63 days on an efficiency measured plan in the operation.

  9. SC Total-Same QTR Prior Yr - The same quarter prior year total number of measured employees who received a rating of 1 through 5 in the operation will be displayed, the total number of employees who were due a rating in quality, the total number of employees receiving a rating in quality, the total number of employees with less than 63 days on a quality measured plan in the operation, the total percentage of employees with less than 63 days on a quality measured plan in the operation, the total number of employees who received a rating of 1 through 5 in the operation, the total number of employees who were due a rating in efficiency, the total number of employees receiving a rating in efficiency, the total number of employees with less than 63 days on an efficiency measured plan in the operation, and the total percentage of employees with less than 63 days on an efficiency measured plan in the operation.

3.43.405.14.3  (10-01-2011)
National Rating Statistics by Service Center Report

  1. The National Rating Statistics by Service Center Report provides a summary of measured Ratings 1 through 5 for all measured employees at each Submission Processing Center.

  2. The report provides a count of the number of measured Submission Processing employees receiving a MEPS quality and/or efficiency rating for the period covered.

  3. A copy of the report will be forwarded to National NTEU by the Headquarters Analyst.

    Figure 3.43.405-16
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.14.3.1  (10-01-2011)
Key Elements of the National Rating Statistics by Service Center Report

  1. Report Name - National Rating Statistics by Service Center.

  2. Period Covered - mm/dd/yyyy - mm/dd/yyyy

  3. Run Date - mm/dd/yyyy

  4. Service Center - Under this column each of the current period covered and the same period from the prior year totals for all service centers will be listed.

  5. Quality - Under this header, the number of measured employees for each service center who received a rating of 1 through 5 will be displayed, the total number of employees due a rating for quality, the total number of employees receiving a rating in quality, the number of employees with less than 63 days on a quality measured plan, and the percentage of employees with less than 63 days on a quality measured plan.

  6. Efficiency - Under this header, the number of measured employees for each service center who received a rating of 1 through 5 will be displayed, the total number of employees due a rating for efficiency, the total number of employees receiving a rating in efficiency, the number of employees with less than 63 days on an efficiency measured plan, and the percentage of employees with less than 63 days on an efficiency measured plan.

  7. National Total-Current Qtr - The current quarter total number of measured employees who received a rating of 1 through 5 will be displayed, the total number of employees who were due a rating in quality, the total number of employees receiving a rating in quality, the total number of employees with less than 63 days on a quality measured plan in the operation, the total percentage of employees with less than 63 days on a quality measured plan in the operation, the total number of employees who received a rating of 1 through 5 in the operation, the total number of employees who were due a rating in efficiency, the total number of employees receiving a rating in efficiency, the total number of employees with less than 63 days on an efficiency measured plan in the operation, and the total percentage of employees with less than 63 days on an efficiency measured plan in the operation.

  8. National Total-Same QTR Prior Yr - The same quarter prior year total number of measured employees who received a rating of 1 through 5 will be displayed, the total number of employees who were due a rating in quality, the total number of employees receiving a rating in quality, the total number of employees with less than 63 days on a quality measured plan in the operation, the total percentage of employees with less than 63 days on a quality measured plan in the operation, the total number of employees who received a rating of 1 through 5 in the operation, the total number of employees who were due a rating in efficiency, the total number of employees receiving a rating in efficiency, the total number of employees with less than 63 days on an efficiency measured plan in the operation, and the total percentage of employees with less than 63 days on an efficiency measured plan in the operation.

3.43.405.15  (10-01-2011)
Minimally Successful and Below Employees by Operation Report

  1. The Minimally Successful and Below Employees by Operation Report will be generated during the quarterly processing and will list all employees at each service center with a rating of a "2" or below in either quality or efficiency for the period covered.

  2. The report will be available on Control D.

    Figure 3.43.405-17
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.15.1  (10-01-2011)
Key Elements of the Minimally Successful and Below Employees by Operation Report

  1. Report Name - Minimally Successful and Below Employees by Operation.

  2. Site - Submission Processing site name.

  3. Operation - Two digit operation number.

  4. Quarter Ending - mm/dd/yyyy.

  5. Run Date - mm/dd/yyyy.

  6. SEID

  7. Name - Employee's name displayed as last name, first and second initial.

  8. Operation - Five digit operation number the employee is assigned.

  9. Rating Period End Date - The employee's month ending of their rating period based on the last digit of employees' SSN.

  10. Current Measured Quality Rating - Generated rating received on the Monthly IPR generated during the quarterly processing.

  11. Current Measured Efficiency Rating - Generated rating received on the Monthly IPR generated during the quarterly processing.

3.43.405.16  (10-01-2011)
Release/Recall System

  1. The Release Recall reports identify employees who are subject to release and recall when workload fluctuations require significant changes in the staffing needs of the organization. Management determines when a release or recall of employees is necessary.

  2. Refer to the procedures in the National Agreement II, Article 14 for guidance when Releasing and Recalling employees.

  3. Separate listings are to be generated for each employee class - Seasonal, Temp, Term, and Intermittent.

  4. Unless the local parties agree otherwise, the basis for release recall at Center Campuses will be by Department in Accounts Management and by Operation in Submission Processing and Compliance Services.

3.43.405.16.1  (10-01-2011)
Requesting a Release Recall Listing

  1. When management determines a release recall listing is needed, follow these steps:

    • From the EQSP Main Menu screen, click on Release Recall.

    • At the Release Recall Menu, click on Release Recall Screens.

    • Click on Release Recall Request Screen.

    • Select Generate Release Recall Request.

      Note:

      If you want to check to see if a release recall for a particular organization and week ending has already been requested, click on Search Release Recall Requests and follow the prompts.

    • Select the report type from the drop down (Preliminary, Final, or Final with Form 5141).

    • Input the first two digits of organization code (this would be a request by Organization) or the first three digits of the organization code (this would be a request by Section) of the organization requesting the report.

    • Input the Week Ending Date - if requesting a preliminary listing, this must be the most current processing week. If a Final listing is being requested, the week ending date must be one where a preliminary has already been requested.

    • Select the class code from the drop down (2-Seasonal, 3-Intermittent, 4-Temp, 5-Term).

    • Click on Save.

3.43.405.16.2  (10-01-2011)
Viewing a Release Recall Listing

  1. From the Release Recall Menu screen, click on Release Recall Reports

  2. Click on the appropriate radio button (Preliminary, Final, Final with Form 5141, or Blank 5141).

  3. Input the Organization of the request.

    Note:

    Operation must be exactly the same as what was input during the request - first two digits or first three digits of the organization.

  4. Input the week ending date of the request.

  5. Select the class code from the drop down.

  6. Click on View Report.

  7. If a preliminary listing was requested, the report will be displayed. The report can be printed by clicking on the Print Icon.

  8. A Preliminary listing will be displayed in alphabetical order by team for the requesting organization.

  9. If a Final listing was requested, the report will be available on Control D the next business day.

  10. A Final listing will be in rank order.

3.43.405.16.3  (10-01-2011)
Release/Recall Preliminary Listing for Seasonal, Career/Career-Conditional Intermittent and Term Employees

  1. The Release Recall Preliminary Listing is used as a worksheet to add, update or delete information on the Release Recall Employee Table. The Release Recall Employee Table is a holding file for the employee records on MEPS. The listings are sorted by the assigned organization code, then, alphabetically by last name, first name and middle initial.

  2. The Preliminary Listing must be requested for the current process week ending (W/E) date. This will be the last completed week ending date.

  3. Terminated employees will not appear on the Release Recall Preliminary Listing.

    Note:

    If terminated, deceased, or employees who have resigned are listed, and you have researched to ensure the proper paperwork has been done, work with your Reports Unit Staff to resolve.

  4. Employees detailed to areas other than their home assigned organization should be on both release/recalls. For example, an employee from Receipt & Control Operation is detailed to Examination; that employee should be listed on both release/recalls, on Receipt & Control's as a detail out (work status code = "O" ) and on Exam's release recall as a detail in (work status code = "I " ).

  5. Coding of the listing can be done on the printed copy or directly into the system. Input of coding will be dependent upon the EQSP permissions (role). For example, a Team manager will only have access to the employees within his/her span of control. If editing of an employee out of the manager's span of control is needed, request assistance from the TEAM, Department, or Operation manager in the employee's assigned work area.

    Figure 3.43.405-18
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.16.3.1  (10-01-2011)
Key Elements of the Release/Recall Preliminary Listing for Seasonal and TERM Employees

  1. Report Title - Release Recall Preliminary Listing.

  2. Run Date - Date the report was generated displayed as mm/dd/yyyy.

  3. Week Ending Date

  4. Page Number

  5. Requesting Org - The operation organization code (e.g., 31000) or the department organization code (e.g., 31300) making the Release Recall request. This is a five digit Alpha/ Numeric code.

  6. Class - Type of employee on the listing (Seasonal, Intermittent, Temp, Term)

  7. Unit - Five digit team within the requesting organization.

  8. Name - Employee name, displayed as last name, first and second initial.

  9. SEID - Standard Employee Identifier

  10. Grade - Employee grade

  11. Work Code - one alpha character. Work codes are as follows:

    • W = The employee is in work status.

    • R = The employee is currently released.

    • I = The employee is detailed in.

    • O = The employee is detailed out.

  12. Enter on Duty Date - The date the employee entered on duty on their current appointment. The IRS EOD is downloaded from Time Input Management Input System (TIMIS) or updated by the designated area. This field MUST have an entry before the Final Listing will run. Date is displayed as mm/dd/yyyy.

  13. Service Comp Date - The official beginning date of Federal Service. The SCD is downloaded from TIMIS or updated by the designated area. This field MUST have an entry before the Final Listing will run. Date is displayed as mm/dd/yyyy

  14. Skill Codes - Up to 15 alpha/numeric/special characters indicating the skills of the employee can be input in this field. Skill codes are established at the Operation Level in each center and may be different from Operation to Operation.

    Caution:

    If the skill codes field is blank, see the National Agreement II, for contractual requirements (reference Article 14, Section 2,D,1). If an employee is held accountable under a particular skill code, that employee will be assigned that skill code. (reference National Agreement II, Article 12, Section 20, B and Article 14).

    Note:

    An employee does not have to be fully successful in order to receive a skill code. The National Agreement II is very clear on when an employee gets a skill code - the employee must have successfully completed training (and to determine this, tests would have to be given to determine if an employee passed or failed training) and/or learning curve (reference Article 14, Section 2, D).

  15. Rating Type - One alpha character indicating the type of rating used when coding the release recall. Valid entries are: "A" for annual rating, "H" for adhoc rating, and "S" for Test/OPM score. If "A" or "H" are input, entry in the "Critical Elements fields" are required. (reference National Agreement, Article 14, Section 2, A). If a "S" is input, a Test/OPM score is required.

  16. Critical Elements (1) (2) (3) (4) (5) - If a rating type of A or H was entered, at least one critical element rating (0 - 5) must be input. there may be a maximum of five critical job element ratings. The number of critical job element ratings is the same as the number of critical job elements on the employee's performance plan.

    Note:

    There is not a specific order CJE's should be input. Since one CJE does not hold any more weight than another, there is not a specific order in which they have to be input; they are all weighted the same. They should be input in the same order as listed on the Annual Rating or Form 6850. The system will accept zeros or blanks, along with digits 1 through 5 for a critical element entry, to coincide with what appears for the CJE on the evaluation.

  17. Test Score Ind - If a rating type of S was input, either a T (Test Score) or an O (OPM Score) is required to be input in this field.

    1. For newly hired employees who do not have performance appraisals as of the date the preliminary is edited, but have a training test score, the prefix "T" for test score is edited (e.g., T096.25).

    2. For newly hired employees who do not have performance appraisals or a training test score as of the date the preliminary is edited, the prefix "O" for OPM Certificate is edited, (e.g., O096.50). OPM Certificate Scores may be obtained from your servicing Personnel Office.

      Note:

      For employees who do not have a performance appraisal, training test score, or OPM Certificate Score (e.g., reinstated employees), enter an "S" in the Rating field, Critical Element fields will be zeros, Test Score Indicator will be blank, and Ranking Score will be blank. By coding the employee in this manner, they will fall out on the bottom of the listing until which time they qualify for a release/recall ad hoc evaluation or they are given an annual appraisal.

      Note:

      A newly hired employee qualifies to receive an ad-hoc evaluation after they have been on their CJE's 60 days and on a measured performance plan 63 days. An updated ad hoc should be prepared each time a new preliminary release recall is run to incorporate all of the employee's performance since reporting to duty, up until the annual evaluation is given. The beginning date on the ad-hoc evaluation would be the date the employee reported, and the ending date would be the week ending date of the preliminary release recall. Once an employee has received an annual appraisal, those ratings will be used on all release recalls until a new annual appraisal is given. If the employee is on an unmeasured performance plan, they only have to be on their CJE's 60 days.

  18. Ranking Score - Input to this field is only required if a S was entered as the Rating Type and a Test Score Indicator of T or O was input.

    1. For employees with an annual appraisal (or ad hoc, if applicable, see Article 14, Section 2, A, 6), the ranking score will be calculated by the system adding the values for each numerical rating C(1) - C(5) and dividing the total by the number of numerical ratings C(1) - C(5). The system will add any senority points, if applicable, based on the employee's IRS EOD.

    2. For newly hired employees who do not have performance appraisals, the rank score will be the employee's training test score.

    3. For newly hired employees who do no have performance appraisals, or a training test score, the rank score will be the employee's OPM Certificate score.

    Note:

    This is a system generated field if an "A" or "H" was input in the rating field. Only input in this field if an " S" was input in the rating field.

3.43.405.16.3.2  (10-01-2011)
The Release Recall Preliminary Listing for Career/Career-Conditional Intermittent and TEMP Employees

  1. The preliminary listing for intermittent and TEMP employees is similar to that of seasonal/term employees.

  2. Only information up through the Service Comp Date field is input.

3.43.405.16.3.3  (10-01-2011)
Editing the Release Recall Preliminary Listing for Seasonal, Career/Career-Conditional Intermittent, TEMP, and TERM Employees

  1. All fields may be edited. However, the following fields can never be blank.

    • Employee name

    • SEID

    • Assigned Unit

    • Grade

    • Work code - the employee's current Release/Recall status. Valid codes generated for the Preliminary Listing are:

      If Work Code is this ... Employee is ....
      W in work status.
      R currently released.
      O detailed out.
      I detailed in.

    • Enter on Duty Date

    • Service Comp Date

  2. If any of the other fields (Rating Type, Critical Elements, Test Score Ind) are blank, the employee will ranked at the bottom of the listing in alphabetical order with ties being broke by EOD, SCD, or the last four digits of the SSN per Article 14, Section 2. A. 8 of the National Agreement II.

3.43.405.16.3.4  (10-01-2011)
Editing the Release Recall in MEPS

  1. To input edits to a Release Recall, follow these steps:

    • From the Release Recall menu, click on Release Recall Screen.

    • From the Release Recall Screens menu, click on Release Recall Edit Screen.

    • From the Release Recall Edit Screen menu, click on Search Release Recall

  2. If only editing a particular employee's information, input the Employee's SEID.

  3. If editing the complete listing or multiple employees within your span of control, enter the Assigned Organization, the Week Ending Date of the listing being edited, and the Class Code.

  4. The system will display the employees on the listing.

  5. To edit an employee's information, click on the Edit Record icon.

  6. Input the information being edited, then click on SAVE.

  7. To delete an employee from the listing, click on the Delete Record icon.

  8. You will be taken back to the Release Recall Search Results screen where additional editing can be input on other employees.

  9. When all editing has been completed, click on Return to Release Recall Menu located on the top right portion of the Release Recall Search Results Screen.

3.43.405.16.3.5  (10-01-2011)
Requesting a Final Release Recall in MEPS

  1. To request a final listing, follow these steps:

    • From the Release Recall Menu Screen, click on Release Recall Screens.

    • From the Release Recall Screens menu, click on Release Recall Request Screen.

    • From the Release Recall Request menu, click on Generate Release Recall Requests.

    • On the Generate Release Recall Request Screen, select the Report Type from the drop down, input the organization (you must input the same organization shown on the preliminary), input the week ending (must be the same shown on the preliminary), select the class code from the drop down (must be same shown on the preliminary), then click on SAVE.

  2. The Final Release Recall will be available on Control D the next business day.

3.43.405.16.3.6  (10-01-2011)
Searching Release Recall Requests

  1. Follow these steps if you want to see if a preliminary or final has been requested:

    • From the Release Recall Menu screen, click on Release Recall Screens.

    • From the Release Recall Screens menu, click on Release Recall Request Screen.

    • From the Release Recall Request menu, click on Search Release Recall Requests.

    • Input the Assigned Organization and Class Code and click on SEARCH.

  2. The Release Recall Request Listing will display the following information for each request listed:

    • Week Ending Date

    • Action - J = Preliminary; H or I = Final Requested; K = Final Completed.

    • Preliminary Requested Date - the date a request was input in the system for a preliminary.

    • Preliminary Completed Date - the date the preliminary was generated/displayed.

    • Preliminary Requested By - the person who input the request for the preliminary.

    • Final Requested Date - the date a request was input in the system for a final.

    • Final Completed Date - the date the final listing was generated and sent to Control D.

    • Final Requested By - the person who input the request for the final.

3.43.405.16.3.7  (10-01-2011)
Employee Masterfile (EMF)

  1. If an employee has recently changed grades, organizations, gone from released to working (or any other work status), the information can be changed using the EMF Screens prior to running a Preliminary Release Recall.

    Note:

    Although the change or an addition may be made in the EMF Screens for the purpose of ensuring the Preliminary Release Recall has the most current information, if the proper paperwork has not been submitted to actually change the EMF file submitted each week during weekly processing, the edited fields will change to information on the file during the weekly processing. A Preliminary Release Recall must be requested prior to the weekly processing to ensure the edits will be on the listing.

  2. Follow these steps to make changes to the MEPS EMF:

    • From the EQSP Main Screen, click on Release Recall.

    • From the Release Recall Menu screen, click on EMF Screens.

    • To search EMF records, on the EMF Screen click on Search EMF Records.

    • To search for a particular employee, input the employee's SEID and click on Search.

    • To search the EMF for an organization, input the organization, select the class code from the drop down, and click Search.

    • When the search results are displayed, to make changes click on the Edit Record icon.

  3. An employee can also be added to the MEPS EMF for purposes of ensuring they are included on the Preliminary Release Recall. See Note in IRM 3.43.405.16.3.7.

  4. You would also use this screen to add GS-09 and above employees to a Preliminary Release Recall.

  5. To add an employee to the MEPS EMF, from the EMF Screens, click Add EMF Record.

  6. Input the information in the Create EMF Record screen and click Save.

3.43.405.16.4  (10-01-2011)
Release/Recall Final Listing for Seasonal, Career/Career-Conditional Intermittent, TEMP, and TERM Employees

  1. The Release/Recall Final Listing reflects the same information that is coded on the Release/Recall Preliminary Listing.

  2. Ranking Criteria for Seasonal and Term employees is as follows in descending order:

    1. Fully successful or above ratings

    2. Highest Performance Rating Score with seniority points

    3. Minimally Successful rating in descending IRS EOD order

    4. Unacceptable rating in descending IRS EOD order.

      Note:

      All ties are broken first by IRS EOD, second by Service Computation Date (SCD), and third by comparing the last four digits of the tied employee's social security numbers. In odd numbered years, employees with the lowest number will be placed first on the release/recall list. The opposite will hold true in even numbered years.

      Note:

      Refer to National Agreement II, Article 14.

  3. Ranking Criteria for Career/Career Conditional Intermittent employees is as follows:

    1. IRS EOD in descending order

    2. Ties will be broken by the employee's SCD.

    Note:

    Refer to National Agreement II, Article 14 for ranking criteria

  4. Newly hired employees without an annual rating will be listed below those with an annual rating by training test score.

    Note:

    Ties will be broken by IRS EOD, then SCD.

  5. Employees who do not have a performance appraisal or a training test score, will be ranked by their OPM certificate score listed after those employees with training test scores. Ties will be broken by IRS EOD then SCD.

  6. Employees who do not have a performance appraisal rating, a training test score, or an OPM certificate score (e.g., reinstated employees), will be listed last by IRS EOD. All ties will be broken by SCD.

    Note:

    Test and/or OPM Scores have to be obtained from Personnel.

  7. Rank number is assigned in sequential order based on ranking criteria.

    Note:

    If ties exist after tie breaker criteria has been applied, all tied employees receive the same number. The program then skips the appropriate number(s).

  8. If an employee who should appear on the Release/Recall Final Listing fails to appear, the Final will need to be edited to add the employee and the Release/Recall Final rerun.

  9. The rank number assigned is used to determine the order in which employees are released and recalled to work.

    Figure 3.43.405-19
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.16.4.1  (10-01-2011)
Key Elements of Final Listing for Seasonal, Career/Career-Conditional Intermittent, TEMP, and TERM Employees

  1. Report Title - Release Recall Final Listing

  2. RUN DATE – The date the report was created in mm/dd/yyyy format.

  3. WEEK ENDING DATE - displayed as mm/dd/yyyy.

  4. PAGE – Page number.

  5. REQ ORG – Requesting Organization - the Operation/Department organization code (e.g., 42000, C0000) or the Department (Submission Processing) organization code (e.g., 42300) making the Release Recall request.

  6. CLASS - class code of the employee (Seasonal, Intermittent, Temp or Term).

  7. RANK - the rank position assigned to an employee.

  8. NAME – employees last name, first and middle initial

  9. SEID

  10. ORG – employee's 5 digit unit organization code

  11. GRADE

  12. WORK CODE (WC) - Work status code - the employee's current Release/Recall status. Valid codes generated for the Final Listing are:

    1. W - The employee is in work status.

    2. R - The employee is currently released.

    3. O - The employee is detailed out.

    4. I - The employee is detailed in.

  13. IRS ENTER ON DUTY (EOD) - the date which the employee entered on duty at the IRS as modified to include any prior IRS service. The IRS EOD is downloaded from TIMIS or updated by the designated area.

  14. SERVICE COMPUTATION DATE (SCD) - official beginning date of Federal Service. The SCD is downloaded from TIMIS or updated by the designated area.

  15. SKILL CODES - skill codes may be added or deleted; each employee can have up to a maximum of 15 skill codes. Skill codes are established at Operation level in each center and may be different from Operation to Operation. To remove all skill codes draw a line through all the codes.

  16. RATING TYPE- Valid entries are: "A" for annual rating, "H" for adhoc rating, and "S" for Test/OPM score. If "A" or "H" are input, entry in the "Critical Elements fields" are required. (reference National Agreement, Article 14). If a "S" is input, a Test/OPM score is required.

    Note:

    ANN RATE – does not apply to Intermittent or TEMP employees

  17. CRITICAL ELEMENTS – (1) (2) (3) (4) & (5) - there may be a maximum of five critical element ratings. The number of critical element ratings is the same as the number of critical elements on the employee's annual appraisal (or ad hoc). The critical element ratings are edited by the designated management official.

    Note:

    CRITICAL ELEMENTS – does not apply to Intermittent or TEMP employees

  18. TEST SCORE INDICATOR - If a "S" was input in the "Rating" filed, this field is required. For newly hired employees who do not have performance appraisals as of the date the preliminary is edited, but have a training test score, the prefix "T" for test score is edited (e.g., T096.25). For newly hired employees who do not have performance appraisals or a training test score as of the date the preliminary is edited, the prefix "O" for OPM Certificate is edited, (e.g., O096.50). OPM Certificate Scores may be obtained from the servicing Personnel Office.

    Note:

    TEST SCORE INDICATOR – does not apply to Intermittent or TEMP employees

  19. CES – Critical Element Score – is calculated by totaling the employee's critical job element scores and dividing by the number of critical job elements. For example:

    Add: critical job elements (C1) 4 + (C2) 3 + (C3) 4 + (C4) 4 + (C5) 4 = 19, then divide 19 by 5 = 3.8
    The employees CES = 3.8

    Note:

    CES – does not apply to Intermittent or TEMP employees

    . It is system calculated.

  20. PERF SENIOR POINTS - Performance Seniority Points based on calendar years of service from the employee's IRS EOD. For assignment priority, reference National Agreement, Article 14.

    Note:

    PERF SENIOR POINTS – do not apply to Intermittent or TEMP employees

  21. RANKING SCORE – For employees with an annual appraisal (or ad hoc), the ranking score will be calculated by adding the values for each numerical rating C(1) - C(5) and dividing the total by the number of numerical ratings C(1) - C(5). Then add any points based on the employee's IRS EOD if the employee was fully successful or above in each critical job element. For newly hired employees who do not have performance appraisals, the rank score will be the employee's training test score. For newly hired employees who do not have performance appraisals, or a training test score, the rank score will be the employee's OPM Certificate score.

    Note:

    RANKING SCORE - does not apply to Intermittent or TEMP employees

3.43.405.16.4.2  (10-01-2011)
Editing the Release/Recall Final Listing

  1. If the Final Release/Recall (R/R) Listing is incorrect, edit corrections by using the guidelines in the National Agreement, Article 14. When the editing is complete, another request can be input into the system.

  2. If an employee is detailed out after a Final R/R Listing is generated, the manager should edit the employee record to change the status code to "O" , detailed out, before a subsequent listing is requested.

  3. See Editing the Release Recall in MEPS IRM 3.43.405.16.3.4 for complete editing instructions.

3.43.405.16.5  (10-01-2011)
Form 5141

  1. Release Recall Form 5141 provides official notification to employees regarding their ranking order for Release and Recall. If a release date has been determined, Form 5141 should be requested by management when the Final Release/Recall is requested. The manager and the employee sign the Form 5141 and the employee's address and telephone numbers are verified to ensure the manager has current information.

  2. Blank Form 5141 can be printed from the MEPS Release Recall Screen:

    • From the EQSP Main Screen, click on Release Recall.

    • From the Release Recall Menu, click on Release Recall Reports.

    • On the Release Recall Report Menu, click on the radio button to the left of Blank 5141(s). The 5141 will be displayed and can be printed.

    Figure 3.43.405-20
    This image is too large to be displayed in the current screen. Please click the link to view the image.

3.43.405.16.5.1  (10-01-2011)
Key Elements of Form 5141

  1. RUN DATE – The date the report was created in MM/DD/YYYY.

  2. TITLE – Form 5141 Release Recall.

  3. WEEK ENDING DATE – Current week end processing date

  4. CLASS CODE - Seasonal, Temp, Term, etc.

  5. NAME

  6. SEID

  7. GRADE

  8. ORGANIZATION CODE

  9. RATING TYPE (not applicable for Intermittent or TEMP employees)

  10. CRITICAL ELEMENTS (not applicable for Intermittent or TEMP employees) - comes from the annual appraisal or release/recall evaluation.

  11. TEST SCORE INDICATOR (not applicable for Intermittent or TEMP employees)

  12. CRITICAL ELEMENT SCORE (not applicable for Intermittent or TEMP employees) - Adds the rating for each critical element and then divides by the number of critical elements.

  13. PERF SENIORITY POINTS (not applicable for Intermittent or TEMP employees) - points added to critical element score for any employee who has a rating of "3" or higher in every critical element if the employee has 2 or more years service (based on EOD).

  14. RANKING SCORE (not applicable for Intermittent or TEMP employees) - sum of critical element score and perf seniority points.

  15. SKILLS

  16. Enter on Duty Date

  17. SERVICE COMP DATE

  18. RANK

  19. EMPLOYEE'S SIGNATURE

  20. DATE

  21. CURRENT ADDRESS

  22. CITY, STATE, AND ZIP CODE

  23. HOME TELEPHONE

  24. SUPPLEMENTAL TELEPHONE NUMBER

  25. SIGNATURE OF MANAGER

  26. DATE


More Internal Revenue Manual