(NSIPS) RETIREMENT AND SEPARATION - PERS 2

RETIREMENT AND SEPARATION BRIEF - 8 NOV 2016

1. Retirement & Separations (R & S) Modernization MR. Elvis Pierre (PERS-221) NOV 2016 Navy Personnel Command (NPC) Pay and Personnel Management (PERS-2)

2. 2 What is Pers Mod R & S?   The R&S Personnel Modernization (Pers Mod) is an end-to-end personnel process to be re-engineered into NSIPS PeopleSoft 9.2 environment. The first major modernization will integrate and streamline the retirement and separation business processes for officers, enlisted , active, and reserve personnel.

3. 3 Current Member Process The request is initiated by the service member manually, routed through his/her chain of command for review and recommendation , and then submitted to NPC for approval. “To-Be” Member Process The request will be initiated by the service member electronically via NSIPS Self Service, routed through his/her chain of command for review and recommendation, and then electronically routed to NPC for approval.

4. 4 R & S Modernization are delivered by Increments: Increment 1: Increment ONE will allow the member to initiate the request electronically via NSIPS Self-Service, route the request through chain of command for review and recommendation, and then electronically route to NPC for approval. Increment 2 : Increment TWO will allow the PSD and service member the ability to electronically complete and route the Certificate of Release or Discharge from Active Duty (DD-214) form, and for the data to be sent electronically to Defense Manpower Data Center (DMDC). It will also create member’s checklist to track tasks associated with completing R & S processes. Increment 3 : Increment THREE will automate Admin Separation routing and processing at the headquarters level.

5. 5   R & S Routing/Notification Process (Command)     Service Member initiates retirement/separation request via NSIPS Self-Service, performs an eligibility check, and submits the request electronically within the chain of command Next level Reviewer is notified via Email Reviewer reviews request, provides comments/recommendation and forwards within the chain of command Next level Reviewer is notified via Email Command Reporting Senior reviews, approves, and submits the request electronically to NPC NPC HR Specialist and Service Member are notified via Email NPC Immediate Superior in Command (ISIC ) reviews, approves, and returns the request electronically to the Reporting Senior

6. 6   R & S Routing Process by Role    

7. 7 Command Requirements   Identify personnel for the following roles and functions : Command Level Access Manager – Responsible for initiating and updating the command’s profile and setting up designated users who will be available/responsible for routing R&S requests at the command level Command Separation Specialist – Responsible for initiating and submitting R&S requests on behalf of the service member if required, initiating separation checklists, and reviewing and routing requests via the chain of command Command Reviewer – Responsible for reviewing R&S requests, making recommendations, providing comments if necessary, and routing requests via the chain of command

8. 8 Command Requirements   (Continued) Identify personnel for the following roles and functions : Immediate Superior in Command (ISIC) – Responsible for viewing, reviewing, making recommendations and approving/adjudicating R&S requests routed from the subordinate command in cases where the request is for the Reporting Senior of the subordinate command or when special programs require ISIC endorsement. Command Reporting Senior – Responsible for reviewing R&S requests, making recommendations or adjudicating requests, providing comments if necessary, and routing requests via the chain of command or to NPC for approval . NOTE : In Increment 1, this will identify individuals at the command in the routing process of a Retirement and Separation Request.

9. 9 HR Command (PSD/Personnel Office) Requirements (Available in Increment 2)   Identify personnel for the following roles and functions : Command HR-NAM – Responsible for setting up and updating the HR command’s (PSD/Personnel Office) profile. Separation Clerk* – Personnel Clerk at the PSD/Personnel Office or Reserve Personnel Clerk at the Navy Operational Support Center (NOSC) responsible for processing Enlisted and/or Officer Separations. Separation Supervisor* – Personnel Supervisor at the PSD/Personnel Office or Reserve Personnel Supervisor at the NOSC responsible for reviewing/approving Enlisted and/or Officer Separations. *NOTE: In Increment 2, this will identify individuals at the PSD/Personnel Office/NOSC who will have access to the Separation Checklist, DD214WS/DD214, and loss transaction, in addition to receiving notifications for these functions.

10. 10   COMMAND/HR SET-UP AND NAVIGATION

11. 11   Role: Command Level Access Manager Responsibilities: Assign role permissions to Self-Service User accounts as needed within his/her Command Responsible for setting up and updating the Command’s profile (similar to Command Leave Administrators [CLA]) NOTE : Each Command will determine how many of each role they will need and who will serve in those roles. There must be at least one person serving in each role to ensure the Retirement and Separation process workflow functions correctly.

12. 12   Role: Human Resource (HR)/NAM (Available in Increment 2) Responsibilities: Assign role permissions to HR in support of Retirements and Separations, where HR responsibilities exist NOTE : Each Command will determine how many of each role they will need and who will serve in those roles. There must be at least one person serving in each role to ensure the Retirement and Separation process workflow functions correctly.

13. 13   Role: Command Level Access Manager/HR NAM (Set-up Navigation) Navigate to Main Menu > ERM Security Administration > ERM Security Administration > Setup > CMD/HR Profile Mgmt

14. 14   Role: Command Level Access Manager/HR NAM (Set-up Navigation) Enter a UIC and click Search .

15. 15 The Command Level Access Manager has access to the Command Profile tab to assign Users to Command positions.   Role: Command Level Access Manager (Command Set-up View)

16. 16 The HR NAM has access to the Command Profile tab (Increment 1) to assign Users to Command positions and to the HR Profile tab (Increment 2) to assign Users to HR positions.   Role: HR (PSD/Personnel Office) NAM (HR Command Set-up View) Increment 1 Increment 2

17. 17   How member initiate a retirement request?  

18. 18   Service Member Scenario: How do I initiate a retirement request?   Log in to NSIPS and click Main Menu > Employee Self Service > Retirements and Separations > Request Retirement/Separation .

19. 19 Under Request Details , select a request type from the drop-down menu.   Service Member Scenario: How do I initiate a retirement request?   (Continued)

20. 20 Choose a Requested Date from the calendar.   Service Member Scenario: How do I initiate a retirement request?   (Continued)

21. 21 Click Edit Address, Phone, or Other Email .   Service Member Scenario: How do I initiate a retirement request?   (Continued)

22. 22 Click Apply to apply the changes.   Service Member Scenario: How do I initiate a retirement request?   (Continued)

23. 23 Verify all data entries are present and click the Request tab.   Service Member Scenario: How do I initiate a retirement request?   (Continued)

24. 24   Service Member Scenario: How do I initiate a retirement request?   (Continued ) Click Route for Approval .

25. 25 Click Yes to acknowledge the message.   Service Member Scenario: How do I initiate a retirement request?   (Continued)

26. 26 If additional request data appears, ensure these fields are valid and click Add Waiver if necessary.   Service Member Scenario: How do I initiate a retirement request?   (Continued)

27. 27 Click Route for Approval .   Service Member Scenario: How do I initiate a retirement request?   (Continued)

28. 28 Select the appropriate role (Command Separation Specialist) and user, and then click Route Request .   Service Member Scenario: How do I initiate a retirement request?   (Continued)

29. 29 View the confirmation message and sign out of NSIPS.   Service Member Scenario: How do I initiate a retirement request?   (Continued)

30. 30   R & S ROUTING AT A COMMAND LEVEL

31. 31 Responsibilities: Review the service member’s request. Make a recommendation to approve/disapprove the request. Enter Command Contact and Command Reporting Senior contact information. Route the request to the next Command Reviewer.   NOTE : The Command Separation Specialist has the ability to initiate and submit a Retirement or Separation request on behalf of a service member and to initiate a separation checklist.   Role: Command Separation Specialist

32. 32   Role: Command Separation Specialist To access Command Separation Specialist functionalities within NSIPS: Navigate to Main Menu > Retirements & Separations > Member Requests .

33. 33   Role: Command Separation Specialist Enter search criteria and click Search . Then select the desired search result.

34. 34   Role: Command Separation Specialist (Routing) Click Route .

35. 35   Role: Command Separation Specialist (Routing) Select the appropriate Command Reviewer. Click Route Request .

36. 36 Responsibilities: Review the service member’s retirement/separation request. Make a recommendation to approve or disapprove the request. Route the request to the next Command Reviewer or Reporting Senior.     Role: Command Reviewer

37. 37 Ensure the Command Contact Information tab is populated by the Command Separation Specialist or Command Reviewer prior to the request getting to the Reporting Senior.   Role: Command Reviewer

38. 38 Click Route .   Role: Command Reviewer To route a request to the next Reviewer within NSIPS:

39. 39   Role: Command Reviewer Select the next Command Reviewer or Reporting Senior. Click Route Request .

40. 40   Role: Command Reporting Senior Responsibilities: Review the service member’s request. Review all contact information for accuracy and completion. Make a recommendation to approve/disapprove any waivers. Make a recommendation to approve/disapprove the request. Enter a Number of Months Acceptable Gap. Route the request to the appropriate NPC Retirement HR Specialist. NOTE : Only the Command Reporting Senior has the ability to enter/edit the Number of Months Acceptable Gap.     

41. 41 To access Command Reporting Senior functionalities within NSIPS: Navigate to Main Menu > Retirements & Separations > Member Requests .   Role: Command Reporting Senior

42. 42 Click View Request .   Role: Command Reporting Senior

43. 43 Click the Attach/Comment/Recommend tab. Click Add Comment/Recommendation . Enter a Number of Months A cceptable G ap . Add a recommendation (Approval or Disapproval ).   Role: Command Reporting Senior

44. 44 Ensure the Command Contact Information tab is correctly populated prior to routing.   Role: Command Reporting Senior

45. 45   Role: Command Reporting Senior Click Route . To route a request to NPC within NSIPS:

46. 46   Role: Command Reporting Senior Select the NPC HR Specialist. Click Route Request .

47. 47   R & S TRAINING (USER PRODUCTIVITY KITS (UPKs))

48. 48 User Productivity Kit (UPK) Link Retirements and Separations is the first Personnel Modernization Project to use the User Productivity Kit (UPK) as a training tool for the new functionality deployed within NSIPS. UPK is a collaborative content development platform that allows developers to create user training simulations that mirror the processes users experience in production . Navigate to: https://nsipsprod.nmci.navy.mil/ Under Training: Select User Productivity Kit ( UPK). Select Retirements and Separations Training. Select RnS Training.

49. User Productivity Kits ( UPKs) Increment 1 includes 26 UPKs broken into the following seven sections: Command Setup Training The three UPKs in this section cover the R&S Overview, the Command Level Access Request, and the Command Level Access Approval. Command Profile Management The two UPKs in this section cover the processes for setting up the Command Profile and the HR Profile for a specific Command. NPC Setup And Configuration The six UPKs in this section cover the setup of roles and some business rules related to Retirements and Separations for NPC only . Eligibility Check The four UPKs in this section cover the automated process by which service members check their eligibility to retire or separate from service. The UPKs are separated by active and Reserves and Officer and Enlisted.

50. 50 User Productivity Kits (UPKs) (Continued) Regular (Active Duty) Separation/Retirement The seven UPKs in this section cover the end-to-end active duty Separation and Retirement process. Non-regular (Reserves) Separation/Retirement The three UPKs in this section cover the process for a Reserve member to request retirement or separation without pay. Orders Request The one UPK in this section covers the order request process for an Officer Separation and is used by NPC only.

51. 51 User Productivity Kits (UPKs) (Continued) Increment 2 includes UPKs for generating checklist and steps in DD 214 processing: Checklist The three UPKs will show the steps to create and populate retirement or separation checklist for active duty and reserve personnel. DD 214 The five UPKs in this section covers the Separations Clerk initiating the DD 214 worksheet, routing to the member for review and then to Separation Supervisor for approval. It also provide guidelines in approving and signing DD 214. NOTE: For all UPKs , the process in NSIPS is so standardized among the request types that it is not necessary to show every possible type of scenario. The functions behave the same across the request types.

52. 52 QUESTIONS????