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Slide 1

Census Awards & Recognition System

Office of Personnel Management
Strategic Compensation Conference

August 28, 2002

Slide 2

What is CARS?

Census Awards and Recognition System (CARS) is an automated, web-based awards application

Managers, supervisors, and administrative officers may use CARS for all aspects of the awards process.

Depending on access and approval levels, users are able to initiate and approve awards, create users, track awards, and generate awards data and reports.

Slide 3

Awards Process Before CARS

Administratively Burdensome

  • Paper intensive
  • Time consuming
  • Manual processing
  • Filing nightmare
  • Continuous research required
  • Duplicate awards/lost documentation
  • Fragmented means to monitor budget expenditures
  • Authorization uncertain
  • Delegated authorities unclear

Slide 4

Awards Process Before CARS

  • Performance gives rise.to an AWARD
  • Supervisor drafts justification for AWARD
  • AWARD form completed and forwarded
  • Supervisor reviews and signs AWARD form
  • Second level supervisor reviews and approves AWARD
  • AWARD accounting information reviewed by Admin
  • Special Achievement Award form sent to Human Resources (HR)
  • HR processes AWARD into NFC pay system
  • Special Achievement Award pays to employee
  • Cash-in-a-Flash Award form sent to Finance
  • Finance processes AWARD
  • Cash-in-a-Flash Award.pays to employee

Slide 5

CARS Streamlined Process

  • Performance gives rise.to an AWARD
  • Supervisor uses CARS to submit justification for AWARD
  • ACCOUNTING AUTO-VALIDATED
  • Appropriate Manager approves AWARD in CARS
    • FINANCE Division initiates payment to employee
    • AUTOBATCH to NFC to appear on leave and earning statement
    • Cash-in-a-Flash Award paid in 3-5 business days
      or
    • AUTOBATCH to NFC to process and appear on leave and earning statement
    • Special Achievement Award paid next pay period
  • AWARD printed from CARS with pay date and ytd totals for employee

Slide 6

Advantages for the Agency

  • Expedites the payment of awards
  • Ensures valid cost accounting
  • Reduces paperwork
  • Streamlines the time it takes to create, approve, and process awards; electronic routing and approval
  • Automatically tracks individual employee's awards history
  • Allows managers to check current awards balances and limits of their employees
  • Gives managers "hands-on" access to awards data for budget, tracking, and reporting purposes
  • Makes it easier for a manager to know what information is required for a.particular award
  • Integrates with E-mail for instant routing and notification
  • Provides on line inventory management for merchandise awards

Slide 7

Advantages for Human Resources

  • Provides greater financial accountability and accuracy; Super User has access to all award activity and reports
  • Supports self-service, reducing the volume of paperwork and processing in HR
  • Eliminates extensive research of HR files
  • Makes awards data immediately available; the analysis of trends is a simpler process
  • Turn around time for processing award is now hours instead of days or weeks; payment to employee expedited and indicated on award form

Slide 8

The Future of CARS

  • Will include all incentive awards programs, and allow processing of group awards
  • Will indicate a work units' yearly awards pool and make instant calculations of remaining budget
  • Will continue to have enhancements based on manager's/user's feedback - more useful functions, etc.

 

[The following slides represent computer screens.Located at the top of slides 9 - 23, there are the following menu labels:]

  • File
  • Edit
  • View
  • Go
  • Communicator
  • Help

Slide 9

[This slide shows CARS login - Netscape.]

At the top left of the slide:

Cars On-line

In the middle of the slide:

Census Awards & Recognition System

  • User ID [Next to this phrase, there is a text box]
  • Password [Next to this word, there is text box]
  • Login [This is a label that can be clicked on]

Cars Frequently Asked Questions

Privacy Policy

The Census Awards and Recognition System contains sensitive personnel data (for example, social security numbers, salaries, and work histories), which are to be treated in a confidential manner.Only authorized personnel with a need to know the personal information may have access to it.Don't entrust data to others without calling attention to this warning.Any information printed from this system should be treated as confidential and should be properly deposited of in a "document destruction container." Any employee who violates this privacy policy may be subject to disciplinary action, a fine of $5,000 or both (Privacy Act 5.U.S.C. 552.a).

At the bottom of the slide, there is the following link:

Back to top

[At the top of slides 10-23, there are the labels "Cars On-line" and "Census Awards & Recognition System" with the following links:]

  • Help
  • FAQS
  • LOG-OUT
  • HOME

Slide 10

[This slide shows CARS Main Menu - Netscape.]

[The following are links:]

  • Approve Awards
  • Initiate Awards
  • View Awards
  • Reports
  • User Profile
  • Create CARS User
  • CARS Users List

Slide 11

[This slide shows CARS User - Netscape.]

Edit CARS User

  • UserID:PEJSA001
  • Name:GEOFREY
  • Title:Branch Chief [The title is typed in a text box.]
  • Role:MGR [The role is selected from a drop list box.]
  • E-mail:Geofrey@census.gov [The e-mail is typed in a text box followed by the following example: (john.c.smith@notes.census.gov)

Access/Approval Level-

  • CIAF:$500 [The CIAF is selected from a drop list box.]
  • SAA:0% [The SAA is selected from a drop list box.]
  • On the Spot:No [This is selected from a drop list box.]
  • Review:No [This is selected from a drop list box.]

[In the following table, the words "yes" and "no" are selected from a drop list box.]

16-digit ORG

My Org

Create User

Concur

Approve

0000000000*

Yes

No

No

Yes

0000000000*

Yes

No

No

Yes

 

No

No

No

No

 

No

No

No

No

 

No

No

No

No

 

No

No

No

No

 

Slide 12

[This slide shows Select Award Type - Netscape.]

Initiate Award for

Employee:

SSN [There is a text box and the following example:(format 123456789).]

or

Select Employee [There is a drop list box]

  • *DIV14 [* indicates current listing]
  • HQ
  • RO
  • HQ/RO
  • NPC
  • ALL

Type of Award:

[A drop list box shows the following:]

  • Please Select One
  • Cash-In-A-Flash
  • Special Achievement Award
  • On-The-Spot Award

Continue [This label can be clicked on.]

Slide 13

[This slide shows Initiate Award - Netscape.]

Initiate Cash-In-A-Flash Awards (CIAF)

  • Name:CLAUDIA
  • PayPlan:GM-0201-00
  • ORG: HRD 0000000000000000

ACCS:

  • Project:0000000
  • Cost ORG (16-digit):0000000000000000
  • Period of Recognition - from 01/01/2002 to 05/01/2002 [The dates are typed in a text box and followed by the following example:(format MM/DD/YYYY)
  • Amount of Recognition:$50 [This has been selected from a drop list box.]
  • Narrative:The justification for the award is typed in this space and must include at least 50 characters.[This is typed in a text box.]
  • Immediate Supervisor (print on CD326):Optional [This is typed in a text box.]
  • Immediate Supervisor Title (print on CD326):Optional [This is typed in a text box.]
  • Reviewing Official (print on CD326):Optional [This is typed in a text box.]
  • Reviewing Official Title (print on CD326):Optional [This is typed in a text box.]

Forward for:[A drop list box shows the following:]

  • Please Select One
  • Approval/Concurrence
  • Additional Action
  • Review within Division/Office
  • Review within Bureau

Continue [This label can be clicked on.]

Slide 14

[This slide shows CARS Award - Netscape.]

New Award - CIAF 200208098546 Created Successfully!

Will be Forwarded to VERONICA

  • Award Type:CIAF
  • Recipient:CLAUDIA
  • Org Code:0000000000000000
  • Appropriation Code:0000000000000000000000
  • Amount:$50
  • Period of Recognition:1/1/02 - 5/1/02
  • Narrative:The justification for the award is typed in this space and must include at least 50 characters.

Initiate New Award Using Same Award Info [This label can be clicked on.]

Slide 15

[This slide shows View Award - Netscape.]

Award - CIAF 20020809854

  • Recipient:CLAUDIA
  • Date Created:8/9/02 10:04:03 AM
  • Initiator:VERONICA
  • ORG:0000000000000000
  • ACCS:0000000000000000000000
  • Period of Recognition:1/1/02 - 5/1/02
  • Narrative:The justification for the award is typed in this space and must include at least 50 characters.
  • Date Approved:Pending
  • Item Picked up:NO

Amount of Recognition:$50 [This has been selected from a drop list box.]

Action Needed - Approval

Approval/Action [A drop list box shows the following:]

  • Award Approved
  • Forward For Action
  • Delete this Award

Send a FYI to: [A text box shows the following:]

  • ABSHER,
  • ADAMEK,
  • ADAMS,

FYI Notes:[This is followed by a text box.]

Slide 16

[This slide shows RECOMMENDATION FOR RECOGNITION - Netscape.]

Form CD326 CIAF 200208095555

RECOMMENATION FOR RECOGNITION

NAME OF EMPLOYEE

CLAUDIA

SOCIAL SECURITY NUMBER

000-00-0000

ORGANIZATION

EMPLOYEE RELATIONS BRANCH

HUMAN RESOURCES DIVISION

U.S. CENSUS BUREAU

APPROPRIATION CODE

0000000000000000000000

TYPE AND AMOUNT OF RECOGNITION

CASH-IN-A-FLASH $50

YEAR-TO-DATE* (1/1/02 - 8/9/02)

****Award will be initiated by Treasury in 3-5 business days***

NARRATIVE

The justification for the award is typed in this space and must include at least 50 characters.

IMMEDIATE SUPERVISOR

Immediate Supervisor Name

Immediate Supervisor Title

DATE

REVIEWING OFFICIAL

Reviewing Official Name

Reviewing Official Title

DATE

APPROVING OFFICIAL

Approved Electronically by

Veronica, Branch Chief

DATE

8/9/02

HUMAN RESOURCES OFFICE REPRESENTATIVE

DATE

IMPREST FUND CASHIER (Cash-in-a-flash Award ONLY)

DATE

EMPLOYEE/RECEIPT OF CASH (Cash-in-a-flash Award ONLY)

DATE

Slide 17

[This slide shows Reports - Netscape.]

Select Report

  • Approval Date:from [There is a blank text box] to 8/9/02 [This date is typed in a text box and followed by a label "Submit" that can be clicked on.]
  • Award Type:ALL [This has been selected from a drop list box.]
  • ORG Code:0000000000000000
  • Report Type:Employee [This is followed by a blank drop list box]
  • OR Summary [This is followed a drop list box showing the following:]
    • Awards Total by Cost ORG Code
    • Awards Total by ORG Code
    • Awards Total by Project
    • Employees Reached Award Limit For Year (FY01)
    • Employees Reached Award Limit For Year (FY02)
    • All My Employees with Awards - FY2001
    • All My Employees with Awards - FY2002
    • All My Employees - FY2001
    • All My Employees - FY2002

Slide 18

[This slide shows Report Summary - Netscape.]

View Report for Employees

Reports by

  • Report Name:Awards Total by Cost ORG Code [This has been selected from a drop list box.]
  • ORG Code:0000000000000000
  • Award Type:ALL [This has been selected from a drop list box.]
  • Approval Date:from [There is a blank text box] to 8/9/02 [This date is typed in a text box.There is also a label "Submit" that can be clicked on.]

Awards Total by Cost ORG

Name

Award ORG

Approved

Type

CostORG

Project

Gross

CIAF Net

JULIETTE

0000000000000000

9/19/01

SAA

0000000000000000

00000000

$800

$N/A

JULIETTE

0000000000000000

4/5/01

CIAF

0000000000000000

00000000

$802

$500

JULIETTE

0000000000000000

5/18/02

CIAF

0000000000000000

00000000

$158

$100

CHRISTOPHER

0000000000000000

1/18/02

CIAF

0000000000000000

00000000

$158

$100

CHRISTOPHER

0000000000000000

10/12/01

CIAF

0000000000000000

00000000

$77

$50

LATASHA

0000000000000000

5/21/02

CIAF

0000000000000000

00000000

$474

$300

LATASHA

0000000000000000

9/19/01

SAA

0000000000000000

00000000

$1,300

$N/A

ANTHONY

0000000000000000

5/18/02

CIAF

0000000000000000

00000000

$158

$100

ANTHONY

0000000000000000

9/19/01

SAA

0000000000000000

00000000

$1,500

$N/A

OLIVIA

0000000000000000

5/18/02

CIAF

0000000000000000

00000000

$158

$100

OLIVIA

0000000000000000

1/18/02

CIAF

0000000000000000

00000000

$158

$100

OLIVIA

0000000000000000

5/18/02

CIAF

0000000000000000

00000000

$158

$100

MARCUS

0000000000000000

1/18/02

CIAF

0000000000000000

00000000

$158

$100

MARCUS

0000000000000000

6/27/01

CIAF

0000000000000000

00000000

$561

$350

CHEYNEY

0000000000000000

1/9/02

CIAF

0000000000000000

00000000

$552

$350

CHEYNEY

0000000000000000

9/19/01

SAA

0000000000000000

00000000

$1,500

$N/A

CLAUDIA

0000000000000000

5/18/02

CIAF

0000000000000000

00000000

$158

$100

 

Slide 19

[This slide shows Report Summary - Netscape.]

View Report for Employees

Reports by

  • Report Name:Employees Reached Award Limit for Year (FY01) [This has been selected from a drop list box.]
  • ORG Code:0000000000000000
  • Award Type:ALL [This has been selected from a drop list box.]
  • Approval Date:from [There is a blank text box] to 8/9/02 [This date is typed in a text box.There is also a label "Submit" that can be clicked on.]

Employees Reached Award Limit For the Year (FY01)

Award Type

Limit

CIAF

$1000 Per Tax Year     (1/1/2001 - 12/31/2001)

SAA

10% of Salary Per Fiscal Year     (10/01/2000 - 9/30//2001)

OTS

$125 Per Fiscal Year     (10/01/2000 - 9/30//2001)

Employees Reached Award Limit For the Year (FY01)

Name

ORG Code

Salary

CIAF Net

CIAF Gross

SAA

OTS

Total

% Salary

GEORGIA

0000000000000000

$72400

$1000

$1,573

$1,300 (1.80%)

$0

$2,873

4.06%

ROBERT

0000000000000000

$57550

$1000

$1,573

$1,000 (1.74%)

$0

$2,573

5.04%

   

Total

$2000

$3,146

$2,300

$0

$5,446

  

Award Total without OTS $5,446

Report reflects only awards entered in CARS since 10/01/2000

CIAF gross approved after 7/29/2001 reflects reduction in Federal tax

Slide 20

[This slide shows Report Summary - Netscape.]

View Report for Employees

Reports by

  • Report Name:All My Employees - FY2002 [This has been selected from a drop list box.]
  • ORG Code:[There is a blank text box.]
  • Award Type:ALL [This has been selected from a drop list box.]
  • Approval Date:from [There is a blank text box] to 8/9/02 [This date is typed in a text box.There is also a label "Submit" that can be clicked on.]

All My Employees - FY2002

Name

Org Code

Salary

CIAF Net

CIAF Gross

SAA

OTS

Total

% Salary

CLAUDIA

0000000000000000

$55694

$100

$158

$0

$0

$158

0.28%

AUDREY

0000000000000000

$36631

$450

$710

$0

$20

$730

1.99%

JESSICA

0000000000000000

$72400

$350

$552

$0

$0

$552

0.76%

JEFFREY

0000000000000000

$23707

$200

$316

$0

$50

$366

1.54%

THOMAS

0000000000000000

$46469

$550

$868

$0

$0

$868

1.87%

JASON

0000000000000000

$59407

$150

$237

$1,600 (2.69%)

$0

$1,837

3.09%

PHYLLIS

0000000000000000

$86090

$100

$158

$0

$0

$158

0.18%

LATASHA

0000000000000000

$35584

$900

$1,421

$600 (1.69%)

$70

$2,091

5.88%

CYNTHIA

0000000000000000

$57550

$200

$316

$0

$0

$316

0.55%

FRANKLIN

0000000000000000

$66831

$150

$216

$0

$0

$216

0.32%

ROSALIND

0000000000000000

$79473

$300

$431

$1,800 (2.26%)

$20

$2,251

2.83%

XAVIER

0000000000000000

$24384

$450

$710

$0

$20

$730

3.00%

   

Total

$3900

$6,093

$4,000

$180

$10,273

  

Award Total without OTS $10,093

Slide 21

[This slide shows Initiate Award - Netscape.]

Initiate On-The-Spot Award (OTS)

  • Name:CLAUDIA
  • PayPlan:GM-0201-00
  • ORG: HRD 0000000000000000
  • Approving ORG (16-digit):0000000000000000 [This has been typed in a text box.]
  • Period of Recognition - from 1/1/02to 5/1/02 [The dates are typed in text boxes and followed by the following example:(format MM/DD/YYYY)
  • OTS Level- [A drop list box shows the following:A, B, and C]
  • OTS Item (optional):Employee Choice [This has been selected from a drop list box.]
  • Narrative:The justification for the award is typed in this space and must include at least 50 characters.[This has been typed in a text box.]
  • Immediate Supervisor (print on CD326):Optional [This is typed in a text box.]
  • Immediate Supervisor Title (print on CD326):Optional [This is typed in a text box.]
  • Reviewing Official (print on CD326):Optional [This is typed in a text box.]
  • Reviewing Official Title (print on CD326):Optional [This is typed in a text box.]

Forward for:Please Select One [This has been selected from a drop list box.]

Continue [This label can be clicked on.]

Slide 22

[This slide shows OTS Category C Listing - Netscape.]

On the Spot Awards

Category C

[The items under the label "Name" are links.The links contain pictures of items.]

Item

Name

Description

Status

C27

Man's Watch

Pulsar man's watch *Available with a black face/black leather strap or white face/brown leather strap

Available

C28

Lady's Watch

Lady's watch made by Pulsar *White face/brown leather strap

Available

C31

35 MM Camera

Black 35 MM camera made by Minolta

Available

C32

Wordmaster

Made by Franklin *Features spell check, dictionary, and thesaurus

Available

C35

Walkman

Sony AM/FM cassette walkman (available in analog only)

Available

C39

Binoculars

Vivitar PV series binoculars *Viewing range of 367 ft.

Available

 

Slide 23

[This slide shows CARS Main Menu - Netscape.]

[The following are links:]

  • Initiate Awards
  • View Awards
  • User Profile
  • CARS Users List
  • Search Awards
  • Create Finance File for CAMS
  • NFC Batch List
  • Approve Awards
  • Reports
  • New CARS Users
  • On-The-Spot Management
  • Finance Cert List
  • Reset Finance Flag for NFC Batch

Slide 24

Census Awards & Recognition System

Cars On-line

US CENSUS BUREAU

 
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