Notional IPMS Performance Management Calendar
FIGURE 4-2. NAVCRUITCOM STANDARD SUPERVISOR CRITICAL ELEMENT
1. Title: Supervise Employees
Critical Element: Manage an aligned, engaged, and
high-performing team through leading by example and developing and executing a mission-aligned vision for the organization. Create a positive, safe work environment that allows employees to
excel. Uphold high standards of integrity and ethical behavior.
Perform all supervisory duties including:
a. Ensure compliance with applicable laws, regulations and policies including merit system principles and prohibited
personnel practices.
b. Effectively attract and retain a high-caliber workforce and act in a responsible and timely manner on all steps in the recruitment and hiring process.
c. Provide opportunities for orientation and tools for enabling employees to successfully perform during their probationary period and beyond.
d. Identify current and future position requirements to ensure recruitment is appropriately focused and timely.
e. Complete all performance management tasks in a timely manner: clearly communicate performance expectations and provide performance feedback throughout the appraisal period, hold
employees accountable, promote employee development and
training, promptly address performance and conduct issues, make meaningful distinctions in performance, and reward excellent performance.
f. Act as a good steward of public funds.
g. Maintain a safe work environment and promptly address allegations of noncompliance.
h. Ensure Equal Employment Opportunity (EEO) principles are adhered to throughout the organization and promptly address
allegations of discrimination, harassment and retaliation.
FIGURE 4-2. NAVCRUITCOM STANDARD SUPERVISOR CRITICAL ELEMENT
FIGURE 4-3 NAVCRUITDIST Standard System Administrator Critical Elements
1. Title: Asset Management
Ensure recruiters and support staff personnel have required information technology (IT) tools to accomplish their mission.
Prepare and issue computer hardware and software assets, peripherals, and telecommunications equipment to personnel
within five working days of reporting onboard 90% to 95% of the time. Document, track, and report all NAVCRUITDIST (e.g.
NAVCRUITDIST HQ, NRS, NORS, MEPS) IT hardware repair and
shipping transactions that are not resolved within three weeks to NAVCRUITCOM HQ (N64), NMCI representatives, vendors and/or other stakeholders. Report missing, lost, stolen, or damaged (MLSD) assets within one business day 90 to 95 percent of the time. Maintains detailed and audit ready records of all IT hardware/software assigned to the NAVCRUITDIST.
2. Title: Customer Service
Provide information technology (IT) customer service support to all personnel assigned to the Navy Recruiting District.
Utilizing NET, eMarketplace, SReF, NAVIADS, FootPrints, NMCI Helpdesk and other local/enterprise tools to order, change, modify, and track IT service requests and proposals. Provide direct and indirect technical support to recruiters and support staff in the receipt, setup, deployment, sustainment,
operations, and maintenance of computer systems and other
IT/telecommunications resources. Ensure network connectivity of over 95% "up time" for circumstances within the SYSAD's control.
Resolve 90% to 95% of the NAVCRUITDIST’s IT trouble tickets
within three working days. Escalate tickets not resolved within three working days to NAVCRUITCOM (N64) and/or NMCI Helpdesk.
Keep impacted stakeholders informed of trouble ticket status.
3. Title: Computer Security
Serve as NAVCRUITDIST lead for Information Assurance (IA) and computer security. Adhere to DoD, DoN, NAVCRUITCOM, and local IA policies and procedures. Validate user’s eligibility and maintain auditable records (valid signed SAAR forms) of each user with access to information systems containing PII and other sensitive data. At the direction of the Commanding Officer or his/her designated representative, disable personnel access to information systems containing sensitive data if the person(s) no longer has a “need-to-know,” clearance administratively
removed and/or revoked within 24 hours of notification. Ensure computer hardware/software and telecommunications systems have security controls that are equal to or greater than the level of data being processed. Obtain and maintain IA certifications per established DoD/DoN policies. Report breaches in IA to the
Commanding Officer or his/her designated representatives within two hours of notifications.
Figure 4-3 NAVCRUITDIST Standard System Administrator Critical Elements
FIGURE 4-4 NAVCRUITCOM Standard Financial Management Critical Elements
The critical elements on the next several pages are written for financial management personnel in various organizations
throughout NAVCRUITCOM. ROs are to ensure the correct critical elements are assigned to their employees.
The five critical elements below are for use by the N9 GS-12 Financial Management Analyst.
1. Title: Financial Analysis
With limited supervision, coordinate with internal/external stakeholders/program managers in monitoring current and prior year funds execution and provide financial analysis support.
Ensure execution of funds is within established budget authority (reflected on the Resource Authorization). Analyze and
integrate complex data to identify emerging patterns or trends, and draw logical conclusions. Based on these reviews and
analysis, organize and present results/reports and make funding recommendations to leadership. Analysis must be thoroughly documented and work products must be completed in accordance with internal/external established timelines and guidance; 94-96% of work products must be 100% accurate.
2. Title: Budget Formulation
Lead activity’s effort in formulating, justifying, and defending resource requirements for various budget cycles and make
recommendations for alignment of resources. As requested, provide input to various budget requests and/or exhibits.
Formulate policy, criteria, and instructions for use in
development, implementation, review, analysis, and presentation of activity budget. 94-96% of work products must be 100%
accurate.
3. Title: Customer Service
Communicate and liaise with NAVCRUITCOM fund holders and
internal/external stakeholders in matters of budget planning and funds execution. Provide accurate and timely advice/guidance and data to resolve issues/inquiries in one-two business days for most issues, and in five-seven days for more complex
situations (as determined by Supervisor). Advice/guidance must comply with existing financial management policies and guidance.
4. Title: Financial Reports/Exhibits
Prepare, coordinate, and present accurate financial data,
reports, and budget exhibits. Reports/data communicated orally or in writing, must be completed in accordance with
internal/external established time lines and guidance; 94-96% of work products must be 100% accurate.
5. Title: Audit Readiness
Maintain financial data (i.e. authorization/appointment letters, reports, IRDs, funding documents, travel orders, contracts,
etc.) to support audit readiness efforts and tracking of financial transactions from inception to final disposition.
Ensure all records are maintained indefinitely. When tasked, gather all pertinent documents for higher authority and provide information within the required timeframe. Based on periodic reviews conducted either internally or by external stakeholders (i.e., N8, IG, FMO, etc.) all obligations/expenditures must be properly authorized and supported by documentation.
FIGURE 4-4 NAVCRUIT Standard Financial Management Critical Elements
FIGURE 4-5 NAVCRUITCOM Standard Financial Management Critical Elements
The four critical elements below are for use by the N6 GS-11 Financial Management Analyst.
1. Title: Funds Execution and Analysis
With limited supervision, provide financial analysis support to ensure activity meets, but does not exceed, monthly/quarterly obligation plan or fund authorizations, funds are not used on prohibited/unauthorized items, and obligations are posted in official accounting system within 10 calendar days following the day that an obligation was incurred. Analyze funds execution to spend plans and advise management, at least monthly, on status of funds and projected over/under execution. Make
recommendations for adjustments to plan. Work must be completed in accordance with internal/external established time lines and guidance; 94-96% of work products must be 100% accurate.
Independently and on a daily basis, monitor current and prior year accounting records/transactions to ensure reconciliation of FASTDATA and STARS-FL, and resolution of accounting transaction issues. FASTDATA and STARS-FL must be reconciled at least
weekly and transactions issues (i.e. TEXVs, 1960s, IDA 128/129, Unmatched Disbursements, Negative Unliquidated Obligations, etc.) must be resolved within two-three days of initial
identification for most situations, and in five-seven days for more complex situations (as determined by the supervisor).
2. Title: Budget Formulation
Provide assistance in formulating, justifying, and defending resource requirements for various budget cycles and requests for financial data. As requested, coordinate with various
departments/program managers to obtain information in support of various budget cycles/drills. Consolidate inputs and complete various budget requests and/or exhibits. Formulate policy, criteria, and instructions for use in development,
implementation, review, analysis, and presentation of activity budget. 94-96% of work products must be 100% accurate.
3. Title: Customer Service
Communicate and liaise with activity head/program managers in matters of budget planning and funds execution. Provide
accurate and timely advice and guidance on an “as needed basis”
resolving normal issues/inquiries in one-two business days; for more complex situations (as determined by the supervisor) an initial response should be given in one-two business days and updated until resolved.
4. Title: Audit Readiness
Maintain financial data (i.e. authorization/appointment letters, reports, IRDs, funding documents, travel orders, contracts,
etc.) to support audit readiness efforts and tracking of financial transactions from inception to final disposition.
Ensure all records are maintained indefinitely. When tasked, gather all pertinent documents for higher authority and provide information within the required timeframe. Based on periodic reviews conducted either internally or by external stakeholders (i.e., N8, IG, FMO, etc.) all obligations/expenditures must be properly authorized and supported by documentation.
FIGURE 4-5 NAVCRUITCOM Standard Financial Management Critical Elements
FIGURE 4-6 NAVCRUITCOM Standard Financial Management Critical Elements
The four critical elements below are for use by the N4, N7 and NRD GS-9 Financial Management Analysts.
1. Title: Financial Analysis
Daily, monitor fund status and accuracy of financial data in FASTDATA/STARS-FL ensuring that obligation of funds do not exceed quarterly/annual authorization levels, are not used on prohibited/unauthorized items, and are posted in official
accounting system within 10 calendar days following the day that an obligation was incurred.
Analyze funds execution to spend plans and advise management, at least monthly, on status of funds and projected over/under
execution. Make recommendations for adjustments to plan. Work, which includes capturing, tracking, and reporting financial
data, must be completed in accordance with internal/external established time lines and guidance; 94-96% of work products must be 100% accurate.
Provide assistance in formulating, justifying, and defending resource requirements for various budget cycles and requests for financial data. As requested, coordinate with various
departments/program managers to obtain information in support of various budget cycles/drills. Consolidate inputs and complete various budget requests and/or exhibits. Formulate policy, criteria, and instructions for use in development,
implementation, review, analysis, and presentation of activity budget. 94-96% of work products must be 100% accurate.
2. Title: Accounting/Reporting
As required and per COMNAVCRUITCOMINST 7132.2, prepare, coordinate and submit financial data/reports. Reports/data communicated orally or in writing, must be completed in
accordance with internal/external established time lines and guidance; 94-96% of work products must be 100% accurate.
Daily, monitor current and prior year accounting
records/transactions to ensure reconciliation of FASTDATA and STARS-FL, and resolution of accounting transaction issues.
FASTDATA and STARS-FL must be reconciled at least weekly and transactions issues (i.e. TEXVs, 1960s, IDA 128/129, Unmatched
Disbursements, Negative Unliquidated Obligations, etc.) must be resolved within two-three days of initial identification for most situations, and in five-seven days for more complex situations (as determined by the supervisor).
3. Title: Customer Service
Provide accurate and timely advice and guidance to assigned activities and internal/external customers, resolving normal issues/inquiries in two-three business days. For more complex situations (as determined by supervisor) an initial response should be given in two-three business days and updated until resolved. Advice/guidance must comply with existing financial management policies and guidance.
4. Title: Audit Readiness
Maintain financial data (i.e. authorization/appointment letters, reports, IRDs, funding documents, travel orders, contracts,
etc.) to support audit readiness efforts and tracking of financial transactions from inception to final disposition.
Ensure all records are maintained indefinitely. When tasked, gather all pertinent documents for higher authority and provide information within the required timeframe. Based on periodic reviews conducted either internally or by external stakeholders (i.e., N8, IG, FMO, etc.) all obligations/expenditures must be properly authorized and supported by documentation.
FIGURE 4-6 NAVCRUITCOM Standard Financial Management Critical Elements
FIGURE 4-7 NAVCRUITCOM Standard Financial Management Critical Elements
The four critical elements below are for use by the NORU GS-7 Financial Technician.
1. Title: Accounting Transaction Issues
Daily, monitor current and prior year accounting records/
transactions and provide support to assigned activities to ensure reconciliation of FASTDATA and STARS-FL, and resolution of accounting transaction issues. FASTDATA and STARS-FL must be reconciled at least weekly and transactions/issues (i.e. TEXVs, 1960s, IDA 128/129, Unmatched Disbursements, Negative
Unliquidated Obligations, etc.) must be resolved within
two-three days of initial identification for most situations, and in five-seven days for more complex situations (as determined by the supervisor).
2. Title: Accounting/Reporting
As required and per COMNAVCRUITINST 7132.2, assist with
generating and reconciliation of monthly and ADHOC reports.
Prepare, coordinate, and submit accurate financial data/reports.
Reports/data communicated orally or in writing, must be
completed in accordance with internal/external established time lines and guidance; 94-96% of work products must be 100%
accurate.
3. Title: Customer Service
Provide accurate and timely advice and guidance in resolving normal financial issues/inquiries in two-three business days.
For more complex situations (as determined by supervisor) an initial response should be given in two-three business days and updated until resolved. Advice/guidance must comply with
existing financial management policies and guidance.
4. Title: Audit Readiness
Assist with maintaining financial data (i.e. reports, IRDs, funding documents, travel orders, contracts, etc.) to support audit readiness efforts and tracking of financial transactions from inception to final disposition. Ensure all records are maintained indefinitely. When tasked, assist with gathering all pertinent documents for higher authority and provide information
within the required timeframe. Based on periodic reviews
conducted either internally or by external stakeholders (i.e., N8, IG, FMO, etc.) all obligations/expenditures must be properly authorized and supported by documentation.
FIGURE 4-7 NAVCRUITCOM Standard Financial Management Critical Elements
FIGURE 4-8 NAVCRUITDIST Standard Officer Processor Critical Elements
The three critical elements below are for use by all NAVCRUITDIST Officer Processors.
1. Title: Application Processing and Production Support Responsible for the initial, ongoing and final processing and quality assurance of all officer applications, both active and reserve, through final disposition. Retrieves, provides and processes all officer application paperwork to include
applications, enlistment/commissioning/superseding appointment docs, travel/shipping orders and documents, NASIS/JPAS, N3M, etc., per COMNAVCRUITCOMINST 1131.2 and other applicable
instructions and guidelines. 93-95% of this processing work is accurate and timely and processed daily and tracked throughout the rating cycle, within two-three working days of receipt in order to meet NAVCRUITDIST/NAVCRUITCOM application and
processing deadlines. Maintain applicant tracking and status information and provide to the NAVCRUITDIST officer production team at regular intervals as directed with 93-95% accuracy.
Successful completion of this objective will result in managing resources to achieve assigned mission and improve the overall recruiting experience for the applicant and recruiting personnel as indicated by various forms of customer feedback. Ability to accomplish this objective dependent on: system failures,
emergent priorities and NAVCRUITDIST team member availability.
2. Customer Service and Teamwork
Customer inquiries from applicants and NAVCRUITDIST/NAVCRUITCOM personnel will be responded to effectively via CIRIMS, e-mail, over the phone and/or in person, with accurate and timely
information, within one-two working days from the date/time the request is received, 93-95% of the time. Actions will be guided by COMNAVCRUITCOMINST 1131.2 and other applicable instructions which govern the officer application submission, enlistment and commissioning, and shipping process for the applicant. Maintain courteous and tactful behavior with the customer and be a
contributing team member by working together to achieve mission.
Maintain appropriate rapport with internal and external
customers in order to preserve effective working relationships.
Use the proper Chain of Command when communicating issues and concerns offering appropriate recommendations to prevent actions that impose a negative impact on organization or individual
employees. Strive to be flexible with work requirements as priorities dictate. Successful completion of this objective will result in managing resources to achieve assigned mission and improve the overall recruiting experience for the applicant and recruiting personnel as indicated by various forms of
customer feedback. The outcome will be an improved experience for the applicant, the field and HQ personnel, as indicated by various forms of customer feedback. Ability to accomplish this objective dependent on: system failures, emergent priorities and NAVCRUITDIST team member availability.
3. Title: Records Maintenance
Maintain reports, records and spreadsheets for the Chain of Command, as well as electronic data systems, making sure they are accurate and complete on a daily basis, 93-95% of the time.
Maintain contact with the customer to ensure all officer paperwork is accurate and complete 93-95% of the time as indicated by phone calls, e-mail and work requests. Ensure proper distribution of required records and documentation to appropriate authorities as required by applicable instructions and guidelines, 93-95% of the time as indicated by phone calls, e-mail and work requests. Ability to accomplish this objective dependent on: system failures, emergent priorities and
NAVCRUITDIST team member availability.
FIGURE 4-8 NAVCRUITDIST Standard Officer Processor Critical Elements
FIGURE 4-9 NAVCRUITDIST Standard Officer Processor Critical Elements
The three critical elements below are for use by all NAVCRUITDIST Officer Processing Leads (OPL).
1. Title: Application Processing and Production Support Responsible for the initial, ongoing and final processing and quality assurance of all officer applications, both active and reserve, through final disposition. Retrieves, provides and processes all officer application paperwork to include
applications, enlistment/commissioning/superseding appointment docs, travel/shipping orders and documents, NASIS/JPAS, N3M, etc., per COMNAVCRUITCOMINST 1131.2 and other applicable
instructions and guidelines. As OPL, conducts quality control on all paperwork and data prior to submission to NAVCRUITCOM.
93-95% of this processing work is accurate and processed daily and tracked throughout the rating cycle, within two-three
working days of receipt in order to meet NAVCRUITDIST/
NAVCRUITCOM deadlines. Maintain applicant tracking and status information and provide to the NAVCRUITDIST officer production team at regular intervals as directed with 93-95% accuracy.
Identify work priorities and organize and manage available processing resources in order to meet NAVCRUITDIST goals.
Communicate with the Chain of Command daily concerning all
issues and concerns and prioritize work in order to meet mission requirements. Identify processing training needs within the department and provide additional one-on-one processing training as needed. Successful completion of this objective will result in managing resources to achieve assigned mission and improve the overall recruiting experience for the applicant and
recruiting personnel as indicated by various forms of customer feedback. Ability to accomplish this objective dependent on:
system failures, emergent priorities and NAVCRUITDIST team member availability.
2. Title: Customer Service and Teamwork
Customer inquiries from applicants and NAVCRUITDIST/NAVCRUITCOM personnel will be responded to effectively via CIRIMS, e-mail, over the phone and/or in person, with accurate and timely
information, within one-two working days from the date/time the request is received, 93-95% of the time. Actions will be guided by COMNAVCRUITCOMINST 1131.2 and other applicable instructions which govern the officer application submission, enlistment and
commissioning, and shipping process for the applicant. Maintain courteous and tactful behavior with the customer and be a
contributing team member by working together to achieve mission.
Maintain appropriate rapport with internal and external
customers in order to preserve effective working relationships.
Use the proper Chain of Command when communicating issues and concerns offering appropriate recommendations to prevent actions
Use the proper Chain of Command when communicating issues and concerns offering appropriate recommendations to prevent actions