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Maintaining Government Employee Information In the Cyborg Solution Series System

02/26/08 2:06 PM

Information on government employees is maintained in the FCRDCs payroll/personnel system to provide a common database for all employees working at the FCRDC. This information is used to produce a demographic database accessible to personnel responsible for such functions as employee safety and health, employee training, and other similar functions. Information is maintained in the Cyborg Solution Series system by accessing various data input or inquiry screens. While the system has many screens, only a few need to be accessed to maintain the required data for government employees. Following is a list of those screens: Screen Name EF-SCR 01-SCR 05-SCR 05CSCR GG-SCR 03-SCR 10-SCR 16-SCR 30-SCR 50-SCR EM-SCR FF-SCR 96-SCR Screen Description Employee Information New Hire Job Assignment/Changes Location Assignment/Changes Payroll Home Location/Pay Allocations Phone Numbers and Employee Information Spouse/Dependent Information Emergency Contact/Physician Formal Education Supervisor Information Employee Contact Information Employee Name and Address Separations and Terminations

Screens operate in real-time mode. They update the database with the data entered on the screens as soon as the Enter key is typed. The user needs to be aware that even though these screens are real-time, the demographic file is only updated once a week. Organizations are identified to the system by codes named control one and control two. The values for these codes for the government are: Control One GV Control Two NP (non-paid) These codes must be entered on each screen in the CTL 1-2 field (in most cases the codes need only be entered once for each session since they are passed from screen to screen). All screens also require an employee number. These numbers are the employee numbers assigned to the employee by the government. Screens should be accessed in a particular sequence to add a new employee to the system. Individual screens are accessed to change information once an employee has been added.

Logging into Cyborg Solution Series

After clicking on the Cyborg icon, the login screen will come up asking for User Code, Password, and Environment. After entering your user code and password, select the Production environment. Also, occasionally you will need to change your User Code. With Cyborg, you change your User Code, not your Password. If you forget your user code or password, you will need to call one of the security officers: Wayne Duncan (5112) or Pete Bostian (1060).

Navigating within Cyborg Solution Series

There are several ways to navigate within Cyborg. All of the forms that are needed can be found on the menu bar located at the top. For government entry, your best solution with the menus is go use NCI Government Maintain Employee Details to display all forms that are needed for government data entry.

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Another way is to use the Toolbars. This contains several needed functions: Print Screen, Change Employee, Clear Fields, and Delete This Entry are several examples. Also, included with the Toolbars are the Favorites. This also includes all the forms that are needed for government employee entry. This is usually dragged so that it appears on the left of the screen. The third way to navigate within Cyborg is to use the Navigator, which is located to the left of the screen. It is similar to the menu bar located at the top. If you scroll to the end, you will find the NCI Government Maintain Employee Details area. The final way to navigate within Cyborg is to use Enter a Command (CTRL-O). This can be used if you know the form name that you want to get to. An example would be Organization GVNP, Program EF-SCR, Key Employee number. Another navigation issue is how to change employees. The easiest way is to use the Change Employee toolbar. This will give you a choice of enter an employee number, or if you do not know it, the employee name (use last name). Another way is to use the CTRL-O, and here you will enter the employee number in the key field, or the employees last name (with a leading @).

Adding a New Employee

There are two different ways to add an employee. The best way is to use the New Hire Checklist. The second way is to go through each of the forms individually. By using the checklist, you will insure that any required forms will be entered. The New Hire Government (499995) checklist can be accessed by using the Navigator, NCI Government Maintain Employee Details New Hire-Government. This is shown in Appendix A. The process of updating the checklist is shown in a step-by-step display in the appendix. To move to the next form, just need to select the forms. After completing all necessary forms, you must finish the checklist. Just click on FINISH CHECKLIST, and you will be given a Checklist Complete form that you can print if you like. Then, just click close. If any new values are needed for any drop-downs, please call Wayne Duncan at Computer Services (5112).

Changing Information for an Employee

To change information for an employee already entered into the system, any of the forms may be accessed and new information may be entered. Help is available for all these screens by clicking on the Help menu, This Screen.

Terminating an Employee
To terminate an employee, access the 96-SCR and enter a termination date, activity (reason), and last day worked. See Appendix C for an example.

Rehiring an Employee
To rehire an employee, access the 04-SCR and enter a rehire date and activity (type of rehire). See Appendix C for an example.

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Appendix A New Hire Checklist Screens

Start the checklist

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Select the LMODEL to start the checklist.

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Select the LMODEL a second time to start the first form

In the number field, you must enter LMODEL NH again. You will be able to enter the employee number on the Add Basic Employee Information (EF-SCR) form.

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Add Basic Employee Information (EF-SCR) form

Employee Nbr: Should only be six digits. If using the ten digit government number, please drop the first four digits. SSN: Needs to be a unique number. If not known, please enter the employee number with leading 9s. For example, for this employee, the SS# should be 999123456. Birth: Can be entered as either yymmdd or mm-dd-ccyy Employment: Can be entered as either yymmdd or mm-dd-ccyy

If after pressing enter the name at the top does not change, you will need to modify something in the name, and then modify it back. For example, change middle initial to a lower case a, press enter, and then change back to an upper case A. The name should be changed then.

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Add Record Status for New Hire (01-SCR) form

Effective Date: Hire date, can be entered as either yymmdd or mm-dd-ccyy. Activity: Can be one of the following: NEW HIRE-FULL TIME, NEW HIRE-PART TIME, NEW HIRETEMPORARY, or NEW HIRE-NON-PAID. Resulting Status will automatically fill in when enter is pressed.

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Add Assign Job (05-SCR) form

Effective Date: Date of job, can be entered as either yymmdd or mm-dd-ccyy. Key Separator: 1st Occurrence. Type of Change: Can be any value in the drop down, most likely New Hire, Promotion, or Reclassification. Job Code: Should be a valid job number from the TA table. Job codes are listed in Appendix B. Extent: 0001. Union: Non-Paid. Accept any warnings.

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Add Assign Location (05CSCR) form

Effective Date: Date of location change, can be entered as either yymmdd or mm-dd-ccyy. Key Separator: 1st Occurrence. Type of Change: Can be any value in the drop down, most likely Initialize Ctrl Levels. EEO Establishment: Frederick, MD. Geographic Range: All Locations. OSHA Establishment: Establishment 1. Ctrl 3: NCI, NIAI, or NIH. Using NIH will cause the person not to show up in the phone book. Ctrl 4: CCR, DBS, DCTD, DIR, GAB, OD, OIM, or OM. Ctrl 5: AO, ARC, BRB, BRL, BTB, CCL, CDBL, CMCC, CRB, DIR, DRP, DTP, EO, ET&I, GRCB, ITB, LC, LCC, LCP, LECB, LEI, LGD, LIB, LMCH, LMI, LPDS, MCGP, MCL, MGL, MTDP, NPB, OAD, OD, OLAS, OPO, RCB, RCGL, RPFL, RRP, SBL, STB, TDCB, TTB, or none. Ctrl 6: AG, BSS, CCRS, CDCS, CG, CGMS, CIS, CPS, CS, DSTG, ETRS, GCS, GRR, GRS, GS, GVDG. HGS, HLA, HR, HRPS, HRS, ICS, IPS, IS, LBS, MCS, MCSS, MDBS, MGE, MOSB, MS, MS&F, OC, OM, PCC, PES, PSG, RAS, RML, RMP, RRL, RT, SBC, SBL, SGS, TCMS, VM, VR, or none. Mail Distribution: Enter as bldg:room. Building should be four characters, colon in the fifth position, and then the room.

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Add Payroll Home Location/Pay Allocations (GG-SCR) form

The information for PL3, PL4, PL5, and PL6 all flow from the information entered on the Assign Location (05CSCR) form. The only field needed to be entered on this form is the function code. The function code is the center number.

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Add Telephone/Previous Applicant (03-SCR) form

Effective Date: Date of hire, can be entered as either yymmdd or mm-dd-ccyy. Home Phone: Area code and phone number. Work Phone: Area code and phone number.

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Add Dependent Information (10-SCR) form

This form is not a required form. The only required fields on this form are dependent ID and name. All other fields are optional.

Dependent ID: Any number, starting with 001, and going sequentially for any dependents that are entered. Name: Enter as last name comma space first name middle name or initial. Relationship: Can be any value in the drop down, most likely Spouse, Husband, Wife, Child, Daughter, or Son. Birth Date: Can be entered as either yymmdd or mm-dd-ccyy. Soc Security Nbr: Sex: Accept any warning messages.

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Maintaining Government Employee Information In the Cyborg Solution Series System

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Add Emergency Contacts (16-SCR) form

This form is not required, but is important. If there are any problems, this is the person that will be contacted. If information is not entered, then we wont know who to contact. Emergency Key: Enter 001. Contact: Enter as last name comma space first name space middle name or initial. Area Code/Phone: Do not enter a hyphen in the phone number. Leave last space blank. Address: City/State: City comma space state abbreviation. Zip Code:

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Add Formal Education (30-SCR) form

This is not a required form. It is important however. Occasionally counts are used to see how educated the employees are at the facility. Plus, for any employee to have doctor beside there name in the phone book, they need to be set up with an education level of at least doctor. Education Level: Any value in the drop down. School Code: Any value in the drop down, most likely NONE. Major/Minor: Any value in the drop down. Education level, school code, and at least one other field are required.

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Add Supervisor Information (50-SCR) form

This is not a required form. It is important for Occupational Health Services, so that they are able to notify supervisors of any needed information. We are using the Schedule/Track Performance Appraisals (50-SCR) form for this purpose. Date Schedule: Current Date Type of Appraisal: Government Location Delivered: Supervisors Employee Number Person Responsible: Supervisors Name (LN, FN MI)

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Add Employee Contact Information (EM-SCR) form

This screen is used for entering the e-mail address, second home phone number, second work phone number, and fax number. Contact Type: Any value in the drop down: Contact Effective: Effective date, can be entered as either yymmdd or mm-dd-ccyy. Contact Information: E-mail address, and phone numbers must be entered as 9999999999.

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Finish Checklist form

Press Close.

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Appendix B Job Code Table

A0010 Administrative Lab Manager A0020 Administrative PGM Assistant A0030 Administrative Assistant A0040 Administrative Officer A0045 Administrative Specialist A0050 Administrative Technician A0060 Animal Scientist A0065 ARC Manager A0070 Associate Director B0010 Biological Science Lab Tech B0020 Biological Aide B0030 Biologist C0010 Chemist C0020 Civil Engineer C0030 Computer Program Analyst C0040 Computer Specialist C0050 Contract Specialist C0060 CRTA C0070 SCRTA D0010 Director DBS E0010 Editorial Assistant E0020 Expert G0010 Guest Researcher I0010 Investigator I0020 IPA I0030 IRTA L0010 Geneticist L0040 Lab Chief L0050 Laboratory Technician M0010 Medical Officer M0020 Microbiologist O0010 Office Automation Assistant O0020 Office Automation Clerk O0030 OIA Fellow P0010 Personnel Management Spec. P0020 Pharmacologist P0030 Procurement Assistant P0040 Program Administrative P0050 Program Analyst P0060 Program Assistant P0070 Program Specialist P0080 Purchasing Agent R0010 Research Facility Admin. R0020 Research Fellow R0030 Research Fellow (VP) S0010 Secretary (OA) S0020 Senior Investigator S0030 Special Volunteer S0040 Staff Scientist S0050 Specialist T0010 Technical Information Spec. T0020 Technical Development Admin. T0030 Telecommunications Specialist V0010 Visiting Fellow V0020 Visiting Scientist

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Maintaining Government Employee Information In the Cyborg Solution Series System Appendix C Terminating and Rehire

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Add Terminate (96-SCR) form

Effective Date: Effective date, can be entered as either yymmdd or mm-dd-ccyy. Activity: Term-Voluntary or Term-Involuntary.

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Add Rehire (04-SCR) form

Effective Date: Effective date, can be entered as either yymmdd or mm-dd-ccyy. Activity: Rehire Non-Paid, Full-Time, Part-Time, or Temperary.

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