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					Page reissued 02/06/09
Change memo OM-FY2009-01                                                    July 1998
                                                                PPP Operations Manual
                                      CHAPTER 9

                                  REPORT ACTIONS

                                TABLE OF CONTENTS

SECTIONS                                                                     Page

     A.   Purpose                                                            9-1
     B.   Registering/Releasing Activity Report Actions                      9-1
     C.   Gaining Activity Report Actions                                    9-1
     D.   Overdue Resume Report Actions                                      9-2
     E.   Overdue Registrant Report Actions                                  9-2
     F.   Daily Reports                                                      9-2

APPENDICES

     A.   Registering/Releasing Activity Report Action Codes             9-A-1
     B.   Registering/Releasing Activity Report Action Format                9-B-1
     C.   Gaining Activity Report Action Codes                               9-C-1
     D.   Gaining Activity Report Action Format                              9-D-1
     E.   Non-DoD Federal Agency/Service/Corporation Codes               9-E-1




                                                 9-i
Page reissued 02/24/09
Change memo OM-FY2009-02                                                              July 1998
                                                                          PPP Operations Manual
                                           CHAPTER 9

                                       REPORT ACTIONS

   A. PURPOSE

        The purpose of this Chapter is to provide instructions on the proper use of report
   actions, which are required in the DoD Priority Placement Program (PPP) when terminating
   registrations or documenting the disposition of referrals.

   B. REGISTERING/RELEASING ACTIVITY REPORT ACTIONS

        Using the format at Appendix B, registering (i.e., releasing) activities must submit
   appropriate Report Action Codes from Appendix A to terminate PPP registrations.
   Placement in a non-DoD Federal agency, service, or corporation should be documented
   using the appropriate agency code from Appendix E. Delays in submitting report actions
   may result in unnecessary referrals.

   C. GAINING ACTIVITY REPORT ACTIONS

        1. Using the format at Appendix D, gaining activities must use the Report Action
   Codes in Appendix C to document the action taken with regard to each referral resume
   issued. These codes should be submitted promptly using the format at Appendix D and the
   individual 8-digit serial number assigned to each resume.

        2. When a registering activity submits a releasing report action (Codes 02 through 12)
   to delete a registration, the data system automatically generates a Report Action Code 44 to
   clear all resumes on which that registrant has been referred. Notification that the registrant is
   no longer available will be included in the daily resume download file for each activity to
   which the registrant has been referred. If a resume is automatically cleared by Report Action
   Code 44, the gaining HRO is required to overwrite the Code 44 with a Gaining Report
   Action Code if:

             a. The resume has already been worked; or

              b. The HRO had already determined (i.e., before ASARS generated the Report
   Action Code 44) that the resume would not block selection from the final recruitment
   source. In this case, even though the HRO is not required to review the registrant’s
   qualifications or contact the registering HRO, the resume has effectively been “worked”
   because the HRO has determined it is not applicable. For example, a Program A Priority 3
   referral is outstanding when internal and external referral lists are issued. The selecting
   official returns the external list and advises the HRO that a selection will be made from the
   internal list. Prior to the selection, the PPP resume is cleared by a systems-generated Report
   Action Code 44. The position is then filled by an intra-Component noncompetitive
   reassignment. The gaining HRO is now required to overwrite the Report Action Code 44
   with Report Action Code 16 (vacancy filled by reassignment). If an activity intentionally



                                                      9-1
Page reissued 02/24/09
Change memo OM-FY 2009-02




delays processing on-hand resumes due to anticipated Report Action Code 44 transactions,
the automatic clearing process may be suspended for that activity.

D. OVERDUE RESUME REPORT ACTIONS

Resumes remain outstanding until appropriate Report Action Codes have been submitted.
Outstanding referral resumes or a list of such resumes may be viewed/printed at any time
from the ASARS WEB by selecting Open Referral Resumes/Open Referrals menu item(s)
on the main ASARS WEB screen. From the Open Referral Resumes/Open

Referrals screen(s), select the activity code and leave the date blank to see all outstanding
referral resumes/list of outstanding referral resumes.

E. OVERDUE REGISTRANT REPORT ACTIONS

     Gaining activities cannot delete a registrant from the PPP. Upon submission of Report
Action Codes 14, 15, 21, 23, 24, or 25, the automated system anticipates a corresponding
report action from the registering activity. The following day, a notice appears on the
activity’s Daily Report advising that an appropriate report action may be required to delete
the registration.

F.   DAILY REPORTS

     The ASARS WEB Daily Report contains data processed for the previous five cycle
days. Any data sent to the PPSB through the ASARS WEB is reflected the following day in
the activity’s Daily Report. Activities MUST review their Daily Report each day to ensure
that Report Action data submitted the previous day was received and processed.




                                                   9-2
Page reissued 2/26/01
Change memo OM-FY2001-01                                                             July 1998
                                                                         PPP Operations Manual
                                             CHAPTER 9

                                         APPENDIX A

            REGISTERING/RELEASING ACTIVITY REPORT ACTION CODES



Code                 Report Action                                  Remarks

  02      Declination of offer                 Indicates declination of a VALID offer. The “Pay
                                               Group, Series, Grade,” “Gaining Activity” (enter
                                               appropriate A-coded activity), and
                                               “Commuting Area” (enter “Y” if the position is in
                                               the registrant’s commuting area or an “N” if not)
                                               items of the Report Action Format must also be
                                               completed. Report actions for Program S
                                               registrants MUST have a “Y” in the “Commuting
                                               Area” item confirming that the position is within
                                               the commuting area of the military sponsor’s
                                               permanent duty station.

  03      Placement - DoD activity             Indicates placement within DoD. The position
                                               information required for Report Action Code 02
                                               above must also be coded.

  04      Placement - Other Federal agency     Indicates placement in a non-DoD Federal agency,
                                               service, or corporation. The position information
                                               required for Code 02 above must also be coded.
                                               The appropriate code from Appendix E should be
                                               entered in the “Gaining Activity” Item.

  05      Placement - Private industry         Indicates the registrant was placed outside of the
                                               Federal Government and no longer desires Federal
                                               employment. Except for the “Commuting Area”
                                               item, the position information required for Code
Page reissued 02/06/09
Change memo OM-FY2009-01                       “02” above should not be coded.

  06      Retired                              Indicates the registrant elected optional retirement,
                                               discontinued service retirement (DSR), or
                                               disability retirement. No other coding is required.
                                               DO NOT USE THIS CODE if the registrant
                                               elects DSR after receiving a specific separation
                                               notice and desires continued placement
                                               consideration.
  07      Resigned                             Indicates that the registrant resigned and does not



                                               9-A-1
                                              desire further placement assistance. No other
                                              coding is required.

 08     Deceased                              No other coding is required.

 09     Removal for cause                     Indicates that the registrant is being removed from
                                              his or her position for cause and is no longer
                                              eligible for registration. No other coding is
                                              required.

 10     Removal - Registrant request          Indicates that a voluntary registrant requested
                                              removal from the PPP. No other coding is
                                              required.

 11     Removal - HRO request                 This code is used when no other code is
                                              appropriate (e.g., to remove an erroneous
                                              registration) and requires a full narrative
                                              explanation.
 12     RIF canceled                          RIF canceled or registrant placed through RIF.

 28     Release Date Up                       System generated report action indicating that the
                                              registrant's eligibility has expired and the
                                              registration is no longer active.
 31     Registrant removed from Program       System generated report action indicating removal
        Z due to registration in Program A,   from Program Z due to registration in Program A,
        or Program S registration             or transfer of a Program S registration to a new
        transferred to new registering        registering activity.
        activity

NOTE: When a registering activity submits one of the above Report Action Codes (except for 28
and 31, which are system-generated) to delete a registration, PPSB generates a Report Action
Code 44, which automatically clears all of the registrant’s outstanding resumes.




                                              9-A-2
 Page reissued 6/21/99                                                      July 1998
 Change memo OM-FY99-02
                                                                PPP Operations Manual
                                        CHAPTER 9

                                        APPENDIX B




             RELEASING REPORT ACTION

REGISTERING ACTIVITY:

                          SSN:

         REPORT ACTION:                                          


                          PG:         

                       SERIES:                                                  


                       GRADE:         

     GAINING ACTIVITY:                      


     COMMUTING AREA:                  


                                 Submit This Releasing Action




                                            9-B-1
Page reissued 02/24/09                                                                     July 1998
Change memo OM-FY2009-02
                                                                               PPP Operations Manual
                                               CHAPTER 9

                                              APPENDIX C

                           GAINING ACTIVITY REPORT ACTION CODES



 Code             Report Action                                        Remarks

  13      Accepted/Declined time-           Indicates that the registrant either accepted or declined a
          limited appointment               temporary or term appointment.

  14      Placed at this activity in this   Indicates that the registrant accepted a valid offer. Even if
          position                          the registering activity has already submitted Releasing
                                            Report Action Code 03 which automatically clears all of the
                                            registrant’s resumes, the gaining activity is still required to
                                            submit Report Action Code 14. This code must only be used
                                            for the specific referral resume that lead to the placement.
  15      Declined this position            Indicates declination of a VALID offer.

  16      Vacancy filled by                 Appropriate only when the registrant’s referral priority
          reassignment                      permits reassignments.

  17      Vacancy filled by promotion       Appropriate only when the registrant’s referral priority
                                            permits promotions.

  19      Vacancy filled by another         Indicates that another PPP registrant was placed in the
          registrant                        position.

  20      Vacancy filled from               Appropriate only when the selected candidate’s placement
          Reemployment Priority List        rights precede those of the PPP registrant.
          (RPL)

  21      Registrant already placed per
          registering HRO

  22      Registrant found not qualified
          by joint agreement between
          registering and gaining HROs

         Registrant
  23 reissued 02/06/09 no longer eligible
  Page                                      This code is appropriate under circumstances that result in
         per OM-FY2009-01
  Change memo registering HRO               loss or suspension of eligibility, e.g., RIF cancellation,
                                            performance or conduct problems, VSIP approval, etc.
 Code             Report Action                                        Remarks

  24      Registrant reported placed at


                                                    9-C-1
     this activity

25   Previously declined identical
     position at this activity

26   Use of resume not required      This code requires a full narrative explanation and is
                                     appropriate only when no other code is applicable. If the
                                     registering HRO has already been contacted, CARE
                                     Coordinator approval is also required.

27   Position canceled               Use of this code requires CARE Coordinator approval and a
                                     full narrative explanation that includes the initials of the
                                     approving Coordinator and date of approval.

32   Temporary/Part-               Indicates that the registrant does not reside within the
     Time/Seasonal or Intermittent commuting area of the position.
     position
33   Registrant not interested
     in/available for excepted
     service

34   Declined invalid offer

35   Forgot to close requisition –   If the registering HRO has already been contacted, CARE
     referral list issued.           Program Coordinator approval is required.

36   Consideration not required      Use of this code requires a full narrative explanation that
     per approval of CARE            includes the initials of the approving Coordinator and date of
     Program Coordinator             approval.


37   Military spouse – not “best     Use of this code is appropriate only when a candidate is being
     qualified” under competitive    selected from an internal competitive referral list, the military
     procedures.                     spouse is not best qualified, and the selection is not blocked
                                     by the spouse’s Priority 3 status.
38   Registrant has another valid
     offer pending.




                                             9-C-2
Page reissued 04/28/06                                                                 July 1998
Change memo OM-FY2006-02
                                                                           PPP Operations Manual

  Code                 Report Action                                   Remarks

   39      Original requisition data incorrect   Use of this code is appropriate only if a new
                                                 requisition has been submitted within three
                                                 workdays and/or reconstruction has been requested.
                                                 If the registering HRO has already been contacted,
                                                 CARE Program Coordinator approval is also
                                                 required.

   40      Registration file maintained to
           delete skill/grade/activity

   41      Surplus employee of this activity     Use of this code requires CARE Coordinator
           placed in this position               approval if the registering HRO has already been
                                                 contacted.
   42      Authorized PPP exception invoked      Use of this code requires CARE Coordinator
           after requisition                     approval if the registering HRO has already been
                                                 contacted.
   43      Clear remaining resumes               This code is used to simultaneously clear all
                                                 remaining referral resumes that have not been
                                                 “worked.” Resumes that have been worked must be
                                                 cleared with appropriate individual report actions.
                                                 A narrative explanation may be included if further
                                                 explanation is necessary. If Report Action Code 14
                                                 is not included among the report actions submitted
                                                 prior to use of Report Action Code 43, a narrative
                                                 explanation MUST be included.
   45      Position filled noncompetitively      Appropriate only when reporting on Program S
           from an authorized alternative        referrals.
           recruitment source.
   46      Registrant not basically qualified    The requisition audit trail must include a clear
           per gaining HRO.                      explanation as to why the registrant did not meet
                                                 basic qualification requirements.

 NOTE: When a registering activity submits a releasing report action (Codes 02 through 12) to
 delete a registration, the data system generates a Report Action Code 44, which automatically clears
 all of the registrant’s outstanding resumes. However, gaining activities are still required to submit
 Gaining Report Action Codes for any resumes that have already been worked. A clear audit trail
 must be maintained for all resumes cleared with Report Action Code 44.




                                                 9-C-3
Page reissued 6/21/99
Change memo OM-FY99-02                                July 1998
                                          PPP Operations Manual
                          CHAPTER 9

                          APPENDIX D



                  GAINING REPORT ACTION


REQUISITIONING
ACTIVITY:

SERIAL/CONTROL
NUMBER:

NAME:

REPORT ACTION                                 

EXPLANATION



                         Gaining Action




                             9-D-1
Page issued 6/21/99
Change memo OM-FY99-02                                                      July 1998
                                                                PPP Operations Manual


                                             CHAPTER 9

                                             APPENDIX E

          NON-DOD FEDERAL AGENCY/SERVICE/CORPORATION CODES



                         Agency/Service/Corporation             Code


                    Atomic Energy Commission                    AE
                    Department of Agriculture                   AG
                         Soil Conservation Service               SC
                         Forest Service                          FS
                    Department of Commerce                      CM
                    Department of Education                     ED
                    Department of Energy                        DN
                         Bonneville Power Administration        BA
                    Department of Health & Human Services       HE
                         National Institutes of Health           NI
                         Social Security Administration          SA
                    Department of Housing & Urban Development   HU
                    Department of Interior                       IN
                         National Park Service                   NP
                         Bureau of Indian Affairs                BI
                         Bureau of Land Management               BL
                    Department of Justice                        DJ
                         Bureau of Prisons                       BP
                         Federal Bureau of Investigation         FB
                         Immigration & Naturalization Service    IM
                    Department of Labor                         DL
                    Department of State                          ST
                    Department of Transportation                TD
                         Federal Aviation Administration         FA
Page reissued 6/21/99
Change memo OM-FY99-02   Federal Highway Administration          FH
                         U.S. Coast Guard                       CG




                                                    9-E-1
   Agency/Service/Corporation                 Code


Department of Treasury                        TR
   Internal Revenue Service                    IR
   U.S. Customs Service                       CT
   U.S. Mint                                  MT
Department of Veterans Affairs                VA
Equal Employment Opportunity Commission       EO
Federal Communications Commission             FC
Federal Deposit Insurance Corporation         FD
Federal Trade Commission                      FT
General Accounting Office                     LG
General Services Administration               GS
Government Printing Office                    LP
Interstate Commerce Commission                 IC
Library of Congress                           LC
National Aeronautics & Space Administration   NN
National Labor Relations Board                NL
Office of Economic Opportunity                OE
Office of Personnel Management                CS
U.S. Postal Service                           PO
Selective Service System                       SS
Small Business Administration                 SB
Tennessee Valley Authority                    TV
U.S. Information Agency                        IA
Other Federal Agencies                        OA




                            9-E-2

				
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