NAIP Quick Reference Guide 2009-2010

For Official Use Only - Privacy Sensitive - Any misuse or unauthorized disclosure may result in both civil or criminal penalties NAIP Quick Reference Guide 2009-2010 The purpose of the NAIP Quick Reference Guide is to orient interns to the NAIP by providing quick access to important, helpful information. The NAIP Operating Guide, the NSPS Policy and Guidance document, and the NAIP website provide the official policy and guidance on the topic matter contained herein. 7 Steps to Success in the NAIP 1. 2. Check the NAIP Website Bulletin Board daily. Read and adhere to the following policy documents: a) b) c) NAIP Operating Guide for policy and guidance. NSPS Policy and Guidance document. Joint Travel Regulations (JTR) 3. 4. 5. 6. 7. Focus on the NAIP Mission and Objectives. Assume responsibility for clear communications. Take responsibility for your own career. Network with other NAIP interns. Present yourself professionally. We recognize your potential and want to help you achieve it! Tips for Success Career Development Highlights • Outlines requirements to perform at the journeymen level in respective career field. • When tailored to the individual intern, the plan becomes an Individual Development Plan (IDP) • Examples of completed IDPs are posted on the NAIP website. • MDPs are located on the NAIP website under Current Interns/Official Forms/Career Management/MDPS. The MDP covers the following areas: • Career Field Competencies • Rotations • Senior Project (if required) • DAWIA Training • Additional Formal Training Things to Remember • The IDP is a fluid document and will change often. • Work with your Career Field Manager (CFM) to develop your IDP. • If you do not know who your CFM is, contact your Associate Career Manager (ACM). • The IDP is due to the NACC ACM within 45 days from Entrance on Duty (EOD) date. Master Development Plan (MDP) Graduation Requirements Graduation Requirements Travel The information below applies to Non-DAU, NACC funded travel only. Highlights • Complete the „Traveler Course‟ under DTS Travelers Using DTS • Verify with Lead Defense Travel Training: http://www.defensetravel.dod.mil/Training/DTS/Training_Main.cfm Administrator that NACC routing has been set up. • Create travel authorization in DTS. • If flying, must select government contract flights. • Submit travel voucher in DTS upon return. • DO NOT purchase your own airfare ticket. • Encourage Interns to carpool when attending training with other NACC interns. • Keep all receipts for travel settlement • Limit ATM use as ATM fees add up quickly. • $50 per/week is authorized for gas and is for work related travel only. • Gas money expended for personal trips while on travel will not be reimbursed. • DTS Help Desk: 1-888-435-7146 Non-DTS Travelers • Prepare travel request form and submit to CSR • If lodging is not booked through Defense Travel • CSR will input travel request into DTS System (DTS), put location and cost of lodging arrangements in comments to the approving official. See Travel Training Brief on NAIP Website for further instruction and guidance. Travel Travel Before going on Travel, make sure you do the following:  Submit travel request form and required documentation 60 days in advance.  Obtain approval on travel request form.  Obtain approved travel orders via DTS.  Print your orders and carry with you while TDY.  If flying, check DTS and ensure tickets have been paid for.  Make sure your Government Credit Card is activated prior to departure.  Turn on your “Out-of-Office Assistant” in MS Outlook and put an extended absence greeting on your voicemail.  Make sure you‟re on an 8 hour schedule while on travel. While on Travel, make sure you do the following:  Save all of your receipts.  Contact your CSR before making any changes to your travel arrangements. Upon Return from Travel:  Process your travel voucher in DTS within 5 days after your return.  Turn off your “Out-of-Office Assistant” in MS Outlook and remove your extended absence greeting on your voicemail. Travel Rotational Assignments Read the NAIP Operating Guide, Section 6.4 for further guidance and instruction. Highlights • The rotational assignment is a requirement of the MDP. • Rotations cannot cross fiscal years. • NACC funds rotational assignments in accordance with the MDP. • Rotational assignments should be performed within the local commuting area whenever possible. • Rotational assignments outside of the Department of the Navy are extremely rare. • Rotational assignments must be clearly defined. • The NACC does not fund back-to-back rotations. • See the NAIP Operating Guide for special instructions regarding rotations outside of the continental United States (OCONUS). Things You Need to Know • Required documentation is due to NACC Associate Career Manager 60 days in advance. • IDP page signed by Homeport CFM and Rotation site CFM • NACC Intern Travel Request Form • Create Travel Orders in DTS • Provide your CSR and ACM with contact information at the rotation site. Rotational Assignments Rotational Assignment Checklist  Make sure rotation assignment is a career field requirement in MDP.  Know the not-to-exceed (NTE) length of the rotation.  Read Section 6.4 of the NAIP Operating Guide prior to submitting documentation to NACC.  Follow applicable checklist for submission of travel request located in NAIP Operating Guide (i.e. DTS vs. Non-DTS). Rotational Assignments DAU Register Now Website: https://www.atrrs.army.mil/channels/registernow/rnswitch.asp The Register Now Website Offers the following: • Ability to Search and Apply for Defense Acquisition University (DAU) Training • Ability to Update Student Profile • Ability to Request DAU Student Travel Funds • Ability to Request Cancellations • Ability to Resend Approval Request Emails • Register for Career Field Certification • Register for Continuous Learning (All personnel in DAWIA positions must have 80 CLPS every 2 years.) • Additional Information is Available on the NAIP website under “Intern Orientation Sessions “ – DAU Register Now Register Now DAU Points of Contact Navy Register-Now Support Team A – DO Rnhelpa-do@jhtpax.com (240) 725-0727, ext. 224 Dp – K Rnhelpdp-k@jhtpax.com (240) 725-0727, ext. 254 Team Lead hjacobs@jht.com (240) 725-0727, ext. 222 L – RL Rnhelpl-rl@jhtpax.com (240) 725-0727, ext. 274 RM – Z Rnhelprm-z@jhtpax.com (240) 725-0727, ext. 249 DAU Tuition Requests Other than DAU Courses or AWTAP Courses Highlights: • Need to submit an SF-182 (do not include travel costs on this form) along with the following: • Course description • Printed version of course cost • IDP Page • Travel Request Form (if traveling) • All tuition requests must reach NACC at least 60 days in advance Things You Need to Know: • CSRs cannot make corrections on SF-182 • Intern is responsible for sending approved SF-182 to vendor (i.e. College). • Please email PDF version of tuition request to CSR • Do not submit last minute tuition requests. Tuition Requests AWTAP Highlights Log on to Register-Now for AWTAP to build an Educational Development Plan (EDP) • The Acquisition Workforce Tuition Assistance Program (AWTAP) is designed for an entire degree program. • It is paid “up front” - not as tuition reimbursement after courses are completed. • AWTAP pays most fees but excludes materials that could become student. property such as textbooks, computers, calculators, etc. • AWTAP will fund only one degree per employee; Program Length cannot exceed 5 years. • Current annual limit - $6,300.00. • Additional information regarding AWTAP available on the NAIP website, on the „Current Interns‟ page in the DAU – Register Now Brief. • When ready for course registration you must request a SF 182 form through the Register-Now system. • This should be done up to 60 days prior to course start date. • You must provide course grades to your Register-Now Support Specialist within 30 days of the course completion. In order to qualify for AWTAP • • • • • • Intern must be making progress towards DAWIA certification IDP must be on file at NACC. Intern must meet minimally acceptable performance standards. Intern must not be pending disciplinary action. School must be accredited by an agency approved by the United States Department of Education. Intern must pursue an allowable degree program. AWTAP ACDP Highlights • ACDP occurs on the anniversary of your EOD date, if in a three year program. • Performance Review Form required 45 days in advanced of ACDP date. • Must be a Level 3 Performer in order to receive an ACDP. * Does not apply to the Life Cycle Logistics Career Field Pay Schedule/Education If YA: Schedule A; GPA < 3.0 (2.95) No Bachelors Degree With a Bachelors Degree With a Masters Degree* If YD (Engineers/Computer Scientists) Schedule A; GPA < 2.8 (2.75) With a Bachelors Degree With 2 years of experience or related higher education With a Masters Degree If YD (Non-Engineers/ Non-Computer Scientists) Schedule A; GPA < 2.8 (2.75) With a Bachelors Degree With a Masters Degree ACDP 1 20% 22% 22% 10% ACDP 2 20% 18% 18% 10% Pre-Grad ACDP 17% 13% 13% 13% Program Length (Years) 3 years 3 years 3 years 2.5 years 16% 3% 13% 13% 17% 14% n/a n/a 13% 10% 10% 10% 2.5 years 2.5 years 2 years 2 years 20% 22% 10% 20% 18% 10% 17% 13% 13% 3 years 3 years 2.5 years Accelerated Compensation for Developmental Positions NSPS/Performance Plans NSPS Performance Cycle: • The NSPS Performance Cycle is 12 months long (1 Oct – 30 Sept) • Interim Review Occurs Midway through Performance Cycle (March) • Final Review Occurs at the end of the Performance Cycle (September) • Performance Payout Occurs in the first full pay period in January. • See NSPS Policy and Guidance for yearly timelines in detail. Things you need to know: • All interns must be performing under a performance plan for at least 90 days in order to receive a performance rating. • Establish a performance plan in the Performance Appraisal Application (PAA) within 30 days of Entrance on Duty (EOD) date. • Instructions for creating a performance plan are posted on the NAIP website under ‘NSPS Information’. • Interns must have a Rating of Record of „Level 3‟ or above in order to receive a performance payout and an Accelerated Compensation for Developmental Position (ACDP). NSPS NSPS STEP 1: Create Interim Review Self Assessment Interim Review  Intern completes self assessment in a word document  Intern emails self assessment to their supervisor  Intern enters self assessment in the Performance Appraisal Application (PAA) STEP 2: Complete Performance Review Form  Supervisor completes Interim Review using the NAIP NSPS Performance Review Form (PRF)  Supervisor emails PRF and Self Assessment to the Career Field Manager.  Career Field Manager reviews the PRF and Self Assessment then emails the PRF to the NACC Rating Official. STEP 3: Acknowledge Interim Review  Supervisor communicates Interim Review to the Intern  Intern contact NACC Rating Official to acknowledge completion STEP 4: Complete Interim Review  NACC Rating Official documents communication of the Interim Review and completes the Interim Review in the PAA. Interim Review NSPS Final Review STEP 1: Create Self Assessment for Final Appraisal Rate Performance  Intern completes self assessment in a word document  Intern emails self assessment to their supervisor  Intern enters self assessment in the Performance Appraisal Application (PAA) STEP 2: Complete Performance Review Form  Supervisor completes Final Review using the NAIP NSPS Performance Review Form (PRF)  Supervisor emails PRF and Self Assessment to the Career Field Manager.  Career Field Manager reviews the PRF and Self Assessment then emails the PRF to the NACC Rating Official. STEP 3: NACC Rating Official Enters Data into the PAA. STEP 4: Pay Panel Meets and Reconciles Final Rating. STEP 5: PAA data is validated and sent to DCPDS. STEP 6: Completed Final Review communicated. STEP 7: Intern contacts NACC Rating Official to acknowledge a completed Final Appraisal. NSPS NSPS • NSPS Information http://acquisition.navy.mil/career_management/interns/nsps_information • Policy and Guidance • • Performance Appraisal Application User Instruction Tips for Writing a Self Assessment • • • • NSPS Home Page http://www.cpms.osd.mil/nsps/ Self Assessment Training http://www.cpms.osd.mil/nsps/iSuccess/ Self Assessment Tips http://www.cpms.osd.mil/nsps/docs/SelfAssessmentFactSheet.pdf PAA Tool https://compo.dcpds.cpms.osd.mil/ NSPS Time and Attendance Reminders • • • • Deadline for submitting timesheets is the Tuesday before the end of each pay period. Email PDF of timesheet or Fax timesheets to 717-605-3910. Please ensure that your timesheet is forwarded to NACC on time every time. Pay very close attention to the pay periods that have an early submission deadline. Things You Need to Know 1. The timesheet transmission schedule is located at the following url, under „Resources‟ http://acquisition.navy.mil/career_management/interns/current_interns Detailed time and attendance guidelines are located at the following url, under „Resources‟ http://acquisition.navy.mil/career_management/interns/current_interns A list of interns whose timesheets have not been received by the submission deadline is posted on the NACC bulletin board each pay period. For distribution codes: 201, 204-207 717-605-2668 2. 3. Points of Contact For distribution codes: 202 and 203 717-605-8642 Time and Attendance Time and Attendance Remember to do the following:        Check the transmission schedule for the deadline for submitting your time card Have your supervisor sign your timesheet Check the late list to ensure that your timesheet was received at NACC for this pay period Contact your Payroll Technician if your timesheet was submitted late Notify your CSR and Payroll Technician of any changes in address or contact information Change to an 8 hour schedule, as appropriate, if you traveled during this pay period Provide all of the requisite documentation for the exception codes listed on the “Quick Reference” section of the “Time and Attendance Guidelines”. Time and Attendance Common Access Card What is the Common Access Card (CAC)? The CAC is a DoD smartcard issued as standard identification for military personnel, civilian employees, and eligible contractor personnel. The CAC is used as a general identification card and is required to log in to DoD computers, web-based DoD applications, and certain DoD facilities. How do I obtain a CAC? Your Homeport Supervisor or Command Activity Field Representative should ensure that the proper paperwork is completed prior to your arrival in order to obtain a Navy Marine Corps Intranet (NMCI) account for you. This is the first step in providing you with access to government computers. The process for obtaining your CAC does not begin until you have reported for your first day of work. Step 1: Complete the DD 1172-2 with your Supervisor Your Supervisor, Career Field Manager, or the Local Command security office, can provide you with the paperwork (Form DD 1172-2) needed to get your CAC. You and your Supervisor will need to complete the form. Common Access Card Common Access Card Remember to carry your CAC when you leave your area or your command for identification purposes. Step 2: Make an appointment to visit the CAC issuance office Once the paperwork has been completed, you will need to make an appointment to visit the CAC issuance office by booking an appointment online at: https://es.cac.navy.mil/ (Your Supervisor, Command Activity Field Representative, or other designee can assist you with the online appointment process, as you will be unable to log on to your computer at work prior to getting your CAC). Step 3: Contact NMCI Helpdesk for “First Time User Set-up” After obtaining your CAC and signing on to your computer for the first time, you will need to contact the Navy Marine Corps Intranet (NMCI) Helpdesk at (866-843-6624) to have them guide you through the “First Time User Set-Up.” This set up process will ensure that your system certificates (ID, Signature, and Encryption) are registered on your computer and that your Microsoft Outlook e-mail is set-up properly. It should be noted, that you will have to re-register your system certificates any time you permanently change computers. Common Access Card Security How to Obtain a Visit Request: 1. 2. 3. When are they required? Contact the POC for the travel event and determine the When traveling outside of your Host Command. security requirements of the event. 1. Rotational Assignments Download Visit Request Form from the NAIP Website 2. Special Projects under „Official Forms‟. 3. Meetings You will need the following information regarding the site you‟ll be visiting: a. Full address b. Security POC (Name, Phone #, Fax #, and SMO Code) c. Dates of Visit (From, To) d. Reason for Visit e. Level of Security Access needed. f. Your Name, Grade, and Phone # 4. Contractor Visits Things to Remember: 1. Please submit Visit Requests at least one week in advance of the event whenever possible. Make sure the Visit Request is 100% complete; incomplete Visit Request forms will not be processed. 2. 4. Return via Fax or Email to: COM 717-605-1354 DSN 430-1354 COM 717-605-1784 DSN 430-1784 Security Leadership Principles Trust men, and they will be true to you; treat them greatly and they will show themselves great. - Ralph Waldo Emerson • Become a more likeable person. • Avoid criticizing and complaining. • Look at things from the other person‟s perspective. • Smile! • Commit people‟s names to memory. • Avoid transferring your problems onto others. • Take responsibility for ensuring clear communication. • Be a good listener. • Gain cooperation from others. • Remember and acknowledge the importance of other people. • Be enthusiastic and energetic. • Ask other people for their opinion. • Tell people what you want them to achieve instead of how to do things. • Show sincere gratitude. • Avoid and resolve conflicts better. • Point out others‟ mistakes indirectly rather than telling people they are wrong. • If you‟re wrong, admit your mistake as soon as possible. • Build strong leaders around you. • Recognize the potential in others and then help them achieve it. • To lead the people, walk behind them. Lao-Tzu • Be proactive; Good plans shape good decisions. Leadership Navy/Marine Corp Officer Insignias Civilian Equivalents GS- 7 GS-8- 9 GS-10-11 GS-12 GS-13-14 GS-15 SES SES SES Military Insignias and Civilian Equivalents Professional Etiquette • Know and follow your chain of command. • Always address someone by his or her title and last name unless you are instructed otherwise. • Be on time. Remember: 5 minutes early is on-time, on-time is late. • Do not enter or leave a room during a presentation. • Silence your cell phone during meetings and presentations. • Be self aware. • Treat people with respect. • Cultivate an image of professionalism. • Show people honest and sincere appreciation. • More communication is better than less communication. The greatest problem in communication is the illusion that it has been accomplished. - Daniel W. Davenport Remember: There‟s only one chance to make a good first impression. Protocol Professional Dress Men What is Professional Dress? • Well tailored suit in traditional colors (navy blue, gray, or black) • Long sleeve, button down shirt, • Conservative Tie • Leather Shoes, wing tip or loafer style “Dress for the job you want, not the job you have.” What to avoid: • Athletic shoes, flip-flops, sandals • Jeans and T-shirts • Anything that is wrinkled, ripped, torn or stained. What is Business Casual? • Slacks, suit pants, khakis • Dress shirt (tie optional), polo shirt • Leather shoes Professional Etiquette Professional Etiquette Women What is Professional Dress? • Well tailored suit in traditional colors (navy blue, gray, or black) • Cotton or Silk blouse in a conservative color • Low to medium heeled, leather shoes • Never wear open toe shoes. What to avoid: • Athletic shoes, flip-flops, strappy sandals • Jeans and T-shirts • Anything that is wrinkled, ripped, torn or stained, tight fitting, or too revealing. What is Business Casual? • Dress Slacks, skirts, dresses, khakis, Capri's • Tailored blouse or shirt • Conservative shoes When in doubt, err on the side of conservatism. Professional Dress Email Etiquette 1. Know the difference between “To” and “CC” • • • 2. 3. 4. 5. 6. 7. 8. 9. The people you include in the “To” field should be those you expect to read and take action on the message. The people you include in the “CC” field should be those who have a need to know. Note the “CC” should be used sparingly. “BCC” should be used even more sparingly. Keep messages brief and to the point. Avoid discussing multiple subjects in a single message. Reply to emails in a timely manner. Be mindful of your tone Use all caps sparingly. Avoid replying to a message in anger. Avoid using email to criticize others. Before you “Reply to All” make sure everyone needs to know first. 10. Do not forward chain letters. 11. The “High priority” flag should be reserved for messages that are truly urgent. 12. Use your spell checker. 13. Include a signature with your contact information. 14. Re-read your email before you send it. Professional Etiquette Recommended Links Professional Development • CNO Professional Reading List: http://www.usna.edu/Library/Cnoread.OLD • Ninth House Instant Advise: http://www.instantadvice.net/web/default.jsp?rn=80724174 • USDA Graduate School: http://www.grad.usda.gov/ • NMCI Homeport Training: https://www.homeport.navy.mil/training/ Travel • Per Diem and Travel Regulations http://perdiem.hqda.pentagon.mil/perdiem Federal Benefits • DCPDS Portal provides access to the following links: • My Pay • EBIS • TSP • OPM Homepage • USA Jobs https://cpps.donhr.navy.mil:8007/OA_HTML/SSOLoginNote.jsp Personnel Information • Total Workforce Management Site https://twms.nmci.navy.mil/login.asp Recommended Links Points of Contact Contacting your CSR NAVAIR NAVSEA 717-605-3746 717-605-6484 Contacting your ACM NAVAIR NAVSEA 717-605-2887 717-605-2279 ALL OTHERS 717-605-3852 Contact your CSR for the following: 1. 2. 3. 4. Processing tuition and travel requests Coordinating travel for training and education requirements. Obtaining tuition assistance for training requirements. Updating personal information (i.e. changes to phone numbers, email address). ALL OTHERS 717-605-3920 Contact your ACM for the following: 1. 2. 3. 4. 5. 6. Guidance concerning career management Reviewing/Approving Rotational Assignment plans. Reviewing senior project proposals NSPS Performance Appraisal questions Individual Development Plan questions Questions regarding graduation requirements. Note: Annotate home address changes on your timesheet. When contacting your ACM or CSR, please keep in mind that they are responsible for over 400 interns. They will respond to your email and telephone inquiries in a timely manner. Please contact your ACM or CSR only, unless otherwise directed. Points of Contact This guide is not intended as a substitute for the NAIP Operating Guide or the NAIP NSPS Policy and Guidance document. For complete, detailed Information regarding the topics contained herein, please consult the the NAIP Website: http://acquisition.navy.mil/career_management/interns/current_interns Please provide comments and suggestions regarding this guide to 717-605-8643. Version 1.0 - 2008