Step 7 Output Follow

Topics Covered
Rewards Configuration

Target Users
   Reward Calculation Mission Admin
   Reward Calculation Operator

Required Permissions
HR Roles

Output

In the final step, you will download all data and export reward information to OPS.

1. From the left menu, click Output in Rewards Calculations or click Output from the status bar at the top of the page.

2. Download all data and reports:  RCA does not store historical data. Therefore, it is important that calculation information be downloaded and stored for a minimum of three years per Department guidelines. Select the Download All button. This downloads a .zip file that contains all files related to the calculations. The zip file will appear in your Downloads folder.

3. Output Files: The .zip file will appear in your Downloads folder and will contain the following files.

4. Email Individual Memos: Memos notifying employees of their rewards can be sent to employees directly from RCA (as long as the employee has an email in their GoMBC profile. HR should download memos for employees without an official government email and provide outside of RCA). They can be downloaded individually by selecting the icon on the Output screen or in bulk by selecting the Download All button. 

If any employee should not receive an email, select the check box for those employees. Then click Send Email to send emails to all employees who are not excluded in the Exclude from Email or do not have a valid official government email address in their employee profile. Once Send Email is selected, the Email Sent column will populate with the date emails were sent to employees.

5. Exclude any records from OPS Submission:  Before you submit to OPS, you can select any record to exclude it from the OPS submission. For example, you would exclude if the employee departed after the rating cycle. OPS will not process updates for terminated employees. In this case, contact your pay tech, who will inform you if you need to update the termination action manually in OPS or the payment can be processed separately. To exclude, select the checkbox in the Exclude from OPS column.

6. Export to OPS: Next, select Export to OPS. All reward information for all employees not excluded is sent.

A timestamp will populate in the Sent to OPS columns once Export to OPS is selected. Notice there is no timestamp for excluded employees. You will need to send their information by creating a mass update manually in OPS for current employees or via cable for departed employees.

7. Failed RCA Transactions: If there are any errors, these will be received in about an hour and will appear on the Failed RCA Transactions page in GoMBC. To access this page, select the Failed RCA Transactions menu. To view this list, you will need to have either Mission Manager or Mission Admin roles assigned.

Any message which appears here will need to be resent after you determine the error which caused the failure.  Contact ADG-Support@state.gov if any errors are returned.

8. OPS Mass Update: If the records are successful, OPS will create and populate two mass update groups for each department ID:  One for the salary update and one for the lump sum payment. OPS runs the job to create the mass update groups once a day, so depending on when you submit the data, it could take up to one day for the mass update groups to be created. 
   For each mass update group created, an email will be sent to Post that contains a group ID. Enter OPS, select Mass Update, and search for the group ID. Then, follow the OPS SOP for Mass Updates (pages 30-33 cover the MBC lump sum mass update process and pages 46-51 cover the MBC salary reward process). The following must be completed in the order listed below for each mass update group:  

• HR Initiator Validation:  Please note that the SOP only covers the creation of the mass update group by the HR initiator - which is not required. However, the HR initiator will need to review and validate the data and add remarks, so the steps listed in the SOP differ slightly from the actual action.

• Financial (FMO) Approval

•  HR (HRO) Approval                

After the HRO has approved the mass update group, it will take up to 24 hours for the changes to be applied in OPS. The HR Approver will then follow the steps beginning on page 52 of the OPS SOP for Mass Updates to create the interface file for CGFS. This will email the files to them, and they can be submitted to CGFS.

For additional help, please contact DT at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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