1. Electronic Request for Personnel Actions (E-RPA)
The following presentation will assist you in processing Electronic Requests for Personnel Actions. The United States Army Civilian Human Resources Agency located at Aberdeen Proving Ground, Maryland is the proponent for this presentation.
CHRA NAF Division
Aberdeen Proving Ground, MD

2. Introduction
The Electronic Request for Personnel Action (E-RPA) is an interactive electronic form that automates the creating, editing, approving, coordinating, and tracking of personnel actions. It provides a single integrated process to supervisors, managers, and personnelists to manage personnel actions electronically and coordinate to the appropriate officials.
“read slide”

3. E-RPA Desk Guide
Pictured is a copy of the most recent E-RPA Desk Guide.

4. Before You Begin Know your AKO USERID and Password.
You must have a DCPDS USERID and Password.
Install required software (J-initiator).
Determine what type of action is needed.
Complete an E-RPA Supplement Form (when necessary).
Prior to submitting any actions, you must have a DCPDS and AKO User ID and password. You will also need to determine the nature of action to be submitted. The E-RPA Desk Guide shows your list of options for personnel action requests and includes a brief description of each. Most request for personnel actions will require that additional position & salary information be provided with the E-RPA. The required position and salary information may be provided through the use of the E-RPA supplement as an attachment or by using ‘Comments’ or ‘Notepad’ features in DCPDS to input the information directly into the RPA.

5. E-RPA Supplement

6. E-RPA Supplement
Here is an example of an E-RPA Supplement. It is important that accurate information is submitted on the E-RPA Supplement. The E-RPA supplement is an MS Word fillable document with drop down boxes that offer a list of values to choose from. First complete the E-RPA supplement by inputting required data in the pertinent data fields (i.e., position, salary, recruitment information), then save the document so that you can attach it to your E-RPA later while you are in DCPDS. The process for attaching this document is covered later in this presentation.

7. CPOL Portal Login

8. CPOL Portal The CPOL Portal is a one stop site that
provides access to all the information you
may need as an Army/Civilian supervisor or
employee. The site can be found via the
internet at:
You will need to log into the CPOL Portal to get access to the DCPDS site.

9. CPOL Employee Portal Access
From the CPOL Portal homepage select the Employee Portal option. Your USER ID and Password for this portal is the same as your Army Knowledge Online (AKO) USER ID and Password. Click on login and accept the security certificates.

10. CPOL Portal Authentication
Provide your pertinent information as needed.

11. Logging into DCPDS

12. Logging into DCPDS
Log into DCPDS by clicking “Defense Civilian Personnel Data System (DCPDS).

13. DCPDS Logon Screen
Enter your DCPDS USER ID and Password for authentication.

14. Welcome Navigation Screen
This screen is where you will select your responsibility, once you click on your selection it will route you to the Navigator window. If you only have one responsibility it will automatically open the navigator window.

15. Navigator Window
At the Navigator Window, double click on Request for NAF Personnel Actions to view more choices.

16. Navigator Window
Choose the action you would like to “Initiate” by double clicking on it. There are 6 Request for NAF Personnel action options available to choose from . Place Person (reassignment, temporary reassignment, promotion, etc.), Separation (Resignation, Separation from flex, etc.), Suspension, Recruit and Fill (Recruitment actions), NAF Awards (Incentive Awards) and Performance Based Pay Adjustment.

17. The E-RPA Window

18. The E-RPA Window
This is what an E-RPA for a Recruit and Fill looks like. The “Initiator” will fill in block A3 with his/her name and telephone number. Input a proposed effective date or you could check the ASAP box. An E-RPA number will be automatically generated after you save the E-RPA.

19. E-RPA Window (Initiator)
This is an example of a completed E-RPA, without attachments.

20. E-RPA Window (Initiator)
Save
Once the “initiator” completes the required information they will need to save the E-RPA and attach the E-RPA Supplement, Position Guide, comments etc. When prompted “Do you wish to route the E-RPA now” click on the no button .
Click “No”

21. Attaching Files and Comments

22. Adding Attachment/Comment
To add an attachment or comment, click on the attachment icon, depicted as a paperclip.

23. Adding Attachment/Comment
At this window click in the Category box and type the letter “M” for miscellaneous, or the letter “C” for Comments. Then, hit your “Tab” key on the keyboard. Miscellaneous will allow you to attach a file and Comments will allow you to add a comment to this E-RPA.

24. Adding Attachment/Comment
Once you’ve selected the category, in the description field type in the description of the file you are attaching, such as in the example provided.

25. Adding Attachment/Comment
Now click in the “Data Type” field. Once the Datatype box appears, select the type of data you want to attach. Select “file” for an attachment. This will allow you to attach your document (i.e., E-RPA, position description, appraisal, etc.) to the E-RPA. 

26. Adding Attachment/Comment
Use your browse button to select the file you want to attach
Once you select “file”, it will bring you to the “Upload a File” window. Click on the browse button to find the file you would like to attach.
Once you select the file, click on the “OK’ tab.

27. Adding Attachment/Comment
Close Web Browser
At this screen, follow the directions. If the file was not successfully loaded, close the web browser, return to the attachment form, and click the “No” button. Then, try to load it again.

28. Adding Attachment/Comment
Since the File upload completed successfully, click the “Yes” button.
Click “Yes”

29. Adding Attachment/Comment
Repeat the steps to add another file by clicking in the category field and typing “M” or “C”. In this E-RPA, I’ve also added a Position Description and Comments. For adding comments, you will need to select Text in the Data type, this will take you into the Text window where it will allow you to type additional information.  

30. Adding Attachment/Comment
Save
When you are done adding your files and comments, click on the Save icon. This will save your information. After saving exit out of the attachment window, it will return you back to the E-RPA where you can then route the E-RPA to the next individual.

31. Routing the E-RPA

32. Notice the attachment indicator
Routing the E-RPA
Notice the attachment indicator
Click on the Save icon on an E-RPA.

33. Routing E-RPA Click “Yes”
A decision dialog box is displayed. Click Yes to display the Routing Window (including routing it to your inbox).
Click Cancel to return to the E-RPA. Click No to save your action and return to the E-RPA (without routing it). In this example, I will select Yes.
Click “Yes”

34. Routing E-RPA (Saving to your Inbox)
When you click Yes on the routing decision window, the Routing window is displayed. You may want to route the E-RPA to your inbox before routing to another user. To route to your inbox just click on “Save and Hold in Personal Inbox and click “OK”. You will get a window that will tell you that the transaction is complete. Click “OK” and then exit out of the RPA window, go into your Civilian Inbox (which is explained later in this presentation) and pull up the E-RPA then route it to the requestor or who ever it needs to be routed next.

35. Routing E-RPA ( To a Person/Group Inbox)
Click on Select Person to generate a list of people that you can route the E-RPA to. Find and highlight the name of the person that you are routing to. Then, click the “OK” key. Because DCPDS user IDs are based on AKO account names, there may be some cases when there is more than one person with a similar name.  AKO uses a numeric designator to distinguish between accounts with the same name, e.g., MARY.SMITH4.  If you are uncertain which name is correct, it would be best to contact the person and ask them for their account name.

36. Routing E-RPA
At the routing window, the person’s name will appear. Click OK to route the E-RPA to that person.

37. Checking Your Civilian Inbox for E-RPA’s

38. Civilian Inbox
DCPDS accountholders with Authorizer permissions should access their Civilian Inbox frequently to ensure that any routed or pending RPAs are addressed promptly. To view your actions, double-click on the “Civilian Inbox”.

39. Civilian Inbox Notifications Summary
The Civilian Inbox will display (called Notifications Summary).  It will appear to be empty, you need to REFRESH it to display any actions that you may have, by pressing Ctrl-[F11] on your keyboard.
Press Ctrl [F11] to Refresh/Populate RPA’s

40. Civilian Inbox Notifications Summary
Once your notification summary populates, you will need to scroll down to the action of interest, highlight it, then click the “Respond” button to view the E-RPA.

41. E-RPA Window Viewing Attachments
Once the needed E-RPA is brought forward. you will then need to click the attachment icon to view the attached document. In this example, the Requestor is the one who is viewing the E-RPA.

42. Viewing Attachments
Highlight the attachment you want to view. Then click the “Open Document” button.

43. Viewing Attachments
To view the comments, highlight the comments field and the comments will display below.

44. Routing the E-RPA
Once the information has been verified for accuracy, the requestor will complete Part A number 5 and route it to the authorizer or to the next person in their routing chain.

45. E-RPA Window
Once the requestor routes the E-RPA to the authorizer, the authorizer will repeat the process of reviewing the E-RPA, attachments and comments. Upon completion of the review, if all is satisfactory, the Authorizer will route the E-RPA to the Installation CPAC NAF Office.

46. Tracking an E-RPA

47. Tracking an E-RPA
Within DCPDS, you can track any E-RPA that has been in your civilian inbox. To view the E-RPA history within DCPDS, you must first retrieve the E-RPA. This can be done whether the E-RPA is currently in your inbox (active), or in someone else’s inbox – as long as it has been in your inbox at some time in the past. The procedure for doing this is by accessing your Civilian Inbox.

48. Press Ctrl [F11] to Refresh/Populate RPA’s
Tracking an E-RPA
The Notifications Summary window will display.  It will appear to be empty. You will need to REFRESH it to display the actions in your inbox by pressing Ctrl-[F11] on your keyboard. To view open E-RPA’s in your inbox, make sure the “Query Only Open Notifications” at the top of the window is checked. To view closed E-RPA’s, un-check the “Query Only Open Notifications” checkbox, and push Ctrl-[F11] on your keyboard.
Press Ctrl [F11] to Refresh/Populate RPA’s

49. Tracking an E-RPA
Scroll down to select the E-RPA you are tracking, and click the Open button to display the Notification window. 

50. Tracking an E-RPA
Click the “Routing History” icon to display the E-RPA history. 

51. Tracking an E-RPA Action History
The Action History section indicates what user(s) have had the action, and what action they took (if any). Be sure to use the scroll bar on the bottom of the window to display additional routing information. No information can be changed in this window, it is for viewing only.

52. Tracking an E-RPA Routing History
The Routing History section displays as you scroll to the right.  It shows what user (inbox or groupbox) had the action, and when.  The user or groupbox shown in the top line of the routing history, is the user who currently has the action.

53. Separation Action
Separation Action

54. Separation Action
This is what a separation E-RPA looks like. Notice in Part A number 1 the action request name. This will let you know what type of E-RPA you are initiating.

55. Separation Action List of values
Begin by entering your required information. For example your name, telephone number and proposed effective date. Then click in Part B number 5-A, your nature of action code. You will get a list of value button, clicking that will give you a list of separations to choose from.

56. Separation Action Nature of Action Codes
Select the type of separation you are initiating by highlighting and then clicking the “OK” key.

57. Nature of Action Separations
NOA code choices for a Separation

58. Separation Action Employee Name
Notice the information you selected populated in 5-A and 5-B.
Next, you will need to type in the employees last name in Part B number 1. Then, the employees information will auto populate. In cases where there is more than one employee with the same last name, a list of names will display.

59. Separation Action View
The effective date will be completed by NAF HR Staff.
Completed by NAF HRO

60. Separation Action Position Data
In Position Data, you will not be required to complete anything in this section. It should all be grayed out.

61. Separation Action Employee and Position Data
In Employee And Position Data, it should all be grayed out. No need to complete anything in this section.

62. Separation Action Remarks and Address
Complete Part E in the Remarks and Address area of the E-RPA. The NAF HR Staff will complete Part F.
This section is completed by the NAF HRO

63. Performance Based Pay Adjustment
Sample – Performance Based Pay Adjustment

64. First input the initiator information beginning in block 3
First input the initiator information beginning in block 3. For a Performance Based Pay Adjustment block 5-A & 5_B will autopopulate with A895 & Performance Based Pay Adjustment. Input the employee’s last name in Part B Field 1.

65. In Block 20-A Basic Pay, input the new salary resulting from the performance appraisal.
Note: Performance Based Pay adjustments may only be processed for NF and CC employees.

66. No input required for page 3 “Employee and Position Data”.

67. No input required for page 4, “Remarks and Address”

68. NAF Awards
Awards Sample

69. NAF Army Awards
These are the Nature of Actions you can choose from for NAF Army Awards.

70. NAF Army Awards
Page 1, “Requesting Info” is the only page that needs to be completed for this RPA. You will need to attach a completed E-RPA Supplement or Comments/Notepad and applicable justifications to Award E-RPA’s.

71. Nature of Action Awards
These Nature Of Action (NOA) codes are utilized to describe the type of Award.

72. Logging out of DCPDS

73. Log Out of DCPDS Close Window
Once you are finished working in DCPDS, exit out from the main menu.

74. Log Out of DCPDS Caution
Click OK on the prompt window asking, "Exit Oracle Applications?"

75. Log Out of DCPDS Close Windows
Close any other windows that were opened during your session, using the Close Window control button.

76. Change Family

77. Change Family Click Change Family Tab
The Change Family Feature (Tab) is for use by CPAC NAF HR Staff.
When a Recruit and Fill type RPA is routed to the installation’s CPAC NAF office, eventually it will be necessary to change the RPA family from Recruit and Fill to the applicable action being requested.
For example: A manager recruiting for a certain position, would complete a Recruit and Fill request for personnel action. Once authorized, the action is routed to the CPAC NAF office for further action. The Recruit and Fill RPA will remain in the Inbox of the CPAC NAF office until a selection is made from the referral list. Once the selection is made and inprocessing has been completed the NAF HR Staff is now ready to key an Appointment in DCPDS. Instead of initiating a new appointment RPA….the NAF HR Staff will use the Recruit and Fill document (in the Civilian Inbox) that was previously routed from Management. The ‘Change Family’ feature in DCPDS will be used to change the ‘Recruit and Fill’ to an ‘Appointment’. Then the action will be processed as normal.
Click on the Change Family tab shown

78. Change family Decision Window
A decision window is populate, click the Yes tab.
Click
'Yes’ to Change Family

79. Change Family List of Values
Select the appropriate NOA Family from the list of options and click ‘OK’
A decision window is populate, click the Yes tab.

80. Notice that the Action Requested Changed to NAF Army Appointment
Change Family
Notice that the Action Requested Changed to NAF Army Appointment
Notice under Part A number 1 the action request is changed. You will be prompted to input a Nature of Action Code in Block 5-A. Now you may complete the Appointment RPA as normal.