© 2010 National Older Worker Career Center -- 3811 North Fairfax Drive Suite 900, Arlington, VA 22203PDF generated at: Thu, 29 Jul 2010 17:41:00 EST

SEE Customer Service Center(CSC)Users Guide

ContentsArticlesIntroduction 1

Overview 1Quick Reference Navigator 1SEE Program Description 3Customer Service Center (CSC) 4Getting Access, Logging On, Retrieving Password 5

CSC Sections 8

Home Page Tab 8Enrollees Tab 12Monitor Tab 14Forms Tab 14Budgets Tab 17Reports Tab 30Guides Tab 34Your Account Tab 35Contacts Tab 37

Workflow Tools 38

Managing SEE Cooperative Agreements 38

Appendix 39

A: NOWCC Contacts 39

1

Introduction

OverviewThe SEE Program CSC is an online resource center for EPA civil servants overseeing variousaspects of the SEE program. This guide provides SEE Program monitors and coordinators, budgetanalysts, and other authorized agency staff with information, reports and tools to manage enrolleesand cooperative agreements.A summary of frequently used functions is provided on the next page (see "Quick ReferenceNavigator").   We have included this at the beginning of this Users Guide for easy reference.After a brief description of the SEE Program, detailed explanations of CSC functions and navigationare provided.

Quick Reference Navigator

Timesheet Issues

Information needed or action to be taken: Login to the SEE CSC at https:/ / epa. seeprogram. org and click on: User GuidePage

1 Submit a timesheet on behalf of an enrollee FORMS > Blank Timesheet 15

2 Make corrections to submitted timesheet GUIDES> Quick Guides > Timesheets Overview 34

3 Approve timesheet GUIDES> Quick Guides > Timesheets Overview 34

4 Make change to authorized signatures FORMS > Change Monitors/Signatories > Authorized Signature Form 15

5 Change authorized bi-weekly hours forenrollees

FORMS > Change Hours > Change Hour Form 16

6 Request training/conference authorization FORMS > Training/Conference Authorization and Payment Request Form 15

7 Request travel authorization FORMS > Travel Authorization > Travel Authorization and Advance RequestForm

15

New/open enrollee positions issues

Quick Reference Navigator 2

Information needed or action to betaken:

Login to the SEE CSC at https:/ / epa. seeprogram. org and click on: User GuidePage

1 Request a new position FORMS > Request a Position, Position Requisition Form 15

2 Prepare a position description FORMS > Request a Position, Position Requisition Form 15

3 Establish appropriate level of position FORMS > Request a Position, Position Requisition Form (Refer to chart on last page ofform or contact your Field Director)

15

4 Estimate budget for new positionincluding fringe benefits

BUDGETS > Budget New Enrollee Calculator 17

Budget issues

Information needed or action to be taken: Login to the SEE CSC at https:/ / epa. seeprogram.org and click on:

User GuidePage

1 Get report on how much has been spent in a particular cooperativeagreement or site

REPORTS > Quarterly Financial Status Report 31

2 Determine how long funds will last and/or date when funds will beexhausted in a cooperative agreement or site

REPORTS > Quarterly Financial Status Report 31

3 Project how much enrollee(s) will cost for a future time period BUDGETS > Budget Current Enrollees Calculator 20

4 Calculate effect of 50 cent/hour raise on enrollee(s) future costs BUDGETS > Budget Current Enrollees Calculator 20

See the Guide Tab for additional information about specific policies and procedures.

SEE Program Description 3

SEE Program DescriptionSEE Program DescriptionThe Senior Environmental Employment (SEE) Program is an EPA grant-funded program under thecooperative sponsorship of the EPA and six national aging organizations. Authorized under theEnvironmental Programs Assistance Act of 1984 (PL 98-313), the SEE Program is intended “toutilize the talents of older Americans in programs authorized by other provisions of law administeredby the Administrator in providing technical assistance to Federal, State, and local environmentalagencies for projects of pollution prevention, abatement, and control.”The SEE program is recognized as a unique and innovative employment program that benefits bothworkers 55 and older and the agencies they serve.The National Older Worker Career Center (NOWCC) and other SEE grantees provide humanresources services for the program. They recruit, screen and enroll older workers to assist civilservants in carrying out EPA projects. NOWCC also handles wages, benefits, travel arrangementsand reimbursements, and other management support services for its SEE enrollees.SEE enrollees perform full- or part-time support services to assist EPA in carrying out itsenvironmental mission, but they do not replace any civil service employees. Enrollees must be 55years of age and be qualified for the education and experience levels required for a position. OnceNOWCC completes the screening and recruitment for a SEE position, applicants are interviewed bythe position’s EPA monitor who recommends the selected candidate for enrollment. SEE positionsare for a one-year term, but are renewable at the EPA monitor’s request. In addition to a modesthourly wage, enrollees are eligible for health and dental insurance and paid holidays, vacations andsick leave depending on the number of hours they work.An individual enrolled in the SEE Program is neither a Federal employee nor an employee of thenational aging organization sponsoring the position. Participants in the SEE Program are called“enrollees.”Enrollees can only serve in support positions in which they assist the EPA, State and localgovernment employees in handling their environmental assignments and responsibilities.

Customer Service Center (CSC) 4

Customer Service Center (CSC)

The CSC includes

For SEE Monitors

• Monitor orientation• Program “Quick Guides”• Procedures Guides• Forms• Reports• Budget/projection tools• Program calendar

For SEE Coordinators

• Cooperative agreement expense reports• Executive overview reports by project and site• Complete enrollee reports by project and site

Getting Access, Logging On, Retrieving Password 5

Getting Access, Logging On, Retrieving PasswordBasic login procedure:1. Go to https:/ / epa. seeprogram. org/ login. aspx'' You will see the following screen:

Figure 1: SEE-CSC Log In Screen

2. Enter your email address and password.• 2a. If you do not have your password, then enter your email address and press “retrieve

password.”   You will then see the following screen:

Getting Access, Logging On, Retrieving Password 6

Figure 2: Retrieve Password Screen

• 2b. Enter your email and again hit "retrieve password."    Check your email.   In several minutesa temporary password will have been sent your email address. (If the system does not recognizeyour email address, contact your NOWCC Field Office as listed in Appendix A. They willestablish your account via your current email address, give you an initial password, and provideassistance if you have questions about the instructions in this User Guide.)

• 2c. Use the temporary password on the login page (per step #1 above).   Then click on "Login".Clicking Login will present the “Log In Screen” page shown in Figure 1 above.

• 2d. It is recommended that you immediately change your temporary password to a permanentone that you can easily remember.   To do this, click on the "Your Account" tab on the menubar.

3. Once you have successfully logged in, you will see the Home Page as shown below.

Getting Access, Logging On, Retrieving Password 7

Figure 3: SEE-CSC Home Page

On the pages that follow, you will be shown how to access the reports, tools and other informationavailable on the CSC website.

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CSC Sections

Home Page TabThe home page includes:Information blocks:• Enrollee summary information (i.e. number of positions, levels of positions, open positions,

vacant positions, etc.)• Program calendar with important upcoming datesLinks:• Link to “Position Requisition/Description” form• Links to “Quick Guides”Tabs:• Tabs to go to other sections of the NOWCC Customer Service Center

Figure 4: SEE-CSC Home Page - Monitor View

Click on “View other sites” to display the Executive Overview page as shown in Figure 5 below.

Home Page Tab 9

Figure 5: Executive Overview

Additional Option For Coordinators:: You will see a consolidated page of all enrollees under yourpurview.

Home Page Tab 10

Figure 6: Home Page - Coordinator View

Coordinators can click on "drill down to projects" (as shown by the green arrow in Figure 6 above)to see summaries of their projects as shown in Figure 7 below:

Home Page Tab 11

Figure 7: Coordinator Executive Overview - Project Drill Down

Coordinators can also click on "drill down to sites" (as shown by the green arrow in Figure 7 above)to see a site summary as shown in Figure 8 below:

Figure 8: Coordinator Executive Overview - Site Drill Down

Enrollees Tab 12

Enrollees TabIf you currently have active enrollees, clicking on the "enrollee" tab will produce a list of enrolleesyou monitor.

Figure 9: Enrollee List

To see the data sheets with details for a particular enrollee, click on the name of the enrollee.

Figure 10: Enrollee Detail

Additional Option For Coordinators: You can see a “Complete Enrollee Report” for eachcooperative agreement or project. Complete Enrollee Reports will open in a new window, and loadin Excel format. Each spreadsheet has a consolidated tab/book as well as a tab/book for each site ofthe project.

Enrollees Tab 13

Figure 11: Complete Enrollee Report

Monitor Tab 14

Monitor TabThe “monitor” page includes a full orientation for new program monitors including the followingorientation sections:1. Overview2. The Program Office and SEE Coordinators3. Monitors and Signatories4. Timesheets5. Supply Purchases6. Travel and Training7. Leave and Holidays8. Renewals

Forms Tab• This page enables you to print most forms for processing at EPA and submitting to NOWCC.• In the case of “change hours”, the process can be done electronically online for any enrollee you

supervise (see Figure 13).• The process of completing each form is further explained by the quick guide link for that

particular form on this page.

Forms Tab 15

Figure 12: Forms Screen

Change Hours. Use our online form to change an enrollee's work schedule.• Change Hours• Quick Guide: Authorized Hours

Forms Tab 16

Figure 13: Change Enrollee Hours Screen

Budgets Tab 17

Budgets TabThe budget section contains a “budget overview” and two budget tools:

Figure 14: Budgets Menu

1. New enrollee budget toolThis powerful and detailed tool allows you to estimate the budget for a new enrollee based on thefollowing inputs:• number of hours the enrollee will work in a 2-week period,• the number of pay periods to be worked, and• any travel, training, or medical monitoring required by the position,• health insurance, if the position involves more than 60 hours in a 2-week period.To begin budgeting a new enrollee, select "Budget New Enrollee" from the budget menu.

Budgets Tab 18

Figure 15: Budget New Enrollee

The steps to create the budget are:1. Enter inputs.2. Click on the “view budget” button.3. To adjust the inputs, hit the back button on your browser, change any or all inputs and then click

on “view budget” again.4. After you are satisfied with the budget you may email it as appropriate within EPA. You may

also save the file as an Excel spreadsheet.

Budgets Tab 19

Figure 16: Budget New Enrollee Assumptions Entry Screen

Budgets Tab 20

2. Budget current enrollees toolThis tool helps budget current enrollees into a future period based on a number of assumptions.Basic steps:1. From “budgets” menu, select “budget current enrollees”.

Figure 17: Budgets Current Enrollees

2. On the “Enrollee Group” menu (Figure 18), use the drop-down to select your site.

Budgets Tab 21

Figure 18: Enrollee Group Menu

3. Enter your budget assumptions for your selected site into this page, and then click the "ViewBudget" button at the bottom of the page to create your budget.

Disclaimer This budget tool is based on data in NOWCC's SEE Program database and assumptions entered by the user. It is intended to help EPAestimate program costs, but is not a guarantee of future costs. Budget projections can change due to changes to enrollee work arrangements,fluctuations in the cost of enrollee benefits, etc.

Real-Time BudgetingThe complete budget results from the Budget Current Enrollees tool is generated into a detailedExcel spreadsheet once all budget assumptions have been entered. However, you can also view theoverall budget results at the bottom of the page as you are entering your assumptions. As soon as youenter or change an assumption - such as the number of hours an enrollee works, or the period beingbudgeted - the “budget results” section at the bottom of the page will immediately update.

Budgets Tab 22

Figure 19: Budget Current Enrollees Assumption Entry Screen

Budget Period

First, set the budget period.  You can choose to budget the enrollees for the next 3 months, 6 months,or 12 months. If you update the budget period, the budget results will immediately update to reflectthe new period. The budget period always starts with the first day of the next month.

Current Enrollees

The Current Enrollees section of the tool displays enrollees who you currently monitor. Four fieldsare displayed about each enrollee:• Enrollee Name - Click on the enrollee's name to load a window displaying basic information about

the enrollee's current position, such as the enrollee's hourly wage.• Hours - The number of hours that the enrollee works per pay period (each pay period is two weeks

long). Please note that if the enrollee has a change request pending to update his/her hours, thesystem will display the value from the pending change request.

• Include in Budget? - Designates whether you want to include an enrollee in the budget:• Choosing "No" means that you either plan on separating the enrollee before the budget period

even begins, or that you want to leave the enrollee out of this budget for some other reason.• Choosing to leave the enrollee in the budget "Until" a certain date means that the enrollee will

work up to that point, and then either be separated or be transferred.

Budgets Tab 23

• Choosing "Yes" means that the enrollee will be budgeted in the group throughout the wholebudget period.

• Direct Expenses - Select the travel, training, medical monitoring, and supply expenses that theenrollee will use during the budget period. Note: Changing the budget period does not update theDirect Expenses. For example, if you enter that an enrollee will cost $1,000 in direct expensesduring the budget period of three months, and then you change the budget period to six months,the direct expenses will remain at $1,000 unless you manually update them.

Pending Enrollees

The Pending Enrollees section displays enrollees who you do not currently monitor but who you willbe monitoring in the near future due to a pending transfer or enrollment.. The same fields areavailable for Pending Enrollees as there are for Current Enrollees. See the previous section forinformation on each field.

Open Positions

The Open Positions section displays SEE Program positions that you requested but are currentlyvacant and being recruited by NOWCC. The same fields are available for Pending Enrollees as thereare for Current Enrollees. See the previous section for information on each field.In addition to displaying the currently open positions, the tool also allows you to project the cost ofadding new positions to the group by clicking the "Add New Position" button displays a pop-upwindow through which you can add a new position to the budget. Within this pop-up window, youmust enter the position level, whether it requires medical monitoring, and a title for the position (thetitle is used to identify the position in the budget results spreadsheet, and should be something thatyou will recognize).When you add a new position to the budget, it is listed as having 80 hours by default. However, youcan edit the hours from within the tool in the same way that you can change an enrollee's hours.

Budget Results

The budget results allow you to immediately see the projected cost of the positions across the wholebudget period. The projected cost is updated 'real-time' - as soon as you update a position in the tool,the projected cost is revalued.

View Budget Button

Clicking on the "View Budget" button loads an Excel spreadsheet that provides the detailed resultsof the budget. The spreadsheet contains four worksheets which may be viewed by clicking on tabs atthe bottom of the spreadsheet:• Budget - Breaks the projected costs down by enrollee and by six cost categories: wages, benefits,

expenses, medical monitoring, and administrative costs.• Assumptions - Lists the position data on which the budget is based. Any changes that were made

to position data while using the tool are highlighted.• Instructions - Details instructions on how to read the budget spreadsheet.

Budgets Tab 24

• Terminology - A glossary of terms used in the budget spreadsheet.

Figure 20: Budget Results Excel Spreadsheet

Budgets Tab 25

Additional Option For Coordinators:

Budget Awards Tool

There is a third budget tool available to coordinators: Budget Awards.Three tasks can be performed with the “budget awards” tool:1. Adding a new commitment notice – Allows you to develop a budget (aggregate amounts by site)and submit notification for new commitment notices.

Figure 21: Awards Menu Screen

Budgets Tab 26

Figure 22: Add New Commitment Notice Screen

2. Outstanding commitment notices – Allows you to create budgets for pending awards andview/edit the distribution of commitment notice funds among sites. It also allows you to delete acommitment notice.• a. Viewing a pending budget: To develop a budget for new commitment notices, select the

Cooperative Agreement being funded to the right, and then click the "Add Commitment Notice"button.

Budgets Tab 27

Figure 23: View Pending Budget

• b. Editing a commitment notice: To view a budget for pending commitment notices, selectcommitment notices (you can select multiple commitment notices by holding the control keywhile left clicking), and then click the "View Budget" button. (Note: Viewing awards will open anExcel file in a new window.)

Budgets Tab 28

Figure 24: Edit Commitment Notice Screen

• c. Deleting a commitment notice:

Figure 25: Confirm Deletion of Commitment Notice Screen

Budgets Tab 29

3. Submitted Awards – Allows you to view budgets for completed awards already submitted toNOWCC. To view the budgets for awards that have been submitted to NOWCC, select the awardfrom a menu below and then click the "View" button. (Note: Awards will open an Excel file in a newwindow.)

Figure 26: Viewing Budgets for Submitted Awards

Reports Tab 30

Reports Tab1. Executive Report – The Executive Overview presents key financial and enrollment data aboutSEE Program projects and project sites in a dashboard format.

Figure 27: Executive Report

2. Grant Allocation Log – The Grant Allocation Log displays funding that has been awarded or isstill pending disbursal. It provides a snapshot of all awards received or pending including theDocument Control Number (DCN) and acceptance date for each award.

Figure 28: Grant Allocation Log

Reports Tab 31

3. Other direct expense report – The Other Direct Expenses Report lists line-item direct expensesfor medical monitoring, advertising, supply, and travel costs. It provides a report of all directexpenses if incurred by the site.

Figure 29: Other Direct Expense Report

4. Quarterly Financial Status Report - The Quarterly Financial Status Report allocates quarterlySEE Program expenses into cost categories.

Figure 30: Quarterly Financial Status Report

Reports Tab 32

Additional Option For Coordinators Only:1. Enrollee Activity Log – The enrollee activity log lists all enrollees by project site.

Figure 31: Enrollee Activity Log

2. Monthly Participant Report – This report breaks down the number of enrollees by city andprovides other summary demographic data.

Figure 32: Monthly Participant Report

3. Quarterly Progress Report - The Quarterly Progress Report contains demographic data about theenrollees in each project.

Reports Tab 33

Figure 33: Quarterly Progress Report

Guides Tab 34

Guides TabOur collection of guides can help you get the information you need to monitor your enrollees,coordinate your agreements, and administer your budgets.• Monitor Orientation - This orientation introduces new monitors to their responsibilities, and helps

veteran monitors refresh their knowledge.  The orientation includes the following sections:1. Overview2. The Program Office and SEE Coordinators3. Monitors and Signatories4. Timesheets5. Supply Purchases6. Travel and Training7. Leave and Holidays8. Renewals

• Quick Guides - Quick Guides are brief summaries of specific topics - like Cliffs Notes for the SEEProgram!   Quick Guide topics include:• Enrollment Agreement

• Confidential Information• Enrollee Restrictions• Position Duties• Renewals• Separations

• Expenses• Overview• Supplies• Training• Travel• Wages

• Work Schedules• Authorized Hours• Compensatory Time• Holidays• Leave• Overtime

• Timesheets• Overview• Absent Enrollees• Travel Hours

• Health

Guides Tab 35

• Accidents• Emergencies• Medical Monitoring

• Other• Early Dismissals & Late Starts• Feedback & Performance Issues• Requesting a Position

• SEE Guidelines and Procedures Manual - The SEE Guidelines and Procedures Manual is theofficial EPA reference for the SEE Program. It provides specific program regulations.

• Enrollee Handbook - The Enrollee Handbook is provided as a useful reference for Monitors.While it is not necessary for monitors or Directors to read this handbook, it may be a usefulreference.

Your Account Tab• This page enables you to change your account information including name, email, title, mail code,

phone and password.• Note: Only enter information in the “password” and “confirm password” fields if you wish to

change your password.If you have a “replacement password” that was generated by the CSC, it is recommended you changeyour password to something that is easier to remember.

Your Account Tab 36

Figure 34: Your Account/Change Password Screen

Contacts Tab 37

Contacts Tab• This page displays your Field Director contact information (NOWCC staff person) as well as the

contact for technical support for the site.• It also provides the EPA SEE Coordinators responsible for overseeing a cooperative agreement in

the SEE Program. They manage the agreement's budget, ensure that it is fully funded, and approveposition requests.

Figure 35: Contact Information Screen

38

Workflow Tools

Managing SEE Cooperative Agreements

Action Typically Performed by: Timing CSC NativationSteps/Tool or Activity

Reference Pagein CSC User

Guide

1) Determine if funding is sufficient or running lowbased on monthly/quarterly reports

SEE Coordinator 90 days beforemoney is to beexhausted

Reports > QuarterlyFinancial Status Report

31

2) Determine types and number of positions neededand report to SEE Coordinator

SEE Monitor Ongoing Forms > Request aPosition > PositionRequisition

15

3) Determine costs (budgeting new or currentenrollees)

Varies (SEE Monitor, SEECoordinator, or budgetanalyst, funder, etc.)

90 days beforemoney is to beexhausted

Budget > Budget NewEnrollees budget tool

Budget > BudgetCurrent Enrolleesbudget tool

17 (newenrollees)

20 (currentenrollees)

4) SEE Coordinator prepares a commitment noticeand submits it to the National SEE Office at EPA

SEE Coordinator 90 days beforemoney is to beexhausted

Internal EPA Activity n/a

5) The National SEE Office sends the commitmentnotice to NOWCC to prepare a budget

National SEE Office at EPA 60 days beforemoney is to beexhausted

Internal EPA Activity n/a

6) NOWCC returns a budget to the National SEEOffice at EPA and the assistance funding is processed(becomes “outstanding” commitment notice)

NOWCC 60 days beforemoney is to beexhausted

NOWCC Activity n/a

7) EPA Grants Administration approves award,sends to NOWCC, leading to transfer of funds toNOWCC

National SEE Office at EPA 30 days beforemoney is to beexhausted

Internal EPA Activity n/a

8) Prepare Position Descriptions SEE Monitor incoordination with NOWCCoffice.

60 days prior toneeding positionfilled

Forms > Request aPosition > PositionRequisition

15

9) Recruit, screen and select candidates for positions NOWCC in conjunctionwith SEE Monitor

30 days prior toneeding positionfilled

Joint EPA andNOWCC Activity

n/a

10) Supervise enrollees/adjust work schedules asneeded

SEE Monitor Ongoing Forms > Change Hours> Change hours onlinetemplate

16

39

Appendix

A: NOWCC ContactsNational Older Worker Career Center (NOWCC) SEE Program Field Office ContactsEastern Field Office(National Headquarters)

• 3811 North Fairfax DriveSuite 900Arlington, VA 22203Fax: 703-243-0706

• Jack Everett, Directorjeverett@nowcc.org703-558-4205

• Delma Hamlett, Recruiterdhamlett@nowcc.org703-558-4210

• States served: Connecticut, Delaware Maine, Maryland, Massachusetts, New Hampshire, NewJersey, New York, Pennsylvania, Rhode Island, Virginia, West Virginia, Vermont, District ofColumbia Puerto Rico

South Central Field Office• 900 Jackson Street

Suite 115Dallas, TX 75202Fax: 214-744-0052

• Laura Melton, Recruiterlmelton@nowcc.org214-989-3272

• Linda Farina, Assistant Recruiterlfarina@nowcc.org214-744-0042

• States served: Alabama, Arkansas, Florida, Georgia, Illinois, Indiana, Iowa, Kansas, Kentucky,Louisiana, Michigan, Minnesota, Mississippi, Missouri, Nebraska, New Mexico, NorthCarolina, Ohio, Oklahoma, South Carolina, Tennessee, Texas, Wisconsin

Western Field Office

A: NOWCC Contacts 40

• 12136 W. Bayaud AvenueSuite 130Lakewood, CO 80228Fax: 303-238-2542

• Sheila Miner, DirectorSminer@nowcc.org303-238-0497

• Bridget Yupcavage, Recruiterbyupcavage@nowcc.org303-238-0022

• Pam Lewis, Assistant Recruiterplewis@nowcc.org303-238-2547

• States served: Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, NorthDakota, Oregon, South Dakota, Utah, Washington, Wyoming