AUTOMATED HCES WORKSHEETS OM400, OM500, JB1200 Prepared by OCM 10/27/2008

Automated HCES Worksheet REQUIREMENTS User must have webCOINS access to use this automated model as the webCOINS “HCES Worksheet Data” report is the source for the data. The user's computer must be connected to the Postal network or via USPS VPN. The Automated HCES Worksheets is a zipped Excel file, which should be extracted/unzipped to "My Documents" or other local subdirectory. It is highly recommended to only have this one file opened in Excel (as this model uses Excel’s event handlers, controls, user forms and VBA which all use system resources).

Automated HCES Worksheet Important Notes: This Excel model/application does not change the current HCES workflow process in any way. Do not call the help desk. They do not support this application. When opening this Excel file, enable macros when prompted. Do not send this Excel model to the Shared Service Center, SSC. After the desired worksheet is completed click the “Export and Save…” button located on each worksheet. Doing so will create a new Excel file which then can to be sent to the SSC. Direct HCES Worksheet questions to the existing resources including: ml? ml or Any imported webCOINS data is deleted when file this is closed for security reasons and also the webCOINS data changes daily.

Automated HCES Worksheet Important Notes:  The data to populate this model comes from webCOINS  The user can run a single office, multiple offices, or all offices in a Cluster - depending on user’s webCOINS access level  To request webCOINS access go to eAccess.usps.gov

Automated HCES Worksheet To get this HCES Automated worksheet Excel model: from Blue scroll down to see Blue Sponsors near bottom left side, click Human Resources:

Automated HCES Worksheet New HR OCM WEBSITE –OCM WEB: From the Blue home page, go to Inside USPS tab; under Human Resources, go to Professional Portal; on the right side under About HR, go to Executive Direct Reports; under Compensation you will find the Operations Complement Management link.OCM WEB

Automated HCES Worksheet From the OCM main page click Tools link:

Automated HCES Worksheet From the OCM Tools page click the second link “HCES Automated Worksheets":

Automated HCES Worksheet Click this link to open the zipped file containing the Excel model:

Automated HCES Worksheet Click “Open” to open in WinZip when prompted: WinZip will open, select the Excel file and click the Extract button:

Automated HCES Worksheet Browse and select the desired subdirectory you wish the save the file to, then click Extract:

Automated HCES Worksheet When this Excel file is opened, Enabe Macros:

Automated HCES Worksheet When this Excel file is opened Internet Explorer will also open with the latest information:

GETTING THE DATA INSTRUCTIONS: Click the "get webCOINS data" button on the Main tab

GETTING THE DATA INSTRUCTIONS: Then click Yes when prompted from the info pop-up: Next, click “I agree” to the system use condition message (there is sensitive information in webCOINS; it is a need to know data system):

GETTING THE DATA - continued Enter your webCOINS user logon and password when prompted. webCOINS will then open to the HR Worksheets data report: Select Cluster, or multiple Offices (hold ctrl key), or Office (dependent on your level of webCOINS access) and press the "Execute" button. (Cluster level data may take several minutes).

GETTING THE DATA - continued Click "Open" file when prompted. The report will open in Internet Explorer's Excel HTML format.

GETTING THE DATA - continued Click the new "Save HCES webCOINS DATA" choice on the top menu and then click on "Click Here to Save Data"

GETTING THE DATA - continued After a short processing time you will be returned to this Excel spreadsheet...then click Yes when prompted by "Click Yes to bring in the webCOINS data" dialog box. (Cluster level data may take up to a minute to process.)

GETTING THE DATA - continued You should be returned to Excel and see this dialog: (if you do not return to your Excel session, click Excel on your bottom tray bar if visible.)

Positions Search (optional) Click “Position Search” button to display the following dialog. Select Position number from list, or type desired Position number into the input box at the top

Positions Search (optional)

USING OM-400, OM-500 and JB1200 Employee Information section: Click the "Select Employee(s)" button. Selecting Office in left listbox is optional, but will help to find the desired employee if multiple Offices downloaded. User can filter on employee type and by first alpha character of last name for ease of selection. Select the desired employee and then click the "Add Selected Employee" button. You may continue to select and add employees up to the limit of the worksheet. When finished click the "Finished Selecting" button. Employee and position information will auto populate. See next slide for screenshot.

EMPLOYEE INFORMATION DATA:

Employee and employee’s position information will auto populate.

EMPLOYEE INFORMATION DATA: Select effective date will popup the following dialog box on the OM500 and JB1200 where only the first Saturday of a Pay Period can be selected. (On the OM400, any date can be selected from the calendar popup.)

NEW POSITION INFORMATION: Selecting a “New Position Number” cell will cause the Position dialog box to appear. Select the desired Office and Position (Occupied, Vacant, Residual or Withheld), then click OK button:

NEW POSITION INFORMATION: If changes need to be made, manually type over the formulas in the desired field. Or, on the OM-500 and JB1200, select the desired cell(s) you wish to make changes to, then click the "Change selected cell(s) formulas to text" button. The formulas will be changed to text to allow easy editing. (If needed, the formulas can be put back by using the "put back formulas" button.) Shading will turn to yellow in any cells with these manual changes. See next slide.

NEW POSITION INFORMATION:

EXPORT COMPLETED WORKSHEET:  Click the "Export and Save..." button. After a short processing time, a new Excel file will be created with the desired HCES worksheet.

EXPORT COMPLETED WORKSHEET:  You will be prompted using the standard Excel "Save As" dialog box. The default file name will be "XXXX_finance number_data.xls", where XXXX is the worksheet name. You can change this default "save as" name. The default subdirectory to "save as" is the subdirectory from which this automated worksheet spreadsheet is opened from.

NOTES  The imported webCOINS data is deleted when file this is closed for security reasons and also the webCOINS data changes daily.  DO NOT CALL THE USPS-HELp desk for support as they do not support this application/process.  For technical support with spreadsheet functionality and to report spreadsheet problems please contact John Favalessa, OCM, via  For help regarding HCES worksheets please go to: