Trina Cowan
Rex,GA
Summary
Senior Management and Program Analyst, versed in multiple time reporting and annual pay cap projects with executives, managers, and employees across multiple business operating divisions. Expert knowledge of management and organizational techniques, systems such as HR Connect (HRC), the HCO Customer Support Portal (CSP), Microsoft Teams. Outlook, IRS Source and Single-Entry Time Reporting (TAPS/SETR) with advanced knowledge to perform a wide variety of studies and projects with a long-term impact.
Overview
11
11
years of professional experience
Work History
Senior MANAGEMENT AND PROGRAM ANALYST (GS-0343-12)
HCO Office of HR Operations Talent Acquisition – Time Reporting Team
04.2013 - Current
- Pay Cap Waivers: As the backup Subject Matter Expert for Pay Cap Waivers (PCW) I work closely with the Pay Cap Waiver Program manager to direct multiple pay cap projects such as the Employee List, the Action Routing Sheets (ARS), the Business Case for the Biweekly Pay Cap Waiver (BPCW) Commissioner’s Package and Annual Projected Cap Reports.
- I collaborate with the BPCW lead to prepare action plans and schedules for various phases of the Biweekly Pay Cap Waiver and Annual/Projected Cap accomplishments. I ensure plans are consistent with service goals, schedules and policies.
- I’m learning to prepare recommendations to accomplish the projects and negotiates with managers to obtain needed resources and support from the BPCW customers.
- I am the lead for the quarterly HCO/OCR Pay Cap Waiver Summits. I present the Biweekly Pay Cap Waiver deck and Annual/Projected Cap Reports to direct the development and accomplishment of manager/employee training relating to the project.
- I’m learning in-depth analyses of the pay cap waiver program/project data, requirements, identifying problem area and determining how to solve them.
- I participate in BPCW calls to increase knowledge and familiarity with the language and processes.
- SETR and Time Reporting: I direct multiple time reporting projects and resources requiring coordination with multiple internal organizations to meet goals and objectives. As the subject matter expert, I communicate information and provide guidance to all of our servicing managers and employees for SETR, time and leave issues including Error on Submissions, Holiday/Time Posted issues, Correction Requests, Org Manager table updates, OFP Code issues, Policy questions, SETR Reports, SETR Audits, Unable to validate issues.
- I provide mastery knowledge of a wide range of evaluative and analytical methods and techniques guidance and assist our customers to ensure understanding of each procedure.
- I prepare directives, issuances, memoranda,’policy statements, standard operating procedures (SOP) and other written guidelines and recommendations relating to the time reporting program.
- Customer service is the focus in all my responsibilities as the senior Analyst and Subject Matter expert.
- From FY 2023 to present, I successfully completed 148 CSP Requests via the Customer Service Portal
- I efficiently completed 88 CSP requests the same day
- I efficiently completed 50 CSP requests within three days
- There were 10 CSP requests that required Payroll consult that took more than three days to complete
- During this time, I diligently communicated daily through email exchanges with Payroll to provide updates to my customers
- I research and provide guidance to our servicing areas when Executives and Managers are appearing incorrectly in the SETR Org Manager table
- This ensures correct information accurately flows from SETR, HRC, BEARS and Discovery Directory
- I monitor the SETR Org manager table to ensure all managers have an accurate contact number listed in the system
- I engage in communications with the TRC’s to obtain this information
- I attend monthly meetings to discuss any SETR and time reporting issues within the BOD’s
- I provide PowerPoint presentations and discussions during our Business Unit
(BOD) Representative training sessions - These sessions provide instructions on how to submit and review requests through the CSP PortaI
- I provide timely customer service to our assigned servicing areas by answering Time Reporting questions through the Customer Support Portal (CSP) tool
- I created Education Sessions for our Time Reporting Coordinator’s (TRC) during the Quarterly TRC Teams Meetings
- These included Jury Duty, Court Leave and Witness Service Guidance, Guidance on Modifying Managerial TAPS/SETR Permissions in BEARS, and the creation of the 2022 Hero Battle TRT Scoreboard
- These sessions reaffirm time reporting regulations and provide a handy guide to share
- These have been sent numerous times to customers to assist with their specific issues
- I produce step by step guidance on requesting Managerial Permissions via BEARS
- I created this guidance for managers as repeated CSPs were submitted requesting this information
- This guidance is provided to manager’s at least once a week
- Managers provided feedback they find the guidance to be extremely helpful
- I produce weekly TRC reminders on Unvalidated Reports for manager’s org validation/2nd week signature & T&A Corrections for eight Information Technology (IT) ACIO areas as well as the other seven BODs we service
- It is imperative that SETR orgs are signed on the 2nd Friday of the pay period NLT 4 pm ET as required by Payroll
- Not timely signing SETR orgs can cause employees to not be paid timely
- Reminder emails are sent to each of these areas at 10 am ET, 1 pm ET and 4 pm ET
- I provide guidance to the TRC POC’s when requesting updates to the TRC Contact listings
- I routinely forward the most recent TRC Contact listing including the Leads for that ACIO area
- I provide step by step guidance as follows: All changes are in red, names to be removed need to be lined (strike) through, do not remove or delete the row, names to be added are placed on a separate added row with ALL the information in red, the file is saved, attach the file to a CSP request, when creating a new CSP, PL1=Time Keeping and Leave, PL2=SETR Reports
- In the remarks state what is being done to the TRC Contact list and then attach the updated excel file to the CSP
- I reviewed all SOPs under my areas of expertise monthly to ensure they are accurate and up to date
- I produced the Time Reporting Team Desk Guide-SOP to provide a tool for refer on all aspects of Time Reporting issues we complete
- I created this desk guide to be used by current and future Time Reporting Team (TRT) members to assist with simple to complex Time Reporting issues
- I am the backup Analyst for instructing employees on properly submitting SETR T&A Corrections
- It’s imperative that T&A corrections are submitted correctly, as SETR will DENY any corrections due to incorrect wording
- Every T&A Correction signed by management costs each Business Unit (BU) $12! If a correction is denied by Payroll, then reinput, it costs the BU $24!! This adds up quickly and the annual cost to most BU’s is in the tens of thousands of dollars
- Organization, Function and Program Codes: I am the Lead OFP (Organization/Function/Program) Coordinator for the IT and HCO organizations
- I ensure the OFP codes are created and monitored efficiently
- I update the multi-BOD 2023 SETR OFP Code Consolidated listing within 24 hours of the request for new, revised, or deleted codes
- Beginning FY23 to present, twelve OFP codes were added and two OFP codes had description updates for the eight BODS we service
- I corroborate with the ROC analyst for reorganizations that are coordinated for IT and HCO to ensure OFP codes are active and ready for use by SETR users
- OFP codes have great importance and purpose, as the WP&C and OFP codes are recorded on the SETR Employee Time entry screen (3081’s) to identify work hours employees perform daily, leave taken and all daily time reported
- When OFP code requests are submitted, I research the OFP code website to determine if the requested Org has access to the OFP in question
- If determined the Org does not have access, I take the necessary steps to request access approval through WP&C
- Once I process OFP codes via the OFP website, the codes are submitted to WP&C for downloading into SETR on Monday’s and Tuesdays only
- Annually, I perform an in-dept analysis of the active OFP code reports for IT and HCO to monitor codes not meeting the minimum 2000-hour requirements to sustain the usage of that code
- I flag codes for deletion that fail to meet these requirements
- I proactively and continuously follow up with Managers and Executive Assistants regarding OFP Codes to make certain they are working properly
- I provide monthly updates to our servicing Time Reporting Coordinators (TRC’S) on any updates made to the Master SETR OFP Code listing
- I actively follow up after a ROC to ensure areas have access to the necessary OFP codes
- I served on the HR Strategy-Policy and Compliance team to create and implement the new Computer Downtime OFP codes used Service wide
- I serve as a Subject Matter Expert (SME) to our servicing areas and provide guidance regarding any OFP code questions that may arise
- Reports: I am the backup Analyst for the WAR Report due every Monday by 9 am ET
- Time Reporting uses the Friday 1 pm ET Unvalidated Report and PCW data
- This report tracks orgs not validated by Friday 1 pm ET
- I manage the support of more Business Units (BU)-eight-than any other IRS Business Unit Point of Contact (BUPOC) for more than 2,000 org codes/managers, and coordinate with more than 200 Time Reporting Coordinators (TRCs) across the BODs
- I am the backup analyst for assembling the IT Significant OT report which is due the 1st Wednesday of each pay period
- This report is to identify Significant OT hours by pay period to alert IT management of the number of OT hours being worked
- The report assists IT management in their work planning processes and to ensure their employees do not exceed their annual pay cap
- Beginning PP26 in 2022, I stepped up as the Lead Analyst on the 2nd Monday Repeat Offenders Report and backup Analyst for the Friday 4 pm ET SETR Repeat Offenders report
- These reports provide analysis to track SETR orgs that are repeatedly not timely validating/signing their SETR orgs
- In the absence of my peer, I am now responsible for each of these reports
- I create biweekly IT OT/COMP (overtime/compensatory) Reports with graphs for the SSHRLO Monthly Status Report
- The impact of this report is it provides a biweekly analysis of OT and Comp hour totals for ALL of IT over the last four years displaying a clear picture of OT usage
- Hardship POD Change Request: I was the lead for processing the Hardship POD change requests with IT and HCO
- I provided guidance to the POC’s to ensure the POD changes were processed in a timely manner within 2 days
- I was the lead for processing the Hardship POD change requests
- I possessed expert knowledge of the Hardship POD Change process, provided guidance to management through out every step of the POD change process
- I maintained an extensive Excel spreadsheet with all POD change requests from multi-BODS accounting the details and status of every request
- I communicated with Managers and POC’s to obtain all needed information and documentation to ensure requests were worked and closed in a timely manner
- Telework: I am one of two Telework Coordinator’s for all of IT assisting with tasks in the Telework Portal
- These tasks include organizing the telework portal, uploading new and revised telework agreements and telework training certificates
- I provide guidance to management/customers using the Telework IRM 6.800.2, 2016 National Agreement Article 50 and SharePoint Telework Portal
- A new task that we are implementing is running and working the People Trak telework reports during the Pandemic
- I attend monthly meetings with the Telework and Home as POD (HaP) Programs Administrator and BOD’s points of contact to share updates on the Telework Portal responsibilities
- Special Projects: I was the lead Proxy Permissions Analyst
- I completed additional duties for granting, extending, and modifying proxy permissions for SSHRL Analysts
- I monitored the weekly reports for the not to exceed (NTE) dates to ensure all proxy changes were completed in 30 days prior to the due date
- I provided the Executive Assistants (EA) with the data call to ensure they received the requests timely for processing
- I was responsible for creating and distributing the IT new employee welcome letters
- I worked closely with Communications on a quarterly basis to ensure the IT welcome letter was kept current.
Education
Skills
- Analyzing
- Proficient of IRS HR Systems (including HRConnect, SETR)
- Proficient of Word
- Proficient of SharePoint
- Organizing
- Proficient of Power Point
- Proficient of Excel
Timeline
Senior MANAGEMENT AND PROGRAM ANALYST (GS-0343-12)
HCO Office of HR Operations Talent Acquisition – Time Reporting Team
04.2013 - Current