Awards and Recognition V.508C

DCMA Manual 4201-25

Awards and Recognition

__________________________________________________________________

Office of Primary

Responsibility Talent Management Capability

Effective: June 4, 2020

Releasability: Cleared for public release

New Issuance

Implements: DCMA-MAN 4201, “Civilian Personnel,” July 20, 2018

Incorporates and Cancels: DCMA-INST 613, “Awards and Recognition,” February 2, 2015

Internal Control: Process flow and key controls are located on the Resource Page

Labor Codes: Located on the Resource Page

Resource Page Link: https://360.intranet.dcma.mil/Sites/Policy/TM/SitePages/4201-

25r.aspx

Approved by: David H. Lewis, VADM, USN, Director

__________________________________________________________________

Purpose: This Manual, in accordance with the authority in DoD Directive 5105.64, “Defense

Contract Management Agency (DCMA),” implements policy and assigns responsibility for the

recognition of eligible DCMA employees at all levels, individually or in teams, for contributions

that are above those normally expected and managing the authority to administer the program

and funding within the allocated budget.

DCMA-MAN 4201-25, June 4, 2020

Table of Contents 2

TABLE OF CONTENTS

SECTION 1: GENERAL ISSUANCE INFORMATION ........................................................... 3

1.1. Applicability......................................................................................................................... 3

1.2. Policy.................................................................................................................................... 3

SECTION 2: RESPONSIBILITIES ............................................................................................. 4

2.1. Director, DCMA. ................................................................................................................. 4

2.2. Supervisors and Managers ................................................................................................... 4

2.3. Awards and Recognition Board ........................................................................................... 4

2.4. Director, Total Force Labor and Employee Relations Division.......................................... 4

SECTION 3: PROCEDURES ........................................................................................................ 6

3.1. Program Funding ................................................................................................................. 6

3.2. Recognition and Award Eligibility ...................................................................................... 6

3.3. Processing Civilian Performance Awards ........................................................................... 8

SECTION 4: MONETARY AWARDS ........................................................................................ 9

4.1. Monetary Awards Overview ................................................................................................ 9

4.2. Performance-Based Cash Awards ....................................................................................... 9

4.3. Special Act or Service Awards .......................................................................................... 10

4.4. On-the-Spot-Awards .......................................................................................................... 11

4.5. Quality Step Increase ......................................................................................................... 11

4.6. Time-Off Awards ............................................................................................................... 11

SECTION 5: HONARARY AWARDS (NON-MONETARY) ................................................ 13

5.1. DCMA Honorary Awards .................................................................................................. 13

5.2. DCMA Distinguished Civilian Service Award ................................................................. 13

5.3. DCMA Meritorious Civilian Service Award .................................................................... 15

5.4. DCMA Exceptional Civilian Service Award .................................................................... 16

5.5. DCMA Civilian Career Service Award ............................................................................. 16

5.6. Length of Service ............................................................................................................... 17

5.7. Retirements ........................................................................................................................ 17

SECTION 6: OTHER FORMS OF RECOGNITION .............................................................. 19

6.1. Other Forms of Recognition .............................................................................................. 19

6.2. DCMA Honorary Awards to Private Citizens and Organizations .................................... 20

6.3. Employee of the Quarter .................................................................................................... 21

6.4. DCMA Annual Recognition Program ............................................................................... 22

6.5. DoD Honorary Awards ...................................................................................................... 42

6.6. Nomination Process for DoD Awards ............................................................................... 46

GLOSSARY

G.1. Definitions ......................................................................................................................... 47

G.2. Acronyms .......................................................................................................................... 48

REFERENCES ............................................................................................................................... 50

DCMA-MAN 4201-25, June 4, 2020

Section 1: General Issuance Information 3

SECTION 1: GENERAL ISSUANCE INFORMATION

1.1. APPLICABILITY. This Manual applies to all DCMA activities unless higher-level

regulations, policy, guidance, or agreements take precedence.

1.2. POLICY. It is DCMA policy to:

a. Recognize eligible personnel at all levels, individually or in teams, for contributions that

are above those normally expected to: (1) improve efficiency, effectiveness and economy; (2)

make other improvements in Government; and (3) make special achievements in the public

interest in connection with, or related to honorees’ official employment. Quarterly and annual

awards for military personnel assigned to DCMA as well as the Military Decorations Program

Manual may be found on the Resource Page for this Manual. DCMA recognizes that strong

teamwork is essential to achieving the organization’s goals and objectives, and that many

accomplishments are team or group efforts. Accordingly, DCMA encourages supervisors and

managers to recognize teams whenever appropriate. Teams can be awarded Special Act or

Achievement Awards or Non-Monetary recognition for their contributions.

b. Execute this Manual in a safe, efficient, effective, and ethical manner.

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Section 2: Responsibilities 4

SECTION 2: RESPONSIBILITIES

2.1. DIRECTOR, DCMA. The Director, DCMA provides overall executive oversight of the

DCMA Awards and Recognition Program and ensures that all managers, supervisors, and

employees properly adhere to the policies contained in this Manual and exercise their

responsibilities appropriately. The Director may delegate the authority to administer the

program and make funding decisions commensurate with available budget and the importance

of the program in achieving a results-oriented performance culture in DCMA.

2.2. SUPERVISORS AND MANAGERS. DCMA supervisory and other management

personnel are responsible for ensuring that all rules and procedures contained in this Manual are

adhered to in their organizational components, and for promptly initiating award

recommendations for those employees whose efforts warrant consideration for recognition under

this Manual. Other management responsibilities include:

a. Utilizing the Awards and Recognition Program to motivate employees and foster a

results-oriented performance culture effectively.

b. Meeting periodically with all employees in their organization to communicate how the

program works and to answer questions.

c. Meeting periodically with their subordinate supervisors to discuss the program and how it

can best be utilized in the organization to foster a results-oriented performance culture.

d. Ensuring that approval of an award is effected by an official at least one level above the

person initiating the recommendation and coordinated through the chain of command prior to

approval. The reviewing official and approving official may not be the same individual.

e. Ensuring that the awards are presented in an appropriate public forum, such as an All

Hands Meeting.

f. Ensuring that when qualifying and selecting employees for promotion, rating and selecting

officials will give due weight to awards received under this Manual.

2.3. AWARDS AND RECOGNITION BOARD. The Agency’s Awards and Recognition

Board serves as final review and recommending authority on nominations for competitive

awards and other forms of recognition requiring the approval of the DCMA Director or higher

authority. The permanent members of the Awards and Recognition Board are the DCMA

Component Heads.

2.4. DIRECTOR, TOTAL FORCE LABOR AND EMPLOYEE RELATIONS DIVISION.

The Director, Total Force Labor and Employee Relations Division, (TFL) and the Awards and

Recognition Program Coordinator are responsible for developing, maintaining, and administering

the DCMA-wide awards and recognition program. Specific responsibilities include:

DCMA-MAN 4201-25, June 4, 2020

Section 2: Responsibilities 5

a. Taking steps to ensure that all DCMA supervisors, managers, and other employees are

fully aware of awards and recognition policies, procedures, and program activities.

b. Assisting supervisors in carrying out program requirements (e.g., conducting training and

monitoring activity levels).

c. Serving as technical advisor and recorder for the Awards and Recognition Board.

d. Maintaining appropriate program records and employee files.

e. Reviewing awards in a timely and accurate manner.

f. Evaluating awards and recognition programs results.

g. Ensuring all Agency level awards are framed or an appropriate binder for display is

provided.

h. Ensuring that awards and other forms of recognition are publicized.

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Section 3: Procedures 6

SECTION 3: PROCEDURES

3.1. PROGRAM FUNDING.

a. The DCMA Awards and Recognition Program will be funded consistent with applicable

human capital strategic objectives and financial management policies, practices, and controls.

The funding is normally allocated at the beginning of the fiscal year, but there may be annual

restrictions based on funding availability and these are subject to the process established each

fiscal year.

b. Monetary award payments will be charged against the budget of the DCMA activity to

which the employee is officially assigned/employed. However, if the employing activity is not

the same activity as the one initiating the award nomination, the nominating activity will

coordinate with the supervisor of record to reimburse the employing activity for the cost of the

award.

c. Non-monetary awards may be purchased by a Contract Management Office (CMO) or

Component for the explicit purpose of recognizing certain contributions of civilian employees as

part of an established awards program. These items must include the DCMA logo. Agency

funds may not be used for the purpose of purchasing gifts for retiring or departing civilian or

military members. Appropriated funds may, of course, be used to purchase the type of awards

contemplated in this Manual for departing or retiring personnel whose performance qualifies for

such awards.

d. Appropriated funds may be used to purchase tangible items of a nominal amount to

recognize the performance of personnel, such as pens, mugs, certificates, and items of a similar

nature, provided the form of these non-monetary awards avoid the appearance of replacing a

bonus. These items may be used to reward eligible DCMA civilian employees who positively

contribute to Government operations or who perform a special service in furtherance of the

public interest in connection with or related to, official employment. The Office of General

Counsel must be consulted when purchasing awards with appropriated funds.

e. Individual circumstances concerning monetary and non-monetary awards should be

considered on a case-by-case basis. Before taking any action, consult with the Office of General

Counsel. DCMA officials must use great care with using appropriated funds for awards for

Government civilian employees and military personnel. Even greater caution and discretion

must be applied when considering the acquisition of promotional items and/or gifts.

3.2. RECOGNITION AND AWARD ELIGIBILITY.

a. All civilian employees who are paid from appropriated funds are eligible for award

consideration under this Manual.

b. Monetary awards may be granted to employees or groups of employees based on tangible

monetary savings, intangible benefits, or a combination of both, accruing to DCMA or the

Government from specific contributions of personnel.

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Section 3: Procedures 7

c. Active duty military personnel are eligible to receive monetary awards only for

suggestions, inventions, and scientific achievements.

d. Former civilian employees or the estates of deceased civilian employees are eligible to

receive awards for contributions made while employed with DCMA. Awards to separated or

deceased members of the Armed Forces for covered contributions made while on active duty

with DCMA may be made to the former member or the member’s estate, as appropriate.

e. Foreign nationals who meet the definition of employee in accordance with (IAW) Section

2105 of Title 5, United States Code (U.S.C.) and are paid with US funds (i.e., direct hire

employees), are eligible to receive awards under this Manual.

f. A foreign national employee who is paid on a cost reimbursable basis by agreement with a

foreign country (i.e., an indirect hire employee) is not eligible to receive monetary awards but

may receive non-monetary awards under this Manual.

g. Private citizens are not eligible for monetary awards under this Manual. However, they

may receive honorary recognition for their significant contributions or support to DCMA

functions, services, or operations. Recognition of private citizens under this provision is limited

to a letter or a certificate of appreciation to the individual or the organization signed at the lowest

applicable level of the organization.

h. Guest speakers may be presented non-monetary awards depending upon eligibility and

status. The Office of General Counsel must be consulted when considering such an award to

guest speakers.

i. Generally, eligible guest speakers would include other DCMA civilian employees,

government service employees from other agencies or departments, and military personnel. No

statutory authority exists for using appropriated funds to obtain awards for any contractor

personnel. A letter of commendation to the contractor’s company may be appropriate under the

circumstances, but DCMA personnel must exercise care before offering any type of recognition

to contractor personnel. Consult the Office of General Counsel when considering the award or

recognition of contractor personnel or other civilian speakers.

j. Further, IAW DoD Manual 1400.25, Volume 451, “DoD Civilian Personnel Management

System: Awards,” private citizens, groups and organizations who do not have a commercial or

profit-making relationship with the DoD and who make a significant contribution to the DoD

may be considered for recognition of awards.

k. Prior to the purchase of trophies, badges, and similar devices for award to military

personnel, Section 1125 of Title 10, U.S.C. and DoD Instruction 1348.19, “Award of Medals,

Trophies, Badges, and Similar Honors in Recognition of Accomplishments,” should be

reviewed. Guidance provided permits military personnel to be awarded trophies, badges, and

similar devices for excellence in accomplishments or competitions related to service as part of an

established awards program and badges or buttons in recognition of special service, good

conduct, and discharge under conditions other than dishonorable.

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Section 3: Procedures 8

(1) Similar devices refers to items that are designed for purposes of display, are symbolic

in nature, and commemorate the event or accomplishment being celebrated by inscription and

logo. Items of merchandise that have intrinsic or utilitarian value, such as t-shirts, are not

considered “similar devices,” and appropriated funds may not be used to purchase these items as

awards for military personnel. Other items, such as lapel pins and lanyards, which have no

independent intrinsic value to recipients, may be provided.

(2) Consult the Office of General Counsel when using appropriated funds to purchase

non-monetary awards for uniformed personnel.

3.3. PROCESSING CIVILIAN PERFORMANCE AWARDS. Individual and/or group

awards will be processed IAW annual guidance distributed by TFL using the Automatic Nature

of Action (AutoNOA) website located on the Resource Page for this Manual. The AutoNOA

process is used for performance-based cash awards, special act or service awards, on-the-spot

awards, quality step increase (QSI), and time-off awards. The recommending official must

include award justification in the remarks section. The recommending official is responsible for

maintaining a copy of the award justification for 6 years. A Request for Personnel Action (RPA)

initiated through the Defense Civilian Personnel Data System (DCPDS) will be initiated only

when the award recipient is no longer found within the AutoNOA website (e.g., when an

employee has been transferred out of the Agency).

a. Performance-Based Awards. A summary rating of “Fully Successful” requires written

justification that can demonstrate both exceptional performance and the level of contribution the

employee made to the organization’s overall mission during the rating period. The

recommending official will provide a certification in the remarks section as to the overall annual

rating level. A summary rating of “Outstanding” in and of itself serves as justification. A

sample certification statement for a QSI is located on the Resource Page for this Manual. The

certification statements are to be included in the remarks section.

b. Special Act or Service, On-the-Spot, and Time-Off Awards. For special act or service,

on-the-spot, and time-off awards, the recommending official will include a narrative statement as

to the amount of tangible and/or intangible benefits achieved along with a brief synopsis of the

achievement in the remarks section.

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Section 4: Monetary Awards 9

SECTION 4: MONETARY AWARDS

4.1. MONETARY AWARDS OVERVIEW. Monetary awards include performance-based

cash awards, special act or service awards, on-the-spot awards, and time-off awards. The

DCMA Awards Approval Authority Table outlines the process, approving/authorizing

delegations, and the maximum amount delegated to approving officials. The DCMA Awards

Approval Authority Table is located on the Resource Page for this Manual. Awards which are in

excess of the maximum amount delegated to approving officials may be approved by the

Director, DCMA, or the Director’s designee, IAW Part 451 of Title 5, Code of Federal

Regulations (CFR). Awards in excess of $10,000 will be submitted through DCMA and DoD

channels to the Office of Personnel Management for approval.

4.2. PERFORMANCE-BASED CASH AWARDS. Performance-based cash awards are

monetary awards given in recognition of high-level performance significantly above that

ordinarily found in the type of position occupied. Performance-based cash awards are based on

the employee’s annual performance evaluation rating of record. The DoD Performance

Management and Appraisal Program (DPMAP) rating period is April 1 through March 31 of

each year. The DoD Civilian Acquisition Workforce Personnel Demonstration Project

(AcqDemo) pay band rating period is October 1 through September 30. All Federal Wage

System (FWS) and General Schedule (GS) employees are eligible for performance-based cash

awards. Performance awards may be paid to the Senior Executive Service employees only IAW

Part 534.403 of Title 5, CFR and not on the basis for this Manual. The performance-based award

criteria are as follows:

a. The employee’s performance will be at least fully successful. The high-level performance

will cover a total of not less than 90 consecutive days of performing the same or substantially the

same duties. Performance will have been at the same grade level unless the employee was

demoted during this period for reasons other than for cause. An employee may be granted a

performance-based cash award only once in a performance period.

b. Nominations for performance-based cash awards are not appropriate when:

(1) The employee has not performed the same or substantially the same duties for 90

days.

(2) The employee has received a previous monetary award (except an on-the-spot award)

based in whole or in part on the contribution currently being recommended for recognition.

(3) Prompted by the impending departure of an employee or the employee’s supervisor.

(4) Prompted by the fact that the employee is currently at a pay rate subject to legal

limitation (pay cap).

c. Performance-based cash awards may be computed as a percentage of basic pay. The rate

of basic pay will include (1) any applicable locality payment IAW Part 531, Subpart F of Title 5,

CFR; (2) special rate supplement IAW Part 530, Subpart C of Title 5, CFR; or (3) Subpart

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Section 4: Monetary Awards 10

similar payment or supplement under other legal/regulatory authority. For an employee

receiving a retained rate IAW Part 536 of Title 5, CFR or similar authority, the rate of basic pay

is the maximum payable rate for the employee’s grade or level rather than the retained rate. The

award may be based on a percentage of the individual’s rate of basic pay up to a maximum of 10

percent. TFL will publish guidelines for performance-based cash awards during the first quarter

of each fiscal year. Any performance-based cash award of $5,000 or more will be forwarded

through TFL to the Director, DCMA for approval.

d. The Commander, DCMA International Command, will determine the amount of awards

for DCMA foreign national employees. The amount of awards should not exceed the maximum

authorized for comparable GS or FWS positions.

4.3. SPECIAL ACT OR SERVICE AWARDS. Special act or service awards may be granted

to an employee or a group of employees to recognize accomplishments in the public interest

related to official duties or personal efforts which contribute to the efficiency, economy, or

improvements in Government operations. They may be given for a contribution or

accomplishment either within or outside of job responsibilities (e.g., a scientific achievement or

an act of heroism). The achievement is characterized by a defined effort as opposed to sustained

high performance throughout an entire appraisal cycle. As such, these awards will be given as

close to the accomplishment as possible. All civilian employees are eligible to receive special

act or service awards.

a. The act or service upon which an award is based may or may not involve measurable

monetary benefits and may involve one or more employees. Nominations for the award will

normally be submitted within 60 days of the contribution on which the nomination is based. The

amount of the award will be commensurate with the value of the contribution to the Government

and will be based on either tangible or intangible benefits. When the award is for a group, all

members of the group may receive equal shares or the total may be divided in proportion to each

individual’s contributions to the group effort. The “Scale of Award Amounts Based on Tangible

and Intangible Benefits to the Government Worksheet” is located on the Resource Page for this

Manual.

b. Processing a special act or service award is accomplished through AutoNOA or initiating

a RPA through DCPDS only when the award recipient is no longer found within the AutoNOA

website (e.g., when an employee has been transferred out of the Agency). Supporting narrative

justification should concisely describe specifically and factually the contribution and resultant

benefits to the Government. The justification will be placed in the remarks section. When the

award recommendation is based on measurable tangible benefits, the supporting data will show

in detail how these benefits were computed (see the Scale of Award Amounts Based on Tangible

and Intangible Benefits to the Government Worksheet located on the Resource Page for this

Manual). Recommendations based on intangible benefits will identify the value of benefits and

extent of application appropriate for achievement to be recognized with an explanation of the

rationale used. Recommended awards of more than $2,500, which are based on intangible

benefits, will be forwarded to TFL. Recommended awards based on both tangible and intangible

benefits of more than $5,000 will be forwarded to TFL for approval by the Director.

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Section 4: Monetary Awards 11

4.4. ON-THE-SPOT AWARDS. On-the-spot awards are given to an employee for recognition

of exceptional day-to-day accomplishments that benefit DCMA operations. An on-the-spot

award is a one-time or specific event-driven act or achievement of a short duration within or

outside an employee’s job responsibilities. Any civilian employee may be given this award. An

on-the-spot award will not exceed $500. Processing of this award is accomplished through

AutoNOA or initiating an RPA through DCPDS only when the award recipient is no longer

found within the AutoNOA website (e.g., when an employee has been transferred out of the

Agency) with the justification narrative placed in the remarks section.

4.5. QUALITY STEP INCREASE. A QSI is an immediate grade step increase given in

recognition of extremely high-level performance significantly above that ordinarily found in the

type of position occupied and which has been sustained over a period of time sufficient to

conclude that the level is characteristic of the employee’s performance. While QSIs can

generally be given at any time during the year, there may be annual restrictions based on funding

availability and these are subject to the process established each fiscal year.

a. QSIs may be granted only to GS employees who are on permanent appointments; they are

not applicable to FWS or local national employees.

b. To receive a QSI, the employee’s summary performance rating for the most recent

performance period will be “Outstanding” (level 5) with the expectation that this high quality

performance will continue in the future. A summary rating of Outstanding serves as justification

for a QSI. The recommending official will certify that the employee received an “Outstanding”

performance rating. An example of the certification statement for a QSI is located on the

Resource Page for this Manual.

c. QSIs cannot be granted when the employee is at step 10 of their grade, has received a QSI

within the preceding 52 consecutive calendar weeks, or has received a performance-based cash

award for the same appraisal period.

d. Nominating officials should note that granting a QSI to an employee at steps 3 and 6

would cause that employee to have a longer waiting period for their next within-grade increase.

e. Processing of QSIs is accomplished through AutoNOA or by initiating an RPA through

DCPDS only when the award recipient is no longer found within the AutoNOA website (e.g.,

when an employee has been transferred out of the Agency). The appropriate approval must be

received by the Headquarters (HQ) DCMA Component Head or the Regional Commander, and

the justification narrative should be entered in the remarks section.

4.6. TIME-OFF AWARDS. Time-off awards are an alternate means of recognizing the

superior accomplishments of employees with other than monetary awards. All civilian

employees are eligible for time-off awards.

a. Decisions to award time-off awards are based upon the same criteria or circumstances as

for any other incentive award. Time-off awards will not be granted to create the effect of a

holiday or treated as administrative excusals or leave (i.e., they will not be granted in conjunction

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Section 4: Monetary Awards 12

with a military “down” or “training” day or the like which would grant the entire civilian

employee population, or a majority of the civilian population, a time-off award to be used on a

specific day). Although time-off awards may not have an immediate budget consequence,

supervisors and managers will consider fully the wage costs and productivity implications of

granting time-off awards and will ensure that the amount of time-off granted as an award is

commensurate with the individual’s contribution or accomplishment. The Time-Off Awards

Worksheet is located on the Resource Page for this Manual.

b. The maximum amount of time-off that may be granted to an individual for a single

contribution is 40 hours. The minimum award is one hour. The total amount of time-off which

may be granted to an employee in any one leave year is 80 hours. For part-time employees or

those with an uncommon tour of duty, the total time-off granted during any calendar year should

be based on the average number of hours worked during a 2-week pay period. For example, the

maximum award amount for the entire leave year for a part-time employee working 4 hours per

day or 40 hours per pay period is 40 hours.

c. Employees must schedule and use time-off awards within 1-year of the effective date.

The awards may not be carried over beyond one year and may not be converted to cash under

any circumstance.

d. Time-off awards may be used in combination with honorary awards to recognize high

quality accomplishments contributing to the quality, efficiency, or economy of Government

operations.

e. Processing of a time-off award is accomplished through AutoNOA or initiating an RPA

through DCPDS. An RPA will be initiated through DCPDS only when the award recipient is no

longer found within the AutoNOA website (e.g., when an employee has been transferred out of

the Agency). The justification narrative should be placed in the remarks section.

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Section 5: Honorary Awards (Non-Monetary Awards) 13

SECTION 5: HONORARY AWARDS (NON-MONETARY AWARDS)

5.1. DCMA HONORARY AWARDS. A variety of honorary awards are available to

recognize the achievements and contributions of DCMA personnel, to include achievements and

contributions in a deployed contingency environment. These awards may be granted

independently of, or in addition to, cash awards. Honorary awards do not, however, serve as

substitutes for cash awards. Honorary awards are symbolic, formal recognition of individual or

team achievement that contributes to meeting organizational goals or improving the efficiency,

effectiveness, and economy of the Government or otherwise in the public interest. To ensure

timely presentation, honorary awards should be requested at least 6 weeks prior to the anticipated

presentation date.

a. With the exception of the DoD Distinguished Civilian Service Award, the President’s

Award for Distinguished Federal Civilian Service, and Career Service Awards, only one

honorary award may be given for a single act or achievement. However, if circumstances

warrant, an employee may be granted an honorary award in recognition of the contribution for

which a cash award has been granted. To be considered for honorary awards, nominations for

DCMA awards will normally be submitted within 60 days of the act or achievement on which

the nomination is based. A recipient of a DoD or DCMA honorary award does not automatically

become ineligible for a future grant of the same award, provided any subsequent consideration is

based on a different achievement or service performed. Subsequent grants of the DoD Medal for

Distinguished Civilian Service Award or the Secretary of Defense Medal for Meritorious

Civilian Service are recognized successively by the issuance of a bronze, silver or gold leaf

ribbon attachment to the original medal.

b. The acknowledgement of exceptional service, achievement, and accomplishment is an

effective means of motivating employees to perform to their highest capability. To maintain the

credibility and the integrity of the Agency’s honorary awards program, it is important that these

awards not be viewed as “end-of-tour” or retirement awards. To retain the prestige and honor

associated with these awards, nominations at retirement or separation from the Agency should be

a rare occurrence. This is especially applicable for the DCMA Distinguished and Meritorious

Civilian Service Awards. Nominations for these awards at retirement, resignation, or

reassignment will be justified by significant accomplishments.

5.2. DCMA DISTINGUISHED CIVILIAN SERVICE AWARD. DCMA Distinguished

Civilian Service is the Agency’s highest honorary award. The award consists of a gold medal,

ribbon bar, lapel pin, and certificate. The Director, DCMA, bestows this award on those civilian

employees whose exceptional service or contributions had Agency-level or beyond impact. This

award may also be presented to deployed civilian employees whose achievements, whether or

not under hostile fire, were incontestably exceptional, or of a magnitude that clearly placed the

individual above their peers, and resulted in theater-wide or Agency-wide impact.

a. This award may be awarded for contributions such as, but not limited to, the following:

(1) Accomplishment of assigned duties in such manner as to have been clearly

exceptional among all persons who have performed like or similar duties.

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Section 5: Honorary Awards (Non-Monetary Awards) 14

(2) Development of improvement of methods and procedures or inventions, which

accomplish extraordinary results in the advancement of DCMA, DoD, or Government

operations.

(3) Exhibition of great courage and voluntary risk of personal safety in the face of

danger, over and beyond the call of duty, related to or in the performance of assigned duties,

which resulted in direct benefit to the Government or its personnel.

(4) Other exemplary performance related to official employment, comparable to that

above, deemed by the Director to warrant the Agency’s highest honorary civilian recognition.

(5) When this award is granted for a heroic act, a token cash award of $500 may be given

to the recipient if no other cash award has been granted in connection with the act being cited.

Should the act be related to the employee’s assigned duties, for purposes of cash award

eligibility, the award must be based on the employee having manifested great courage and

voluntary risk of personal safety over and beyond the call of duty.

(6) In a deployed environment, making similar contributions to those listed above and, in

doing so, having such meritorious achievement, whether or not under hostile fire, be

incontestably exceptional, of a magnitude that clearly placed the individual above their peers,

and resulting in theater-wide or Agency-wide impact. Significant acts of heroism are also

eligible for this award.

b. Recommendations for the DCMA Distinguished Civilian Service Award will be

submitted within 60 days of the act, achievement, or period of service being cited. When the

nomination is based on career achievements, it is expected that the nominee would have

previously received the DCMA Meritorious Civilian Service Award at some point during their

career. Nominations will have the endorsement of a DCMA Component Head and submitted

through TFL for approval/disapproval by the Director.

c. Nominations will be submitted in the following format:

(1) Prepare an Action Memorandum (Memo) for a DCMA Component Head

concurrence/non-concurrence containing the information on the Award Recommendation

Information document located on the Resource Page for this Manual.

(2) The completed nomination package will be forwarded to TFL. Nominations will be

submitted through the DCMA Awards and Recognition Board and then to the Director, for

approval/disapproval.

(3) Upon approval, TFL will provide the medal, lapel pin, and certificate.

(4) Normally, the presentation of the award by the recommending and/or approving

official will be held at an appropriate award ceremony.

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Section 5: Honorary Awards (Non-Monetary Awards) 15

5.3. DCMA MERITORIOUS CIVILIAN SERVICE AWARD. DCMA Meritorious Civilian

Service is the Agency’s second highest honorary award. The award consists of a silver medal, a

lapel pin, and a certificate. This award is presented to those civilian employees whose superior

service or accomplishments had significant impact on HQ, a Region, multiple CMOs or Centers.

It may also be presented to deployed civilian employees whose superior service or

accomplishments had significant impact across their deployed command’s assigned area of

responsibility in theater. This award is not normally granted in conjunction with retirement.

a. This recognition may be awarded for contributions such as, but not limited to, the

following:

(1) Accomplishing assigned duties in an exemplary manner, setting a record of

individual achievement, and inspiring others to improve the quality and quantity of their work

performance.

(2) Exercising unusual initiative in devising new or improved work methods and

procedures that result in either substantial savings in manpower, time, space, materials, or other

items of expense or improving the safety or health of employees.

(3) Outstanding achievement in improving the morale of workers in an organizational

unit with consequent improvement in work performance.

(4) Demonstrating unusual courage or competence in an emergency while performing

assigned duties.

(5) Other outstanding performance relating to official employment, comparable to that

above, deemed by the Director/Deputy Director, a DCMA Component Head or Region

Commander to be worthy of the recognition.

(6) In a deployed environment, making similar contributions to those listed above and, in

doing so, having a significant impact across their deployed commands’ area of responsibility in

theater.

b. Recommendations for the DCMA Meritorious Civilian Service Award will be submitted

within 60 days of the act, achievement, or period of service being cited.

c. Nominations will be submitted in the following format:

(1) Prepare an Action Memo for a DCMA Component Head or designee’s

approval/disapproval containing the information on the Award Recommendation Information

document located on the Resource Page for this Manual.

(2) Upon approval, TFL will provide the medal, lapel pin and certificate.

(3) Normally, the presentation of the award by the recommending and/or approving

official will be held at an appropriate award ceremony.

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Section 5: Honorary Awards (Non-Monetary Awards) 16

5.4. DCMA EXCEPTIONAL CIVILIAN SERVICE AWARD. DCMA Exceptional Civilian

Service is the Agency’s third highest honorary award. This award consists of a bronze medal, a

lapel pin, and a certificate. DCMA Component Head or designee may present this award to

those civilian employees whose special acts or achievements had HQ, Regional HQ, CMO, or

Center impact. It may also be presented to those civilian employees whose special acts or

achievements while deployed reflect truly outstanding service.

a. This award may be awarded for significant contributions through consistent high quality

performance. It is not normally granted in conjunction with retirement. In a deployed

environment, it may be awarded for truly outstanding service and/or significant contributions in

temporary, short duration duties such as joint commissions, studies, and other special projects.

b. Recommendations for the DCMA Exceptional Civilian Service Award will be normally

submitted within 60 days of the act, achievement, or period of service being cited.

c. Nominations will be submitted in the following format:

(1) Prepare an Action Memo for a DCMA Component Head or designee’s approval

containing the information on the Award Recommendation Information document located on the

Resource Page for this Manual.

(2) The completed nomination package will be forwarded to TFL for review and

completion of the certificate for approval and signature by the Director.

(3) TFL will provide the medal, lapel pin, and certificate.

(4) Normally, the presentation of the award by the recommending and/or approving

official will be held at an appropriate award ceremony.

5.5. DCMA CIVILIAN CAREER SERVICE AWARD. DCMA Civilian Career Service is

the Agency’s award given in recognition of highly distinguished Federal service. The award

consists of a bronze medal, a lapel pin, and certificate. All civilian employees may receive this

award upon their retirement in recognition of a career of sustained high-level service.

a. To be eligible for this award, the employee will have a record of sustained superior

performance that has had some impact on the effective accomplishment of mission objectives or

received some recognition for superior performance or special achievement. This award may not

be used as a replacement for the retirement certificate.

b. Nominations will be submitted in the following format:

(1) Prepare an Action Memo for a DCMA Component Head or designee’s approval

containing the information on the Award Recommendation Information document located on the

Resource Page for this Manual.

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Section 5: Honorary Awards (Non-Monetary Awards) 17

(2) TFL will provide the medal, lapel pin, and certificate. To ensure timely presentation,

the nomination for the DCMA Civilian Career Service Award should normally be submitted at

least 6 weeks prior to the anticipated presentation date.

(3) Normally, the presentation of the award by the recommending and/or approving

official will be held at an appropriate award ceremony.

5.6. LENGTH OF SERVICE. The Federal career service pin, along with a Certificate of

Service, is used to recognize significant milestones in employees’ careers and emphasize service

to the Government, rather than service to a particular department or agency.

a. The pin may be awarded in recognition of the completion of 10 years of Federal service,

15 years of service, 20 years of service and, thereafter, for each 5-year period. Total Federal

civilian service is creditable toward eligibility for length-of-service recognition. By default,

creditable service is calculated from the service computation date established for each employee

by the Army Servicing Team. Late service awards are processed at the discretion of the

Director.

b. Component heads are responsible for processing all length of service awards for

employees in their servicing area. Activities may develop local procedures to ensure

presentation of these awards on an appropriate occasion.

5.7. RETIREMENTS. Retirement is an incredible milestone for any hard-working

professional. A retirement certificate and pin may be awarded to recognize an employee’s

dedication to government service.

a. Certificate of Retirement. Certificates of Retirement are granted in acknowledgement of

the retirement of employees. The TFL will prepare a retirement certificate upon notification

from the supervisor or Component Head that an employee has submitted their retirement

paperwork and that it has been approved. Upon verification by TFL of the approved retirement

date, the certificate will be processed accordingly. All certificates are signed by the Director.

Activities may develop local procedures to ensure presentation of these awards at an appropriate

retirement ceremony. Certificates will reflect civilian federal length of service and cannot be

combined with military time. Retirement certificate and pins are not provided for those going

out on “postponed retirement” or “deferred” retirement. The certificate and pin will be

processed by the Office of Personnel Management once the employee submits their official

request for retirement. To ensure timely presentation, retirement awards should be requested at

least 6 weeks prior to the anticipated presentation date.

b. Director’s Letter. Director’s Letters are congratulatory letters signed by the Director and

presented to eligible employees upon their retirement from DCMA. The proposed letter is

drafted by the recommending official and will be endorsed by the appropriate Component Head

or designee. The proposed letter is forwarded to TFL, which is responsible for arranging for the

preparation of the Director’s Letter after approval, by the Director. To ensure timely

presentation, the Director’s Letter should be requested at least 6 weeks prior to the anticipated

presentation date or retirement date.

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Section 5: Honorary Awards (Non-Monetary Awards) 18

c. Spouse Certificates. The spouse of an employee retiring from DCMA may receive a

certificate of appreciation if requested. The name of the spouse must be submitted with the

employee’s retirement request to receive the certificate.

d. Presidential Letter. The Presidential Letter is signed by the President of the United

States and is presented to employees upon their retirement from Federal service. Employees who

have 30 or more years of dedicated Federal service are eligible to receive a letter. Both military

and civilian Federal time can be combined for the purposes of obtaining this letter. The

proposed letter is drafted by the recommending official using the template located on the

Resource Page for this Manual and must be endorsed by the Component Head. The proposed

letter is forwarded to TFL, which is responsible for coordination. To ensure timely presentation,

the presidential retirement letters should be requested 90 days in advance of actual retirement

date or retirement presentation (whichever comes first). These letters are processed at the

discretion of the White House and longer processing times may occur.

e. U.S. Flag Flown Over the Capitol. Flags may be procured from Congressional offices

for Federal retirees and will not be paid for with Agency funds. Complete request IAW

“Ordering a U.S. Flag for a Civilian Retiree” document located on the Resource Page for this

Manual. The flag does not include a shadow box. Appropriations may not typically be used for

any shadow box as part of recognition for retirement. Allow at least 6 weeks from the date of

order for receipt.

DCMA-MAN 4201-25, June 4, 2020

Section 6: Other Forms of Recognition 19

SECTION 6: OTHER FORMS OF RECOGNITION

6.1. OTHER FORMS OF RECOGNITION.

a. DCMA Core Value Award. Three levels of recognition have been developed to

recognize and reward performance that model the DCMA Core Values – Integrity, Service, and

Excellence.

(1) Nature of Award. The Core Value award will consist of DCMA paper weights

depicting the Core Value Awards of Integrity, Service, and Excellence.

(2) Award Eligibility. All DCMA employees are eligible to receive recognition for their

performance that models the DCMA Core Values. These awards can be used to recognize a

team of DCMA employees.

(3) Selection Criteria. To warrant the Core Value Award, a contribution must be

identified in one or more of the three Core Values. The contribution or achievement is defined

as distinguished performance characterized by extraordinary, notable, or prestigious

contributions that impact the mission of the team, department, office, or activity. The award

justification for each of the three Core Value Awards must demonstrate the overall performance

as characterized by the specific Agency Core Value examples.

(a) Core Value Integrity. Committed to the highest standards of ethical and moral

behavior at all times. Examples:

• Is a role model for the others in the organization

• Models compassion for others

• Inspires others by their example of excellence

• Honest, open, fair, and follows through on commitments

(b) Core Value Service. Working for the benefit of our nation and putting

professional responsibilities before self-interest. Examples:

• Demonstrates a strong commitment to customers

• Increases customer loyalty and develops new opportunities

• Meets and exceeds customer expectations and requirements

• Ensures prompt and effective problem resolution

• Builds effective relationships with customers

• Implements and continuously assesses performance against standards for

improvement and customer satisfaction

• Uses customer satisfaction and dissatisfaction information for improvement

opportunities

one does. Examples:

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Section 6: Other Forms of Recognition 20

• Commitment to continuous learning and professional growth

• Passion for learning and sharing ideas – works to keep job skills sharp and

state of the art

• Respected by others for personal and professional competence

• Shows resiliency and flexibility in planning and in action

• Consistently achieves personal, professional and organizational goals

• Engenders optimism, candor, and trust

• Seeks out and tackles tough challenges

• Develops new insights for common situations

• Willing to consider new ideas and possibilities in problem solving

• Creates an environment of prudent risk taking, not risk adverse

• Encourages creative thinking of all members of the organization

(4) Approval. The CMO Commander, Regional Commander, or Component Head may

approve the award. Approving officials will determine the local nominating process and

frequency of the awards.

(5) The paperweights for the Core Values should be requested from TFL using the core

value template located on the Resource Page for this Manual and must be endorsed by the

supervisor or Component Head.

b. Letters of Appreciation/Commendation. Letters of appreciation/commendation are

used to commend an employee for above average work performance or for an act or service

which exceeds the normal expectations. Letters may be awarded for any above average

achievement or performance which does not meet the criteria for monetary or honorary

recognition but is sufficiently valuable to warrant official commendation. These letters should

contain a complete and concise description of the work performance, act, suggestion, or service

being recognized. The letters may be signed by the immediate supervisor, higher level

supervisor, or any individual having knowledge of the services rendered.

(1) Certificates of appreciation may be awarded to civilian employees for significant

contributions, which have an immediate organizational impact.

(2) Prepare a short narrative justification and a proposed citation, which will be

maintained by the approving official. All certificates of appreciation are to be prepared at the

local level and signed by the immediate supervisor. If it is to be signed by the Director, forward

to TFL for preparation.

(3) Normally, the presentation of the award by the recommending and/or approving

official will be held at an appropriate award ceremony.

6.2. DCMA HONORARY AWARDS TO PRIVATE CITIZENS AND

ORGANIZATIONS. Appropriate recognition may be provided to private citizens, groups, or

organizations, which contribute significant assistance or support to DCMA functions, services, or

operations as a public service. Persons or organizations having a commercial or profit-making

relationship with DCMA will not be provided recognition. Nominations may be initiated by

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Section 6: Other Forms of Recognition 21

anyone having direct knowledge of the contribution by an individual or organization to the

DCMA mission. Nominations will be submitted within 6 months of the act or service being

recognized.

a. DCMA Distinguished Civilian Public Service Award. This is the highest DCMA

recognition for public service. Authority for its issuance is reserved for the Director. This award

may be awarded to private citizens or organizations rendering distinguished service of major

significance to DCMA.

(1) To submit a nomination, prepare an Action Memo IAW the Award Recommendation

Information document located on the Resource Page for this Manual.

(2) Attach a short description of the contribution and a proposed citation of not more

than 90 words.

(3) The completed nomination package will be forwarded to TFL. All awards must have

the endorsement of the applicable Component Head. Nominations will be forwarded to the

Director for approval/disapproval.

b. DCMA Outstanding Service Award. This award is represented by a citation certificate.

It may be awarded to a private citizen or organization performing an outstanding service, which

results in a substantial contribution to the accomplishment of any element of the DCMA mission.

This award may be granted by the DCMA Director/Deputy Director, DCMA Component Heads,

or Regional Commanders.

c. Letter of Appreciation. More modest contributions by private citizens or groups to

DoD/DCMA functions or operations should also be recognized. Letters of Appreciation may be

issued by CMO Commanders, Regional Commanders, and DCMA Component Heads in

recognition of service or assistance considered worthy of such an expression.

6.3. EMPLOYEE OF THE QUARTER. Employee of the Quarter (EOQ) nominations will be

submitted by function and grade level. Functions include Acquisition, Engineering, Quality

Assurance, and Mission Support. Nominations should be submitted for each award in two

categories: for DPMAP, employees GS-12 and above or GS-11 and below and for AcqDemo

equivalent employees. Component Heads may submit one nomination per functional category (a

total of eight nominations). All nominations must be submitted through respective Components

Heads IAW their guidance. Individual organizations are encouraged to recognize their EOQ

nominees locally.

a. All nominations will contain the following:

• Full name of the nominee

• Position title and grade of nominee

• Functional category in which the nominee is competing

• Organization to which the nominee is assigned

• Narrative justification not to exceed one page

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Section 6: Other Forms of Recognition 22

• Nominator’s name, e-mail address, organization, and telephone number

• All submissions must be submitted on the Agency’s employee of the quarter template

located on the Resource Page for this Manual and must be endorsed by the supervisor

or Component Head.

b. Nominations will be received by TFL by the date specified in the current EOQ Tasking

Memo.

c. Quarterly winners will be awarded the maximum on-the-spot award. Monetary award

payments will be charged against the budget of the DCMA activity to which the employee is

officially assigned/employed. These awards are not paid out by HQ.

d. No individual may be selected as EOQ more than once in any 12-month period.

e. The EOQ Program recognizes all DCMA civilian employees.

f. Any or all of the following criteria may be used as justification for a nomination. Other

significant actions may also be submitted as justification for an employee’s nomination.

• Superior performance

• Innovative improvement

• Teamwork with other employees

• Responsible for any savings to the Government

• Performance of an act or service that positively contributes to the mission of DCMA

6.4. DCMA ANNUAL RECOGNITION PROGRAM. Each year, DCMA sets aside a time to

formally recognize the top performers in the workforce. Nominations are solicited from

throughout DCMA for specific award categories. The call for nominations will be sent out by

TFL each year. Nomination criteria and format outlined will be addressed in each tasking. The

DCMA Awards and Recognition Board recommends, based on a review of nominations, the

nominees to be selected by the Director, DCMA.

a. Outstanding Personnel of the Year. This award provides a highly visible means for the

Director, to recognize deserving superior performers in every segment of the DCMA workforce.

Performance recognized by this award is highly exemplary and inspirational to others and has

contributed significantly toward accomplishing the overall DCMA mission, demonstrating the

Agency’s core values of integrity, service, and excellence and improving the quality of

operations. Individuals recognized at this level are acknowledged by their peers as being model

workers.

(1) Nature of the award. The award consists of a suitably engraved plaque or trophy and

a cash award equal to six percent of the employee’s basic salary. Military members will receive

only the engraved plaque, IAW Chapter 45 of Title 5, U.S.C., which provides authority to pay

military personnel for their contributions in the form of suggestions, inventions, or scientific

achievements, but not for performance.

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Section 6: Other Forms of Recognition 23

(2) Award Eligibility. All personnel are eligible who are employed by, or assigned to,

DCMA during the award consideration period of calendar year January 1 through December 31

of each year.

(3) Award Selection Criteria. Employees nominated for the Outstanding DCMA

Personnel of the Year will have clearly demonstrated or exhibited all of the following work

characteristics in the performance of their regularly assigned duties during the award

consideration period:

(a) The nominee’s performance of assigned duties effectively served as a positive

motivator and inspired other DCMA personnel to become more actively involved in serious

efforts to provide customers consistent and cost effective Contract Administration Services;

ensured effective policies and processes are in place; promoted a diverse, agile, and highly

performing workforce; and contributed to a system of management controls that effectively and

efficiently manages public resources.

(b) The nominee’s industry, application, resourcefulness, leadership, and initiative

have resulted in the accomplishment of visibly measurable and innovative work achievements,

either as a team member or in the assigned functional or staff area of employment.

superiors as demonstrated by visible evidence.

(d) The nominee has been an exceptionally effective advocate and proponent of the

principles of customer-focused organization, employee involvement and empowerment, and

teamwork, either as a team member or supervisor/manager, resulting in visibly improved

processes affecting productivity and organizational effectiveness in a positive way.

(e) Nominees demonstrate their commitment to the DCMA Core Values of Integrity,

Service, and Excellence by their daily professional conduct.

(f) Nominees will normally have received at least one other kind of highly significant

formal recognition during the awards consideration period.

(4) Award Nomination Process. The Senior Leadership Team members may nominate

employees from their organizations. Senior Leadership Team members will establish and utilize

a plan for appraisal of nominees that satisfies principles of merit and equity. They are

responsible for screening all nominations received from within their organizations and their

subordinate mission activities. Component Heads or designee should forward only the top

nominations to TFL.

(a) Ideally, nominees being considered will represent a cross-section of the

organization contributing to broad aspects of the DCMA mission and from diverse operating

areas. Nomination opportunities should be extended to cover personnel of all grades/ranks and

all organizational operating levels. Nominations should be submitted for each award in two

DCMA-MAN 4201-25, June 4, 2020

Section 6: Other Forms of Recognition 24

categories: for DPMAP GS-12 and above or GS-11 and below and for AcqDemo equivalent

employees.

(b) The nominee selection process will be conducted in a manner that will ensure full

and equitable consideration for this award for all potential candidates.

Recognition Board, will make the final selection of the individuals who will receive this special

DCMA recognition.

(d) Emphasis will be placed primarily on those nominees whose exemplary

performance during the year has resulted in accomplishment of significant contributions toward

the continuing achievement of the mission and objectives of DCMA and clearly demonstrated

the capacity and potential for continued growth and development within the broad mission and

operations of DCMA. Consideration will also be given to the extent and impact of the

nominee’s influence on peers, subordinates, superiors, and specific DCMA operations/missions

during the award consideration period.

(e) The Component Heads, Regional Commanders, and CMO Commanders may

nominate employees. All awards must have the endorsement of the applicable Component Head.

Nominating officials will submit the nominations through TFL to the Director for consideration.

(f) The Director, based upon the recommendations of the DCMA Awards and

Recognition Board, will determine final selection of the individuals who will receive this special

DCMA recognition.

b. Herb W. Homer DCMA Team Performance Award. Herb W. Homer spent his entire

DCMA career as part of teams composed of members from Government agencies and contractor

personnel. His primary goal was to improve efficiency, lower cost, and provide the best

customer service working with members of the government and industry team. In carrying out

his responsibilities as the Defense Corporate Executive at DCMA Raytheon, Herb displayed

attributes of a true professional--high ethical standards, fairness, innovation, insight, flexibility,

dedication to customer service, vision, proactive commitment, motivation, resourcefulness,

initiative, diligence, meticulous attention to detail, positive “can do” attitude, superb teaming

skills, and results driven. The purpose of the Herb W. Homer DCMA Team Performance Award

is to recognize teams who have best exemplified the principles and attributes of Herb Homer.

The intent of this award is to increase visibility and accomplishment of organizational goals,

advance the use of teamwork in the work environment, and motivate all DCMA employees to

improve the level of team performance. This award recognizes any team in DCMA that has

improved organizational performance by using structured improvement methods and/or

advanced the principles of teaming and teamwork in the work environment.

(1) Nature of the Award. The team award will consist of a suitably engraved plaque or

trophy for the team. The winning team members will be presented with a certificate signed by

the Director and a medallion (or some other form of award to be determined at the time of

presentation) for each team member. For achievements that were based on measurable savings

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Section 6: Other Forms of Recognition 25

to the organization, cash awards may be presented as determined appropriate by the award

evaluation board. The amount of cash award will be determined by referring to the guidance

provided in the awards table on the Resource Page for this Manual and equally shared by all

members of the team. Any team that claims monetary savings as the result of their achievement

will attach substantiating documentation to the nomination. Reported savings should be

reflected in budgetary planning for the affected organizational element for the following fiscal

year.

(2) Award Eligibility. Any formally chartered, permanent, or ad hoc team in DCMA is

eligible to be nominated for this award. Individuals and organizational groups not structured as

teams are ineligible to be nominated for this award.

(a) A “team” is defined as any group of people with similar or diverse skills

assembled in the workplace to achieve a common purpose or goal.

(b) The “common purpose or goal” of the team will be documented. This

documentation can be in the form of a written charter, mission statement, or other mandate

supported or sponsored by management to effect an improvement in the performance of the

organization or to solve a problem.

be recognized as part of that team or the performance improvement effort. Active participation

in the actual structured performance improvement effort itself is mandatory for receipt of any of

the forms of recognition given to DCMA Team Performance Award recipients. For example, if

all members of a permanent organizational team were not actually a part of the structured

improvement effort, then the nomination should specify some sort of ad hoc team, or part

thereof, as the nominee rather than the entire organizational team.

(d) The team will have successfully completed its project or mission at the time of

the nomination. A project is considered successfully completed even if it is not implemented,

provided it has been so recognized by its chartering official. Nominations are to be based on one

performance improvement action and need not be a series of actions, strategies, or initiatives.

(e) Winning teams are generally eligible for the next iteration of this award.

However, additional performance improvements to the process for which the team was

previously recognized will be substantiated.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria. The following criteria reflect the elements that should be

considered in nominating a team for this award:

(a) Teamwork. This element examines the purpose and membership of the team and

its group dynamics. Areas to consider include:

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Section 6: Other Forms of Recognition 26

1. How the team’s goal was established. Example: The purpose of the team was

to improve the aircraft acceptance process. The scope was to review all related processes of the

aircraft delivery from movement into the production hangar through DD Form 250, “Material

Inspection and Receiving Report,” which is located on the Resource Page for this Manual.

2. How the team’s goals and objectives align with the goals and objectives of the

organization. Example: The written performance plan identifies four continuous improvement

objectives. The team’s purpose is consistent with all of the organization’s objectives, but

particularly so with at least one of them. For instance, the team continually improved processes

used to deliver quality products and services to DCMA’s customers.

3. How the team capitalizes on diverse ideas. Example: Team members focused

on the team’s objective through the use of structured problem solving, conflict management, and

facilitation designed to give each member a clear and powerful voice in decision making and the

direction the team was taking. Team specialists relied on the strengths of each other’s unique

abilities. The leaders met with all four teams twice a day to communicate and review the

progress of each sub-team. The leaders ensured that each team’s contribution was viewed in the

context of the entire team.

4. How the team’s work exemplified some or all of the principles and attributes

of Herb W. Homer. Example: Implementation of the team’s solution improves efficiency in DD

Form 250 processing, which reduces labor hours expended and lowers costs to DCMA. Working

with members of DCMA and contractor personnel, the team streamlined the process to eliminate

redundancy and duplication. Their cooperative and professional work efforts resulted in a

cohesive team of government and industry personnel demonstrating flexibility and insight that

can be exported to other DCMA offices and industry counterparts.

(b) This element examines how the team analyzed the specific process in order to set

targets for improvement and to identify causes of possible problems (root causes). Areas to

consider include:

1. Tools used to analyze the process. Example: The teams explored a wide

variety of investigative tools, including diagrams, Lean Six Sigma, process maps, process

observation forms, flow charts, value added time charts, and waste observation forms. The

single most important tool used, however, was the interviews by team members of the

individuals actually involved in the process being studied.

2. How data was validated. Example: As the process flow and possible

contributing causes were understood, value added time charts, waste observation forms, run

charts, and interviews with production personnel were used by the team to quantify and analyze

the process prior to recommending changes.

3. How areas for potential improvement were identified. Example: The target

for improvement was selected after reviewing all the gathered information. Those causal factors

and root causes that could contribute best value to the aircraft acceptance process under the

structures of the methodology were targeted for improvement.

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Section 6: Other Forms of Recognition 27

4. How the team validated the data used. Example: A comparison between the

effectiveness of the improved process and the old methods was performed on all processes that

were identified as the source of potential inefficiencies.

selects, plans, and implements the solution(s). Areas to consider include:

1. How the results meet the organization’s mission and objectives. Example:

Results met objectives and goals defined within the written performance plan because the team

identified, defined, and quantified customer requirements by using the analysis and improvement

tools referenced throughout the application. Capabilities were matched with customer

requirements by calling upon the most experienced and skilled members of the team and process

owners and customers.

a. Verifiable tangible savings. Charts should show this evidence.

b. Evidence of improvement in the process or product. Charts should show

this evidence.

(5) Award Nomination Procedures:

(a) Each Region and HQ DCMA Component may submit a single nomination for

their best team selected from those already recognized at the local level or within a Component

during the course of the year. Each Region and HQ DCMA Component must submit packets to

TFL.

(b) Nominations should provide information pertaining to the team as outlined in this

Manual. The narrative description of justification addressing elements should not exceed five

pages. A team member, team leader, or customer can initiate a nomination. Only Senior

Leadership Team members, however, may forward a nomination to TFL for selection

consideration.

(i.e., the Secretary of Defense Productivity Excellence Award or the Presidential Management

Improvement Award).

(d) Regions will designate a point of contact and appoint a review team to select the

top nominations for endorsement by the respective Director/Commander. All awards must have

the endorsement of the applicable Component Head.

(e) The nominator/recommending official and reviewer will sign all nominations.

One 5- by 7-inch color photograph or a digital color photograph of each winner will be submitted

to TFL upon notification of selection.

c. DCMA Mentoring Award. The DCMA Mentoring Award recognizes our DCMA

employees for exceptional performance as a mentor. The mentor is a leader who contributes

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Section 6: Other Forms of Recognition 28

significantly toward developing DCMA’s future workforce. The mentor and employee (protégé)

work hand-in-hand to achieve a complete mentorship cycle. Sharing knowledge and experiences

about multiple situations, including those dealing with leadership and organizations, assist in

developing an employee’s competence and confidence.

(1) Nature of the Award. The award will consist of a suitably engraved plaque or trophy

and a cash award of $2,000. Military members will receive only the engraved plaque or trophy

IAW Chapter 45 of Title 5, U.S.C., which provides authority to pay military personnel for their

contributions in the form of suggestions, inventions, or scientific achievements but not for

performance.

(2) Award Eligibility. All DCMA personnel who are employed by, or assigned to,

DCMA during the award consideration period are eligible.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria. Employees nominated will have clearly demonstrated or

exhibited all of the following work characteristics in the performance of their role as a mentor

during the award consideration period. The mentor is a leader or senior to an employee. A

mentor may also be a Training Coordinator. A mentor is concerned for an employee’s

development as a whole and not just in the job they perform. The mentor will be committed to

carrying out mentoring activities during the individual’s assignment and demonstrate the

following in their role as mentors:

(a) Provide advice and guidance on career development opportunities. Encourage

the development to the fullest, both personally and professionally.

(b) Share insights on broad DCMA missions and functions, as well as an awareness

of the programs and activities that fall within the scope of the mentor’s responsibility.

professional advancement: (e.g., written or oral communication skills).

(5) Promotes a clear understanding of DCMA’s mission, vision, core values, and the

Agency’s “Strategic End States” which are to provide customers consistent and cost effective

CAS, ensure effective policies and processes are in place; promotes a diverse, agile, and highly

performing workforce; and contributes to a system of management controls that effectively and

efficiently manage public resources.

(6) Award Nomination Process.

(a) The mentee, Senior Leadership Team, Region Commander, and CMO

Commanders may nominate employees. Nominations will have the endorsement of the

Component Head. All nominations should be submitted to TFL for consideration.

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Section 6: Other Forms of Recognition 29

(b) Nominees may include Training Coordinators. Nomination opportunities should

be extended to cover personnel of all grades/ranks and all organizational operating levels.

(7) The Director, based upon the recommendations of the DCMA Awards and

Recognition Board, will determine final selection of the individuals who will receive this special

DCMA recognition.

d. DCMA Leadership Award. This award provides a highly visible means for the

Director, to recognize deserving leaders within the DCMA workforce. The DCMA Leadership

Award recognizes our leaders whose visionary leadership, outstanding professional skill, and

untiring efforts advance DCMA’s strategic mission through “One Team, One Voice” and

inclusive, collaborative principles.

(1) Nature of the Award. The award will consist of a suitably engraved plaque or trophy

and a cash award of $5,000. Military members will receive only the engraved plaque or trophy

IAW Chapter 45 of Title 5, U.S.C., which provides authority to pay military personnel for their

contributions in the form of suggestions, inventions, or scientific achievements but not for

performance.

(2) Award Eligibility. All supervisors, managers, and team leaders in the pay band of

Business Management and Technical Management Professional Career Path (NH-04) who are

employed by, or assigned to, DCMA during the award consideration period are eligible.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria. Employees nominated for the DCMA Leadership Award

will have clearly demonstrated or exhibited all of the following work characteristics in the

performance of their regularly assigned duties during the award consideration period.

(5) The nominee’s leadership on issues/efforts may have Agency-wide impact, enable

the Agency to move forward in advancing its strategic mission and vision through “Good to

Great” principles and demonstrate the following in their role as Leaders:

(a) Transform the Agency by demonstrating a leadership role that champions the

accomplishment of the Agency’s Strategic End States.

(b) Embrace and promote a results-oriented performance culture and approach to

achieving the Agency vision through the use of Performance Indicators that measure Agency

success.

support to our customers.

(d) Establish a leadership culture in their organization.

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Section 6: Other Forms of Recognition 30

(e) Nominees demonstrate their commitment to the DCMA Core Values of integrity,

service, and excellence by their daily professional conduct.

(6) Award Nomination Process. The Component Heads, Regional Commanders, and

CMO Commanders may nominate employees. All awards must have the endorsement of the

applicable Component Head. Nominating officials will submit the nominations through TFL to

the Director for consideration.

(7) The Director, based upon the recommendations of the DCMA Awards and

Recognition Board, will determine final selection of the individuals who will receive this special

DCMA recognition.

e. Director’s Cup. This award recognizes a DCMA organization that has improved

organizational performance methods to advance the Agency’s strategic mission and vision

through the practice of collaborative and inclusive – One Team, One Voice – principles and

actions. These principles are displayed through demonstrated recognition that our people are our

most precious resource, demonstrated constant and continuous customer engagement and results,

demonstrated partnering with local union representatives to enhance workforce satisfaction and

organizational performance, demonstrated understanding and adherence to Agency process and

policy while challenging the status quo, and demonstrated stewardship of DCMA’s and our

customers’ precious resources.

(1) Nature of the Award. This award will consist of a suitably engraved plaque and

Director’s Cup for the organization. The winning organization will be presented with a

certificate signed by the Director.

(2) Award Eligibility. Any DCMA organization (HQ Component, Region, or CMO) is

eligible to be nominated for this award.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria. The organization (or organizational element) that has in

place and is executing methods to advance DCMA’s strategic mission and vision through the

practice of “One Team, One Voice” and inclusive, collaborative principles including methods

that promote an effective labor-management relationship.

(5) Award Nomination Process. Each HQ Component, Region, and CMO may submit a

nomination. All awards must have the endorsement of the applicable Component Head. All

nominations should be submitted to TFL.

(a) The narrative description of justification addressing how the organization is

advancing DCMA’s strategic mission and vision through the practice of “Good to Great”

principles, including efforts to facilitate a constructive labor-management relationship, should

not exceed five pages.

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Section 6: Other Forms of Recognition 31

(b) The Director, based upon the recommendations of the DCMA Awards and

Recognition Board, will determine final selection of the organization who will receive this

special DCMA recognition.

f. DCMA Acquisition Newcomer Award. The DCMA Acquisition Newcomer Award

recognizes our newest employees whose outstanding acquisition skills and untiring efforts have

significantly contributed to the success of DCMA and our customers.

(1) Nature of the Award. The award will consist of a suitably engraved plaque or trophy

and a cash award of $3,000. Military members will receive only the engraved plaque or trophy

IAW Chapter 45 of Title 5, U.S.C., which provides authority to pay military personnel for their

contributions in the form of suggestions, inventions, or scientific achievements but not for

performance.

(2) Award Eligibility. All DCMA Keystone employees or acquisition personnel with

less than 5 years of acquisition experience who are employed by, or assigned to, DCMA during

the award consideration period are eligible.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria. Employees nominated for the DCMA Acquisition

Newcomer Award will have clearly demonstrated or exhibited all of the following work

characteristics in the performance of their regularly assigned duties during the award

consideration period:

(a) The acquisition newcomer is a federal acquisition professional with less than 5

years acquisition experience or a Keystone employee who has contributed significantly to

acquisition operations or acquisition policy in DCMA and demonstrates the following in their

role as an acquisition newcomer:

1. Acquisition operations including extraordinary business leadership or team

participation in the design, development, or execution of an acquisition program or project that

furthers the Agency’s Strategic Plan or overall mission accomplishment.

2. Acquisition policy including the development of a management policy,

regulation, data system, or other task that significantly enhances the economy, efficiency, and

effectiveness of the Agency’s acquisition system or the Federal acquisition system.

(b) Nominees demonstrate their commitment to the DCMA Core Values of integrity,

service, and excellence by their daily professional conduct.

(5) Award Nomination Process.

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Section 6: Other Forms of Recognition 32

(a) The Component Heads, Regional Commanders, and CMO Commanders may

nominate employees. All awards must have the endorsement of the applicable Component Head.

Nominating officials will submit the nominations through TFL for consideration.

(b) The Director, based upon the recommendations of the DCMA Awards and

Recognition Board, will determine final selection of the individuals who will receive this special

DCMA recognition.

g. Noreen Cassaro Award of Excellence. This award provides a highly visible means for

the Director, DCMA, to recognize deserving superior performers in the DCMA Keystone

program. The Noreen Cassaro Award of Excellence honors her legacy as a dedicated employee.

Noreen Cassaro devoted several years of her career to developing, training, and mentoring

Keystones and the Keystone Program. The performance has also contributed significantly

toward accomplishing the overall DCMA mission and demonstrating the Agency’s core values

of integrity, service, and excellence while improving the quality of operations and strengthening

the knowledge of the acquisition workforce. Performance recognized by this award is highly

exemplary and inspirational to others.

(1) Nature of the Award. The award will consist of a suitably engraved plaque or trophy

and a cash award of $2,000.

(2) Award Eligibility. Third-year Keystone personnel who are employed by DCMA

during the award consideration period are eligible. Each nominee must have been rated “Fully

Successful” and above on all evaluations during the course of the Keystone Program, have

attained Defense Acquisition Workforce Improvement Act Level II Certification, and submitted

his or her graduation packets to the Pathways/Keystone Program Manager for approval at the

time of the nomination.

(3) Award Selection Criteria. Keystone employees nominated for the Noreen Cassaro

Award will clearly demonstrate one or more of the following criteria:

• Superior performance

• Teamwork and positive influence on peers and other employees

• Responsible for savings to the Government

• Innovative improvements and knowledge sharing

• Performance of an act or service that reflects positively on DCMA

• Any other significant actions contributing to the achievement of the mission

• Demonstration of professional self-development

(4) Award Nomination Process. Supervisors, team leaders, group leaders, Commanders

or Directors may nominate employees. Senior Leadership Team members will establish and

utilize a plan for appraisal of nominees that satisfies principles of merit and equity. They are

responsible for screening all nominations received from within their organizations and their

subordinate mission activities. HQ Component Heads and Regional Commanders should

forward only the top nominations to TFL for consideration. Nominations will have the

endorsement of the Component Head.

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Section 6: Other Forms of Recognition 33

(a) Ideally, nominees being considered will represent a cross-section of the

organization that are performing outstandingly in broad DCMA mission and operating areas.

Nomination opportunities should be extended to cover personnel of all grades/ranks and all

organizational operating levels.

(b) The nominee selection process should be conducted in a manner that will ensure

full and equitable consideration for this award for all potential candidates.

Recognition Board, will determine final selection of the individuals who will receive this special

DCMA recognition.

(d) Emphasis will be placed primarily on those nominees whose exemplary

performance during the period of consideration has resulted in accomplishment of significant

contributions toward the continuing achievement of the mission and objectives of DCMA and

clearly demonstrated the capacity and potential for continued growth and development within the

broad mission operations of DCMA. Consideration will also be given to the extent and impact

of the nominee’s influence on peers, subordinates, superiors, and specific DCMA

operations/missions during the award consideration period.

(5) Submit nominations using the outlined format:

(a) Name:

(b) Grade and Occupational Series:

(d) Region/HQ DCMA Component:

(e) Organizational Name and Location:

(f) Length of Service with DCMA:

(g) Description of Duties during Award Consideration Period (not more than 50

words):

(h) Justification: (Not more than one page in length including title of award).

Nominations must be signed by the nominator/recommending official and reviewer and must

include a citation of not more than 100 words. One 5- by 7-inch color photograph of each

winner must be submitted to TFL upon notification of selection.

h. DCMA Equal Employment Opportunity (EEO) Awards. The DCMA EEO Awards

program is designed for those that are leading the charge for equal opportunity for everyone.

EEO exceptionalism is the foundational criteria for every award. Agency EEO personnel cannot

be nominated for these awards. EEO sponsored non-DCMA and non-DoD awards will be

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Section 6: Other Forms of Recognition 34

processed in the same manner utilized to garner agency nominations for DCMA and DoD

awards. The DCMA Awards and Recognition Board recommends, based on a review of

nominations, the nominees to be selected by the Director.

i. DCMA Award for Achievement in EEO by an Organization. The annual DCMA

Award for Achievement in EEO by an Organization recognizes a DCMA CMO or Component

that has demonstrated outstanding performance in support of the objectives of the DCMA EEO

program as well as ensuring DCMA has a “Model EEO Program.” The Equal Employment

Opportunity Commission (EEOC) directs agencies when establishing a model EEO program to

incorporate into its design a structure for effective management, accountability, and self-analysis

which will ensure program success and compliance with EEOC Management Directive 715

(MD-715).

(1) Nature of Award. A suitably engraved plaque or trophy will be presented.

(2) Award Eligibility. Any DCMA CMO or Component is eligible to receive this award.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria. This award is a results-oriented award defined by notable

progress or improvement above and beyond normal requirements for program effectiveness in

five of the six EEOC essential elements for a model EEO program. EEOC essential element six,

Responsiveness and Legal Compliance, is not identified as a criteria element because the

requirements of this essential element exceed the level of authority of the CMO or component

level and will be accomplished by the Director. The five essential elements for a model EEO

Program that should be used as criteria are as follows:

•

Essential Element A: Demonstrated Commitment from Agency Leadership

•

Essential Element B: Integration of EEO into the Agency’s Strategic Mission

•

Essential Element C: Management and Program Accountability

•

Essential Element D: Proactive Prevention

•

Essential Element E: Efficiency

(5) Demonstrated Commitment from Agency Leadership. CMO/Component leadership

demonstrates commitment to EEO principles in carrying out program responsibilities such as:

(a) Issuing annual written EEO program policy statements declaring the

organization’s position against employment discrimination, harassment, and its strong support of

the employment and accommodation of people with disabilities.

(b) Effective use of the Alternative Dispute Resolution process.

program by approving the appointment of, and providing funding for, specialized training for

collateral duty EEO personnel and EEO observance planning committee members when needed.

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Section 6: Other Forms of Recognition 35

(d) Ensuring new and existing supervisors receive regular EEO training.

(e) Facilitating the establishment and execution of ad hoc initiatives, which embrace

and/or compliment EEO (e.g., Diversity Councils).

(6) Integration of EEO into the Agency’s Strategic Mission. Success in this area is

shown by providing evidence that EEO officials are involved in critical workplace decisions,

have regular access to senior staff, and participate in meetings where critical personnel decisions

regarding management and the deployment of human resources are made. Specific examples

will be provided.

(7) Management and Program Accountability. Demonstrated achievements involve the

organization actively striving to hire, train, and develop supervisors and managers who have

effective managerial, communication, and interpersonal skills in order to supervise most

effectively in a culturally diverse workplace and avoid workplace disputes; ensuring that all

managers and supervisors make successful performance contingent, in part, on efforts to achieve

a workplace free of discrimination and actively encouraging inclusion. Specific examples will

be provided.

(8) Proactive Prevention of Unlawful Discrimination.

(a) Successful implementation is demonstrated when the organization can show that

it has taken positive steps to eliminate barriers that impede free and open competition in the

workplace for all. Nominations will show demonstrated effort in community relations/outreach

and impact on achievement in meeting EEO objectives. They will also provide specific

examples of unique training efforts that contribute to identifiable changes in the work

environment.

(b) The ability to capitalize on unique internal and external recruitment initiatives

and effective use of special appointing authorities (i.e., Schedule A) and significant outcomes.

Agency’s annual EEOC MD-715 Report as follows:

1. Made progress toward eliminating the substantial disparity of representation of

individuals with disabilities and targeted disabilities. Specific examples will be provided.

2. Made progress toward eliminating the substantial disparity of representation as

identified in the Agency’s MD-715 Plan.

3. Efficiency. Demonstrated improvements in decreasing the number of EEO

complaints being filed within the organization and demonstrated commitment to ensuring

supervisor and managers’ full participation in established Agency processes to resolve workplace

disputes at the earliest possible stage.

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Section 6: Other Forms of Recognition 36

(9) Other Unique/Noteworthy Activities or Initiatives. Although this area is not one of

EEOC’s six essential elements, nominees may use this space to identify any unique and/or

noteworthy EEO program initiatives the organization has participated in and wishes to highlight

during the consideration period.

(10) Award Nomination Procedures. EEO sponsored non-DCMA, DoD, and Senior

Leader Team approved non-DoD awards will be processed in the same manner utilized to garner

agency nominations for DCMA and DoD awards. The DCMA Awards and Recognition Board

recommends, based on a review of nominations, the nominees to be selected by the Director,

DCMA. All awards must have the endorsement of the applicable Component Head. Nominating

officials will submit the nominations through the Awards Program Manager, TFL for

consideration.

(a) Nominations are to be submitted in the following format:

1. Name of DCMA Organization:

2. Address:

3. Point of Contact: (Name/telephone number/e-mail address):

4. Justification: (Not more than three pages, single-spaced in length, describing

specifically how the activity meets the award selection criteria described above). Include a

citation of not more than 150 words.

5. Other official comments or observations that attest to the organization’s

achievements/contributions to the DCMA EEO Program.

(b) A digital color photograph depicting a favorable aspect of the organization’s

support of the EEO program or a generic view of the organization will be submitted to DCMA

EEO Office upon notification of selection (at least 1 megabyte (MB); joint photographic experts

group (jpg) preferred). This photograph will be used in the awards program booklet.

other pertinent information that would assist in preparing nomination packages. To access

DCMA’s submission of the annual MD-715 Plan and to locate servicing EEO personnel, visit the

DCMA Equal Employment Opportunity Office homepage on the Agency portal.

j. DCMA Award for Achievement in EEO by a Manager or Supervisor. This award

recognizes the manager or supervisor within DCMA who has done the most, within their sphere

of influence, to achieve the basic goals as identified in the DCMA EEO MD-715 Plan of fully

integrating the workforce at all levels.

(1) Nature of Award. The award will consist of a suitably engraved plaque or trophy and

a cash award of $3,500. Military members will receive only the engraved plaque or trophy IAW

Chapter 45 of Title 5, U.S.C., which provides authority to pay military personnel for their

DCMA-MAN 4201-25, June 4, 2020

Section 6: Other Forms of Recognition 37

contributions in the form of suggestions, inventions, or scientific achievements but not for

performance.

(2) Award Eligibility. DCMA managers or supervisors (civilian or military) of all

grades, ranks, and occupations employed by, or assigned to, DCMA during the award

consideration period are eligible. Emphasis should be placed upon recognizing the manager or

supervisor who has done the most to establish and make significant progress toward reaching

realistic goals in their own organization. In this instance, “manager or supervisor” means anyone

from first line supervisor to head of the activity.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria. This award is a results-oriented award defined by notable

progress or improvement above and beyond normal requirements for program effectiveness in

five of the six EEOC Essential Elements for a Model EEO program.

(a) Persons nominated should normally be managers or supervisors who have

achieved results, which are measurable in terms of the Agency’s various indices for judging

progress toward numerical goals. Merely being assigned to, or serving as the head of, an

organization which performs well during a particular period in one or more of these quantitative

standards of rating performance should not be the sole criterion. There should be a demonstrable

cause and effect relationship between the actions of the nominee and the results achieved.

(b) Recognizable achievements may be in the form of significant progress in the

“upward mobility” of minority and female employees; ingenious, constructive, or original

program actions; effective contributions to community programs or community relations which

have a favorable effect upon EEO programs; or any combination of the above.

(5) Submit nominations using the Award Recommendation Information document

located on the Resource Page for this Manual. Nominations will be signed by the nominator/

recommending official and reviewer and will include a citation of not more than 150 words. A

digital color photograph of each winner will be submitted to the Director, Corporate Operations

(DCMA-DC) upon notification of selection (at least 1 MB; jpg preferred).

k. DCMA Award for Achievement in EEO by a Non-Supervisor. This award recognizes

the person in a non-supervisory position within DCMA who has done the most, within his or her

sphere of influence, to achieve the basic goals as identified in the DCMA-EEO MD-715 Plan of

fully integrating the workforce at all levels.

(1) Nature of Award. The award will consist of a suitably engraved plaque or trophy and

a cash award of $2,000. Military members will receive only the engraved plaque or trophy IAW

Chapter 45 of Title 5, U.S.C., which provides authority to pay military personnel for their

contributions in the form of suggestions, inventions, or scientific achievements but not for

performance.

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Section 6: Other Forms of Recognition 38

(2) Award Eligibility. DCMA personnel, military and civilian, of all grades, ranks, and

occupations employed by or assigned to DCMA in a non-supervisory position during the awards

consideration period are eligible. Emphasis should be placed upon recognizing the employee

who has done the most to establish and make significant progress toward reaching realistic goals

in his or her organization. Special Emphasis Program Coordinators (SEPC) may not be

nominated for this award.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria. Those nominated should normally be persons who have

contributed significantly toward the attainment of the DCMA goals of fully integrating the

workforce at all levels. This contribution might be in the form of involvement in community

programs or relationships which have a favorable effect upon the EEO program; ingenious,

constructive, and original ideas for improving the program; the display of leadership in

encouraging other employees to give the EEO program full and sincere support; or any

combination of the above or similar noteworthy actions. Personnel technicians and other non-

supervisory employees who make extraordinary contributions to the effective recruitment of

qualified minorities and women to fill DCMA vacancies would merit consideration.

(5) Submit nominations using the Award Recommendation Information document

located on the Resource Page for this Manual. Nominations will be signed by the

nominator/recommending official and reviewer and will include a citation of not more than 150

words. A digital color photograph of each winner will be submitted to DCMA-DC upon

notification of selection (at least 1 MB; jpg preferred).

l. Outstanding Employee with a Disability Award. This award recognizes and publicizes

the contributions and achievements made by physically and mentally disabled Federal

employees. This program also serves to heighten awareness on the part of Federal employers of

their responsibility as managers to provide employment opportunities for people with disabilities.

As a general rule, the recipient of the DoD Outstanding Employee with a Disability Award will

also be chosen as the recipient of this Agency award for each respective year. The EEO Office

will maintain oversight, and the Agency will retain the authority to overturn automatic receipt of

this award if so directed by the Agency Director.

(1) Nature of Award. The award will consist of a suitably engraved plaque or trophy and

a cash award. The amount of the cash award will be 6 percent of the employee’s basic salary.

(2) Award Eligibility. DCMA employees who demonstrate job performance clearly

exceeding requirements in spite of severely limiting physical and/or mental factors. The same

person should not be nominated for this award 2 years in succession.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria.

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Section 6: Other Forms of Recognition 39

(a) A narrative justification for the award covering job performance and examples of

excellence and initiative. Persons nominated will demonstrate job performance clearly

exceeding requirements in spite of severely limiting physical and/or mental factors.

(b) Persons will exhibit courage and initiative in overcoming disabilities.

(5) Submit nominations using the Award Recommendation Information document

located on the Resource Page for this Manual. Nominations will be signed by the

nominator/recommending official and reviewer and will include a citation of not more than 150

words. A digital color photograph of each winner will be submitted to DCMA-DC upon

notification of selection (at least 1 MB; jpg preferred).

m. DCMA Award for Achievement in EEO by a SEPC. This award recognizes a person

in an additional voluntary assignment (i.e., SEPC) within DCMA who has done the most, within

their sphere of influence, to achieve the basic goals as identified in the DCMA EEO MD-715

Plan of fully integrating the workforce at all levels.

(1) Nature of Award. The award will consist of a suitably engraved plaque or trophy and

a cash award of $2,000. Military members will receive only the engraved plaque or trophy IAW

Chapter 45 of Title 5, U.S.C., which provides authority to pay military personnel for their

contributions in the form of suggestions, inventions, or scientific achievements but not for

performance.

(2) Award Eligibility. DCMA’s SEPC must be assigned to the voluntary function for a

minimum of 9 months during the awards consideration period. Emphasis should be placed on

recognizing the SEPC who has done the most to establish and make significant progress toward

reaching identified SEP goals in their organization.

(3) Award Consideration Period. The consideration period is calendar year January 1

through December 31 of each year.

(4) Award Selection Criteria. Those nominated should normally be persons who have

contributed significantly toward the attainment of DCMA EEO goals and fulfilled the duties and

responsibilities of the SEPC position in a noteworthy manner. This contribution might be in the

form of involvement in community programs or relationships which have a favorable effect upon

the EEO program; ingenious, constructive, and original ideas for improving the program; the

display of leadership in encouraging other employees to give the EEO program full and sincere

support; or any combination of the above or similar noteworthy actions.

(5) Submit nominations using the Award Recommendation Information document

located on the Resource Page for this Manual. Nominations will be signed by the

nominator/recommending official and reviewer and will include a citation of not more than 150

words. A digital color photograph of each winner will be submitted to DCMA-DC upon

notification of selection (at least 1 MB; jpg preferred).

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n. DCMA Aircraft Operations Awards. The DCMA Aircraft Operations Awards program

is designed to provide recognition for outstanding Aircraft Operations individuals and units

within the Agency. Aircraft Operations will form a committee to review award packages and

make recommendations to the Director.

(1) There are two major categories of awards: Unit and individual awards. Within the

unit award category there are three sub-categories: Outstanding Flight Activity, Outstanding

Aviation Program Team, and CMO Mishap-Free Awards. Within the individual award category

there are nine awards:

• Outstanding Chief of Flight Operations (CFO)

• Outstanding Aviation Safety Officer (ASO)

• Outstanding Government Flight Representative

• Outstanding Reserve Government Flight Representative

• Outstanding Government Ground Representative

• Outstanding Reserve Government Ground Representative

• Outstanding Enlisted Acceptance/Delivery Crew Member

• Outstanding Contract Safety Specialist/Manager

• Outstanding Quality Assurance Representative

(a) Unit Awards. The unit awards are graded on the following criteria:

•

Training programs

•

Mission readiness/accomplishments

•

Customer and contractor interface

•

Significant initiatives to improve contractor quality or cooperation

•

Significant initiatives to improve customer satisfaction and product quality

•

Safety programs

•

Significant actions to correct aviation/ground hazards that improve safety

awareness

•

New safety initiatives

•

Mishap record

•

Mishap reporting

(b) Mishap-Free Awards. Mishap-Free Awards are used to recognize CMOs for

accumulating mishap-free periods of Aircraft Operations. For each period defined in Paragraphs

6.4.n.(1)(b)1-3, the CMO would be recognized for having no recordable DoD Class A-D aircraft

ground, flight, or flight related mishaps, to include FMS mishaps.

1. DCMA Aviation Safety Award of Achievement. One fiscal year with no

recordable DoD Class A-D mishaps, to include FMS mishaps. Certificate will be presented.

2. DCMA Aviation Safety Award of Merit. Two fiscal years with no recordable

DoD Class A-D mishaps, to include FMS mishaps. Engraved plaque or similar award will be

presented.

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Section 6: Other Forms of Recognition 41

3. DCMA Aviation Safety Award of Excellence. Three fiscal years with no

recordable DoD Class A-D mishaps, to include FMS mishaps. Small engraved trophy or similar

award will be presented.

individual’s support of his or her CMO/Aircraft Integrated Maintenance Operation’s mission,

readiness, and accomplishments with additional consideration of the individual’s significant self-

improvement and community service.

(2) Time Frame. Submissions will only include achievements from January 1 through

December 31 of the calendar year being considered.

(3) Award Announcements. DCMA Aircraft Operations will coordinate the

recommended winners for the Director’s approval. The Director will formally announce the

winners along with the Annual Civilian and Military Award winners, unless a formal awards

ceremony is planned in conjunction with a Resident Aircraft Operations Training Seminar. The

DCMA Aircraft Operations Executive Director will also recognize winners during the Virtual

Aircraft Operations Training Seminar.

(4) Purchasing Awards. TFL will purchase Aircraft Operations award plaques to ensure

plaques are equivalent to the military and civilian awards. TFL representative will mail awards

to the winner’s CMO Commander for presentation.

o. DCMA Safety and Occupational Health (SOH) Awards. The DCMA SOH Awards

program is designed to provide recognition for outstanding safety acts and achievements for

individuals and units within the Agency. Mishap prevention accomplishments spanning 2 or

more years merit extra consideration.

(1) There are two major categories of awards: Unit and Individual Awards. Within the

unit award category, there are two sub-categories: CMO/Center of the Year and Streamlined

CMO of the Year. Within the individual category, there are two awards: Collateral Duty Safety

Advocate of the Year and Individual Safety Achievement Award.

(a) Unit Awards. The unit awards are graded on the following criteria:

•

Organization ground and occupational health safety performance records

and achievements

•

Efforts to further risk management implementation and integration

•

Safety program management, direction, administration, and innovation

•

Reduction of mishaps

•

Effective safety program management and innovations (include

complexity and types of mission tasks, unusual hazards, environmental

and occupational working conditions)

•

Inspection/assessment results

•

Specific mishap prevention activities accomplished during the award year

DCMA-MAN 4201-25, June 4, 2020

Section 6: Other Forms of Recognition 42

•

Implementation and status of risk management concepts, applications

and successes

(b) Winners will be awarded a trophy and certificate.

and how the nominee contributed to safety of DCMA’s and their unit’s mission using the criteria

of:

•

Achievements and contributions to on-duty mishap prevention

•

Development and implementation of a special program or course

that improves operational effectiveness

•

Demonstrated skill or ingenuity that prevented or reduced loss of life,

injury to personnel, or DCMA property damage

•

Developed an innovative safety program or specific mishap

prevention activity that was adapted for use at the CMO/CMO

streamline/contractor location

•

Provided significant specific contribution to the resolution of an

unusual or difficult safety hazard or working condition

•

Reduced the possibility of mishap(s) in ground and occupational

health activities

•

Improved operational effectiveness through his or her contribution to

the mishap prevention program

•

Any other significant specific contribution to ground and occupational

health safety

(2) Each nomination will be submitted using a standard Word document. Only include

achievements and contributions for the period January 1 through December 31 for the calendar

year under consideration. Any person, other than the nominee, who knows about an individual’s

specific contribution, may submit a nomination.

(3) Nominations are limited to 30 lines using bullet statements only. List uncommon

acronyms at the bottom of the Word document. Submit nominations electronically to the SOH

Division IAW the annual DCMA awards tasker.

(4) Award Announcements. Award winners are announced during the HQ SOH

Working Group Meeting.

6.5. DoD HONORARY AWARDS.

a. DoD Medal for Distinguished Civilian Service. The Secretary of Defense, in an annual

ceremony, presents the DoD Medal for Distinguished Civilian Service Award to five or more

DoD civilian employees whose careers reflect exceptional devotion to duty and extremely

significant contributions of broad scope to the efficiency, economy, or other improvement in the

DCMA-MAN 4201-25, June 4, 2020

Section 6: Other Forms of Recognition 43

operations of DoD. The awards are made for contributions in a scientific field or for

accomplishments in technical or administrative endeavors. Specific nomination format and

contents are announced each year. Persons nominated in 1 year, but not selected as the DCMA

nominee, or a DCMA nominee not selected as a DoD award recipient, may be nominated in

subsequent years.

b. Secretary of Defense Medal for Meritorious Civilian Service. This is the second highest

award granted to career civilian employees of DoD who have distinguished themselves by

exceptionally meritorious service of major significance to DoD.

c. Office of the Secretary of Defense Medal for Exceptional Civilian Service. This is the

third highest award presented to career civilian employees of DoD whose contributions merit this

level of recognition. Career DoD civilians who have a minimum of 3 years in an organization

and have distinguished themselves by exceptional service to an Office of the Secretary of

Defense Component may be nominated for this award.

(1) To submit a nomination for one of the DoD awards, prepare an Action Memo

containing the following information:

• Nominee’s Name

• Present Title, Series, and Grade

• Organizational Location

• Position Held during Period Covered

• Type of Award Recommended

• Period of Service Covered by Nomination

(a) Attach a narrative justification of no more than 1 page that cites the nominee’s

specific exceptional accomplishments to the DoD.

(b) Attach a summary of significant prior awards and approval dates.

(2) The completed nomination package will be forwarded to TFL. All awards must have

the endorsement of the applicable Component Head. Nominations will be submitted through the

DCMA Awards and Recognition Board and then to the Director, DCMA.

d. The Global War on Terrorism (GWOT) Medal. The GWOT Medal is established to

recognize the contributions and accomplishments of the civilian workforce of the DoD in direct

support of the armed forces, whose members are engaged in operations to combat terrorism in all

forms throughout the world. The award of this medal acknowledges the essential service of the

Department’s civilian workforce supporting and maintaining the security of our nation.

(1) The medal will be awarded to civilian employees of the DoD who, on or after

September 11, 2001, to a date to be determined, participate abroad in an operation that directly

supports a U.S. military GWOT operation in a designated geographic location approved for

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Section 6: Other Forms of Recognition 44

award of the military GWOT Expeditionary Medal or similar operation for which a separate

military campaign medal was awarded.

(2) Employees will be engaged in direct support for 30 consecutive days in a combat

zone in an area of eligibility in a military operation (or the full period when the operation is less

than 30 days duration), for 60 non-consecutive days in a combat zone provided this support

involves the employee entering the area(s) of eligibility, or regardless of time, be killed or

medically evacuated from the area of eligibility while providing direct support in the designated

operation. The areas of eligibility are the same as designated for approved GWOT

Expeditionary Medal military operations. A contribution or support of a GWOT military

operation by employees assigned to remotely located activities which are outside the areas of

eligibility is not justification for award of the GWOT Medal.

(3) The GWOT Medal is a “theater” award and is authorized for all civilian employees

who meet the eligibility requirements. The medal may be awarded only once to a civilian

employee for service to a GWOT military operation. An employee may not be awarded the

GWOT Medal and the Armed Forces Civilian Service Medal for the same operation. The medal

may be awarded posthumously.

(4) DCMA Component Head or designee may approve this award. The GWOT Medal

will be presented to eligible civilian employees in an appropriate commemorative ceremony or

other meaningful recognition venue that honors their courageous, enduring service, and sacrifice

in support of contingency operations, combat operations, and stability and reconstruction

missions throughout the world. The Combat Support Center (CSC) Administration Team

validates the deployment and redeployment dates of the deployee. The CSC Administration

Team purchases GWOT medals and prints the GWOT certificates that accompany the medals

and coordinates as to where the award/certificate should be mailed.

e. The Armed Forces Civilian Service Medal (AFCSM). AFCSM is established to recognize

the contributions and accomplishments of the civilian workforce of the DoD in directly

supporting the armed forces whose members are engaged in designated military operations of a

peacekeeping or prolonged humanitarian nature. The medal symbolizes the importance the DoD

places on the service of its civilian workforce to military operations and the value of its

contribution in accomplishing the nation’s objectives.

(1) The AFCSM may be awarded to civilian employees of the DoD who, after June 1,

1992, to a date to be determined, participate in direct support of a U.S. military operation for

which military personnel have been awarded the Armed Forces Service Medal (AFSM). The

AFCSM may be awarded only for a military operation approved for award of the AFSM for

military personnel.

(2) Employees will be engaged in direct support for 30 consecutive days in the area of

eligibility (or for the full period when an operation is of less than 30 days duration) in a military

operation awarded the AFSM or for 60 non-consecutive days in an ASFM operation provided

this support involves the employee entering the area(s) of eligibility. The areas of eligibility are

the same as designated for approved AFSM military operations.

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Section 6: Other Forms of Recognition 45

(3) The AFCSM is a “theater” award and is authorized for all civilian employees who

meet the eligibility requirements. Award of the AFCSM does not preclude granting of other

awards if the employee’s contribution to the designated operation is so significant or

extraordinary as to merit additional recognition.

(4) DCMA Component Head or designee may approve this award. The medal may be

obtained from the CSC.

f. Secretary of Defense Medal for Defense of Freedom. The Secretary of Defense Medal for

Defense of Freedom is established to acknowledge civilian employees of the DoD who are killed

or wounded by hostile action while serving under any competent authority of the Department

under conditions for which a military member would be eligible for receipt of the Purple Heart.

The medal that is awarded symbolizes the extraordinary fidelity and essential service of the

Department’s civilian workforce who are an integral part of DoD and who contribute to the

preservation of national security. The medal may be obtained for appropriate presentation by

notifying TFL.

g. DoD Distinguished Public Service Award. This is the highest honorary award granted to

non-career Federal employees, private citizens, and foreign nationals who have performed

exceptionally distinguished service of significance to DoD as a whole or service of such

exceptional significance to a DoD Component or function that recognition at the Component

level is sufficient. The nominee may have rendered service or assistance at considerable personal

sacrifice and inconvenience motivated by patriotism, good citizenship, and a sense of public

responsibility. To be eligible, the nominee will be an individual who does not derive his or her

principal livelihood from the Federal Government.

h. Secretary of Defense Award for Outstanding Public Service. This is the second highest

award granted by the Secretary of Defense to non-career Federal civilian employees, private

citizens, and foreign nationals for contributions, assistance or support to DoD functions that are

extensive enough to warrant recognition but are lesser in scope and impact than is required for

the DoD Distinguished Public Service Award. To be eligible, the nominee will be an individual

who does not derive his or her principal livelihood from the Federal Government.

i. Presidential Rank Awards (PRA) for Senior Executive Service (SES). This is one of the

most prestigious awards in the Federal career civil service, awarded to career SES, Senior Level

(SL), and Scientific and Professional (ST) employees for sustained extraordinary

accomplishments. PRAs recognize strong leaders and professionals who consistently

demonstrate strength, integrity, industry and a relentless commitment to achieve excellence in

public service.

(1) Rank awards

(a) Meritorious Rank Award. An award that recognizes sustained accomplishment,

awarded to no more than five percent of the career SES/SL/ST members government-wide.

DCMA-MAN 4201-25, June 4, 2020

Section 6: Other Forms of Recognition 46

(b) Distinguished Rank Award. An award that recognizes sustained extraordinary

accomplishment, and is awarded to no more than one percent of the career SES/SL/ST member’s

government-wide.

(2) Eligibility. Employees must:

(a) hold a career appointment in the SES or SL/ST;

(b) be an employee of the nominating agency on the nomination deadline;

(d) have a record of achievement that is recognized throughout the agency and/or is

acknowledged on a national or international level; and

(e) successfully complete a rigorous vetting process, specifically with regard to

violations of EEO statutes or Merit System Principles.

(3) PRA recipients may only receive the same award once in any 5 year period.

(4) The Office of Personnel Management solicits for nominations for these awards on an

annual basis.

(5) Further information is available in DoDI 1402.03, Volume 5, “Senior Executive

Service (SES), Senior Level (SL), and Scientific and Professional Personnel Categories in the

DoD Fourth Estate: Performance Management and Presidential Rank Awards,” April 20, 2017.

6.6. NOMINATION PROCESS FOR DoD AWARDS. To submit a nomination for one of the

DoD awards, prepare an Action Memo containing the following information:

• Nominee’s Name

• Present Title

• Organizational Location

• Position Held During Period Covered

• Type of Award Recommended

• Period of Service Covered by Nomination

a. Attach a narrative justification of no more than one page that cites the nominee’s specific

exceptional accomplishments to the DoD.

b. Attach a double spaced proposed draft citation of 150 words or less.

c. The completed nomination package will be forwarded to TFL, for review and submission

to the Director for approval.

DCMA-MAN 4201-25, June 4, 2020

Glossary - Definitions 47

GLOSSARY

G.1. DEFINITIONS.

Award. Something bestowed or an action taken to recognize an individual or team

achievement that contributes to meeting organizational goals or to the efficiency, economy, or

other improvement of Government operations, or achieves a significant reduction in

paperwork. Such awards include, but are not limited to, employee incentives that are based on

predetermined criteria such as productivity standards, performance goals, measurement

systems, award formulas, or payout schedules.

Core Values. The term “values” refers to the guiding principles and/or performance results

that embody how an organization and its people are expected to operate. Values reflect and

reinforce the desired culture of the organization. Values support and guide the decision

making of every associate, helping the organization to accomplish its mission and attain its

vision in an appropriate manner.

FWS. The wage grade pay plan covers trade, craft, and labor occupations in the Federal

Government.

GS. The GS pay plan covers the majority of civilian white-collar Federal employees in

professional, technical, administrative, and clerical positions.

Intangible Benefits. Savings to the Government that cannot be measured in terms of dollars.

Monetary Award. An award for which the recognition device is a cash payment that does not

increase the employee’s rate of basic pay. This also includes a time-off award.

Non-monetary Award. An award for which the recognition device is not a cash payment or

time-off award but rather an award of an honorific value (e.g., a letter, certificate, medal,

plaque or item of nominal value).

Tangible Benefits. Savings to the Government that can be measured in terms of dollars.

Time-Off Award. An award for which time-off from duty is granted without loss of pay or

charge to leave and for which the number of hours granted is commensurate with the employee’s

contribution or accomplishment.

DCMA-MAN 4201-25, June 4, 2020

Glossary - Acronyms 48

GLOSSARY

G.2. ACRONYMS.

AcqDemo Acquisition Demonstration

AFCSM Armed Forces Civilian Service Medal

AFSM Armed Forces Service Medal

AutoNOA Automatic Nature of Action

CFR Code of Federal Regulations

CMO Contract Management Office

CSC Combat Support Center

DCMA-DC Director, Corporate Operations

DCPDS Defense Civilian Personnel Data System

DD Form 250 Material Inspection and Receiving Report

DPMAP DoD Performance Management and Appraisal Program

EEO Equal Employment Opportunity

EEOC Equal Employment Opportunity Commission

EOQ Employee of the Quarter

FWS Federal Wage System

GS General Schedule

GWOT Global War on Terrorism

HQ Headquarters

IAW in accordance with

JPG joint photographic experts group

MB megabyte

MD-715 Management Directive-715

PRA Presidential Rank Award

QSI Quality Step Increase

RPA Request for Personnel Action

SEPC Special Emphasis Program Coordinators

SES Senior Executive Service

SL Senior Level

SOH Safety and Occupational Health

DCMA-MAN 4201-25, June 4, 2020

Glossary - Acronyms 49

ST Scientific and Professional

TFL Total Force Labor and Employee Relations Division

U.S.C. United States Code

DCMA-MAN 4201-25, June 4, 2020

References 50

REFERENCES

Code of Federal Regulations, Title 5

DoD Directive 5105.64, “Defense Contract Management Agency (DCMA),” January 10, 2013

DoD Instruction 1348.19, “Awards of Medals, Trophies, Badges, and Similar Honors in

Recognition of Accomplishments,” February 3, 2014

DoD Instruction 1400.25, Volume 451, “DoD Civilian Personnel Management System:

Awards,” November 04, 2013

DoD Instruction 1402.03, Volume 5, “Senior Executive Service (SES), Senior Level (SL), and

Scientific and Professional Personnel Categories in the DoD Fourth Estate: Performance

Management and Presidential Rank Awards,” April 20, 2017

Equal Employment Opportunity Commission Management Directive 715, October 1, 2013

United States Code, Title 5

United States Code, Title 10