LRD Civilian Recruitment Plan

1
LRD Civilian Recruitment Plan

• Updated - 14 April 2008
• Includes Decisions from Regional Command Council
  (RCC)
• Meeting 27 March 2008
• Dianne Hibbs

2
BackgroundCHR Transformation

• WHAT IS IT?
• Complete redesign of CPOC/CPAC structure and
  processes throughout the Army
• OBJECTIVES
• Realign for improved customer service
• De-fragment processes (CPOC and CPAC merged)
• CONCEPT PLAN
• All substantive Recruitment and Position
  Classification work and positions moved from CPOC
  (back room operations) to CPAC (front room
  advisory)
• From 5 central CPOCs to multiple CPACs
• IMPLEMENTATION
• LRD as Pilot Site Jun 06 All Army Aug 07

3
BackgroundArmy Lean Six Sigma Project

• ARMY REVIEW OF CIVILIAN RECRUITMENT
• Job Analysis for Classification and Staffing
  Combined
• Key is the upfront comprehensive analysis of
  total recruitment package
• How and where to find the right person
• Job Description
• Marketing and Advertising Plan
• Recruiting Incentives
• Recruitment Strategy

4
BackgroundLRD Expedited Recruitment

• LRD VERSION OF ARMY TEST
• Expedited Recruitment Package
• Upfront CPAC Work Plan Based on Consultation with
  Manager
• Cradle to Grave Analysis and Execution
• Streamlined Rating and Evaluation
• Retain only Value-Added Steps
• Panels? Interviews? - Evaluate Need on
  case-by-case basis

5
Value Stream Analysis

• LRD initiative to review management piece of
  recruitment process
• Proposed by RMB
• Nashville volunteered to host
• LRN Green Belt (Vickie Caldwell) as PM
• Phil Johnson assist and coordinate
• Anna Miller (AG1/CP staff Black Belt) assist
• Lee Campbell, HQ USACE VSA lead
• VSA 27-30 November 2007 at LRN

6
VSA Team Members

• Jerry Bower, LRB-IR Vicky Caldwell, LRN - Event
  PM
• Lee Campbell, HQ, Black Belt Wanda Coleman, LRD
  CPAC-LRN
• David Dale, LRD RBD Gene Davis, LRH-OP
• Lisa Eberly, LRD CPAC-LRP Bill Fisher, LRN-EC
• Dianne Hibbs, LRD Reg CPAC Judy Hoffmeister,
  LRD-RM
• Phil Johnson, LRD BMD Danita Jones, LRN RM
• Jamie Lemley, LRD CPAC-LRH Linda Marino, LRP-EEO
• Anna Miller, DA-G1 LTC Matt Orenstein, LRH-DDE
• Christine Rossi, LRN-RM Rob Smallwood, LRL-OP
• Linda Sorn, LRC-TSD Buzz Stevenson, LRP
• Nancy Sutman, LRD CPAC-LRN Janis Weigand, HQ
  USACE HR-LRD
• VSA Training Attendees
• Mari Fournier, MVR John Roberts, HQ Matt
  Wilson, NWK

7
Regional Recruiting Process VSA Results

Current Process Future Process Improvement Possible
Steps 54 31 39
Cycle Time (d) 64-574 47-446 22-27
Touch Time (d) 5-20 4-17 16-20
Approvals 15-23 4-5 80-83
Rework 2.33 1.53 34


8
Significant VSA Process Changes

• Upfront Human Capital Plan
• Eliminates requirement for individual approvals
  of vacancies
• One-time analysis and approval of plan
• Eliminates need for individual PMC review
• Eliminates need for individual COP/Functional
  Board Review
• Eliminates need for individual CG approval
• Allows better analysis
• More proactive, complete, long-term

9
Human Capital (HC) Plan

• Comprehensive strategy for managing
  people/positions
• Integrates results of
• Workload to Workforce Analysis
• Integrated Manning Document
• Regional Command Operating Budget
• Functional Board Review

10
Human Capital Plan

• Functional Board Chiefs
• Proactive input on future direction
• Upfront advice on technical competencies
• District Commander Assessments
• Long-range planning
• Short-Term Assessment
• FTE Utilization
• Direct Charge AE Targets
• Budget Targets
• Strength Targets (90-100)
• Critical Technical Competencies
• Workforce Issues

11
Human Capital Plan

• CPAC Input on Strategies
• EEO Input on Affirmative Employment
• Position Management Committees (PMCs)
• Proactive development of strategies
• Review of ongoing actions execution of plan
• Assist in development of future HC Plans
• Regional Management Board Review
• Regional Command Council Approval

12
Human Capital Process

• Approved HC Plan is baseline
• CPAC validates recruitment requests against
  approved HC Plan
• If approved, recruitment action can proceed
• CPAC consults with management and develops
  expedited recruitment package
• EEO provides input on AEP strategies

13
Change in Review Process

• No individual review of action (prior to
  initiation) by RM, EEO, District Cdr/Mgrs, LRD
• Input occurred during HC Plan development and
  approval
• CPAC to provide regular/recurring status reports
  of pending and completed actions
• New Division-wide process
• Requests for Personnel Action (RPAs) routed
  directly from managers to CPAC
• CPAC comparison to HC Plan
• CPAC reports and status updates on execution

14
Out-of-Cycle Requests

• Out-of-Cycle requests can be for new or changed
  positions
• New standard form to be used
• Replaces current Appendix A, B
• Out of Cycle Process
• Manager submits new Appendix A Out-of-Cycle
  Request to CPAC
• CPAC reviews and schedules PMC Review
• District PMC meets monthly to review status
  reports and out-of-cycle requests

15
Out-of-Cycle Requests (contd)

• District PMC Makes Recommendation
• To District Commander for Approval, or
• Thru DE for LRD Review/Approval
• District Commander Approval Authority
• Movement of identical positions within the
  District (except GA, Regulatory, EM)
• Change in series unless such change has an impact
  on critical competencies pre-identified by LRD,
  Functional Board Chair, or District
• Hiring action for students and DA Interns
• Classification authority/upgrades of
  Nonsupervisory
• Clerical positions up to and including GS-07
• Technician positions up to and including GS-11
• Professional/Administrative positions up and
  including to GS-12
• If NSPS, use same GS equivalency as above

16
Out-of-Cycle Requests

• LRD CG Approval Authority
• All new positions (other than students)
• Movements and series changes other than those
  listed within District authority
• Includes any pre-identified critical
  competencies that require special review
• Classification authority upgrades of
• All supervisory positions
• All Pay Band 3 or GS-13/14/15 positions
• Upgrades above District Cdr authority
• Actions submitted to LRD go
• Through local PMC and District Commander
• To HQ USACE/LRD HR Advisor
• On New Appendix A form
• Requests reviewed by Functional Board Chair prior
  to CG action

17
Corporate Procedures

• Definition of corporate
• Pay Band 3 Supervisors, and
• Pay Band 2 Supervisors who are
• 2d-line supervisors, OR
• Office/Division Chiefs (supervisors) reporting
  directly to District Commander/Deputy Cdr

18
Corporate Panel Requirements

• For District positions which are Pay Band 3
  Supervisors (GS-15 equivalent)
• Panel Chair is the Division Commander
• Approves recruitment strategy package
• The Selecting Official is the Division Commander
• Panel must include
• Panel Chair
• Appropriate LRD SES Directorate Chief
• District Commander
• SES from outside the Division (i.e., from HQ
  USACE or from another Division)

19
Corporate Panel Descriptions

• For District positions which are PB-2
  Supervisors, or PB-3 Supervisors with a GS-14
  equivalency
• The Panel Chair is the District Commander
• Approves recruitment strategy package
• The selecting official is the Division Commander
• Panel must include
• Panel Chair
• Supervisor of the position
• A GS-15 from another district
• GS-15 COP Lead from LRD

20
Corporate Panel Descriptions

• For Division positions which are PB-3 Supervisors
  
• The Panel Chair is the Division Commander, or
  SES/Deputy Cdr if designated to act for
• SES/Deputy Cdr can approve recruitment strategy
  package if so designated
• The selecting official is the Division Commander
• Panel must include
• Panel Chair
• Supervisor of the position
• An SES from outside the Division if GS-15 equiv,
  OR
• A GS-15 from outside the Division if GS-14
  equiv
• A District Commander (if GS-15 equivalent)

21
Corporate Procedures

• Panel Advisors
• HR and EEO advisors presence is not required
  during panel interviews
• USACE policy does not require and discourages
  active EEO participation in interviews to avoid
  potential conflicts
• HR and EEO involvement and upfront advice are
  critical
• Should be on-call and available to answer
  questions during interviews

22
Corporate Panel Advisors

• LRD Policy
• A CPAC representative may be requested to observe
  the panel proceedings, but this is not mandatory.
  In lieu of being present for the interviews, it
  is recommended that the CPAC representative
  participate in the "short list" teleconference
  and be in an on-call status on the day of
  interviews to allow easy access if needed.
• An EEO representative may be requested to observe
  the panel proceedings, but this is not
  recommended. The EEO plays a vital role in
  recommending strategies during the upfront
  planning process, but to avoid perceptions of
  conflict should an applicant seek advice on
  complaint proceedings or choose to file a formal
  complaint, the EEO Office should remain detached
  from the actual panel selection process and
  interviews.

23
Panel Selections and Interviews

• Positions Below Corporate
• Panel selections and interviews retained where
  appropriate
• All supervisory positions will have panel
  selections and interviews
• Recruitment strategy packages developed and
  approved by District Commander
• Other positions (non-supervisory)
• Highly recommended and encouraged for positions
  where significant internal competition is
  expected
• District Commander decision

24
Selections and Interviews

• Positions Below Corporate (contd)
• Less formal process
• CPAC and EEO participate in expedited
  recruitment plan for all recruit actions
• CPAC and EEO provide upfront advice
• CPAC and EEO not present during interviews

25
Other Process Changes

• Expedited Recruitment Plan
• Upfront analysis and determination of recruitment
  strategy and plan
• Comprehensive assessment of cradle to grave
  processes
• Position description requirements
• Marketing, incentives, evaluation criteria
• Announcement area, open period
• Timeline for execution
• Roadmap and action plan for recruitment
• CPAC initiates, in consultation with manager

26
Short List Evaluation

• For corporate and below
• Used for panel selections to narrow field of
  candidates being interviewed
• Process can be used for other (non-panel)
  selections also
• Referred candidates grouped in 3 Tiers
• Tier 1 Top Group (to be interviewed)
• Tier 2 Next Level (may be interviewed)
• Tier 3 Not a finalist
• Assignment to tiers based on review of
  job-related criteria
• Critical competencies, skills, specialized
  experience
• Resume used for short-list evaluation
• No KSAs or crediting plans
• No matrix points/scoring
• Simpler process, yet enhanced quality in
  discussions and review

27
Announcements

• Open Announcement Period Number of
  days_________________
• Standard is 21 calendar days for corporate
  level
• Standard is 10 calendar days for positions below
  corporate
• Unless local union contract requires more

28
Other Options in the Future

• Open-Continuous Announcements
• High volume or hard to fill positions
• Regional effort but location specific
• Streamlined job offer and in-processing
  procedures
• Under development
• Better analysis of expected attrition rates
• Development of long-term recruitment strategies
  and succession plans
• Linkage of HC Plan assessments to
• Regional or site-specific recruitment plans
• Regional Training Plan (to address Workforce
  Development needs for maintaining technical
  competence)

29
Summary of Decisions

• Upfront Human Capital Plan Process
• PMC Strategic Role rather than individual action
  review
• RM/EEO provide upfront review and input to HC
  Plan (rather than individual review)
• RPAs routed directly from managers to CPAC (no
  separate routing)
• CPAC checks against HC Plan
• CPAC provides status reports as needed

30
Decisions (contd)

• Out of Cycle Requests
• Local PMC Review
• District Cdr approval authority
• Movement of identical positions (except in or out
  of GA, Emergency Mgt, Regulatory)
• Change in series unless pre-determined critical
  competencies are impacted
• Upgrades up to and including GS-07 Clerical,
  GS-11 Technical, GS-12 Professional/Admin (if
  NSPS, use same GS equivalency)
• Other actions go to LRD

31
Decisions (contd)

• Corporate procedures
• New definitions
• Panel member clarification
• Recruitment package approval revised
• Panel Advisors role revised
• Below corporate
• Simpler process
• Panels required for supervisors encouraged for
  others

32
Decisions (contd)

• Short List Process
• Streamlined yet effective
• No KSAs use of resumes only
• Announcement open period defined

33
Way Ahead

• Implement new processes
• Continue training in CPAC on new processes and
  merged functions
• Train supervisors
• Review, refine, improve processes
• Expected improvements
• Timeliness 25-30 or more
• Quality Significant