Civilian Acquisition Workforce Personnel Demonstration Project

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Civilian Acquisition Workforce Personnel
Demonstration Project
SAF/AQ Acquisition Demonstration Open Forum
Senior Leadership Committee
22 Mar 99
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Introduction

• Purpose of Project Enhance the quality,
  professionalism, and management of the DoD
  Acquisition workforce through improvements in the
  efficiency and effectiveness of the human
  resources management system.
• Demo initiatives will be tested over five years
  of the project (FY99-04)
• Does not affect leave, benefits, EEO, political
  activity, merit system principles, veteran
  preference

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Demo Background

• Authorized by Public Law (P.L.) 104-106 (1996)
  and modified in P.L.105-85 (1998)
• Permits DoD test of alternative personnel
  policies within civilian acquisition workforce
  (DAWIA-Coded) and supporting personnel
• Congressional reaction to complaints about
  inefficiency in DoD purchasing
• Driven by inflexible personnel system/lack of MGT
  control over staff and programs
• Many initiatives based on Lab Demo but goes to
  the next step in evolution

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DoD Acq Demo Schedule

• 1st Federal Register Published Mar 98
• Public Hearings Apr/May 98
• 2nd Federal Reg Published Jan 99
• AF Implementation Begins Feb 99
• AF Implementation Completed Oct 99

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AcqDemo AF Demographics

• Demo Sites Total Implementation
• AFFTC 2421 14 Feb 99
• SAF/AQ 125 28 Mar 99
• AAC 1524 30 Sep 99
• ASC 3027 10 Oct 99
• HQ AFMC 386 10 Oct 99
• ESC 1024 26 Sep 99
• SMC 1507 10 Oct 99
• Total 10,014
• include bargaining and non-bargaining unit
  employees

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SAF/AQ Implementation Team3-Ltr and PEO POCs
AQ, AQE Diane Burrows
AQI Col Spencer Lt Col Springer
AQC Roxanne Jaramillo Maj McGhee Terry Wise Rick
Beaman
AAA Deona Wolcoff
AQP Roberta Richards Tim Luddeke
AQQ Ginny Condit
AQX MSgt Jordan Diane Burrows Ann McDermott Jean
LaFleur Mandy Edwards
AQS Lt Col Madeka
AQR Maj Castillo
PEO/ATTom Topolski
PEO/FBLt Col Filippi
PEO/LIDenise Taylor-Pace
PEO/WSMaj Duenas Dan Mabey
PEO/WPMissy Gonsman Lt Col Mundelein
PEO/SP Lisa Gagnon
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SAF/AQ Demo Implementation
Key Events
1 Mar 99 - Senior Leadership
Committee Briefing - Designate Pay Pool
Membership, Administrator,
Manager - AQ Letter to Participants 14
Mar 99 - Freeze Personnel Actions (through
28 March) - All Organizations
Complete Employee and Supervisor
Orientation 22 Mar 99 - Acq Demo Open Forum
(0930-1130--Arlington Temple, Rosslyn) 22 Mar 99
- Complete Draft PRDs (replaces PDs) 28
Mar 99 - Implementation Date 28 Apr
99 - Supervisors review/counsel
employees on PRDs 15 May 99 - Provide
Initial Contribution-based Compensation and
Appraisal System (CCAS)
process guidelines
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Acquisition DemonstrationTitle 5 Initiatives

• Contribution-based compensation appraisal system
  (CCAS)
• Paybanding
• Classification system - Management will have
  classification authority
• Employee development initiatives
• RIF procedures
• Delegated Examining process - new hires
• Appointment authorities - Scholastic Achievement
  Appointment and Modified Term
• Extended probationary period for new employees

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Acquisition Demonstration Non-Title 5 Initiatives

• Seek relief from manpower ceilings
• Create realignment tool for force shaping
• Modify PPP rules/procedures to accommodate DAWIA
  requirements
• Modify PPP rules to provide incentives for
  mobility of demo participants/spouses

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Academic Degree and CertificateTraining

• Purpose Extend DAWIA authority to use
  Government funds to attain degrees and
  certification
• Extends benefits to support personnel
• Promotes advanced specialized knowledge
• Attractive outside recruiting tool
• Uses exiting funding sources

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Sabbaticals

• Purpose Give all demo employees opportunity to
  engage in study or work that contributes to their
  development and will benefit acquisition
  community
• Available to all with seven years of service
• Opportunity to acquire expertise outside standard
  working environment
• Promotes Acquisition Reform initiatives and
  partnership with industry

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Revised Reduction In Force (RIF) Procedures

• Purpose Streamline RIF process and make less
  disruptive
• Retention standing is easily computed
• RIF process is understandable and easily tracked
• One round instead of two -- less disruptive
  placement activity
• RIF placement within the workforce are
  predictable
• Employees will be considered for all positions
  and career paths for which they qualify

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Delegated Examining - New Hires

• Purpose Provides for streamlined examining
  process accomplished by agency versus OPM
• Eliminates OPM from examining process
• Recruitment is accomplished at the local level
• Demo sites have already established Delegated
  Examining Units (DEU)

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Scholastic Achievement Appointment

• Purpose Provides authority to competitively
  appoint candidates with degrees
• Simplified process enables competition with
  private sector for best talent
• Procedures already established by career programs
• Authority is extended to local level recruitment
• Authority limited to positions that require
  positive education requirements, e.g.,
  engineering specialties, accounting

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Modified Term Appointment

• Purpose Appointing authority provides
  contingency workforce and flexibility to place
  term employees in permanent positions
• Duration may be possible up to five years
• One additional year extension may be approved
  locally
• Increased capability to expand and contract
  workforce
• Employees can compete under local merit promotion
  procedures for permanent positions

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Extended Probationary Period

• Purpose Allows the probationary period to be
  extend for employees in the Business Mgmt
  Technical Mgmt Professional Career Path
• Supervisor may extend probationary period for
  length of time employee attends training
• Allows sufficient time to assess employee
  contribution within Acquisition environment

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SAF/AQ Demo Participants

• Criteria
• Includes all SAF/AQ civilians (less SES)
• Includes positions targeted for abolishment in
  00/3, 01/3, 02/3
• Excludes civilians assigned to central salary
  account (e.g., long term training assignments
  ICAF, career broadeners, fellowships, etc.)
• Excludes positions targeted for abolishment in
  99/3
• (Incumbents of these positions will be included)
• Unique circumstances will be decided on a
  case-by-case basis

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Employee Buy-in

• Within Grade Increases (WGI) are discontinued
  under demo provisions (there are no steps within
  paybands)
• To compensate at time of transition into demo,
  adjustments will be made to employee base salary
  for step increases or career ladder promotions
• Adjustments prorated
• Share computed upon number of weeks employee has
  completed towards next higher step/grade
• General Manager (GM) merit pay and special salary
  rates are not applicable in Demo
• Will be a part of buy-in calculation

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Calculating Demo Buy In
NEW SALARY (time in step/time between steps)
step increase current salary
EXAMPLE GS-12, Step 4, 12 months towards Step 5,
current salary 53,676 New Salary (52/104)
(55,303 - 53,676) 53,676 813 53,676
54,490
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Position Requirements Document(PRD) What it is/Is
not

• Replaces the previous Position Description (PD)
• Contains descriptive data, major duties, and
  factors--defines the duties and responsibilities
  of the position
• Does not contain detailed, performance
  plan-level, job description

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Position Requirements Document (PRD) What SAF/AQ
is doing

• Developed generic duty descriptions to the
  maximum extent possible
• Defined duties in terms of six CCAS appraisal
  factors to highlight key areas and facilitate
  evaluations

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Position Requirements Document (PRD) What SAF/AQ
is Doing
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CCAS Goals

• Reward employees for their contribution to the
  organizations mission
• Enhance consistency and fairness in ratings
  through panel reviews
• Promote increased supervisor-employee
  communications
• Facilitate employee progression
• Provide supervisors better tools for ratings

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Key CCAS Principle

• All employees rated on the same six factors
• Problem Solving
• Teamwork/Cooperation
• Customer Relations
• Communication
• Leadership/Supervision
• Resource Management
• Common definitions for team and customer
  adopted

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Key Definitions

• Definition for team
• two or more individuals who collaborate (formally
  or informally) to achieve a common goal,
  objective or mission
• Definition for customer
• any person or organization (internal or external)
  for whom the employee or team provides a product
  or service (to include advice or recommendations)

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SAF/AQ CCAS Initial Guidance

• Create one pay pool for all SAF/AQ
• Pay Pool manager is Mrs. Druyun
• Weight each of the six factors equally
• Reserve 5 of awards funds for Monetary Incentive
  Awards
• Special Act and Notable Achievement

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SAF/AQ CCAS Initial Guidance

• First appraisal cycle six months (subsequent
  cycles one year)
• Supervisors discuss contribution expectations
  with all employees
• Within first 30 days after implementation

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CCAS Process Steps

• Supervisor communicates expectations
• Employee provides contribution inputs
• Supervisor rates employee on each factor
• Total determines Overall Contribution Score (OCS)
• Managers review supervisor ratings
• Ensure consistency and fairness
• Multiple levels of review

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CCAS Process Steps (continued)

• Pay Pool Manager determines employees
  compensation eligibility and adjusts pay
• Uses pay rails established by OPM
• Supervisor communicates ratings, OCS and
  compensation adjustments to employee

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CCAS Compensation Eligibility
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CCAS Compensation Sources

• General Pay Increase (G-Pay)
• Cost of Labor increase in annual DoD Budget
• Contribution Rating Pay Increase (I-Pay)
• Previous step raises, QSIs, promotions
• Now 2.0 to 2.4 budgeted for raises
• Contribution Award (A-Pay)
• Previous performance awards
• Now 1.0 to 1.3 budgeted for awards
• 95 to annual awards, 5 to spot awards

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Compensation Adjustments
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CCAS Schedule

• 28 March 99 Rating period start
• 1-28 April Supervisors counsel all
  employees
• May-August Mock CCAS cycles
• 30 September Rating period end
• 1 October CCAS process start
• 17 December CCAS distribution final
• 2 January 00 Pay increase effective

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question/answer time

• Write your questions down on sheets at back of
  handout
• (Pass to end of row)