Managing the Civilian Workforce

1. Managing the Civilian Workforce Mr. Keith Krejci HQ AFMC/DOB Air Force Materiel Command War-Winning Capabilities … On Time, On Cost I n t e g r i t y - S e r v i c e - E x c e l l e n c e

2. Civilian/AF AFIs The Good, the bad, & the ugly Core Docs & Performance Plans Appraisals & Awards Discipline & Adverse Actions Union & Negotiations Dress Codes Civilians in Staff Positions Medical Qualifications Scheduling Motivating the Civilian Workforce Resources OVERVIEW Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

3. I am not a civilian personnel expert! Specific guidance difficult – each location different based on union bargaining agreement Each CPO functions as it’s own entity Each individual at CPO owns their process Our profession (Airfield Ops) uncommon and complicated Best advice – find a contact and get smart BUILD A RELATIONSHIP! DISCLAIMER Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

4. AFIs – MILITARY VS CIVILIAN AFI 13-204 Holloman AFB Hill AFB Vance AFB AFI 36-1001 Holloman AFB Hill AFB Vance AFB

5. WHY IT’S IMPORTANT TO YOU Civilians are a permanent (and growing) part of our professions Little experience in managing civilian workforce Constantly changing military leadership No other group to benchmark Unless we start off on the right track – we’ll be correcting for the long term You may be part of the civilian workforce WHY IS THIS IMPORTANT? Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

6. Good Experienced, stable workforce Proven (Mostly) performers Likely to stay at location Bad Stagnation Lack of ownership They stay while military comes and goes Ugly Difficult to discipline VERY difficult to terminate THE GOOD, THE BAD, & THE UGLY Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

7. Performance Plan Contract between supervisor and employee Describes duties and provides measurement Reviewed by supervisor and employee annually May be either CPD or AF Form 860 Core Personnel Document (CPD)(PD)(CoreDoc) Describes the duties of the position May or may not have usable measurement standards May be used as the Performance Plan CORE DOCS & PERFORMANCE PLANS Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

8. Performance Plan may have advantages Easier to change More detail Can’t duplicate CPD – can supplement No more than 7 critical elements * Use the Civilian Progress Review Worksheet (Feedback) AF Form 860B CORE DOCS & PERFORMANCE PLANS Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

9. Annual Appraisals Easy compared to military system Same evaluation period (1 Apr-31 May) Pass/Fail Award built in to system w/written justification Varies from base to base/union to union Open, visible system Awards May mirror AF awards (exemplary/meritorious) Monetary incentive awards Letters of appreciation/commendation Annual Airfield Operations Awards Military or Civilian – Awards Motivate! APPRAISALS & AWARDS Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

10. One workforce – one standard Documentation is the key Supervisor’s employee file (AF Form 971) Very systematic/lockstep process Many elements same as military Verbal/written Counseling/reprimand Admonishment Suspension/Termination Keep in contact with CPO Have a backup plan DISCIPLINE/ADVERSE ACTIONS Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

11. Meeting Facility Qualification Requirements Facility rating is a condition of employment New hire is probationary for 1 year Define expectations, communicate lack of progress Consider termination if progress not made No ATCS Withdrawal Process for Civilians Must terminate employment Lessons Learned at Eglin AF Documentation unusable Performance Improvement Period (PIP) CPO, Legal involved Understand implications No MAJCOM/AFFSA involvement DISCIPLINE/ADVERSE ACTIONS Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

12. DISCIPLINE – MILITARY VS CIVILIAN Supervisor Oral Admonishment Letter of Reprimand Suspension Termination CPO Legal Office Congressman Union Commander

13. Unions need not be a negative Everyone in the bargaining unit is represented – not just the members Unions may review AFIs/Sups, etc. Cannot contest operational/procedural guidance May contest work conditions Keys to success Fair, consistent treatment – up front & visible Negotiate – not force, issues Understand the process Problems? Document, document, document! UNIONS & NEGOTIATIONS Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

14. Employees are expected to comply with reasonable dress and grooming standards based on comfort, productivity, health, safety, and type of position occupied. AFI 36-703 Position has visibility to military and civilian community (Documentation required) “Professional public image” Shorts, sandals, etc. unsafe in evacuation Spell out dress in OI DRESS CODES Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

15. Current Philosophy AF Obligation is to train/prepare controllers for leadership in theater Civilian controllers were hired to offset CONUS manning/training shortages – not lead AFI 13-203 permits temporary use Most civilians not hired to be supervisors Intent was not to serve as primary WS Some CPDs coded as “1st level supervisor Military working for/rated by civilians – problem? CIVILIANS IN STAFF POSITIONS Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

16. Non-supervisory use as watch supervisors Intermittent, short term use OK If over 30 days, check with CPO Make sure employee receives credit Chief Controller, CATCT, TSN Only when primary not available Non-UMD Positions Take advantage of experience Don’t deny opportunity to military For all – make sure employee understands conditions CIVILIANS IN STAFF POSITIONS Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

17. MEDICAL REQUIREMENTS Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources • FARs require civilians have FAA Class II • Use of civilian AME • Fitness for duty determinations • One AME for all? • Suspense/retention same as Form 1042 • Make clear to civilian controllers their responsibility for determining their fitness for duty • Fundamental difference between military & civilian • controllers – civilians must pay for personal • medical care – you cannot direct them to doctor

18. SCHEDULING Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources • Civil Service pay period based on 80-hours • May have more – can’t have less • Be flexible in scheduling – don’t avoid shiftwork • More flexible than military • 8 hours between shifts • 9-hour shifts • Overtime • Common problems • Pre-duty familiarization • Priority for overtime • Unscheduled openings • Beware the “off time” trap – use annual leave

19. Keeping the Civilian Workforce Motivated Ownership (TRBs, AOBs, FABs, etc.) Professional Development AFI 36-401, Employee Training and Development FMS, other courses/seminars Awards/Recognition Programs Social events They’re an important, long-term asset Look for ways to keep them engaged! Remember – they won’t PCS MOTIVATING THE WORKFORCE Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources

20. RESOURCES Overview The Good, Bad & Ugly Core Docs & Perf Plans Appraisals & Awards Discipline & Adverse Acts Union & Negotiations Dress Codes Staff Positions Medical Qualifications Scheduling Motivating Resources • Personnel Management Information Support • System: “PERMISS” • http://www.afpc.randolph.af.mil/permiss/index.htm • AFI 36-106, Supervisor’s Records • AFI 36-703, Civilian Conduct • AFI 36-704, Discipline and Adverse Action • AFI 36-1001, Civilian Performance Program • AFI 36-1004, Managing Civilian Recognition Programs • CPO Training Classes

21. QUESTIONS?