Civilian Acquisition Workforce Personnel Demonstration Project

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

2. 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

3. 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

4. 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

5. 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

6. SAF/AQ Implementation Team3-Ltr and PEO POCs AQ, AQE Diane Burrows AQI Col Spencer Lt Col Springer AAA Deona Wolcoff AQC Roxanne Jaramillo Maj McGhee Terry Wise Rick Beaman AQP Roberta Richards Tim Luddeke AQQ Ginny Condit AQX MSgt Jordan Diane Burrows Ann McDermott Jean LaFleur Mandy Edwards AQR Maj Castillo AQS Lt Col Madeka PEO/ATTom Topolski PEO/LIDenise Taylor-Pace PEO/FBLt Col Filippi PEO/WPMissy Gonsman Lt Col Mundelein PEO/WSMaj Duenas Dan Mabey PEO/SP Lisa Gagnon

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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)

14. 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

15. 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

16. 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

17. 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.) • Excludespositions targeted for abolishment in 99/3 (Incumbents of these positions will be included) • Unique circumstances will be decided on a case-by-case basis

18. 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

19. Step1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Annual step Annual step Annual step Step every two years Step every two years Step every two years Step every three years Step every three years Step every three years 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

20. 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

21. 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

22. Business Management &Technical Management Professional I II III IV (43) (6) (28) (0) (GS 1-4) (GS 5-11) ( GS 12-13) ( GS 14-15) • Deputy, Directorate/PEO • Chief, Division/Branch • Senior Staff Officer (Functional) • Senior Staff Officer (MAD) No generic PRD classes • Staff Officer (MAD) • Staff Officer (Functional) No generic PRD classes Technical Management Support I II III IV (0) (0) (0) (0) (GS 1-4) (GS 5-8) (GS 9-11) (GS 12-13) Administrative Support I II III (23) (18) (0) (GS 1-4) (GS 5-7) (GS 8-10) • Executive Asst (DCS/Directorate/PEO) Admin Support Asst Position Requirements Document (PRD) What SAF/AQ is Doing

23. CCAS Goals • Reward employees for their contribution to the organization’s mission • Enhance consistency and fairness in ratings through panel reviews • Promote increased supervisor-employee communications • Facilitate employee progression • Provide supervisors better tools for ratings

24. 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

25. 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)

26. 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

27. 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

28. CCAS Process Steps • Supervisor communicates expectations • Employee provides contributioninputs • Supervisor rates employee on each factor • Total determines Overall Contribution Score (OCS) • Managers review supervisor ratings • Ensure consistency and fairness • Multiple levels of review

29. CCAS Process Steps (continued) • Pay Pool Manager determines employee’s compensation eligibility and adjusts pay • Uses pay rails established by OPM • Supervisor communicates ratings, OCS and compensation adjustments to employee

30. CCAS Compensation Eligibility

31. 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

32. Compensation Adjustments

33. 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

35. question/answer time Write your questions down on sheets at back of handout (Pass to end of row)