Personnel Acquisition Demonstration Project: Pay Pool Structure, Organization & Management

1. Personnel Acquisition Demonstration Project (DEMO) Pay Pool Structure, Organization, & Management Prepared By: Barry Breen Edwards AFB, CA

2. Generally Follow(s) Organizational or Functional Lines Pay Pool Manger (PPM) and Panel administer DEMO initiatives PPM determined by local installation At Least 35 Employees/Not More Than 300 Experience shows that 100-200 is very workable in one pool Cross section of job series and broadbands desirable Experience Shows That Ratio of 20-30 Employees to 1 Panel Member Is Workable & Representative Panel members should be supervisors who work directly for pay pool manager or are in the pay pool manager’s chain or peer organization Panels of Larger Pools Should Have Sub-Panels 1st level supervisors need to be involved in process/discussion Selected Sub-Panel members would be members of main Pay Panel Pay Pool Structure

3. Pay Pool Manager (PPM) Leads/Chairs Panel Appoints pay panel members Pay Pool Executive (“Exec”) Assists Pay Pool Manager in managing panel business/communication CCAS expert Focal point for ensuring trained supervisors in pool Pay Pool Data Maintainer (DM) Maintains employee data records in DEMO software Conducts “uploads” and “downloads” of data as required by PPM and Exec & in support of CCAS process Note: Critical that PPM, Exec and DM are trained experts in DEMO processes, including CCAS Pay Pool Structure….more

4. Developing standard Position Requirement Documents (PRD) How will personnel transition from PDs to PRDs Tracking/numbering scheme Series, General Skill, Skill, Shred and Sub-shred consistency Time-line for drafting/reviewing Maintain new/revised documents Salary setting guidance for hiring and promoting Guidelines/approval for new hires Guidelines/approval for promotions When does contribution warrant promotion to higher BB? What will salary be? Track New Hire Salaries, Bonuses, Retention Allowances Pay Panel Functions

5. Training and Communication Of Employees, Supervisors and Panel/Sub-Panel Members New employee DEMO orientation New supervisor orientation New pay panel member/sub-panel member orientation Outbriefs to employees after each annual cycle Continuing communications Access to pay panel Certificate Training funding application process selection Pay Panel Functions…..more

6. Volunteer Emeritus process (identification/recruitment, clearance) agreement letter Sabbatical process/guidelines application approval agreement letter CCAS Calendar for Fall Understand & execute process (full discussion - NEXT) Non-CCAS Awards (Mid-year) Budget Tracking/Status Pay Panel Functions…..still more

7. Hear and Adjudicate CCAS Administrative Grievances Deficient Contribution Disposition & Review Approve Contribution Improvement Plans (CIP) Periodic review of personnel by supervisors with pay panel Periodic Review Meetings (recommended every 4 months plus CCAS execution meetings Conduct all business, status and tracking of panel functions Allow access to panel by employees for issues/concerns Pay Panel Functions…..concluded

8. Organization Establishes Personnel Policy Board for DEMO (or modifies charter of existing group) Chaired by Executive Director (or equivalent) Includes pay pool manager(s), CPO, command as appropriate Meets regularly (I.e. once a month/every other month) Tasked per FR-- Overseeing civilian pay budget Addressing issues associated with two pay systems (CCAS & GS) Determine composition of pay pools IAW FR Provide guidance to PPM Administer funding and policy issues for CCAS Administer/review hiring and promotion salaries/policies Assess need for changes to DEMO procedures and policies Policy Board

9. Design Review (~annually in Feb) Reviews software supporting CCAS for efficiencies or improvements\ In-Process Review (IPR) (~annually in Mar/Apr) Reviews project status from last cycle Takes up issues and concerns Component briefings Input to DEMO program office DEMO Project Reviews

10. Questions?