Servicing Personnel Office (SPO) Alignment Group Charter Progress Report

1. Servicing Personnel Office (SPO) Alignment Group Charter Progress Report CAPT Robert ThompsonMarch 20, 2013

2. What are some of the goals of Phase I SPO Alignment? • Reduce the number of entry points for pay & personnel transactions to improve compliance and controlSPOA-WG recommends Phase One align all SPOs geographically located within a 50 miles of each of the existing Base and Base Detachment. 42 existing SPOs would align to create 14 SPOs located at the Bases. • Re-level workload to align with tasking and serviced populationsActive Duty and Reserve populations were established for the 14 proposed locations. • Align military personnel support within the DCMS Standard Base ConstructPersonnel & Administration duties completed at the unit level; SPO transactions completed at the Base. • Align military personnel support within the DCMS Standard Base Construct.

3. Work Analysis Assumptions • Only SPO functions will align at SPOs. Sufficient support personnel will remain at all units to provide personnel and admin functions. • Alignment of SPOs will occur with resource neutral results. Only SPOs within a 50 miles radius of each other were considered for alignment. • Billets indentified from CGBI ePAL; not all positions performing SPO work were labeled “SPO” so those labeled Admin/PERS were considered as well. Billets at non-SPO units in Phase I were not considered. • All YN tasks documented in the YN-MRA were validated and used as the basis for measuring the work. The YN-MRA determined the YN workforce is understaffed. Our SPO staffing logic is based on 50% of SPO workload being completed during a standard 42 hour workweek. The planning factor for P&A is what is required for work completion. The YN-MRA documented 219 SPO related tasks and 244 P&A related tasks. • Measuring the number of records managed per person does not accurately capture workload. Previous target of 144 PDRs per YN is not an accurate ratio as it did not consider differences in active duty and reserve work nor auditor tasks.

4. Work Analysis Assumptions • Assuming 42-hour work week • Each military member generates work that must be done by SPO or P&A. The work generated is dependent on the member, not the record. • Based on overall workload, statistically, each Active Duty or Reserve member creates the following amount of work for SPO/P&A: SPO Work: .15 hours per week per Active Duty member supported (9 minutes) .24 hours per week per Reservist supported (14.4 minutes)  Personnel &Administration (minus Transportation) Work: .26 hours per week per Active Duty member supported (15.6 minutes) .34 hours per week per Reservist supported (20.4 minutes)

5. Yeoman/PERS Aligned Task & Responsibilities SPO • Ensures all pay and personnel policies outlined in the PPC 3P Manual, SPO Manual & other directives are properly adhered to. • Carry out auditor responsibilities of PAO. • All DA transactions affecting military pay & allowances are processed accurately & timely. • Ensure all HR transactions are supported by required documentation. • Process all pay & personnel transactions related to PCS orders. • Process all pay & personnel transactions for Reserve recall, mobilization and Reserve on AD. • Prepare & process all documentation required for admin & disciplinary actions. • Maintain and process SPO-PDRs. • Liaison with personnel services organization. Personnel & Administration • Provide admin. & personnel support to members assigned to unit. • Primary pay, allowances & benefits counseling. • Review, support & initiate all CG-mandated pay & personnel transactions to SPO. • Manage TDY orders & conduct PCS counseling • DEERS/RAPIDS and ID cards services • Provide travel & transportation support, counseling and travel claim assistance. • DA coordinator for unit & supported units. • Manage GTCC program. • Manage overseas entry approval. • Coordinate administration of military justice processes. • Manage unit award, weight, & urinalysis • Liaison with SPO.

6. Business Rules for SPO and P&A Staffing • All tasks were divided into 3 categories – worker (YN2/YN3), auditor (YN1) and supervisor (YNC and above). • Calculated hours of work and broke down the SPOs by the population they service; populations are 3000, 2500, 1500, 1000, 500 and >250. • Hours of work roughly equate to a YN2/YN3 to 167 members. YN1 equals an auditor. Auditor ratio is 1 to 500 members. • Each unit requires 2 authorized auditors regardless of population due to span of control and DA requirement. • A SPO with 250-500 has a YNC Supervisor; <1000->2000 a YNCS; and 2000+, a YNCM. An OUTCONUS SPO of at least 1500 has a YNCM. CWO PERS will not perform as SPO supervisors; they will lead P&A Offices. • Staffing priorities for P&A were applied for P&A offices as follows – Sector, Air Station, District Office. • Billet upgrade and downgrades are aligned with the staffing logic and resulted in alleviating some of CG-12A’s pyramid concerns.

7. Alignment Benefits • Meets CFO Audit recommendations to reduce the number of entry points for pay & personnel transactions. • SPO and Personnel & Admin workload is properly re-leveled to improve efficiency and effectiveness. Encompasses work completed by 398 YN and PERS billets. Billet Map proposed redistributes the existing billets to optimize ability to successfully complete work. • Military personnel support is aligned with the DCMS Standard Base Construct. • Phase I alignment will account for the support of 23,530 members (active and reserve) or 47.67% of CG military members. • Maintains continuity of SPO services throughout the Coast Guard.

8. SPOA-WG Phase 1 Next Steps • Brief Area and District Commands • Send billet maps out for concurrent clearance. • Develop a change management plan; field level Q&A already in development. • Align proposed billet changes with existing personnel’s rotations dates to limit moves. Target FY14 implementation of Phase I. • Develop survey for units impacted by alignment to assess space and equipment needs. • Develop Phase II Alignment COAs. • Align remaining non-Base SPOs outside 50 mile radius of existing Bases; align remaining SPOs to major SPOs nearby.

9. Questions?