Supervising Civilians ALMS Course

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Supervisor's Role in Workforce Planning

-Help define the long-term direction -Assess current and future workforce and identify skill gaps -Develop a plan to help bridge gaps -Work with leaders to develop long-term workforce plans

Workforce Planning Considerations

Future Budget Constraints and Recruitment Pool.

Workforce Planning

Getting the right number of people with the right skills, experiences, and competencies in the right jobs at the right time.

Common Reclass Mistakes

Prematurely submitting RPA, assumes FASCLASS PDs set standard, believes all changes should result in change in PD, fails to include other duties as assigned, ignores importance of collective bargaining, fails to collaborate/coordinate with CPAC

General Schedule Work Categories

Professional, Administrative, Technical, Clerical, Other (PATCO)

Disagreements on Classification

Classifier sends written position classification advisory to supervisor, DCA considers CPAC advice, DCA prepares written response if not accepted.

Federal Wage System Format

Four factors 1. Skills and knowledge 2. Responsibility 3. Physical Effort 4. Working Conditions

Creating a New Position

Key responsibility is effective position management.

Supervisor's Role

Achieving the best balance of economy, determining job duties and responsibilities, ensure accuracy of the position description.

CPAC's Role in Classifciation

Advisor; provides HR training; verifies PD format and accuracy, makes exempt/nonexempt determination, provides a classification advisory opinion if significant, finalizes action for processing.

Job Analysis

Analyze job duties, compare duties to classification standards

Two Types of Position Audits

Desk Audit; Group Audit

Classification Stages

Determination of Need, PD, Request for Personnel Action, Classification Confirmation/Position Build, Staffing

PD Requirements

Determine the kind of position (occupational series); estimate the level of difficulty; indicate the appropriate position title.

PD Importance

Documents major duties, responsibilities, and organizational relationships; official record of job classification

Writing PDs

Don't reinvent, look at current PDs, use FASCLASS, don't copy or cite a PD because it has the grade you desire.

Workforce Planning: A Multi-Level Strategy

Effective workforce planning is conducted at all levels. It must reflect the management and environment of the organization for which it is developed.

Formats for Position Descriptions

Factor Evaluation System, Wage Grade, Narrative, Supervisory General Schedule, Wage Supervisor

The Factor Evaluation System (FES)

Most commonly used PD format; contains 9 factors. 1. Knowledge Required 2. Supervisory Controls 3. Guidelines 4. Complexity 5. Scope and Effect 6/7. Personal contacts; Purpose of contacts 8/9. Physical Demands; Work Environment

FASCLASS

Most commonly used PD tool

Major Duty

Must represent 25% of the employee's time or require significant knowledge

Regular and Recurring

Not emergency, not acting in the absence of someone else, is typically scheduled

Notification of Personnel Action (NPA) or SF-50

Personnel Action Final Document

What is a Classification?

Plays an integral role in position management. It is a process through which Federal jobs are assigned to a pay system. Classification Act of 1949 governs classification.

Position vs. Person

Positions are classified, not the skills/knowledge of employee

PD Drawbacks

Reduces ability to specialize; doesn't account for employee duty difference across organizations.

Request for Personnel Action (RPA) or SF-52

Request for Personnel Action Worksheet

Pay Plans

SES, Federal Wage System, GS

Titling

Specified by OPM; agencies may develop own.

PD Benefits

Speeds recruitment process.

Position Management

The process used to determine what is needed to accomplish the organization's mission including: number of positions, job design, organizational structure. This is a primary function of a supervisor.

New Standards

Understand impact on title, series, grade; ensure PD accuracy

PD 101

Well-planned, accurately describe job duties, regularly reviewed, reflect sound position management on supervisor's part.

Classification Decision Series

What are the major duties of the position? Which pay system fits the work the best? Which category or type of work is needed What is the occupational series? What is the grade? What is the title? What is the Federal Labor Standards Act exemption status? What are the other codes for the position?

Grade-Controlling

Work which supports grade or pay level of the position; must be at least 25% of employee's time; for FWS, must be regular and recurring.

Classification Decisions

Work with classifiers to determine pay plan, title, series, grade; recommends FLSA Cat as exempt or nonexempt

PERMISS

explains classification jargon

CHRA Website

includes material, references, and online training


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