Supervising Civilians ALMS Course
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