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DON Civilian Hiring Reform Progress Report

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DON Civilian Hiring Reform Progress Report

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    1. DON Civilian Hiring Reform Progress Report Ms. Jean Mercer, Director HRSBT Office of Civilian Human Resources 26 October 2010 NOTES: Key messages on the new Hiring Reform: - Hiring Reform is essential and a big step forward for fixing Federal hiring - DON initiatives to improve hiring have positioned us well; our hiring reform action plan supporting subject memos will be finalized - Together we can meet the President's challengeNOTES: Key messages on the new Hiring Reform: - Hiring Reform is essential and a big step forward for fixing Federal hiring - DON initiatives to improve hiring have positioned us well; our hiring reform action plan supporting subject memos will be finalized - Together we can meet the President's challenge

    2. Agenda Civilian Hiring Reform Performance Expectations HR Technology Future Initiatives Focus Groups

    4. *Source: Presidential Memo: Improving the Federal Recruitment and Hiring Process, dated 11 MAY 2010*Source: Presidential Memo: Improving the Federal Recruitment and Hiring Process, dated 11 MAY 2010

    5. *Source: Presidential Memo: Improving the Federal Recruitment and Hiring Process, dated 11 MAY 2010 Timeline: May 21 Identify senior official accountable for leading implementation May 21 Identify Agency Hiring Reform POC Jun 4 Submit Agency Assistance Request for MATs Aug 1 Submit revised Agency Hiring Reform Action Plan Sep 1-30 Agencies meet with OPM/OMB review Action Plan to collaborate on ability to meet hiring reform objectives Oct 1 Complete Agency Implementation Checklist Nov 1 Implement requirements per Presidents Memo Dec 1-30 Each CHCO agency will meet with OPM/OMB twice yearly participate in a collaborative in-progress review assessing the status/progress of hiring reform as related to the Presidents Hiring Reform Memo*Source: Presidential Memo: Improving the Federal Recruitment and Hiring Process, dated 11 MAY 2010 Timeline: May 21 Identify senior official accountable for leading implementationMay 21 Identify Agency Hiring Reform POC Jun 4 Submit Agency Assistance Request for MATsAug 1 Submit revised Agency Hiring Reform Action PlanSep 1-30 Agencies meet with OPM/OMB review Action Plan to collaborate on ability to meet hiring reform objectives Oct 1 Complete Agency Implementation Checklist Nov 1 Implement requirements per Presidents Memo Dec 1-30 Each CHCO agency will meet with OPM/OMB twice yearly participate in a collaborative in-progress review assessing the status/progress of hiring reform as related to the Presidents Hiring Reform Memo

    6. DoD Metrics Cross-component work sponsored by CPMS over the past year DON leads for DoD Metrics Working Group CPPC agreement on metrics and methodology Standard definitions and rules based on NOA and Authority Codes Reports developed to feed OPM/OMB Dashboards and DoD reporting requirements End-to-End Timeliness: Initiation to EOD for specific categories All Fills External Fills from outside the Federal Government Internal Fills from within the Federal Government Mission Critical Occupations DoD Occupations Commonly Filled Positions based on OPM Shared Registers Delegated Examining Delegated and Competitive Examining Direct Hire Authority OPM or DoD Direct Hire Authorities Expedited Hiring Authority Acquisition Time to Hire by Segment (DE Only right now) Based on OPM 80-Day Hiring Model (14 Steps) DoD consolidated to 10 Steps same timing End-to-End As of: 10/19/2010 Metric I Event Codes : Internal or External Certificate Issue (Start), OCA, Additional Fills Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric II Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Event Codes: Announcement (Start and Finish) Metric III Event Codes : Internal or External Certificate Issue (Finish) Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric IV Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric I Event Codes : Internal or External Certificate Issue (Start), OCA, Additional Fills Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric II Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Event Codes: Announcement (Start and Finish) Metric III Event Codes : Internal or External Certificate Issue (Finish) Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric IV Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP

    7. DoD End-to-End Metrics As of: 10/19/2010 Metric I Event Codes : Internal or External Certificate Issue (Start), OCA, Additional Fills Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric II Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Event Codes: Announcement (Start and Finish) Metric III Event Codes : Internal or External Certificate Issue (Finish) Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric IV Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric I Event Codes : Internal or External Certificate Issue (Start), OCA, Additional Fills Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric II Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Event Codes: Announcement (Start and Finish) Metric III Event Codes : Internal or External Certificate Issue (Finish) Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric IV Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP

    8. Why Performance Expectations? Key component of the DONs approach to Civilian Hiring Reform Improve the applicants experience Reduce time to fill vacancies Increase engagement of hiring managers and senior leaders Establish expectations for hiring process timeframes across the DON enterprise Update HR service delivery standards Establish hiring manager timeliness goals Align with OPMs End-to-end hiring model Assist all stakeholders with hiring quality people faster Improve hiring manager satisfaction Promote accountability through a DON hiring scorecard Provide senior leaders with consistent, credible data

    9. Performance Metrics METRIC I Average time from Receipt in the HRSC of a Complete RPA to Certificate Issue, not including Announcement Time Delegated Examining As above for DE fills Merit Promotion Process Metric IA As above for MPP fills Metric IB For Open Continuous Announcements no announcement time considered METRIC II Average Announcement Time METRIC III Certificate Issue to Certificate Return (with or without a Selection) METRIC IV Average End-to-End Time Initiation to EOD (Effective Date) PA Request # in SF50 File Metric I Event Codes : Internal or External Certificate Issue (Start), OCA, Additional Fills Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric II Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Event Codes: Announcement (Start and Finish) Metric III Event Codes : Internal or External Certificate Issue (Finish) Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric IV Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric I Event Codes : Internal or External Certificate Issue (Start), OCA, Additional Fills Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric II Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Event Codes: Announcement (Start and Finish) Metric III Event Codes : Internal or External Certificate Issue (Finish) Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP Metric IV Data: DCPDS/DataMart NOA and LAC combinations for DE and MPP

    10. Near-term Hiring Performance Expectations As of: 10/19/2010

    11. As of: 10/19/2010 DON-Wide Performance Scorecard

    12. Phased Approach Phase I: Launching the DON Performance Expectations: DON-Wide and HR Community Director, OCHR Memo 27-Sep-2010 Phase II: Major Command Level Metrics FY2011 Q2 Phase III: Individual Activity Level Metrics (FY2011-2012) Phase IV: Hiring Manager Metrics (FY2012-2013) As of: 10/19/2010

    13. Ongoing Work Building and refining reports in COGNOS to minimize manual calculations and edits Refine and validate QC reports for use by HRSCs (and HROs) and allow transparency of data validity/reliability to OCHR leadership Align efforts with other hiring reform initiatives (RCBP and DoD Metrics) Determine Home for Scorecard and Data at various levels using most appropriate current/emerging tools (Portal and DONCADS - Dashboard, Reports, Metrics) probably a combination Deliver timely and accurate reports using best means available as the analytics and metrics mature and evolve As of: 10/19/2010

    14. Phased Approach Phase I: Launching the DON Performance Expectations: DON-Wide and HR Community Director, OCHR Memo 27-Sep-2010 Phase II: Major Command Level Metrics FY2011 Q2 Phase III: Individual Activity Level Metrics (FY2011-2012) Phase IV: Hiring Manager Metrics (FY2012-2013) Building and refining reports in COGNOS to minimize manual calculations and edits Refine and validate QC reports for use by HRSCs (and HROs) and allow transparency of data validity/reliability to OCHR leadership Align efforts with other hiring reform initiatives (RCBP and DoD Metrics) Determine Home for Scorecard and Data at various levels using most appropriate current/emerging tools (Portal and DONCADS - Dashboard, Reports, Metrics) probably a combination Deliver timely and accurate reports using best means available as the analytics and metrics mature and evolveBuilding and refining reports in COGNOS to minimize manual calculations and edits Refine and validate QC reports for use by HRSCs (and HROs) and allow transparency of data validity/reliability to OCHR leadership Align efforts with other hiring reform initiatives (RCBP and DoD Metrics) Determine Home for Scorecard and Data at various levels using most appropriate current/emerging tools (Portal and DONCADS - Dashboard, Reports, Metrics) probably a combination Deliver timely and accurate reports using best means available as the analytics and metrics mature and evolve

    15. Hiring Reform Technology: DEHS (USAJobs & USAStaffing) Defense Enterprise Hiring Solution (DEHS) Program initiated in December 2009 ESS closed out Program oversight transferred to Business Transformation Agency (BTA) Project is joint effort between CPMS, BTA and Personnel and Readiness, Information Management (P&R IM) DoD Interim DEHS Jun 2010 DoD provides urgent and compelling reason to immediately replace Resumix to DBSMC Jul 2010 DBSMC approval of USA Staffing (USAS) as Interim Tool Aug 2010 DoD HRM IRB and SECDEF approval and funding released Sep 2010 OPM Inter-Agency Agreement (IAA) signed and licenses ready for distribution to Components Oct 2010 DON distributed Delegated Examining and 20 Merit Licenses to HRSCs Defense Enterprise Hiring Solution (DEHS) Program initiated in December 2009 ESS closed out Program oversight transferred to Business Transformation Agency (BTA) Project is joint effort between CPMS, BTA and Personnel and Readiness, Information Management (P&R IM) CPMS DEHS Customer and Liaison to DEHS Stakeholders (Components) P&R IM Requirements Documentation best practices BTA Program Oversight and Acquisition Management DoD Interim DEHS DoD provides urgent and compelling reason to immediately replace Resumix Jul 2010 ESC approval of USA Staffing as Interim Tool Aug 2010 DoD HRM IRB and SECDEF approval and funding released Sep 2010 OPM Inter-Agency Agreement (IAA) signed and licenses Defense Enterprise Hiring Solution (DEHS) Program initiated in December 2009 ESS closed out Program oversight transferred to Business Transformation Agency (BTA) Project is joint effort between CPMS, BTA and Personnel and Readiness, Information Management (P&R IM) CPMS DEHS Customer and Liaison to DEHS Stakeholders (Components) P&R IM Requirements Documentation best practices BTA Program Oversight and Acquisition Management DoD Interim DEHS DoD provides urgent and compelling reason to immediately replace Resumix Jul 2010 ESC approval of USA Staffing as Interim Tool Aug 2010 DoD HRM IRB and SECDEF approval and funding released Sep 2010 OPM Inter-Agency Agreement (IAA) signed and licenses

    16. Applicant Functionality Comparison

    17. Hiring Manager Functionality Comparison

    18. Human Resources Functionality Comparison

    20. Proposed DON USA Staffing Deployment High Level Calendar - 01 Oct 2010

    21. OPM and DoD Training Strategy DoD to create a DoD super user/train-the-trainer group HRSC Train the Trainers will receive advanced USAS training by OPM tentatively scheduled 25 Oct-05 Nov with a makeup session in January OPM to provide 50% of the HR Professional training DoD and components must provide the other 50% DON Train-the-Trainers shadow OPM sessions Provide Train-the-Trainer Staff * Participate in Merit Curriculum review and development completed 04-08 October * Train 50% of users OCHR Corporate Team and HRSC Train-the-Trainers establishing Plan for Training at all Stakeholder levels * Provide for training space and equipment Assessment of computer classrooms in progress * Schedule and coordinate all training Provide Train-the-Trainer Staff * Participate in Merit Curriculum review and development completed 04-08 October * Train 50% of users OCHR Corporate Team and HRSC Train-the-Trainers establishing Plan for Training at all Stakeholder levels * Provide for training space and equipment Assessment of computer classrooms in progress * Schedule and coordinate all training

    22. OPM and DoD Assessment Questionnaire Assistance DoD Assessment team being created 15-20 experienced DoD HR staff/assessment professionals Tasked to identify and create DoD standard assessments and provide assessment guidance to components OPM to work with DoD Assessment team to mentor, train and develop 50 assessments To develop 30 additional component questionnaires Best Practice in Assessment Questionnaire training to be wrapped into USAS training

    23. 23 USAJOBS 3.0, Phase 1 Key messages: USAJOBS 3.0 objective: To create a seamless and consistent hiring process and system for the federal job seekers. Phase 1: Govt-owned vs. Monster-owned platform Basically same look and feel as current USAJOBS site with some improved features (e.g., better job search engine) Development of "universal hitch" so that any backend vendors can integrate with USAJOBSKey messages: USAJOBS 3.0 objective: To create a seamless and consistent hiring process and system for the federal job seekers. Phase 1: Govt-owned vs. Monster-owned platform Basically same look and feel as current USAJOBS site with some improved features (e.g., better job search engine) Development of "universal hitch" so that any backend vendors can integrate with USAJOBS

    24. 24 USAJOBS 3.0, Phase 2 Key messages: USAJOBS as the primary federal job applicant site (resumes, supporting documents, cover letters, job application status) Application of the "universal hitch" - seamless transition between USAJOBS and backend HRIS systems Phase 2 requirements for improving USAJOBS being developed in collaboration with federal agenciesKey messages: USAJOBS as the primary federal job applicant site (resumes, supporting documents, cover letters, job application status) Application of the "universal hitch" - seamless transition between USAJOBS and backend HRIS systems Phase 2 requirements for improving USAJOBS being developed in collaboration with federal agencies

    25. 4/23/2012 25 USAJOBS 3.0 Governance Structure Key messages: CHCO Council driving the change Steering Committee: Make all strategic decisions Guide the phased implementation of USAJOBS 3.0 Current members: OPM, DHS, DoD, DON (Yu-Jung rep) Integrated Project Teams: Jean solicited DON volunteers in September DON representation: Yu-Jung : Primary Edgar Renales, EIC: Resume Carmen Belen, NAVAIR: Future IPT efforts Key messages: CHCO Council driving the change Steering Committee: Make all strategic decisions Guide the phased implementation of USAJOBS 3.0 Current members: OPM, DHS, DoD, DON (Yu-Jung rep) Integrated Project Teams: Jean solicited DON volunteers in September DON representation: Yu-Jung : Primary Edgar Renales, EIC: Resume Carmen Belen, NAVAIR: Future IPT efforts

    26. Electronic Entrance on Duty e-EOD Automate the New Employee Forms Completion Process Enabler to improve the hiring process for selectees DON partnered with Army AG-1 CP to establish initial requirements Army contracted with Army Publishing Directorate (APD) to develop the on-line forms system in October 2009 DON participated in Army EOD User Acceptance Testing in September 2010 OPM establishing EOD tools concurrently

    27. Focus Group Exercise

    28. DEHS/R-CBP Rollout Questions

    29. Questions Send comments and recommendations on: DEHS, Hiring Reform and eEOD: Michele.Roberts@navy.mil Metrics: Howie.Brosseau@navy.mil

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