Guide to Writing Executive Core Qualifications (ECQs)

1. Office of Human Resources Management, Departmental Management Presented byDr. Karl Narang Senior Executive/Associate Area Director, South Atlantic Area, USDA, ARS Athens, GA Guide to Writing Executive Core Qualifications (ECQs)

2. ECQs are the primary selection criteria for the Senior Executive Service (SES). While technical job-specific qualifications are important, the essence of the SES is the ability to lead. • ECQs are written statements describing your leadership experience. • The Office of Personnel Management(OPM) has developed ECQs that represent the critical leadership skills and competencies executives need to succeed in the 21st century. • ECQs are required as part of the process of applying for a SES position or for the SES Candidate Development Program (SESCDP). Office of Human Resources Management, Departmental Management What are Executive Core Qualifications (ECQs)?

3. Office of Human Resources Management, Departmental Management What are the five Executive Core Qualifications? Leading Change Leading People Results Driven Business Acumen Building Coalitions

4. Office of Human Resources Management, Departmental Management What are the five Executive Core Qualifications? USDA Leadership Competency Framework

5. Office of Human Resources Management, Departmental Management Fundamental competencies • These competencies are the foundation for success in all other ECQ • competencies. These include the following: • Interpersonal Skills • Oral Communication • Integrity/Honesty • Written Communication • Continual Learning • Public Service Motivation • These competencies do not need to be addressed separately because the Fundamental Competencies cross-cut in all the five ECQs.

6. Office of Human Resources Management, Departmental Management How to Prepare ECQs statements Your ECQ Statements Demonstrate Your Qualifications for the Job • Tips for Success • Tell a story • Use the Challenge-Context-Action-Result model • Focus on what you did

7. Office of Human Resources Management, Departmental Management How to Prepare ECQs • Tips for Success • Cover all competencies • Use current examples • Follow all instructions in announcements • carefully (font size, page limits) • Take time to do your best • Ask a SES mentor to review your draft

8. Office of Human Resources Management, Departmental Management How to Prepare ECQs • Common errors to avoid • Omit results (including awards and recognition) • “We” instead of “I” • Examples dated • Examples not at an appropriate level • Incorrect grammar, spelling • Use of confusing acronyms

9. Office of Human Resources Management, Departmental Management COMPETENCIES OF ECQs • ECQ #1: Leading change • Creativity and innovation • External awareness • Flexibility • Resilience • Strategic thinking • Vision

10. Office of Human Resources Management, Departmental Management ECQ #1 Example Challenge/problem (cp), context (c), action (a), results (r) (from 2010 opm guide) • Chief  Officer of Security tasked to reinvent Personnel  Security  Process, which was too bureaucratic (CP) • At FY end, 400 selected, security Clearance (SC) backlog; Zero SC adjudicated; No placement appointments (C) • Best Candidates accepted other jobs (C) • Pressure from Congress & White House to hire 4000 positions in 6 months • (recruitment, SC, & Training) to enforce borders  (currently SC in 8 months) (CP) • Identified four problems (A): • (i) Recruitment process too slow • (ii) Software outmoded • (iii) Lack of resources • (iv) No written SC – SOPs • Entry on duty & Suitability Authorization delegation to Field Offices; • Adjudication training to Field Offices (A) • OPM’s automated transmission & waivers to reduce 8 to 5 months (A) • US Office of Investigation to process fingerprints (A); 3 months to 8 days (R) • Automated linkages in all 4 Field Offices (A) • First written SOP for SC in 20 years (R) • Team building by involving all parties led to collaboration – internal and external (R) • Did meet Congressional and White House timelines or reduced the entire process to fill positions (R)

11. Office of Human Resources Management, Departmental Management COMPETENCIES OF ECQs • ECQ #2: Leading people • Conflict management • Leveraging diversity • Developing others • Teambuilding

12. Office of Human Resources Management, Departmental Management ECQ #2 Example Challenge/problem (cp), context (c), action (a), results (r) (from 2010 opm guide) • Legal Counsel, FLRA, Acting Director for Case Production and Case Intake Units, tasked to (C): • (i) Set LR (C) community outreach goals (CP): • (ii) Improve draft quality • (iii) Staff training • (iv) Quality improvement • (v) Reorganization of legal staff of the 2 Units into 1 Unit • Faced results of Predecessor’s actions (C): • (i) GS-14 position changed to GS-13 • (ii) Chairman resigned before Senate confirmed the replacement • (iii) No quorum for authority decision (just one member) • (iv) Attorney staff was a mix of new hires and  a few 30-years veterans – morale down • Took several Actions (A): • (i) Senior attorneys to mentor junior attorneys • (ii) Adjusted annual performance goals of senior attorneys to focus on new goals • (iii) Developed new training modules for the consolidated unit  (Both Unit employees involved) • Outcomes included (R): • (i) Training module adopted by Agencies in the DC area • (ii) Major improvement in quality of submissions of arguments by Unions and Agency Officials • (iii) Case production level up • (iv) Junior staff attorneys skills improved 

13. Chief, Information & Technology Office – Large Private Law Firm and Led 25-member staff of managers & senior technicians • Morale and productivity were low with high turnover of staff (C/P) • Rebuilding staff (A): (i) Filling vacant positions – leveraging diversity (ii) Motivating unproductive staff (iii) Reducing high absenteeism (iv) Improving morale • Results include (R): (i) Achieved a diverse workforce (ii) Hired females and minorities to fill 60 percent of the office vacancies a. To fill 4 key management position and b. 3 staff positions Office of Human Resources Management, Departmental Management ECQ #2 Example (Additional Experience) Challenge/problem (cp), context (c), action (a), results (r) (from 2010 opm guide)

14. Office of Human Resources Management, Departmental Management ECQ #2 Example (additional Experience)Challenge/problem (cp), context (c), action (a), results (r)(from 2010 opm guide) • Senior Manager of a law firm (embroiled in employees disputes) • Staff and customer of the law firm on edge and engaged in shouting matches. (C/P) • (i) Relationship between staff and 1 attorney deteriorated(C/P) • Had to serve as the buffer between the employee at the law firm and customers and to keep good customer services (C) • Employee felt unappreciated for receiving a short deadline to design a new software program (C) • They engaged in an argument in front of others (C) • Met with both individuals regarding the project and expectation of the attorney (A) • Attorney agreed to extend deadline date (R) • Office tension dropped significantly after the situation was resolved (R) • The employee produced an excellent new software (R)

15. Office of Human Resources Management, Departmental Management COMPETENCIES OF ECQs • ECQ #3: Results driven • Accountability • Customer service • Decisiveness • Entrepreneurship • Problem solving • Technical credibility

16. Office of Human Resources Management, Departmental Management ECQ #3 Example Challenge/problem (cp), context (c), action (a), results (r) (from 2010 opm guide) • Member of the City (Springfield, IL) Zoning Commission. Tasked to lead a citizens group to plan and implement the City Improvement Program to • improve quality of life (CP): • Context: Lack of funds and apathy among public. It would require: • (i) Leading volunteers campaign for increase in city sale tax from 4-cents to 5-cents • (ii) Marketing idea to (citizen groups, local politicians) describing the benefits of an • attractive city and better access to recreational facilities. • Took several actions (A): • (i) Recruited 50 volunteers • (ii) Trained them in Capital Improvement Planning & Implementation • (iii) To build recreation facilities • (iv) TV appearances to win public support • Results  included (R) • (i) During elections, the proposed increase in sale tax was approved • (ii) New Parks built • (iii) New athletic facilities built • (iv) New walking and bike trails built

17. Office of Human Resources Management, Departmental Management • ECQ #3 Example from • Budget Director, Prior Federal Service Experience • Congressional Mandate to cut $25 million before the next Fiscal Year (C/P) • (i) To reach goal, need to reduce funding in all areas • (ii) Cuts in facilities, programs, and staff (primarily scientist and engineers) • (iii) Agency’s focus on saving by use of new technology • Organized task groups of Functional, Program staff and Headquarters (A) • Assigned specific goals to each group (A) • Over 4 months, employees developed various options to achieve reduction still perform critical function (A) • Directed the staff to develop a computerized spreadsheet (A) • (i) Allowed managers to immediately see the impact of their funding decision • (ii) Allowed them to continually adjust the reduction targets as cost savings information is • available • (iii) Presented several alternatives to the agency head and resulting in selection of one option (R) • (iv) Met Congressional mandate with minimal impact on agency’s mission (R) ECQ #3 Example (Additional Experience) Challenge/problem (cp), context (c), action (a), results (r)(from 2010 opm guide)

18. Office of Human Resources Management, Departmental Management COMPETENCIES OF ECQs • ECQ #4: Business acumen • Financial management • Human capital management • Technology management

19. Office of Human Resources Management, Departmental Management ECQ #4 example Challenge/problem (cp), context (c), action (a), results (r)(from 2010 opm guide) • Director, Department of Transportation tasked to seek clarification of the law in respect to payment of removal of utilities from a Transportation Department right-of-way (C/P) • Two major utility companies were opposed to the proposal (C) • Selected the Chair of the General Assembly Committee to introduced a study • resolution (A) • (i) The resolution required the Department, Utility companies and other stakeholders • to collaborate, develop a proposal and report back to the General Assembly the • next session (C) • (ii) The Department negotiated with the interest groups and designed an acceptable • approach (A) • Same legislator introduced the resulting legislation the following year and it was passed by the General Assembly (R) • Companies must pay for moving their utilities from rights-of-way (R) • Savings are reflected in Department’s budget (R)

20. Office of Human Resources Management, Departmental Management ECQ #4 example(additional experience)Challenge/problem (cp), context (c), action (a), results (r)(from 2010 opmguide) • Director, NJ Department of Transportation; $1.2M budget; Chair of 7-member Executive Committee to oversee Department’s Divisions and Programs and set priorities • City was under criticism for poor snow clearing services and high number of accidents (CP) • The officials in different divisions showed apathy toward public complaints (C) • Designed new budget strategies (A) • Increased fund allocation for snow removal and decreased fund for mowing grass along city highways (A) • Negotiated with interest groups and built consensus (A) • Fewer weather related accidents in past 12-years (R) • New Jersey DOT received high praises from citizens (R)

21. Office of Human Resources Management, Departmental Management COMPETENCIES OF ECQs • ECQ #5: Building coalitions • Partnering • Political savvy • Influencing/negotiating

22. Office of Human Resources Management, Departmental Management ECQ #5 example Challenge/problem (cp), context (c), action (a), results (r)(from 2010 opmguide) • Director, of State EPA Department, State economy down, Budget projections down (CP) • 5% workforce lay off projected, yet U.S. EPA wants additional staffing to comply with regs or threaten to close the facilities down (CP) • State & Federal grant would no longer support State’s EPA Program (C) • Developed two options for Consideration by the Governor & General Assembly (A) • (i) Option A. Turn over the State Clean Air Act and Public Drinking Water Program to Federal • Government for administration of programs (A) • (ii) Option B.(Preferred option): Request General Assembly for rate increase for permits and • authorizations user-fee programs (A) • (iii) Have staff and others meet with EPA regularly (A) • (iv) Persuade Governor and business groups , EPA, Public, Media to inform public of the rate • increase (A) • Results:  • (i) News media & Businesses support up  (to use fees to fund environmental programs) (R) • (ii) General Assembly though hard to convince did approve fee caps, waivers with phase-in over • 3 years (R) • (iii) No staff laid off (R) • (iv) 400 new jobs over 3 years to fill critical positions (R) • (v) Fully implemented State & Federal EPA laws. (R)