NRH – Human Resources Office HIRING REFORM SUPERVISORY BRIEFING 1

President’s Hiring Initiative Memo 11 May 10 Streamline hiring process End to End Goal – 80 days Category Rating for Competitive Examining User friendly application process Shorter and “plain language” announcements Eliminate written essay style questions Apply by cover letter/resume Transparency to applicants Notification at four points in process Receipt/evaluation/referral/selection Manager accountability for hiring Appraisal element Engagement in critical points in the hiring process 2

DON Implementation Plan Use OPM’s USAJOBS/USA Staffing recruitment tools –Already in use for delegated examining –Replaces CHART and Resumix Transition merit staffing NLT 30 Sep 2011 –All other hiring sources –Includes current employees, transfers, veterans, etc. Replace crediting plans and skills with assessment questionnaires Achieve End to End staffing time of 80 days by end of

Key Changes USAJOBS, Application Manager, and USA Staffing Elimination of CHART and Resumix Change in Staffing Tools Use of Assessment Questionnaires (replaces crediting plans and skill phrases) Use of category rating for delegated examining Change in Candidate Assessment Process Improved time to hire: 80 days E2E Model Applicant Satisfaction: 4 touch points Manager Satisfaction: Quality of candidates Measuring Success 4

New Staffing Tools Mgmt & HR Post job announcements Applicant Search & apply for jobs Employment information USA JOBS 5 Programs supported by the Office of Personnel Management

Introduction to USAJOBS USAJOBS is the official job site of the U.S. Federal Government. In USAJOBS you can: 6 Create an AccountBe InformedLook For A Job Build and store up to five distinct resumes Create and save job searches to receive automatic notifications Apply for jobs or save them to review later Search by Agency, Occupation, Grade, Location, etc. View jobs available to the general public and current Federal employees Learn how to use USAJOBS by accessing tutorials Learn about the federal hiring process Learn about special hiring programs

USAJOBS – Key Benefits One stop for all Federal, DoD and DON vacancies Stores up to five resumes Ability to upload attachments and resumes Ability to store up to 25 jobs of interest notification of job announcements Similar/enhanced functionality to CHART A side by side comparison of the tools is available at: orm1/USAJOBS%20Chart%20Comparison.pdf 7

CHART to USAJOBS Keep resume in both CHART and USAJOBS No automatic transfer from CHART to USAJOBS –Instructions available to transfer CHART resume using Microsoft Word (or similar program) Continued CHART Availability?? –30 Sep 11: DON converts to USAJOBS All announcements will be posted to USAJOBS –1-7 Oct 11: USAJOBS down for maintenance 1-7 Oct 11 –12 Oct 11: CHART no longer available Bottom Line: Build USAJOBS Resumes NOW!!

USAJOBS Main Page To begin the application process go to –Create an account to store your resume(s), upload supporting documents, create job preferences, etc. 9

Create An Account To create an account, applicants must enter their contact information, a username and password and answer a few security questions 10

Search Jobs There are two areas where applicants can start a job search: –Search Jobs from the upper left tool bar or –Search Jobs on the My Account page which uses keyword and location options 11

Advanced Search Advanced Search allows applicants to filter their search through a variety of parameters (e.g. department or agency, series, grade, job title) 12

Job Search Results The Search Results page provides a variety of options, such as view announcement, save the job for later, save as a search agent or refine search 13

New Staffing Tools Mgmt & HR Post job announcements Applicant Search & apply for jobs Employment information USA JOBS Applicant Complete assessment questionnaires Upload supporting documents Submit complete application package APPLICATION MANAGER 14 Programs supported by the Office of Personnel Management

Application Manager Allows applicants to: Complete assessment questionnaires Track application packages Upload documents Access copies of previously submitted application packages Obtain detailed application status and notifications for announcements 15

Application Manager Application Manager is used to collect online applications and assessment information for specific positions Allows applicants to manage their application submissions Applicants will be directed to Application Manager to complete their application and assessment questionnaire Application Manager is a supporting component system of USAJOBS 16

Application Manager –link to USAJOBS The first time an applicant logs into Application Manager, they must enter their Social Security Number (SSN) and name It is important that the SSN and name match the information in USAJOBS. These two data fields link Application Manager and USAJOBS accounts 17

Area of Consideration Eligibility 18 The Eligibility information section asks questions regarding veterans preference, lowest grade acceptable and other questions previously needed in the “additional data sheet” of the legacy CHART system

Specialized Experience aka “Minimum Qualifications” 19 Applicants will then address statements related to possession of specialized experience for the position

Task Questions 20 Applicants are then prompted to address task based questions linked to the key knowledges, skills and abilities they have

Applicant Responses Applicants provide responses that best describes their experience and/or training Sample response options:  A – I have not had education, training or experience in performing this task.  B – I have education or training in performing the task, but have not yet performed it on the job.  C – I have performed this task on the job. My work on this task was monitored closely by a supervisor or senior employee to ensure compliance with proper procedures.  D – I have performed this task as a regular part of my job. I have performed it independently and normally without review by a supervisor or senior employee.  E – I am considered an expert in performing this task. I have supervised performance of this task or am normally the person who is consulted by other workers to assist them in doing this task because of my expertise. 21

Re-Use Documents 22 The system allows applicants to attach or re-use documents they might have previously submitted for other vacancy announcements

Upload Documents Applicants may upload a new resume and any other attachments that may not have been in their USAJOBS account; These documents will be available in the ReUse Documents section in the future This section also provides a fax cover sheet for documents unable to be uploaded, however uploading documents is strongly encouraged 23

Accessing SF-50s thru My Biz 24 Current DON applicants can access a copy of their SF-50 through the DCPDS Portal’s MY BIZ tool Select My Information then Personnel Actions to access all SF-50s. Applicants can save copies and upload them to their USAJOBS account Additional information on using MY BIZ is available at

Submit My Answers 25 The system tracks missing information and prompts applicants to complete the required sections if needed. Once all required questions have been completed, click the Submit My Answers button

Confirmation Message 26 Applicants will receive a confirmation message on-line and via when submission is complete

Vacancy Status Application Manager allows applicants to view the status of their application packages 27

4 Steps to Successful Submission Carefully review Job Announcement and instructions provided in the How to Apply section Create USAJOBS and Application Manager Accounts if you haven’t done so already Complete Assessment Questionnaire in Application Manager and submit all required supporting documents online or via fax Check your Application Status before and after the closing date of the job announcement 28

Help Available to Applicants USAJOBS Information Center: Application Manager help: Fact sheets and tips on transition and use of USAJOBS: nhr/Employment/hiringreform /Pages/ApplicantToolkit.aspx Questions on hiring reform and transition: 29

New Staffing Tools 30 Mgmt & HR Post job announcements Applicant Search & apply for jobs Employment information USA JOBS Applicant Complete assessment questionnaires Upload supporting documents Submit complete application package APPLICATION MANAGER Mgmt & HR Receive resumes & application packages collected from USA JOBS & Application Manager View Certificates & Select candidates USA STAFFING Programs supported by the Office of Personnel Management

USA STAFFING for Selecting Officials Receive resumes & application packages collected from USA JOBS & Application Manager Supports ranking of candidates through assessment questionnaires Allows managers to view certificates and make selections Upon receiving your first certificate, HRSC Specialist will provide username and password Access certificate via 31

NRH – Human Resources Office Candidate Assessment 32

Assessment Questionnaires Used for both delegated examining and merit staffing Identifies task-based questions consisting of: –Multiple choice questions –Yes/No Questions or –Narrative response (rare) Uses competencies (formerly knowledge, skills and abilities) Applicant self rate responses –Matched against basic eligibility definition –Compared to experience/education on resume HRSC NW pre-positioning generic assessments for internal recruitment 33

Delegated Examining Assessment Questionnaires Critical that SME/Selecting Officials fully engage with the HRSC specialist in developing assessment questionnaires Determines quality of candidates referred Step 1: Identify competencies (formerly knowledge, skills, and abilities) for successful performance –Review job description –Develop tasks statements (framework for assessment questions) Conducts studies; develops timeline, tracks execution Troubleshoots and repairs electrical equipment –Rate frequency, importance, and ranking value of each task/competency Scale of 1-5 Determines which tasks/competencies will be used in the assessment questionnaire Step 2: Identify minimum qualification statement –Used on the announcement –Screen-out factor –Must match qualification standard 34

Assessment Questionnaire – Cont’d Step 3: HRSC Specialist develops questionnaire –Based on task statement and competencies –Questions consisting of: Multiple choice questions Yes/No Questions or Narrative response (rare) Step 4: HRSC Specialist develops assessment or rating plan –Distinguishes between minimum to best qualified Step 5: Candidate responses are reviewed against rating plan –Resumes reviewed to ensure supporting experience/education Step 6: Certificate developed 35

Category Rating Used for delegated examining; not merit staffing Eliminates scores Veterans preference becomes mandatory –Compensable veterans (CPs) who are minimally qualified float to the top (except for professional/scientific jobs) –All other veterans ranked by quality groups and MUST be selected before non-veterans within the same group Ranks candidates by one of two or more pre-defined groups (highly qualified/qualified) – No rule of three –May select any candidate within category –May merge categories but lower category veterans will float to the top and must be selected 36

USA STAFFING Sample Certificate 37 Brown, Eric Parker, Peter Davis, Lucy Doe, Jane Friend, Mark Smith, John

Recruitment Process Individual Job Announcement on USAJOBS Applicants attaches resume and supporting documents Applicants completes assessment questionnaire Create Assessment Questionnaire Use of generic templates for merit staffing Coordination with SME/Selecting Official Submit RPA Position DescriptionJob Analysis 38

QUESTIONS??? 39