Priority Placement Program (PPP): Working Smarter II Civilian Human Resources Agency Priority Placement Program (PPP): Working Smarter II April 2014

AGENDA Civilian Human Resources Agency PPP Responsibilities CHRA PPP SOP PPP Handbook Changes PPP Counseling Option Codes Importance of Strategic Recruitment Discussion ASARS Pre Requisitioning Process Qualifications Determinations Military Spouse Preference

AGENDA (continued) Civilian Human Resources Agency Subject Matter Expert Role Working PPP Matches Timeliness Documentation Summary POCs References Questions

PPP RESPONSIBILITIES Civilian Human Resources Agency PPP Manual, Chapter 1, E. Paragraph 12 under Responsibilities: Human resources officers are responsible for: administering the PPP at their activities; counseling employees on program provisions; providing timely and proper registration of eligible employees; ensuring proper clearance of all actions subject to the program; proper reporting of placement actions; and informing commanders and key managers on program requirements. They are also responsible for ensuring that involved members of the HRO staff are thoroughly trained in the policies and procedures of the PPP. The DoD PPP Training Course shall be the primary training medium, and this may be supplemented by in-house training. As a CPAC Staffing Specialist, you are ultimately administering PPP on behalf of your Regional Director/CPAC Director who is entrusted with this responsibility. PPP is to be taken seriously!

CHRA PPP SOP Civilian Human Resources Agency PPP SOP located on CHRA GPS Prior to Making a PPP Job Offer: - Second level review by senior specialist, team leader, or supervisor required. At the very least, obtain a peer review - Provide Sanitized Resume to Manager Documentation Requirements RPA Documentation - PET Documentation

RECENT PPP HANDBOOK CHANGES Civilian Human Resources Agency RECENT PPP HANDBOOK CHANGES Chapter 3: Ineligibility for registration if employees applies for DSR prior to receipt of a separation notice due to declination of relocation outside the commuting area Chapter 4: - Requirement to requisition within 2 business days also applies during on-going priority consideration of non-PPP candidates - Exception granted to fill by Excepted Service noncompetitive appointment of individuals successfully completing scholarship program i.e., SMART, NSEP, IASP - Exception granted to convert from NAF to AF in same job - Exception granted for Reassignment or CLG to incentivized vacancies

RECENT PPP HANDBOOK CHANGES (continued) Civilian Human Resources Agency RECENT PPP HANDBOOK CHANGES (continued) Chapter 5: Components authorized to establish policy on consideration of Priority N registrants Chapter 5: Registration of non-displaced employees with return rights at the same or higher grade requires approval by Army for referral to Army activities only. Chapter 8: New Referral Code N that refers Priority 1, 2 and N registrants Chapter 8, Appendix B: Required to save events rather than save and route Chapter 8, Appendix B: Changed to allow immediate correction of erroneous or missing data rather than standard PPP requisitioning

RECENT PPP HANDBOOK CHANGES (continued) Civilian Human Resources Agency RECENT PPP HANDBOOK CHANGES (continued) Chapter 10: Registrants must be registered with ALL of the option codes in order to be referred to a requisition submitted with option codes Chapter 14: Clarifies that Program S registration based on appointability based on unaccompanied tours is not applicable to spouses registering based on E.O. 13473 eligibility Chapter 14: Clarifies that spouses on a telework agreement may not register in Program S prior to being placed on LWOP or resigning Chapter 14: If spouse matches and is found Best Qualified before gaining activity assumes responsibility for registration, losing activity extends job offer Chapter 14: Personal Interviews of spouses may be conducted if part of rating and ranking process

PPP COUNSELING Have Registration Form Ready Civilian Human Resources Agency PPP COUNSELING Be Prepared Have Registration Form Ready Have Counseling Checklist Ready Advisable to have access to employee’s eOPF Have Area of Referral info available

PPP COUNSELING Civilian Human Resources Agency Face to Face Issues Be patient Be respectful & kind Remain calm Maintain composure Maintain eye contact Don’t apologize Listen attentively – paraphrase & restate Use calm voice Empathic listening & communication Allow time for composure Remain gender neutral & unbiased Maintain body language & actions Gauge attention level Addressing questions

PPP REGISTRATION ISSUES Civilian Human Resources Agency PPP REGISTRATION ISSUES Review Registrant’s Position Description for Discrepancies with Resume Registrants: - Embellishment of Resumes - Over-Inflated Resumes - Falsification of Resumes CPAC: - Timely Registration - Incorrect or missing option codes - Counseling .

ISSUES UNIQUE TO OCONUS Civilian Human Resources Agency ISSUES UNIQUE TO OCONUS LQA – Affected Employees Registering for PPP Army Overseas Expansion Policy Registration Periods Based on Tour Completion Employees With No Desire to Return to CONUS Employees With and Without Return Rights Area of Referral Priority “N” Registrants Special Procedures for Nondisplaced Overseas Employees Return Rights When Function Transfers Military Spouses and Family Members .

STRATEGIC RECRUITMENT DISCUSSION Civilian Human Resources Agency STRATEGIC RECRUITMENT DISCUSSION Determine if PPP exception is applicable Conduct clear, upfront discussions regarding exact skills set and experience necessary to meet the well-qualified criteria ***THIS IS CRITICAL FOR GENERIC POSITION DESCRIPTIONS FOR DEMO, ETC. *** Use proper option codes in the PPP requisition and document SRD with all information Determinations on well-qualifying criteria should be made at the SRD and not after PPP has been requisitioned Identify proper SMEs for the specific vacancy during SRD

Civilian Human Resources Agency OPTION CODES Full List of Option Codes in PPP Handbook, Chapter 10, Appendix A Option Code Definitions Posted on ASARS under MISC New Option Codes Added by PPP Advisory Council

ASARS PRE-REQUISTIONING PROCESS Civilian Human Resources Agency ASARS PRE-REQUISTIONING PROCESS ASARS PRE-REQUISITIONING PROCESS Procedures covered in PPP Handbook, Appendix 8, Chapter 8 Events Entered in Portal Event Tracker (PET) In-Staffing event must be entered in PET within 2 business days of receipt to be considered timely Recruit/Fill RPAs exempt from PPP will still flow to ASARS and the exception selected from the drop down menu

WORKING PPP MATCHES Gaining Activity: Civilian Human Resources Agency WORKING PPP MATCHES Review separation dates annotated on ASARS resume, not working matches timely could result in: Registration period expiring Loss of eligibility for pay retention if a break in service occurs Gaining Activity: Participates in joint qualification determinations with registering activity Provides all job requirements discussed in the SRD to the registering activity Solicits a SME if position is technical in nature and HR professional is unable to make a well-qualified determination Document Both Registering and Gaining CPAC/HRO Rationale for Well Qualified/Not-Well Qualified Determination

Civilian Human Resources Agency WORKING PPP MATCHES Be careful when initiating contact with registering activity if it is unclear if a job offer should be made. Remember the three “C’s”: Contact Constitutes Commitment Provide Selecting Official with sanitized resumes (within Priority Group 1, 2, or 3) to review/prioritize order within each group to be worked Contact with SO/SME: Inform Selecting Official/SME of a well-qualified PPP match prior to an offer being extended Insure that all supporting information has been well-documented to defend the well-qualified determination Management does not concur or non-concur, but identifies concerns only The final decision is between losing/gaining, NO exceptions!

MILITARY SPOUSE PREFERENCE Civilian Human Resources Agency MILITARY SPOUSE PREFERENCE Preference Exercised through ASARS, Program S Spouses Must Apply to Job Opportunity Announcement (JOA) Spouse Must Be Determined Best Qualified to be a Mandatory Selection Handling Spouses Who Don’t Apply to JOA

SUBJECT MATTER EXPERT ROLE Civilian Human Resources Agency SUBJECT MATTER EXPERT ROLE Identify Subject Matter Expert (SME) up front during SRD If qualifications of a PPP match come into question, an unbiased SME may be needed SME should be knowledgeable about position being filled SME opinion must relate PPP matchs qualifications to requirements of position

TIMELINESS Delays in Requisitioning or Making Offers Civilian Human Resources Agency TIMELINESS Delays in Requisitioning or Making Offers If no PPP exception applies, action needs to be taken as soon as the RPA is received in staffing, or once recruitment has begun in anticipation of the RPA Overdue Resume Report Actions Submit report actions promptly after resumes are worked. Multiple instances of delinquent report actions could indicate efforts to avoid making job offers or carelessness in administration If there is an issue requiring a job offer withdrawal, the Resume Report Action on the registrant will still need to be input timely

DOCUMENTATION PPP Manual Chapter 1, G. Basic Requirements: Civilian Human Resources Agency DOCUMENTATION PPP Manual Chapter 1, G. Basic Requirements: Sufficient documentation to provide a clear audit trail showing all appropriate requirements were met will be maintained for 2 years after completion of the action A written SOP assigning program responsibilities specifying how PPP will be administered covering: Releasing activity procedures Gaining activity procedures Self-audit procedures

Civilian Human Resources Agency SUMMARY PPP Training: - Essential that HR Specialists/Technicians working with PPP understand all policies and procedures applicable to the program Responsibilities Upfront Discussions with Management Timeliness Avoid having to initiate job offer withdrawals - Request a second level review

REGIONAL STAFFING PROPONENTS Civilian Human Resources Agency REGIONAL STAFFING PROPONENTS Region Staffing Proponent Europe Dianna Marsh Far East Myra Van Alstine North Central Aaron Loy/Amber Stroehle Northeast Pam Sanft South Central Renee Stephens Southwest Susan Stewart West Lori Penebaker Questions on PPP that cannot be answered in your CPAC should be elevated through your team leader/branch chief/CPAC Director to your regional Staffing Proponent.

REFERENCES DoD PPP Handbook DoD PPP Assessment Guide, CPMS, July 2005. Civilian Human Resources Agency REFERENCES DoD PPP Handbook DoD PPP Assessment Guide, CPMS, July 2005. CHRA PPP SOP

Civilian Human Resources Agency Questions