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

2. 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

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

4. 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!

5. 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

6. 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

7. 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

8. 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 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

9. 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

10. 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

11. 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 .

12. 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 .

13. 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

14. 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

15. 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

16. 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

17. 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!

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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.

24. 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

25. Civilian Human Resources Agency
Questions