# Presentation: 668496

## SES Hiring Cycle Model 

- Eddie Ribas, Director
- NOAA Workforce Management Office
- March 7, 2006

## 		Outline

- Purpose
- Issue
- Background & Discussion
- Summary

## 		Purpose

- Information brief on our new accelerated SES hiring model.

## Strategic Plan Metric  Workforce Management – ABC Hiring Cycle

- Strategic Plan Metric**  **Workforce Management – ABC Hiring Cycle

**Monthly Calendar days from SES**_**Receipt of Request**_** to **_**Tentative Selection**_

- Days to make SES selection

**72**

***150  Days = FORMER GOAL FY05***

***72 Days = NEW GOAL FY06***

**150**

***ACTUAL 05***

**236**

**175**

**438**

**312**

**325**

**308**

**405**

**Notes:**
In September, only 1 SES position was filled, but it was attempted twice.
The first time, after 188 days including a panel, the process was stopped pending readvertising.  
The second time added 70 days to re-announce and re-panel, for a total of  405 days.
Counting from just the readvertising, the filling took only 282 days.  This is much lower than the previous months, but still far above the goal of 150 days.  

## 		Issues

- Current SES hiring process takes too long
- Better describe roles and responsibilities
- Better describe process

## What is the hiring model about:

- Hiring the right people, with the rights skills, in the right time.
- Managing the expectations of applicants and selecting officials – Measure to Manage!
- Make hiring a priority
- Human Capital Standard for Success (30-day model)
- Meeting our mission.

## Responsibility for this model:

- All of us!
- WFMO owns the process.
- Success not possible without all of us doing our part.

## OPM Hiring Model

- The OPM SES Hiring Model

| Activity | Time Frame in work days |
| --- | --- |
| Announcement closes, HR makes preliminary qualifications determinations and convenes ERB | 3 days |
| Panel convenes to rate and rank applications to determine BQ | 5 days |
| HR prepares certificate of BQ for consideration of Selecting Official | 3 days |
| Selecting Official interviews, selects and secures approval of Agency Head | 7 days |
| HR prepares case for OPM review and presentation to QRB for certification and forwards to OPM | 7 days |
| Total Agency time: |                25 days |
| OPM reviews case and forwards to QRB |                 5 days |
| Total time to fill job: | 30 days |

## NOAA Hiring Model

- NOAA SES Hiring Model:

| LEAD |                         ACTIVITY | TIME FRAME
 (Work Days) | DUE 
DATE | ACTUALS |
| --- | --- | --- | --- | --- |
| LO/CO | Date position vacated.
Strategic conversation.
Date complete recruitment package received in WFMO  | 10 Days |  |  |
| WFMO | Review package, obtain approvals | 5 Days |  |  |
| OHRM | Approval to proceed with recruitment | 2 Days |  |  |
| WFMO

LO/CO | Open vacancy announcement (minimum 30 days)

LO/CO coordinates/sets up rating and interview panels
Advises panel of roles and responsibilities  | 1 Day |  |  |
| WFMO | Review Applications – Send to Rating Panel | 5 Days |  |  |
| WFMO | Rate and determine BQ Candidates – Secure panel documentation | 5 Days |  |  |
| WFMO | Prepare BQ cert; obtain OERB and Appointing Authority Approval | 3 Days |  |  |

## NOAA Hiring Model

| LEAD |                         ACTIVITY | Time Frame (Work Days) | Due Date | ACTUALS |
| --- | --- | --- | --- | --- |
| LO/CO | Interviews. Submits tentative selection with pay justification by 15th day | 15 Days |  |  |
| WFMO | Secure Appointing Authority approval | 3 Days |  |  |
| WFMO
LO/CO | Prepare case for DOC approval. ECQs.
Ensures selectee’s cooperation in process | 10 Days |  |  |
| SECURITY | Pre-appointment waiver (required by DOC) | 5 Days |  |  |
| WFMO | OBTAIN OERB and Appointing Authority approval | 3 Days |  |  |
| OHRM | Review and refer package to ASA/CFO for approval | 5 Days |  |  |
| OPM | Qualifications Review Board approval | 10 Days |  |  |

- ___________________________                                            Total Recruitment Time – **72 Days**
- Sign and Date                                                           (NOAA Part – 50 days)

## Discussion

**Differences in Models:**
**Our model captures entire process, OPM model starts day after vacancy announcement closes.**
**OPM takes care of OPM, we need to go through Department, then to OPM.**
**Our Strategy:**
**30-day model not possible**
**Improve our NOAA processes**
**Measure to Manage**

## What else is WFMO doing?

- Developing Realistic, Attainable Goals and Metrics
- Increasing Executive Resources Staff
- Improving Communications with DOC at all levels	1. Executive Resources Staff	2. HR Directors	3. Deputy Under Secretary and Assistant 		Secretary for Administration
- Leveraging Technology (e-Qip)
- Standardizing Templates

## What can you do to help?

- Stay within defined timelines
- Make hiring a priority
- Due diligence in recruiting – reference checks, salary expectations, etc.
- Assistance in working with tentative candidates (through ECQ and Security Process)
- Keep us informed of your progress
- Provide us with feedback

## What DOC OHRM is doing?

- Very interesting in seeing what we come up with and developing service level agreement.
- New Executive Resources Director
- New NOAA Executive Resources Representative.

## Summary: Why?

- We have an obligation to maintain an effective SES recruitment program
- Our collective cooperation and understanding will ensure we hire the right Senior Executive, with the right skills, in the right time.
- Assuring that we have the necessary talent on board to meet our mission.