# Presentation: 594902

## NOAA’s Program Coordination Office

**Tim McClung**Executive Director to the NOAA Chief of Staff
- August 31, 2006

*A Window Into Leadership*

**Notes:**
Some recent staffing “attempts” in PCO have proven challenging.  A need exists to articulate proven successful staffing procedures for PCO positions.  This will standardize among DAAs NOAA expectations of staffing the PCO representative position.  

Sending one “take it or leave it” candidate to PCO to train a day or two before taking over for the current representative isn’t sufficient planning for success.  Finding the right person to be the “face of your line” that ALREADY possesses the necessary skills set to support the line and NOAA requires a deliberate process.

## NOAA’s Program Coordination OfficeA Window Into Leadership

- PCO Purpose
- NOAA’s future leaders right for PCO now
- Increasing Awareness of the PCO position
- Competitive process detailed
- Timeline/Actions
- Benefits to NOAA

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
The PCO representative is a key “link” in your success with NOAA leadership in HCHB.  Often, DAA/AAs under utilize or simply do not effective use their PCO representatives.  

These employees are some of your best – they are on the “cusp” of future NOAA greatness.  Maybe they are the employee’s you least wish to give up as it would “create too big a hole.”  The question is – how important is it for your line to have the right representative in PCO?  How effectively will you use the PCO representative to facilitate success within your line and at NOAA?

Your future “stars” aren’t all within the Beltway.  In various ways, each line can highlight/promote their PCO position throughout the year to further increase your chances for success using the competitive process detailed in the presentation. 

By finding the right future leaders, and allowing them to have this “close up, hands on” NOAA opportunity - everyone wins - including NOAA, the line, and the employees.

## NOAA’s Program Coordination OfficeA Window Into Leadership

- What is the purpose of PCO?
- Staff to all NOAA HQ Leadership
- Represent line office views in speeches/presentations
- Alert line offices to relevant upcoming HQ issues or events and vice versa

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
The PCO representative supports the line in staffing all NOAA leadership, and in daily liaison efforts between each line’s management and NOAA headquarters staff.

The successful utilization of each line’s PCO representative is directly indicative of each line’s managerial success.  These folks serve as a key communication link between NOAA headquarters and the lines.  

It is important to note the PCO representatives work side by side with politically appointed NOAA policy representatives.  PCO representatives are not only dealing with the scientific side of NOAA on a daily basis, but also the political side as well.  

## NOAA’s Program Coordination OfficeA Window Into Leadership

- NOAA’s Future Leaders Right For PCO Now
- Focused on personal/professional growth
- Self-motivated, organized, team players
- Excellent, concise writers
- Respectful of authority yet can advise leadership tactfully
- The face of your line
- Act as mentor for many others after assignment

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
PCO candidates should already possess substantial professional talents.  PCO is not a “training ground” to “learn” motivational or organizational skills.  

The PCO assignment is a developmental opportunity for NOAA employees who already possess the skills set listed here.  The PCO assignment is a “broadening” experience – an opportunity for tomorrow’s leaders to work closely with NOAA’s leadership today.

The PCO representative often carries “the message” from each line to/from NOAA leadership.  PCO candidates should demonstrate advanced interpersonal skills, especially regarding the ability to show respect for authority while at the same time providing advice/guidance to authority.

## NOAA’s Program Coordination OfficeA Window Into Leadership

- Increasing Awareness of Opportunity
- Prepared PCO materials
- Terms of Reference
- “Perks” of the position
- Highlight PCO web site/presentations
- Word of mouth
- PCO success stories

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
It is that time of year again – time to “find somebody” to fill the PCO slot.  Who will you dig up?  What rock will you look under?  What hole are you going to create?

A minimal amount of focus on the issue throughout the year will lessen the annual headaches of staffing the PCO position.

PCO staff have documents (provided with this briefing) discussing the position requirements as well as the “perks” of the position.  Believe it or not, PCO staff actually believe there are perks to the position, and those perks can be used to increase future staffing interest.  

Each week you hopefully meet new talent within your lines.  Do you ever suggest a PCO rotation?  Do you ever handout any information on PCO to potential candidates or do you ever suggest they call the current PCO representative to “have lunch” and talk about the opportunities of working in PCO?

Lastly, when a PCO representative has done a great job and they are successfully returning to your line, highlighting their return, including any  promotions received will no doubt increase future interest in the position among your line’s aggressive, hungry talent.

## NOAA’s Program Coordination OfficeA Window Into Leadership

- 6 Months Before Position Transition
- Cast the biggest net possible
- Email (from DAA/AA) to all employees in the line announcing opportunity
- Inquiries are directed to current PCO representative
- Current PCO representative begins          monthly interviews with DAA/AA                regarding next assignment

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
The PCO assignment should be competitive and viewed as a “talent recruitment” exercise.  Sorry to break the news to you, but we need more talent here in D.C.  The PCO slot can be used to bring field talent to D.C. to support your line and NOAA leadership.

Recent VADM quote  -  “Each AA should be training three people to replace them.”
How does your line focus on succession planning?  What kind of “farm system” are you building within your lines?  Recruiting PCO candidates is one way to build and rapidly train your farm system of future NOAA leadership.

Announcements of PCO opportunities should be sent to all staff within your entire line.  An email from the DAA/AA will heighten awareness of the opportunity for folks ready today, or perhaps in 2-5 years.  PCO staff can assist with the creation of the emails, and current PCO representatives can answer any inquires from interested candidates.

While six months seems like a long time to plan ahead, you’ll need every week to cast a big net, identify a few names and allow the process to evolve fully and successfully.  It is important to focus on finding the right future candidates, while also equally and concurrently focusing on the future for your current PCO representative.  

## NOAA’s Program Coordination OfficeA Window Into Leadership

- 2-5 Months Before Position Transition
- 2-3 day shadowing opportunities
- Candidates separately shadow current PCO representative
- Mondays are particularly good days
- Meet/Greet opportunity
- Candidates feel out PCO and vice versa
- Travel costs for non-local candidates partially/fully paid by NOAA’s ADF
- Current PCO representative continues monthly meetings with DAA/AA regarding next assignment

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
After you’ve cast a big net, hopefully your efforts throughout the last six months have yielded a few potential candidates.  Now it is time for those folks to “test the waters.”   Life in PCO is a team environment.  Each representative must have confidence in the other representatives, and thus a shadowing opportunity is a necessity for each candidate to evaluate whether the PCO year-long experience is right for them.

Also, the shadowing opportunity allows NOAA leadership/management to obtain a level of comfort with the candidate(s).  In many ways, the 2-3 day shadowing experience is similar to PMF and Sea Grant Fellowship placement weeks, where the talent feels out the management/agency personnel, and vice versa.

By casting a big net, some of your potential PCO candidates may currently live/work in other parts of the country.  Costs incurred to provide shadowing opportunities for these interested candidates may be partially/fully paid from the NOAA’s Administrator’s Fund (ADF), depending on the availability of funds at the time of the request (earlier in the FY more money is usually available).  NOAA would prefer each line pay for these costs, however, as well as any PCS costs to move any selected candidates to the area.  These costs are standard when moving staff to the D.C. area to fill jobs and thus this process should be viewed as a normal aspect of the ongoing recruitment process.   NOAA offers the ADF financial support to demonstrate our commitment to recruiting talent to the D.C. area.

While focusing on your recruitment efforts, monthly meetings with your current PCO representative should be leading toward an agreement regarding their next assignment.

## NOAA’s Program Coordination OfficeA Window Into Leadership

- 2 Months Before Position Transition
- NOAA team interviews top 3 candidates
- Interview team will include:
- Executive Director to the NOAA Chief of Staff
- Current PCO representative
- Appropriate (one) NOAA policy representative
- Line representative(s) chosen by DAA
- Current PCO representative finalizes next assignment plans with DAA/AA

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
With at least your top three PCO candidates finalized (and after each has had a 2-3 day shadowing opportunity), in person interviews should be conducted with at least these four folks consisting of the interview team.

Shortly after the interviews, the new representative is selected and about this time your future plans for your current PCO representative should be finalized.

## NOAA’s Program Coordination OfficeA Window Into Leadership

- 6 Weeks Before Position Transition
- Selection of new representative is made
- New representative begins transition efforts at “home” site to prepare for PCO detail
- Handing off duties/assignments
- Current PCO representative begins planning for upcoming training of new representative and transition to next assignment

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
The selected candidate will need up to six weeks to transition to PCO.  If needed, this is ample time for a (out of town) candidate to arrange/complete a PCS.

In most cases, PCO representatives are tasked with assignments anywhere from 1-8 weeks ahead of events.  Thus, successful transition planning requires several weeks for the benefit of both the PCO representative and PCO management.

## NOAA’s Program Coordination OfficeA Window Into Leadership

- One Week Before Position Transition
- New representative arrives and conducts one full week of shadowing
- Hand-off of duties/assignments
- Handle administrative details
- Personal introductions to HCHB NOAA employees

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
The most important week for a PCO representative is the full week of shadowing/training immediately prior to assuming the role.  This week of training allows the new employee to slowly mold into the PCO staff, while allowing time for the departing member to properly train and hand off duties to the new representative.

Also, this week allows for a slow introduction of the new representative to all HCHB NOAA employees.

## NOAA’s Program Coordination OfficeA Window Into Leadership

- Length of PCO Assignment
- PCO assignments should be one year
- Full year provides representatives opportunity to experience all annual responsibilities
- Nature of job allows new representatives to benefit from “veteran” representatives
- Staggering staff transitions based on line/calendar

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
A one year assignment in PCO is perfect for a number of reasons.

During the first six months employees gain knowledge and confidence and then during their final six months in PCO, as “veterans,” they provide leadership for “newer” staff.  This “rotation” facilitates important knowledge transfer and the “veterans” are more able to fully “cover” for other line representatives.

Further, a one-year assignment allows each representative to “see the full cycle” of the calendar year, which includes annual activities such as SES Summits, mid level retreats, scientific events/conferences, budget events, etc.

PCO management attempts to stagger each line’s “transition window” to minimize the number of concurrent PCO staff transitions.

## NOAA’s Program Coordination OfficeA Window Into Leadership

- Benefits to NOAA
- Building a cadre of NOAA’s future leaders with:
- Broad based knowledge of all NOAA programs
- Understanding of the internal and external pressures influencing NOAA policy
- Connections across all line offices
- Assisting NOAA Leadership to serve the Nation needs

- NOAA's Program Coordination Office: A Window Into Leadership

**Notes:**
As NOAA grows and each line works together toward the “One NOAA” vision, the return of your PCO representative is an ideal way to communicate high-level knowledge/vision among your permanent line employees.  

This “cross fertilization” among your line’s employees of high-level execution and management skills/practices, facilitated by returning PCO representatives, will increase chances of future successes at both the line and NOAA levels.

## NOAA’s Program Coordination Office

**Tim McClung**Executive Director to the NOAA Chief of Staff
- August 31, 2006

*A Window Into Leadership*

**Notes:**
Some recent staffing “attempts” in PCO have proven challenging.  A need exists to articulate proven successful staffing procedures for PCO positions.  This will standardize among DAAs NOAA expectations of staffing the PCO representative position.  

Sending one “take it or leave it” candidate to PCO to train a day or two before taking over for the current representative isn’t sufficient planning for success.  Finding the right person to be the “face of your line” that ALREADY possesses the necessary skills set to support the line and NOAA requires a deliberate process.