# Presentation: 806134

## OMB Circular A-76 andStaffing the Most Efficient Organization:Example Method

## Acronyms

- ATO, Agency Tender Official, ...responsible for the agency tender and represents the agency tender during source selection
- HRA, Human Resource Advisor, ...official who is a human resource expert and is responsible for performing human resource-related actions ....
- MEO, Most Efficient Organization, ...staffing plan of the agency tender, developed to represent the agency’s most efficient and     cost-effective organization

## The Human Resource Advisor and Circular A-76, Performance of Commercial Activities

- Page B-2:  The HRA shall participate on the MEO team and be responsible for the following
- The HRA shall assist the ATO and MEO team in developing the agency tender.
- During development of the agency tender, the HRA shall be responsible for advising the ATO and MEO team on **position classification restrictions, classifying position descriptions**...

## Most Efficient Organization Facts

- Personnel costs are usually 80-90 percent of the Government’s bid
- Accurate classification is a critical success factor for the Agency Tender
- Human resources participation in developing the Most Efficient Organization’s staffing plan is an implicit requirement

## Recommendations

- Be proactive!  Get involved early
- Identify needed resources
- Communicate often and effectively
- Plan and coordinate actions
- Work as an integral member of the organization change team
- Interpret and advise upon laws and regulations
- Apply HR processes

## The Staffing Challenge

- Staffing levels should be based on average rather than peak workload  (extended hours, overtime, temporary, part-time, or intermittent employees should be only used to cover peak workload periods)
- First-level supervisory positions should encompass the broadest possible span of control consistent within reasonable control of the workload of the organization
- Second-level supervisory positions should supervise the largest possible number of subordinate positions and organizations consistent with mission accomplishment

## The Staffing Challenge (contd)

- The total number of levels of supervision should be kept to a minimum
- Lower graded duties should be removed from all positions to the extent possible and assigned to lower-graded positions
- A position should include as much work as possible at that position's classified grade level
- Higher-graded duties should be concentrated in the smallest possible number of positions

## OK, What’s Next?

## One Example Method of Staffing the MEO

**Typical Human Resource Advisor Reviewing a**
**Performance Work Statement To Develop a Staffing Plan**

## Another Example Method for Staffing the MEO

**Map the work requirements to the position requirements using a chart!**

## Mapping the Requirements

- Build a chart to crosswalk work requirements to position requirements...

## Staffing the Most Efficient OrganizationWork Requirements

| WORK REQUIREMENTS/PWS TEAM |  |  |
| --- | --- | --- |
| PERFORMANCE WORK STATEMENT PARAGRAPH NUMBER AND REQUIREMENT | ANNUAL WORKLOAD |  |
|  | TASK NAME | WORK COUNT |
| 5.1.1.1
The Service Provider shall manage and administer the IMPAC credit card program | Add and delete users/cancel accounts | 1,000 |
|  | Respond to inquiries | 300 |
|  | Prepare and deliver briefings | 12 |
|  | Prepare reports | 12 |
|  | Reconcile accounts | 12 |
|  | Perform quality control | 12 |
|  |  |  |

## Staffing the Most Efficient OrganizationStaffing and Classification

| MANAGEMENT PLAN TEAM |  |  |  |  |  |  |  |  |  |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| HOURS PER ACTION | POSITION TITLE, SERIES, GRADE, AND WORKHOURS |  |  |  |  |  |  |  |  |  |
|  | MANAGEMENT ANALYST
GS-343 |  |  |  |  | BUDGET ANALYST
GS-560 |  |  |  |  |
|  | 12 | 11 | 9 | 7 | 5 | 12 | 11 | 9 | 7 | 5 |
| .25 |  |  |  | 50 | 200 |  |  |  |  |  |
| .15 |  |  | 15 | 30 |  |  |  |  |  |  |
| 3.00 | 18 | 18 |  |  |  |  |  |  |  |  |
| 6.00 |  | 6 | 32 | 34 |  |  |  |  |  |  |
| 8.00 | 8 |  |  |  |  |  | 6 | 30 | 30 | 30 |
| 2.00 | 12 |  |  |  |  | 12 |  |  |  |  |
| Subtotal |  |  |  |  |  |  |  |  |  |  |

## Staffing the Most Efficient OrganizationPutting it All Together

| MANAGEMENT PLAN TEAM |  |  |  |  |  |  |  |  |  |  |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| HOURS PER ACTION | POSITION TITLE, SERIES, GRADE, AND WORKHOURS |  |  |  |  |  |  |  |  |  |
|  | MANAGEMENT ANALYST
GS-343 |  |  |  |  | BUDGET ANALYST
GS-560 |  |  |  |  |
|  | 12 | 11 | 9 | 7 | 5 | 12 | 11 | 9 | 7 | 5 |
| .25 |  |  |  | 50 | 200 |  |  |  |  |  |
| .15 |  |  | 15 | 30 |  |  |  |  |  |  |
| 3.00 | 18 | 18 |  |  |  |  |  |  |  |  |
| 6.00 |  | 6 | 32 | 34 |  |  |  |  |  |  |
| 8.00 | 8 |  |  |  |  |  | 6 | 30 | 30 | 30 |
| 2.00 | 12 |  |  |  |  | 12 |  |  |  |  |
| Subtotal | 30 | 24 | 47 | 114 | 200 | 12 | 6 | 30 | 30 | 30 |

| WORK REQUIREMENTS/PWS TEAM |  |  |
| --- | --- | --- |
| PERFORMANCE WORK STATEMENT PARAGRAPH NUMBER AND REQUIREMENT | ANNUAL WORKLOAD |  |
|  | TASK NAME | WORK COUNT |
| 5.1.1.1
The Service Provider shall manage and administer the IMPAC credit card program | Add and delete users/cancel accounts | 1,000 |
|  | Respond to inquiries | 300 |
|  | Prepare and deliver briefings | 12 |
|  | Prepare reports | 12 |
|  | Reconcile accounts | 12 |
|  | Perform quality control | 12 |
|  |  |  |

## Summary

- The human resources role is significant in a competitive sourcing effort
- Be proactive!  Get involved early
- Identify needed resources
- Communicate often and effectively
- Plan and coordinate actions
- Work as an integral member of the organization change team
- Interpret and advise upon laws and regulations
- Apply HR processes

## Tom Kaplan
U.S. Office of Personnel Management
202-606-1045
Txkaplan@opm.gov
Ann Benson
BAE SYSTEMS
703-414-7000 x228
ann.benson@baesystems.com 

- U.S. Office of Personnel Management
- 202-606-1045
- _[Txkaplan@opm.gov](mailto:Txkaplan@opm.gov)_
- Ann Benson
- BAE SYSTEMS
- 703-414-7000 x228
- _[ann.benson@baesystems.com](mailto:Ann.benson@baesystems.com)__ _

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