# Presentation: 294344

## U. S. CUSTOMS  SERVICE PD  SIMPLIFICATION

- IDENTIFYING  THE  ISSUES
- and
- DEVELOPING  SOLUTIONS
- 1995 to Present

## POSITION  DESCRIPTIONREDUCTION  PROJECT (1996)

- 5400 PDs FOR 19,500 EMPLOYEES
- AC’S GOAL:  1 PD PER TITLE/SERIES/GRADE

## OBJECTIVES:

- Automate PDs & decentralize personnel processing
- Automate & speed-up staffing process
- Assist decision-making without weakening legal requirement of fairness & equity
- Improve posture in 3rd party hearings by clear differences between grades
- Improve HRM customer service to field

## WHAT  IS  THE  PURPOSE  OF A  PD?

- Helps supervisors manage employees
- Outlines employee’s responsibilities
- To set pay & ensure = pay for = work
- Helps identify staffing needs
- Helps identify training needs & eligibility

- Helps measure performance
- Used to determine bargaining unit status
- Helps justify awards & disciplinary actions
- Helps resolve grievances
- A legal requirement (5 USC Chap 51)

## WHO  USES  PDs?

- Managers
- Supervisors
- Employees
- Admin support
- Payroll
- Budget
- Training
- Medical/Safety

- EEOO
- Internal Affairs
- HRM Classification
- HRM Staffing
- HRM Empl Relations
- HRM Labor Relations
- HRM Benefits
- HRM Processing

## HOW  TO  CHOOSE  THE  RIGHT  PD? (1995) 

- Secretary, **GS-5**  37pd’s		  **GS-6   **47pd’s  		  **GS-7**   81pd’s
- Customs   **GS-5   **59pd’s Inspector, **GS-7**  60pd’s 		  **GS-9**   51pd’s
- Customs 	  **GS-5**  88pd’s Aid,

- K9 Officer, **GS-9  **8pd’s
- Criminal**	****GS-12 **17pd’s Invstgtr,	**GS-13** 18pd’s
- Import  **GS-11**    7pd’s Specl,   **GS-12   **21pd’s

## WHAT  YOU  SAW  IN USCS’   SYSTEM (1995)

**7 pages & 65 GS-1889 PDs**

**ANOTHER EX****:  21 pages & 201 GS-318 PDs ****(too big to show)**

## WHAT  YOU  SHOULD   SEE

- 1 PD per TITLE**/**
- SERIES**/**
- &**/**or GRADE

## HOW  TO  SIMPLIFY  PDs?

- Can it be shorter?
- Make it readable
- Make it accurate
- Make it simple
- List only major duties
- Avoid minor duties
- Levels of work assigned should match pd

- Don’t be overly specific
- Are there “magic words”?
- Is there a benchmark pd?
- Can you use fill-in-the-blanks?
- Checklist pd’s?

## MORE  THOUGHTS  ON HOW  TO  SIMPLIFY  PDs

- Can you describe just FPL, not lower grades?
- Use FES format?
- Primary standard?
- Avoid excessively legalistic terminology
- Build key concepts/ grade criteria in pd
- Develop local-use only amendments/memos

- Automated pd’s?
- Simplify OF-8 coding or use automation system instead of pd
- PD should support staffing efforts
- Reorient supv away from always having “unique” situation
- Broadbanding?

## STILL  MORE  ON  THE  PD PROCESS

- Use Pen & Ink change procedures
- Develop agency grading guides
- Make it PATCO-compatible
- Tie-in to performance standards
- Use boilerplate terminology

- Develop templates
- Develop all-inclusive generic pd’s
- PODAA
- Make it compatible with other HRM IT initiatives (Resumix, PeopleSoft, et al)
**KISSS !**

## HOW  TO  SIMPLIFY  IT?

** ****K****EEP**
** ****I****T**
** ****S****HORT****,**
** ****S****IMPLE****,                         **.**      &**
** ****S****TANDARDIZED**

## STANDARDIZED ELECTRONIC  PD  FORMAT  (EPD)

- Intro NTE 7 lines, for vacy announcement
- NTE 4 - 6 major duties (sub-paras ok), more important first
- Generic
- PODAA
- FES format w/ levels & points

- Factor 1:  3 - 6 KSAs
- Use active voice
- Avoid jargon or overly - specific references to forms, projects, organizations, etc.
- IT-compatible
- NTE 4 - 5 pages

## SUPERVISORY  EPD FORMAT

- Intro NTE 7 lines, for vacy announcement
- Generic
- NTE 4 - 6 major duties (sub-paras ok), more important first
- PODAA
- FES format w/ levels & points

- Use active voice
- Avoid jargon or overly - specific references to forms, projects, organizations, etc.
- KSAs at end
- NTE 4 - 5 pages
- IT-compatible

## EPD  EVALUATION STATEMENT  FORMAT

- Required for precedent-setting or  border-  line decisions, or where appeal expected
- Include:
- Background info on establishment of position
- All references used & dates
- Series & title determination
- Describe how exceeds lower grade but doesn’t meet higher
- Cite law/CFR for BUS & FLSA

## WHAT  DID  USCS  DO NEXT?

- Set up a task force of 6 classifiers and assistants for three months
- Drafted EPDs based upon existing pd’s and class standards
- Coordinated the drafts with SMEs, staffing specialists, IT people and union
- Published EPDs, implementing memo and explanatory information for supvr & empl March 1996

## RESULTS?

- 1996  Replaced 2,656 old pd’s with 176 EPDs, a 93.4% reduction (mostly for Ofc of Field Opns’ 12,000 employees)
- 1996  Provided training on classification & use of EPD to staffing specialists & assistants
- 1997  Able to maintain level of services when HRM reduced by 50 spaces (- 20%)

## SPDs/EPDs  UPDATED

- 1997  EPD loaded to USCS-wide electronic bulletin board
- 1998  Set up a system allowing many SF-52 actions using EPD to bypass Classification
- 1998  EPD loaded to USCS InfoBase, an HRM CD-ROM distributed to USCS admin offices monthly
- 1998 Developed 1st simplified grading template for mgr & supv use

## UPDATING  CONTINUES

- 1999, started turning most populated existing pd’s into Standardized Position Descriptions (SPD) & combining them with EPDs in a listing provided to mgr, supvr, admin & HRM personnel
- 1999  Listing of SPD/EPD added to InfoBase
- 2000  USCS IntraNet established, with SPD listing

## THE  CONTINUING  INITIATIVES

- 2000  Phase 1 of a contract awarded to produce 115 new EPD
- 2000  Position maintenance review responsibility integrated into USCS self-inspection program
- 2001  544 SPD/EPD now in use; EPD library available on USCS IntraNet; over 54% of USCS workforce  covered by SPD

## 9 GRADING TEMPLATES ISSUED TO DATE

- Budget support positions in CMCs
- EEO Specl/Mgr positions outside of USCS EEOO
- HR supt & liaison positions in field
- IT positions in field
- GS-1802-5/6/7

- Field L & ER Specl positions
- Field logistics & procurement support positions for OFO
- Technical Enforce-ment support positions for OI
- Intell Resch/Opns Specl for OI

## CUSTOMS  POLICY - 2000

** ****Standard Position Descriptions will be used throughout the Customs Service to the maximum extent possible**
**PM&C will provide a current list of SPDs to OHRM staff**
**The SPD list also will be in Infobase and, eventually, on the Intranet**
**When an SPD exists, an individual PD will not be created without approval from AC or Deputy AC, HRM**
**Adoption of risk management concept**

## IMPLEMENTING  THE  POLICY

**The widespread use of SPDs allows many actions to bypass PM&C review.  The bypass operates when:**
**Supervisor certifies assigned work is accurately described in an SPD**
**The SPD covers the series/grade of position and is approved for use in the organization**
**The action is not an exception to BYPASS (discussed below)**
**Use the staffing checklist**

## PROCEDURES 	

**If the action** meets any exception and **shouldn’t be BYPASSed**,** be sure it is approved by a classifier**,** ****FIRST ****!**
- If NO classification review is needed, and BYPASS is appropriate, use your checklist:
**The PARTS action must have an SPD PD#**
**PD# must be from most recent SPD list**
**The SPD must be appropriate for the requesting organization**
**Make sure of Supervisory Certification**

## PROCEDURES  (cont’d)

- Return action to requesting office for supervisory certification before taking any action
- If supervisor declines to certify, refer action to PM&C

- If PD# is wrong, but close to a correct SPD, verify with requesting office before taking action
**Return action to requesting office if MR# is incorrect**
**Forward action to PM&C if PD# is correct but does not match an SPD **

## PROCEDURES  (cont’d)

- Ensure a complete copy of the appropriate PD is available before taking any action.  You can:
- Check InfoBase or PD Library when PD# begins with an “S”
- Check with PM&C if PD is not available electronically, e.g., PD# begins with an “A” or numeric sequence
- Forward PARTS request to PM&C if unable to locate copy of SPD

## BYPASS WORK FLOW

**INPUT **
**PARTS**

**BYPASS**

**STAFFING **
**CENTERS**

**FIND****/**
**CREATE**
**PD**

**PM**
**CONTROLS**

**ESC**

**USDA**
**CIPPS**

**NFC**
**TIMIS**

**E**
**X**
**C**
**S**
**V**
**C**

**F**
**L**
**D**
**O**
**P**
**S**

**H**
**Q**
**S**
**V**
**C**

**I**
**N**
**V**
** **
**S**
**V**
**C**

**PM&C**

**SPD**

**NO**** ****SPD**

**OK**

**ALL OK**

**CUSTOMER**

**RETURN**** ****ACTION**

**NO GOOD**

**NO**** ****GOOD**

**OK**

**NO GOOD**

**NO GOOD**

## BYPASS  CHECKLIST

**  ****IDENTIFIES ****	****	****POSITION**
**  ****6 QUESTIONS**
**  ****REQUIRES INITIALS ****	****& SIGNATURE**
**  ****REVIEWER &       ****	****APPROVER SIGN**
**  ****INSPECTABLE PART  ****.......****	****OF DEU/MPP ****	****CASE FILE**

## SUPERVISORY  CERTIFICATION

- I CERTIFY THIS IS AN ACCURATE STATEMENT OF MAJOR DUTIES AND RESPONSIBILITIES OF THIS POSITION AND ITS ORGANIZATIONAL RELATIONSHIPS, THE POSITION IS NECESSARY TO CARRY OUT GOVERNMENT FUNCTIONS FOR WHICH I AM RESPONSIBLE, AND THERE IS SUFFICIENT MONEY IN MY BUDGET TO PAY FOR THIS ACTION.  I UNDERSTAND THIS INFORMATION IS  USED FOR STATUTORY PURPOSES RELATING TO APPOINTMENT AND PAYMENT OF PUBLIC FUNDS,  AND FALSE OR MISLEADING STATEMENTS  VIOLATE STATUTES OR REGULATIONS.
- ____________________________               _______________
- (SIGNATURE IF FAXED OR HARD-COPY)           	          (DATE)
- ____________________________
- (PRINT NAME & TITLE)

## FUTURE  GOALS

- 2002  Phase 2 of contract for 162 more EPD; focus on remaining series/titles w/ 20+ empls
- Replace USCSBBS and InfoBase with user-friendly IntraNet access for all USCS personnel; including EPD library
- Create EPD for all positions with 10 or more employees; update existing EPD for reorgs, new work, new class stds

## FUTURE  GOALS  (cont’d)

- Mass change eligible employees to EPDs
- Achieve 90%+ of USCS workforce on EPDs