Office of Human Resources

Hiring Reform Initiative:

Notifying individuals applying for Federal employment through USAJOBS, an OPM-approved Federal web-based employment search portal, about the status of their application at key stages in the application process.

Date:
July 29, 2010

Describe the barrier, problem, or deficiency being addressed:  

We have determined that there are no barriers to implementing OPM's Four points of notification.  In August of 2009 HHS representatives worked with OPM USAJOBS staff to resolve any systems issues.  We have identified the following deficiencies:

• Some cases are still processed manually.
• Lack of a consistent means of tracking completion of applicant notification though all four notification points.
• Uncertainty about HR practitioner's understanding of notification timelines.

Describe what is causing the barrier/problem (i.e., What is the root cause?):  

The causes of our deficiencies have been identified as:

• Manual processing of cases increases applicant notification timelines. 
• The current monitoring process only ensures that applicants have received a status update by the end of the process. 
• The Automated Tracking System allows issuance of certificates without updating of all status codes.
• Current performance metrics do not address all four points of notification.

Define success or the desired outcome upon completion of applied tasks:

HHS will have Performance Metrics that will measure and confirm all four (4) points of applicant notification are timely.

Primary Action Planning Team

Lead:  Essie Wright,  OHR Talent Management Division  essie.wright@hhs.gov   202-690-7954

Members:
Dinah Peters, HR Specialist, NIH  Dinah.Peters@nih.hhs.gov  301-451-2079
Marjorie Ashley, HR Specialist HIS  Marjorie.Ashley@ihs.gov  928-871-1364
Anthony Jenkins, HR Specialist, AHRFO  Anthony.Jenkins@cdc.gov  770-488-1632

1a. Employee newsletter(s)

OHR Newsletters

05/06/2010 - On-going

Essie Wright

1b. Develop and regularly update FAQ Sheets with Action Planning Team

FAQ Sheets

08/23/2010

Essie Wright

1c. Develop and revise job aids, templates and other training materials for ATS to address four points of notification

Job aids, templates and training material

08/30/2010

Essie Wright and Work Group

1d. Conduct HR Staff meetings

Hiring Reform Status Briefings 

Ongoing 8/2010 to 10/2010

HR Supervisors throughout the HHS HR Community

2a. Develop JOA standard language and disseminate to workgroup for implementation

Standard languages JOAs

Essie Wright and workgroup

2b. Modify HHS Careers language on notification and update FAQ list at HHS website that speaks to the ATS system and applying for HHS jobs

Modified HHS Careers language regarding notification and updated FAQ list

2c.Modify existing tracking systems to facilitate the 4 points of applicant notification. 

Four (4) point applicant notification process

07/26/2010 to 12/31/2010

Angela Jarrard and Alvin Tucker, Laurie McClintock and Janelle Langland

Cost TBD

2d. Develop standards for tracking manual DE cases to measure and ensure timely 4 point notification

Standards for manual DE cases

08/01/2010

Essie Wright and workgroup

N/A

3a. Providing training on 4 point applicant notification process to include updating status codes and required timelines

Completed training for 100 percent of HR community

08/01/2010 and ongoing

Kent Slakey, Jennifer Hovencamp and Chris Major

Cost TBD

3b. Tracking and timely recording of  manual HR cases

Manual DE cases meet timelines for 4 point applicant notification.

November 30, 2011

4.  Perform daily monitoring of the applicant notification process.

Applicant notification compliance and monitoring

On-going

Kent Slakey, Jennifer Hovencamp and Chris Major

TBD

5.  Modify existing performance metrics to include all 4 points of applicant notification and timelines.

Performance standards include metrics to hold HR practitioners accountable for timely 4 point notification.

By 01/01/2011

Denise Wells, Antonia Harris,  Kent Slakey, Jennifer Hovencamp and Chris Majors

N/A

6. Analyze the CHCO applicant satisfaction survey results. 

70% of applicants are satisfied with the notification process.

On-going

Kent Slakey, Jennifer Hovencamp, Chris Major and Applicant Notification Team

N/A

7. Obtain copies of USAJOBS reports on applicant notification and reconcile agency reports with OPM reports to ensure

Applicant notification complies with notification requirements.

TBD

Essie Wright, and Work Group, and OPM USAJOBS Team

N/A

Hiring Reform Initiative

Provide for selection from among a larger number of qualified applicants by using the "category rating" approach, rather than the "rule of 3" approach, under which managers may only select form among the three highest scoring applicants.

Date:
July 29, 2010

Describe the barrier, problem, or deficiency being addressed:

No barriers or deficiencies have been determined in the transition to Category Rating to rate and rank applicants.

Describe what is causing the barrier/problem (i.e., What is the root cause?):

None

Define success or the desired outcome upon completion of applied tasks:

100% of HHS OPDIVs using category rating supported by valid assessment tools while safeguarding veterans' preference rights on or before November 1, 2010.

Primary Action Planning Team

Team Lead: Carolyn McGee, OHR Talent Management Division  Carolyn.McGee@cms.hhs.gov  410-786-4069

Members: 
Kathy Branch, HR Specialist, Baltimore Field Office (BFO)  Kathy.Branch@cms.hhs.gov  410-786-5561
Delilah Covers Up, Management Analyst, Indian Health Service (IHS)  Delilah.Coversup@ihs.gov  301-443-3620
Christine Fisher, HR Specialist, National Institutes of Health (NIH)  Christine.Fisher@nih.hhs.gov  301-443-5324
Donna Sanders, HR Specialist, Atlanta Field Office (AFO)  Donna.Sander@cdc.gov  770-488-1205

1e. Provide information on the use of category rating for the employee/customer newsletter(s)

OHR newsletters

09/03/2010- ongoing

Carolyn McGee

N/A

1f. Develop FAQ Sheets

FAQ Sheets disseminated to the field

08/30/2010
Ongoing

Carolyn McGee and workgroup

N/A

1g. Develop posters to be distributed by work group

Posters posted

09/01/2010

Carolyn McGee

Cost TBD

1h. Develop PowerPoint briefings/montage (include rotation at facilities that have monitors in their lobbies and/or break rooms)

PowerPoint briefings

09/01/2010

Carolyn McGee and Workgroup

N/A

1i. Develop weekly flysheet updates through HHS Careers communication for HR professionals and clients (e.g., timelines, training schedules, updates, etc.)

Agenda for future flysheets

08/20/2010 - 10/29/2010

Workgroup leaders

N/A

Flysheets disseminated to the field

09/15/2010

1j. Develop a webpage for the Hiring Reform initiative

Webpage developed

09/20/2010

OHR Enterprise Group

N/A

Updated webpage

Ongoing

N/A

2. Update/coordinate/disseminate the Department's Category Rating Policy

• Update Category Rating Policy
• Coordinate changes
• Review changes

Finalized policy issued

9/1/2010

Carolyn McGee

N/A

3. Deploy the use of category rating across the Department

100% of the HHS OPDIVs properly utilize Category rating as mandated by the Reform Initiative

11/1/2010

Denise Wells, Antonia Harris,
Jennifer Hovencamp, Chris Majors   Kent Slakey, Phaedra Bibbs-Moore,
Cyndi Mays, and Kendrick Gibbs

N/A

4. Train HR practitioners/managers

• Conduct initial/refresher training on the use of category rating in assessing qualifications and developing the certificates
• Safeguarding Veterans' Right in the recruitment process

Mandatory Training

Certification by all five (5) centers that mandatory training has been completed

On-going

Denise Wells, Antonia Harris,
Jennifer Hovencamp, Chris Majos  Kent Slakey, Phaedra Bibbs-Moore,
Cyndi Mays, and Kendrick Gibbs

N/A

5. Provide every hiring manager training on effective, efficient, and timely ways to recruit and hire well-qualified individuals

100% of HHS managers  receive mandatory training on expected results of hiring reforms, and on techniques of recruiting, hiring and transitioning the best qualified individuals

Ongoing

Denise Wells, Antonia Harris,
Jennifer Hovencamp, Chris Majors, Kent Slakey, Phaedra Bibbs-Moore,
Cyndi Mays, and Kendrick Gibbs

6. Conduct quality review

• HHS-wide DE audit
• 75-85%  of managers provide positive rating on the quality of the certificate

3/2011
TBD

HHS Led Team
OPM Manager Satisfaction Survey

N/A

7. Transition from current staffing tool

100% of all HHS OPDIVs transition to USA STAFFING  Tool

11/17/2010 through 3/30/2010

Denise Wells, Antonia Harris, Jennifer Hovencamp,  Chris Majors, Phaedra Bibbs-Moore,
Cyndi Mays, and Kendrick Gibbs

Cost TBD

8. Train HR Practitioners on USA STAFFING Tool

• Mandatory training
• Certification by all five (5) centers that mandatory training has been completed

On-going

Denise Well, Antonia Harris, Jennifer Hovencamp,  Chris Majors, Phaedra Bibbs-Moore,
Cyndi Mays, Kendrick Gibbs

Cost TBD

9. Assess the quality of training

75-85% of HHS Managers  rate the quality of new hires at 8 or higher (on 10 point scale) at time of hire and six months later

TBD

OPM's Manager Satisfaction Survey

N/A

Hiring Reform Initiative:

Eliminate any requirements that applicants respond to essay-style questions when submitting their initial application materials for any Federal job.

Date:
July 30, 2010

Describe the barrier, problem, or deficiency being addressed:

Dependent on the use of essay questions to determine the quality of applicant's experience, validate question responses and examine writing skills

Describe what is causing the barrier/problem (i.e., What is the root cause?):

HR Practitioners'/Managers' uneasiness about the elimination of essay style questions as related to an assessment of applicants' experience using a simplified resume.

Define success or the desired outcome upon completion of applied tasks:

100% of HHS OPDIVs eliminate essay-style questions when applicants submit initial applications and allow cover letters with resumes to simplify application on or before November 1, 2010

Team Lead:  Carolyn McGee, OHR Talent Management Division  Carolyn.McGee@cms.hhs.gov  410-786-4069 

Members:  
Kathy Branch, HR Specialist, Baltimore Field Office (BFO)  Kathy.Branch@cms.hhs.gov  410-786-5561
Delilah Covers Up, Management Analyst, Indian Health Service (IHS)  Delilah.Coversup@ihs.gov  301-443-3620
Christine Fisher, HR Specialist, National Institutes of Health (NIH)  Christine.Fisher@nih.hhs.gov  301-443-5324
Donna Sanders, HR Specialist, Atlanta Field Office (AFO)  Donna.Sander@cdc.gov  770-488-1205

1a. Provide information on the elimination of essay-style questions in the initial application process in the employee/customer newsletter(s)

Departmental Communication Strategy

8/2010 - 10/2010

Carolyn McGee

N/A

1b. Develop FAQ Sheets

Carolyn McGee

N/A

1c. Develop posters to be distributed by work group

Workgroup

N/A

1d. Develop PowerPoint briefings/montage (include rotation at facilities that have monitors in their lobbies and/or break rooms)

Carolyn McGee and Workgroup

N/A

1e. Develop weekly flysheet updates through HHS Careers communication for HR professionals and clients (e.g., timelines, training schedules, updates, etc.)

Workgroup leaders

N/A

N/A

N/A

1f. Develop a webpage for the Hiring Reform initiative

OHR Enterprise Group

N/A

1g. Hold HR Staff meetings

HR supervisors throughout the HHS HR Community

N/A

2. Provide training to HR practitioners/managers

2a. Delivery Methods

• Webinars
• Instructor-led class room-based   
• training
• Train-the-trainer

• Formal and informal training

• Correspondence

Mandatory training

Certification by all five (5) centers that mandatory training has been completed

On-going

Denise Wells, Antonia Harris, Jennifer Hovencamp, and Christine Majors, Kent Slakey, and HHSU Director

Cost TBD

2b. Provide training to HR Practitioners on qualifying applicants using simplified resumes

Mandatory training

Certification by all five (5) centers that mandatory training has been completed

On-going

Jennifer Hovencamp,  Chris Major, Kent Slakey, Phaedra Bibbs-Moore,
Cyndi Mays,  and Kendrick Gibbs

2c. Provide training to hiring managers and HR Practitioners on valid assessment tools and techniques for recruiting and hiring

Mandatory training

Certification by all five (5) centers that mandatory training has been completed

08/2010 - 10/2010

Denise Wells, Antonia Harris, Jennifer Hovencamp, and Chris Major, Kent Slakey, and HHSU Director

N/A

2d. Advise managers on  the use of essay questions AFTER certificate  has been issued

Guidance provided to managers on use of essay questions to determine the best qualified candidates on certificates.

08/2010 - 10/2010

HHS HR Leadership in the field

N/A

2e. Provide training on structured interviews 

Mandatory training

Certification by all five (5) has  been completed 

Ongoing

HHS OPDIVs

Cost TBD

2f. Provide training to hiring managers on the use of SMEs in the resume review process

Mandatory training
Certification by all five (5) centers that mandatory training has been  
completed

9/2010

3. Conduct quality review

3a. Assess compliance to the DE Handbook and applicable regulations

HHS-wide DE audit 

03/2011

HHS-led audit

N/A

3b. Assess quality of the HR services provided

Receive 75-85% manager's satisfaction rating on the quality of certificate

TBD

OPM's Managers Satisfaction Survey

N/A

3c. Transition from current HR staffing tool

100% of OPDIVs deploy OPM's USA STAFFING Tool

11/17/2010 - 3/30/2011

Denise Wells, Antonia Harris, Jennifer Hovencamp, Chris Major, Phaedra Bibbs-Moore,
Cyndi Mays, and Kendrick Gibbs

N/A

3d. Train HR Practitioners/managers on USA Staffing Tool.

Mandatory training

Certification by all five (5) centers that mandatory training has been completed

On-going

Antonia Harris, Jennifer Hovencamp, Chris Major, Phaedra Bibbs-Moore,
Cyndi Mays,  and Kendrick Gibbs

Cost TBD

4a.  Identify alternative applicant assessment tools and integrate into the hiring process

Alternative methods to assess resumes

8/2010 to 8/2011

Denise Wells and Antonia Harris

Cost TBD

4b.  Develop standard assessment questions for existing standard position across the Department

Library of standardized occupational questionnaires

TBD

Alvin Tucker

N/A

Update vacancy announcements with language to clearly articulate what knowledge and skill sets are required for the position

Job Opportunity Announcement reflect in plain language the requirements for the position advertised

8/2010
On-going

Jennifer Hovencamp, Chris Major, Phaedra Bibbs-Moore,
Cyndi Mays, and Kendrick Gibbs

N/A

Hiring Reform Initiative:

Require that managers and supervisors with responsibility for hiring are accountable for recruiting and hiring highly qualified employees and supporting their successful transition into Federal service, beginning with the first performance review cycle starting after November 1, 2010.

Date:
July 29. 2010

Describe the barrier, problem, or deficiency being addressed:
Problems: 
Increasing supervisor involvement in the hiring process.
Lack of performance measures to hold hiring officials accountable.

Describe what is causing the barrier/problem (i.e., What is the root cause?):

Define success or the desired outcome upon completion of action steps below:
Success will have been achieved when: hiring officials are actively engaged in the hiring process; and performance measures are implemented to hold hiring managers accountable.  Engagement will be measured through management satisfaction surveys and new employee feedback solicited to gauge the supervisors involvement in the transition process.

Primary Action Planning Team

Lead:  Gregory McNeal, Office of Human Resources (OHR)
Members:  Cindy Burnsteel, FDA; Dale DeFilipps, CDC; Jacqueline Flynn, OHR-FDA; Loa Girty, HR-IHS; Michelle Knight, CDC; Gina Martin, CDC;
Barbara Moore, CDC; Anna Nevius, FDA; John Parham, OHR; Cynthia Smith, FDA; Tricia Wimsatt, HR-NIH; Linda Yarbrough, CDC.

1. Develop roles and responsibilities regarding the requirement for hiring supervisors to be involved in the hiring process to include timelines.

Roles and Responsibilities disseminated to the field

4/2010 to 10/2010

Greg McNeal and Work group

N/A

2. Human resources offices, in conjunction with serviced Operating and/or Staff Divisions, will develop streamlined hiring procedures which include the following:

• Pre-recruitment planning/consultation meetings between hiring supervisors and HR representatives.

• Develop standardized Position Descriptions.

• Develop procedures regarding the discretionary use of subject-matter experts (SMEs). 
• Develop key performance indicators for all  phases of the hiring process  

Standard business operating procedures for all supervisors and HR Practitioners

5/2010 to 10/2010

Jennifer Hovencamp, Chris Major,
and Kent Slakey

N/A

75% of position descriptions standardized across the agency

8/15/2010

Stuart Hoffman and Classification Work Group

N/A

Procedures disseminated for the use of SMEs in the application assessment phase

Hiring Business Process Map disseminated to the field

10/2010

Carolyn McGee

N/A

3. Ensure all HR Specialists involved in staffing process have received HR consulting training including learning about the organization(s) they serve and the qualifications required for the positions typically filled within the organization(s).

• Mandatory Training
• Certification by all five (5) centers that mandatory training has been completed

On-going

Jennifer Hovencamp, Chris Major, Kent Slakey, Phaedra Bibbs-Moore,
Cyndi Mays, and Kendrick Gibbs

N/A

4. Include a hiring training module in the new HHS Supervisor 101 Class.

Hiring module included in new supervisor 101 Class

3/2010 to 9/2010

Clarence Baker

N/A

5. Develop information documents for hiring supervisors regarding the tools and resources available to hire highly qualified candidates.

Accelerated hiring toolkit.

12/2010

Greg McNeal Work Group

N/A

6. Operating and Staff Divisions engage hiring supervisors in human capital/workforce planning activities.

OPDIVs and STAFFDIVs submit their human capital/workforce plans to the Department.

8/30/2010

Operating and Staff Division Human Capital Officers

N/A

7. Develop communication plan to increase hiring supervisors' participation on the Managers Satisfaction Survey.

Managers informed on the importance of survey participation to improve customer satisfaction

12/2010 to 3/2010

Antonia Harris, Heidi Sheaffer, Phaedra Bibbs-Moore,
Cyndi Mays, Kendrick Gibbs, Jennifer Hovencamp, Christine Major

N/A

Hiring Reform Initiative:

Provide the Office of Personnel Management (OPM) and the Office of Management and Budget (OMB) timelines and targets to improve the quality and speed of agency hiring by:  reducing substantially the time it takes to hire mission-critical and commonly filled positions; measuring the quality and speed of the hiring process; and analyzing the causes of agency hiring problems and actions that will be taken to reduce them.

Date:
July 29, 2010

Describe the barrier, problem, or deficiency being addressed:  See page 3 for background information.

Lack of standard processes across all five (5) centers impacts the quality and speed of the hiring process. 

Describe what is causing the barrier/problem (i.e., What is the root cause?): 
Roll-out of new recruitment and hiring tool (i.e., QuickHire to USA Staffing) in November 2010 (during aggressive hiring reform initiative.)
Garnering support for new or revised hiring process
Lack of standardization of position descriptions, job analyses, and assessment questions
Human resources policies to support an accelerated hiring process

Define success or the desired outcome upon completion of applied tasks:

• Full implementation of an accelerated hiring process enterprise-wide
• Consistent evaluation and reporting of time to hire and quality of new hires using the data compiled from the management and applicant satisfaction surveys. Interim evaluation (November 2010).
• Repository of standard position descriptions, job analyses, and assessment questions.
• Human resources policies that support an accelerated hiring process.

Primary Action Planning Team 
Lead: Sonji Lee, OHR Talent Management Division Team Lead  SLee4@cdc.gov  770-488-1756

Members:
Claudia Palumbo, HR Specialist, NIH  Claudia.Palumbo@nih.hhs.gov  301-435-4748
Vince Gudewich, Deputy Director, IHS HR Center  VincentGudewich@ihs.gov  301-443-3920
Tanisha Hudspeth-Oliver, HR Specialist, AHRFO  THudspeth-Oliver@cdc.gov  770-488-1695

• Develop posters to be distributed by work group
• Develop FAQ sheets with Action Planning Team
• Bi-weekly communications to executive leadership from chief human capital officer
• Develop Weekly Flysheets - HHS Careers Communication for HR Professionals and HHS Careers Communication for Clients (e.g., timelines, training schedules, updates, etc.)
• PowerPoint Briefing/Montage (include in rotation at facilities that have monitors in the lobby and/or break room)
• Voicemail greeting on customer helpdesk
• HHS Careers road show for hiring managers and HR professionals to test drive system

Departmental Communication Strategy

8/2010-10/2010

USA Staffing Communications Team and
Sonji Lee workgroup

TBD

1b.  Establish standard business processes for customers and HR specialists

Standard business processes in place

8/2010 - 10/2010

Kent Slakey, Jennifer Hovencamp, Chris Major, Phaedra Bibbs-Moore, Cyndi Mays,  Kendrick Gibbs

N/A

1c.  Establish standard performance metrics across all five centers

Standard performance metrics in place

8/2010 - 10/2010

Kent Slakey, Jennifer Hovencamp, Chris Major, Phaedra Bibbs-Moore, Cyndi Mays,  Kendrick Gibbs

N/A

1d.  Provide training to HR practitioners and hiring managers on functionality of new recruitment and hiring tool/USA Staffing:

• Web-based training (WBT)
• Self-paced instruction
• Online help
• Reference documentation
• Instructor-led classroom-based training
• Train-the Trainer

Certification by all five (5) centers that mandatory training has been completed

8/2010 -
09/2010

OPM
Kent Slakey, Jennifer Hovencamp, Chris Major, Phaedra Bibbs-Moore, Cyndi Mays,  Kendrick Gibbs, and HHU

TBD

1e.  Transition from current HR staffing tool

100% of OPDIVs deploy USA Staffing Tool

11/01/2010 to 3/30/2011

Denise Wells, Antonia Harris, Jennifer Hovencamp, Chris Major, Kent Slakey, Phaedra Bibbs-Moore, Cyndi Mays, and  Kendrick Gibbs

Cost TBD

2a. Issue memorandum requiring the use of HHS standard position descriptions

Memorandum issued

08/01/2010

OHR, Talent Management Division
Stuart Hoffman

N/A

2b. Convene team (and technical sub-teams) to develop standard job analysis library for both government-wide and agency-specific mission critical and commonly filled positions.**

Job analysis repository completed

08/2010 - 10/2010

Ad Hoc Job Analysis Team

N/A

2c. Issue memorandum requiring the use of HHS standard job analyses

Memorandum issued

11/1/2010

OHR, Talent Management Division

N/A

2d. Convene team (and technical sub-teams) to develop standard assessment questions for populating recruitment and hiring tool (for both government-wide and agency-specific mission critical and commonly filled positions)**

Assessment question repository completed

11/1/2010

Ad Hoc Question Assessment Team

N/A

2e. Issue memorandum requiring the use of HHS standard assessment questions

Memorandum issued

11/1/2010

OHR, Talent Management Division

N/A

3a. Identify and update current human resources policies (e.g. Merit Promotion Plan) and/or develop new policies to support the successful implementation of accelerated hiring process including:

• Category rating
• Shared registers
• Subject matter experts (SMEs)
• Certificate review and selection timeframe
• Re-advertisements
• Use of standard job descriptions, job analyses, and assessment questions

Existing policies reviewed

9/1/2010

OHR, Talent Management Division

N/A

Polices revised or developed.

10/1/2010

OHR, Talent Management Division

N/A

Policies approved

10/15/2010

Denise Wells and Antonia Harris

N/A

Post policies on intranet

11/1/2010

OHR Enterprise Group

N/A

4a. Evaluate implementation of accelerated hiring process (i.e., time to hire, satisfaction of HR specialists, applicants, administrative liaison/business service representatives, hiring managers) to establish baseline

Evaluation completed

12/2010-3/2011

OHR Talent Management Division

N/A

4b. Compile and analyze data from automated workload tracking system to measure hiring speed (including percentage of employees hired within 80 days)  for both government-wide and agency-specific mission critical and commonly filled positions** and publish summary data on HHS intranet

Data from tracking systems generated

11/1/2010

Talent Management Division

N/A

Summary data report generated

11/15/2010

Talent Management Division

N/A

Summary data report published on intranet and in biweekly communications to executive leadership from the CHCO

11/30/2010

OHR Enterprise Group and Denise Wells, Antonia Harris, Jennifer Hovencamp, Chris Major, Kent Slakey
Phaedra Bibbs-Moore, Cyndi Mays, and  Kendrick Gibbs

N/A

4c. Develop and implement strategies to increase applicant satisfaction survey rate for both completed and abandoned applications

5% increase in applicant satisfaction survey rate

12/2011

OHR Enterprise Group

Cost TBD

OHR Enterprise Group

Cost TBD

4d. Compile and analyze data from satisfaction surveys to measure and report satisfaction with the hiring process and quality of candidates (i.e., percentage of managers who rate quality of new hires at an 8 or higher (on 10 point scale) at both time of hire and six months later.

Data from automated HR tracking system

11/23/2010 - Ongoing

Jennifer Hovencamp, Chris Major and Kent Slakey, and OHR Talent Management Division

N/A

Data on of new hires one month prior to the six month anniversary extracted.

06/16/2010 - Ongoing

N/A

Send survey to supervisor one week after the six month anniversary.

06/23/2010 - Ongoing

N/A

**Mission-critical positions support the agency's core business functions.  For example, attorneys at Justice or human resources specialists at OPM are all mission critical jobs.  Agencies determine which jobs are mission critical through workforce planning.  These jobs may vary over time depending on the agency's mission needs.  Commonly-filled positions are those occupations for which there is a general need across government agencies, and they include the occupations for which OPM has created shared registers.  Examples include contract specialists, information technology specialists, administrative and infrastructure support positions.

Hiring Reform Initiative:

Allow individuals to apply for Federal employment by submitting resumes and cover letters for completing simple, plain language applications, and assess applicants using valid reliable tools.

Date:
July 29, 2010

Describe the barrier, problem, or deficiency being addressed:

Problem:  HR professionals' ability to assess and qualify applicants based solely on resumes.

Describe what is causing the barrier/problem (i.e., What is the root cause?):

HR professionals have been trained to rate detailed resumes and KSA responses against dated qualification standards.

Define success or the desired outcome upon completion of applied tasks:

All vacancy announcements allow for the receipt of resumes and cover letters on or before November 1, 2010.  

Primary Action Planning Team 

Team Lead:  Carolyn McGee, OHR Talent Management Division  Carolyn.McGee@cms.hhs.gov  410-786-4069 

Members:  
Kathy Branch, HR Specialist, Baltimore Field Office (BFO)  Kathy.Branch@cms.hhs.gov  410-786-5561
Delilah Covers Up, Management Analyst, Indian Health Service (IHS)  Delilah.Coversup@ihs.gov  301-443-3620
Christine Fisher, HR Specialist, National Institutes of Health (NIH)  Christine.Fisher@nih.hhs.gov  301-443-5324
Donna Sanders, HR Specialist, Atlanta Field Office (AFO)  Donna.Sander@cdc.gov  770-488-1205

1a. Coordinate information for newsletters to OHR for publication.v

Departmental Communication Strategy

8/2010

Ongoing

Carolyn McGee

N/A

1b. "All Staff" meetings with HR community

Denise Wells, Antonia Harris, Jennifer Hoverncamp,  Chris Major, Phaedra Bibbs-Moore,
Cyndi Mays,  and Kendrick Gibbs

N/A

1c. Develop FAQ Sheets

Carolyn McGee

N/A

1d. Develop posters to be distributed by work group

Carolyn McGee and workgroup

Cost TBD

Workgroup

N/A

1e. Bi-weekly meetings with OPDIV chief human capital officers, center directors, CSC director, and field officers

Denise Wells, Antonia Harris, Jennifer Hoverncamp,  Chris Major, Kent Slakey, Phaedra Bibbs-Moore,
Cyndi Mays,  and Kendrick Gibbs

N/A

1f. Develop PowerPoint briefings/montage (include rotation at facilities that have monitors in their lobbies and/or break rooms)

Carolyn McGee and Workgroup

N/A

1g. Develop weekly flysheet updates through HHS Careers communication for HR professionals and clients (e.g., timelines, training schedules, updates, etc.)

Workgroup leaders

N/A

1h. Develop a webpage for the Hiring Reform initiative

OHR Enterprise Group

N/A

1i. HR Staff meetings

HR supervisors throughout the HHS HR Community

2a. Develop language to be included in the JOA under "How to Apply" that informs the applicant of the level of detail required in the resume to determine qualifications and the ability to submit a cover letter.

JOAs include plain  language application procedures for applicants

Tentative timeline 9/2010

Workgroup Led by Alvin Tucker

N/A

2b. Streamline JOA

JOA is a five pages or less

Tentative  timeline 9/2010

Workgroup led by Alvin Tucker

N/A

2c. Evaluate JOAs to ensure the language in the "How to Apply" section is clearly written and  understood by applicants

75-85%  of the resumes received include detailed job experiences and  employment timelines

3/2011

HHS Led Audit Team

N/A

3a.  Advise/instruct managers on the proper use   of cover letters within the applicant assessment process

Manager satisfaction with the use of cover letters in the applicant assessment process
Cover letters in the applicant assessment process

TBD

OPM's Manager  Satisfaction Survey

N/A

3b.  Conduct qualifications review training for HR professionals

HR professionals have received qualifications review training

9/2010 -
10/2010

Jennifer Hoverncamp,  Chris Major, Kent Slakey, Phaedra Bibbs-Moore,
Cyndi Mays,  and Kendrick Gibbs