Delegated Examining – Resumix 26 Aug 2004 Delegated Examining – Resumix Command Welcome. This briefing was prepared to give CPAC staffs an overview of the new process for using Resumix for delegated examining (DE). This is a very big change in the way we’ve done things in the past, and I want to explain a lot of the changes to you. CHRA 26 August 2004

What is a Recruitment Strategy? What skills am I looking for? Is the position temp or perm? What education level is needed? Is there a strong local pool of candidates? What is the BEST recruitment SOURCE for this position? With ever changing roles, procedures and tools, the CPOC, CPAC, and Managers must continue to work together in developing the best Recruitment Strategy. In order to determine an effective strategy, there are a variety of questions that need be asked so our choice of recruitment methods will be more efficient and effective.

Internal or External Recruitment? Is there a requirement to recruit to the general public? What is the history on internal recruitment for this position? What should my area of consideration be?

RECRUITMENT SOURCES AREAS OF CONSIDERTION VETERANS PROGRAMS VRA, VEOA 30% REINSTATEMENT ELIGIBLES FEDERAL WIDE ARMY-WIDE TEAM REDSTONE TRANSFER ELIGIBLES OPM CERTS DEU LISTS COMMAND HANDICAPPED PROGRAM OTHER SOURCES EO 12721 FAM MEMB

DEU/Resumix Tool No paper crediting plans & KSA’s One Job Analysis Process for both internal and external Use of Weighted Skills Receive referrals Faster Receive and return referrals via AKO Similar electronic process to internal recruitment. Receive internal and external referrals simultaneously Once the decision has been made to recruit to the general public, there is a new automated tool to do the job, replacing the current paper process. The automated DEU/Resumix Tool will have benefits for all. Here are a few benefits for managers:

Key Features Weighted Skills Electronic Certificate 26 Aug 2004 Key Features Weighted Skills Electronic Certificate Notice of Ratings - ANSWER Electronic Case Folder Some of the key features of this new process are shown on the slide. They include: Weighted skills An electronic certificate Notice of Ratings provided by ANSWER, and An electronic case folder. These will be discussed further in subsequent slides.

Benefits of an Automated System 26 Aug 2004 Benefits of an Automated System Eliminate KSAs Simultaneous internal & external announcements/certificates One recruitment process Weighted skills make better distinctions among candidates Customer Focus Branch controls entire recruitment process Manager receives/returns certificates thru AKO This slide explains some of the benefits of our new automated delegated examining system. It eliminates the use of KSAs (knowledges-skills-abilities) and the use of traditional crediting plans that were required to be submitted by the manager, many of which were outdated and often difficult to prepare. It allows us to better time the issuance of internal and external job announcements and certificates of eligibles. The delegated examining process used to be separate from the internal merit promotion process, and we had to submit a request to the Delegated Examining Unit (DEU). Sometimes we had to wait for a crediting plan from the manager – This meant there was a gap, sometimes a week or more. But with the new process we’ll have everything we need from the gatekeeper checklist and Resumix Skill Search Plan, and will be able to simultaneously pursue both internal and external recruitment options. It gives us one recruitment process for both avenues -- both working through Resumix. Weighted skills allows for better distinctions between applicants (and we’ll see how this works in later slides). The Customer Focused Branch in the CPOC controls the entire recruitment process, rather than part going to the separate DEU. And the manager receives and returns the certificates of eligibles through AKO email, rather than overnight delivery or fax.

Benefits of an Automated System 26 Aug 2004 Benefits of an Automated System Eliminate KSAs Simultaneous internal & external announcements/certificates One recruitment process Weighted skills make better distinctions among candidates Customer Focus Branch controls entire recruitment process Manager receives/returns certificates thru AKO This slide explains some of the benefits of our new automated delegated examining system. It eliminates the use of KSAs (knowledges-skills-abilities) and the use of traditional crediting plans that were required to be submitted by the manager, many of which were outdated and often difficult to prepare. It allows us to better time the issuance of internal and external job announcements and certificates of eligibles. The delegated examining process used to be separate from the internal merit promotion process, and we had to submit a request to the Delegated Examining Unit (DEU). Sometimes we had to wait for a crediting plan from the manager – This meant there was a gap, sometimes a week or more. But with the new process we’ll have everything we need from the gatekeeper checklist and Resumix Skill Search Plan, and will be able to simultaneously pursue both internal and external recruitment options. It gives us one recruitment process for both avenues -- both working through Resumix. Weighted skills allows for better distinctions between applicants (and we’ll see how this works in later slides). The Customer Focused Branch in the CPOC controls the entire recruitment process, rather than part going to the separate DEU. And the manager receives and returns the certificates of eligibles through AKO email, rather than overnight delivery or fax.

DEU/Resumix Tool Benefits for Applicants No expense of sending multiple bulky application packages to several locations One Central Resume Processing Center Fast Feedback thru ANSWER One resume kept on file-change/update as needed Documentation needed upon selection-less paperwork at time of application

Comparison – Old vs. New RPA & gatekeeper SF-39 1 resume w/self-noms 26 Aug 2004 Comparison – Old vs. New OLD SF-39 Hard-copy application Hard-copy crediting plan Manual scoring of KSAs Manual notice of rating Manual referral list Manual selection process Manual case folder NEW RPA & gatekeeper 1 resume w/self-noms Job analysis with automated skill search plans Automated scoring Answer Automated web-referral On-line selection process Automated case folder This slide compares the new process to the old one: Old: A hard copy SF39 had to be prepared and sent to the DEU for recruitment. New: the RPA and gatekeeper will have all the information needed to begin external recruitment. Old: Applicants had to submit a hard copy application (resume, SF171, OF612, etc.). New: use one resume, with a self nomination for a specific vacancy announcement. Old: A hard copy crediting plan was submitted by the selecting official through the CPAC. New: job analysis is done through Resumix with an automated skill search plan. Old: KSAs were manually evaluated and scored. New: scoring has been automated. Old: Manually-generated notice of rating that was mailed to applicants. New: ANSWER, Army’s web-based notification system will provide status information to applicants. Old: Manually-generated referral list sent overnight or via fax. New: automated process thru the web-based referral list. Old: Selection was a manual process, the selecting official had to annotate the certificate and return it by fax or mail. New: this is all done using an on-line selection process. Old: Case folder manually created and maintained. New: automated case folder is created behind the scenes.

Basic Resumix Terminology 26 Aug 2004 Basic Resumix Terminology Resumix for Merit Promotion Required Skills Desired Skills Resumix for Delegated Examining Basic Skill - Skill with a weight of 1 Fundamental Skill - Skill with a weight of 2 through 6 Before we get into the actual process, I want to review a few basic Resumix terms. In Resumix for merit promotion, we refer to required and desired skills. Required skills are skills which must be brought to the job – they can’t be learned through the normal orientation process. Desired skills are skills that help to identify higher qualified candidates but are not necessarily needed to perform the job. When using Resumix for delegated examining, we have basic and fundamental skills. Basic skills are skills that are important to the job, but not as important as others. These are any skills with a weight of one. Fundamental skills are more critical to the job and are more heavily weighted, with weights of 2 thru 6.

26 Aug 2004 The Process 1. Manager identifies vacancy, submits RPA & Gatekeeper Checklist 2. CPOC conducts job analysis; works with manager to refine & weight skills and issues vacancy announcement 3. Applicants submit resume &/or self-nominate 4. CPOC identifies applicants who self-nominated 5. CPOC begins 4-Step Rating Process Now we’re going to step through an overview of the new process (and we’ll be discussing these in more detail). In step 1 (manager submits RPA/checklist), the gatekeeper should contain all the information needed to begin recruitment If external recruitment is going to be used, this should be indicated in the checklist. Step 2, the CPOC conducts a job analysis similar to merit promotion, but with weighted skills (this is a big difference). Coordination with the manager is crucial at this point in developing a “skill search plan” to refine/weight skills. A standard template and process is under development and will soon be available for all CPOCs. It will be used for both internal and external recruitment and explains the difference between the two processes (required/desired skills for internal recruitment, and weighted skills for external (delegated examining) recruitment). The CPOC then issues the vacancy announcement. Step 3, applicants submit resumes and/or self-nominate. Step 4, after the announcement closes, the CPOC identifies applicants who self-nominated. Step 5, the CPOC begins the 4-step rating process (covered in more detail later).

26 Aug 2004 The Process (cont’d) 6. CPOC determines eligibility for applicants within reach on referral 7. CPOC issues certificate 8. Manager makes selection 9. CPOC verifies eligibility on selectee 10. EOD date established Step 6: After the rating process, the CPOC determines eligibility for applicants who are within reach on the referral. Step 7: The CPOC then issues the certificate using the Web-Based Referral. Step 8: The selecting official makes the selection using the web-based referral, and can return it to both the CPOC and the CPAC simultaneously. Step 9: The CPOC verifies the eligibility of the selectee. And step 10, the entry on duty (EOD) date is set.

26 Aug 2004 The Rating Process Now let’s look in more detail at the actual rating process...

4-Step Rating Process THEN 26 Aug 2004 4-Step Rating Process Initial screening for minimum skills or education THEN Initial score based on percentage of skills matched Additional points based on total number of matched skills and those more heavily weighted Additional veterans preference points RESULTS IN……. FINAL SCORE! Rating is a 4-step rating process, as summarized on this slide. First, the program screens for applicants who match a percentage of skills (or education if the standard allows education to be substituted for experience). Second, applicants get an initial score based on percentage of the fundamental skills matched. The more critical, heavily weighted skills are the biggest factor in the initial score. Then additional points are awarded, based on the total number of matched skills and the weights that are assigned to them . Additional points are added for veterans preference, and the result is the final score. We’re going to look more closely at this process...

Weighted Skills Fundamental skill(s): 26 Aug 2004 Weighted Skills Fundamental skill(s): Critical skill(s): weight of 5 or 6 Important skill(s): weight of 2, 3 or 4 Basic skill(s): weight of 1 Total Skills: Minimum: 3 fundamental skills Maximum: 20 skills We’ll start by talking about weighted skills since this is quite a bit different than the process used for merit promotion. Remember, a Fundamental skill is a skill that is weighted from 2 to 6 points. Fundamental skills are considered critical (weight 5 or 6), or very important (weight 2 thru 4). Basic skills are skills with a weight of 1. So in the new system, the manager has the ability to weight skills from 1 to 6 points. The new system requires a minimum of three fundamental skills (those weighted 2-6), and a total of 20 skills.

Resumix for Merit Promotion 26 Aug 2004 Resumix for Merit Promotion Skill Plan Classification D Regulations D Research D Recruitment R Consulting D HR Specialist, GS-201 Referral First Applicant 5 Second Applicant 5 Third Applicant 4 Fourth Applicant 3 Fifth Applicant 2 Here’s an example to further explain the differences in the new process. In this example, we’re looking at a HR Specialist, GS-201 job, under merit promotion. According to the skill plan on the left, we have five skills, all of which are desired skills (as indicated by the “D”). On the referral list (on the right), there are five applicants. The first two applicants met all five skills. One applicant each had 4, 3, and 2 skills. In merit promotion, we generally refer people based on the higher number of skills that matched. In this case, we might make the cut off between applicants 3 and 4, that is, applicants with 4 or more of the desired skills would be considered highly qualified.

Resumix for Delegated Examining 26 Aug 2004 Resumix for Delegated Examining Skill Plan Classification 4 Regulations 4 Research 3 Recruitment 6 Consulting 1 HR Specialist, GS-201 Referral First Applicant 96 Second Applicant 92 Third Applicant 90 Fourth Applicant 89 Fifth Applicant 72 Now let’s look at the same job, but using Resumix for Delegated Examining. These are the same skills, but now the skills are weighted. According to the skill plan (left side), recruitment is the most important skill, with a weight of 6. Classification and regulations both have a weight of 4. Research has 3, and consulting is 1. With one point, this is considered a basic skill and will be less of a factor in determining who is the better qualified applicant. The referral (right side) shows the applicants with their scores. The scores are not just based on the number of skills met, but also based on the weight of the skills so that those with the highest number of higher-weighted scores will go to the top of the list.

Applicant advances if s/he… 26 Aug 2004 Rating Process: Step 1 Initial Screening: Applicant advances if s/he… Meets minimum percentage of skills (0 or 20%) OR Meets Education Substitution Now we’re going to look in more detail at the 4-step rating process. Step 1 is the initial screening. An applicant passes this step if he/she meets a minimum percentage of the skills (0 or 20%), or has substitutable education. The 0 or 20% option is established by the specialist in the CPOC prior to rating. These are the only two options. If we select 0 the tool will fully rate and score everyone. This option can be used when the applicant pool is small such as reserve technician positions and might be used, for example, for an unskilled WG job such as custodial worker. Most of the time we use the 20%. Education substitution is used according to the appropriate qualification standard for the position and grade. The education substitution level is included in the Resumix requisition, so Resumix will recognize those who meet the education criteria, and advances them on to the next stage.

Examples Applicant matches 10% of skills 26 Aug 2004 Examples Applicant matches 10% of skills Eliminated from consideration Applicant matches 10% of skills & has a degree Advances to next step For example, if an applicant meets 10% of the skills, and 20% is used as the initial screenout, he/she is eliminated from further consideration. The second applicant also matches 10% of the skills, but is advanced to the next step because he/she has a degree that meets the education substitution (if the position has an education substitution).

Determine Initial Score 26 Aug 2004 Rating Process: Step 2 Determine Initial Score Matches 50%or more of Fundamental Skills = 90 Points Matches 30-49% of Fundamental Skills = 80 Points Matches <30% of Fundamental Skills = 70 Points Step 2 in the automated process is to determine the initial score. This is essentially a formula based on the number of fundamental skills they possess. Applicants who match 50% or more of the fundamental skills get 90 points. Applicants meeting 30-49% get 80. Applicants under 30% get 70 points. (Reminder: fundamental skills are those that are weighted 2-6 points.)

Example 15 skills identified as fundamental 26 Aug 2004 15 skills identified as fundamental * 8 skills matched - score of 90 * 6 skills matched - score of 80 * 4 skills matched - score of 70 All applicants move on !! For example, if 15 skills have been identified as fundamental skills (those with a weight of 2 thru 6), then: Applicants matching 8 skills get 90 points as their initial score (because this is more than 50%). Applicants matching 6 skills get an initial score of 80 (this is 40%). Applicants matching 4 skills get 70. At this point, all applicants would move forward to the next part of the automated process. NOTE: FOR CATEGORICAL DEU REFERRALS, THIS WOULD BE THE FINAL SCORE. FOR SCORE ORDERED LISTS, MOVE ON TO THE NEXT STEP.

Rating Process: Steps 3 and 4 26 Aug 2004 Rating Process: Steps 3 and 4 Step 3 Augmented Score 1-9 additional points based on total number and weight of skills Step 4 Final Score Augmented Score plus 5 or 10 veterans preference points In step 3, points are added based on the total number and weight of the skills to arrive at an augmented score. This is worth 1 to 9 additional points based on the total number of skills and their weight, and it’s all calculated by the automated process. Step 4 is the final score, which is the augmented score plus 5 or 10 points for veterans preference if applicable.

* CP - Compensable Preference 26 Aug 2004 Example Initial Score : 90 Augmented Score: + 7 points = 97 Veterans Preference Points: + 10 = 107 Final Score: 107 (CP* Veteran) * CP - Compensable Preference As an example of these last two steps, say an applicant had an initial score of 90 (meaning he/she met 50% or more of the fundamental skills). They might get an additional 7 points for an augmented score of 97, plus an additional 10 points for veterans preference, for a final score of 107 (CP Vet).

Eligibility Determination 26 Aug 2004 Eligibility Determination Determine eligibility for those within reach for referral Specialized experience Positive education requirements Selective placement factors, if applicable Other special requirements such as licenses, credentials Eligibility is determined for those within reach for referral. The specialist is looking for specialized experience, education if a positive education requirement exists, any selective placement factors, and any other special requirements such as licenses or other credentials. Note that if selective placement factors are being used, they must have appeared in the vacancy announcement.

26 Aug 2004 Certification Phase Now we prepare the certificate…

Applicants are referred in proper score & veterans preference order Web-Certificate 26 Aug 2004 Applicants are referred in proper score & veterans preference order Breaks numerical ties according to selected method: Name request Random number matched against SSN Using the web-based certificate tool, applicants are referred in proper score and veterans preference order. The system accounts for differences for demonstration projects in generating the referral. Numerical ties are broken according to which of the two methods has been selected: Name request, or Random number of the day. The random number is matched against the last digit of the applicants’ SSNs. It’s built into the system and is identified on the rating overview.

Referral Worksheet 26 Aug 2004 (410) 306-5889 Joseph Stewart (410) 306-5555 Here’s a sample of a delegated examining referral list worksheet, which is used by the staffing specialist to generate the certificate of eligibles that will be sent to the selecting official. It looks pretty much the same as our web-based merit promotion referral worksheet, but is a little different where the names are listed. Also, there may be some other differences for exceptions applicable to demonstration projects. Notice that the top three names on the list have already been checked for referral. These are the top three candidates and their checkboxes are grayed out because these three will automatically be referred. There is an option to refer additional candidates. Other candidates have boxes which need to be checked in order for them to appear on the certificate. The middle columns provide the score and veterans preference information. There’s a link to view the resume. And there’s also a box for any special instructions for the selecting official. 91

Cover Sheet for Certificate 26 Aug 2004 This is a sample cover sheet for a DEU certificate. It contains information about delegated examining that the manager needs to know, including the special rules for selection (rule of three, veterans preference rules).

26 Aug 2004 Selection Phase Once the manager makes the selection …

Annotation of Selection 26 Aug 2004 Here’s the response screen where the manager responds to the certificate. In this case, there were three candidates on the certificate. Each has a drop down list next to their name where the manager indicates the disposition of each -- selected, not selected, first alternate, etc., and a number of declination options. The manager needs to be accurate and specific as to why an applicant declined. Further down is a block where the manager has to indicate why particular applicants were selected or not selected. There’s also a box where the manager can enter notes, such as a proposed effective date.

Processing Selection CPOC makes final eligibility check on selectee 26 Aug 2004 CPOC makes final eligibility check on selectee Selectee provides proof of eligibility / documentation within 3 days of tentative job offer DD Form 214 SF-15 College transcripts Etc. CPOC reviews documentation and verifies eligibility Final offer made after CPOC completes verification process EOD date established The CPOC makes a final eligibility check on the selectee. The selectee should provide documentation proving eligibility within 3 days to the CPAC so the CPAC can provide it to the CPOC. This might include a DD Form 214 (military discharge – member copy 4 which shows the type of discharge), SF15 (claim for 10 pt veterans preference together with other documentation required to support the claim), college transcripts if there’s a positive education requirement, or any other required documentation such as licenses or certifications. The CPOC will review the documentation and verify the eligibility of the selectee. Once that is accomplished, a final job offer can be made. It is only at this time that an EOD date can be established.

Delegated Examining Unit 26 Aug 2004 Delegated Examining Unit Reviews and adjudicates objections & passovers Coordinates external audits (OPM, DOD) Audits a random sample of case files/ certificates Serves as DE SME for the region Administers ACWA for the region Delegated Examining Units in the CPOCs will continue to operate, performing the following duties: Review and adjudicate objections and passovers of candidates with veterans preference. Coordinate external audits performed by OPM or DOD. Audit a random sample of case files and certificates. Serve as the delegated examining subject matter expert for the region. Administer the Administrative Careers with America (ACWA) certificates for the region. These are entry level positions for which a test must be given. The DEU will continue to do this since there is only one license per region.

CPAC’s Role 26 Aug 2004 Ensures selectee provides documentation upon tentative job offer Provides documentation to CPOC Documentation must be received and reviewed by CPOC prior to establishing EOD date Provides overall advice and assistance to managers, to include differences between internal and external Resumix procedures The CPAC’s role is crucial. They need to insure that the selectee provides necessary documentation once a tentative job offer has been made and they need to provide that documentation promptly to the CPOC once received. This is important because the CPOC must verify the selectee’s eligibility, as well as any claimed veterans preference. Claims without documentation may affect the order of the certificate and might require re-issuing a certificate. This must all be done before establishing an EOD date. They also provide overall advice and assistance to managers, including explaining the differences between the internal and external Resumix processes as reviewed in this presentation.

Resumix is the Army Tool that allows the HR community 26 Aug 2004 Resumix is the Army Tool that allows the HR community to better meet the needs of our customers In closing, remember that Resumix is the tool that allows us, the HR community, to better meet the needs of our customers, and its application to the delegated examining process should provide many benefits and will ultimately help us fill jobs faster. Thank you for watching.

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