1 Supervisor’s Briefing Position Classification & Army Automation Tools

2 PURPOSE To explain Army classification policies and practices, including tools for selecting PDs and applying the Fair Labor Standards Act (FLSA) as well as uses for the Army Portal.

3 LEARNING OBJECTIVES Without references, you will be able to: –Briefly explain framework for classification –List at least 3 classification responsibilities –Select and edit a position description using Army’s automation tool –Briefly explain PATCO-B –Locate classification standards at OPM’s web site & personnel information at Army Portal –Identify at least 3 uses for Army Portal

4 ORGANIZATIONAL DESIGN Good organizational design minimizes HR problems. Poor organizational structure magnifies HR problems. Normally, supervisors fill established positions.

5 DESIGN PRINCIPLES Organization design precedes job design Design should support mission and work force relationships Eliminate unnecessary layers Select effective supervisor-employee ratios Use appropriate patterns for organizing Avoid obvious hazards Build around teams or units, not jobs

6 ORGANIZATIONAL ADVICE Who can help? Resource Management Directorate on matters of efficiency or organizational structure CPAC on matters of job design or HR planning CPOC when complicated classification questions arise (e.g., how to classify leaders and supervisors)

7 ECONOMY AND EFFICIENCY Managers must design organizations that: –Use the lowest grades feasible to accomplish the mission. –Normally provide for career progression. –Eliminate excessive layers of supervision. –Avoid the assignment of employees to position descriptions that do not match the work assigned and performed.

8 CLASSIFICATION FUNCTIONS CPOCs: –classification evaluation and processing –apply new standards –review appeal packages –administer pay (including FLSA) –assist on A-76 Studies CPACs: –advise employees & managers –conduct classification training (with help from CPOC) –assist on A-76 Studies

9 Pay System [DCA Manager] Series/Occupation [DCA Manager] Grade [DCA Manager] Title [DCA Manager] Fair Labor Standards Act [CPOC] Other codes, [DCA Manager/CPOC] i.e., comp levels & areas, clearance, emergency essential, etc., CLASSIFICATION DECISIONS

10 Memo dated 17 Nov 97 (on the web) still in effect! –Delegation is done through MACOMs to installation/activity commanders. –Commanders delegate authority through management chain to lowest practical level. Don’t have DCA? Servicing CPOC classifies position descriptions instead. ARMY DCA POLICY

11 DCA Manager must: –receive training/certification by CPAC before authority can be exercised. –must follow laws, regulations, classification standards, and guidance. –use PD Library, FASCLASS, COREDOC, & other tools first before creating new PD. DCA POLICY (cont’d)

12 CPAC advises and trains (with CPOC assistance, as needed). CPOC verifies PD format and classification. CPOC determines FLSA. CPAC/CPOC/Manager coordinate on any problems or issues they encounter. DCA POLICY (cont’d)

13 AUTOMATION TOOLS –Employment –Links - Regional Homepages –Library - PERMISS, regs, OPM Class/Qual Stds –Tools - ART, FASCLASS, DCPDS –Training - Job aids –AKO **Always go to

14 PD Library and COREDOC PDs - accepted when unchanged/when they contain only minor edits (e.g., Camp Swampy is changed to Camp Polk) AND the organization level described in the PD are identical to new site. Other PDs require closer review. Maximum of one advisory determination from CPOC per case. TOOL ASSUMPTIONS

15 REGULATORY BASE Executive Orders Title 5, USC Code of Federal Regulations (CFR) OPM classification standards or manuals Regulations/Policy –DOD –Army –MACOM –Local Union agreements

16 “Major Duty” drives HR decisions and represents the essential and basic reason for the position, either: KEY TERMS - 25% or more of the employee’s time, or - requires a significant knowledge, skill, or ability that would influence recruitment.

17 “Grade-Controlling Work”— Work that supports the grade or pay level of the position. KEY TERMS In General Schedule, must be: at least 25% or more of the employee’s time. In Federal Wage System, must be: regular and recurring.

18 DECISION #1 - PAY SYSTEM Determine pay system. –Pay system usually obvious--white collar work vs. trade or craft work. –OPM publications are at –Read guidance for borderline cases.

19 DECISION #2 - PATCO-B Determine career path associated with the new work: –Professional –Administrative –Technical/Assistant –Clerical –Other –Blue Collar

20 DECISION #3 - OCCUPATION Use OPM Handbook of Occupational Groups and Families at Limit use of “01” occupational codes. Select index, classification, and follow the links.

21 DECISION #4 - GRADE RANGE Do you want a trainee, full performance, or senior position? - drives grade range. –Clerical work is procedural (GS-1 to GS-3) or substantive (GS-4 to GS-5). –Technical work varies from GS-5 to GS-7+. –Administrative and professional jobs vary from GS-5/7 trainees to GS-11 and above.

22 DECISION #5 - PDs Search FASCLASS or PD Library for a useable PD. If none appropriate, then create new PD. Go to: Then select “tools” and link to FASCLASS or PD Library.

23 PD FORMATS Based on OPM classification standard used. –Narrative GS (Supervisory Controls & Major Duties) –Factor Evaluation System (Major Duties plus 9 Factors) –Narrative WG (Major Duties plus 4 factors) –GSSG (Major Duties plus 6 Factors)

24 PD FORMATS (cont’d) Every PD must have (Army reqm’t): –Percentages of time on each Major Duty –“Performs other duties as assigned.” statement FES and GSSG formats require factor levels, points, total points, and grade-point conversion.

25 FAIR LABOR STANDARDS ACT 5 CFR Part 551 Two categories: Exempt: NOT covered by FLSA overtime and minimum wage provisions (see Title 5 instead) Nonexempt: COVERED by FLSA overtime and minimum wage provisions

26 Overtime - nonexempt –Paid 1.5 times the regular rate Nonexempt GS employees may request compensatory time, but cannot be ordered to take compensatory time FWS employees may request compensatory time –CFR allows, but check your labor agreement FLSA - PROVISIONS

27 FLSA - SUFFER OR PERMIT PROVISION Any work a nonexempt employee performs is counted as work: –Supervisor need not order or authorize –Sufficient that supervisor has reason to believe work was performed –Note: Some travel time or training time also considered hours of work

28 Employees are nonexempt unless shown to be exempt Typical nonexempt employees are: –Any WG or WL employee –Most WS supervisors –All non-supervisory GS-08s and below –GS equipment operators (e.g., pilots) –Trainees –Most GS-09 employees FLSA- NONEXEMPT

29 FLSA - OCONUS Foreign exemption - employees permanently assigned or TDY OCONUS. OCONUS supervisors: Watch out! When employees are TDY in US for work or training, some become nonexempt.

30 Army is developing an official complaint process. Employees elevate FLSA concerns through their chain-of-command. If not satisfied, employees: –go to Union (where bargaining unit contract applicable). –go to OPM (when no labor contract). –go to Court. FLSA - COMPLAINTS

31 EXERCISE Review Camp Swampy. Each “pair” of participants will be assigned one position to fill. Go to FASCLASS or PD Library and locate a suitable PD (use skills/duties from exercise to search for PDs employing those skills Take down job number. Make note of minor editing that will be required (location, percentages of time, etc.). 35 minutes will be allowed (take short break). Debrief and move to PORTAL lesson/overview.

32 What will NSPS do to Classification? Only change the world as we know it! The new rules are still being written. Go to: for the latest information on NSPS Army anticipates converting GS positions SOON!

33 Pay Band Illustration Sample NSPS Pay Band Structure Career Group A Pay Schedule 1 (nonsupervisory) Level 3 – Senior Expert Level 2 – Full Performance Level Level 1 - Entry/Developmental  Levels represent rate ranges associated with ranges of work in career group  Rates (minimum/maximum) may be set and adjusted based on market factors  Separate pay schedules may be established for certain occupations, where market or other conditions warrant $$$$$ * Bullets taken from NSPS town hall briefing of 8 March 2005, for complete copy of slides, go to:

34 REVIEW –What is framework for classification? –What are classification responsibilities…for the manager? the CPAC? the CPOC? –Briefly explain PATCO-B – what does each letter represent and what is an example of each type of work? –Where do you find classification standards? –What are some types of personnel information you can find at CPOL Portal? –Uses for CPOL Portal include….?