Lesson 3 Plan Phase

1
Lesson 3Plan Phase
2
Lesson Objectives

• After completing this lesson you will be able to
• Explain how to plan the pay pool process.
• List the steps necessary in the Plan phase of the
  process.
• Explain the different roles and responsibilities
  involved in the pay pool process.
• Describe best practices for pay pool panel
  meetings.
• List and agree on business rules for pay pool
  panel meetings.

3
Pay Pool Process

• Plan phase
• Setup and revise the structure.
• Publish relevant information.
• Establish timelines.
• Conduct a pay pool assessment.
• Assess training needs.

4
Performance Management

• Plan phase

Establishperformanceplan
Establishexpectations
Identifydevelopmentalneeds
Ensureongoingdialogue
Seekhigher-levelapproval
5
Pay Pool Panel Responsibilities Early Tasks

• Review last years process and results.
• Establish or review and revise the pay pool
  structure.
• Communicate mission and goal statements.
• Communicate pay band salary data.
• Establish and publish the pay pool calendar.
• Identify competencies for pay pool participants
  and determine any training needs.
• Review and agree upon the pay pool standards of
  conduct.

6
Pay Pool Panel ResponsibilitiesChanges

• Assess the composition of pay pool.
• Assess external changes.
• Address changes in the mission.
• Capture realignment if necessary.
• Capture workforce and rating official changes.

7
Pay Pool Panel ResponsibilitiesToward Rating
Officials

• At the start of the process
• Approve the rating officials.
• Establish relationships between the rating
  official and employees.
• Establish rating relationships in the automated
  tool. The pay pool hierarchy might not equal
  organizational hierarchy.
• Regularly
• Consider rating official and workforce turnover.
• Consider training needs.

8
Pay Pool Manager Responsibilities

• Oversee the pay pool panel.
• Ensure pay pool funds are distributed in
  compliance with financial management policies and
  are based on employee performance.
• Enforce pay pool procedures and policies.
• Ensure rating officials comply with timely
  issuance of interim reviews, closeout
  assessments, and recommended ratings of record.
• Determine funding decisions in conjunction with
  the Performance Review Authority before
  finalizing pay pool panel decisions.

9
Pay Pool Advisor Responsibilities

• Assists the pay pool manager in fulfilling
  requirements to
• Ensure the organizational and financial
  structures exist to meet the goals of the pay
  pool.
• Communicate pertinent information to the pay pool
  panel.
• Work with (sub) pay pools to establish a shared
  understanding of performance and reach the
  outcomes of each phase of the pay pool process.
• Evaluate the pay pool process and recommend
  improvements.

10
Performance Review Authority Responsibilities

• Manage the civilian pay-for-performance budget
  and discretionary performance payout fund
• Address issues associated with multiple pay
  systems during the conversion to NSPS
• Oversee the composition of the pay pool
• Provide guidance to pay pool managers
• Issue and adjust estimated share values
• Manage any pay-for-performance reserve fund
• Monitor and adjust pay pool fund distribution
• Oversee publication of any Notices to Employees
• Decide challenges to ratings of record

11
Pay Pool Ethics

• Standards of conduct
• Confidentiality
• Informed judgment
• Mutual respect
• Merit System Principles

12
Organizational Structure Baseline

• Sample organization

Director
Division Chief
Division Chief
Branch Chief
Branch Chief
Branch Chief
Branch Chief
Branch Chief
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
13
Pay Pool Structure by Organization
PRA

• Sample organization

Pay Pool (with unique ID number)
Director
Division Chief
Division Chief
Branch Chief
Branch Chief
Branch Chief
Branch Chief
Branch Chief
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
14
Organizational Structure with Pay Pool Functions
PRA

• Sample organization
• with
• roles

Pay Pool (with unique ID number)
DirectorRating Official
Division Chief Rating Official
Division Chief Rating Official
Branch Chief Rating Official
Branch Chief Rating Official
Branch Chief Rating Official
Branch Chief Rating Official
Branch Chief Rating Official
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
15
Organizational Structure with Pay Pool Panel
PRA

• Sample organization
• with
• roles

Pay Pool Panel
DirectorPay Pool Manager
Division Chief Pay Pool Panel Member
Division Chief Pay Pool Panel Member
Branch Chief Rating Official
Branch Chief Rating Official
Branch Chief Rating Official
Branch Chief Rating Official
Branch Chief Rating Official
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
16
Organizational Structure with Sub-Pay Pools

• Example Sub-pay pools that follow organizational
  structure

Director
Sub-Pay Pool A (with unique ID number)
Sub-Pay Pool B (with unique ID number)
Division Chief
Division Chief
Branch Chief
Branch Chief
Branch Chief
Branch Chief
Branch Chief
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Group Head
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
17
Sub-Pay Pool Panel Structure

• Example Sub-pay pools that follow organizational
  structure

Director
Sub-Pay Pool Panel B
Sub-Pay Pool Panel A
Division Chief Sub-Pay Pool Manager
Division Chief Sub-Pay Pool Manager
Sub-Pay Pool Panel Member
Sub-Pay Pool Panel Member
Sub-Pay Pool Panel Member
Sub-Pay Pool Panel Member
Sub-Pay Pool Panel Member
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
Employee
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Flow of Information During Plan Phase
PRA
Oversees process
Pay pool
Pay pool
Sub-pay pools
Sub-pay pools
From year 2 After-action review

• Structural information

Rating officials

• Mission and goals

• Pay pool calendar

• Pay band data

Publish Information
19
Statutory Compensation Requirement

• In accordance with the NSPS statute, to the
  maximum extent practicable, for fiscal years 2004
  through 2008, the overall amount allocated for
  compensation of the DoD employees who are
  included in the NSPS may not be less than the
  amount that would have been allocated for
  compensation of such employees if they had not
  been converted to NSPS.

SAME CIVILIAN PAY DOLLARSNSPS Just Changes How
You Distribute Those Dollars
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Civilian Personnel Funding Allocations

• Title 5 Vs. NSPS

Title 5
NSPS
Same Civilian Pay Dollars!

• Performance-Based Payouts (Pay Pool)
• - Salary Increases
• - Bonuses
• Promotions Between Bands
• Reassignments
• Accelerated Compensation for
• Developmental Positions (ACDP)
• Extraordinary Pay Increases (EPI)
• Organizational Achievement Recognition (OAR)
• Chapter 45 Awards

• Within-Grade Increases
• Quality-Step Increases
• Promotions Between Grades
• Chapter 45 Incentive Awards

21
Preparing for Panel Meetings

• Establishing business rules

Other rules
Effective meeting principles
What to discuss
Code of conduct
22
Establish Timelines

• Establishing timelines

What pay pool activities need to occur?
What is the spiral timeline?
23
The Role of Advisor in the Plan Phase

• How do I determine that the Plan phase was
  successful?
• How do I know that I was successful in my role
  as a pay pool advisor?

24
Questions