Current State – HR Hiring Process Revised September 1, 2009 Page 1 of 3

Acc branch chief Gets all actions Power recruit pkg Some offices send to admin office some do it together

5 Signatures Routing slip to 9 people

Field request

-Classified PD
Customer HUD

Mgr
4
Each off. Does it differently External To govt

5

Admin Office finalizes pkg
HIHRTS Processing Time Lead Time %CA

Admin Office of P.O., working in conjunction with HR, develops: Pkg -pos. descr. -job analysis -credit plan -merit staffing plan -special exper.
Mins Hrs % Loopback Causes weeks Processing Time Lead Time %CA 5-15 Days Mins Hrs %

3

2 Discusses position internally – decision made

1
Internal PO -> PO External

Certify funds available
Processing Time Lead Time %CA

Customer 16 Program Offices - 500 last 3 mo. Processing Time Lead Time %CA Days Hrs % - PO - PAR - Job analysis - Credit plan

Mins Hrs %

Processing Time Lead Time %CA

Mins Hrs %

No Std. input Revise / ammend. J.A. or PD 7

-PD# -title -series -grade -geog. Loc -sel. off. -promo

OK to produce Draft Vacancy
MSH Internal 8

Draft Announcement

Varies among P.O.

6 HR Branch Chief goes into email and forwards to HR Specialist by code
HRConect Processing Time Lead Time %CA 6 4 1-5 Hrs Days % Power recruit pkg

HR Specialist -pulls documents -prints -review for completeness -update HR tracker
HRConect HIHRTS Processing Time Lead Time %CA 36 Access 90 3 45 Mins Days %

10
Approved

12

HR Specialist drafts Vacancy Announcement
HIHRTS USA Staff Processing 30-60 Mins Time Lead Time %CA Dwntime 10 2 Days % % Dev External

Prog. Office AO receives draft -reviews and sends
Processing Time Lead Time %CA 90 Mins

HR Specialist forwards draft
Req changes Processing Time Lead Time %CA

2000

Mins Hrs %

1-10 Days 80 %

Diff. to match HIHRTS To pkg

If status hire

-Inconsistency in Job announcement w/ credit plan -PD may not be current -Grade does not fit organiz. structure -Spec. exper. not clearly defined -Selective placement w/ no justification

9
Assessment

11
MSH

HR Specialist drafts the Assessment Tool
USA Staff Processing Time Cuts & pastes doc Into Word Lead Time %CA Mins Hrs %

P.O. Supervisor / Recommending Official reviews
Processing Time Lead Time %CA Mins Hrs %

Draft Announcement

15

13 15

Current State – HR Hiring Process Revised September 1, 2009 Page 2 of 3
-Doesn’t meet expectations -Approved draft yet NOW disapprove posting 16
40% P.O. decides to panel

Customer wants to know -How many applied -Who applied -Can we extend -When will get roster

Loop

back

12
Customer
Draft Announcement

HUD

HR Specialist enters into MSCS CLOSES

DEU
15 14 HR Specialist posts public announcement
USA Staff/ MSCS

HR Specialist reviews application for quals. (And rating/ranking, if not sent to panel)
USA Staff Processing Time Lead Time %CA 15 Mins Hrs %

Post Approve

13 HR Specialist reviews against DEU Handbook Delegating examining auth.

JOB POSTED

USA Jobs Mins Hrs % Approve w/ revisions

Certificate

Processing Time Lead Time %CA 2-4 70

Mins Wks %

Processing Time Lead Time %CA

Processing Time Lead Time %CA

2 3-5 98

Hrs Days %

Certificate

Quals for BQ list?

Pull Down! 19 20 Program Office A.O. copies forwarded to Recommending Official
Processing Time Lead Time %CA
In the field, sometimes certificate goes straight to the Recommending Official

Panel
17 18 Scores 21 Recommending Official selects and/ or decides to interview
Certificate Processing Time 2 Certificate

HR Specialist meets educates team
Processing Time Lead Time %CA

Panel reviews / ranks
Processing Time Lead Time %CA 1-5

HR Spec. reviews, add veteran’s preferences and prepares certificate Certificate
Processing Time Lead Time %CA 1-5 Mins Day s %

Select 75%
End

Not Select 25%
Mins Hrs % Days -no funds

Mins Hrs %

Mins Days %

-cancel

Lead Time 25-60 Days -re-announce %CA 75 %

25 HR Specialist reviews and audits cert

Selection Certificate

24

Varies

23

Signed Certificate

22

A.O. mails selection cert
Selection Certificate Processing Time Lead Time %CA

Budget signs/ GDAS signs
Processing Time Lead Time %CA

P.O. A.O. copies resume / signed cert
Processing Time Lead Time %CA

Mins Hrs %

60 10 70-90

Mins Days % 2-8 signatures

Mins Hrs %

26

Current State – HR Hiring Process Revised September 1, 2009 Page 3 of 3
Reviewed selection certificate

25
Review PIV form requirements

Customer

HUD

26

27

Accept 90% Reject 10%

28 HR specialist sends PIV 306, 85 or 85P forms to Selectee
Processing Time Lead Time %CA Mins Hrs %

PIV forms

30 29 HR Specialist receives PIV forms and delivers to OSEP
Processing Time Lead Time %CA Mins Days %

Job offer
HR Specialist Job offer (tentative)
Processing Time Lead Time %CA 1

Selectee
Processing Time Lead Time %CA

Selectee completes forms
Processing Time Lead Time %CA Mins Days %

Mins Days %

5 2

Mins Days %

34 36 Final offer made, if fingerprints are approved (Commitment Letter)
Lead Time Lead Time %CA Hrs Hrs %

Completed PIV forms

35

OPM sends EE fingerprints to FBI
No notification of fingerprint proc. completion

EE finger prints

33

Finger Prints Cleared Status

OSEP/HR Specialist checks EE finger print status in system
IDMS Processing Time Lead Time %CA

OSEP processes EE info and creates (H#) account and sends prints to OPM
Processing Time Mins Hrs %

32 Employee has photo taken and is fingerprinted - 2 forms of ID are scanned
(Coordinate with HR) Processing 5-8 Mins Time Lead Time %CA 2 Days %

31

OSEP/OFAR enters data
Security systems Processing Time Lead Time %CA 3

Mins Hrs % PIV forms

Mins Days %

Lead Time %CA

39 37 38 A.O. Sponsor creates CHAMPS request of cleared EE
Processing Time Lead Time %CA % %CA % Mins Days Req. to release EE Account

OCIO activates the user (H#) account
CHAMPS Processing Time Lead Time

OCIO receives CHAMPS request from A.O. and matches to OSEP notification -User (H#) account is released
CHAMPS Processing Time Lead Time %CA Mins Hrs %

40

Employee arrives
Processing Time Lead Time %CA

Mins Hrs

Mins Days %

Metrics L/T = 139 days P/T = 3 days %CA = 15% Customer Satisfaction: 2.5 # Steps = 40 Reviews / Signatures = 19