DEPARTMENTAL REGULATION
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Number: 1061-001 |
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SUBJECT
USDA
Executive Resources Board |
DATE: September 8, 2009 |
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OPI: |
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Section Page
1 Purpose 1
2 References 1
3 Special Instructions 1
4 Policy 2
5 Delegations of Authority 2
6 ERB Membership 2
7 Responsibilities 2
8 Procedures 5
9 Effective Date 5
1. PURPOSE
Each agency is
required by 5 U.S.C. § 3393(b) to establish one or more Executive Resources Boards
(ERB) to conduct the merit staffing process for career entry into the Senior
Executive Service (SES). The ERB may
also be responsible for other functions relating to the management of the
Department’s executive resources, as delegated by the Secretary. The purpose of this directive is to set forth
the Department of Agriculture’s (USDA) policies and procedures for
administering the USDA ERBs.
2. REFERENCES
a. 5 U.S.C. § 3393(b)
b. 5 CFR § 317.501(a)
c. 5 CFR § 412.104(d)
d. 5 CFR § 362.204
3. SPECIAL INSTRUCTIONS
This directive cancels
and supersedes any prior or conflicting policy/ies or charter/s relating to this
topic.
4. POLICY
It is USDA’s policy
to ensure the conduct of proper merit staffing for career appointment to the
SES and to provide institutional continuity in executive personnel management
in the Department through the general oversight of the management of the
agency’s executive staffing resources, development, evaluation, and pay policy,
through the USDA ERB.
There shall be one ERB
at USDA. The ERB will be composed of
career and non-career senior personnel reflective of the broad diversity of the
Department. The ERB will provide
institutional continuity in executive personnel management for the Department
by overseeing the merit staffing process for career appointment to the SES and
providing advice to the Secretary in executive personnel planning, executive
resource utilization, executive development, and other related activities as
the USDA Secretary deems necessary.
5. DELEGATIONS
OF AUTHORITY
The Secretary
reserves the right to delegate, in writing, additional roles and
responsibilities under this Directive, as the Secretary may, from time to time,
deem necessary.
6. ERB MEMBERSHIP
ERB members must be
employees of the Department. To the
extent practicable, ERB membership should include a mix of Presidential and SES
appointees, career and non-career appointees, civilian personnel and commissioned
officers (if applicable), headquarters and field representatives, and be
reflective of the broad diversity of the Department to the extent permitted by
law.
7. RESPONSIBILITIES
a.
The USDA Secretary shall:
(1)
appoint the members of the
ERB from among employees of the agency; and
(2)
designate one member of
the ERB to serve as ERB Chairperson.
The USDA
Secretary may:
(1)
establish a specific term
of service for ERB members and the ERB Chairperson; and
(2)
delegate to the ERB
additional functions and authorities beyond the mandatory responsibilities in 5
U.S.C § 3393(b) and 5 CFR § 412.104(d), as the Secretary deems appropriate.
b. The ERB Chairperson is responsible for
overseeing the activities of the ERB, including, but not necessarily limited to
the following:
(1)
convene ERB meetings;
(2)
establish the ERB agenda;
(3)
serve as ERB point of
contact with the appointing authority, the Office of Personnel Management, and
others, as appropriate;
(4)
seek technical and or
legal advice and guidance, as necessary;
(5)
utilize external review
boards for initial rating and ranking of applications; and
(6)
distribute the work of the
ERB among panels of no fewer than three (3) members in order to efficiently
accomplish the work of the ERB. To the
extent permitted by law, all such panels should reflect diversity in gender,
nationality, race, experience, etc.
c. The Director, Office of Human Capital
Management, is responsible for:
(1)
establishing and
distributing Department-wide policy directives for the USDA ERB and updating
such policy directives, from time to time;
(2)
serving as Executive
Secretary to the USDA ERB;
(3)
providing staff support to
the USDA ERB, including all administrative, analytical or other services
necessary to carry out the functions of the ERB; and
(4)
conducting all day-to-day
operations pertaining to personnel actions and administration of executive
personnel programs.
d. ERB Members are responsible for
overseeing the merit staffing process for career appointment to the SES and for
advising the Secretary in executive personnel planning, executive resource
utilization, executive development, and other related activities as the USDA
Secretary deems necessary.
The major
responsibilities of ERB members include:
(1)
Executive Position
Management
Ensures that the
USDA has the appropriate number and kinds of positions and appointing
authorities needed for accomplishing the Department’s mission, and structures
the work of its executive positions for maximum program efficiencies and
effectiveness.
(2)
Executive Staffing
Management
Ensures the USDA
recruits, selects, and retains executive staff with the qualifications needed
for accomplishing the Department’s present mission and future program needs.
ERB members are
statutorily required to conduct the merit staffing process for career
appointments to the SES, by:
(a)
Reviewing the executive
qualifications of each candidate for a position to be filled by a career
appointee (5 U.S.C
§ 3393(b)(1)); and
(b)
Making written
recommendations to the appropriate appointing authority concerning such
candidates (5 U.S.C. § 3393(b)(2));
(3)
Executive Development
Management
Ensures that USDA
identifies and prepares its best employees for the future assumption of
executive and management positions and provides opportunities for continuing growth
of its current executive and management team to enhance accomplishment of the
Department’s mission. ERB members are
required to approve development plans for each candidate participating in the
agency’s SES candidate development program, should such a program exist within
the agency. (5 CFR § 412.104).
(4)
Executive Performance
Management
Ensures the
Department’s executives have clear work objectives and performance standards;
that progress and accomplishments are reviewed periodically, with adjustments,
as appropriate, to objectives, standards, and assignments to improve not only
the attainment of Departmental goals, but also, the performance of the
Department’s executive corps.
(5)
Executive Compensation
Management
Ensures that
executives are compensated equitably for their work and that executive
accomplishments are recognized and rewarded, by reviewing and recommending pay
level increases and/or nominations for Presidential Rank Awards; and providing
advice on matters relating to executive compensation (e.g., bonuses, incentive
awards, base pay, etc.).
8. PROCEDURES
a.
A quorum is required for
ERB action. A quorum means the ERB
Chairperson or Vice-Chairperson and at least 50 percent of its appointed members.
b.
Consensus shall be the
preferred decision-making process; however, in the absence of consensus, the
ERB Chairperson shall call for majority vote.
c.
The ERB may establish such
procedures as necessary to carry out its functions.
9.
EFFECTIVE DATE
The policies
addressed in this Directive are effective immediately and replace any prior or
conflicting USDA policies dealing with this topic.
Thomas
J. Vilsack
Secretary