Web-based Training for Naval Acquisition Development Program (NADP) Employee Supervisors and Career Field Managers

Transcription

1 Web-based Training for Naval Acquisition Development Program (NADP) Employee Supervisors and Career Field Managers Table of Contents INTRODUCTION... 2 LOGISTICS... 4 NADP OVERVIEW... 6 ROLES AND RESPONSIBILITIES... 9 BILLET ALLOCATION AND RECRUITMENT PAY SETTING AND TIME KEEPING PROCESS (SLDCADA) ONBOARDING HOMEPORT RESPONSIBILITIES INTERN/ASSOCIATE MDP/IDP TRAINING AND DAWIA CERTIFICATION ROTATIONAL ASSIGNMENTS GRADUATION AND PERMANENT PLACEMENT... 45

2 Introduction INTRODUCTION Screen 1 Welcome to the web-based training for Supervisors and Career Field Managers of Interns and Associates under the Naval Acquisition Development Program, or NADP. Screen 2 Dedicated, experienced, trained and skilled people are key to the success of the Department of Navy. For the Department of Navy Acquisition Workforce, having the right people, in the right job, at the right time will translate to effective and efficient execution, delivering the finest warfighting capability in the world at an affordable price. To continue to meet the challenges of the 21 st Century, we must recruit, train and retain the best and brightest to provide knowledge, oversight and stewardship to our Acquisition Programs. Screen 3 Supervisors and Career Field Managers will have the most interaction with and direct influence on NADP employees. You will be providing the necessary motivation to your Intern or Associate towards successful completion of the Program. The key factors for performance and retention of Interns and Associates is providing challenging assignments; making the work interesting; providing the right amount of explanation and training; making the new employee feel connected and part of the team; and providing honest feedback and evaluation. How well we train and develop Interns and Associates will have a direct impact on their contributions as future workers and leaders. Our goal is for our Program graduates to be highly motivated, competent and responsible members of our acquisition workforce. Screen 4 The purpose of this training is to increase your understanding of NADP; provide guidance on the roles and responsibilities of everyone involved in the Career Field Managers 2

3 Introduction development of our acquisition Interns and Associates; and focus on NADP policy and procedures. Screen 5 During the course of this training, we will be presenting individual training modules, as shown here, starting with an overview of the NADP and the roles and responsibilities under the Program. The training modules will also include guidance on: how NADP billets are allocated; recruitment and selection; paysetting and timekeeping; onboarding; what's involved in the development of your assigned Intern or Associate s Master Development Plan and Individual Development Plan, including training and DAWIA certification requirements; rotational assignments; and finally graduation and permanent placement At the end of each training module, you will be provided with a summary of the critical takeaways for that module. Screen 6 The NADP Operating Guide will be a beneficial reference for you to have on hand as we proceed through this training. Click the button to download this guide. Once you have downloaded the Guide, return to this page and click Resume. Screen 7 Before we begin the training modules, let's discuss the logistics involved in this web-based training. Click on the "Next" button to proceed. Career Field Managers 3

4 Logistics LOGISTICS Screen 1 To accommodate your work schedule, this training provides the ability for you to log-out at any time. If you log out in the middle of a training module, you'll need to rewatch that module the next time you log back in; otherwise, the training will resume with the next training module. Screen 2 You must complete each training module in the sequence in which it is presented. However, you will be able to review any previously completed training modules by clicking on the "Menu" icon highlighted here and selecting the training topic. During the presentation of each training module, you will have the ability to pause the presentation, jump back in 10 second increments and replay the training module again. At the end of each training module, click on the "Next" button to proceed to the next module. Screen 3 Upon completion of all training modules, a Certificate of Completion will be provided to print for your records. The NACC will also be notified that you have successfully completed the training. Screen 4 Although there is no time limit for completion of this training, be aware that an Intern or Associate cannot be placed under your supervision until you have completed the training. Screen 5 A resources page has been created for this web-based training. You can access this resources page by clicking on the Resources icon, highlighted here. This page contains links to references used throughout the training that you can access at any time for more information regarding the topics being discussed. If you would like to follow along with a written version of this training, you can download a copy from the resources page. Career Field Managers 4

5 Logistics Screen 6 Now that you have a feel for how to navigate through this web-based training, let's begin. Click on the "Next" button to start the presentation of the first training module, an overview of the NADP. Career Field Managers 5

6 NADP Overview NADP Overview Screen 1 Each of you participating in this important training, whether a Career Field Manager or Supervisor, may find it useful to know how our current Naval Acquisition Development Program evolved and fits into the Navy's organizational construct. Screen 2 Acquisition career development programs within the Department of the Navy date back to Over the years, the programs have evolved and grown into the current NADP. The NADP now consists of two separate programs: the Naval Acquisition Intern Program, or NAIP and the Naval Acquisition Associates Program, or NAAP. These programs evolved as a result of the high level emphasis on acquisition programs across the entire Department of Defense and the anticipated exodus of retirement eligible acquisition workforce members. Both programs are intended to guarantee the availability of highly skilled professionals necessary to meet future Naval acquisition workforce requirements. Screen 3 The Naval Acquisition Intern Program is a centrally funded program, executed for the Director, Acquisition Career Management, or DACM, by the Naval Acquisition Career Center, or NACC. Since NAIP is funded by the NACC, Interns under this program are administratively employees of the NACC, and not your local command. However the training and development of this employee is a shared responsibility of both the NACC and your command. Strong communication and continuous contact between you and NACC representatives will ensure for a smooth program experience and eventual graduation to your roles. The NAIP provides highly qualified entry-level applicants an opportunity for rapid advancement, regular promotions, systematic development, career broadening assignments, and graduate education through a structured, systematic career development process. Career Field Managers 6

7 NADP Overview The NAIP Intern generally enters the Program as a GS-7 and is assigned to a specific "Homeport" organization, which is where the Intern will remain upon successful completion of their Internship, which is two to three years according to career field requirements. If the applicant meets certain educational or experience requirements, they could be hired at a higher grade level. During the internship, they will also be required to complete rotational assignments to enhance their training experience. Screen 4 The second program under the NADP is the Naval Acquisition Associates Program, which is geared towards hiring mid-career professionals with private sector experience. As with the NAIP Interns, NAAP Associates are employees of the NACC. It is important to understand that Associates are hired at Full Performance Level. There are no promotions during the program or at program Graduation. So choosing the correct GS grade during the hiring process is crucial. Your NACC recruiting team can assist you with this process. Screen 5 The developmental career fields for Intern career fields are shown here. Screen 6 The developmental career fields for the Associate program include the same six career fields from the Intern program plus these additional career fields. Screen 7 For over a decade, participation in the NADP has been very stable. However, over the last few years participation has grown significantly. This is mainly due to passage of Section 852 of the National Defense Authorization Act which is designed to grow the acquisition workforce to meet the current needs of the commands. Screen 8 It takes a team effort between multiple organizations and between you and your Interns and Associates to ensure success of the NADP. Career Field Managers 7

8 NADP Overview With this many program participants, it is important to know that YOU play a unique and important role in the development of these individuals, as they will become the Department of Navy's future acquisition workforce. It is through your mentoring and personal commitment to the goals of this Program that we will achieve success. YOU have the unique opportunity to ensure this developmental experience reflects the level of excellence and the knowledge NADP participants are expected to bring to their Naval acquisition careers. YOU are pivotal in their decision to make the Department of the Navy their employer of choice! Screen 9 This concludes this training module. During this module, you learned that the NADP is comprised of two different Programs the NAIP and the NAAP. Interns and Associates are assigned to Homeport organizations at Headquarters and field activities. Although administratively assigned to the NACC, Development of the Interns and Associates is a shared responsibility of both the NACC and your command. Screen 10 In the next training module, we'll be discussing the roles and responsibilities under the NADP. Career Field Managers 8

9 Roles and Responsibilities ROLES AND RESPONSIBILITIES Screen 1 As we mentioned before, the success of the NADP is dependent upon the combined effort of several organizations and individuals. Each one of the organizations and individuals shown here play an important part in the success of the Program. We'll be discussing the roles and responsibilities of each. Screen 2 The NADP is sponsored by the Assistant Secretary of the Navy for Research, Development and Acquisition. Screen 3 Reporting to the ASN RD&A is the Navy's Director for Acquisition Career Management, known as the DACM. The DACM is the focal point for the management, development and sustainment of the Navy's acquisition workforce. Screen 4 Responsibility for the oversight and management of the NADP is assigned by the DACM to the Naval Acquisition Career Center, which is always referred to as the NACC. Screen 5 NAAC is an extension of the DACM, charged with executing the NADP program. There are currently 15 different commands which participate in the NADP. Depending on your organizational structure, the chain of command in your organization may look similar to this. At a minimum, the NADP employee must have a Supervisor and Career Field Manager, or CFM. In some cases the Supervisor and CFM may be the same person. In most cases, the CFM serves as the interface between the local command leadership, Intern or Associate and the NACC. Some commands utilize Program Managers or Intern Coordinators as an additional informational and leadership layer between the local CFM and the NACC. Career Field Managers 9

10 Roles and Responsibilities Screen 6 The Working Group Member is the key focal point at all Systems Commands involved in policy setting and execution. They are responsible for the execution of the NADP throughout their respective organizations, including ensuring the timely placement at the correct grade of NADP graduates. Screen 7 Some of the larger Systems Commands manage their Interns and Associates with a tiered approach. Senior CFMs play a vital role in coordinating the many actions of CFMs at field activities within one Systems command. These individuals provide direction and guidance to the individual Homeport CFMs and also coordinate closely with the NACC Career Management Team in matters dealing with the NADP. Screen 8 The host command CFM is a senior civilian, is DAWIA Level III certified in the assigned career field, and is physically located at the homeport facility. Each host command CFM provides day-to-day program support and guidance to their Interns and Associates. Host command CFMs are designated by senior management for their activity. A signed designation letter may be required by the host command leadership. Screen 9 The homeport supervisor is a single individual who is responsible for all normal and administrative duties for the Intern or Associate. This includes executing IPMS responsibilities such as setting the performance plan, conducting the progress review and annual assessment. In some cases, the homeport supervisor may serve as the CFM as well. Screen 10 When an Intern or Associate goes on a rotational assignment, they are assigned to a supervisor at the temporary work location. This in-field supervisor coordinates all rotational activities with the homeport CFM and is required to provide a rotational performance review to the Homeport supervisor. Screen 11 We just discussed the overall roles and responsibilities of the organizations and individuals involved under the NADP. Later on, we'll go into more specifics with Career Field Managers 10

11 Roles and Responsibilities regard to your role and responsibilities when an Intern or Associate is assigned to you. Some key roles are shown here. Take a moment to review before continuing. Screen 12 In the next training module, we'll talk a bit about how Intern and Associate billets are allocated and the process for bringing the Intern or Associate on board. Career Field Managers 11

12 Billet Allocation and Recruitment BILLET ALLOCATION AND RECRUITMENT Screen 1 As previously noted, all Intern and Associate billets are centrally funded by the NACC. Therefore, the NACC will determine the number of billet allocations for each Navy Systems Command. It is important to note that prior to assignment of billets, each organization is expected to conduct an analysis of their future acquisition workforce requirements. Please remember that when requesting these billets, organizations are ensuring a target position is available at the homeport activity upon graduation of their selected Interns or Associates. It is also important to remember that Intern and Associate requirements are never intended to fill current or temporary staffing needs. Screen 2 Once identified, those future requirements are then submitted to the Command Working Group Members for review prior to Command-wide distribution. While each activity provides their requests, the strategic workforce planning and final allocation decisions take place at the Working Group level. Once these decisions are finalized, each activity will then be notified of their allocation. Screen 3 Once each activity has received their allocations, the recruitment process begins. Prior to recruitment, each activity must ensure they have officially designated a DAWIA Level III certified CFM at the Homeport activity. Job offers can only be made if there exists a properly designated CFM in the career field at the activity to which the Intern or Associate is being assigned. Screen 4 The focus of recruiting is based on the annual allocation distribution which we just discussed. Recruitment is the responsibility of each activity. However, some commands require coordination with Headquarters. Be sure to check with your Career Field Managers 12

13 Billet Allocation and Recruitment command representative to ensure you are following your internal command process. Keep in mind that the NADP recruiting season runs from September through August corresponding to the school year for college recruits. Therefore, it is very important that you work closely with your recruitment team to monitor the progress of your allocations. Screen 5 Please note that NACC will make all job offers, determine salaries, and negotiate start dates. Remember, all NADP participants are administratively assigned to NACC, and not your local command. However, the training and development of this employee is a shared responsibility of both the NACC and your command. Strong communication and continuous contact between you and NACC representatives will ensure for a smooth program experience and eventual graduation to your roles. Screen 6 Current recruiting methods include; Job Fairs, National hiring events, and USA Jobs announcements. When hiring Associates, you should remember the recruitment method needs to focus on candidates with previous job experience. Screen 7 It may be useful for you to have your current NADP employees assist with recruitment efforts. However, you should be monitoring this, since repeated participation in recruiting is not acceptable while in the Program and will potentially delay fulfillment of their mandatory program requirements. Screen 8 This concludes this training module. In this module, we talked about how Intern and Associate billets are allocated and the recruitment process of candidates. Some key points you should remember are shown here. Take a moment to review before continuing. Career Field Managers 13

14 Billet Allocation and Recruitment Screen 9 In the next training module, we'll be discussing Pay Setting for Interns and Associates and Timekeeping in the SLDCADA system. Career Field Managers 14

15 Pay Setting and Timekeeping Process (SLDCADA) PAY SETTING AND TIMEKEEPING PROCESS (SLDCADA) Screen 1 In the previous training module, we discussed the billet allocation and recruitment of Interns and Associates under the NADP. In this training module we'll talk about pay setting for Interns and Associates and timekeeping in the SLDCADA system. Screen 2 The chart shown here shows the equivalent GS levels for entering NADP employees. Click the button to download this chart. Once you have downloaded the chart, return to this page and click Resume. Screen 3 Before you are assigned an Intern or Associate, you need to remember that since they are paid by NACC while participating in the NADP, they are considered NACC employees. However, the training and development of this employee is a shared responsibility of both the NACC and your command. Strong communication and continuous contact between you and NACC representatives will ensure for a smooth program experience and eventual graduation to your roles. Also, remember that all NADP participants enter and must fulfill a designated probationary period while in the Program. This probationary evaluation period is to determine the overall fitness of Interns and Associates for federal service, including performance, personal characteristics and conduct. Upon graduation, the Intern or Associate will be placed on command rolls in a competitive service appointment in their Homeport target position. The GS 101 training module is available and can be found on the Resources page of this training site. Career Field Managers 15

16 Pay Setting and Timekeeping Process (SLDCADA) Screen 4 The opportunity to earn promotions is a strong motivator for Interns to complete graduation requirements on time. However, you need to remind your Intern that promotions are not automatic. All promotions will follow all GS rules and are dependent upon successful program performance, as evaluated by homeport and rotational supervisors. Screen 5 Now that we've discussed the pay setting for NADP Interns and Associates, let's talk about the NADP SLDCADA timekeeping process. Screen 6 The local command or activity SLDCADA representative will act as the Point of Contact for SLDCADA. All NADP SLDCADA problems and questions must first go through the local command or activity SLDCADA POC. If the local command or activity SLDCADA POC cannot resolve the issue, then the command or activity SLDCADA POC will contact the NACC NADP SLDCADA POC for assistance. Screen 7 It will be your responsibility to act as a SLDCADA certifier. To become a new SLDCADA certifier, in most cases you should provide your local command or activity SLDCADA POC with your social security number, PKI or CAC information, address, and phone number, as well as the name of the Intern or Associate for which you will be performing timekeeping certification. This information will be entered into the SLDCADA system. Screen 8 Each Intern or Associate should be assigned a minimum of one primary and one alternate certifier. If you are a primary certifier, you must notify an alternate in the event that you are unable to complete certification within the required timeline. All CFMs should act as an alternate certifier for their Intern or Associate. Career Field Managers 16

17 Pay Setting and Timekeeping Process (SLDCADA) Screen 9 If you are a CFM, it is your responsibility to instruct the new Intern and Associate on the SLDCADA timekeeping processes and also provide them with the steps required for submitting PKI or CAC information, and phone information to the local command SLDCADA POC to gain access into the system. Screen 10 Detailed SLDCADA setup and login instructions can be found on the resources page accessible from the Resources icon. If you wish to review these now, click the button to download the instructions. Once you have downloaded the instructions, return to this page and click Resume. Screen 11 The first certification of time for new Interns and Associates will usually be done by the local command SLDCADA Point of Contact. Interns and Associates should be on an 8 hour work schedule for their first pay period in order for their information to process properly. Thereafter, it will be the Homeport certifier's responsibility to certify the Intern's or Associate's time, whether the Intern or Associate is working at the Homeport or on a rotational assignment. Screen 12 All Intern and Associate timesheets must be completed by the close of business on the 2 nd Thursday of the pay period. Your certification of the Intern's or Associate's timesheet is to be completed by the close of business on the 2 nd Friday of the pay period. Your local command may have earlier deadlines; please consult your local command SLDCADA POC for further guidance. It is important to remember that employees on Maxi-flex schedule must enter their time by the 2 nd Thursday of the pay period or they will be charged 80 hours of annual leave or Leave Without Pay. Career Field Managers 17

18 Pay Setting and Timekeeping Process (SLDCADA) Screen 13 Credit hours may be earned by Associates, but not Interns. Although an Associate may earn credit hours, they may only carry over 24 credit hours from one pay period to the next. An Intern, Associate or certifier may not enter overtime in SLDCADA. The NACC will enter overtime hours for payment after they receive a Form 2282 for funding for the overtime. Screen 14 This concludes this training module. In this module, we talked about how the GS entry level is determined for each NADP employee and NADP SLDCADA Guidelines. Some key points of this training module are shown here. Take a moment to review before continuing. Screen 15 In the next training module, we'll be discussing the onboarding process, which is intended to introduce and acclimate the new Intern or Associate to the host command structure and culture. Career Field Managers 18

19 Onboarding ONBOARDING Screen 1 Onboarding is a process that starts once the new employee has accepted the job offer and continues through the first six months following their official start date. Onboarding is intended to introduce and acclimate the new Intern or Associate to the local command culture. Screen 2 As a reminder before we begin discussing these three phases of onboarding Completion of this training is required before an Intern or Associate can be placed under your supervision. Screen 3 The pre-onboarding phase begins after acceptance of the Intern or Associate into the Program and continues until their first day on the job. Pre-onboarding establishes contact between the new employee and the local command. A portion of the pre-onboarding process is the responsibility of the Homeport Supervisor and CFM. This is the period of time when the Supervisor and/or CFM should be contacting their assigned Intern or Associate to make phone introductions. This time also provides an opportunity for the Supervisor and CFM to get to know the Intern or Associate. More importantly, it allows the Intern and Associate to become introduced to their Homeport activity and management. Often, candidates are selected months before their start date, so it's important for you to maintain periodic contact during this time to begin building rapport with the Intern or Associate and address questions and concerns that may arise prior to their arrival. It's also a good time to verify that all preparations for the arrival of the Intern or Associate have been taken care of, such as phone, computer, and seating. Career Field Managers 19

20 Onboarding Screen 4 We want to make sure we don't create a black hole of communication between the hiring and start dates that might result in doubts by an Intern or Associate regarding their career decision. For Interns in particular, this may be their first full-time professional position. As their Supervisor or CFM, you are in the best position to make this Internship a quality experience. Remember -- first impressions are critical! Screen 5 We have just offered you an outline of the requirements for pre-onboarding. Screen 6 Now let's talk about the formal onboarding that should occur on the entry date and extend as planned by your activity. Screen 7 Upon arrival by an Intern or Associate on their first day of work, formal onboarding is to be offered by each of the local command's activities. Each of you should become familiar with your activity's onboarding procedures and take the time to greet the new Intern or Associate upon arrival for formal onboarding. It has been proven successful to assign a current NADP employee to assist the new Intern or Associate with the onboarding process through the first week to guide, support and answer questions. Following the formal onboarding of the Intern or Associate, you should make yourself available to welcome them on their first day of work. You should introduce the Intern or Associate to the senior management of their organization and also to their co-workers, staff and colleagues. Screen 8 We've discussed the pre-onboarding and formal onboarding phases; Screen 9 Now let's talk about what's involved during the post-onboarding phase. Career Field Managers 20

21 Onboarding Screen 10 Post-onboarding continues through the first six months following the Intern's or Associate's start date. This portion of the onboarding process is the responsibility of the Supervisor and CFM. During this period of onboarding, it is your responsibility as Supervisors and CFMs to ensure a smooth transition for Interns and Associates. Screen 11 You can ensure this smooth transition by: Your prior participation in this training; Good communication skills; Establishing your understanding of the fundamentals of the NADP; and Partnering with organizational Admin personnel to ensure basic workplace requirements have been fulfilled prior to the start date such as - desk, computer, and phone. You should also be taking this time to discuss your activity s projects and expectations with the Intern or Associate while identifying startup activities to fill the empty time until their CAC card can be issued. Screen 12 Let's talk about some productive startup activities that you can identify and provide to the Intern or Associate to fill the time between start date and receipt of their CAC card. Start-up activities could include having the Intern or Associate read the NADP Operating Guide to get a better understanding of it. You could arrange an initial meeting with the Intern or Associate to discuss what's involved in creating their Master Development Plan and Individual Development Plan. At this meeting you could also explain the Intern's or Associate's relationship with NACC and their Homeport Activity. Career Field Managers 21

22 Onboarding Provide the Intern or Associate with organizational charts and/or a standard packet of information on the local command's organization for reference so they will know how they will fit in. The Intern or Associate should familiarize themselves with the SECNAV and local Strategic Plans as well as the organization's programs and goals. Be sure the Intern or Associate is introduced to other Interns or Associates at your activity within and outside of their career field. Also during this period of time, the Intern or Associate could shadow a colleague working in their assigned task area. Screen 13 Once the CAC card is issued, it will be time for you to continue onboarding by providing the new Intern or Associate with process guidance and assistance on NADP processes and Internet functioning. This would include introduction to NACC and DACM websites. You should provide your new Intern or Associate guidance in the use of Outlook (for ), and the NADP SLDCADA timekeeping process. Interns and Associates should be provided guidance regarding the training they will be required to complete during their time in the Program and how to apply for this training. If it is determined that the Intern or Associate will need access to Enterprise Resource Planning in order to perform their job, arrange to have an ERP account activated through the Administrative Officer, provide role mapping, and facilitate the required ERP training. Also, you should provide the new Intern or Associate with any additional Internet or organizational resources that they will need to use for job functioning at the local command to which they have been assigned. Screen 14 Your guidance and instruction in these important processes is critical to establishing the proper foundation for job productivity and success. Career Field Managers 22

23 Onboarding Screen 15 We've just talked about the three phases of onboarding for Interns and Associates. Some key points in this training module are shown here. Take a moment to review before continuing. Screen 16 We previously discussed some overall responsibilities of the organizations and individuals involved under the NADP. In the next training module, we'll go into more detail in describing the responsibilities of the Homeport Supervisor and Career Field Manager from Intern or Associate onboarding to graduation. Career Field Managers 23

24 Homeport Responsibilities HOMEPORT RESPONSIBILITIES Screen 1 During the overview of the NADP, you learned that when an NADP employee enters the Program, they are assigned to a specific "homeport" organization. The Homeport is considered the "Program" home that is, the hub of the Intern's and Associate's NADP experience. Screen 2 If you are the Homeport Supervisor, you are the single individual that will be responsible for all normal and administrative duties for the Intern or Associate. If you are a Career Field Manager, you also play an important role in the Intern's and Associate's development process. Screen 3 Shown here are the criteria required to act as a CFM. CFMs are senior career field civilians who are DAWIA Level III certified in the Intern s or Associate s assigned career field. A signed designation letter may be required by the host command leadership. A CFM assigned to an Intern or Associate must be physically located at the Homeport activity. If you are a CFM, you will be responsible for the content of the development program and for partnering with the assigned Homeport Supervisor to ensure all aspects of the program are completed prior to the graduation date. Screen 4 As previously stated, if you are the assigned Homeport Supervisor or Career Field Manager, you play a very important role in the life of your assigned Intern or Associate, by ensuring the success of each Intern and Associate, the success of this valuable program, and the future quality of the acquisition workforce. Career Field Managers 24

25 Homeport Responsibilities Screen 5 The responsibilities of the Homeport Supervisor and CFM fall under the basic categories of: Onboarding; Guidance; Oversight; Performance and discipline; Evaluation; and Transition. It's important that you understand your specific responsibilities included within each of these categories. In some cases, the supervisor and the CFM will be the same person. Screen 6 Under the category of ONBOARDING, responsibilities, which were detailed in our Onboarding module, generally include: Conducting Command and career field orientation, and Establishing performance standards in connection with NACC Screen 7 Under the category of GUIDANCE, responsibilities include: Providing counsel, assistance and guidance to Interns and Associates during the first 45 days in the establishment of the Individual Development Plan; Assisting in the identification and approval of rotational assignments from a career field and Command perspective; Approving, participating in planning, and monitoring of all internal and external rotations; and Providing guidance that enables Interns and Associates to locate resource materials available and necessary to facilitate employee understanding and Career Field Managers 25

26 Homeport Responsibilities performance of all phases of the NADP program requirements and processes. Screen 8 Under the category of OVERSIGHT, responsibilities include: Monitoring the overall development of Interns and Associates; Approval of SF-182 Training and Travel Requests; Identifying a Rotational CFM to support rotations; Monitoring the planning of required NACC-funded rotations to meet NACC timeline requirements; Monitoring and approving all local travel; and Monitoring and/or approving all Intern or Associate collateral activities such as command recruiting events. Screen 9 Under the category of PERFORMANCE AND CONDUCT, responsibilities include: Working with, and obtaining NACC approval to initiate a Performance Improvement Plan as a potential resolution to identified performance problems, and Identifying and reporting performance and conduct problems to NACC for proper and appropriate resolution processing. Screen 10 Under the category of EVALUATION, responsibilities include: Providing progress review and annual assessment to NACC; Coordinating with the Rotational Supervisor concerning the Intern or Associate's performance and obtaining a rotational performance review; Verifying the Intern or Associate has completed their career field DAWIA certification levels one and two prior to graduation; and Career Field Managers 26

27 Homeport Responsibilities Acting as Final Approval Authority for an Intern's or Associate's application for DAWIA certification. Screen 11 And finally, under the category of TRANSITION, responsibilities include: Resolving any problems with placement or transition to permanent placement prior to graduation, and Providing a minimum of 60 days notice to your Command s Human Resources in preparation for transition to permanent placement within the Homeport. Screen 12 Finally, it is now appropriate to address organizational expectations and performance management. As Homeport Supervisor or CFM, it is important for you to remember that you have the responsibility of ensuring that NACC and your Command organizational standards are communicated and upheld. Screen 13 Since some Interns and Associates are brand new to the Government work environment, your good communication and discussion of standard operating procedures is a critical foundation for their success as an Intern or Associate. You should make sure they have an understanding of and follow the proper chain of command in addition to informing them of the different types of work schedules, and those that are authorized for NADP employees, which must include the NADP telework policy. Please be aware that Interns ARE NOT authorized to participate in telecommuting or teleworking while in the NADP Program because this does not provide access to necessary developmental resources or necessary personal interaction. On the other hand, Associates ARE authorized to telecommute or telework - but only if allowed by the Homeport or rotational organization. Career Field Managers 27

28 Homeport Responsibilities You should also be discussing with the Intern or Associate all the administrative procedures for leave, timekeeping, lunch breaks, mandatory training, phone, , and any existing local rules. Screen 14 Now we'll discuss what's involved in the evaluation of an Intern's or Associate's performance. At any time, if a Homeport Supervisor feels an NADP employee is not performing at the level of Acceptable they should review NADP policy and guidance for addressing performance issues. This policy and guidance can be found in the NADP GS Business Rules. All performance issues should be discussed immediately as they occur and should not be held until the annual assessment. These discussions should be held between the Intern or Associate, the Supervisor, the CFM, and NACC. All such issues should be discussed within the first year for optimum opportunity for the employee to correct or improve the performance. It is important that you identify any Intern or Associate performance problems immediately and promptly take actions to correct the performance problem through coaching, counseling and/or mentoring. Documentation of any actions or steps taken on performance issues is vital! If you are the Homeport CFM, you should contact the NACC Career Manager for advice and assistance in resolving any employee problems. Seeking early advice from NACC to ensure the correct steps and actions are taken is your highest priority. Possible actions against an Intern or Associate must be discussed with NACC and not local Labor Relations. Such issues can only be properly addressed and solved if proper procedure has been followed, remembering that all Interns and Associates are administratively NACC employees. Career Field Managers 28

29 Homeport Responsibilities Screen 15 The final topic we'll discuss under Homeport Supervisor and CFM responsibilities is Homeport transfers. Homeport transfers are rare and generally not approved, but are considered on a case-by-case basis. All Homeport transfer requests must be approved by NACC. As the Intern's or Associate's Supervisor or CFM, you will be responsible for initiating the transfer process. In both type of transfers, the Gaining Activity is responsible for placing the employee into an acquisition billet at graduation. If you need additional guidance on Homeport transfers, or any aspect of your Homeport responsibilities, always refer to the NADP Operating Guide. This guide offers a wealth of knowledge and is always available to assist you with all facets of the NADP. Screen 16 This concludes our overview and journey through your responsibilities as a Homeport Supervisor or CFM. For your reference, a chart of responsibilities of both the Homeport Supervisor and CFM is provided as a resource. You can download this chart of responsibilities from the Resources page. The bullet points shown here reinforce the key points of this training module. Take a moment to review before continuing. Screen 17 For our next training topic, we'll discuss the Master Development Plan and what's involved in the establishment of the Individual Development Plan, or IDP. The IDP identifies competencies that must be achieved before graduation, as well as other requirements such as classroom training, certifications, rotational assignments and a senior project. Career Field Managers 29

30 Intern/Associate MDP/IDP INTERN/ASSOCIATE MDP/IDP Screen 1 It is now time to discuss the Master Development Plan, or MDP, and the Individual Development Plan, or IDP. Screen 2 After the Intern or Associate has reported on board, it's time to sit down with them to create a development plan, one that identifies learning objectives and how they will be accomplished during their time in the Program, such as task assignments, rotations, and formal and informal training. Screen 3 The NADP Operating Guide is a good resource for you to use to identify NADP Program requirements and offer you the guidance needed for preparation of these plans. Screen 4 The MDP contains the minimum education and proficiency levels required for a career field. NADP employees are required to complete an MDP in order to graduate from the program. Screen 5 Click the button to download the sample MDP that has been provided for your review as we discuss the elements of an MDP. Once you have downloaded the sample MDP, return to this page to continue. Screen 6 The MDP contains the MINIMUM course requirements and proficiencies required for career field graduation. MDP requirements are developed by the Department of Navy s National Competency Chairs. A career field MDP may contain: Competencies Rotational assignments, which include internal and external rotations; Senior projects, as required; Career Field Managers 30

31 DAWIA training requirements; Intern/Associate MDP/IDP Formal training requirements; and Educational requirements Mandatory education requirements for the Acquisition Professional Community and desired education for DAWIA Level I and II are described in the MDP. Screen 7 One thing to remember about MDPs is that the required proficiency levels stated in the MDP may be increased by the Command; however - MDP requirements may not be reduced or eliminated. Screen 8 Now, let's discuss the Individual Development Plan. The IDP is a personalized version of the MDP. It is designed to meet the specific needs of the NADP employee s target position. The MDP will become the IDP once it is completed and has been tailored to the individual NADP employee. Screen 9 As you can see by reviewing the sample MDP, it includes basic requirements. Screen 10 Once the MDP is personalized to include the individualized needs and requirements for the employee's target position, it becomes the employee's IDP. First and foremost remember this is a joint effort. The NADP employee must have your guidance to develop an effective IDP with the target position in view. Screen 11 In expanding the MDP to create the employee's IDP, you should make sure it contains detailed descriptions with dates, durations, and locations of: Homeport assignments; Rotational assignments; Competencies, skills and other requirements to be attained through each assignment; Career Field Managers 31

32 Intern/Associate MDP/IDP DAU courses, scheduled in appropriate sequence for understanding, and appropriate timing schedules for job relevance; Technical training; and Educational requirements Screen 12 Within 45 days after EOD, it is the responsibility of you, the Supervisor and/or CFM, and the NADP employee to review and identify the first year of the IDP lifecycle. When completing the IDP, you should be aware that it does not need to be filled out for the entire time the employee is in the Program, but it should be continuously reviewed to ensure that the needs of the homeport and employee are met. The IDP should be kept on file at the homeport. You should also be reviewing the IDP with the Intern or Associate on an annual basis. There are some differences in IDP requirements for Interns than there are for Associates, so we'll be discussing each of these requirements. Let's talk about Intern's IDP first. Screen 13 You're only required to submit to NACC an IDP Summary for NAIP Interns. The first submission is to be within 45 days after EOD. The IDP Summary is a one page summary of the IDP that lists all the Intern's graduation requirements. Screen 14 IDP Summary forms for all career fields can be found on the NADP website. A sample IDP Summary is provided for your review as we discuss the elements of the IDP Summary. Click the button to download the sample IDP Summary. Once you have downloaded the sample IDP Summary, return to this page to continue. Career Field Managers 32

33 Intern/Associate MDP/IDP Screen 15 As you can see on the sample IDP Summary, the Summary will list all the Intern's graduation requirements. The Summary is completed by the Intern, in conjunction with the Supervisor and/or CFM, and must be signed by the Supervisor and/or CFM at each submission. The first submission of the IDP Summary is due to NACC within the first 45 days of the Intern s EOD date. Subsequent submissions should be made according to submission dates listed on the summary form. The completed IDP summary must also be submitted to NACC 90 days prior to graduation. Screen 16 An Associate's IDP is streamlined. It is based on the Associate's work experience, and is limited to DAU/DAWIA training, leadership training, and rotational assignments. The Associate's IDP must be submitted to NACC within the first 45 days after EOD. Subsequent submissions should be made according to the dates listed on the form. The completed form must also be submitted to NACC 90 days prior to graduation. Screen 17 As the employee's Supervisor or CFM, it is important and required that you be involved in the IDP planning process. Your involvement is critical to ensuring that the IDP prepares the intern and associate for their target position and a successful career at your local command. Screen 18 This concludes our discussion of the MDP and IDP. In this module, we discussed what is involved in the development of the MDP and IDP. Some key points in this training module are shown here. Take a moment to review before continuing. Career Field Managers 33

34 Intern/Associate MDP/IDP Screen 19 We will now move forward with a related discussion on DAWIA certification requirements. Career Field Managers 34

35 Training and DAWIA Certification TRAINING AND DAWIA CERTIFICATION Screen 1 In this training module we'll talk about training and DAWIA certification requirements under the NADP. The Defense Acquisition Workforce Improvement Act was enacted to improve the effectiveness of the military and federal civilian Acquisition workforce through enhanced education, training, and career development. All Interns and Associates are designated members of the Acquisition workforce, which falls under DAWIA. Interns and Associates, as previously discussed in the MDP Module, are required to meet DAWIA certification requirements. Screen 2 DAWIA course information, assignment specific (also called Core Plus) course information, and DAWIA certification requirements checklists can be accessed through the Defense Acquisition University website. Screen 3 Once the IDP has been finalized, you should work with your Intern or Associate to review the DAU course schedule. It is recommended that DAU training requests for the entire year be submitted as soon as the schedule is available each year. This will help ensure admittance to the required courses scheduled on the IDP. When scheduling courses, although DAU courses are tuition free, you need to be aware that if there is an assignment specific/core Plus course that is necessary for training to the target position added to the employee's IDP, local command funding will be required. You need to also be aware that attendance at mandatory DAWIA training will take precedence over any other training, education or work assignments. DAWIA certification is a core requirement of the NADP. Career Field Managers 35

36 Training and DAWIA Certification Screen 4 Shown here are some of the steps for registering for DAWIA courses. Additional guidance and specific steps for DAWIA course registration can be found in the NADP Operating Guide. The employee must also be recognized in edacm as a member of the Acquisition workforce prior to registration. By using the NADP (CIV) logon category, Interns and Associates receive a priority one registration for certification requirements. The employee's CFM will be approving all training applications. It is important to note that this training must not be disapproved due to any conflict with assigned job tasks. IDP required course work comes first and is to be accomplished during regular work hours. Once the training application has been submitted by the employee, the application can be tracked in edacm. Screen 5 NADP employees are required to fulfill the requirements of their IDP in order to graduate from the Program. When you're working with your Intern or Associate in establishing their IDP and scheduling their DAU courses, you need to let them know how important it is that they fulfill all of the IDP requirements, including the successful completion of all IDP-required DAU courses. They need to be aware that if they are scheduled for an IDP-required DAWIA course and fail the course twice during their time in the Program, your local command may request that NACC terminate their employment from federal service for failure to perform. Screen 6 Now let's talk about the certification requirements under DAWIA. DAWIA certification is the process through which an authorized official determines if an Acquisition member has met the mandatory education, training, and experience requirements for a certification level in their specific Acquisition career field. Career Field Managers 36

37 Training and DAWIA Certification For all NADP participants, this official is the CFM who will act as the final approving authority, or FAA. Screen 7 Each DAWIA career field has its own certification requirements. The DAU "icatalog" website provides a DAWIA certification check sheet for each career field and level. Screen 8 Click the button to access the certification check sheets. This will take you to the page on the DAU icatalog site where you can choose to view or download a career field certification check sheet. Once you have completed your review, return to this page and click Resume. A link to this information can also be found on the resources page accessible from the Resources icon. Screen 9 In order for an Intern or Associate to receive their first promotion, they must have or be working toward their Level I certification. The first promotion may be delayed if Level I has not been achieved. In order to graduate from the Program, they must have completed all DAWIA certification requirements for Level II. The only exceptions to this rule are the BUS-CE and BUS-FM fields. Screen 10 Once all the certification requirements are met for the Intern's or Associate's individual designated career field, they must apply for certification. The application for certification is done through edacm. Screen 11 Once the application process is completed by the Intern or Associate, the certification application will be electronically sent to the approving official. If you are the Homeport CFM or Supervisor, you are the final approving authority for all certificate applications. Career Field Managers 37