Critical Human Dimension – A DoD

Financial Management Workforce

Update

Ms. Glenda ScheinerDirector, Human Capital &

Resource Management

OUSD(C)

10 March 2016

Agenda

• FM Workforce Demographics and Structure

• FM Strategic Workforce Update

• FM Professional Development & Training

• FM Certification

• Q&A

2

Total DoD Financial Management Workforce

Total DoD FM Military Workforce

11,956 22%

FM Workforce DemographicsBy the Numbers

Key Civilian Demographics:

Education Levels - Less than a Bachelor’s degree – 43%

- Bachelor’s degree – 37%

- Master’s Degree – 19%

- Doctorate Degree – 0.12%

Career Levels- GS 01-08/Equivalent – 21%

- GS 09-12/Equivalent – 46%

- GS 13-15/Equivalent – 33%

Age Distribution - 29 and Under – 9%

- 30-39 – 19%

- 40-49 – 26%

- 50-59 – 34%

- 60-64 – 9%

- Over 65 – 3%

Retirement Eligibility - Currently Eligible to Retire – 14%

- Eligible to Retire Next Year – 4%

- Eligible to Retire in Two to Five Years –15%

As of 30 Sep 2015

DoD FM WorkforceTotal - 53,995

Army (29%)

Civ – 9,509

Mil – 5,993

Air Force (22%)

Civ – 7,579

Mil – 4,253

DoN (19%)

Civ – 8,507

Mil – 1,710

4th Estate (30%)

DFAS – 8,778

Other – 7,666

Total DoD FM Civilian Workforce

42,039 78%

Mil DoN

3%

Mil AF

8%

Mil Army

11%

Civ 4th Estate 30%

Civ Army 18%

Civ Air

Force 14%

Civ DoN16%

3

USD(C)/CFO – Mr Mike McCordEstablishes policy and provides oversight DoD financial management workforce development

Senior FM Leadership GroupOversees operation of the DoD-wide financial management workforce (civilian and military) development,

including providing oversight of the DoD FM Certification Program; meets bi-annually or at the call of the chair

Membership: USD(C)/CFO, Chair; FM OFCM; Assistant Secretaries for FM & Comptroller from the three Military

Departments; Director of DCAA & DFAS; a USD(AT&L) representative; others as appropriate

FM Component Functional Community Managers (CFCM) Advisory BoardProvides input and recommendations on FM workforce development (civilian and military) policy and initiatives to

the Senior FM Leadership Group; meets quarterly, or as needed

Membership: FM OFCM, chair; FM CFCMs of the Military Departments, DCAA, DFAS, DISA, & DLA; Advisory non-

voting members include a rep from USD(AT&L); rotational Military Service DACM); rep from OUSD(I)

FM CFCM Working GroupAdvises the FM OFCM on FM workforce development and Certification Program issues; meets monthly

Membership: FM OFCM, chair; FM CFCMs of the Military Departments and each of the Defense Agencies, and a

non-voting rep from USD(AT&L) and USD(I); others as appropriate

FM Functional CommunityManagement Structure

Roles and Responsibilities

FM OSD Functional Community Manager (OFCM) – Ms Glenda ScheinerResponsible for working with Component FCMs (CFCMs) to monitor and track implementation of DoD-wide

workforce development, including the DoD FM Certification Program

Roles of the OFCM and CFCMs are defined in DoDI 1400.25 vol 250 4

Army - CFCMColonel Gregory Sanders

FM Functional Community Managers

Air Force - CFCMMs. Shar Kaina

DoN - CFCMMs. Regina Watkins

DFAS - CFCMMs. Rosie Tinsley

FM OFCMMs. Glenda Scheiner

DCAA - CFCMMs. Kristine Harris

DISA - CFCMMs. Sanna Simms

DLA - CFCMMs. Simone Reba

Other Defense Agency CFCMsVisit FM Online to view CFCMs for other defense agencies and organizations.

https://fmonline.ousdc.osd.mil/Help/FMOnline-POCs.aspx

5

DoD FM Functional Community Management

10 U.S. Code Sect 115B requires the Secretary of Defense to submit a strategic

workforce plan bi-annually• FM Community represents one of the 23 Functional Communities making up the DoD workforce

The FY16-21 SWP includes:• Assessment of critical skills and competencies of the FM workforce and projected

future trends (e.g., retirement, other attrition)

• Assessment of critical skills and competencies needed in the future

• Plans to close identified skills and competency gaps

• Update on needed incentives and legislative changes

• Current career roadmaps for civilians in the FM workforce

SWP Status:• Draft FM Appendix submitted to DCPAS on 30 Dec 2015

• DCPAS’ next steps:o Apr – Sep 2016: Coordination with various stakeholders

o 30 Sep 2016: Submit final report to Congress

Strategic Workforce Plan

7

Competency Development Process Overview

8

Draft list of competencies

Prioritized list of tasks

linked to competencies

Approved list of

competencies for workforce

Data Gathering &

Analysis

Job Task Analyses

(SME Groups)

Competencies Published

Competency validation,

gap assessment

Refreshed MCO

competencies

Defense Competency Assessment Tool (DCAT) Assessment

MCO Competencies

Revalidated

FY 10 FY 11 FY 14-15 FY 16

Step

Outcome

Multi-Year Process:

Develop

Publish

Assess

Revalidate

FM Competency Revalidation Approach

9

• Formed Subject Matter Expert (SME) Groups for each Occupational Series (OS)

• SMEs are experts from across the DoD FM community

• Each SME Group validates the tasks performed by members of that OS and

which competencies align to it

• SME group recommendations will be presented to the CFCM Advisory Board

• USD(C) will provide final approval of revalidated competencies

• The competency revalidation process was included in the FY 16-21 DoD Strategic

Workforce Plan (SWP); the results will be included in the FY 18-23 DoD SWP

• Will assess revalidated competencies in future competency skills gap

assessments

• SME group panels meeting between Dec 2015 – Apr 2016

FM Career RoadmapsUpdated civilian FM career roadmaps for 13 occupational series

are available via FM Online (e.g., 510 Accounting)

10

Federal FM Community

• CFO Council (CFOs of major federal government agencies) is pursuing a Human Capital workforce development strategy and leveraging DoD FM’s workforce development model – Adopted DoD FM and Leadership competencies

– Benchmarking DoD Civilian career roadmaps

– Reviewing DoD FM’s professional development tools (FM Online, FM myLearn, course-to-competency alignment process, etc)

11

Defense Civilian Emerging Leader Program (DCELP)

• DCELP objectives:− Develop a new generation of DoD civilian leaders

− Recruit individuals with the academic merit, work experience, and demonstrated

leadership skills to meet the future needs of the Department

− Offer rapid advancement, competitive compensation, and leadership opportunities

to highly qualified civilian employees of the Department

• Eligible applicants: − GS-07 through GS-12 DoD civilians performing FM duties

• Application process (FY17 cohort): − Application package available on DCPAS public website

− Components vet applicants internally and submit packages to OUSD(C) by 1 Aug

2016

− Final selection by OUSD(C); selectee packages due to DCPAS on 1 Sept 2016

12

• Executive Leadership Development Program (ELDP)

− Designed for high potential individuals who have the desire to progress into senior

leadership roles in the Department

− Eligible applicants are GS 12-14 DoD civilians, active duty military O-3 and O-4

level and interagency organizations

− Application package and instructions available on DCPAS public website; deadline

is 15 Apr 2016

• Defense Senior Leader Development Program (DSLDP)

− Designed to develop senior DoD civilian leaders to excel in the 21st Century joint,

interagency, and multi-national environment

− Eligible applicants must occupy, on a permanent basis, a position at grade 15/

equivalent or be a GS-14/equivalent with tremendous advancement potential (i.e.,

demonstrated work at the next higher level)

− Application package and instructions available on DCPAS public website; deadline

is 1 Sept 2016

Other Civilian Leader Programs

13

Deadlines for your Agency May Vary…Check with your Training Focal Point

Coming Soon: FM Exchange Pilot Program

• Authorized in the FY16 NDAA

• Pilot exchange program for non-traditional defense

contractors and DoD employees (detail assignment for DoD

employees)

• Duration will be between three months and one year, with

SECDEF approval

• Purpose: For both parties to share best practices, gain a

better understanding of financial management practices and

challenges, and develop partnerships to address these

challenges

• Program policy details forthcoming

USD(C) FM Awards Program

• Recognizes Military and Civilian teams and individuals who make

outstanding contributions to the improvement of DoD financial

management

• Award Categories– Contributions in budget formulation or execution

– Contributions in financial management (excluding budget)

– Contributions to financial improvement and audit readiness

– Contributions in financial management in a combat zone*

• Award Types– Team

– Individual

• Award Levels– Headquarters and Major Command

– Below Major Command

15

*This category will only award one individual and one team,

regardless of organizational level

USD(C) FM Awards Program

• Regulated by DoD FMR Volume 1 Chapter 6

• Timeline

– 5 Feb 2016: Nominations closed for CY15 awards

– 1 Jun 2016: CY15 awards to be presented at ASMC National PDI 2016

– Q1 FY17: Nominations for CY16 awards scheduled to open

• Nomination Process for CY16 (Available Fall 2016)

– Go to the FM Awards site located on FM Online

– Select “Nominate a Team” or “Nominate an Individual”

– Follow the prompts on the screen

16

FM Certification Program

– Implementation for Active Component/Defense Agencies completed on

30 September 2014

– Implementation for Guard/Reserve completed on 27 March 2015

Progress to date:

– 19,869 (37%) certified as of 29 February 2016

– Developed 73 web-based courses; 6 more planned this FY

– Over 285,900 web-based course completions thus far!

FM Certification Update

17

Percent Certified by Component*As of 29 Feb 2016

*Active members in the FM LMS 18

26%

46%

21%

62%

48%30%

52%0

2000

4000

6000

8000

10000

12000

14000

16000

Army AF DoN DFAS DCAA Other Comptroller

19,869 FM Members Certified Sum of Users Not Certified

Sum of Users Certified~37% of Active Members in the FM LMS

Percent Certified by 4th Estate*As of 29 Feb 2016

*Active members in the FM LMS 19

62%

48%

0

1000

2000

3000

4000

5000

6000

7000

8000

9000

10000

DFAS DCAA

51%

10%

60%43%

20%23%

49%

23%

0

100

200

300

400

500

600

700

800

DLA DeCA MDA DISA DHA DCMA DTRA Other

Sum of Users Not Certified

Sum of Users Certified

Meet Your CertificationDeadline!

• Many FM members have a 30 June 2016 deadline

• Per DoDI 1300.26 Encl 3, para 4.a.1, participants in the FM

Certification Program have two years to obtain certification

• If unable to obtain/maintain FM Certification in the required 2-

year time period, may request a 1-year time waiver from CCA

– If CCA denies waiver, or approved waiver expires, the individual

is subject to adverse actions

• Adverse actions applicable are defined by the Component’s Table of

Penalties

• The same penalty applies to failure to obtain the required CETs

Policy Update: Time Extensions

If an FM member cannot meet his/her certification deadline:

• Member must submit a Time Extension Request Form (30-90 days prior to

his/her initial certification deadline), with appropriate rationale selected:

– Experience Years Not Met

– DAWIA Requirements Not Met (for dual-coded FM members)

– Deployment/Extended Reserve Component Training >180 days

– Medical Situation for Self and/or Family Members

– Other (requires detailed explanation)

• Member records learning for the time extension in the LMS and uploads

Time Extension Request Form

• CCA reviews and approves/disapproves request

• Approved request forwarded via LMS to OUSD(C) for QA review

• Member is notified via LMS of approval; member prints approval memo and

forwards to HR office (civilian) or Lead CA (military)

• Available in the LMS 1 March 2016

Two Key WebsitesIn

form

ati

on

Pro

ce

ss

FM OnlineOne stop shop for DoD FM-related information

- Announcements (new courses, policy, awards)

- FM myLearn, the e-catalog of all FM-related

DoD education & training mapped to FM

Certification requirements

• Current and inactive DoD training

• Commercial courses

• Academic courses

FM LMSSystem of record for the DoD FM Certification

Program

- Complete the Three-Step Process

- Document achievements

- Submit certification for supervisor approval

22

Academic Course Search

Find academic courses

that have been previously

aligned and approved to

meet FM Certification

Program requirements.

• Accessible from FM

myLearn

• Automated Academic

Matrix

• Filter by Institution,

Course Title, Course

Code, Competency

For detailed instructions, visit http://go.usa.gov/3hHD4.

What if …

My course isn’t there?

1) Submit a “Course Submission Template”

and syllabus to your organization’s Course

Manager.

2) Course Manager will route course through

approval process

3) If approved, will be added to the database

or you will receive approval documentation

from OUSD(C)FM Online>

Training Resources>

Tools/Templates/Forms

Use the Course Submission Template

24

Interactive Learning History Worksheet

Track your training history

and identify training gaps in

this automated worksheet.

• Auto-populated with

program requirements

• Tracks training and

education achievements

• Inter-operable with FM

myLearn and Academic

Course Search

• Record Learning (Step 1)

with one click

For detailed instructions, visit http://go.usa.gov/ck6px.

FM LMS Reports

• Certification Scorecard

– This is your single point of reference for reviewing the courses and

documentation that you have recorded in the FM LMS

– Use this report to track your progress towards FM Certification

• CET Scorecard

– This report tracks your CET requirements, deadlines, and completed hours

• Approvals Pending

– Run this report to find out the approval status of each of your achievements

• Quality Assurance Denials

– This report helps decode the reason(s) why your request for certification did not

pass OUSD(C)’s Quality Assurance Check

These and other reports are available under the “Reports” link in the FM

LMS. Use the Job Aid “How to Access and Run Reports in the DoD FM

LMS” to learn how to run reports.

26

Continuing Education & Training Credits

DoD FM Certification Program… Making a Good Workforce Better!

Maintain your DFMCP by accruing a certain number of

Continuing Education and Training (CET) credits every

two years.

The number of CETs required is based on your level:

FM Certification Level 1 – 40 CETs

FM Certification Level 2 – 60 CETs

FM Certification Level 3 – 80 CETs

CETs must be recorded in the FM LMS – see the job

aid “How to Record CETs in the DoD FM LMS” on FM

Online for step-by-step instructions.

27

Continuing Education & Training Credits

What counts as a CET credit?•FM and Leadership courses, symposiums or training events

− CET hours: Total hours of course/symposium/training event

− Example: Speaker briefing at local AGA meeting was 1 hour = 1 CET

•Courses or training used to satisfy continuing professional education requirements

for any of the 20 approved FM-related Test-Based Certifications (e.g., CDFM, CPA)− CET Hours: Unit-for-unit (e.g., 1 CPE = 1 CET)

•Courses or training used to satisfy continuing professional education for

Acquisition (DAWIA) certifications (e.g., 1 CLP = 1 CET)

•Courses listed in FM myLearn e-catalog − CET hours: Number of aligned hours listed as shown in FM myLearn

•Academic FM and Leadership courses− CET hours: 1 semester hour course = 15 CETs; 1 quarter hour = 10 CETs

28

OUSD(C) Web-Based Training

29

Level 1Course

HrsLevel 2

Course Hrs

Level 3Course

Hrs

DoD FM 101 24 Accounting 18 Accounting 8

Accounting 7 Finance/Financial 17 Finance/Financial 18

Finance 6 Budget 20 Budget 16.5

Budget 6 Payroll 10 FM Systems 4

Mil/Civ Pay 6 Commercial Pay 10 Decision Support 10

Decision Support 4 Audit 10 Audit Readiness 3.5

TOTAL HOURS 53 FM Systems 8 Ethics 3

Decision Support 8 Fiscal Law 4.5

Audit Readiness 3 TOTAL HOURS 67.5

Ethics 3

Fiscal Law 3

TOTAL HOURS 110

Over 230 hours of OUSD(C) Web-based Training Hours Available!

- Any course not used for

your initial certification

may be used for CETs

- CETs not restricted to

your Certification Level

Continuing Education & Training Credits

DoD FM Certification Program… Making a Good Workforce Better!

How to Maintain CETs• Record all CETs in the LMS with the appropriate number of

hours

• CET documentation is not uploaded in the LMS

− Maintain a personal CET documentation file in case

your record is selected for audit

CET Audits• Will be done monthly by OSD, beginning in March 2016

• Records are randomly selected for audit

• Component FM Certification Program Offices will be notified

of selected records and will contact individuals to gather

documentation

• Within 60 days, Components will notify OSD of audit

outcome

30

Continuing Education & Training Credits

DoD FM Certification Program… Making a Good Workforce Better!

CET Time Extensions• If you will be unable to achieve required CETs within

your two-year time frame you must request a time

extension from your CCA and be approved in the

LMS prior to your CET deadline

• Extension of the CETs for the given time frame does

not delay the start date of your next two-year CET

cycle

• Policy and procedures for requesting a CET time

extension coming soon

31

Quarterly Newsletter -Certification Update

-Lessons Learned

-Best Practices

DoD FM Certification Handbook-Program background &

overview

-Detailed requirement

descriptions

-Checklist to get started

Requirements DatasheetsOutline requirements for each level

Practical Exercise − Follow “Kelly,” a GS-14

through each step of

certification

Overview and Training VideosVideo series introducing

key elements of program

Learning History Worksheets (LHW)Organize your prior

training using these

worksheets

Competencies & Proficiency LevelsDefines each of the 17 FM competencies and provides examples at each Proficiency Level.

FM myLearnE-catalog of FM

courses aligned to FM and

leadership competencies.

DAWIA/FM Certification LHWsPre-populated w/ acquisition

courses helping you focus

Frequently Asked QuestionsCompilation of over

100 questions, organized

by category

LMS Job AidsProvide step-by-step

instructions for all FM LMS

tasks.

LMS User Quick Start GuideOutlines the Three-step

Process for achieving

certification using the

FM LMS

FM Certification Resourcesavailable @FM Online or join us on LinkedIn

http://ow.ly/sZfDv

Wrap up

Makes a Good FM Workforce Better… Adding More Credibility to What We Do

• FM Workforce Demographics and Structure

• FM Strategic Workforce Update

• FM Professional Development & Training

• FM Certification

• Q&A