U.S. Office f Persnnel Management Senir Executive Onbarding Standard Operating Prcedures As f: 01 May 2015 1
Chapter 1 Intrductin 1-1 Purpse. T establish the perating prcedures and executin framewrk fr implementing the OPM Onbarding Pilt Prgram. 1-2 Lead Agent. OPM Human Resurces is the lead rganizatin respnsible fr the versight f this prgram. 1-3 Executive Onbarding Intent a. The Office f Persnnel Management exists t supprt and strengthen the Federal wrkfrce. As such, we strive t be a mdel f emplyee engagement, diversity and inclusin, and wrkfrce develpment s that all ur peple feel cnnected t ur missin and respnsibly empwered t serve ur stakehlders. At OPM, we encurage pen, hnest and direct dialgue between and amng supervisrs and emplyees genuine, respectful dialgue that values diversity f thught t enable creativity and innvatin. We expect Executives and their teams t be mutually accuntable fr prviding wrld-class custmer service and cnsistently excellent results. Abve all, we are cmmitted t building trust in OPM by listening t thse we serve, cllabrating with ur clleagues, utilizing ur cllective expertise, and analyzing ur results s we may cntinuusly imprve. Only by wrking tgether in this way can we truly recruit, retain, and hnr a wrld-class wrkfrce t serve the American peple. b. The purpse f the Acculturatin prgram is t prvide a psitive scializatin experience fr newly emplyed Senir Executives (1) t learn, understand, and fster an appreciatin fr OPM culture, and (2) t reduce the amunt f time it takes t becme fully prductive members f the Senir Executive Service. c. Onbarding is the strategic prcess f welcming new emplyees, establishing their respnsibilities, and familiarizing them with the OPM culture. A successful nbarding prgram creates a psitive experience fr new emplyees and advances them t the desired level f prductivity as quickly as pssible. 1-4 Onbarding 101. a. Once the new Executive has accepted the jb ffer, OPM HR will email the Deputy Chief Human Capital Officer wh in turn will identify a spnsr and infrm him/her f their respnsibilities. OPM HR will prvide a Spnsr Checklist. b. OPM HR will prvide the hiring fficial the EOD date nce it has been established and the Supervisr Checklist. 2
c. OPM HR Directr will send the new emplyee a welcme email/letter and prvide spnsr cntact infrmatin. Spnsr in-turn will fllw checklist tl t assist new emplyee. Chapter 2 Onbarding Pilt at a Glance. 2-0 Cmmunicatin Plan. The key t a successful nbarding prgram is the delivery and executin f the OPM HR, supervisr, emplyee, and spnsr checklists. In rder t execute the prgram smthly and efficiently, OPM HR must ensure the prper administratin and cmpletin f the nbarding materials. OPM HR will initiate and mnitr that all newly hired executives are cmpleting the required prcesses f the nbarding prgram by sending nbarding surveys t all participating parties at the 30 day mark and the 90 day mark. Chapter 3 Prgram Gals 3-1 Cntinuus Mnitring and Imprvement. The acculturatin nbarding prgram will cntinue t evlve as we receive feedback, identify successes and deficiencies, and adpt and share best practices. We will send the attached surveys t the crrespnding participants at the 30 day and 90 day marks. The surveys will serve t check the fllwing: Engagement Retentin The time it takes fr an Executive t be fully effective in the psitin 3-2 Onging Emphasis. Leadership cmmitment, participatin, and supprt as well as clse supervisin frm each prgram manager will ensure supervisrs and new emplyees get the mst frm the pilt prgram. 3-3 Prgram Success. A successful nbarding prgram helps prevent and address a number f imprtant issues cmmn t mst new executives, making their transitin mre efficient, and mre persnalized. It shuld ultimately have a psitive impact n bth individual and rganizatinal perfrmance. This psitive impact will be demnstrated as the fllwing: Engagement: The new executive feels fully engaged within the first 30 days (measured thrugh psitive emplyee respnses) 3
Retentin: Increase the amunt f executives wh stay at OPM at least 3 years (calculate what is the current rate f retentin and mnitr the rate at the 6 mnth and 1 year marks after implementatin t see if there is an increase) Decrease time it takes t be fully effective in the psitin (measured by tracking emplyee respnses) 4
EXECUTIVE ONBOARDING CHECKLIST Executive Onbarding is a way f assimilating and integrating new leaders int the rganizatinal culture and business. We recmmend that the fllwing actins ccur in the stated timeframe in rder t best prepare yu fr yur new Executive rle. FIRST DAY/WEEK Attend HR Onbarding. The briefing prvides an verview f OPM HR s rle in managing the lifecycle fr the Senir Executive. Presentatins include: Cmpletin f hiring dcuments. Overview f benefits, perfrmance management, and ethics requirements. Meet with direct reprts, staff, and senir leaders. FIRST 30 DAYS The gal within the first 30 days is t establish rles and respnsibilities as related t perfrmance, develpment and ethical behavir. Attend Executive Onbarding Briefing with: HR Directr Chief Operating Office Chief Financial Officer Chief Infrmatin Officer Directr Facilities, Security, & Cntracting Nt later than 30 days frm appintment, cmplete the Financial Disclsure requirement (if applicable). Wrk with supervisr t draft perfrmance bjectives. Review and sign perfrmance plan. Draft Executive Develpment Plan (EDP) with supervisr. Schedule required leader develpment training. Examples are: Executive Caching (where identified n EDP). OPM SES Briefing fr New Executives. Cmplete bi and pht. Cntact Office f Cmmunicatins Schedule a frmal feedback sessin with supervisr. Discuss with supervisr what are yur rles and respnsibilities, individual wrk style and preferences, 37
and yur supervisr s perfrmance expectatins. Seek ut unwritten rules (e.g., hw t get things dne; wh can help and can t r wn t; what t d and, mre imprtantly, what nt t d) with mentr, spnsr and peers. Schedule meet-n-greet appintments with key stakehlders frm ther rganizatins (e.g., prgrams, plicies, and peratins). Cnsult with supervisr t cnfirm stakehlders. Schedule a briefing r transitin meeting with supervisr t gain infrmatin abut yur wrk grup. The briefing will include: The 12-mnth calendar and a letter frm the previus. Yu shuld gain a perspective n rganizatinal histry, culture, pririties and lessns learned. Fact sheets n the 'ht issues' that will require yur attentin within the first 90 days. A quick intrductin t persnnel plicies and rules (financial d s and dn ts, acquisitins, hiring, firing and cntractr supprt). A discussin f initial prjects and rles and respnsibilities, including past perfrmance standards. Training and infrmatin designed t prvide initial familiarity with crucial systems and prcedures. These are crash curses but will serve t make the Executive immediately aware f vital systems, laws and prcedures. FIRST 90 DAYS The gal within the first 90 days is t cultivate new Executives by building cmpetence n the jb and prviding frequent pprtunities fr pen discussin. Yu shuld begin a full wrklad while yur supervisr mnitrs perfrmance and prvides early feedback. Read The First 90 Days in Gvernment bk prvided during Executive Onbarding Briefing with HR Directr Cmplete EDP. Sign and submit cmpleted EDP t OPM HR. Meet with OPM HR t prvide feedback n yur experience after 90 days. FIRST 6 TO 9 MONTHS The gal within the first 6 mnths is t prvide guidance and feedback t yu t ensure cntinued success and t make plans fr his r her future with the rganizatin. Engage in a leadership assessment prcess (e.g., 360, Myers-Briggs Type Indicatr) fr develpmental purpses and t identify areas fr imprvement; fllw up with caching and/r an actin plan if apprpriate. Schedule a frmal feedback sessin with supervisr. Revisit the EDP t assess prfessinal develpment gals and track prgress. Meet with OPM HR t prvide feedback n yur experience after 6 mnths. 38
EXECUTIVE ONBOARDING CHECKLIST FOR EXECUTIVE RESOURCES COORDINATOR PRE-BOARD Extend Tentative Jb Offer Letter with ECQ Narrative instructins (if applicable) Review ECQ Narrative and finalize QRB submissin Submit PII t Security t determine reciprcity r additinal security investigatins Obtain Security Clearance Obtain QRB Clearance Negtiate start date between selectee and hiring manager Present Supervisr with Executive Onbarding Checklist Extend Cnditinal Offer Letter Send IT Security Training Ensure that ffice and equipment is ready t g n the first day Create SES Desk Bk with tailred rganizatin data Pre-ppulate Onbarding Frms t include: Financial Disclsure Mems t OGC and Emplyee, Ethics Pledge, and Pst-Emplyment Restrictins Ntice (if applicable) Email Deputy CHCO t reprt EOD and t slicit Spnsr infrmatin Secure Temprary Parking fr first week Cde SF-52 and ensure all the prcessing paperwrk is in place FIRST DAY Pick up Executive at guards desk in lbby D ne-n-ne rientatin in HR Email the fllwing: SES Perfrmance Infrmatin Public Financial Disclsure Mem Pst-Emplyment Restrictins Mem (if applicable) Executive Checklist Secure Permanent Parking Escrt Executive t Security Office fr Badging Add Exective t SES Distributin List Present Spnsr with checklist and t request that he/she meets with the new Executive Update SES Incumbent Spreadsheet 39
FIRST WEEK Schedule briefing with HR Directr within First Week Send email t COO, CIO, CFO, and Dir. FSC, t request that they schedule briefings with executive within first 30 days nbard. Send infrmatin regarding SES Briefing fr New Career Senir Executives FIRST 30 DAYS Executive feedback send survey t cllect Onbarding Prgram Feedback Ensure meetings with ffice heads and spnsr have ccurred Cllect EDP frm Executive Send Intrductry Email t the rest f the SES QUARTERLY Send infrmatin regarding SES Briefing fr New Career Senir Executives Begin rganizing Welcme Ceremny (if at least 3 executives have nbarded) 40
EXECUTIVE ONBOARDING CHECKLIST FOR SUPERVISOR PRE-BOARD Annunce pending arrival f new emplyee t staff and senir leaders; send annuncement email Cntact new emplyee t welcme him/her t the Army team Review wrk area and cnfirm an assigned wrkstatin, desk, wrk bench, chair, cmputer, netwrk, telephne, ffice supplies r ther required tls and equipment Identify needed training / administrative tasks fr new emplyee s first 1-2 weeks FIRST DAY Once executive cmpletes HR Orientatin, meet with new executive t discuss first day activities Ensure technical assistance is available t help new emplyee set up cmputer and access netwrk resurces Try t persnalize experience with smething unique fr the new executive welcme nte, name plate, etc Give intrductins t department staff and key persnnel Prvide tur f the fllwing: Office / Desk / Wrk Statin Printers Kitchen / Cafeteria / Break Area Restrms Cnference Rms Parking Office Supplies Tls / Equipment Cffee / Water / Vending Machines Emergency Exits and Prcedures FIRST WEEK Prvide new executive with verview f rganizatin and its missin Ensure new executive understands his/her rle in supprt f the rganizatin and the OPM Strategic Plan Intrduce new executive t Senir Leadership 41
FIRST 30 DAYS Schedule a briefing that will include: Infrmatin abut rganizatinal histry, culture, pririties and lessns learned. Fact sheets n the 'ht issues' that will require the executives attentin within the first 90 days. A quick intrductin t persnnel plicies and rules (financial d s and dn ts, acquisitins, hiring, firing and cntractr supprt). A discussin f initial prjects and rles and respnsibilities, including past perfrmance standards. Training and infrmatin designed t prvide initial familiarity with crucial systems and prcedures. These are crash curses but will serve t make the Executive immediately aware f vital systems, laws and prcedures. Wrk with new executive t draft perfrmance bjectives Review and sign perfrmance plan Assist new executive with drafting Executive Develpment Plan (EDP) SAMPLE ANNOUNCMENT EMAIL TO THE STAFF (Be sure t replace items in RED with specific details): Dear [Organizatin Name] team: I am delighted t annunce that [New Emplyee s Name] will be jining ur department as [Jb Title f New Emplyee] n [Start Date]. [New Emplyee s First Name] will be respnsible fr [prvide descriptin f the rle]. [New Emplyee s First Name] cmes t us frm [Frmer Cmpany Name] where [he/she] [prvide a tw r three sentence descriptin f the new emplyee s relevant wrk histry]. Please jin me in extending a heartfelt welcme t [New Emplyee s First Name] n [his/her] first day. I encurage yu t cnnect with [New Emplyee s First Name] and t share yur knwledge regarding ur rganizatin and custmers. Best regards, [Supervisr s Name] 42
EXECUTIVE ONBOARDING CHECKLIST FOR SPONSOR SPONSOR ROLES AND RESPONSIBILITIES Prvide the new emplyee infrmatin he/she needs abut the rganizatin Maintain daily cntact with new emplyee fr first week and then n an as needed basis Be available t answer day-t-day questins Help define the OPM Missin and explain agency, rganizatinal, and executive culture Prmte a psitive image f the agency Wrk with supervisr t assist with the nbarding prcess Cnsult with supervisr fr further guidance as needed FIRST WEEK Send email t new executive intrducing yurself and welcming him/her t the team. Set up a meeting t speak t new executive and find ut what he/she needs t help Send infrmatin regarding SES Briefing fr New Career Senir Executives int the new jb and area Offer guidance t help him/her integrate smthly and share helpful hints Cntinue t make yurself available by phne, email, r fr in-persn meetings FIRST 30 DAYS Check in regularly with new emplyee during the first few weeks Assist new executive with understanding OPM and rganizatinal culture 43
SAMPLE WELCOME LETTER / EMAIL SAMPLE #1 (Be sure t spell ut all acrnyms and replace items in RED with specific details): SUBJECT: Welcme t yur first day at [Directrate Name] Dear [Mr./Ms. New Emplyee Name]: On behalf f the Office f Persnnel Management, welcme. I lk frward t meeting yu. As yur spnsr, I am here t help yu get settled during yur first week and answer any questins yu have and serve as a resurce ver yur first few weeks. [Include date/time/lcatin f yur initial meeting.] In the meantime, please let me knw if yu need directins r have any questins abut yur first day. Yu can reach me via email r telephne at [Cntact Infrmatin]. Best regards, [Spnsr Name] 44