DEPARTMENT OF THE ARMY
UNITED STATES MILITARY ACADEMY
West Point, New York 10996
REPLY TO
ATTENTION OF
MARM-MD (1oo) 15 December 2000
USMA POLICY MEMORANDUM NUMBER 86-00
SUBJECT: Civilian Position Upgrade
1. PURPOSE. To establish the policies and procedures for the approval of Major Activity Director (MAD)
requests for the upgrade of a documented authorized civilian position. These policies and procedures are
put in place to provide a corporate and centralized review of the management of the civilian grade structure.
2. APPLICABILITY. The provisions of this policy apply to all USMA activities.
3. POLICY.
a. The latest approved Table of Distribution and Allowances (TDA) will be the force structure
document reflecting the authorized organization structure, position allocation, and grade allocation.
b. This policy affects the proposed increase in the grade of a documented authorized civilian position. A
requirement for an additional TDA position or position authorization will be addressed in the Command
Plan process. The reclassification of a position, which does not result in an increase in the documented
grade (no funding requirement), is not covered by this policy and will be submitted independently to the
CPAC and DRM for review.
c. Funding for civilian pay within the OMA Competitive Sustainment Level (CSL) cannot increase to
support the pay requirements associated with position upgrades. The funding requirements for a position
upgrade will be met through civilian pay offsets, to the maximum extent possible.
d. This policy covers the classification of a position into a different series that results in an increase in
the civilian pay requirement for the position, e.g., realignment of a position into an occupational series that
have special pay rates (Example: series 334, Computer Specialist).
e. Management first needs to consider assigning work to positions in the most effective manner possible
to avoid misassignments and potential grade misalignment. Higher graded work may not be incorporated in
a position’s responsibilities until the position review process has been completed and the Chief of Staff has
rendered a decision.
f. An upgrade request will not be submitted for a position included within the scope of an announced
Commercial Activities (CA) study or an announced Business Process Reengineering
(BPR) study. An upgrade request for a position incorporated in a CA or BPR study announced subsequent
to its submission will be returned to the requesting activity
g. An activity’s request for the upgrade of a documented authorized civilian position will require the
approval of the MAD for submission to the Civilian Position Upgrade Review Committee. The MADs are
identified at Appendix A.
h. The upgrade of a documented authorized civilian position will be based on a change in job
responsibilities due to mission requirement changes, approved organizational restructuring, and/or an
increase in the complexity of the assigned duties. An upgrade is defined as an increase in the civilian pay
requirements resulting from a change in the position’s documented grade due to a position restructuring.
Position restructuring examples are:
(1) Secretary, GS-0318-05 is to become a Secretary, GS-0318-06.
(2) Computer Assistant, GS-0335-05 is to become a Computer Specialist, GS-0334-11.
i. The funding required to support a position upgrade will be civilian pay neutral at the USMA
Command level. The required funding will be identified by either:
(1) The activity requesting the upgrade establishing the funding from within their civilian pay
through the downgrade or elimination of a funded position or other restructuring of the pay requirements.
The funding source identified must cover the out years. Anticipated hire lag will not be considered as a
source of funding for position upgrades.
(2) A civilian pay unfinanced requirement (UFR) for resourcing through the realignment of civilian
pay funds from other MADs. An activity unable to identify the civilian pay offset from within will submit
a civilian pay UFR for review.
j. A Civilian Position Upgrade Review Committee (CRC) will be established to review the MAD
requests and provide recommendations through the Working Senior Resource Management Advisory
Counsel (WSRMAC) to the Senior Resource Management Advisory Counsel (SRMAC). The Review
Committee operating orders and operational procedures are at Appendix B.
k. Chief of Staff approval is contingent on a supporting evaluation by the Civilian Personnel Operating
Center (CPOC).
4. PROCEDURE.
a. The Activity Director (AD) will submit a request for a position upgrade to the applicable MAD in the
format at Appendix C. The request for an upgrade requires the AD to state how the position work
requirements have changed and how these changes have resulted from new work, realignment of work,
and/or an increased in the complexity of the assigned duties. The AD will include the estimated funding
requirement to support the upgrade and the source of funding,
from within the activity’s civilian pay or the submission of a pay UFR (see paragraph 3i). The funding
requirement estimation methodology is at Appendix D. The AD will complete the position upgrade
checklist (Appendix E) and forward with the request.
b. The MAD will review the activity’s request for why the work requirements cannot be accomplished
through some alternative to upgrade, such as the rescheduling of work, adjusting position duty hours, use of
new/different technology or equipment, and/or reallocation of the assignment of duties. MAD will also
address the proposed source of funding, the potential impact on like positions and the impact of not
upgrading.
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c. The MAD will submit requests, with completed checklist, to DRM and CPAC for review and
comment. The CPAC and DRM review, at a minimum, will address the criteria at Appendix F. CPAC and
DRM comments will be provided to the MAD for consideration.
d. The MAD will submit the request, the checklist, CPAC/DRM comments, and the MAD’s
consideration of CPAC/DRM comments to the Civilian Position Upgrade Review Committee (CRC).
e. The CRC will prioritize the upgrade requests and the civilian pay UFRs. The committee will submit
the prioritized upgrade request and civilian pay UFRs to the WSRMAC.
f. The WSRMAC will review the Committee’s recommendations and develop recommendations for the
SRMAC.
g. The SRMAC will provide their recommendations to the Chief of Staff.
h. The Chief of Staff has the final approval authority.
i. A flow chart of the approval process is at Appendix G.
5. TIME LINE. Requests for the upgrade of a civilian position will be reviewed on an annual basis in
accordance with the schedule at Appendix H. The target implementation date for a requested upgrade is 1
October. The timeline incorporates a 120-day implementation window to meet the requirements of a
reduction-in-force (RIF) should this be necessitated as result of the upgrade.
6. EXPIRATION. This policy memorandum is in effect until superseded or rescinded.
FOR THE SUPERINTENDENT
Original Signed
GRANT M. SMITH
COL, EN
Chief of Staff
DISTRIBUTION:
A-E (Electronic)
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APPENDIX A
Major Activity Director
1. Commandant of Cadets
2. Directorate of Admissions
3. Dean of the Academic Board
4. Directorate of Intercollegiate Athletics
5. Garrison Commander. Includes the following activities;
Directorate of Community and Family Activities
Directorate of Housing and Public Works
Directorate of Information Management
Directorate of Logistics
Directorate of Contracting
First Battalion, First Infantry
Provost Marshal Office
West Point Museum
Equal Employment Opportunity Office
Safety Office
Garrison Office
6. US Military Academy Preparatory School
7. USMA Staff Activities. Includes the following activities:
Adjutant General Office
Civilian Personnel Advisory Center
Directorate of Academy Advancement
Directorate of Operations, Plans and Security
Directorate of Resource Management
Internal Review Office
Office of the Chaplain, USMA
Office of the Inspector General
Office of Policy, Planning and Analysis
Public Affairs Office
Secretary of the General Staff
Staff Judge Advocate Office
Note: IAW USMA Regulation 37-1.
APPENDIX B-1
MARM-MD (MARKS #)
MEMORANDUM FOR DISTRIBUTION
SUBJECT: Civilian Position Upgrade Review Committee (CRC)
The following committee is appointed subject to call of the Chairperson and consists of members in the
positions indicated.
Name of Committee: Civilian Position Upgrade Review Committee.
Authority: Chief of Staff
Proponent: Directorate of Resource Management
Members (Ex Officio):
Chief, Manpower Division, DRM – Chairperson (non-voting)
Manpower representative from (voting members):
Commandant of Cadets
Directorate of Admissions
Dean of the Academic Board
Directorate of Intercollegiate Athletics
Garrison Commander
Preparatory School
USMA Staff Activities
Civilian Personnel Advisory Center – Representative (non-voting)
Chief, Program and Budget Formulation Branch, DRM (non-voting)
Appointment: A primary and alternate representative will be designated to ensure representation at
Committee meetings is cognizant of on-going actions.
Period: Indefinite
Purpose: To review the civilian position upgrade requests submitted by the Major Activity Directors and
provide a prioritized listing of the upgrade requests and the civilian pay UFRs through the Working Senior
Resource Management Advisory Counsel (WSRMAC) to the Senior Resource Management Advisory
Counsel (SRMAC).
Effective Date: 15 December 2000.
JOHN BECKSTROM
LTC, AG
Adjutant General
DISTRIBUTION:
Individual named
MARM-MD
MAAG-A
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APPENDIX B-2
Civilian Position Upgrade Review Committee
Operational Procedures
1. Purpose. To review the civilian position upgrade requests submitted by the Major Activity Directors
and provide a prioritized listing of the upgrade requests and the civilian pay UFRs through the Working
Senior Resource Management Advisory Counsel (WSRMAC) to the Senior Resource Management
Advisory Counsel (SRMAC).
2. Procedures.
a. Committee will review the Major Activity Directors’ (MAD) upgrade request packages and CPAC
and DRM comments.
b. Based on the review of each request a priority list will be developed, to include the identification of
any request(s) that should be considered for disapproval.
c. Review of the funding sources identified by the MADs to support the upgrades.
(1) For those upgrade requests, which are to be funded from within the activity provide comments on
supportability of proposed funding source.
(2) For those upgrade requests for which a UFR has been submitted, committee will develop
recommendations on potential source of funding to meet the upgrade requirements. Committee will:
(a) First, look within the requesting activity and activity’s MAD.
(b) Second, look across MADs, but within civilian pay.
(c) Then, if necessary, look across MADs within the total OMA.
Committee has authority to request detail budget information from an activity and the activity’s MAD to
assist in the review of an upgrade request for which a UFR has been submitted.
d. A recommendation package will be developed and submitted to the Working Senior Resource
Advisory Committee.
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APPENDIX C
Civilian Position Upgrade Request
Activity ______________, MAD __________
General Information
1. Position Description Current Proposed
a. Position Title:
b. Job Series:
c. Grade:
d. TDA Paragraph & Line:
2. Is current position authorized (current FY TDA & approved out year TDA)? Yes ___No___
3. If position is not authorized, identify source of authorization __________________________
4. Is current position filled? Yes ___No___. If vacant, how long? _______________________
5. If vacant, is current position funded in current program? Amount _________ FYs ________
6. Estimated funding requirement to support proposed position. _________________________
7. Source of funding ___________________________________________________________
8. Attach completed Checklist for Position Upgrade Request
Executive Summary: (Summary will be limited to this space and will address:
Change in position duties and/or complexity of responsibilities
Reason for change
Detail on source of funding)
Attachments are limited to:
a. Proposed job description of revised position.
b. Proposed unit reorganization or realignment, as applicable.
c. Validated TDA of AD unit/position.
d. Validated worksheet identifying funding requirement or savings.
Include Major Activity Director’s signature block
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APPENDIX D
Civilian Position Upgrade Request
Methodology for Estimating Funding Requirement
1. Cost of current position.
a. If position is encumbered calculate at employee’s grade and step, plus cost of employee’s fringe
benefits.
b. If position is vacant:
(1) For General Schedule (GS) positions calculate at grade and step 4, plus fringe benefits at the rate of
24%.
(1) For Wage Board (WS, WL & WG) positions calculate at grade and step 2, plus fringe benefits at the
rate of 24%.
2. Cost of proposed position.
a. For General Schedule (GS) positions calculate at grade and step 4, plus fringe benefits at the rate of
24%.
b. For Wage Board (WS, WL & WG) positions calculate at grade and step 2, plus fringe benefits at the
rate of 24%.
3. Funding requirement for proposed position is:
a. If current position is in the funded program the requirement is the difference between costs from 1 and
2 above.
b. If the current position is not in the funded program the requirement is the cost from 2 above.
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APPENDIX E
Checklist for Position Upgrade Request
(Submit with each upgrade request)
The upgrade of a civilian position should be based on a change in the job responsibilities due to the
assignment of new duites and/or an increase in complexity.
1. What were the reasons for adding new or additional work to the position?
New mission that has been assigned
Increased complexity/responsibility
Restructure of organization
Other, explain ____________________
Yes No
2. Are these new duties part of your mission, as documented in USMA
Regulation 10-1, Organization and Functions Manual?
3. Are the new duties new to the organization or realignment within the organization?
4. If realignment, is the realignment the result of assignment to
“high performing” employee?
5. Are the new work requirements the result of the introduction of new equipment?
6. Are the new duties expected to continue in the position?
7. Have there been recruitment and/or retention problems with this position,
e.g., frequent turnover, inability to retain employee?
8. Can these duties be assigned to other higher graded positions in your organization?
If no, explain.
9. Can the requirement for adding these duties to this position be diminished or
eliminated by revising workflow, adjustment of duty hours, redistribution of
responsibility of other positions or by using new or different technology and
equipment?
If no, explain.
10. Does your assignment of this work cause an overlap, duplication or conflict
of work in relationship with other positions in your organization or other positions
at USMA?
11. Is the number of supervisory positions at a minimum?
12. Does assignment of this work reduce your supervisory ratio or increase?
13. How many supervisors are in this unit (military and civilian)?
14. Could this work be assigned to them?
15. Does the assigning of this work adversely affect another position?
16. Will assigning the work to this position result in a reduction in force of another
position in your organization?
17. New duties are what percentage of total job responsibilities?
18. New duties are offset by elimination of what currently assigned duties?
19. Are eliminated duties realigned to other position(s) or no longer required?
20. What other options did you consider before assigning the work to this position?
21. How long has the current employee been in this job?
22. Is the position for which the upgrade proposed effected by a CA or BPR study?
23. Does the proposed position upgrade increase the OMA CSL requirements?
24. Does the proposed position upgrade require a civilian pay UFR?
If yes, include pay requirement worksheet.
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APPENDIX F
Civilian Position Upgrade Request
Criteria for Civilian Personnel Advisory Center (CPAC) and Directorate of Resource Management (DRM)
review of MAD Request
1. CPAC. The CPAC review is advisory in nature. The CPAC will review each request for:
Are the new duties for the position consistent with the proposed grade?
Potential impact on position incumbent.
Potential impact on any positions.
Position management and organizational design.
Advisory on proper classification.
2. DRM. The DRM will review each request for:
Are the new duties for position within the organization’s functions as documented in USMA
Regulation 10-1?
Is the position authorized on the latest approved TDA?
Position management.
Effect of proposed grade on grading structure (example: entry level versus journeyman).
Concentration of higher grade work in the minimum number of positions.
Duplication of efforts.
Organization structure - can the new duties be assigned to currently authorized higher graded
positions?
Supervisory structure of organizational element housing proposed upgrade.
Inclusion within the scope of an announced Commercial Activities (CA) or Business Process
Reengineering (BPR) study.
Proposed source of funding.
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APPENDIX G (must be viewed in page layout mode)
Civilian Position Upgrade Request
Approval Process Flow
Activity Request
(With Checklist)
No
MAD
Yes
CPAC/DRM Review
Activity MAD Review CPAC/DRM
Information Comments
MAD Final No
Package
Yes
WSRMAC CRC
No SRMAC NO Resubmission not permitted
Chief of
Staff
Yes
Implementation MAD & CPAC
Documentation DRM
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APPENDIX H
Civilian Position Upgrade Request
Request Approval Timeline
Phase Action Office Completion Period
Activity Director request, with checklist,
To MAD AD 1st week January
MAD Review MAD 1st week February
MAD Initial Request Package to CPAC
& DRM MAD 1st week February
Request Package Review CPAC & DRM 1st week March
Consideration of review comments MAD Last week March
Final Request Package to Review
Committee MAD End of March
Prioritization of Requests Review Committee 2nd week April
Report to WSRMAC Review Committee 2nd week April
Recommendations for SRMAC WSRMAC Last week April
Report to SRMAC WSRMAC End of April
Recommendations for Chief of Staff SRMAC Mid May
Approval Decisions Chief of Staff 1st week June
Classification review CPOC End of July
Implementation of Approved Requests AD/MAD with CPAC 1 October
Documentation of Approved Requests DRM Next CPLAN & TDA
MOC
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