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									National Aeronautics and Space Administration




       On Boarding Experience for Early Career
                Contract Specialists


                                                Eboni Washington
                                                   Code 210.H
                                                  Level I PIP




                                                                   November 16, 2010
  National Aeronautics and Space Administration




  Agenda


        • Background
        • Purpose
        • Steps
        • Results
        • Recommendations
        • Back-up Materials




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  National Aeronautics and Space Administration




  Background

   What is the Federal Career Intern Program (FCIP)?


   • FCIP was created under Executive Order 13162, and is intended for positions at
     grade levels GS-5, 7, and 9.


   • Individuals are appointed to a 2-year internship.


   • Upon successful completion of the internships, the interns may be eligible for
     permanent placement within an agency.




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  National Aeronautics and Space Administration




  Background, continued

        What is the Partnership for Public Service?


        • It is a nonprofit organization that works to help our federal government by
          inspiring a new generation of workers to serve and by transforming the way
          government works.


        • Goddard participated in a pilot project to identify best practices and resources
          for agencies to recruit, hire and retain top entry level talent into their mission
          critical occupations.




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  Background, continued

        How the Partnership for Public Service ties into my project?


        • Partnership for Public Service created an acclimation process for new
          employees at the Goddard Office of Procurement including:
              1. Orientation/On-boarding
              2. On-the-Job Training
              3. Integration with existing acquisition working groups that can support a
                 learning environment for entry level talent
        • Develop or modify an existing career path model to be adopted by the
          Goddard Office of Procurement (incorporating career path information for
          grades GS-7 through GS-15).


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  Background, continued

       What is the current on-boarding process for Code 210?


       • Attend a New Employee Orientation
       • Receive a New Employee Checklist
       • Receive a New Employee Information Package
       • Assigned a Buddy and Mentor
       • Employee check-in periodically for first year
       (1 week, 2 weeks, 1 month, 6 months, and 1 year)




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  Findings from Partnership Survey (1/13/10)

        • Generation gap


        • Sink or swim environment


        • Inconsistency with approach to training


        • Buddy/Mentor randomly assigned or not assigned at all


        • HR orientation and MVP workshop is appreciated



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  Purpose

        • Consolidate information and resources for new contract specialists;


        • Enhance the speed for which new contract specialists become a contributing
          member of our workforce;


        • Establish a comfortable working environment.




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  Steps
        • Met with PIP mentor (Karen Weaver) to discuss topic
        • Consulted with POC for Code 200 New Employee Welcome Committee
        • Met with my Procurement Manager and PIP Coordinator to discuss PIP
          Project
        • Talked with Asheley Venning (HR) in regards to FCIP
        • Reviewed Partnership for Public Service findings
        • Determined that an open forum discussion was an option to obtain feedback
        • Selected a group of new employees within the organization
        • Facilitated an open forum discussion with new employees
              • Incorporated questions used in Partnership Survey on 1/13/10
        • Developed recommendations

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                              Forum Discussion




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  Employee Tenure




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   Forum Discussion Questions
      1. What were your experiences regarding the Code 210 on-
         boarding process? How would you rate your buddy experience
         and your mentor experience (excellent, very good, good, fair)?


      2. What were your expectations as a new FCIP employee?


      3. What is the generational make-up of your office? What
         activities were in place for you to interact with other FCIP
         employees?


      4. What approach was taken by your office for your on-the-job
         training?

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  Forum Discussion Questions, continued
        5. What would have enhanced your overall learning experience
           when you started?


        6. What were some best practices or information that Code 210
           could take from the Office of Human Capital Management New
           Employee Orientation and/or the Code 200 MVP workshop to
           support FCIP learning?


        7. What other suggestions do you have regarding how to
           enhance the work experience of FCIP employees?


        8. Is there anything that I didn’t ask you that would be helpful to
           know for this project?
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                                                  RESULTS




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  Feedback from Forum Discussion
• Buddy should be a CO because it’s more beneficial in monitoring progress made by
  FCIP

• Should be mandatory to have two mentors; one within the assigned code and one
  outside the assigned code or organization

• New FCIP should be placed in an office space with a CO or senior contract specialist

• Some employees are under the impression of being trained prior to receiving a workload.

• IDP should be mandatory

• Some employees are afraid to reach out for help because of the fear of having a bad
  performance rating

• Make sure organization is a mixture; have other FCIP employees in the same office to
  reduce pressure of being new and inexperienced

• New employee handbook would have been helpful upon arrival

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  Observations from Findings
        • Many Code 210 employees do not understand the on-boarding process


        • Employees need better understanding on how to obtain a mentor internally
          and externally


        • IDPs are already mandatory for entry-level contract specialists through the
          Professional Intern Program (PIP)


        • New employees do not have comfortable relationships with managers




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              RECOMMENDATIONS
                                                  1.   Create Forums and/or Learning Groups just
                                                       for new employees

                                                  2.   Provide each new employees with a junior
                                                       level contract specialist to shadow for the
                                                       first week

                                                  3.   If possible, assign new employees in pairs

                                                  4.   Continue to encourage managers to review
                                                       and follow on-boarding process

                                                  5.   Continue to support the Directorate in
                                                       creating a new employee handbook

                                                  6.   Create a section on the “O” share drive and
                                                       on the 210 website dedicated to new
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                                                       employees
  National Aeronautics and Space Administration




  Create forums and/or learning groups just for new employees


        • This will provide an opportunity for new employees to come together and
          share experiences, eliminating possible judgment from senior level contract
          specialists
        • Need to have an Associate to head the forums or groups
        • The frequency can be determined by the group
        • Training can be provided in different areas during each session




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  National Aeronautics and Space Administration




Provide each new employee with a junior contract specialist to
shadow


        • Provides new employees hands on learning
        • New employees can see what is expected of them
        • Provide guidance and comfort




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  National Aeronautics and Space Administration




  If possible, assign new employees in pairs

        • New employees feel at ease knowing that they are not alone
        • Opportunity for a new employee to share experiences with another new
          employee




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  Encourage managers to review on-boarding process

        • Make sure managers are aware of the on-boarding process
        • Encourage implementing the on-boarding process
        • Continue to encourage managers to review the on-boarding process prior to
          the new employee starting




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  Continue to support directorate in new employee handbook

        • The directorate is currently creating a new employee handbook which will
          incorporate Code 210
        • Opportunity for Division to give a brief overview of the organization




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Create a section on the “O” share drive and 210 website
             Suggested Materials to Add
    • Helpful procurement acronym list
                                                  New Contract Specialists
    • Description of contract types
    • Frequently used forms and samples
    • Points of contact
    • Important websites
    • Employee listing
    • Previous PIP presentations
                                                         O Drive




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                                                  Insert tab entitled:
                                                  New Employee




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                                                  BACK-UP



                                               Partnership Survey 1/13/10
                                             Email sent for Request for Support
                                             Questions from Forum Discussion

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  Partnership Survey from 1/13/10




                                                  See Handout




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  Email Sent for Request for Support




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  Questions from Request for Support Discussion




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  National Aeronautics and Space Administration




                                     THANK YOU!



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