DCIPS replaces CIPMS. Until all references can be updated, both terms may appear and are considered interchangeable.
When possible, individuals responsible for classifying DCIPS positions, under Army Regulation 690-13, should use position descriptions which have already been evaluated, approved by a MACOM, and entered into FASCLASS. In FASCLASS, DCIPS PDs can be isolated by entering GG in the Pay Plan block in addition to other criteria when designing queries.
The following guidance is being provided for those instances in which a relevant DCIPS position could not be located in FASCLASS and the position under review appears to be straight forward and with few complications. Contact your servicing human resource specialist for guidance/assistance if the position being classified involves mixed series, mixed grades, or interpolation of the Factor Degrees.
Step 1 - Preliminary Considerations: Identifying the career path and grade band of the position will assist you in developing and evaluating the position. Once a career path is determined, it will be easier to determine the appropriate series and subsequently the title, in which to classify the position. A review of the occupational information for a particular series will provide specific information about positions classifiable in the series, exclusions, and any special requirements, i.e., educational requirements. The career path of the position determines the grade bands available. This information, coupled with the manager's/organizational needs, will narrow the possible grade levels in which to classify the position. This grade level information may then be used to review appropriate Factor Degrees and grade band descriptions, which will assist you in preparing the position description.
- Career Path: Determine if the position being reviewed is administrative/professional, technician, or clerical. Clerical and technician positions are established at one-grade intervals. Clerical positions perform supporting assignments, such as the processing and maintenance of records and material, i.e., file clerks and secretaries. Technicians perform non-routine technical work in support of a profession/administrative field, i.e., security clerks/assistants and supply clerks/assistants. Administrative/professional positions are classified at two-grade intervals and include occupations which require analytical ability, judgment, discretion and personal responsibility. Administrative positions require knowledge and/or skill typically gained through education, training or experience, equivalent to a college degree. Professional positions have specified educational requirements. Examples of positions within the administrative and professional career path are, Intelligence Specialists and Computer Scientists, respectively. A review of the Primary Grading Standard (PGS); Appendix G, Guide for Grade-Band Classification within CIPMS Career Paths, Army Occupational Guides (AOGs) and Office of Personnel Management (OPM) standards will be useful in determining the appropriate career path.
- Grade Band: Determine the appropriate grade band of the position and if it is supervisory or non-supervisory in nature. For example, there are three grade bands in the technician career path (entry, full performance and expert). Generic grade-band descriptions are provided in the PGS, Appendix G, Guide for Grade-Band Classification Within CIPMS Career Paths and may be used as a guide. Specific grade-band descriptions are provided in the AOGs. The PGS is also a useful resource in determining if a position is supervisory or non-supervisory in nature.
Step 2 - Writing the Position Description:
- Position Description: Position descriptions are developed by opening up a blank document in Microsoft Word, Word Perfect, or the like. All relevant information, including the administrative information should be included in your word document (i.e., the title, series, installation, pay plan, etc. This information/document will be used by CPOC personnel to enter the position into FASCLASS. Position descriptions must now be submitted electronically and policy regarding the use of electronic signatures has been put in place. Contact your servicing human resource office for more details.
- Begin the position description by typing in the following statement.
"This position is to be used for Title 10 Excepted Service, Defense Civilian Intelligence Personnel System (DCIPS) positions only."
- Summary Paragraph:(Optional) Write a short summary of the position. This may include the position's primary function(s) and/or organizational or functional titles, i.e., Chief, Officer, etc.
- Duties: Write 3 to 5 short duty statements. Each statement should be numbered. Statements should be short and concise, yet provide sufficient information to understand and aid in evaluating the work/position. An estimated time percentage should be recorded at the right of the duty statement. Each statement should represent 20-25% or more of the incumbent's time or reflect the requirement for a skill that may be grade controlling. Percentages should total 100%.
- PODAA: The statement "Performs Other Duties as Assigned" should appear as an unnumbered paragraph after the major duties portion of the position description. This statement is added to all position descriptions to advise that, based on the needs of the organization, incumbents may be called upon to perform duties not specifically stated within their job descriptions.
Step 3 - Selecting and Importing Factor Degrees and Points: Before proceeding with this step it is recommended that a review of the appropriate Factor Degree Relationship Tables be conducted. This review will show the typical factor degrees for the grade level being considered within a specific career path. This will help you focus on the Factor Degree definitions that will most likely help you achieve the grade level being sought.
- Using the DCIPS website on the Internet, pull up the appropriate CIPMS AOG. If an AOG does not exist for the position being evaluated the PGS will be used. Part 2 of the PGS is used for non-supervisory positions and Part 3 is used to classify all supervisory positions.
- Insert the appropriate factor heading on the position description, beginning with Factor A, B, etc. For example, the first factor for a non-supervisory position is Factor A, Essential Knowledges. Factor A for a supervisory position is Guidelines. Note: The factors for non-supervisory and supervisory positions differ.
- Factor by factor select and copy the appropriate Factor Degree definitions into your position description (with the exception of Factor A, Essential Knowledges for non-supervisory positions. See "KSAs" below.) Indicate the degree assigned and assign the corresponding points. Factor descriptions may require some modification. However, caution should be exercised in making significant modifications as changes to the factor degrees may alter the intent of the degree definition and cause the points assigned to be raised or lowered. Such modifications should be noted so that they may be appropriately addressed in an Evaluation Statement. Contact your servicing human resource specialist to ensure the adequacy of treatment if significant modification has been made to any of the Factor Degrees.
- Knowledge Skills and Abilites (KSAs): Factor A, Essential Knowledges for non-supervisory positions should be specifically tailored to the position being developed. Ensure that at a minimum, the KSAs required for the position are documented. The KSAs for supervisory positions should be noted in the position description, immediately following the Factor Degrees. This information is used in recruiting for and filling vacancies and to register positions in the Priority Placement Program.
- Conditions of Employment: Determine and record conditions of employment required by the position, such as, requirements for a security clearance, polygraph, travel, drug testing, conflict of interest disclosures, etc. This is the final element of the position description and should be set forth after the Total Points and grade level of the position.
Step 4: Evaluating the Position: (Note: Only CIPMS PGS or AOGs may be used to determine the grade levels of DCIPS positions. OPM standards may be used to determine series and titles as appropriate.)
- Automatic Evaluation: - Add the points for all 5 factors and record the total. The total points should then be converted to a grade level using the appropriate CIPMS conversion table. This type of evaluation may be used for straight forward positions (those wherein the factors degrees have not been modified and/or there was no interpolation of the factors).
- Separate Evaluation Statement: - Prepare an evaluation statement to document noted modifications to the factor degrees and/or the results of any interpolation. If the position is evaluated within 5 points of the minimum or maximum of the grade's range, a reconsideration review should be conducted and the results noted. Finally, the rationale for the title and series determination of mixed series positions should be recorded on this evaluation statement. Note: It is recommended that you contact your servicing civilian personnel management specialist to assist in evaluating positions meeting any of these situations.