Audit of U.S. Nuclear Regulatory Commission's Vacancy Announcement Process

Agency Response Dated June 28, 2024: Office of the Chief Human Capital Officer (OCHCO) continues to maintain that it has developed a systematic approach using Monster, Workforce Transformation Tracking System (WTTS), and implementing guidance to record, complete, accurate and easily retrievable vacancy announcement data. The WTTS Job Aid only assigns responsibilities to Human Resource (HR) staff<br />
because non-HR staff currently have no roles or responsibilities for WTTS data entry. While OCHCO’s approach is systematic, OCHCO recognizes that data discrepancies and inconsistencies remain. To address these issues, OCHCO is partnering with its analytics branch (HCAB) to run reports to pinpoint the exact areas of concern and develop the required corrective actions to address and resolve them. For example, HR staff review a file every week to determine if any data are missing and to make all required updates for reliable data integrity. Additionally, OCHCO emphasizes and prioritizes data entry consistency and completeness throughout the performance period, especially during end of<br />
year performance reviews, to hold each individual employee accountable for their data entry responsibilities. Given these actions, the NRC recommends closure of this recommendation. Point of Contact: Kelly Barrie, OCHCO/HROP/SRB 240-478-3588.<br />
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OIG Analysis: The OIG reviewed a recent version of the WTTS report and concurred that the agency’s response meets the recommendation’s intent. This recommendation is now closed.<br />
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Agency Response Dated February 29, 2024: The Office of the Chief Human Capital Officer (OCHCO) has developed and implemented a systematic approach to record complete, accurate, and easily retrievable vacancy announcement data. OCHCO uses Monster Government Solutions as the official electronic repository for capturing data associated with filling external agency vacancies. Additionally, OCHCO uses the Workforce Transformation and Tracking System (WTTS) to supplement the vacancy announcement process with applicant selection information. The NRC recommends closure of this recommendation.<br />
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Agency Response Dated April 11, 2024: OCHCO developed standardized job aides to ensure all data is captured in WTTS and Monster to increase accuracy and consistency of HR Data.<br />
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OIG Analysis: The OIG reviewed the OIG Vacancy Process 4.11.24, HIRENRC Hiring Manager Resource Guide and the WTTS Job Aid submitted to the OIG on April 11, 2024. However, after a detailed review, the OIG concluded that these documents do not demonstrate that the NRC developed and implemented the recommended systematic approach. Further, the WTTS Job Aid assigns responsibilities only to HR staff. Some of the data entry in WTTS is also performed by non-HR staff, and the guidance does not address these staff members. This recommendation remains open and resolved.

Agency Response Dated June 28, 2024: As described in the agency response dated February 29, 2024, OCHCO has developed and implemented WTTS training for all applicable staff. WTTS training currently applies to HR staff only because non-HR staff do not have any roles or responsibilities for WTTS data entry. Also, as described in the above response for Recommendation 1, OCHCO is partnering with HCAB to run reports to identify specific areas of concern and to determine exactly where further training is needed. OCHCO’s new HR Specialists partner with senior HR Specialists for structured On-the-Job Training. They are also required to complete a web-based training course offered by<br />
the Department of the Interior, Interior Business Center, HR Academy within 60 days of onboarding. The course is called “WTTS – HR Specialist Role Learning” and is 4 hours per day over 3 days (12 total hours). The NRC recommends closure of this recommendation. Point of Contact: Kelly Barrie, OCHCO/HROP/SRB. 240-478-3588<br />
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OIG Analysis: The OIG concurs that the agency’s response meets the recommendation’s intent. This recommendation is now closed.<br />
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Agency Response Dated February 29, 2024: OCHCO has developed and implemented WTTS training for all applicable staff. The training was provided through a variety of methods including a written handbook (WTTS Job Aid) and tutorial sessions on how to navigate WTTS and perform actions including data entry and reporting functions. OCHCO supervisors are routinely reviewing WTTS reports to ensure compliance. The NRC recommends closure of this recommendation.<br />
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Agency Response Dated April 11, 2024: The training has primarily been on the job training up to this point. The WTTS Job Aid was being developed at the same time as staff learned the importance of each field and how it relates to the recruitment process. Currently, we are working with our HCAB counterparts to develop a report that will make it easier and more timely to spotlight missing data fields in current recruitments and to identify where further training/attention to data needs occur.<br />
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OIG Analysis: The OIG reviewed the OIG Vacancy Process 4.11.24, WTTS Job Aid, and HIRENRC Hiring Manager Resource Guide documents submitted to the OIG on April 11, 2024. However, after a detailed review, the OIG determined that the information provided does not fully address this recommendation. The WTTS Job Aid is dedicated to HR staff and does not address the needs of all non-HR managers and staff who, due to their involvement in the hiring process, perform data entry in WTTS. The OIG will close this recommendation once it determines the sufficiency of the HCAB report regarding the missing data fields and can verify that formal training has occurred for all staff involved – including non-HR staff. This recommendation remains open and resolved.

Agency Response Dated June 28, 2024: In addition to Management Directive 10.1, the NRC details its DHA process in a standard operating procedure (SOP), which was initially published in August 2019. OCHCO updated this SOP, “Standard Operating Procedure for Direct Hire Authority 2024 (Final)” on June 12, 2024, to provide additional clarity and detail on the DHA process and how the NRC administers DHA. The updated SOP is enclosed for reference. The NRC recommends closure of this recommendation. Point of Contact: Bi Smith, OCHCO/HROP/PLERB 301-287-0533.<br />
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OIG Analysis: The OIG reviewed the updated SOP and concurs that the agency’s response meets the recommendation’s intent. This recommendation is now closed.<br />
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Agency Response Dated February 29, 2024: OCHCO revised agency policy (i.e., Management Directive 10.1, “Recruitment, Appointments, and Merit Staffing) to include and clarify requirements associated with the NRC’s application of Direct Hire Authority (DHA) and it was published for all employees on May 25, 2023: https://usnrc.sharepoint.com/teams/NRC-Management-Directives/SitePages/MD-10.001.aspx. The NRC recommends closure of this recommendation.<br />
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Agency Response Dated April 11, 2024: The revisions to Management Directive 10.1, “Recruitment, Appointments, and Merit Staffing” related to Direct Hire authority make clear that the NRC mirrors the Title 5, U.S.C. Direct hire authority implemented by the Office of Personnel Management (OPM) using NRC’s authority under Section 161d of the Atomic Energy Act of 1954.<br />
There are a number of hiring authorities available to the competitive service and mirrored by OPM which are not discussed in great detail within MD 10.1, but which the NRC mirrors. The MD’s objective is not to describe all details of the NRC’s Direct Hire Authority, but to establish the NRC policy of mirroring the Direct Hire Authority as described by OPM.<br />
OPM maintains guidance and a list of government-wide Direct Hire Authorities on its website. OCHCO has issued informative announcements when OPM expands the available Direct Hire Authorities, as such as the February 5 announcement of new Direct Hire authorities for advancing the use of Artificial Intelligence. Additional training and operational guidance specific to NRC’s Direct Hire Authority is available to HR Specialists and managers but would not be included in the MD.<br />
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OIG Analysis: The OIG reviewed Management Directive 10.1, Recruitment, Appointments, and Merit Staffing; OIG Vacancy Process 4.11.24; and the Direct Hire Authority Information Sheet For Managers, submitted to the OIG on April 11, 2024. However, after a detailed review, the OIG determined that these documents do not address this recommendation. Although the OIG recognizes that the NRC defined DHA in Management Directive 10.1, the MD does not define the hiring specifications as clearly as the merit staffing program. Additionally, the DHA process is not detailed in any other NRC guidance. This recommendation remains open and resolved.

Agency Response Dated June 28, 2024: OCHCO will use the updated DHA SOP to provide step by step training for all current and future NRC management and staff involved with the hiring process. The NRC recommends closure of this recommendation. Point of Contact: Kelly Barrie, OCHCO/HROP/SRB 240-478-3588.<br />
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OIG Analysis: The OIG concurs that the agency’s response meets the recommendation’s intent. This recommendation is now closed.<br />
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Agency Response Dated February 29, 2024: OCHCO provided hiring managers training during a KNOWvember knowledge management initiative held in 2023. Moving forward, regular training sessions will be provided through diverse forums to guarantee a broader and more consistent understanding of DHAs. The NRC recommends closure of this recommendation.<br />
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Agency Response Dated April 11, 2024: Please refer to the two attached documents: HIRENRC Hiring Manager Resource Guide and Guidance for Managers.<br />
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OIG Analysis: The OIG reviewed the HIRENRC Hiring Manager Resource Guide and Direct Hire Authority Information Sheet For Managers documents submitted to the OIG on April 11, 2024. However, after a detailed review, the OIG determined that these documents do not clearly address this recommendation. The attached documents do not present a DHA step-by-step hiring process designed to meet the purpose of the training. This recommendation remains open and resolved.