Frequently Asked Questions (FAQs)
Why do we need the National Security Personnel System?
- NSPS strengthens our ability to accomplish the mission in an ever-changing national security environment.
- NSPS accelerates the Department's efforts to create a Total Force (military, civilian personnel, Reserve, Guard, and contractors), operating as one cohesive unit, with each performing the work most suitable to their skills.
- NSPS provides a human resources system that appropriately recognizes and rewards employees’ performance and contributions to the Department of Defense (DoD) mission.
- NSPS aligns employee job objectives with the Department’s organizational goals and critical mission.
- NSPS provides better tools to attract and retain good employees.
What advantages does it offer to employees?
- Employees will be recognized and rewarded based on their personal contributions towards our Nation's defense.
- Employees will be encouraged to take ownership of their performance and successes.
- Employees and their supervisors will have open communications so that employees know what's expected.
- Increases in pay will be based on employee performance and mission contribution.
- NSPS promotes broader skill development for employees and offers advancement opportunities in pay bands.
How will NSPS empower employees to manage their careers?
- NSPS enables employees to: write self-assessments that are considered as a part of the performance rating assessment process, develop job objectives with their supervisors, improve communication and dialogue with supervisors, and understand what a “high performing” employee is. NSPS enables the employee to better control their career growth and direction.
When will NSPS affect my organization?
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DHRA employees in the Civilian Personnel Management Services (CPMS) converted to NSPS in Spiral 1.2. The remainder of DHRA – approximately 450 employees – will transition to NSPS as part of NSPS Spiral 2.2 in February 2008.
Will employees lose salary when converted to NSPS?
- No. Employees will convert into NSPS based on their permanent position of record without a loss of pay.
- In many cases, employees will receive a salary increase equal to the amount they have earned towards their next within grade increase (WGI).
Will employees at Step 10 receive a WGI buy-in?
- Employees at Step 10 are not eligible for a WGI buy-in because they have already received all 10 step increases under the GS system.
- The WGI buy-in is a process used during conversion to NSPS to pay employees for time spent working towards their next step increase.
What happens to retirement, health insurance, and other benefits when an employee converts to NSPS?
- NSPS does not affect rules governing retirement benefits, including eligibility for retirement, or calculation of retirement annuity, health and life insurance, leave, attendance, and other similar benefits.
How are appraisal ratings converted to NSPS?
- DoD employees who convert to NSPS and have a non-NSPS rating of record above unacceptable on file at that time will be assigned a Level 3 rating.
- DoD employees who convert into NSPS with an unacceptable rating will be assigned a Level 1 rating.
- The converted rating of record will be replaced as the employee is assigned an NSPS rating of record during the annual performance cycle.
How will an employee on pay retention be converted to NSPS?
- At the time of conversion, the employee is converted to a career group, pay schedule, and pay band based on his or her permanent position of record (not the former position used for pay retention determination).
- If the base salary exceeds the rate range for the assigned pay band, the employee will be granted pay retention for two years starting on the day of conversion to NSPS.
- At the end of the two years, the base salary is fixed at the maximum rate of the pay band to which the employee is assigned.
How will employees in developmental positions receive pay increases in NSPS?
- Like all other employees covered
by NSPS, employees in developmental positions are eligible for
performance-based pay in recognition of their performance and contributions
to the mission.
- The employee's performance must be at Level 3 or higher.
- The performance payout may be
in the form of a salary increase, bonus, or
combination thereof.
- Employees assigned to Pay Band 1
of Professional, Analytical, or Investigative pay schedules are eligible for
pay increases under the Accelerated Compensation for Developmental Positions
(ACDP).
- ACDP recognizes growth and development in acquiring job-related competencies and successful performance of job objectives.
- ACDP increases employee's base salary, bonus, or combination thereof, and is available to employees participating in Component training programs or other developmental capacities.
- At any time after conversion to NSPS, management may use ACDP to increase an employee's base salary within Pay Band 1.
- To qualify for ACDP, an employee must have a rating of record of Level 3 or higher.
- Another type of pay increase is
promotion from Pay Band 1 to Pay Band 2.
- Employees are eligible for this promotion noncompetitively because they have already competed for the next higher level (provided they have a rating above unacceptable).
- When management promotes employees from Pay Band 1 to Pay Band 2, employees are eligible to receive a significant pay increase.
- During the first 12 months
following conversion, employees who are not eligible for the ACDP provision
(not in Pay Band 1) are eligible to receive pay increases for noncompetitive
promotion equivalents when:
- Grade level of the promotion is encompassed within the same pay band;
- Employee's performance warrants the pay increase; and
- Promotion would have otherwise occurred during that period.
- NSPS has developed a Fact Sheet that provides more information about employees in developmental positions and the ACDP. To access the Fact Sheet titled “Pay for Employees in Entry/Intern/Developmental Positions,” Click Here.
Can employees in developmental positions be promoted from Pay Band 1 to Pay 2? Will they have to compete for this promotion?
- Pay Band 1 of the Professional, Analytical, and Investigative Pay Schedules was purposely designed for employees in developmental or trainee positions. Upon successful completion of formal training or developmental position requirements, employees in Pay Band 1 of the YA, YD, YH, and YK Pay Schedules are eligible for a noncompetitive promotion to at least Pay Band 2. These employees may be noncompetitively promoted to the higher pay bands because they have already competed for the higher pay band (provided they have a rating of record above unacceptable.
What if an employee converts to an NSPS ACDP-eligible developmental position but does not have an assigned rating of record?
- An employee in a developmental position who is eligible for the ACDP but does not have a rating of record may still receive this increase if he or she has performed under an approved performance plan for 90 days (excluding periods of non-pay status) and an authorized official determines that the employee is performing at the equivalent of Level 3 (Valued Performer).
What happens when an employee’s current GS grade and target journey/full performance grade fall into different pay bands?
- The employee will convert into a career group, pay schedule, and pay band based on his or her permanent position of record and will be eligible for noncompetitive promotion to the full performance pay band. Example: An employee who is currently in a developmental GS-9 position with promotion potential to a GS-12 (full performance grade) position converts to Pay Band 1 of the YA, YD, YH, or YK pay schedule. The employee is eligible for noncompetitive promotion to Pay Band 2.
What types of pay increases can employees receive in NSPS?
There are several ways employees can receive a pay increase under NSPS:
- Rate range adjustment
- Local market supplement (LMS) adjustment
- Performance-based increase
- Promotion
- Reassignment or other placement action
- Accelerated Compensation for Developmental Positions (ACDP)
What constitutes an employee's adjusted salary in NSPS?
- Worldwide base rate, plus LMS, plus performance based pay adjustment, equals an employee's adjusted salary.
- One-time performance based bonuses and cash awards may be given to eligible employees in addition to the total pay.
Will employees still get Within-Grade-Increases (WGIs)?
- Under NSPS and the pay banding system, there are no "steps" similar to the GS system. Instead, pay increases and/or performance bonuses are based on performance.
- Upon conversion to NSPS, many employees will receive a salary increase equal to the amount they have earned towards their next within grade increase.
- After an organization has converted to NSPS, money that would have been used for WGIs will become part of the money available for performance payouts.
What are the criteria for being eligible to receive the WGI buy-in upon conversion to NSPS?
- Employees are eligible for the WGI buy-in if they are below the top step (Step 10) of their assigned grade, have an acceptable rating of record, and are not on pay retention.
Is there an automatic annual cost of living increase?
- There is no guaranteed pay increase under NSPS. Structural increases can be made to the pay bands resulting in pay band-wide and locality pay raises for those staff who receive a performance rating of 2 or better.
Are GM employees eligible for the WGI buy-in?
- Yes. Employees under the GM pay plan are also entitled to the WGI buy-in provided they meet the criteria listed above.
How are pay bands structured?
- Under the NSPS classification system, every GS position within the Department will be assigned to a career group, pay schedule, and pay band.
- Many of the factors used to classify positions in NSPS are the same as those contained in the old system, such as complexity and level of work.
- There are four career groups: Standard Career Group; Scientific & Engineering Career Group; Investigative & Protective Services Career Group; and Medical Career Group.
- There are typically four pay schedules: Professional/Analytical; Technician/support; Supervisor/Manager; and Student.
- There are typically three pay bands for each pay schedule: Expert; Journey; and Entry/Development.
What is a rate range adjustment and who gets one?
- Each pay band has a rate range, with a minimum level and a maximum level.
- Rate ranges are reviewed at least once a year, but adjustments can be made at any time during the year.
- New rate ranges for all pay schedules are effective the first full pay period beginning in January of each year.
- In order to receive an increase to the minimum rate, employees must not be at the maximum of the pay band's new rate range and must have a rating of Level 2 (Fair) or higher. ).
Who has the authority to make decisions on rate range adjustments?
- The Secretary of Defense has the authority to set and adjust rate ranges.
What is a Local Market Supplement (LMS)?
- An LMS replaces locality pay and special salary rates under the GS system.
- Employees must have a rating of record of Level 2 (Fair) or higher.
- At least once a year, DoD reviews each LMS and makes appropriate adjustments.
- Factors reviewed in making LMS
determinations:
- Mission requirements
- Labor-market conditions
- Availability of funds
- Allowances and differentials,
such as those paid to employees overseas and in Alaska
and Hawaii - Similar pay adjustments received by employees of other federal agencies
- Other relevant factors.
- LMS is considered basic pay for retirement deductions, contributions, and benefits; life insurance premiums and benefits; premium pay; severance pay; and other payments and adjustments authorized by DoD.
- LMS is not included in performance-based payout calculations; only base salary is used for performance-based payout calculations.
- For more information on LMS, see the LMS Fact Sheet (Click here).
Will DoD employees outside the continental United States (OCONUS) receive an LMS when they transition to NSPS?
- In the initial implementation of NSPS in OCONUS locations, only employees who receive a special salary rate under the General Schedule that is not subsumed within the NSPS pay band into which they convert will receive an LMS when they transition to NSPS.
At the time of conversion to NSPS, will Local Market Supplement (LMS) be the same as the locality pay employees are currently receiving?
- Until determined otherwise by the Secretary of Defense, the standard LMS will be the same as GS locality pay for each area at the time of conversion.
How are special salary rates converted to NSPS?
- In most cases, special salary rates are included within the broader pay ranges of the NSPS pay bands (including the addition of the standard LMS).
- For employees receiving a special salary rate with a maximum that exceeds the pay band maximum (and the applicable standard LMS), a targeted LMS will be established.
- The targeted LMS ensures that such employees convert to NSPS without a loss of pay.
Can employees receive a pay increase when reassigned to a different position?
- Yes, under NSPS, employees have the opportunity to affect their pay based on performance and the opportunities they seek for promotions and reassignments.
- Employee-initiated reassignment: May receive up to a cumulative 5% in base salary in a 12-month period, no matter how many times the employee is voluntarily reassigned that year.
- Management-directed reassignment: May receive up to 5% in base salary for each reassignment. There is no limit to the number of times employee can receive a management-directed reassignment.
- Voluntarily move to a lower pay band: Base salary must be set within the assigned pay band. Management may increase base salary up to 5% (not to exceed the maximum of the rate range).
How much pay increase can employees expect when promoted?
- Under NSPS, a promotion is a temporary or permanent move to a position in a higher pay band.
- When employees receive a promotion, their pay increases by a minimum of 6% and, with management approval, may increase up to 20%.
- If the promotion is temporary, the employee's base salary reverts to that of the employee's permanent position upon termination of temporary promotion.
How will DoD insure the money is really paid out to the employees?
- DoD Components must certify to the Deputy Secretary of Defense annually, that pay pool funds are used only for the compensation of civilian employees.
- In fact, the law requires that the aggregate amount of money allocated for civilian compensation for organizations under NSPS cannot be less than the amount that would have been allocated under the existing GS system.
What is a Pay Pool?
- Pay pools are groups of employees who work in an organization and share funding for performance payouts. Each employee is in only one pay pool at a time, and employees are informed about the pay pool they are assigned. Pay pools vary in size from approximately 50 members to over 300 members and are typically structured by organization or function.
- Regardless of pay pool size or configuration, under NSPS, performance is the key determinant of any salary increases or awards received, and work performance is evaluated within the context of the mission.
How is the Pay Pool funded?
- The pay pool fund is comprised of
three elements.
- Element 1 represents basic pay funds that were historically spent on within-grade increases (WGIs), quality step increases (QSIs), and promotions between General Schedule (GS) grade levels that will no longer exist under NSPS.
- Element 2 represents funds (if any) available from the government-wide general pay increase after the Secretary has exercised his authority to fund any Rate Range Adjustments and/or Local Market Supplements.
- Element 3 represents funds historically spent for performance-based cash awards. These funds are only available for payout as a bonus during the pay pool process.
How will a supervisor in NSPS be held accountable for rating employees equitably and fairly?
- Supervisors and managers are trained and evaluated on how well they conduct their performance management responsibilities. Their effectiveness is an important factor in determining their pay increases.
- Supervisors are working with employees to develop performance expectations.
- Employees have the opportunity to participate in the appraisal process, as their supervisors explain the link between their performance objectives and the overall mission.
- NSPS uses pay pools to evaluate and compare organizations' performance ratings. It allows additional opinions to be heard on performance ratings and create a more accurate final rating for employees.
- Employees who feel their performance ratings are inappropriate can ask for reconsideration.
What happens to poor performers under NSPS?
- Supervisors are required to deal with poor performers.
- When a supervisor determines an employee's performance is unacceptable, the supervisor must take steps to address the deficiency.
- The supervisor may consider a variety of options to address the performance deficiency such as remedial training, counseling, reprimand, reassignment, or adverse action, if necessary.
- Timely feedback throughout the year helps poor performers improve.
- An employee whose performance is rated less than Level 2 (Valued Performer) or below will not receive a performance-based payout.
How will employees at the maximum of their pay band rate range receive a performance pay increase?
- Employees at the maximum of their pay band are not eligible for a performance-based increase to their base salary. These employees may receive a bonus in recognition of their performance contributions.
Who assigns a performance rating?
- The pay pool panel comes to agreement on a performance rating based on the employee’s accomplishments towards their objectives for the year, the employee’s self-assessment and the supervisor’s assessment. All ratings need to be justified, whether that rating is a 1, 3 or 5.
What advantages does NSPS offer to supervisors and managers?
- Like all employees, supervisors and managers will have a greater ability to affect their own pay through their levels of performance.
- NSPS gives supervisors and managers tools that enable them to create a productive, high-performing work environment that increases their ability to accomplish their mission.
- The greater ranges in salary and levels of responsibility offered in the pay band structure provide supervisors and managers with more opportunity for career growth and advancement.
- Supervisors and managers will receive training to help them communicate performance expectations; develop, monitor, rate, address, and reward employee performance; and provide employees with valuable feedback.
What kind of leadership support will supervisors and managers receive to help them implement NSPS and effectively perform in the system?
- DHRA will properly train supervisors/managers to assist them in implementing the new system. This extensive, continuous managerial training will focus on improving the skills needed for effective performance management such as communicating with employees, setting clear expectations, linking individual expectations to the goals and objectives of the organization, properly rewarding exceptional employees, and dealing with poor performers.
- DHRA leaders will be held accountable and evaluated for how well they perform their management responsibilities. A large part of their duties includes supporting their supervisors and managers.
What are the 5 phases of NSPS Performance Management, and what happens in each phase?
Performance is an ongoing process comprised of five phases – plan, monitor, develop, rate, and reward:
- During the plan phase, supervisors – with input from employees – develop performance plans that describe what the employee is expected to achieve and how the employee will work to achieve it.
- During the monitor phase, employee and supervisor work together to monitor performance and conduct a mandatory interim review.
- During the develop phase, the employee and supervisor discuss developmental opportunities, such as training, mentoring, and coaching.
- During the rate phase, the supervisor rates the employee’s performance based on job objectives and contributing factors.
- The reward phase is when the supervisor recommends the number of shares and payout distribution for each employee.
- NSPS has developed a Performance Management Overview Fact Sheet that describes each of these phases in more detail and provides more information on how employees are rated. Click Here to view the Fact Sheet.
What is the overall purpose of job objectives in NSPS?
- Job objectives communicate major individual, team, and organizational responsibilities or contributions and the related outcomes and accomplishments that are expected of the employee.
- Job objectives are linked to the mission and goals of the organization.
- Job objectives focus on results and describe a future situation or expected outcome.
- Job objectives capture the large buckets of an employee’s work – not the small daily tasks of the job.
- Job objectives must be appropriate to the pay band and salary of the individual.
What are the requirements for writing job objectives in NSPS?
- Everyone in NSPS will be assigned at least one job objective; generally, it is best to use three to five job objectives.
- Job objectives may be weighted. No job objective may have a weight of less than 10%, and the total for all weighted objectives must be 100%. Component policies may specify additional requirements.
- Supervisors must be assigned at least one supervisory job objective that directly addresses their supervisory roles under NSPS.
Are all employees under NSPS required to have a written performance plan containing job objectives?
- Yes. All employees must have a written performance plan with job objectives that focus on the critical work the employee performs, is aligned with organizational goals, and focused on results.
If the employee is working toward goals that span several appraisal periods, how is the work evaluated?
- The work should be divided into smaller portions with milestones that fall within a single appraisal period.
How can employees and supervisors learn more about writing effective job objectives in NSPS?
- DHRA is offering training sessions for writing job objectives. Click here (Training Plan/Schedule) or contact your component’s POC In addition, NSPS has developed a Fact Sheet that specifically addresses this area. To access the Writing SMART Job Objectives Fact Sheet, Click Here.
What is the Performance Appraisal Application (PAA)?
- The Performance Appraisal Application is an online application that facilitates the NSPS performance management and appraisal process for managers, supervisors, and employees – from establishing performance plans to assigning the recommended rating. It provides an online venue for regular communication, where supervisors and employees can exchange ideas about work performance, document areas of growth, and share ideas before job objectives and work plans are finalized. DHRA is offering training sessions for use of the PAA.
How can employees and supervisors access the Performance Appraisal Application?
- Employees can access the Performance Appraisal Application through MyBiz - the secure, self-service portal for employees that provides a host of information on work performance and other HR-related topics. DHRA will provide employees with a link to MyBiz, and instructions for access.
- Managers and supervisors can access the Performance Appraisal Application through MyWorkplace - the secure, self-service portal for managers/supervisors that offers a host of information on employee work performance and other HR-related topics. DHRA will provide employees with a link to MyWorkplace, and instructions for access.
For more information about My Biz, My Workplace, or the Performance Appraisal Application, contact your Point of Contact.
What is the purpose of the employee self assessment?
- Employees use the self assessment to describe accomplishments related to expectations, objectives, contributing factors, organizational mission and goals, and other factors. The self assessment also provides the manager/supervisor with a clear picture of how the employee perceives his or her own performance and contributions.
Are employees in NSPS required to complete a self assessment?
- While the self assessment is entirely voluntary, it is recommended that the employee complete the self assessment narrative. The employee’s perspective will better inform the rater of performance and contribution that may impact the recommended rating and payout.
How can an employee be sure that he/she has captured major achievements when completing a self assessment?
- Employees are encouraged to maintain an ongoing record, or journal, of major achievements throughout the appraisal cycle. By documenting major achievements as they occur, employees will have ready access to the information needed to complete the self assessment.
Is there an automated process for completing the self assessment for the Interim and End-of-Cycle Review?
- Yes. Employees who have converted to NSPS have online access to the self assessment in the Performance Appraisal Application.
Where can an employee find guidelines for writing a self assessment?
- The NSPS website provides employees with a Fact Sheet that offers specific guidelines on writing a self assessment. To access the Writing Effective Self Assessments Fact Sheet, Click Here. Also, DHRA will conduct training.
If a supervisor has a very high-performing staff, will there be quotas for the number of employees who receive the highest rating?
- No. The forced distribution of performance ratings is prohibited under the new performance appraisal system.
With more candid performance appraisals, should supervisors and managers expect more complaints and lawsuits from employees? What kind of support will I receive to handle this?
- The performance management process has been designed based on meaningful input from employees about what it takes to perform well in their jobs.
- Over time, clear, measurable performance expectations will reduce performance issues.
- Effective communication of performance requirements to all employees should minimize the number of complaints and grievances.
- A part of managerial training will address the ways to deal with complaints.
For more information, please speak with your component contact or email the DHRA Headquarters.
