Since we sent our first transformation update letter to you in December, we have continued to move forward to achieve the Secretary’s vision for transformation of the Commissioned Corps, as expressed in the 2006 Implementation Plan. In addition, our Assistant Secretary for Health, ADM Joxel Garcia, joined the Department in March and has championed the initiative and its goals. Many of the strategies to accomplish the objectives in the plan have been put in place or are ongoing, while new policies are under development to implement the rest of the plan. We would like to inform you of recent developments on the “pillars” of transformation (sizing, recruitment/retention and support systems) and outline some of the key goals and planned activities for the remainder of 2008.
Key activities/accomplishments:
Sizing
- The Secretarial sizing directive for the Corps has been revised, providing for growth over a longer time frame. The new directive is for the Corps to increase its active duty force strength by 10% to 6,600 officers by 2012, with an interim FY08 target of 6,150 officers. We began the fiscal year with 5,962 active duty officers and had 6,077 officers on board as of the May report, which is the highest monthly level in nearly four years. These figures represent net totals across all categories after taking into account retirements and separations (approximately 440 officers/year). We anticipate increased opportunities for recruitment in the second half of the fiscal year as the academic year concludes and graduating health professionals become available for job placement. Funding for the transformation initiative and Health and Medical Response (HAMR) teams is included in the FY09 President’s Budget.
- An Operations Center has been established to assist in achieving the Corps growth goals. It includes four Career and Assignment Managers (CAMs) teams, organized by professional category. These teams are working with physical qualifications and suitability clearance staff to process applicants and get them into funded positions as Corps officers as quickly as possible. Recent analysis indicates that average processing time is now only 2-3 months (from 6 months previously). In addition, the number of applicants who are now “fully qualified” for commissioning has tripled since the start of the year. Therefore, we have been able to fill positions more quickly with more officers. As a result, the number of calls-to active-duty (CADs) has increased by a third over the same period last year.
- A new Electronic qualification (E-Qual) package has been developed by the CAM teams. This standalone PDF package and the subsequent e-Accession package contains all the forms and documents needed by applicants to complete the qualification process for commissioning. This new approach permits rapid, paperless electronic communication with officer candidates after their application is received in the mail, while saving time and mailing costs for all. We also are continuing the development of a fully robust electronic CAD system and will report on its progress later this year.
- This year, several hundred funded positions have been identified for potential Corps officer placement in the Department of Health and Human Services (HHS) and other federal agencies. To assist our efforts, two agencies have agreed to detail staff to our Operations Center. We have also created links and news articles about job opportunities in those agencies located on the www.usphs.gov website. Additional partnership efforts are being established with the HHS HR centers to facilitate the placement of Corps officers across the Department.
- A Memorandum of Agreement (MOA) with the Department of Defense was signed in April to assign over 200 PHS officers to provide mental health support to returning soldiers, sailors, marines, and airmen, and their families. A mental health marketing and recruitment plan has been developed and will be implemented this year to support this important new partnership. The plan includes the development of new recruitment materials and an aggressive advertising campaign, conference exhibits, a new mental health section of the www.usphs.gov website, call center upgrades, and the addition of six new dedicated recruitment staff to the Office of Commissioned Corps Operations.
- Additional MOAs are being discussed and developed with federal agencies and non-traditional duty stations (e.g., national associations, state and local health departments, universities, health centers, etc.) to increase opportunities for Corps officers to advance public health efforts across the nation.
Recruitment and Retention
- The Transformation Implementation Policy Coordination Group approved the comprehensive Recruitment Operational Plan (ROP) in April. Last year, the Recruitment Working Policy and Design Group (WPDG) developed this ROP. It will guide the Corps as it continues to develop potential programs and receives resource support to increase the size of the active duty force strength in a targeted manner. The major areas approved for further development are: Corps Recruitment Marketing Plan, Early Commissioning Program, Center of Excellence Program, Scholarship and Loan Repayment Programs and a Corps/Agency Recruitment Integration Program.
- New recruitment and marketing brochures, posters, wallet cards, category-specific and student opportunities fact sheets have been produced and are available for officers to distribute at conferences, meetings and to their colleagues who are considering joining the Corps. These materials match the redesigned Commissioned Corps website, and will be available for downloading and use in upcoming weeks.
- The new Recruitment Call Center enables potential applicants to be directed to Recruitment Specialists and others who specialize in the potential recruits’ disciplines. The Call Center is now also web-based, which allows us to log and track information for analysis. The center receives over 50-60 calls/week from interested individuals (1-800-279-1605). The next phase of development will match incoming call data to assignment outcome data (CAD’s, etc.).
- As a result of our stepped-up recruitment efforts this year, applicant interest in the Commissioned Corps has increased significantly, as evidenced by a six-fold increase in the number of individuals who have completed the online pre-screen application and are approved to go through the general application process.
- The two-week PHS Officer Basic Course (OBC) has become the standard training activity for officers following their calls to active duty. Nearly 400 officers have received their introduction to the Corps through this course so far and their feedback/evaluations continue to be overwhelmingly positive. We look forward to providing OBC training to new officers through the rest of the year.
- The Commissioned Corps has exceeded 88% readiness – the highest level to date – surpassing by a wide margin our FY08 goal. In addition, the effectiveness of both deployed individuals and teams has already approached or exceeded our FY08 goals.
- Teams of commissioned officers successfully completed two highly visible and sensitive missions in support of the Indian Health Service and the Centers for Disease Control and Prevention. In addition, the Commissioned Corps was again requested to play an integral role in the Secretary’s international Health Diplomacy initiative, committing to supply teams of commissioned officers on three U.S. Navy ship-based missions (two to Latin America and the Caribbean and one to the Pacific Rim and Pacific Island countries).
• Policies and programs to benefit officers who accept Isolated/Hardship, Hazardous and Hard-to-Fill assignments have been developed for consideration and utilization by agencies supporting officers in those assignments. If adopted, these incentives will benefit the officer, as well as provide support to his/her dependents. For example, we intend to launch the Assignment Incentive Pay program in 2008. This program will enable OPDIVs and STAFFDIVs to offer additional compensation to officers who accept assignments in hard-to-fill billets.
Support Systems
- We have continued to build on our new partnership with the Coast Guard and move forward with plans for a migration of our human resource activities from our current IT systems to the Coast Guard’s Direct Access personnel management system. Following the development and approval of a memorandum of understanding with the Coast Guard, we have identified more than $1 million in new funding to help provide support for the migration design this year, and have also hired a new transformation officer to serve as a full-time IT Liaison with the Coast Guard. The Billets, Assignments and Officer Profile systems are scheduled to be migrated over to the Coast Guard in 2008. When this initiative is completed, we will have a fully integrated and robust officer selection, assignment, awards, promotion and force management system.
- The billets process is moving forward to implement the work of the Billets, Officer Profiles and Selection Systems WPDG. Working with the PAC’s, approximately 275 standard billet templates have been developed which will be used to construct approximately 4,400 unique category-specific billets; these billets will be rewritten by the end of 2008. This process will capture the essential elements of the duties and responsibilities for nearly two-thirds of our current active duty force strength. Work is now beginning on developing an electronic matching system for billets and officer profiles. New billet templates for the 1,600 remaining multi-disciplinary billets will be addressed subsequently. We are working closely with agencies and category leadership to ensure that the billets creation process will meet the needs of officers and the Corps.
- We are developing a number of surveys to obtain officer feedback and satisfaction on Corps programs and initiatives. We will analyze the information and utilize it in the development and refinement of transformation policies and programs. Surveys will target specific career milestones (new officer, mid-career and retirement/separation). Officers are strongly encouraged to complete the surveys and take advantage of the opportunity to help us shape the future of the Corps. Recently an Assignment Support Survey was conducted to gain an in-depth understanding of officer and dependent needs. There was a 63% response rate from participants working in isolated hardship and hazardous duty assignments. Family Support program proposals have been developed for agency consideration and implementation due to the information that was obtained from the participating officers.
- The Corps Awareness Program for Supervisors (CAPS) is being developed to provide information to all supervisors of Corps officers, as well as hiring officials, to facilitate the development and growth of a flexible and balanced Corps force. CAPS is a multi-faceted program which will include standardized training materials, updated personnel manuals, a supervisor’s webpage and a comprehensive marketing campaign. We expect to establish the dedicated webpage and begin posting training materials by fall.
- Phase I of the Functional Group System (FGS) has been completed, including the establishment of the Functional Advisory Committees, definitions and criteria for the four FGS areas, and creation of policy documents. A Senior Functional Areas Leadership Workgroup has been established to identify the roles and responsibilities for a new functional approach to Corps processes (promotions, awards, deployments, etc.) to complement the professional category approach currently utilized. The group will meet over the summer and issue recommendations to OPHS/OSG so that we can continue to move forward with this important issue area.
- The Corps website (www.usphs.gov) has been updated to include a mental health section, a new duty station map and pages on core values, honor cadre, “link to us”, etc. Further refinements are coming, including sections on supervisor support, a new officer profile video and virtual tours of an IHS and a BOP facility.
- The transformation webpage was launched in March and can be accessed at
www.usphs.gov/transformation. It serves as a one-stop source of information on Transformation activities and events for current officers, retirees and the public. It features Transformation history, downloadable PowerPoint presentations, officer video profiles, and an expandable FAQ section to keep you up-to-date and provide the information you need to discuss and promote the Transformation of the Corps.
As you can see, we have made great strides over these last few months. This progress could not have occurred without the deep commitment of the many officers working hard on the transformation. We are only starting to realize the benefits of our intensive efforts to transform the Corps and ultimately accomplish our goals for growth of this great Uniformed Service. We continue to be excited about the direction in which we are headed; we thank the Transformation Officers, the Corps Operations Center staff and all the Corps officers who have contributed to our past, present and future successes. We look forward to working with you on the long-term mission of building the vibrant Commissioned Corps of the future.
RADM Steven K. Galson, M.D., M.P.H.
RADM Sam Shekar, M.D., M.P.H.
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