Javascript isn't enabled on your computer.
U.S. Army Training and Doctrine Command (TRADOC) Skip Navigation Links TRADOC Home Page Army Logo Army Home PageSkip Navigation Links

Department of the Army                                                                   TRADOC Regulation 570-4

Headquarters, United States Army

Training and Doctrine Command

Fort Monroe, Virginia 23651-1047

 

4 August 2005

 

Manpower and Equipment Control

MANAGEMENT OF CIVILIAN MANPOWER


 

Summary.  This regulation provides policy on management and execution of civilian labor within TRADOC.

 

Applicability.  This regulation applies to all elements of TRADOC.

 

Supplementation.  Supplementation of this regulation is prohibited unless specifically approved by Commander, TRADOC (ATRM-FA), 5 North Gate Road, Fort Monroe, VA 23651-1048. 

 

Suggested improvements.  The proponent of this regulation is the Deputy Chief of Staff for Resource Management (DCSRM).  Send comments and suggested improvements on DA Form 2028 (Recommended Changes to Publications and Blank Forms) through channels to Commander, TRADOC (ATRM-FA), 5 North Gate Road, Fort Monroe, VA 23651-1048. 

 

Availability.  This regulation is available on the TRADOC homepage at http://www.tradoc.army.mil/tpubs/regndx.htm.


Contents

 

                                                                                                                     Paragraph         

 

Chapter 1

Introduction

Purpose                                                                                                                1-1  

References                                                                                                            1-2  

Explanation of abbreviations                                                                                  1-3  

Responsibilities                                                                                                      1-4 

 

Chapter 2

Policy

Civilian force accounting                                                                                        2-1 

Workload and relationship to personnel appointments                                            2-2 

Overhires                                                                                                              2-3 

Contract Manyear Equivalents                                                                               2-4 

 

Table List

Table 2-1:  C-Types used in the TMG                                                                         

Table 2-2:  Resource codes not requiring a command code                                          

Table 2-3:  Resource organization codes                                                                      

 

Figure List

Figure 2-1:  Sample DCO Request                                                                              

 

Glossary                                                                                                                    


 

Chapter 1

Introduction

 

1-1.  Purpose.  This regulation establishes conditions for sound management of civilian labor.

Civilian labor includes both Department of the Army Civilian (DAC) and contract labor. The objective of this regulation is to link manpower and funding to improve management and provide support to field commanders. 

  

1-2.  References:

 

    a.  Army Regulation 71-32, Force Development and Documentation--Consolidated Policies.

 

    b.  Army Regulation 570-4, Manpower Management.

 

    c.  Office of Management and Budget (OMB) Circular No. A-76, Performance of Commercial Activities (available at http://www.whitehouse.gov/omb/circulars/ao76/a76_incl_tech_correction.pdf).

 

1-3.  Explanation of abbreviations.  The glossary contains explanation of abbreviations used in this regulation.

 

1-4.  Responsibilities.

 

    a.  The TRADOC Deputy Chief of Staff for Resource Management (DCSRM).  DCSRM will:

 

        (1)  Administer TRADOC force structure and manpower (military and civilian) management programs.

 

        (2)  Integrate resource management processes and products through the Mission and Resources Board (MRB), the Senior Resource Committee (SRC), and the Board of Directors (BOD) process. 

 

    b.  Major subordinate commands (MSCs).  MSCs will:

 

        (1)  Support organizational elements for which they exercise command authority by executing force structure and manpower (military and civilian) management programs.   

 

        (2)  Participate in staffing of requests for Directed Civilian Overhires (DCO) from organizational elements for which MSC exercises direct authority

 

        (3)  Participate in resource management processes through participation in the MRB, the SRC, and the BOD process as a voting member in support of organizational elements for which MSC exercises command and direct authority.    

 

    c.  TRADOC schools and activities.  Schools and activities will execute and monitor force structure and manpower (military and civilian) management programs for subordinate organizational elements.      


 

Chapter 2

Policy

 

2-1.  Civilian force accounting. 

 

    a.  Manpower requirements represent validated, recurring workload in support of an assigned mission.  Headquarters, DA will develop and/or approve and validate the requirements determination models and templates used by major commands.  Headquarters, DA will use requirements validated at the Department level to build the Army's Generating Force as part of the Total Army Analysis (TAA) process.

 

    b.  Headquarters, TRADOC will document civilian authorizations in TRADOC Manpower Guidance (TMG).  Schools and activities will document these authorizations on the table of distribution and allowances (TDA) against validated requirements for which either direct or reimbursable funds are expected to be available. 

 

    c.  DCSRM will make a concurrent change in resources when dollars or direct-funded civilian authorizations are moved to ensure manpower and dollars remain aligned.  DCSRM will validate all reprogramming actions for consistency with command priorities and strategic guidance to ensure this linkage is maintained and carried forward in the POM. 

 

    d.  Headquarters, DA established a goal for major commands to remain within plus or minus 1 percent of authorizations.  Headquarters, TRADOC established a goal of plus or minus 2 percent within schools and activities.  DCSRM will monitor employment levels on a monthly basis, through a comparison of authorizations to on-board strength as reported in Army Civilian Personnel System. 

 

    e.  TRADOC Management Guidance uses the following codes for civilian manpower management:

 

        (1)  Army Management Structure Code (AMSCO)/management decision evaluation package (MDEP).  Authorizations in the AMSCO and MDEPs listed below are fully reimbursable (all other AMSCO and MDEPs may be either direct or reimbursable):

 

              (a)  AMSCO 122011.

 

              (b)  MDEPs JDFM, VCAP, VCNA, and VCND.

 

        (2)  Civilian-Types (C-Type).  The table of distribution and allowances (TDA) must balance to the TMG by C-Type.  Table 2-1 shows conversion for C-Types used in the TMG:

 

Table 2-1

C-Types used in the TMG

TMG C-Type

TDA Branch Field

101

General Schedule, General Grade

102

Wage Grade, Wage Leader, Wage Supervisor, etc.

121

Executive Schedule

202

Foreign National Direct Hire

333*

Contract Manyear Equivalent (CME)

444*

Directed Civilian Overhire (DCO)

*C-types 333 and 444 are not currently documented on TDAs. There are indications that Headquarters, Department of the Army may require documentation of CMEs in the future.

 

        (3)  Reimbursable-Source.

 

             (a)  Source codes such as BA11, BA12, BA32, BA31, etc., must be used in conjunction with a command code.  (See para 2-4, below, for additional information on reimbursements.)

 

             (b)  Command code 2A must accompany Army Resource Code AFHO.  Table 2-2 shows remaining resource codes that do not require a command code.

 

Table 2-2

Resource codes not requiring a command code

Codes

Description

Army Resource:

AFHO

Army Family Housing Operations

OMAR

Operations and Maintenance, Army Reserve

OMNG

Operations and Maintenance, Army National Guard

RDTE

Research, Development, Test and Evaluation

 

Navy Resource:

USMC

U.S. Marine Corp

NAVY

U.S. Navy

 

Air Force Resource:

USAF

U.S. Air Force

 

 

Defense Agency Resource:

ODOD

Other Departments of Defense

 

 

Office of The Secretary Of Defense Resource:

OSD

Office of Secretary of Defense

 

 

External to DOD:

EDOD

External to Department of Defense

 

    (4)  Table 2-3 provides a description of Resource Organization Codes (ROC):

 

Table 2-3

Resource Organization Codes

ROC

ROC Description

01

DCSPER, U.S. Army

08

Office, Chief of Engineers

09

Defense Nuclear Agency

16

National Security Agency

17

U.S. Military Academy

18

National Guard Bureau

19

Director, Central Pay Operations, Defense Finance and Accounting Service

1A

Program Manager, Reserve Component Automation System

20

DFAS-Indianapolis

21

Criminal Invest Command

22

Office, Secretary of the Army

23

U.S. Army Reserve Personnel Command

24

U.S. Army Reserve Command

25

Intelligence and Security Command

28

National Defense University

2A

Installation Management Activity

35

Military Traffic Management Command

36

U.S. Army Space and Missile Defense Command

38

U.S. Army Recruiting Command

40

Military District of Washington

41

U.S. Operation, Test, and Evaluation Command

45

Onsite Inspection Agency

46

Defense Commissary Agency

47

HQ, Transportation Command

48

Defense Logistics Agency

49

Special Operations Forces

57

U.S. Army Training and Doctrine Command

5D

PEO Intelligence and Electronic Warfare

5E

PEO Aviation

5F

PEO Command & Control System

5L

PEO Tactical Missile

5Q

PEO Missile Defense

5R

Ground Combat and Support System

5T

PEO STAMMIS

5V

PEO Unmanned Aerial Vehicle

5X

Army Acquisition Exec

5Y

PM Joint PRG Biological Defense

5Z

PM Chemical Demilitarization

6A

U.S. Army Materiel Command

74

U.S. Army Medical Command

76

U.S. Army Forces Command

77

Eighth U.S. Army

82

U.S. Army Pacific

83

U.S. Army South Command

86

U.S. Southern Command

89

U.S. Army Europe-7th Army

94

U.S. Army European Command

98

Other Governmental Activities

BM

Ballistic Missile Defense Organization

ZA

Office, Secretary of Defense

ZB

Office Joint Chief of Staff

ZC

Defense Information Agency

ZD

DIA/Defense Attaché System

ZE

Defense Special Weapons Agency

ZF

Federal Emergency Mgt Agency

ZG

Other Defense Agencies

ZH

Ballistic Missile Def Org

ZJ

JTC3A

ZK

Joint Activities - Navy

ZL

Joint Activities - Navy II

ZM

Joint Activities - Air Force

ZN

Joint Air Force II

ZP

Joint Staff Activities

ZX

Defense Center Imagery Office

 

2-2.  Workload and relationship to personnel appointments. 

 

    a.  Schools and activities must continually evaluate recurring workload and priorities to balance the distribution among the various labor types (e.g., civilian, direct versus reimbursable; military; contractors) and build budgets to live within allocated dollars and still meet assigned mission requirements.

 

    b.  When TRADOC or the MSCs direct schools and activities to perform new missions, they will also address resource support.  Short-term or one-time workload should be performed within existing resource levels; however, for permanent or recurring workload, the staff will either provide a number of funded directed civilian overhires (DCOs) to perform a designated mission, or direct the field to trade off lower-priority missions and resource internally.  Headquarters TRADOC or MSCs may provide reprioritization guidance based on parameters of the new mission.  Matching of skills will be considered when directing the field to reprioritize.  Schools and activities will be notified as soon as possible to facilitate advance planning, as required.

 

    c.  Department of the Army Civilian workforce may be comprised of full-time permanent (FTP), part-time permanent, term appointments, or temporary hires.  The decision to use one of these forms of nonmilitary manpower is largely based on the type of workload and mission.

 

        (1)  Full-time permanent (FTP) or part-time permanent civilian employees should be the predominant method of performing workload which is not inherently military.  These positions are documented in the TMG as direct or reimbursable authorizations against validated requirements or are approved DCOs and will be funded accordingly.

 

        (2)  Term appointments are appointments made for more than 1 year, but not more than 4 years, to positions where the need for an employee's services is not permanent.  Term appointments may be made in any increments as long as the appointment is for more than 1 year and no more than 4 years.  Term appointments can be in excess of documented authorizations; however, once workload becomes recurring or permanent, civilian manpower authorizations should be sought to replace the position with a FTP.

 

        (3)  A temporary limited appointment is a nonpermanent appointment to a position for a specified period of time, not to exceed 1 calendar year.  The appointment may be extended 1 additional year, for a maximum of 24 months of total service.  An appointment to a successor position - a position that replaces and absorbs the position to which an individual was originally appointed - is considered an extension, not a new appointment, in calculating the 24-month limitation.  Temporary appointments can be in excess of documented authorizations.  As with term appointments, temporary appointments which extend for more than 1 year should be addressed IAW the overhire guidelines stated herein.  

 

    d.  In the TMG, total civilian manpower includes direct and reimbursable funded civilian authorizations.  Funds are received for reimbursable civilian authorizations from sources other than TRADOC's Program Budget Guidance.  The servicing activity documents reimbursable manpower and the requesting activity provides funding for the service.  Management of reimbursable authorizations is critical and must be linked to the source of reimbursement. 

 

        (1)  Failure to terminate or reassign employees carried against reimbursable authorizations, when the source of funding ceases, results in an unfunded liability for the organization, which cannot be supported by HQ TRADOC.

 

        (2)  Department of the Army will not support reprogramming of reimbursable authorizations to direct-funded authorizations, without an assured funding stream, as it creates a bill to the Army. 

 

2-3.  Overhires. 

 

    a.  Overhires are civilian employees, required for more than 1 year, without a valid manpower authorization.  Situations that warrant consideration for overhires include HQ-directed new mission, local response to mission requirements, and early start to mission already programmed. 

 

    b.  Approved DCOs, with recurring workload and programmatic funding lines, will drive the process to obtain additional manpower authorizations and programming of resources into the outyears, as appropriate.  They may be either initiated by HQ TRADOC or the MSCs, when providing new or expanded mission funding, or requested by schools/activities in support of programmatic funding.  The intent is not to unduly restrict commanders' flexibility, but to provide a means to address manpower and funding to accomplish critical missions. 

 

    c.  Commanders/commandants retain the flexibility to use activity-funded overhires.  Schools and activities must resource these overhires from their programmatic funds and action will not be taken to pursue additional authorizations from DA.  Schools/activities must not present TRADOC with an unfinanced requirement to underwrite such local decisions.

 

    d.  Schools and activities desiring to document direct-funded overhires (with approved funding stream), must submit a request for DCO to Commander, TRADOC (ATRM-FA).  This process may be accomplished simultaneously with the process to request a personnel action.  The DCO memorandum must include the following justification:

 

        (1)  Manpower requirement (or demonstrated workload of a new mission).

 

        (2)  Urgency and priority of mission.    

 

        (3)  Confirmed funding stream, with potential to request authorization from DA.

 

    e.  It is incumbent within a new mission resourcing decision to identify the labor components of the requirement.  Headquarters, TRADOC will use the approved DCO request as a vehicle to substantiate overhires when approved and funded to support new missions directed by the HQ or to support an early start to a mission programmed in subsequent years, as appropriate.  See figure 2-1 for a sample DCO request, showing the critical information required by HQ TRADOC.

 

    f.  Direct Civilian Overhires, which are approved based on recommendations from DCSRM manpower and budget, will be maintained in a database, monitored on a continuing basis, and documented in the TMG.  The staffing process includes coordination with both HQ TRADOC functional program managers, MSCs, and the DCSRM programming staff to ensure that mission, funding, and manpower staffs are in agreement on approval/disapproval decision.

 

    g.  Work performed by contract cannot be converted to in-house performance without performing an A-76 competition in accordance with OMB Circular No. A-76.  When the A-76  competition is completed and approved, the use of civilian personnel will be documented as a DCO until such time as an authorization is requested and received from DA.

 

 

Request for Directed Civilian Overhire (DCO)

 

School/Activity:  Fort Swampy

Function:  Quality Assurance Office

Functional POC Name, DSN/Commercial:  Robert Smith, DSN 551-1234 (commercial 567)

DRM POC Name, DSN/Commercial:  Peggy Jones, DSN 551-8901 (commercial 567)

 

Requirement (or demonstrated workload of a new mission):

 

    Existing Requirement:  (Yes or no.  If yes, complete following.)  Yes

    UIC:  W1U2AA

    AMSCO/MDEP:  324772.V / TADV

    C-Type:  101

    Quantity:  5

    CCNUM:  0106

    TDA Para/Line:  001A/05

 

    New Requirement:  (Yes or no.  If yes, provide justification.)  No

 

 

 

Urgency and priority of mission:  Feb 03  GAO reports need for TRADOC to develop feedback system to assess quality of training products and services to customer.  CSA establishes TRADOC's QA Program as a command program.  Program provides assurance that Army is developing and implementing quality, current, and relevant training and education to meet unit, Soldier, and leader competency needs.  It supports Army at War by ensuring integration of lessons learned into training and by obtaining external evaluation feedback used to revise training to ensure deploying Soldiers are tactically and technically proficient. 

 

Confirmed funding stream, with potential to request authorization from DA.  (Yes or no.  If yes, identify AMSCO, MDEP, fiscal years.)  Yes; 324772.V / TADV; FY05 and out

 

 

 

Figure 2-1.  Sample DCO request

 

2-4.  Contract Manyear Equivalents. 

 

    a.  Contracted labor, which is quantified as CMEs represent another source of nonmilitary labor available to the Army.  The use of CMEs must be applied to a valid manpower requirement.  If the mission and requirements have not been previously validated, schools/activities will initiate action through manpower channels to recognize validity and formalize the requirement when the mission is recurring.  The procedures described in paragraph c, below, will provide for documentation and better tracking of all CMEs to fully identify the cost of executing TRADOC's mission.  A separate TRADOC regulation will address oversight and management of all TRADOC contractual efforts.

 

    b.  The Commanding General, TRADOC, has increased scrutiny over the use of contract manpower.  Generally consider CMEs as a short-term solution to support non-permanent workload, when a broad set of skills are needed and an authorization is not available.  There are some exceptions requiring longer-term contractual efforts, including functions converted to contract IAW OMB Circular A-76.  Schools and activities must continually monitor workload to ensure CMEs transitioning to longer term requirements are considered for conversion to DAC (see para 2-2, above ). 

 

    c.  Headquarters TRADOC will update CMEs in the TMG quarterly.  Use the Contract Execution Database within WebTAS to capture CME data.  The CME data will be used to update TMAS and in the reporting and defense of the command's manpower resources in forums such as TAA and the Command Plan process.  Continued emphasis on fully populating and maintaining this database is essential to management of this source of manpower. 

 

    d.  Secretary of the Army guidance regarding accounting for contract services directs Army organizations and contracting offices to include the requirement to report contract-related information as a line item deliverable in all new contract actions.  This action is the first step in the plan to program and document contractor support in The Army Authorization Documentation System, the Structure and Manpower Allocation System, and the Civilian Manpower Integrated Costing System. 

 


 

Glossary

 

AMSCO          Army Management Structure Code

BOD                Board of Directors

C-Type            Civilian-type

CAAS              Contracted Advisory and Assistance Services

CME                contract manyear equivalent

DA                   Department of Army

DAC                Department of Army civilian

DCO                Directed Civilian Overhire

DFAS              Defense Finance and Accounting Service

DCSRM          Deputy Chief of Staff for Resource Management

DRM               Directorate of Resource Management

FTP                 full-time permanent

FY                   fiscal year

IAW                in accordance with

MDEP             management decision evaluation package

MFAD             Manpower and Force Analysis Directorate

MRB                Mission and Resource Board

MSC                major subordinate command

OMB               Office of Management and Budget

POM               Program Objective Memorandum

ROC                Resource Organization Codes

SRC                 Senior Resource Committee

TAA                Total Army Analysis

TDA                table of distribution and allowances

TMG                TRADOC Manpower Guidance

 

 

FOR THE COMMANDER:

 

OFFICIAL:                                                            ANTHONY R. JONES

                                                                              Lieutenant General, U.S. Army

                                                                              Deputy Commanding General/

                                                                                  Chief of Staff

 

 

 

          /signed/

JOHN D. CAMPBELL

Deputy Chief Information Officer