FEMA Cadre Management Guide 1

FEMA Cadre Management

Guide

October 2014

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Table of Contents

Chapter 1: Introduction ................................................................................................................... 1 Authorities and Foundational Documents................................................................................... 2 Purpose and Scope ...................................................................................................................... 3

Chapter 2: The FEMA Cadre Management Framework................................................................. 4 FEMA Cadres.............................................................................................................................. 4 Title V Employees (5 U.S. Code) ........................................................................................... 4 Stafford Act Employee ........................................................................................................... 5 Cadre Management ..................................................................................................................... 6 Certifying Authority................................................................................................................ 8 Certifying Official................................................................................................................... 8 Cadre Coordinator................................................................................................................... 9 Cadre Training Manager ....................................................................................................... 10 Reservist Program Manager.................................................................................................. 11 FTE Coordinator ................................................................................................................... 12 IM CORE Program Manager ................................................................................................ 12 Regional Incident Workforce Management Liaison Team................................................... 13 Cadre Management Oversight................................................................................................... 15 Incident Workforce Executive Steering Committee ............................................................. 15 Cadre Coordinators Working Group..................................................................................... 16 Cadre Management Support...................................................................................................... 17 Incident Workforce Management Division .......................................................................... 17 Office of Equal Rights .......................................................................................................... 18 Office of the Chief Component Human Capital Officer....................................................... 19 Office of the Chief Financial Officer.................................................................................... 19 Office of the Chief Information Officer................................................................................ 19 Logistics Management Directorate ....................................................................................... 20 Office of the Chief Counsel .................................................................................................. 20

Chapter 3: Staffing Force Structure .............................................................................................. 21 Principles of FEMA's Force Structure Model .......................................................................... 21

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Staffing a Cadre......................................................................................................................... 22 Force Structure versus Actuals Report ................................................................................. 22 Filling Vacant Force Structure Positions .............................................................................. 24 Interagency Augmentation to a Cadre's Force Structure...................................................... 25

Availability................................................................................................................................ 25 Special Considerations for Managing Availability............................................................... 26 Support to Cadres for Staffing Force Structure .................................................................... 29

Chapter 4: Educating and Training Members of a Cadre ............................................................. 31 Cadre Responsibilities in FQS .................................................................................................. 32 Types of Training ...................................................................................................................... 34 FEMA's Training Philosophy ................................................................................................... 35 FEMA's Training Mandate ....................................................................................................... 35 Principles of Training................................................................................................................ 35 Train for Operations.............................................................................................................. 36 Require Leadership Involvement and Ownership................................................................. 36 Train to Standards ................................................................................................................. 36 Use Performance-Oriented Training..................................................................................... 37 Promote Team Operations .................................................................................................... 37 Challenge Employees............................................................................................................ 37 A Mission Essential Task List Approach to Cadre Training Development .............................. 37 Mission Essential Task List Fundamentals........................................................................... 37 Mission Essential Task List Development............................................................................ 38 Training Standards ................................................................................................................ 38 Training Assessment............................................................................................................. 38 Required (FQS) Training .......................................................................................................... 39 Enrollment for Scheduled FQS Courses ............................................................................... 40 Mandatory Training................................................................................................................... 41 Programmatic Updates .............................................................................................................. 42

Chapter 5: Qualifying Members of a Cadre.................................................................................. 43 FQS Documentation.................................................................................................................. 43 Revisions to FQS Documentation......................................................................................... 44

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Managing the Paperwork .......................................................................................................... 44 Assignment of an Initial Position Title ..................................................................................... 45

Initial Assignment................................................................................................................. 45 Subordinates Titles................................................................................................................ 48 Issuance of Position Task Books............................................................................................... 49 Issuance Policy...................................................................................................................... 49 Position Task Book Issuance Form....................................................................................... 50 Time Limits for Completion of PTBs................................................................................... 50 PTB Completion/Submission Process .................................................................................. 50 Candidate Selection for Advancement.................................................................................. 50 Certifying Qualification of a Position Title............................................................................... 51 Certification and Recertification Processes .......................................................................... 51 Decertification Process ......................................................................................................... 52 Reconsideration Process ....................................................................................................... 52 Specialties.................................................................................................................................. 52 Chapter 6: Performance Management .......................................................................................... 54 Principles of Performance Management ................................................................................... 54 Individual Incident Performance Evaluation............................................................................. 54 Chapter 7: Equipping Members of a Cadre .................................................................................. 56 Principles for Equipping Members of a Cadre.......................................................................... 58 Primary Responsibilities for Equipping a Cadre....................................................................... 58 Cadre Coordinators ............................................................................................................... 58 Reservist Program Manager and IM CORE Program Manager ........................................... 59 Office of the Chief Information Officer................................................................................ 59 Office of the Chief Security Officer ..................................................................................... 60 Incident Workforce Management Division .......................................................................... 60 Federal Coordinating Officers .............................................................................................. 60 Logistics Management Directorate ....................................................................................... 60 Processes for Equipping Cadre Members ................................................................................. 61 Information Technology Equipment..................................................................................... 61 FEMA Branded Clothing...................................................................................................... 63

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Government Issued Charge Card .......................................................................................... 63 Badging Information............................................................................................................. 63 Cadre Specific Equipment .................................................................................................... 64 Reasonable Accommodations............................................................................................... 64 Support in Equipping a Cadre............................................................................................... 64 Chapter 8: Cadre Readiness Assessment ...................................................................................... 66 Principles of Cadre Readiness Assessment............................................................................... 66 Readiness Scores................................................................................................................... 67 Assessment Methodology ..................................................................................................... 67 Chapter 9: Communication and Coordination .............................................................................. 68 Principles of Communication.................................................................................................... 68 Data Sharing.......................................................................................................................... 68 Cross Cadre Collaboration.................................................................................................... 69 Coordination/Communication with Cadre Members ................................................................ 70 Annual Individual Readiness Cadre Call.............................................................................. 70 Quarterly Cadre Coordination Call....................................................................................... 71 Annex 1: Acronyms ...................................................................................................................... 73 Annex 2: Glossary......................................................................................................................... 76 Appendix A: Guidance for Working at the Residence of Record or at an Alternate Location when on Temporary Duty....................................................................................................................... 80 Appendix B: Systems Approach to Training ................................................................................ 83 A Systems Approach to Training Management ........................................................................ 83 System Phases....................................................................................................................... 84 Appendix C: Entry Employee Request Form ............................................................................... 87 Appendix D: QRB Employee Request Form................................................................................ 89 Appendix E: Transmittal Log Form.............................................................................................. 92 Appendix F: New Specialty Request Form .................................................................................. 93 Appendix G: Processes for Assignment of a FQS Job Title......................................................... 94 Initial Assignment ..................................................................................................................... 94 Reservist................................................................................................................................ 94 IM CORE .............................................................................................................................. 94

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