|Effective Date:||Expiration Date:||Chapters:|
|Nov. 25, 2020||When Superseded||1 2 9 11 36 38|
The DC Department of Human Resources (DCHR) is releasing the following guidance to agencies regarding agency realignments. This issuance provides guidance on the approval process, how agencies can request a realignment, and what documents are required for submitting a request.
For the District of Columbia Government, a realignment occurs when an agency’s internal structure is adjusted to better align an agency’s business strategy, organizational capabilities, resources, and systems, to best support the agency’s purpose. When an agency is properly aligned, its leadership determines its vision and mission, which drives the agency’s organizational strategy. The resulting strategy guides decision-making, human resource development, service delivery, behavior and culture. Aligning these elements leads to a high-performing agency that is efficient, effective, and successful.
Various conditions such as financial stress, enactment of new laws, creation of a new administration or division, and technological changes may slowly move an agency out of alignment. For example, declines in municipal revenue may cause an agency to experience financial stress, which may result in decisions being primarily driven by financial concerns versus the agency’s mission. Such misalignments often result in poor employee morale and negatively impact government services. Therefore, agencies must routinely evaluate their alignment and make adjustments that optimizes service delivery to District residents and improves employee experience.
This issuance provides procedural guidance for implementing an agency realignment. However, the same conditions that may create the need for an agency realignment may also prompt considerations for a “reorganization.”
A “reorganization” is not the same as a “realignment.” For example, a “reorganization” may occur when the Mayor determines it is necessary to restructure multiple agencies, whereby functions are moved, consolidated, abolished, or created among two or more agencies. Unlike an agency realignment, a “reorganization” is subject to the Council of the District of Columbia review and must be adopted by legislative action.
Agency Human Resources (HR) plays an essential role in the realignment process. HR will serve as the primary agency unit which identifies and discusses the potential need for realignment with agency leadership and management.
Prior to beginning any realignment, HR should:
For assistance with the evaluation process or communication plans, agency HR Advisors may reach out to DCHR’s Classification team for support.
After agency leadership evaluates their current operations with their HR Advisors and concludes that a realignment is necessary, the agency must follow the realignment planning process:
Agencies must develop a realignment plan for submission to OCFO, their Deputy Mayor, DCHR, and ultimately OCA.
The overall content of an agency’s realignment plan must be persuasive to each of the necessary stakeholders. Some key areas to consider when developing your realignment plan include:
To be reviewed and considered, an agency realignment plan must include the following:
Staffing Pattern (Proposed). Listing of the name of incumbent (or indiciate vacant), position number, and types of positions allocated to an agency.
Positions are listed at current grade level for incumbent and full performance level for vacancies, and the listing includes the title, pay plan, series, grade level, and position number of positions broken out by functional area.
Agency must ensure that no position titles on the staffing pattern are shown as “Acting.”
Position Descriptions (PDs). A listing of all the impacted current positions (encumbered and vacant) correlated to a list of all proposed positions after the realignment. Each listing on both the current list and the corresponding proposed list must include the official title, pay plan, series, grade, position number, job code, collective bargaining unit, and functional area. (See Attachment 6: Position Descriptions.)
PDs supporting a realignment must meet the following criteria:
After an agency has all the required documents, submit the plan to DCHR for approval. The documents should be organized into a single PDF file, with bookmarks denoting the required sections.
Proposed realignment plans must be submitted to DCHR electronically. Navigate to https://dchr.in.dc.gov and navigate to the HR Advisors Support Center. Under “Services,” select Realignment Plan Approval Request. Agencies will be prompted to supply basic information about the realignment plan, and to attach a copy of the realignment plan.
An agency may plan to implement a simple realignment within 45 workdays of submission to DCHR, provided the plan includes all required materials and requires no revisions. The following represents an approximate approval timeline and corresponding tasks following DCHR’s receipt of a realignment plan:
|Day 1-7||Day 8-20||Day 21-37||Day 38-45|
Initial submission to DCHR
DCHR will meet with the agency to discuss the final approval process in terms of procedure and timing
DCHR reviews realignment
DCHR reviews the realignment materials to ensure conformity with requirements, collaborating with the agency, as needed.
OCA review and approval
DCHR transmits complete realignment plan, along with all necessary endorsements, to the Office of the City Administrator for final review and approval.
Upon approval by the City Administrator, the agency will prepare all necessary Personnel Action Requests (PARs) to be processed pursuant to the plan. DCHR will then process the PARs, implementing the plan.
At any time during the process shown above, DCHR may require additional meetings with the agency to discuss concerns/recommendations relating to the realignment.
This issuance was developed using the following reference materials:
Issued by Director Ventris C. Gibson, D.C. Department of Human Resources on Nov. 25, 2020, 2:22 p.m.