|Effective Date:||Expiration Date:||Chapters:|
|May 10, 2021||When Superseded||2|
The District of Columbia has over 30,000 jobs across the city. Although our workforce is split into various offices and departments, we are one government. Sometimes the city’s service needs may change temporarily. To best serve our residents, we often look within our workforce for the talent and skills required to meet these needs. This guidance outlines the nature of detail actions, how to identify internal talent to meet a time-limited need, and the procedures used to effectuate a detail.
District government agencies will occasionally have needs that go beyond their current workforce or face challenges where an unforeseen loss in talent compromises an agency’s ability to function in an efficient and responsive manner. In order to meet those needs, Career Service employees may be detailed to temporary appointments.
When an agency identifies a needed skill set, they should first consult with their agency leadership to determine whether those skills are available internally. If an agency finds that internal talent is insufficient, they may request a detail from another agency by:
NOTE: If an agency has difficulty identifying talent, they may reach out to DCHR for assistance. The requesting agency should contact their assigned DCHR Human Resources Specialist.
For any detail action, there are typically four steps that home and receiving agencies must take for the detail to be successful.
Each agency’s human resources office, or its equivalent, should facilitate discussions between the managers at the home and receiving agency. These discussions must result in agreement about the specifics of the detail, including:
The Human Resources Specialist for the home agency should:
Communication is key to a successful detail. All involved parties should communicate often to ensure a smooth transition and minimize resistance from employees or unions. Once the talent has been identified by the home agency, the manager should schedule a meeting with the impacted employee(s) to set the expectation for the detail assignment.
Example of Good Communication
Manager: Thank you so much for accepting the detail to DCHR. You will be providing a great service to that agency and the District.
Employee: Thank you, I am glad I can be of assistance. Details are mandatory right, or could I have said no?
Manager: Details are mandatory; however, they provide a great service to the District and it is always the goal to ensure the employee is not inconvenienced.
Employee: I am a few years away from retirement. Will this be considered a break in service?
Manager: No, there is no break in service when a detail takes place.
Employee: Great, that is good to know.
Manager: [At this point in the conversation the manager should provide the employee with as much information about the detail assignment, such as whether the employee will work in a telework environment or report to an office. Additionally, the manager should provide the employee with the expected start and end dates of the detail and any other pertinent information. The manager should remind the employee prior to the start of the detail to set up autoreplies for their email and voicemail with the team member who will be handling the employee’s duties while they are detailed.]
Employee: Great, thanks for all the information. This has been helpful. I am looking forward to this assignment.
The key to a successful detail is preparation. Prior to arrival, whether in the office or in a telework environment, the receiving agency should ensure everything is ready for the employee to begin work. This preparation includes setting up and securing equipment, ensuring that management is aware of the detailee’s arrival, and working with the home agency to determine which agency will approve and process payroll.
NOTE: As of the date of this issuance, the District government is operating in a state of emergency due to the COVID-19 pandemic. During this time, a receiving agency must ensure that proper protocols are followed if a detailee is required to physically report to a work location. Receiving agencies should refer to the District Government Return to Work Guide for additional guidance.
Once the detail action has been finalized, the receiving agency should determine if the employee will work remotely or via telework. If the employee is currently teleworking, OCTO and each agency’s IT department will determine if the employee can use their current laptop to complete the detail assignment, or if the employee will require new equipment from the receiving agency.
If the employee will need to physically report to an office, the receiving agency should ensure that a space is ready for the employee prior to arrival. The receiving agency should ensure that if the employee needs any of the equipment listed below, the equipment is procured and delivered to the employee prior to the start of the detail assignment:
The receiving agency handles assigning a supervisor for the detailed employee.
The home agency is responsible for the continuous compensation of the detailed employee.
The home agency approves time and leave requests. In some cases, the salary for the detailed employee will be paid by the receiving agency; in those cases, a Memorandum of Understanding (MOU) will be drafted and noted in the detail action prior to the start of the detail.
At least five days before the detail is scheduled to end (NTE date), the receiving agency should send an email to the home agency and the impacted employee(s) as a reminder that the detail is coming to an end. The receiving agency supervisor should meet with the detailed employee to thank them for their service and receive all final assignments and work materials.
Once the detail ends, the impacted employee should work with the IT department to remove any access from their laptop, or plan to drop off equipment to the receiving agency. If the employee was working on site, the employee should leave all keys, keycards, or agency supplies at the workstation where they were assigned.
At the conclusion of the detail, the employee will return to their home agency and work in their previous capacity. Upon returning from the detail, the employee’s supervisor should meet or communicate with the employee to welcome them back and alert them of any new projects or assignments. If the employee is a member of a union, the HRA should communicate to the union representatives that the employee has returned from the detail. The detail PAR action should be updated notating the end of the detail assignment.
Issued by Director Ventris C. Gibson, D.C. Department of Human Resources on May 10, 2021, 9:42 a.m.