R 301620Z APR 13
UNCLASSIFIED/
MARADMIN 229/13
MSGID/GENADMIN/CMC WASHINGTON DC CD AND I//
SUBJ/REVISED CIVILIAN MANPOWER REQUIREMENT PROCESS//
REF/A/MSGID:  MARADMIN 440/10//
REF/B/MSGID:  MCO 5311.1D/-/-//
REF/C/MSGID:  TITLE 5, CFR/-/-//
REF/D/MSGID:  CMC WASHINGTON DC PR/231320Z SEP 04/-//
REF/E/MSGID:  DOC/WASHINGTON DC/-/JULY 2010//
NARR/REF (A) REVISED CIVILIAN MANPOWER REQUIREMENT PROCESS.  REF (B) IS MCO 5311.1 TOTAL FORCE STRUCTURE PROCESS (TFSP).  REF (C) IS TITLE 5 OF THE CODE OF FEDERAL REGULATIONS, PART 335.103.  REF (D) IS FY05 REIMBURSABLE EXECUTION POLICY.  REF (E) IS EOS DECISION//
GENTEXT/REMARKS/1.  PURPOSE.  TO CANCEL MARADMINS 439/10 AND 440/10 AND PUBLISH INTERIM GUIDANCE ON THE CIVILIAN MANPOWER REQUIREMENT PROCESS.  THIS GUIDANCE WILL BE INCORPORATED INTO THE NEXT REVISIONS OF MCO 5311.1 (TOTAL FORCE STRUCTURE PROCESS) AND MCO 12515.1 (MANAGING TO PAYROLL).
2.  BACKGROUND.  REF A MODIFIED THE CIVILIAN MANPOWER PROCESS BASED ON GUIDANCE PROVIDED IN REF E.
    A.  CIVILIAN MANPOWER REQUIREMENTS ARE A COMPONENT OF THE TOTAL FORCE AND ARE ESSENTIAL TO THE ACCOMPLISHMENT OF THE MARINE CORPS' MISSION.  IN ORDER TO PROVIDE A BALANCED AND CAPABLE FORCE, THE TOTAL FORCE STRUCTURE PROCESS ALLOCATES PERSONNEL RESOURCES IN ACCORDANCE WITH THE COMMANDANT'S PRIORITIES.  PERSONNEL RESOURCES ARE A COMBINATION OF MARINE (ACTIVE AND RESERVE), NAVY (ACTIVE AND RESERVE) AND CIVILIAN STRUCTURE.
    B.  MANAGE TO PAYROLL (MTP) IS DEFINED AS THE COMPOSITE OF POSITION MANAGEMENT, POSITION CLASSIFICATION, AND PAYROLL MANAGEMENT.  THE MTP PROCESS ALLOWS COMMANDERS THE FLEXIBILITY TO ACHIEVE EFFECTIVENESS, EFFICIENCY, AND ECONOMY IN MANAGING CIVILIAN STRUCTURE.  THE PROCESS REQUIRES A BALANCE AMONG REQUIREMENTS (TO AND E STRUCTURE, POSITION MANAGEMENT/CLASSIFICATION), AND LABOR RESOURCES (FTES AND DOLLARS).  REQUIREMENTS USUALLY EXCEED FTES IN ORDER TO ACCOUNT FOR HISTORICAL ATTRITION RATES AND THE TIME ASSOCIATED WITH THE HIRING PROCESS WHILE MAINTAINING FULL EXECUTION OF LABOR RESOURCES
3.  CIVILIAN MANPOWER PROCESS.  PROPER MANAGEMENT OF CIVILIAN MANPOWER REQUIRES CLOSE COORDINATION BETWEEN THREE ELEMENTS; STRUCTURE (G-1), FUNDING (G-8) AND HUMAN RESOURCES (HRO/CIVPERS).  CAREFUL CONSIDERATION MUST BE GIVEN TO CIVILIAN STRUCTURE CHANGES AFFECTING MARINE CORPS RESOURCES AND FUTURE CAPABILITIES.  TO FACILITATE A BALANCED AND CAPABLE FORCE, THE FOLLOWING CIVILIAN MANPOWER PROCESS IS EFFECTIVE IMMEDIATELY.
    A.  TABLES OF ORGANIZATION AND EQUIPMENT CHANGE REQUESTS (TOECRS) TO CREATE/ADD NEW DIRECT FUNDED BILLETS MUST RESULT IN A ZERO SUM GAIN; I.E. COMPENSATION (BOTH STRUCTURE AND FUNDING) FROM THE REQUESTING UNIT MUST BE PROVIDED.  THE BILLET IDENTIFICATION CODE (BIC) IDENTIFIED AS COMPENSATION WILL BE DELETED FROM THE REQUESTING UNIT'S TO AND E.  OFF-SETS FROM NON-LABOR PROGRAMS WILL NOT BE CONSIDERED IN THE TOECR PROCESS.  DIRECT FUNDED BILLETS ARE DEFINED AS BILLETS PAID FOR DIRECTLY WITH MARINE CORPS OPERATION AND MAINTENANCE (OM) APPROPRIATED DOLLARS, I.E. OM IS NOT REIMBURSED BY ANOTHER APPROPRIATION.
    B.  TOECRS TO ACCRETE OR INCREASE A BILLET TO A HIGHER PAY GRADE DO NOT REQUIRE STRUCTURE COMPENSATION.  HOWEVER, UNITS MUST REALIZE APPROVAL OF THESE TOECRS WILL AUTOMATICALLY RESULT IN AN INCREASED DOLLAR EXECUTION WITHIN THEIR MANAGE-TO-PAYROLL AUTHORITY LIMITS AND POTENTIAL INABILITY TO FULLY EXECUTE THEIR FTE.  THEREFORE, THEY SHOULD CONSIDER IDENTIFYING OFFSETTING DECREASES IN ORDER TO SUSTAIN A BALANCED CIVILIAN LABOR FORCE WITHIN CURRENT RESOURCE ALLOCATIONS.
    C.  TEMPORARY BILLETS ARE DEFINED AS SHORT-TERM CIVILIAN MANPOWER REQUIREMENTS NOT EXPECTED TO LAST LONGER THAN 1 YEAR.  TERM BILLETS ARE DEFINED AS MANPOWER REQUIREMENTS FOR A PERIOD OF MORE THAN 1 YEAR BUT NOT MORE THAN 4 YEARS.  ALTHOUGH TERM REQUIREMENTS ARE NOT CONSIDERED ENDURING, THEY WILL BE ADDED TO THE TO AND E FOR A SPECIFIED TIME AND WILL BE PROGRAMMED TO AUTOMATICALLY DELETE AS SPECIFIED IN THE TOECR.  TEMPORARY AND TERM EMPLOYEES COUNT TOWARDS A COMMAND'S FTE/DOLLAR EXECUTION AND MTP AUTHORITY.
    D.  TERM BILLETS MAYBE ADDED WITHOUT BILLET STRUCTURE COMPENSATION, HOWEVER, THE FUNDING AND FTE WILL COUNT AGAINST THE EXISTING FTE AND FUNDING ALLOCATION AND COMMANDS SHOULD RECOGNIZE THIS MAY LIMIT THEIR ABILITY TO FUND OTHER CIVILIAN POSITIONS.  REQUESTS TO ADD TERM BILLETS MUST INCLUDE THE FY TO ESTABLISH THE BILLET AND THE FY THE BILLET WILL BE DELETED FROM THE TO AND E.  THE TERMINATION DATE OF THE BILLET WILL BE ANNOTATED WITHIN TFSMS.
    E.  ALL OPERATIONAL FORCE (OPFOR) UNIT CIVILIAN MANPOWER REQUIREMENTS WILL BE PLACED ON THE MEF COMMAND ELEMENT (CE) TO AND E AND MAPPED TO THE OPFOR UNIT WHERE THE CIVILIAN PHYSICALLY WORKS.  THE FUNDING FOR THESE REQUIREMENTS WILL BE ALIGNED TO THE ACTIVITY'S BUDGET RESPONSIBLE FOR ADMINISTRATION.  ALL PENS AND IG/CA CODING WILL BE REFLECTIVE OF THE OPERATING FORCE UNIT TO WHICH THE BILLET IS MAPPED.
    F.  REIMBURSABLE BILLETS
        (1) REIMBURSABLE BILLETS ARE DEFINED AS BILLETS FUNDED FROM OUTSIDE THE MARINE CORPS.  BILLETS THAT ARE FUNDED FROM ONE USMC ORGANIZATION TO ANOTHER USMC FUNDED ORGANIZATION ARE NOT CONSIDERED REIMBURSABLE BILLETS AND WILL NOT BE CODED REIMBURSABLE.
        (2) TOECRS REQUESTING TO ADD REIMBURSABLE BILLETS RESOURCED FROM EXTERNAL ENTITIES SHOULD INCLUDE FUNDING DATA AND AUTHORIZATION IDENTIFIED IN THE APPROPRIATE RESOURCE MANAGEMENT DECISION (RMD), MEMORANDUM OF AGREEMENT (MOA) OR OTHER SOURCE/DOCUMENTATION.
        (3) PER REF D, COMMANDS ARE PROHIBITED FROM ADDING REIMBURSABLE BILLETS WHEN THE SERVICE BEING PROVIDED SUPPORTS ANOTHER MARINE CORPS COMMAND ALSO EXECUTING OPERATION AND MAINTENANCE, MARINE CORPS (OMMC) FUNDING OR OPERATION AND MAINTENANCE, MARINE CORPS RESERVE (OMMCR) FUNDING.  TO SUPPORT SUCH INITIATIVES, DC PR WILL PERFORM A BUDGET BASED TRANSFER BETWEEN MAJOR COMMANDS.  THESE REQUESTS SHOULD BE ADDRESSED DURING THE PROGRAMMING AND BUDGETING PROCESS.
        (4) TOECRS REQUESTING TO CONVERT A DIRECT FUNDED BILLET TO A REIMBURSABLE BILLET WILL RESULT IN THE RECODING OF THE DIRECT FUNDED BILLET ONCE THE OUTSIDE SOURCE FUNDING DATA HAS BEEN VALIDATED.
        (5) TOECRS REQUESTION TO CONVERT A REIMBURSABLE BILLET TO A DIRECT FUNDED BILLET REQUIRES COMPENSATION (STRUCTURE AND FUNDING) FROM THE REQUESTING UNIT.
    G.  FUNDING PROVISIONS
        (1) UNITS MUST MANAGE-TO-PAYROLL AND MUST NOT EXCEED THEIR CIVILIAN LABOR BUDGET.  ONLY CIVILIAN FUNDING CAN BE USED (OFFSETS FROM NON-LABOR PROGRAMS WILL NOT BE CONSIDERED).
        (2) COMMANDERS CANNOT COMMIT OPERATIONAL AND MAINTENANCE (O AND M) FUNDS TOWARD NEW CIVILIAN STRUCTURE.  SIMILARLY, ACTIVE, RESERVE, R AND D OR FAMILY HOUSING ALONG WITH OPERATIONS MAINTENANCE DEFENSE WIDE FUNDS ARE ALSO PROHIBITED FROM USE TO ADD OR CREATE NEW CIVILIAN REQUIREMENTS.
        (3) BILLETS IDENTIFIED AS COMPENSATION MUST BE THE SAME FUNDING TYPE; NON-APPROPRIATED FUNDED (NAF) BILLETS CANNOT BE USED AS COMPENSATION FOR APPROPRIATED FUNDED BILLETS.
        (4) FUNDING FOR INITIATIVES DIRECTED BY HIGHER HEADQUARTERS (OSD AND DON) EXTERNAL TO THE MARINE CORPS WILL BE ADDRESSED BY DC PR AS PART OF THE PROGRAMMING AND BUDGETING PROCESS.  ADDITIONALLY, THESE BILLETS WILL BE APPROPRIATELY CODED IN TFSMS TO REFLECT THE BILLET IS A REQUIREMENT DIRECTED BY OSD/DON.  (I.E. IN-SOURCING, NGEN, MCCLEP)
    H.  ADDITIONAL REQUIREMENTS
        (1)  UNITS AND ORGANIZATIONS SHALL SUBMIT TOECRS FOR CHANGES TO CIVILIAN BILLETS AS THEY OCCUR.
        (2) CIVILIAN MANPOWER TOECRS MUST CONTAIN THE AFFECTED TFSMS UIC(S), EFFECTIVE DATE(S), AFFECTED BIC(S) AND JUSTIFICATION SUPPORTING THE MISSION OF THE UNIT.
        (3) COMMAND G-1'S AND G-8'S MUST COORDINATE ON ALL  CIVILIAN MANPOWER TOECRS IN ORDER TO  VALIDATE PROGRAM ELEMENT NUMBERS (PEN), BUDGET LINE ITEMS (BLI), COST CENTER CODES (CCC), AND EMPLOYEE ACTIVITY CODES (EAC); ENSUREING COMPENSATION AND RELATED FUNDING DATA IS CORRECT.
        (4)  TOECRS ARE REQUIRED FOR ALL CIVILIAN CHANGES. A NEW POSITION DESCRIPTION (PD) IS REQUIRED FOR CHANGES TO CIVILIAN GRADES AND SERIES.  HOWEVER, A NEW PD IS NOT REQUIRED IF THE TOECR IS REQUESTING TO CHANGE ONLY THE BILLET DESCRIPTION, WITH NO CHANGE TO THE SERIES, AND THE DUTIES ASSIGNED TO THE BILLET DO NOT SUBSTANTIALLY CHANGE.  (I.E. IF THE CURRENT BILLET DESCRIPTION IS ANALYST, AND THE COMMAND WANTS TO CHANGE TO MANPOWER ANALYST, A PD IS NOT REQUIRED).
        (5)  TOECRS MUST BE SIGNED OR RELEASED BY THE UNIT COMMANDER OR DESIGNATED REPRESENTATIVE.
        (6) ORGANIZATIONS MUST USE TFSMS WHEN SUBMITTING TOECRS AND SHALL FOLLOW THE APPROPRIATE CHAIN OF COMMAND/FUNCTIONAL DIRECT WORKFLOW WITHIN TFSMS.
        (7) ALL CHANGES TO CIVILIAN REQUIREMENTS MUST BE APPROVED BY DC CDI AND DOCUMENTED ON THE TO AND E PRIOR TO THE INITIATION OF THE REQUEST FOR PERSONNEL ACTION (RPA).  THE BILLET IDENTIFICATION CODE (BIC) SHALL BE INCLUDED ON ALL RPAS.
4.  DOCUMENTATION REQUIREMENTS.  ALL SUBSTANTIATING RECORDS MUST MATCH WHAT IS BEING REQUESTED IN THE TOECR.  THE FOLLOWING DOCUMENTATION MUST BE INCLUDED WITH ALL TOECRS REQUESTING CHANGES TO GRADE, SERIES OR CREATING/ADDING NEW STRUCTURE:
    A.  MANPOWER SPREADSHEET - EXPORT THE COMMAND'S CURRENT PUBLISHED TO AND E FROM TFSMS.
    B.  FUNDING DATA/PBDD SPREADSHEET.
    C.  AN ORGANIZATIONAL CHART; IF THE POSITION IS A SUPERVISORY POSITION, THE ORGANIZATIONAL CHART MUST SHOW POSITIONS BEING SUPERVISED.
    D.  POSITION MANAGEMENT ASSESSMENT TO INCLUDE ADJUSTMENTS TO MISSION, FUNCTION AND TASK STATEMENTS.
    E.  A FULLY CLASSIFIED/SIGNED POSITION DESCRIPTION TO INCLUDE A SIGNED FACTOR EVALUATION STATEMENT FOR THE FULL PERFORMANCE LEVEL OF THE BILLET.
    F.  VERIFICATION FROM THE SERVICING HUMAN RESOURCES OFFICE DETAILING HOW THE ACTION MEETS THE CRITERIA SPECIFIED IN REF C.
5.  THIS MARADMIN IS APPLICABLE TO THE MARINE CORPS TOTAL FORCE.
6.  RELEASE AUTHORIZED BY LTGEN RICHARD P. MILLS, DEPUTY COMMANDANT FOR COMBAT DEVELOPMENT AND INTEGRATION.//