u.s. environmental protection agency - american · pdf file ·...

U.S. Environmental Protection Agency

Request for

Voluntary Separation Incentive Payments

and

Voluntary Early Retirement Authority

for

Region III

I. Introduction

II. Background

III. Reshaping the Workforce

IV. Budget Neutrality/Costs/Savings

V. Template for Combined VSIP/VERA Request

Attachments:

Attachment 1: Summary of Targeted Positions by Series and Grade

Attachment 2: VERA/VSIP Offers to Targeted Positions by Office and Series

Attachment 3: Workforce Reshaping by Division

Attachment 4: Workforce Reshaping by Occupation

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U.S. Environmental Protection Agency

Region III

Voluntary Separation Incentive Payments

and

Voluntary Early Retirement Authority

I. Introduction

In accordance with Section 1313(b) of the Chief Human Capital Officer’s Act of 2002, the U.S.

Environmental Protection Agency (EPA) Region III is requesting approval authority through 05/16/2014

for the use of Voluntary Separation Incentive Payments (VSIP/Buy-Out) and Voluntary Early

Retirement Authority (VERA/Early-Out). Region III will use these authorities to:

Reshape and reduce the number of administrative support positions in the Region to better align

with current and projected workload needs;

Reshape and reduce the number of senior grade positions in the Region and redeploy these

resources for future hiring of next generation talent to meet succession planning objectives; and

Prepare the Region for organizational changes likely resulting from projected reductions in

staffing levels and associated reductions in the number of organizational levels and/or units

needed to accomplish the mission in the future.

Both the VSIP and VERA opportunities will be offered to staff in targeted series in all of

Region III’s four geographic locations: Philadelphia, PA; Fort Meade, MD; Annapolis, MD; and

Wheeling, WV. As noted in Section III, targeting decisions were made by senior managers based on

the specific mission needs required to reshape their offices. This proposal sets a maximum number of

VSIP/VERAs to be offered for each series in each office. Up to 163 offers will be made from 391

targeted positions. Decisions on who receives VSIPs will be made on the basis of the employee's

permanent official division and position of record, occupational series and grade level. Decisions

about who receives VERA and VSIP will be prioritized based upon the employee's official

Service Computation Date with preference given to those with the highest years of combined

service at the EPA should two or more applicants within a VERA and VSIP eligible category

have the same Service Computation Date.

II. Background

The U.S. EPA Region III employs 852 permanent employees responsible for carrying out the EPA's environmental and human health mission with the cooperation of five states (Pennsylvania, Delaware, Maryland, Virginia and West Virginia) and the District of Columbia. In all of its congressionally mandated programs, the Region oversees State /District activities for conformance with law and regulation, and also independently conducts federal rulemaking, permitting, inspections, enforcement, grant administration and public outreach to compel compliance, protect human health and restore environmental conditions.

Region III is organized into 11 separate offices or divisions. The “media” Divisions (Air

Protection Division, Land and Chemicals Division, Hazardous Site Cleanup Division and Water

Protection Division) are responsible for implementing the relevant environmental laws, such as the

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Clean Air Act, Resources Conservation and Recovery Act, Comprehensive Environmental Response,

Compensation and Liability Act, and Clean Water Act. The Office of Policy & Management manages

the Region’s resources, including personnel, facilities, and extramural funding. The Chesapeake Bay

Program Office provides core scientific and management support to the Chesapeake Bay Program, and

that office is located within Region III. The other Offices (Office of Regional Counsel, Office of Public

Affairs, Office of State & Congressional Relations, Office of Enforcement, Compliance &

Environmental Justice, Environmental Assessment & Innovation Division, and the Office of Civil

Rights) are responsible for activities that cross divisional boundaries.

In addition to the reasons noted in the previous section, Region III needs to reduce and

rebalance grade levels and restructure our workforce to recruit the new skills and abilities to support

the Next Generation Compliance Strategy, as well as other technological advances. The Next

Generation Compliance Strategy will require new skills in our technical and legal staff to meet the

demands of optimizing use of new monitoring technologies, working with communities and

community-collected information on local sources and impacts, and developing/using innovative

enforcement approaches to improve compliance. This paradigm shift also impacts the Region’s

regulatory and permitting personnel who must assist states in adopting/issuing more effective

regulations and permits that are easier to implement and enforce, utilize advanced emissions

monitoring and electronic reporting, including requiring information to be publically available.

Finally, continued advancement in automation/IT technologies will foster further streamlining and

redefine our work, allowing people to manage workloads more effectively and with greater

consistency. Taken together, these drivers, along with the budget realities, require the Region to

reduce, rebalance and restructure our workforce in a manner not possible through current attrition

rates, which have averaged about 4%. In fact, Region III is consistent with Agency-wide data

indicating employees on average stay with the Agency 5 years past their retirement eligible date.

In reviewing the Region's workforce demographics, we have determined that there is a current

imbalance in two major components of our workforce: clerical/secretarial support occupations, and

senior grade positions in technical and administrative occupations. To reshape the organizational

grade levels within our offices and divisions, Region III requests approval to offer VERA with VSIP

to eligible employees. This authority will be used to reduce and reshape our workforce to create a

grade level balance that consolidates higher level work into fewer positions and provide a modest

number of new entry level positions in order to bring in new skills to new program directions at a

savings to the Region. Through increased voluntary attrition, our restructuring will provide us the

ability to recruit employees at the entry level with the ability to integrate multi-media approaches and

new technology to more efficiently and effectively accomplish environmental program objectives.

VERA and VSIP allocations have been spread throughout the Region to minimize impacts to national

and regional program objectives.

The Region has determined that it needs to reduce and reshape its administrative support staff

into smaller administrative support teams to perform work that has been re-engineered into complex

automated systems (i.e., travel management systems, contracting and procurement actions, facility

program office requests, requests for services involving recruitment, personnel changes, time and labor,

training, performance management and other automated administrative work systems). The declining

need for clerical and secretarial support has been a steady trend for the last twenty-five years or more.

EPA has attempted to address this trend through early and creative solutions such as the Administrative

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Support Career Management System (ASCMS) and associated New Skills, New Options programs of

the early 1990’s, which recognized that:

Automation was rapidly changing the roles and responsibilities of traditional secretarial

positions;

The use of word processing software by technical and programmatic staff virtually

eliminated the need for typing support;

Implementation of email, scheduling and voicemail technology further eroded the need

for support positions to handle these tasks; and

These shifts provided opportunities for retooling some of these positions for official

automation or other programmatic support work.

Despite these efforts, the need for administrative support staff has continued to decline over

the years as tools such as electronic timekeeping, webforms and travel manager have been deployed.

While Region III rarely backfilled secretarial vacancies that have occurred, attrition alone has failed

to balance this component of the workforce. VERA/VSIP authority is therefore being requested,

along with limited hiring, to bring newer skills into the Region.

In reviewing the Region's workforce demographics, we have also determined that there is an

imbalance between the number of non-supervisory positions at the GS-13, GS-14 and GS-15 levels.

While senior level employees are retiring, they are not doing so in sufficient numbers to put the

organization on a demographically healthy path where there is a continual upward flow of talent to

provide for succession planning, continual learning, and employee retention – all critical to our

ability to accomplish our mission over the next five to ten years. The VERA and VSIP approval will

allow us to reduce the total number of non-supervisory positions at the GS-13 and above grade

levels. With the vacancies created by the VERA and VSIP separations, Region III will consolidate

and reassign the higher graded work to existing GS-13 and above employees, and restructure the

remaining work into new positions with GS-12 established as the full performance level. Given the

number of seasoned employees that are expected to remain on board after the VERA and VSIP is

completed, we plan to recruit entry-level candidates interested in working on program and technical

issues that require the integration of multi-media approaches and new technology skills to more

efficiently and effectively implement program objectives. Ultimately, our reduction and

restructuring plans will result in a more balanced grade level structure within the Region.

As discussed below, the number of supervisory positions needed in the Region may also

decline. VERA/VSIP authority will allow us to reduce the total number of supervisory and non-

supervisory positions at the GS-13/14/15 grade levels, while using the FTE to hire new entry-level

workers to build our bench strength for the future.

Finally, and consistent with the need for reshaping in these components of the workforce,

there will likely be a need for at least some organizational changes in the Region resulting from staff

losses and smaller supervisory ratios in the Region as our FTE continues to decline. While it will

take substantial planning and analysis to determine how best to restructure in FY 2015 or beyond,

having fewer employees in highly specialized and/or supervisory senior grade positions and more

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employees in more fungible lower and mid-grade positions will allow the Region greater flexibility

when the time comes to do so. Thus, VERA/VSIP authority will be an essential tool to help position

us for these changes.

III. Reshaping the Workforce

A. Clerical and Administrative Support

Region III currently employs 49 employees in the following administrative occupations:

Series Title Number

318 Secretary 37

029 Environmental Protection Assistant 4

303 Office/Program Support Assistant 4

326 Office Automation 2

305 File Clerk 1

350 Equipment Operator 1

The role of the traditional secretarial profession has changed rapidly over the last few years.

As technology has expanded, many of the activities of the traditional secretary (e.g., typing, filing,

screening calls, scheduling meetings, photocopying, mailing documents, time keeping, and making

travel reservations) have been assumed by the office's professional and technical staff that perform these

functions electronically at their desktop without a need for secretarial assistance. This change in the

work environment has diminished the need for positions in the secretarial field. While Region III still

requires some administrative support at various levels of its organization, the nature of the support

needed is vastly different. The administrative skills that Region III requires in today's work environment

include project tracking, software proficiency for report development and database management,

meeting planning and scheduling, coordination, and sophisticated electronic formatting of documents.

To address the change, Region III would like to use VERA/VSIP authorities to reduce the number of

secretarial positions, provide for modest hiring to bring employees on board with the skills described

above, and restructure the resulting staff into smaller administrative support teams.

There is significant imbalance in the deployment of these resources as attrition has occurred

differently across organizations over time, workload has been collapsed/combined as positions were

vacated, and new business processes have been adopted. There have been continual changes to the

nature and volume of work in these occupations as business processes have been automated. Among

these changes has been the introduction of increasingly effective electronic calendar scheduling,

voicemail, timekeeping, records management, travel management and purchasing, to name a few.

While there has been significant attrition in this component of the workforce over the years, it

has not been enough to continue to support current on-board levels. At this juncture, some

organizations have surplus support resources while others have too few. A simple redistribution of

existing resources, however, would still result in a higher ratio of support than is needed and would

not address opportunities for significant efficiencies and cost savings that could be attained by the

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centralization of at least some administrative support functions, such as travel, timekeeping,

purchasing and FOIA processing.

Therefore, we are requesting the VERA/VSIP for 39 employees in the following

administrative occupations and grades:

Series Title Number

318 Secretary (GS 5-11) 28

029 Environmental Protection Assistant (GS-7) 4

303 Office/Program Support Assistant (GS-6,7) 4

305 File Clerk (GS-5) 1

326 Office Automation (GS-6) 1

350 Equipment Operator (GS- 5) 1

B. Supervisory and Non-Supervisory GS-13, GS-14 and GS-15

Region III currently employs 475 non supervisory GS-13, GS-14 and GS-15 employees in the

following occupations:

Series Title Number

028 Environmental Protection Specialist 77

201 Human Resources Specialist 1

301 Miscellaneous Program Specialist 4

343 Management/Program Analyst 2

401 Life Scientist 28

408 Ecologist 3

415 Toxicologist 3

457 Soil Conservationist 1

501 Financial Specialist 1

510 Accountant 1

560 Budget Analyst 1

819 Environmental Engineer 110

905 Attorney Advisor 71

1001 Communications Specialist 1

1035 Public Affairs Specialist 1

1301 Physical Scientist 130

1315 Hydrologist 4

1320 Chemist 16

1350 Geologist 7

2210 Information Technology Specialist 13

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Region III also currently employs 87 supervisory GS-14 and 15 employees in the following

occupations:

We conducted a review of our resource management and workforce demographics and have

determined that the workforce has become significantly skewed at the GS-13, 14 and 15 grade levels.

Over 72 percent of the Region III workforce is at the GS-13 level and above. Furthermore, our current

attrition rate is not generating enough attrition to create a sufficient number of vacancies to rebalance

our workforce to be able to fill vacant positions at entry grade levels.

With regard to environmental program and IT positions, we plan to use VERA and VSIP to

reduce and restructure our workforce through attrition gained by VERA and VSIP. The Region will

reassign the most complex work to existing higher graded positions to concentrate the assignment of this

work into fewer positions. When higher graded employees leave, we plan to consolidate and reassign

the higher level work to existing GS-13, GS-14 and GS-15 positions. Based upon our modest

replacement plan (one hire for every three vacancies) we would backfill vacancies that can be filled

externally at the entry-level. Hiring new employees at the entry-level will allow Region III to more

evenly balance the grade level of our workforce between the GS-13 grade level and positions established

with a full promotion potential to the GS-12 grade level. Also, it will allow us to recruit candidates with

new technology and multi-media skills needed to support a high performing organization.

With regard to attorney advisor positions, a reduction of supervisory and non-supervisory

positions will occur as the VERA and VSIP will be offered to both supervisory and non-supervisory GS-

14 and GS-15 905 positions. Through attrition gained by VERA and VSIP, the Region will reassign the

most complex work (i.e., GS-15 level) to existing higher graded positions to concentrate the assignment

of this work into fewer positions. The less complex work will be restructured into lower-graded

positions. Overall, the Region intends to backfill a smaller number of positions, consistent with our

overall future workforce projections. In addition, these positions will be offered at the entry level for

Series Title and Grade Number

028 Supv Environmental Protection Specialist 20

201 Human Resources Manager 1

260 Equal Employment Manager 1

301 Miscellaneous Program Specialist 2

340 Program Manager 7

343 Mgmt & Program Analysis Officer 1

401 Supv Life Scientist 5

505 Financial Manager 2

819 Supv Environmental Engineer 16

905 Supv Attorney Advisor 12

1035 Supv Public Affairs Specialist 1

1102 Supv Contract Specialist 1

1109 Supv Grants Management Specialist 1

1301 Supv Physical Scientist 14

1320 Supv Chemist 1

2210 Supv Information Technology Specialist 2

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attorney-advisors, which will create a more diverse workforce profile while they are progressing to the

full performance level of GS-14. Finally, the limited attorney hires will also be focused on a different

skill set supporting multimedia approaches and greater use of technology in evidence gathering and

communications.

We are requesting the VERA/VSIP for 284 non-supervisory GS-13, GS-14 and 15 employees

in the following occupations and grades:

Series Title Number

028 Environmental Protection Specialist (GS-13,14,15) 49

201 Human Resources Specialist (GS-14) 1

301 Miscellaneous Program Specialist (GS-14) 3

343 Management/Program Analyst (GS-14) 2

401 Life Scientist (GS-13,14) 5

408 Ecologist (GS-13,14) 2

415 Toxicologist (GS-14) 3

457 Soil Conservationist (GS-13) 1

501 Financial Specialist (GS-14) 1

510 Accountant (GS-14) 1

560 Budget Analyst (GS-14) 1

819 Environmental Engineer (GS-13,14) 72

905 Attorney/Advisor (GS-14,15) 44

1001 Communication Specialist (GS 14) 1

1035 Public Affairs Specialist (GS-14) 1

1301 Physical Scientist (GS-13,14) 69

1315 Hydrologist (GS-13,14) 4

1320 Chemist (GS-13,14) 10

1350 Geologist (GS-13,14) 5

2210 Information Technology Specialist (GS-13,14) 9

We are also requesting the VERA/VSIP for 68 supervisory GS-14 and 15 employees in the

following occupations:

Series Title Number

028 Supv. Environmental Protection Specialist 16



301 Facilities Administrative Officer 1







9



1109 Supv Grants Mgmt Specialist 1


1320 Supv Chemist 1


Attachment 1 provides a summary of employees eligible for the VERA/VSIP in targeted

occupations by title and grade. Information is presented for employees eligible for optional retirement

(also called voluntary retirement) and the number of employees who are eligible for early retirement,

based on a combination of age and years of service under VERA. Attachment 2 provides the

targeted positions and maximum number of VERA/VSIPs to be offered to targeted positions by series

and location.

Each voluntary separation created through the use of the VSIP and VERA authority will be

carefully evaluated, with an overall goal of ensuring that staffing levels for Region III do not exceed

than FY15 staffing level requirements.

IV. Budget Neutrality/Costs/Savings.

Budget Neutrality

This request for VSIP and VERA, if approved, will be conducted so that no funds or resources

other than those appropriated for use in Fiscal Year (FY) 2014 will be used or required.

As mandated by the Office of Management and Budget for early-out/buy-out requests, Region

III's request certifies that the early-out/buy-out will be budget neutral. This means the early-out/buy-out

authority will not result in any increased costs above current or future FY appropriations to pay for costs

incurred for buy-out cash payments, annual leave cash payouts, or any other costs, including those

associated with refilling the resulting vacancies.

The following tables detail calculations showing how Region III has assured budget neutrality

in the proposal for FY 14. The direct maximum costs associated with VERA and VSIP is $6,737,898.

Table A provides details of the direct costs associated with VERA and VSIP. Savings projected through

FY 2016 as a result of the VERA and VSIP are estimated to be more than $43 million. Table B provides

the detailed calculations of the savings achieved in FY 2014, FY 2015, and FY 2016. The savings will

be used to meet Region IIIs ongoing program goals and responsibilities.

Direct Costs

Table A - Direct Costs for VERA/VSIP

Targeted Positions

163 Targeted Positions for VSIP X $25,000 (maximum cash buy-out) $4,075,000

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Annual Leave Buyout for 163 Targeted Positions for VERA, Optional Retirement or Resignation* ($68.07 per hr. X 240) X 163 $2,662,898

Total Maximum Direct Costs $6,737,898

Estimated Savings

Table B - Estimated Savings for FY 2014 through FY 2016

Estimated FY 2014 Savings



A. Total Annual Payroll Costs (based on FY 13 actuals before VERA/VSIP) $112,055,700 $112,055,700 $112,055,700

B. Payroll Savings (Payroll for 163 VERA/VSIP targeted positions with April 1, 2014 Buyout Date with 50% of year remaining in 2014)* -$11,539,911 -$23,079,822 -$23,079,822

C. Working Capital Fund Savings** -$252,650 -$505,300 -$505,300

D. VSIP Buyout ($25,000 X 163) $4,075,000

E. Leave Payout Estimate (presumes 240 hours at average salary)* X 163 $2,662,898

F. Payroll for 54 new hires***

$3,755,700 $4,207,572

G. Working Capital Costs*** for 54 New Hires

$167,400 $167,400

Total Costs $107,001,037 $92,393,678 $92,845,550

Total Projected Savings with VERA/VSIP $5,054,663 $19,662,022 $19,210,150

If the organization is under a Continuing Spending Resolution (CR), Region III will comply with

all applicable funding restrictions to pay for the VSIP and annual leave payout, if the VSIP is approved.

If necessary, our rehiring plans may be adjusted to ensure we expend only those resources allocated for

use in FY 14.

Notes:

*Payroll savings calculations are based on the Region III GS-13 average salary, which is $107,268

annually or $51.57 per hour, with an additional 32 percent increase to account for benefits, which results

in $141,594 annually or $68.07 per hour.

**Working Capital Fund costs are based on an annual rate of $3,100 per position. Savings for FY 2014

assume a separation date of April 1, 2014; therefore, savings accrue only for half of the FY.

***Payroll calculations for 54 new hires (start date of October 1, 2014) are based on Region III GS-7

average salary, which is $52,293 annually or $25.14 per hour, with an additional 32 percent increase to

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account for benefits, which results in $69,550 annually or $33.43 per hour. Since new hires will

promote to GS-9 at the beginning of FY 16, payroll calculations for FY 16 are based on the Region III

GS- 9 average salary ($59,029 or $29.38 per hour) with an additional 32 percent increase to account for

benefits, which results $77,918 annually or $37.46 per hour. No pay adjustment for 2015 or 2016 was

factored into the estimate.

Indirect Costs

The indirect costs are difficult to gauge because most are specific to the employee. Indirect

costs, such as security clearances, are based on the position and employee. If the employee already has

one the cost is reduced. Transit subsidy is another example of an indirect cost that is employee specific

and can only be determined after the employee has been recruited and tentatively selected.

V. Combined Request for Voluntary Separation Incentive Payments (VSIP) and Voluntary

Early Retirement Authority (VERA)

Agency: EPA

Covered Component(s): Region III

VSIP and VERA

1. Explain the workforce situation the organization needs to address through VSIP and VERA

that would otherwise require involuntary personnel actions, e.g., delayering, reorganization,

reduction in force, transfer of function, or other workforce restructuring or reshaping.

Region III needs to reduce, rebalance grade levels and restructure our workforce to recruit in the

new skills and abilities to support the Next Generation Compliance Strategy and other technological

advances. The Next Generation Compliance Strategy will require new skills in our technical and legal

staff to meet the demands of optimizing use of new monitoring technologies, working with communities

and community-collected information on local sources and impacts, and developing/using innovative

enforcement approaches to improve compliance. This paradigm shift also impacts the Region’s

regulatory and permitting personnel who must assist states in adopting/issuing more effective

regulations and permits that are easier to implement and enforce, utilize advanced emissions monitoring

and electronic reporting, including requiring information to be publically available. Continued

advancement in automation/IT technologies will foster further streamlining and redefine our work,

allowing people to manage workloads more effectively and with greater consistency. Finally, in

reviewing the Region's workforce demographics, we have determined that there is an imbalance between

the number of non-supervisory positions at the GS-13, GS-14, and GS-15 levels verses the number of

positions in which the career ladders is limited to the GS-12 level. Taken together, these drivers, along

with our budget realities, require the Region to reduce, rebalance and restructure our workforce in a

manner not possible through current attrition rates, which have averaged about 4%.

Region III will use these authorities to:

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Reshape and reduce the number of administrative support positions in the Region to better align

with current and projected workload needs;

Reshape and reduce the number of senior grade positions in the Region and redeploy these

resources for future hiring of next generation talent to meet succession planning objectives; With

regard to environmental program and IT positions, GS-13, 14 and 15s, we plan to use VERA and

VSIP to reduce and restructure our workforce through attrition gained by VERA and VSIP. The

Region will reassign the most complex work to existing higher graded positions in order to

concentrate the assignment of this work into fewer positions. When higher graded employees

leave, we plan to consolidate and reassign the higher level work to existing GS-13, GS-14 and

GS-15 positions. Based upon our modest replacement plan (one hire for every three vacancies)

we would backfill vacancies that can be filled externally at the entry-level. Hiring new

employees at the entry-level will allow Region III to more evenly balance the grade level our

workforce between the GS-13 grade level and positions established with a full promotion

potential to the GS-12 grade level. Also, it will allow us to recruit candidates with new

technology and multi-media skills needed to support a high performing organization;

Prepare the Region for organizational changes likely resulting from projected reductions in

staffing levels and associated reductions in the number of organizational levels and/or units

needed to accomplish the mission in the future. To ensure we have a sufficient pool of

applicants, we will open the buyout/early out to all the 13/14/15s listed below, whether

supervisory or nonsupervisory; and,

Reduce our workforce from 852 permanent employees to for FY 2015, while ensuring the

future hires, through a modest replacement plan (approximately one hire for every three

vacancies), have the skill set needed to meet today and tomorrow’s requirements, described

above.

2. Identify the end date for separations under VSIP and VERA.

The time period for the authorities is from the date of approval through May 16, 2014. Voluntary

separations will occur prior to April 5, 2014.

Required information for VSIP request

3. Identify the specific positions and functions to be reduced or eliminated by organizational unit,

geographical location, occupational category, grade level, and any other factors related to the

position, such as skills and knowledge gaps.

See attachments 3 and 4, which describe the workforce reshaping by occupation and by division.

4. Describe the categories of employees who will be offered VSIP by organizational unit,

geographical location, occupational category, grade level, and any other factors related to the

position such as skills or knowledge gaps, or retirement eligibility.

This should be a description of all groups of employees who will receive VSIP offers. The agency

should use categories such as position titles, occupational series, grade levels or function(s) performed

(e.g., maintenance workers, support staff, etc.). The request should also specify the geographic area(s)

where the employees are located.

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We are requesting VSIPs for 39 employees in the following administrative occupations and

grades:

Series Title Number

318 Secretary (GS 5- 11) 28

029 Environmental Protection Assistant (GS-7) 4

303 Office/Program Support Assistant (GS-6) 4

305 File Clerk (GS-5) 1

326 Office Automation (GS-6) 1

350 Equipment Operator (GS-5) 1

We are requesting VSIPs for 284 non-supervisory GS-13, 14 and 15 employees in the following

occupations and grades:

Series Title Number

028 Environmental Protection Specialist (GS-13,14,15) 49

201 Human Resources Specialist (GS-14) 1

301 Miscellaneous Program Specialist (GS-14) 3

343 Management/Program Analyst (GS-14) 2

401 Life Scientist (GS-13,14) 5

408 Ecologist (GS-13,14) 2

415 Toxicologist (GS-14) 3

457 Soil Conservationist (GS-13) 1

501 Financial Specialist (GS-14) 1

510 Accountant (GS-14) 1

560 Budget Analyst (GS-14) 1

819 Environmental Engineer (GS-13,14) 72

905 Attorney/Advisor (GS-14,15) 44

1001 Communication Specialist (GS-14) 1

1035 Public Affairs Specialist (GS-14) 1

1301 Physical Scientist (GS-13,14) 69

1315 Hydrologist (GS-13,14) 4

1320 Chemist (GS-13,14) 10

1350 Geologist (GS-13,14) 4

2210 Information Technology Specialist (GS-13,14) 9

We are requesting VSIPs for 68 supervisory GS-14 and 15 employees in the following

occupations:

Series Title Number

028 Supv. Environmental Protection Specialist 16



14

301 Facilities Administrative Officer 1









1109 Supv Grants Mgmt Specialist 1


1320 Supv Chemist 1


Attachments 1 and 2 provide a summary of employees eligible for the VERA/VSIP in targeted

occupations by Series and Grade and the maximum number of VERA/ VISP Offers that will be

accepted.

5. Identify the number of VSIPs to be paid and the maximum amount of each VSIP (up to

$25,000).

We will be offering VSIPs to 391 employees and will approve up to a total 163 VSIPs. The

maximum amount of each VSIP will be $25,000.

6. Describe how the organization will operate without the eliminated positions and functions

identified in number 1.

To address the change, Region III would like to use VSIP authorities to reduce the number of

secretarial positions and restructure the remaining positions into smaller administrative support teams.

We plan to use VERA and VSIP to reduce and restructure our workforce through attrition gained

by VERA and VSIP. The Region will reassign the most complex work to existing higher graded

positions in order to concentrate the assignment of this work into fewer positions. When higher graded

employees leave, we plan to consolidate and reassign the higher level work to existing GS-13, GS-14

and GS-15 positions. Based upon our modest replacement plan (one hire for every three vacancies) we

would backfill vacancies that can be filled externally at the entry-level. Hiring new employees at the

entry-level will allow Region III to more evenly balance the grade level of our workforce between the

GS-13 grade level and positions established with a full promotion potential to the GS-12 grade level.

Also, it will allow us to recruit candidates with new technology and multi-media skills needed to

support a high performing organization.

For the attorney positions (Series 0905) Region III will, through a modest re-hiring program,

backfill a smaller number of entry level positions, focusing on a skill set supporting multimedia

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approaches, greater use of technology in evidence gathering and communications, and more

comprehensive settlements as opposed to individual rule violations.

7. Provide a proposed organization chart showing the expected changes to the organization’s

structure after completing the VSIP plan.

This chart should show the agency (or component within the agency, if the VSIP request is for a single

component) minus the eliminated or restructured or redescribed positions (different grade, title,

function(s), etc.). In order to effectively show the meaning of this information, it would be useful to

display a current organization chart as well.

Please see Attachment 3, Workforce Reshaping by Division; and, Attachment 4, Workforce

Reshaping by Occupation.

8. If requesting, or will request, VERA, describe how that authority will be used in conjunction

with VSIP.

This discussion should explain the extent to which the agency believes it will reach its voluntary

separation goals by combining VERA with VSIP as an enticement for voluntary separation. If the

agency believes the VERA, when used with VSIP may entice certain employees to retire early to receive

a VSIP, it should provide that information and explain the anticipated, positive effect that VERA will

have on the VSIP acceptance rate.

Region III has a substantial number of employees eligible for optional retirement and an even

higher number of VERA-eligible employees. However, given our current attrition rate and the fact that

many of our optional retirement-eligible employees have continued to work years beyond retirement

eligibility, we are requesting authority to offer VERA with VSIP to supplement our number in order to

reach our goal of 163 voluntary separations.

Offering VERA with VSIP is more appealing than VERA alone and most likely will help us

achieve the voluntary separations needed to support restructuring the grade level of our workforce by

recruiting a modest number of entry-level employees with the new skills needed to support our high

performance organization.

9. If offering VSIPs under another statutory authority, describe how VSIPs are being used under

that authority.

Not applicable.

Required information for VERA request

10. Provide the anticipated effective date of the substantial delayering, reorganization, reduction in

force, transfer of function, or other workforce restructuring or reshaping described in number 1.

The projected effective date is first quarter of Fiscal Year 2015.

11. Provide the total number of permanent employees in the agency or covered component(s).

16

The U.S. EPA Region III employs 852 permanent employees.

12. Provide the total number of permanent employees in the agency or covered component(s) who

are expected to be involuntarily separated, downgraded, transferred, or reassigned as a result of

the reason(s) in number 1.

We will not be involuntarily separating, downgrading, or transferring any permanent employees.

The total number of anticipated actions resulting from the VERA/VISP is expected to be approximately

325, resulting from retirements, internal reassignments and details, and recruit actions to implement the

reshaping of our workforce, restructure the grade levels of our workforce and reduce the overall number

of positions in the Region to meet FY 2015 staff levels.

13. Provide the total number of employees in the agency or covered component(s) who are eligible

for voluntary early retirement. (Do not include employees eligible for optional retirement.)

There are currently 270 employees eligible for early retirement; 221 of these are in positions

targeted for the VERA offers.

14. Provide an estimate of the number of employees in the agency or covered component(s) who

are expected to take voluntary early retirement.

Of those employees eligible for early retirement, we will be offering VERA to 221 employees and

expect that 55 VERA eligible employees will take the VERA offer.

15. Describe the types of personnel actions anticipated as a result of the reason(s) in number 1

(e.g., reassignments, downgrades, separations) that would occur without VERA.

• Directed Reassignments

• Details

• Voluntary Separations

• Abolish and/or Reclassify Positions

• Internal and External Recruitments

Attachments:

Attachment 1: Summary of Targeted Positions by Series and Grade

Attachment 2: VERA/VISP Offers for Targeted Positions by Office and Series

Attachment 3: Workforce Reshaping by Division

Attachment 4: Workforce Reshaping by Occupation

Attachment 1 - Summary of Targeted Positions by Series/Grade

17

Administrative Positions

Series Title/Grade

Total

Onboard

Positions as

of 11/1/2013

Eligible for

Regular

Retirement as

of 3/31/14

VERA/VSIP

Eligible as

of 3/31/14

029 Environmental Protection Assistant (GS-7) 4 1 3

303 Office Assistant (OA) (GS-6),

Program Support Assistant (GS-7) 4 2 2

305 File Clerk (GS-5) 1 1 0

318 Secretary (GS-8), Secretary (OA)

(GS-5,6,7,8,9,10,11) 37 16 12

326 Office Automation Assistant (GS-6) 2 1 0

350 Copy Equipment Operator (GS-5) 1 0 1

Administrative Total 49 21 18

Non-Supervisory GS 13/14/15 Positions

Series Title/Grade

Total

Onboard

Positions as

of 11/1/2013

Eligible for

Regular

Retirement as

of 3/31/14

VERA/VSIP

Eligible as

of 3/31/14

028 Environmental Protection Specialist

(GS-13,14,15) 77 22 27

201 Human Resources Specialist (GS-14) 1 0 1

301 Program Specialist (GS-14) 4 1 2

343 Management/Program Analyst (GS-14) 2 1 1

401 Life Scientist (GS-13,14) 28 1 4

408 Ecologist (GS- 13,14) 3 1 1

415 Toxicologist (GS-14) 3 1 2

457 Soil Conservationist (GS-13) 1 1 0

501 Financial Specialist (GS-14) 1 1 0

510 Accountant (GS-14) 1 0 1

560 Budget Analyst (GS-14) 1 0 1

819 Environmental Engineer (GS-13,14) 110 29 43

905 Attorney/Advisor (GS-14,15) 71 13 31

1001 Communication Specialist (GS-14) 1 1 0

1035 Public Affairs Specialist (GS-14) 1 0 1

1301 Physical Scientist (GS-13,14) 130 31 38

1315 Hydrologist (GS-13,14) 4 3 1

1320 Chemist (GS-13,14) 16 6 4

1350 Geologist (GS-13,14) 7 0 5

2210 IT Specialist (GS-13,14) 13 5 4

Non-Supervisory GS 13/14/15 Total 475 117 167

Attachment 1 - Summary of Targeted Positions by Series/Grade

18

Supervisory Positions

Series Title/Grade

Total

Onboard

Positions as

of

11/1/2013

Eligible for

Regular

Retirement as

of 3/31/14

VERA/VSIP

Eligible as

of 3/31/14

028 Supervisory EPS (GS-14,15) 20 3 13

201 Human Resources Officer (GS-15) 1 1 0

260 Equal Employment Manager (GS-14) 1 0 1

301 Facilities Administrative Officer (GS-15) 2 0 1

340 Program Manager (GS-15) 7 4 3

343 Management and Program Analysis Officer

(GS-15) 1 1 0

401 Supervisory Life Scientist (GS-14,15) 5 0 2

505 Financial Manager (GS-15) 2 2 0

819 Supervisory Environmental Engineer

(GS-14,15) 16 7 4

905 Supervisory General Attorney (GS-15) 12 5 4

1035 Supervisory Public Affairs Specialist (GS-

14) 1 0 1

1102 Supervisory Contract Specialist(GS-15) 1 1 0

1109 Supervisory Grants Management Specialist

(GS-15) 1 1 0

1301 Supervisory Physical Scientist (GS-14,15) 14 7 5

1320 Supervisory Chemist (GS-14) 1 0 1

2210 Supervisory IT Specialist (GS-15) 2 0 1

Supervisory GS 14/15 Total 87 32 36

Grand

Totals

Administrative,

Non-Supervisory GS 13/14/15,

and Supervisory GS 14/15

611 170 221

Attachment 2 – VERA/VSIP Offers for Targeted Positions by Office and Series

19


Duty Station Title/Grade

Number

of

Positions

Targeted

Maximum #

of

VERA/VSIPs

Offers in Job

Series

Philadelphia,

PA

029 - Environmental Protection Assistant (GS-7)

303 - Office Assistant (OA) (GS-6),

Program Support Assistant (GS-7)

305 - File Clerk (GS-5)

318 - Secretary (GS-8), Secretary (OA) (GS-

5,6,7,8,9,10,11)

326 - Office Automation Assistant (GS-6)

350 - Copy Equipment Operator (GS-5)

37

(4-0029;

3-0303;

1-0305;

27-0318;

1-0326;

1-0350)

Up to 19

Annapolis, MD 318 - Secretary (OA) (GS-7,9) 1 Up to 1

Wheeling, WV 303 - Office Assistant (OA) (GS-6) 1 Up to 1


20

GS 13/14/15 Positions


Number of

Positions

Targeted

Maximum #

of

VERA/VSIP

Offers in

Job Series

Philadelphia, PA

028 - Environmental Protection Specialist

(GS-13,14,15), Supv EPS (GS-14,15)

401 - Life Scientist (GS-13,14),

Supv Life Scientist (GS-14,15)

408 - Ecologist (GS-13,14)

457 - Soil Conservationist (GS-13)

819 - Environmental Engineer (GS-13,14),

Supv Environmental Engineer (GS-14,15)

1301 - Physical Scientist (GS-13,14),

Supv Physical Scientist (GS-14,15)

212

(56 – 0028;

7 – 0401;

2 – 0408;

1 – 0457;

81 – 0819;

65 – 1301)

Up to 91

415 - Toxicologist (GS-14) 3 Up to 1

1315 - Hydrologist (GS-13,14),

1350 - Geologist (GS-13,14)

9

(4 – 1315;

5 – 1350)

Up to 2

1320 - Chemist (GS-13) 1 Up to 1

201 - Human Resources Specialist (GS-14),

Human Resources Officer (GS-15)

260 - Equal Employment Manager (GS-14)

301 - Program Specialist (GS-14),

Facilities Administrative Officer (GS-15)

340 - Program Manager (GS-15)

343 - Program Analyst (GS- 14), Management

and Program Analysis Officer (GS-15)

1001 - Communication Specialist (GS-14)

1035 - Public Affairs Specialist (GS-14),

Supv Public Affairs Specialist (GS-14)

17

(2 – 0201;

1 – 0260;

3 – 0301;

6 – 0340;

2 – 0343;

1 – 1001;

2 – 1035)

Up to 8

501 - Financial Specialist (GS-14)

505 - Financial Manager (GS-15)

510 - Accountant (GS-14)

560 - Budget Analyst (GS-14)

1102 - Supv Contract Specialist (GS-15)

1109 - Supv Grants Management Specialist

(GS-15)

7

(1 – 0501;

2 – 0505;

1 – 0510;

1 – 0560;

1 – 1102;

1 – 1109)

Up to 3

2210 - IT Specialist (GS-13,14),

Supv IT Specialist (GS-15)

10 Up to 3


21

GS 13/14/15 Positions


Number of

Positions

Targeted

Maximum #

of

VERA/VSIP

Offers in

Job Series

Annapolis, MD


(GS-13,14,15), Supv EPS (GS-15)


Supv Physical Scientist (GS-15)

8

(5 – 0028;

3 – 1301)

Up to 3


343 - Management/Program Analyst (GS-14)

2

(1 – 0340;

1 – 0343)

Up to 1

Fort Meade,

MD


(GS-13,14,15)

819 - Environmental Engineer (GS-13,14)


Supv Physical Scientist (GS-15)

10

(2 – 0028;

1 – 0819;

7 – 1301)

Up to 4

1320 - Chemist (GS-13,14), Supv Chemist

(GS-14) 10 Up to 5

301 - Program Specialist (GS-14) 1 Up to 1

Wheeling, WV


(GS-13)

819 - Environmental Engineer (GS-13)

1301 - Physical Scientist (GS-13,14)

6

(2 – 0028;

1 – 0819;

3 – 1301)

Up to 3

Richmond, VA 1301 - Physical Scientist (GS-14) 1 Up to 1

Stroudsburg, PA 1301 - Physical Scientist (GS-13) 1 Up to 1

Titusville, PA 1301 - Physical Scientist (GS-13) 1 Up to 1

Attorney Positions


Number of

Positions

Targeted

Maximum #

of

VERA/VSIP

Offers in

Job Series

Philadelphia, PA 905 - Attorney/Advisor (GS-14,15),

Supv General Attorney (GS-15) 52 Up to 12

Fort Meade, MD 905 - Attorney/Advisor (GS-14,15) 1 Up to 1

Grand Totals Administrative and GS 13/14/15 Positions 391 Up to 163

Attachment 3 – Workforce Reshaping by Division (Post VERA/VSIP)

22

Division/Office

Current Staffing Level of

Administrative and

Targeted

GS-13/14/15 Positions as

of 11/01/13

Projected

VERA/VSIP

Attrition

Projected Ceiling of

Administrative and

Targeted

GS-13/14/15 Positions

After VERA/VSIP

Air Protection Division 57 17 40

Chesapeake Bay Program

Office 23 7 16

Environmental Assessment

and Innovation Division 71 20 51

Hazardous Site Cleanup

Division 143 41 102

Land and Chemicals

Division 70 20 50

Office of Enforcement,

Compliance, and

Environmental Justice

18 5 13

Office of Policy and

Management 32 9 23

Office of Public Affairs 5 1 4

Office of Regional Counsel 87 14 73

Office of State and

Congressional Relations 4 1 3

Office of the Regional

Administrator 6 1 5

Water Protection Division 95 27 68

Grand Totals 611 163 448

Attachment 4 – Workforce Reshaping by Occupation (Post VERA/VSIP)

23


Occupation

Current

Staffing

Level

Projected

VERA/VSIP

Attrition

Projected

Ceiling

After

VERA/VSIP

0029 - Environmental Protection Assistant (GS-7),

0303 - Office Assistant (OA) (GS-6),

Program Support Assistant (GS-7),

0305 - File Clerk (GS-5),

0318 - Secretary (GS-8), Secretary (OA) (GS-

5,6,7,8,9,10,11),

0326 - Office Automation Assistant (GS-6),

0350 - Copy Equipment Operator (GS-5)

49 21 28

Attachment 4 – Workforce Reshaping by Occupation (Post VERA/VSIP)

24

Attorney Positions

Occupation

Current

Staffing

Level

Projected

VERA/VSIP

Attrition

Projected

Ceiling After

VERA/VSIP

0905, Attorney/Advisor (GS-14,15),

Supv General Attorney (GS-15) 83 13 70

Grand Totals 611 163 448

Targeted GS 13/14/15 Positions

Occupation

Current

Staffing

Level

Projected

VERA/VSIP

Attrition

Projected

Ceiling After

VERA/VSIP


(GS-13,14,15), Supv EPS (GS-14,15)

0401 - Life Scientist (GS-13,14),

Supervisory Life Scientist (GS-14,15)

0408 - Ecologist (GS-13,14)

0457 - Soil Conservationist (GS-13)

0819 - Environmental Engineer (GS-13,14),

Supv Environmental Engineer (GS-14,15)


Supv Physical Scientist (GS-14,15)

404 104 300

0415 - Toxicologist (GS-14) 3 1 2

1315 - Hydrologist (GS-14), 1350 - Geologist (GS-13,14) 11 2 9

1320 - Chemist (GS-13,14), Supv Chemist (GS-14) 17 6 11

0201 - Human Resources Specialist (GS-14),

Human Resources Officer (GS-15)

0260 - Equal Employment Manager (GS-14)

0301 - Program Specialist (GS-14),

Facilities Administrative Officer (GS-15)


0343 - Program Analyst (GS- 14), Management and

Program Analysis Officer (GS-15)

1001 - Communication Specialist (GS-14)

1035 - Public Affairs Specialist (GS-14),

Supv Public Affairs Specialist (GS-14)

22 10 12

0501 - Financial Specialist (GS-14)

0505 - Financial Manager (GS-15)

0510 - Accountant (GS-14)

0560 - Budget Analyst (GS-14)

1102 - Supv Contract Specialist (GS-15)

1109 - Supv Grants Management Specialist(GS-15)

7 3 4

2210 – IT Specialist (GS-13,14),

Supv IT Specialist (GS15) 15 3 12

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