Acquisition Career Development Program <AUTHOR> Rajeev Railan <AUTHOR_EMAIL> rajeev.railan@em.doe.gov <ORG> ME <SUMMARY> This page change will incorporate Attachment 4, PROJECT MANAGEMENT CAREER DEVELOPMENT PROGRAM MODULE, which contains requirements and responsibilities for a project manager training and certification program. <DATE_ISSUE> 07/12/2002 <DATE_CLOSE> <DATE_REVIEW> <TEXT> PROJECT MANAGEMENT CAREER DEVELOPMENT PROGRAM MODULE 1. OBJECTIVES. To establish the requirements and responsibilities for the Department of Energy (DOE) Project Management Career Development Program (PMCDP), including instituting certification, training, and development requirements for all DOE project managers with line management responsibility for DOE capital asset projects (CAPs). 2. BACKGROUND. In response to recommendations from internal DOE reports, General Accounting Office reports, and a 1999 National Research Council report, on January 17, 2001, the Deputy Secretary of Energy directed the DOE Office of Engineering and Construction Management (OECM) to establish the DOE PMCDP. This program was to define DOE project management knowledge, skills, and abilities; DOE project management training requirements; a DOE career development tracking system; and a DOE project manager certification program. The Deputy Secretary directed OECM to develop a PMCDP module to be included in DOE O 361.1, Acquisition Career Development Program, dated 11-10-99, as a component of the DOE acquisition workforce program. The PMCDP Module establishes a well-defined career path that includes certification, minimum training and continuing education (CE) requirements, and project responsibilities that are commensurate with clearly defined qualifications. 3. APPLICABILITY. a. DOE Elements. The PMCDP Module applies to all DOE Elements listed in Appendix A. b. Contractors. The requirements in the PMCDP Module do not apply to DOE contractors. c. Exclusions. This attachment does not apply to the Bonneville Power Administration.. 4. REQUIREMENTS. a. DOE project managers must attain the following certification levels before they are delegated authority for CAPs with the following total project cost (TPC) limits. Certification Level 4: TPC exceeding $400 million (M) Certification Level 3: TPC between $100M and $400M Certification Level 2: TPC between $20M and $100M Certification Level 1: TPC between $5M and $20M The TPC is an aggregate dollar value for all projects managed by the individual. Project manager positions, for projects with greater complexity, may be designated for a higher certification level than the TPC range shown above at the discretion of the field element manager with Program Secretarial Officer and OECM concurrence. b. DOE project managers must be certified according to the certification standard contained in this module and have their certifications approved by the DOE Certification Review Board (CRB). c. For qualification for PMCDP certification, DOE project managers must meet the requirements of the Project Manager Qualification Standard. d. Field element managers will approve the completion of individual competencies and requirements. e. A CRB will be established and chaired by the OECM Director and will issue all project management certifications. f. The Director of the OECM will approve project management certifications within 24 months of the effective date of DOE O 361.1. During the 24-month transition period, incumbent project managers will maintain their project management functions and authorities. This module does not have a "grandfather" provision for project management certification, and the CRB will not issue a certification based solely on the candidate's incumbency before the effective date of DOE O 361.1. Field element managers and OECM will use equivalencies as appropriate during this 24-month phase-in period. Incumbent project managers who fail to attain certification within the 24-month transition period will be ineligible for project manager promotions or lateral transfers to other project manager positions. g. The CRB will approve the project manager's certification according to the certification standard included in Appendix B of this module. The CRB must ensure education, experience, grade, training, skills and knowledge are commensurate with delegated project management authorities. OECM will issue standards and guidelines for equivalencies. h. To maintain certification, the project manager must biannually complete 60 hours of CE training. (Appendix B contains an explanation of the credit-to-hour equivalencies.) i. All candidates for PMCDP certification must have individual development plans (IDPs) that address planned training and course work, details, rotational assignments, mentor-prot‚g‚ assignments, and other developmental activities defined in this module. j. All waivers will be approved by a formal memorandum between the Director of OECM and the appropriate field element manager. 5. RESPONSIBILITIES. a. Program Secretarial Officers and field element managers. Heads of DOE elements with responsibility for CAPs will ensure their Federal project managers are certified according to this module and at the appropriate level (i.e., Level 1, 2, 3, or 4) before authority for projects is delegated to those individuals. The heads of these DOE elements will do the following. (1) Identify and select DOE project management certification candidates and identify their respective CAPs within 90 calendar days of the effective date of DOE O 361.1. (2) Select candidates based on the qualification standard in this PMCDP module and submit applications for project manager certification to the CRB for review and approval within 12 months of selection for new hires, reassignments, or promotions/advancements. (3) Direct project managers' supervisors to identify training needs for each project manager according to the requirements of this module, and budget for these recurring project management training needs on an annual basis. (4) Ensure project managers are provided the appropriate developmental assignments and experience needed to progress to higher levels of certification. (5) Ensure project managers develop and execute IDPs consistent with the training, experience, and development requirements defined in this module. (6) Ensure appropriate training and CE requirements are satisfied in a timely manner to maintain the project manager's certification. (7) Refer all incumbent project managers to the Headquarters CRB for certification within 23 months of the effective date of DOE O 361.1. (8) Approve individual competencies (requirements) and track the certification status of project managers, providing OECM with monthly updates of each project manager's project assignments, training, developmental assignments, and certification status. (9) Ensure training and certification records for project managers are accumulated and maintained in the DOE Corporate Human Resource Information System (CHRIS) and are updated monthly. (10) Ensure each project manager's training and certification records are accurate and are maintained in both the DOE CHRIS and auditable files. (11) Reassign Federal employees whose certifications are cancelled under paragraph 5c(9) of this module to duties other than the management of DOE CAPs, and cancel any incentive pay provided under paragraph 5a(15). (12) Provide certified project managers with contracting officer representative authority commensurate with their project responsibilities, and ensure they receive the required training and are formally appointed. (13) Nominate project managers as candidates for the industry rotation program sponsored by Office of Management, Budget and Evaluation, Management Services Division, as developmental assignments. (14) Establish a project management function that (a) serves as a "homeroom" for project managers; (b) assigns Level 4 mentors to Level 3 project manager candidates; (c) establishes a voluntary mentoring program for Level 1 and Level 2 project managers; (d) provides a forum for exchanging ideas, sharing lessons learned, and conducting technical presentations and workshops; (e) tracks the project manager's career path to ensure training, developmental activities, and experiences are being provided and used in a manner consistent with the PMCDP defined in this module; and (f) tracks and reports PMCDP performance measures as identified and requested by OECM. (15) Provide incentives to high performing project managers who attain certification and whole project management positions by increasing pay above current levels as follows: (a) PMCDP Level 1 5 percent of base pay; (b) PMCDP Level 2 7.5 percent of base pay; and (c) PMCDP Levels 3 and 4 10 percent of base pay. (16) Develop any required incentive pay justifications. b. Field Element Managers. In addition to responsibilities identified in paragraph 5a, field element managers will do the following. (1) Direct the field-level training managers and project management subject matter experts to determine equivalencies for Level 1 and 2 project management candidates using guidelines established by OECM. (2) Direct the field-level training managers to review the experience, education, and training of project management candidates to determine whether formal course work, training, and experience can be substituted for the education requirement in Appendix B to this module, using the standards and guidelines established by OECM. (3) Ensure PMCDP certification is used as a selective placement factor in all relevant project management vacancy announcements. (4) Conduct panel interviews for Level 1 and 2 certification as deemed necessary and appropriate. (5) Use model project manager position descriptions developed by the Office of Human Resources [paragraph 5d(6)] to the maximum extent practical. (6) Pay for Project Management Institute Project Management Professional testing fees. (7) Direct field training coordinators to track the completion of competencies and CE units via the DOE CHRIS. (8) Maintain auditable records of project manager training. (9) Issue quarterly reports on the completion status of CE units to the Director of OECM. c. Director, Office of Engineering and Construction Management. (1) Select membership to and chair the Project Manager CRB; conduct initial panel interviews and follow-up interviews, as necessary, of all Level 3 certification candidates and Level 4 certification candidates that are new DOE hires; and issue project manager certifications in accordance with Appendix B to this module. (2) Ensure all DOE CAP project managers are certified according to the requirements of the PMCDP Module. (3) As chair of the CRB (a) approve all waivers for Level 1 though Level 4 candidates and determine equivalencies for Level 3 and 4 candidates and (b) direct the CRB to review the experience, education, and training of project management candidates to determine whether course work, training, and experience can be substituted for the education requirement in Appendix B to this module. (4) Develop an annual complexwide project manager needs assessment and statistics on project manager retention rates (to support the use of retention allowances) using the CHRIS PMCDP Tracking System. (5) Maintain the PMCDP Tracking System, track the development of certified project managers, and notify project managers and their supervisors of training and developmental needs. (6) Develop, issue, and maintain PMCDP guidance and the Project Manager Qualification Standard. (7) If an incumbent project manager fails to attain approved certification in the 24-month transition period, then provide notification to the incumbent project manager and his/her supervisor that the candidate has 90 days to attain certification. If the candidate has not attained certification after the 90-day period, notify the project manager and his/her supervisor that the incumbent project manager is not certified to manage CAPs at the TPC level currently managed. (8) Review quarterly reports on CE status provided by the field element managers and provide 90-day notification to certified project managers and their supervisors of pending revocation of certification when CE requirements for maintaining certification are not met. (9) Unless extenuating circumstances such as illness or military service prevent a project manager notified under paragraph 5c(8) from remedying identified deficiencies, revoke certification after the 90-day notification period has been exceeded without appropriate remedial action, and notify the project manager's supervisor that the certification has been revoked. (10) Formerly certified project managers will be considered eligible to apply to OECM for recertification 12 months after revocation of certification. During the 12-month period, the individual must successfully complete 60 hours of training in appropriate subjects. (11) Establish, in conjunction with the Office of Management Systems and Services, formal agreements between public and private sector organizations to provide certified project managers rotational assignments and details. (12) Review and approve CE credits and preapprove training equivalencies for courses not specifically listed in the core training requirements defined in Appendix B of this module. (13) Identify certified project managers for rotational assignments and details, based on the developmental needs of the project managers. (14) Annually evaluate project management training needs and ensure appropriate training capacity is available through the Office of Human Resources Management or other sources. (15) Ensure DOE elements establish a DOE project manager homeroom system that tracks and advocates the career development of DOE Federal project managers. (16) Establish, track, and report PMCDP performance measures to the Deputy Secretary on an annual basis. (17) Assist program offices and field elements in developing any required justifications for pay incentives. (18) Manage the initial, recurring training, including prototype, for 12 to 18 months past the implementation date. (a) Ensure appropriate training that satisfies the training requirements defined in this module is available to DOE project managers. (b) Ensure priority for placement in training courses and in developmental assignments is given to incumbent project managers. (19) Work in concert with the Office of Human Resources Management to transition the training management responsibility to the Office of Training and Human Resource Development after 18 months of initial delivery from the implementation date. d. Director, Office of Human Resources. (1) Support the PMCDP through maintaining certification records, training and development needs, and project assignments on the DOE CHRIS. (2) Work in concert with OECM to transition the training management responsibility to the Office of Training and Human Resource Development after 18 months of initial delivery from the implementation date. (a) Provide continuing support for the PMCDP by ensuring appropriate training that satisfies the training requirements defined in this module is available to DOE project managers. (b) Ensure priority for placement in training courses and in developmental assignments is given to incumbent project managers. (3) Ensure PMCDP certification is used as a selective placement factor in all relevant project management vacancy announcements. (4) Ensure appropriate pay incentives are awarded for attainment of PMCDP certification in accordance with paragraph 5a(15) of this module. (5) Assist OECM, program offices, and field elements in developing any required justifications for pay incentives. (6) Develop and maintain model position descriptions for each of the four levels of PMCDP certification. e. Certified Project Managers. Maintain certifications according to requirements of the PMCDP Module, ensuring their IDPs reflect training and CE requirements and work and development requirements defined in Appendix B to this module. Appendix A DOE ORGANIZATIONS TO WHICH ATTACHMENT 4 TO DOE O 361.1 IS APPLICABLE Office of the Secretary Chief Information Officer Office of Civilian Radioactive Waste Management Office of Congressional and Intergovernmental Affairs Office of Counterintelligence Departmental Representative to the Defense Nuclear Facilities Safety Board Office of Economic Impact and Diversity Office of Energy Efficiency and Renewable Energy Energy Information Administration Office of Environment, Safety and Health Office of Environmental Management Office of Fossil Energy Office of General Counsel Office of Hearings and Appeals Office of Independent Oversight and Performance Assurance Office of the Inspector General Office of Intelligence Office of Management, Budget and Evaluation and Chief Financial Officer National Nuclear Security Administration Office of the Deputy Administrator for Defense Programs Office of the Deputy Administrator for Defense Nuclear Nonproliferation Office of the Deputy Administrator for Naval Reactors Office of Emergency Operations Office of the Associate Administrator for Facilities and Operations Office of the Associate Administrator for Management and Administration Office of Nuclear Energy, Science and Technology Office of Policy and International Affairs Office of Public Affairs Office of Science Secretary of Energy Advisory Board Office of Security Office of Worker and Community Transition Albuquerque Operations Office Nevada Operations Office Chicago Operations Office Oakland Operations Office Oak Ridge Operations Office Richland Operations Office Savannah River Operations Office Idaho Operations Office Golden Field Office Rocky Flats Field Office Ohio Field Office Southeastern Power Administration Southwestern Power Administration Western Area Power Administration . APPENDIX B: DOE PROJECT MANAGEMENT CAREER DEVELOPMENT PROGRAM I. BACKGROUND Several studies by the government and government-funded independent oversight and research organizations criticize the Department of Energy's (DOE's) ability to effectively manage major systems acquisitions and other capital asset projects. Several studies focused on the Department's lack of Federal management capabilities. A November 1996 General Accounting Office (GAO) Report, Opportunity to Improve Management of Major System Acquisitions, found the Department's history of poor project management performance derives partly from "a flawed system of incentives for DOE's employees and a lack of sufficient DOE personnel with the appropriate skills to effectively oversee contractor operations." A National Research Council (NRC) study, Improving Project Management in the U.S. Department of Energy (1999), reiterated GAO concerns with Federal management capabilities. The NRC report recommended that DOE address concerns by establishing a Department-wide training program for project managers, establishing criteria and standards for selecting and assigning project managers, and requiring that all project managers be trained and certified. In response to these studies, on January 17, 2001, the Deputy Secretary of Energy directed the Office of Engineering and Construction Management (OECM) to institute a career development program that would establish DOE project management knowledge, skills, and abilities (KSAs); training requirements; a career development tracking system; and a certification program. The Deputy Secretary directed OECM to develop a Project Management Career Development Program (PMCDP) Module to be included in DOE O 361.1, Acquisition Career Development Program, dated 11-10-99, as a component of the DOE acquisition workforce program. Promulgation of the PMCDP Module through DOE O 361.1 formally institutionalizes the PMCDP. The PMCDP includes a well-defined career path that includes certification, minimum training and continuing education (CE) requirements, and project responsibilities that are commensurate with qualifications. II. DOE PROJECT MANAGEMENT CERTIFICATION The DOE PMCDP establishes guidelines for four performance levels that define increasing project responsibility, experience, and grade. The four certification level guidelines are as follows. Level 4: Responsible for projects with Total Project Cost (TPC) exceeding $400M. Level 3: Responsible for projects with TPC between $100M and $400M. Level 2: Responsible for projects with TPC between $20M and $100M. Level 1: Responsible for projects with TPC between $5M and $20M. The TPC-based responsibility levels assigned to each of the qualification levels derive from DOE O 413.3, Program and Project Management for the Acquisition of Capital Assets, dated 10-13-00. The TPC is an aggregate dollar value of one or more projects under the project manager's authority. (Projects may be assigned higher levels of certification than listed above for a given TPC for reasons such as complexity, risk, and visibility.) The OECM has developed a detailed set of KSAs that are necessary to effectively manage projects or groups of projects with specific TPC ranges. The OECM also has developed a set of training, experience, and development requirements that are needed to gain these KSAs. This section describes the training and developmental activities necessary to attain the KSAs required at each level of certification and project responsibility. Each certified project manager must have either a bachelor of science (B.S.) degree or a 4-year degree from an accredited college or university with 24 hours of math and/or business and/or physical science courses. In addition to these certification requirements, Level 3 candidates must successfully complete DOE Certification Review Board (CRB) Panel Interviews. New DOE hires for positions requiring Level 3 or Level 4 certification must also successfully complete CRB Panel Interviews. OECM compared the content of the Project Management Institute Project Management Professional (PMP) certification requirements to the training and work and development activity requirements needed to attain the PMCDP KSAs. The PMP certification was determined to provide some equivalencies to Level 1 and 2 requirements; therefore, the PMP certification can be used to satisfy a portion of the training and work and development activity requirements for those levels. The PMP certification does not provide equivalency at Levels 3 and 4. The additional training and work and development activity requirements identified below for individuals with the PMP certification are considered to be gained through Federal government- or DOE-specific work and development activities and training. With PMP certification, there are a total of 10.5 training course requirements and 8 work and development activities identified as necessary to attain the highest level of certification. These requirements are broken out for each of the respective levels in the following certification standards. Training requirements are established in paragraph b of each of the standards (i.e., 1b, 2b, 3b, 4b). Work and development activities are established in paragraph c of each of the standards (1c, 2c, 3c, 4c). Table 1 provides a summary of the number of requirements both with and without the PMP certification. In addition to the PMP certification, a Professional Engineer (PE) or Registered Architect (RA) license provides Level 1 equivalency for a 1-year assignment as a project engineer or integrated project team (IPT) member and Level 2 equivalency for a 1-year assignment as a project engineer or IPT member on a post-Critical Decision (CD)-3 project (see DOE O 413.3) with an architecture/engineering (A/E) firm or DOE maintenance and operating (M&O) contractor. Table 1. Department of Energy Project Management Career Development Program Comparison of Training and Work/Development Requirements Project Manager Certification Level Certification Requirements With PMP* Certification Without PMP Certification Level 1 Training 2.5 5 Work/Development Activities 0 2 Level 2 Training 3 5 Work/Development Activities 3 3 Level 3 Training 3 3 Work/Development Activities 3 3 Level 4 Training 2 2 Work/Development Activities 2 2 *Project Management Institute Project Management Professional. **Example requirements for Project Managers with PMP certification. Module II of the Level 1 Project Management Course is counted as one- half (0.5). The DOE CRB, chaired by the Director of the OECM, will grant project management certification based upon the following certification requirements. 1. CERTIFICATION REQUIREMENTS FOR A LEVEL 1 PROJECT MANAGER. a. The candidate must have either a B.S. or a 4-year degree from an accredited college or university with 24 hours of math and/or business and/or science courses. b. The candidate must have documented training for the following core courses. (1) Level I Project Management Course with the following conditions: (a) Module I of the Level I Project Management Course or PMP certification and (b) Module II of the Level 1 Project Management Course, with or without the PMP. (2) Either a course on earned value management systems and project reporting or PMP certification. (3) Either a course on the Fundamentals of Contracting, contract type bid, contracting or the PMP certification. (4) Contracting Officer's Representative (COR). (5) A Course of Acquisition Strategy and Planning. c. The candidate must complete work and development activities that include the following. (1) One year of experience as a project engineer or IPT member, PMP certification, or a PE or RA license. (2) Either 3 years total experience in project management or PMP certification. 2. CERTIFICATION REQUIREMENTS FOR A LEVEL 2 PROJECT MANAGER. a. The candidate must have either a B.S. or a 4-year degree from an accredited college or university with 24 hours of math and/or business, and/or science courses and complete all the Level 1 project manager requirements. b. The candidate must have documented training for the following. (1) All of the following core courses: (a) Level 2 Project Management Course, (b) Project Management Simulation, (c) Leadership and Supervision, and (d) either PMP certification or a course on project risk management. (2) One of the following elective courses: (a) Cost and Schedule Estimating, (b) Scope Management, Baseline Development, and Work Breakdown Structure Development, (c) Value Engineering, (d) Integrated Safety Management, or (e) Federal Budget Process. c. The candidate must complete the following work and development activities: (1) one year's experience in supervision or as a team leader, (2) two year's experience as a Level 1 project manager or equivalent, and (3) one year on a post-CD-3-phase project serving as a project engineer with an A/E firm or DOE M&O contractor or a PE or RA license. 3. CERTIFICATION STANDARD FOR A LEVEL 3 PROJECT MANAGER. a. The candidate must have either a B.S. or a 4-year degree from an accredited college or university with 24 hours of math and/or business and/or science courses and have successfully completed all the Level 1 and Level 2 project manager requirements. b. The candidate must have documented training for the following subjects. (1) Program Management and Project Portfolio Analysis. (2) One of the following elective courses (Group A): (a) Operational Readiness Reviews, (b) Preproject Planning/Project Alignment, (c) Systems Engineering, or (d) NEPA and Environmental Regulations. (3) One of following elective courses (Group B): (a) Labor Management Relations, (b) Performance Based Contracting, (c) Negotiation Strategies and Techniques, or (d) Facilitation Techniques and Conflict Resolution. c. The candidate must have work and development activities that include (1) a minimum of two year's experience as a Level 2 project manager or equivalent, (2) being mentored by a Level 4 project manager for 6 months, and (3) serving for 1 year as a COR. d. The candidate must successfully complete a panel interview conducted by the CRB. 4. CERTIFICATION STANDARD FOR LEVEL 4 PROJECT MANAGER a. The candidate must have either a B.S. or a 4-year degree from an accredited college or university with 24 hours of math and/or business and/or physical science courses and have successfully completed all the Level 1, 2, and 3 project manager requirements. b. The candidate must complete the Level 4 Project Management Course and one of the following elective courses: (1) Advanced Leadership, (2) Advanced Risk Management, or (3) Strategic Planning. c. The candidate must have the following work experience and development activities: (1) two year's experience as a Level 3 project manager or equivalent and (2) one year in program management at DOE Headquarters. d. Candidates for Level 4 certification who successfully complete the panel interview for Level 3 certification do not require a panel interview to attain Level 4 certification; however, incumbents hired from outside DOE to occupy Level 4 project management vacancies must successfully complete CRB Panel Interviews. III. TRAINING REQUIREMENTS The training requirements listed in Section II of this appendix include both the core and elective course requirements for certification at each certification level. A full description of each course is provided in the PMCDP curriculum. The Office of Human Resources Management will provide training on each of the topics listed in Section II and described in the PMCDP curriculum. The project manager can also acquire training from other sources, including training provided by OECM-approved commercial vendors, site-specific training programs, and course work provided by accredited colleges and universities. Such training must be shown to be equivalent to the training requirements contained in the PMCDP curriculum and accordingly approved. Each certified project manager is required to successfully complete 60 hours of training biannually to maintain certification. Certified project managers and Level 1 candidates should fulfill the CE credit requirements/requirements necessary to progress to the next level of certification and project authority by completing the training courses listed in Section II of this appendix. Certified project managers and Level 1 candidates serving on IPTs may fulfill their training requirements and CE credits through various sources including colleges, universities, training venders, short courses, and workshops. The OECM will develop and maintain a list of training opportunities that support topics specified in Section II of this appendix. In addition to the subject areas listed in Section II, CE credits will be approved by the Director of OECM for training and education in subjects related to the management of highly technical DOE projects. These subject areas may include such topics as accounting, applied mathematics and statistics, engineering, physical sciences, hazardous material management, environmental management, maintenance management, and logistics. Certified Level 4 project managers will have fulfilled all of the training requirements listed in Section II. It is, therefore, expected that these individuals will fulfill their CE requirements through completing the electives listed in Section II, leading project management-related workshops and seminars, and serving as mentors to Level 3 certification candidates. [Level 4 project managers can maintain their certifications by serving as mentors to Level 3 candidates (serving as a mentor to a Level 3 candidate for 6 months provides 30 CE credits).] The Level 4 mentor is expected to take the Departmental mentoring course offered as part of the DOE Technical Leadership Development Program (see DOE M 426.1-1, Federal Technical Capability Manual, dated 6-5-00) and will receive CE credits in accordance with the description of CE credit assignments in Table 2. IV. INDIVIDUAL DEVELOPMENT PLANS Project managers and their supervisors are expected to know and understand the training required and developmental needs to be met to maintain certification and to progress to higher levels of certification and project authority. a. Work and Development Activities. The work and development requirements listed in Section II of this appendix consist of conducting a range of activities. The duration of these work and development activities ranges from 1 to 3 years. Project managers and their supervisors need to plan and coordinate these assignments in the project managers' individual development plans (IDPs) to ensure timely progression to higher levels of certification. b. Rotational Assignments. OECM and the Office of Management Systems and Services will establish agreements with public and private sector organizations to provide project managers with high-quality rotational assignments and details. These assignments are intended to assist project managers in completing work and development activity requirements and also as a means of acquiring a greater depth of experience outside of DOE and the Federal government. c. Mentor-Prot‚g‚ Program. A mentor-prot‚g‚ arrangement provides the prot‚g‚ with access to more experienced and senior project managers who can provide guidance and advice in informal, nonsupervisory settings. Section II of this appendix requires a Level 3 candidate to be mentored by a Level 4 project manager for 6 months. The Level 3 candidate should work with his/her supervisor and OECM to identify a Level 4 mentor and document developmental needs and mentor program plans in his/her IDP. d. Interviews. To become certified as either a Level 3 or Level 4 project manager, a new hire from outside DOE must complete a rigorous oral examination or interview by the CRB. The candidate's IDP should include plans for coordinating and scheduling interviews through OECM if the candidate is anticipating progression to Level 3. The PMCDP curriculum contains a detailed outline of KSAs and the types of information the candidate will be expected to understand during the interview process. The project manager and his/her supervisor should identify appropriate formal or informal exercises to prepare the Level 3/Level 4 candidate for the interview, including dry runs or mock interviews. This preparation should begin at least 6 months before the scheduled interviews. If the candidate does not successfully complete the CRB interview, additional developmental work and a successful second interview will be required. e. 360 Reviews. 360 reviews will be used to assess certification candidates' capabilities and developmental needs. Such feedback will be provided solely to the candidate and will be used in developing his/her IDP and in preparing for Level 3/Level 4 CRB interviews. V. CAREER PATH PROMOTIONS The Department is committed to recruiting and retaining highly qualified entry level project managers and developing and training these individuals to progress to the highest levels of certification and authority. After the PMCDP is institutionalized through implementation of DOE O 361.1 and a well-defined career path for merit-based promotions has been established, DOE elements will internally and competitively promote certified project managers to higher levels of certification and responsibilities in accordance with the requirements in DOE 3335.1C, Merit Promotions, dated 6-23-92. Table 2. Continuing Education Credit Assignments Training/Continuing Education (CE) Opportunity Description Unit DOE CE Credit Educational portions of technical meetings, conferences, workshops and seminars; DOE training; and focused training and short courses provided by commercial vendors 1 hour = 1CE hour Academic courses at accredited colleges or universities 1 semester credit 1 quarter credit = 15 CE hours 9 CE hours Audited academic courses at accredited colleges or universities 1 semester credit 1 quarter credit = = 5 CE hours 4 CE hours Presentations at workshops, conferences, and seminars 1 formal presentation = 5 CE hours Instructing at an accredited college or university 1 semester credit 1 quarter credit = = 10 CE hours 9 CE hours VI. RECRUITING AND RETAINING DOE FEDERAL PROJECT MANAGERS The Department's line management organizations have the challenge to recruit, hire, and retain high quality, skilled project managers. It is the responsibility of the program, operations, and field offices to recruit highly qualified program managers. Several incentives promulgated through Federal laws and regulations are available to enhance the Department's ability to recruit project managers. Major recruitment incentives defined and established in Office of Personnel Management (OPM) regulations include the following: recruitment bonuses, relocation bonuses, superior qualifications appointments, excepted service hiring authority, dual compensation restriction waivers, and travel (relocation) expenses. Line management organizations, to the extent practicable, will use these incentives and flexible hiring tools to hire high quality project managers who would otherwise decline Federal service for the commercial sector. Important retention incentives promulgated in OPM regulations include the following: retention allowances, relocation bonuses, agency awards, and quality step awards. The use and applicability of these important tools is summarized in DOE G 426.1-1, Recruiting, Hiring, and Retaining High-Quality Technical Staff; a Manager's Guide to Administrative Flexibilities, dated 12-10-98.

DOE O 361.1 Chg 2 Draft 361.1 Acquisition Career Development Program <AUTHOR> Rajeev Railan <AUTHOR_EMAIL> rajeev.railan@em.doe.gov <ORG> ME <SUMMARY> This page change will incorporate Attachment 4, PROJECT MANAGEMENT CAREER DEVELOPMENT PROGRAM MODULE, which contains requirements and responsibilities for a project manager training and certification program. <DATE_ISSUE> 07/12/2002 <DATE_CLOSE> <DATE_REVIEW> <TEXT> PROJECT MANAGEMENT CAREER DEVELOPMENT PROGRAM MODULE 1. OBJECTIVES. To establish the requirements and responsibilities for the Department of Energy (DOE) Project Management Career Development Program (PMCDP), including instituting certification, training, and development requirements for all DOE project managers with line management responsibility for DOE capital asset projects (CAPs). 2. BACKGROUND. In response to recommendations from internal DOE reports, General Accounting Office reports, and a 1999 National Research Council report, on January 17, 2001, the Deputy Secretary of Energy directed the DOE Office of Engineering and Construction Management (OECM) to establish the DOE PMCDP. This program was to define DOE project management knowledge, skills, and abilities; DOE project management training requirements; a DOE career development tracking system; and a DOE project manager certification program. The Deputy Secretary directed OECM to develop a PMCDP module to be included in DOE O 361.1, Acquisition Career Development Program, dated 11-10-99, as a component of the DOE acquisition workforce program. The PMCDP Module establishes a well-defined career path that includes certification, minimum training and continuing education (CE) requirements, and project responsibilities that are commensurate with clearly defined qualifications. 3. APPLICABILITY. a. DOE Elements. The PMCDP Module applies to all DOE Elements listed in Appendix A. b. Contractors. The requirements in the PMCDP Module do not apply to DOE contractors. c. Exclusions. This attachment does not apply to the Bonneville Power Administration.. 4. REQUIREMENTS. a. DOE project managers must attain the following certification levels before they are delegated authority for CAPs with the following total project cost (TPC) limits. Certification Level 4: TPC exceeding $400 million (M) Certification Level 3: TPC between $100M and $400M Certification Level 2: TPC between $20M and $100M Certification Level 1: TPC between $5M and $20M The TPC is an aggregate dollar value for all projects managed by the individual. Project manager positions, for projects with greater complexity, may be designated for a higher certification level than the TPC range shown above at the discretion of the field element manager with Program Secretarial Officer and OECM concurrence. b. DOE project managers must be certified according to the certification standard contained in this module and have their certifications approved by the DOE Certification Review Board (CRB). c. For qualification for PMCDP certification, DOE project managers must meet the requirements of the Project Manager Qualification Standard. d. Field element managers will approve the completion of individual competencies and requirements. e. A CRB will be established and chaired by the OECM Director and will issue all project management certifications. f. The Director of the OECM will approve project management certifications within 24 months of the effective date of DOE O 361.1. During the 24-month transition period, incumbent project managers will maintain their project management functions and authorities. This module does not have a "grandfather" provision for project management certification, and the CRB will not issue a certification based solely on the candidate's incumbency before the effective date of DOE O 361.1. Field element managers and OECM will use equivalencies as appropriate during this 24-month phase-in period. Incumbent project managers who fail to attain certification within the 24-month transition period will be ineligible for project manager promotions or lateral transfers to other project manager positions. g. The CRB will approve the project manager's certification according to the certification standard included in Appendix B of this module. The CRB must ensure education, experience, grade, training, skills and knowledge are commensurate with delegated project management authorities. OECM will issue standards and guidelines for equivalencies. h. To maintain certification, the project manager must biannually complete 60 hours of CE training. (Appendix B contains an explanation of the credit-to-hour equivalencies.) i. All candidates for PMCDP certification must have individual development plans (IDPs) that address planned training and course work, details, rotational assignments, mentor-prot‚g‚ assignments, and other developmental activities defined in this module. j. All waivers will be approved by a formal memorandum between the Director of OECM and the appropriate field element manager. 5. RESPONSIBILITIES. a. Program Secretarial Officers and field element managers. Heads of DOE elements with responsibility for CAPs will ensure their Federal project managers are certified according to this module and at the appropriate level (i.e., Level 1, 2, 3, or 4) before authority for projects is delegated to those individuals. The heads of these DOE elements will do the following. (1) Identify and select DOE project management certification candidates and identify their respective CAPs within 90 calendar days of the effective date of DOE O 361.1. (2) Select candidates based on the qualification standard in this PMCDP module and submit applications for project manager certification to the CRB for review and approval within 12 months of selection for new hires, reassignments, or promotions/advancements. (3) Direct project managers' supervisors to identify training needs for each project manager according to the requirements of this module, and budget for these recurring project management training needs on an annual basis. (4) Ensure project managers are provided the appropriate developmental assignments and experience needed to progress to higher levels of certification. (5) Ensure project managers develop and execute IDPs consistent with the training, experience, and development requirements defined in this module. (6) Ensure appropriate training and CE requirements are satisfied in a timely manner to maintain the project manager's certification. (7) Refer all incumbent project managers to the Headquarters CRB for certification within 23 months of the effective date of DOE O 361.1. (8) Approve individual competencies (requirements) and track the certification status of project managers, providing OECM with monthly updates of each project manager's project assignments, training, developmental assignments, and certification status. (9) Ensure training and certification records for project managers are accumulated and maintained in the DOE Corporate Human Resource Information System (CHRIS) and are updated monthly. (10) Ensure each project manager's training and certification records are accurate and are maintained in both the DOE CHRIS and auditable files. (11) Reassign Federal employees whose certifications are cancelled under paragraph 5c(9) of this module to duties other than the management of DOE CAPs, and cancel any incentive pay provided under paragraph 5a(15). (12) Provide certified project managers with contracting officer representative authority commensurate with their project responsibilities, and ensure they receive the required training and are formally appointed. (13) Nominate project managers as candidates for the industry rotation program sponsored by Office of Management, Budget and Evaluation, Management Services Division, as developmental assignments. (14) Establish a project management function that (a) serves as a "homeroom" for project managers; (b) assigns Level 4 mentors to Level 3 project manager candidates; (c) establishes a voluntary mentoring program for Level 1 and Level 2 project managers; (d) provides a forum for exchanging ideas, sharing lessons learned, and conducting technical presentations and workshops; (e) tracks the project manager's career path to ensure training, developmental activities, and experiences are being provided and used in a manner consistent with the PMCDP defined in this module; and (f) tracks and reports PMCDP performance measures as identified and requested by OECM. (15) Provide incentives to high performing project managers who attain certification and whole project management positions by increasing pay above current levels as follows: (a) PMCDP Level 1 5 percent of base pay; (b) PMCDP Level 2 7.5 percent of base pay; and (c) PMCDP Levels 3 and 4 10 percent of base pay. (16) Develop any required incentive pay justifications. b. Field Element Managers. In addition to responsibilities identified in paragraph 5a, field element managers will do the following. (1) Direct the field-level training managers and project management subject matter experts to determine equivalencies for Level 1 and 2 project management candidates using guidelines established by OECM. (2) Direct the field-level training managers to review the experience, education, and training of project management candidates to determine whether formal course work, training, and experience can be substituted for the education requirement in Appendix B to this module, using the standards and guidelines established by OECM. (3) Ensure PMCDP certification is used as a selective placement factor in all relevant project management vacancy announcements. (4) Conduct panel interviews for Level 1 and 2 certification as deemed necessary and appropriate. (5) Use model project manager position descriptions developed by the Office of Human Resources [paragraph 5d(6)] to the maximum extent practical. (6) Pay for Project Management Institute Project Management Professional testing fees. (7) Direct field training coordinators to track the completion of competencies and CE units via the DOE CHRIS. (8) Maintain auditable records of project manager training. (9) Issue quarterly reports on the completion status of CE units to the Director of OECM. c. Director, Office of Engineering and Construction Management. (1) Select membership to and chair the Project Manager CRB; conduct initial panel interviews and follow-up interviews, as necessary, of all Level 3 certification candidates and Level 4 certification candidates that are new DOE hires; and issue project manager certifications in accordance with Appendix B to this module. (2) Ensure all DOE CAP project managers are certified according to the requirements of the PMCDP Module. (3) As chair of the CRB (a) approve all waivers for Level 1 though Level 4 candidates and determine equivalencies for Level 3 and 4 candidates and (b) direct the CRB to review the experience, education, and training of project management candidates to determine whether course work, training, and experience can be substituted for the education requirement in Appendix B to this module. (4) Develop an annual complexwide project manager needs assessment and statistics on project manager retention rates (to support the use of retention allowances) using the CHRIS PMCDP Tracking System. (5) Maintain the PMCDP Tracking System, track the development of certified project managers, and notify project managers and their supervisors of training and developmental needs. (6) Develop, issue, and maintain PMCDP guidance and the Project Manager Qualification Standard. (7) If an incumbent project manager fails to attain approved certification in the 24-month transition period, then provide notification to the incumbent project manager and his/her supervisor that the candidate has 90 days to attain certification. If the candidate has not attained certification after the 90-day period, notify the project manager and his/her supervisor that the incumbent project manager is not certified to manage CAPs at the TPC level currently managed. (8) Review quarterly reports on CE status provided by the field element managers and provide 90-day notification to certified project managers and their supervisors of pending revocation of certification when CE requirements for maintaining certification are not met. (9) Unless extenuating circumstances such as illness or military service prevent a project manager notified under paragraph 5c(8) from remedying identified deficiencies, revoke certification after the 90-day notification period has been exceeded without appropriate remedial action, and notify the project manager's supervisor that the certification has been revoked. (10) Formerly certified project managers will be considered eligible to apply to OECM for recertification 12 months after revocation of certification. During the 12-month period, the individual must successfully complete 60 hours of training in appropriate subjects. (11) Establish, in conjunction with the Office of Management Systems and Services, formal agreements between public and private sector organizations to provide certified project managers rotational assignments and details. (12) Review and approve CE credits and preapprove training equivalencies for courses not specifically listed in the core training requirements defined in Appendix B of this module. (13) Identify certified project managers for rotational assignments and details, based on the developmental needs of the project managers. (14) Annually evaluate project management training needs and ensure appropriate training capacity is available through the Office of Human Resources Management or other sources. (15) Ensure DOE elements establish a DOE project manager homeroom system that tracks and advocates the career development of DOE Federal project managers. (16) Establish, track, and report PMCDP performance measures to the Deputy Secretary on an annual basis. (17) Assist program offices and field elements in developing any required justifications for pay incentives. (18) Manage the initial, recurring training, including prototype, for 12 to 18 months past the implementation date. (a) Ensure appropriate training that satisfies the training requirements defined in this module is available to DOE project managers. (b) Ensure priority for placement in training courses and in developmental assignments is given to incumbent project managers. (19) Work in concert with the Office of Human Resources Management to transition the training management responsibility to the Office of Training and Human Resource Development after 18 months of initial delivery from the implementation date. d. Director, Office of Human Resources. (1) Support the PMCDP through maintaining certification records, training and development needs, and project assignments on the DOE CHRIS. (2) Work in concert with OECM to transition the training management responsibility to the Office of Training and Human Resource Development after 18 months of initial delivery from the implementation date. (a) Provide continuing support for the PMCDP by ensuring appropriate training that satisfies the training requirements defined in this module is available to DOE project managers. (b) Ensure priority for placement in training courses and in developmental assignments is given to incumbent project managers. (3) Ensure PMCDP certification is used as a selective placement factor in all relevant project management vacancy announcements. (4) Ensure appropriate pay incentives are awarded for attainment of PMCDP certification in accordance with paragraph 5a(15) of this module. (5) Assist OECM, program offices, and field elements in developing any required justifications for pay incentives. (6) Develop and maintain model position descriptions for each of the four levels of PMCDP certification. e. Certified Project Managers. Maintain certifications according to requirements of the PMCDP Module, ensuring their IDPs reflect training and CE requirements and work and development requirements defined in Appendix B to this module. Appendix A DOE ORGANIZATIONS TO WHICH ATTACHMENT 4 TO DOE O 361.1 IS APPLICABLE Office of the Secretary Chief Information Officer Office of Civilian Radioactive Waste Management Office of Congressional and Intergovernmental Affairs Office of Counterintelligence Departmental Representative to the Defense Nuclear Facilities Safety Board Office of Economic Impact and Diversity Office of Energy Efficiency and Renewable Energy Energy Information Administration Office of Environment, Safety and Health Office of Environmental Management Office of Fossil Energy Office of General Counsel Office of Hearings and Appeals Office of Independent Oversight and Performance Assurance Office of the Inspector General Office of Intelligence Office of Management, Budget and Evaluation and Chief Financial Officer National Nuclear Security Administration Office of the Deputy Administrator for Defense Programs Office of the Deputy Administrator for Defense Nuclear Nonproliferation Office of the Deputy Administrator for Naval Reactors Office of Emergency Operations Office of the Associate Administrator for Facilities and Operations Office of the Associate Administrator for Management and Administration Office of Nuclear Energy, Science and Technology Office of Policy and International Affairs Office of Public Affairs Office of Science Secretary of Energy Advisory Board Office of Security Office of Worker and Community Transition Albuquerque Operations Office Nevada Operations Office Chicago Operations Office Oakland Operations Office Oak Ridge Operations Office Richland Operations Office Savannah River Operations Office Idaho Operations Office Golden Field Office Rocky Flats Field Office Ohio Field Office Southeastern Power Administration Southwestern Power Administration Western Area Power Administration . APPENDIX B: DOE PROJECT MANAGEMENT CAREER DEVELOPMENT PROGRAM I. BACKGROUND Several studies by the government and government-funded independent oversight and research organizations criticize the Department of Energy's (DOE's) ability to effectively manage major systems acquisitions and other capital asset projects. Several studies focused on the Department's lack of Federal management capabilities. A November 1996 General Accounting Office (GAO) Report, Opportunity to Improve Management of Major System Acquisitions, found the Department's history of poor project management performance derives partly from "a flawed system of incentives for DOE's employees and a lack of sufficient DOE personnel with the appropriate skills to effectively oversee contractor operations." A National Research Council (NRC) study, Improving Project Management in the U.S. Department of Energy (1999), reiterated GAO concerns with Federal management capabilities. The NRC report recommended that DOE address concerns by establishing a Department-wide training program for project managers, establishing criteria and standards for selecting and assigning project managers, and requiring that all project managers be trained and certified. In response to these studies, on January 17, 2001, the Deputy Secretary of Energy directed the Office of Engineering and Construction Management (OECM) to institute a career development program that would establish DOE project management knowledge, skills, and abilities (KSAs); training requirements; a career development tracking system; and a certification program. The Deputy Secretary directed OECM to develop a Project Management Career Development Program (PMCDP) Module to be included in DOE O 361.1, Acquisition Career Development Program, dated 11-10-99, as a component of the DOE acquisition workforce program. Promulgation of the PMCDP Module through DOE O 361.1 formally institutionalizes the PMCDP. The PMCDP includes a well-defined career path that includes certification, minimum training and continuing education (CE) requirements, and project responsibilities that are commensurate with qualifications. II. DOE PROJECT MANAGEMENT CERTIFICATION The DOE PMCDP establishes guidelines for four performance levels that define increasing project responsibility, experience, and grade. The four certification level guidelines are as follows. Level 4: Responsible for projects with Total Project Cost (TPC) exceeding $400M. Level 3: Responsible for projects with TPC between $100M and $400M. Level 2: Responsible for projects with TPC between $20M and $100M. Level 1: Responsible for projects with TPC between $5M and $20M. The TPC-based responsibility levels assigned to each of the qualification levels derive from DOE O 413.3, Program and Project Management for the Acquisition of Capital Assets, dated 10-13-00. The TPC is an aggregate dollar value of one or more projects under the project manager's authority. (Projects may be assigned higher levels of certification than listed above for a given TPC for reasons such as complexity, risk, and visibility.) The OECM has developed a detailed set of KSAs that are necessary to effectively manage projects or groups of projects with specific TPC ranges. The OECM also has developed a set of training, experience, and development requirements that are needed to gain these KSAs. This section describes the training and developmental activities necessary to attain the KSAs required at each level of certification and project responsibility. Each certified project manager must have either a bachelor of science (B.S.) degree or a 4-year degree from an accredited college or university with 24 hours of math and/or business and/or physical science courses. In addition to these certification requirements, Level 3 candidates must successfully complete DOE Certification Review Board (CRB) Panel Interviews. New DOE hires for positions requiring Level 3 or Level 4 certification must also successfully complete CRB Panel Interviews. OECM compared the content of the Project Management Institute Project Management Professional (PMP) certification requirements to the training and work and development activity requirements needed to attain the PMCDP KSAs. The PMP certification was determined to provide some equivalencies to Level 1 and 2 requirements; therefore, the PMP certification can be used to satisfy a portion of the training and work and development activity requirements for those levels. The PMP certification does not provide equivalency at Levels 3 and 4. The additional training and work and development activity requirements identified below for individuals with the PMP certification are considered to be gained through Federal government- or DOE-specific work and development activities and training. With PMP certification, there are a total of 10.5 training course requirements and 8 work and development activities identified as necessary to attain the highest level of certification. These requirements are broken out for each of the respective levels in the following certification standards. Training requirements are established in paragraph b of each of the standards (i.e., 1b, 2b, 3b, 4b). Work and development activities are established in paragraph c of each of the standards (1c, 2c, 3c, 4c). Table 1 provides a summary of the number of requirements both with and without the PMP certification. In addition to the PMP certification, a Professional Engineer (PE) or Registered Architect (RA) license provides Level 1 equivalency for a 1-year assignment as a project engineer or integrated project team (IPT) member and Level 2 equivalency for a 1-year assignment as a project engineer or IPT member on a post-Critical Decision (CD)-3 project (see DOE O 413.3) with an architecture/engineering (A/E) firm or DOE maintenance and operating (M&O) contractor. Table 1. Department of Energy Project Management Career Development Program Comparison of Training and Work/Development Requirements Project Manager Certification Level Certification Requirements With PMP* Certification Without PMP Certification Level 1 Training 2.5 5 Work/Development Activities 0 2 Level 2 Training 3 5 Work/Development Activities 3 3 Level 3 Training 3 3 Work/Development Activities 3 3 Level 4 Training 2 2 Work/Development Activities 2 2 *Project Management Institute Project Management Professional. **Example requirements for Project Managers with PMP certification. Module II of the Level 1 Project Management Course is counted as one- half (0.5). The DOE CRB, chaired by the Director of the OECM, will grant project management certification based upon the following certification requirements. 1. CERTIFICATION REQUIREMENTS FOR A LEVEL 1 PROJECT MANAGER. a. The candidate must have either a B.S. or a 4-year degree from an accredited college or university with 24 hours of math and/or business and/or science courses. b. The candidate must have documented training for the following core courses. (1) Level I Project Management Course with the following conditions: (a) Module I of the Level I Project Management Course or PMP certification and (b) Module II of the Level 1 Project Management Course, with or without the PMP. (2) Either a course on earned value management systems and project reporting or PMP certification. (3) Either a course on the Fundamentals of Contracting, contract type bid, contracting or the PMP certification. (4) Contracting Officer's Representative (COR). (5) A Course of Acquisition Strategy and Planning. c. The candidate must complete work and development activities that include the following. (1) One year of experience as a project engineer or IPT member, PMP certification, or a PE or RA license. (2) Either 3 years total experience in project management or PMP certification. 2. CERTIFICATION REQUIREMENTS FOR A LEVEL 2 PROJECT MANAGER. a. The candidate must have either a B.S. or a 4-year degree from an accredited college or university with 24 hours of math and/or business, and/or science courses and complete all the Level 1 project manager requirements. b. The candidate must have documented training for the following. (1) All of the following core courses: (a) Level 2 Project Management Course, (b) Project Management Simulation, (c) Leadership and Supervision, and (d) either PMP certification or a course on project risk management. (2) One of the following elective courses: (a) Cost and Schedule Estimating, (b) Scope Management, Baseline Development, and Work Breakdown Structure Development, (c) Value Engineering, (d) Integrated Safety Management, or (e) Federal Budget Process. c. The candidate must complete the following work and development activities: (1) one year's experience in supervision or as a team leader, (2) two year's experience as a Level 1 project manager or equivalent, and (3) one year on a post-CD-3-phase project serving as a project engineer with an A/E firm or DOE M&O contractor or a PE or RA license. 3. CERTIFICATION STANDARD FOR A LEVEL 3 PROJECT MANAGER. a. The candidate must have either a B.S. or a 4-year degree from an accredited college or university with 24 hours of math and/or business and/or science courses and have successfully completed all the Level 1 and Level 2 project manager requirements. b. The candidate must have documented training for the following subjects. (1) Program Management and Project Portfolio Analysis. (2) One of the following elective courses (Group A): (a) Operational Readiness Reviews, (b) Preproject Planning/Project Alignment, (c) Systems Engineering, or (d) NEPA and Environmental Regulations. (3) One of following elective courses (Group B): (a) Labor Management Relations, (b) Performance Based Contracting, (c) Negotiation Strategies and Techniques, or (d) Facilitation Techniques and Conflict Resolution. c. The candidate must have work and development activities that include (1) a minimum of two year's experience as a Level 2 project manager or equivalent, (2) being mentored by a Level 4 project manager for 6 months, and (3) serving for 1 year as a COR. d. The candidate must successfully complete a panel interview conducted by the CRB. 4. CERTIFICATION STANDARD FOR LEVEL 4 PROJECT MANAGER a. The candidate must have either a B.S. or a 4-year degree from an accredited college or university with 24 hours of math and/or business and/or physical science courses and have successfully completed all the Level 1, 2, and 3 project manager requirements. b. The candidate must complete the Level 4 Project Management Course and one of the following elective courses: (1) Advanced Leadership, (2) Advanced Risk Management, or (3) Strategic Planning. c. The candidate must have the following work experience and development activities: (1) two year's experience as a Level 3 project manager or equivalent and (2) one year in program management at DOE Headquarters. d. Candidates for Level 4 certification who successfully complete the panel interview for Level 3 certification do not require a panel interview to attain Level 4 certification; however, incumbents hired from outside DOE to occupy Level 4 project management vacancies must successfully complete CRB Panel Interviews. III. TRAINING REQUIREMENTS The training requirements listed in Section II of this appendix include both the core and elective course requirements for certification at each certification level. A full description of each course is provided in the PMCDP curriculum. The Office of Human Resources Management will provide training on each of the topics listed in Section II and described in the PMCDP curriculum. The project manager can also acquire training from other sources, including training provided by OECM-approved commercial vendors, site-specific training programs, and course work provided by accredited colleges and universities. Such training must be shown to be equivalent to the training requirements contained in the PMCDP curriculum and accordingly approved. Each certified project manager is required to successfully complete 60 hours of training biannually to maintain certification. Certified project managers and Level 1 candidates should fulfill the CE credit requirements/requirements necessary to progress to the next level of certification and project authority by completing the training courses listed in Section II of this appendix. Certified project managers and Level 1 candidates serving on IPTs may fulfill their training requirements and CE credits through various sources including colleges, universities, training venders, short courses, and workshops. The OECM will develop and maintain a list of training opportunities that support topics specified in Section II of this appendix. In addition to the subject areas listed in Section II, CE credits will be approved by the Director of OECM for training and education in subjects related to the management of highly technical DOE projects. These subject areas may include such topics as accounting, applied mathematics and statistics, engineering, physical sciences, hazardous material management, environmental management, maintenance management, and logistics. Certified Level 4 project managers will have fulfilled all of the training requirements listed in Section II. It is, therefore, expected that these individuals will fulfill their CE requirements through completing the electives listed in Section II, leading project management-related workshops and seminars, and serving as mentors to Level 3 certification candidates. [Level 4 project managers can maintain their certifications by serving as mentors to Level 3 candidates (serving as a mentor to a Level 3 candidate for 6 months provides 30 CE credits).] The Level 4 mentor is expected to take the Departmental mentoring course offered as part of the DOE Technical Leadership Development Program (see DOE M 426.1-1, Federal Technical Capability Manual, dated 6-5-00) and will receive CE credits in accordance with the description of CE credit assignments in Table 2. IV. INDIVIDUAL DEVELOPMENT PLANS Project managers and their supervisors are expected to know and understand the training required and developmental needs to be met to maintain certification and to progress to higher levels of certification and project authority. a. Work and Development Activities. The work and development requirements listed in Section II of this appendix consist of conducting a range of activities. The duration of these work and development activities ranges from 1 to 3 years. Project managers and their supervisors need to plan and coordinate these assignments in the project managers' individual development plans (IDPs) to ensure timely progression to higher levels of certification. b. Rotational Assignments. OECM and the Office of Management Systems and Services will establish agreements with public and private sector organizations to provide project managers with high-quality rotational assignments and details. These assignments are intended to assist project managers in completing work and development activity requirements and also as a means of acquiring a greater depth of experience outside of DOE and the Federal government. c. Mentor-Prot‚g‚ Program. A mentor-prot‚g‚ arrangement provides the prot‚g‚ with access to more experienced and senior project managers who can provide guidance and advice in informal, nonsupervisory settings. Section II of this appendix requires a Level 3 candidate to be mentored by a Level 4 project manager for 6 months. The Level 3 candidate should work with his/her supervisor and OECM to identify a Level 4 mentor and document developmental needs and mentor program plans in his/her IDP. d. Interviews. To become certified as either a Level 3 or Level 4 project manager, a new hire from outside DOE must complete a rigorous oral examination or interview by the CRB. The candidate's IDP should include plans for coordinating and scheduling interviews through OECM if the candidate is anticipating progression to Level 3. The PMCDP curriculum contains a detailed outline of KSAs and the types of information the candidate will be expected to understand during the interview process. The project manager and his/her supervisor should identify appropriate formal or informal exercises to prepare the Level 3/Level 4 candidate for the interview, including dry runs or mock interviews. This preparation should begin at least 6 months before the scheduled interviews. If the candidate does not successfully complete the CRB interview, additional developmental work and a successful second interview will be required. e. 360 Reviews. 360 reviews will be used to assess certification candidates' capabilities and developmental needs. Such feedback will be provided solely to the candidate and will be used in developing his/her IDP and in preparing for Level 3/Level 4 CRB interviews. V. CAREER PATH PROMOTIONS The Department is committed to recruiting and retaining highly qualified entry level project managers and developing and training these individuals to progress to the highest levels of certification and authority. After the PMCDP is institutionalized through implementation of DOE O 361.1 and a well-defined career path for merit-based promotions has been established, DOE elements will internally and competitively promote certified project managers to higher levels of certification and responsibilities in accordance with the requirements in DOE 3335.1C, Merit Promotions, dated 6-23-92. Table 2. Continuing Education Credit Assignments Training/Continuing Education (CE) Opportunity Description Unit DOE CE Credit Educational portions of technical meetings, conferences, workshops and seminars; DOE training; and focused training and short courses provided by commercial vendors 1 hour = 1CE hour Academic courses at accredited colleges or universities 1 semester credit 1 quarter credit = 15 CE hours 9 CE hours Audited academic courses at accredited colleges or universities 1 semester credit 1 quarter credit = = 5 CE hours 4 CE hours Presentations at workshops, conferences, and seminars 1 formal presentation = 5 CE hours Instructing at an accredited college or university 1 semester credit 1 quarter credit = = 10 CE hours 9 CE hours VI. RECRUITING AND RETAINING DOE FEDERAL PROJECT MANAGERS The Department's line management organizations have the challenge to recruit, hire, and retain high quality, skilled project managers. It is the responsibility of the program, operations, and field offices to recruit highly qualified program managers. Several incentives promulgated through Federal laws and regulations are available to enhance the Department's ability to recruit project managers. Major recruitment incentives defined and established in Office of Personnel Management (OPM) regulations include the following: recruitment bonuses, relocation bonuses, superior qualifications appointments, excepted service hiring authority, dual compensation restriction waivers, and travel (relocation) expenses. Line management organizations, to the extent practicable, will use these incentives and flexible hiring tools to hire high quality project managers who would otherwise decline Federal service for the commercial sector. Important retention incentives promulgated in OPM regulations include the following: retention allowances, relocation bonuses, agency awards, and quality step awards. The use and applicability of these important tools is summarized in DOE G 426.1-1, Recruiting, Hiring, and Retaining High-Quality Technical Staff; a Manager's Guide to Administrative Flexibilities, dated 12-10-98.