Position Classification Flysheet for Program Management Series, 0340

Program Management Series, 0340 May 2019

U.S. Office of Personnel Management 1

Position Classification Flysheet for

Program Management Series, 0340

TABLE OF CONTENTS

INTRODUCTION………………………………………………………………………………..

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COVERAGE 2

ESTABLISHING THE OCCUPATIONAL SERIES AND STANDARD 2

GENERAL SERIES DETERMINATION GUIDELINES… 3

OFFICIAL TITLING PROVISIONS 4

PROGRAM MANAGEMENT SERIES, 0340 5

IMPACT OF AUTOMATION 7

ADDITIONAL OCCUPATIONAL CONSIDERATIONS 8

CROSSWALK TO THE STANDARD OCCUPATIONAL CLASSIFICATION 10

GRADING INSTRUCTIONS 11

APPENDIX A – HISTORICAL RECORD AND EXPLANATORY MATERIAL 12

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INTRODUCTION

This position classification flysheet updates the Program Management Series, 0340, and

provides the series definition and titling instructions. In the General Schedule position

classification system established under chapter 51 of title 5, United States Code, the positions

addressed here would be two-grade interval positions at the grade GS-13 and above.

The term “General Schedule” or “GS” denotes the major position classification system and pay

structure for white collar work in the Federal Government. Agencies that are no longer subject

to chapter 51 have replaced the GS pay plan indicator with agency-unique pay plan indicators.

For that reason, reference to General Schedule or GS has been omitted from this flysheet.

COVERAGE

This position classification flysheet covers the following occupational series: Program

Management Series, 0340.

ESTABLISHING THE OCCUPATIONAL SERIES AND STANDARD

Issuance of this flysheet updates this occupational series as described in the following table. The

table also indicates how to classify work covered by this series.

New/Previous Series

or Guidance

Action Taken/How to Classify

Work Previously Covered

Program Management

Series

0340

 Refer to the Administrative Analysis Grade

Evaluation Guide and/or other related guides,

for grading criteria for positions within this

series.

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GENERAL SERIES DETERMINATION GUIDELINES

Determining the correct series for a position is usually apparent by reviewing its assigned duties

and responsibilities and then comparing them to the series definitions and general occupational

information the classification flysheet or standard provides. Generally, the classifier decides on

the series for a position based on the primary work of the position, the highest level of work

performed, and the paramount knowledge required to do the work of the position. In some

situations, however, following this guidance may present difficulties.

When the work of a position matches more than one occupation, then use the following

guidelines to determine the appropriate series for classification purposes.

 Paramount knowledge required. Although there may be several different kinds of

work in the position, most positions will have a paramount knowledge requirement. The

paramount knowledge is the most important type of subject matter knowledge or

experience required to do the work.

 Reason for existence. The primary purpose of the position or management’s intent in

establishing the position is a positive indicator for determining the appropriate series.

 Organizational mission and/or function. Positions generally align with the mission

and function of the organization to which they are assigned. The organization’s function

is often mirrored in the organizational title and may influence the appropriate series.

 Recruitment source. Supervisors and managers can help by identifying the occupational

series that provides the best qualified applicants to do the work. This is closely related to

the paramount knowledge required.

The Additional Occupational Considerations section of this flysheet provides examples where

the work may involve applying related knowledge and skills, but not to the extent that it warrants

classification to this occupation.

For further guidance, refer to The Classifier’s Handbook.

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Official Titling Provisions

Title 5, United States Code, requires the U.S. Office of Personnel Management (OPM) to

establish authorized official position titles to include a basic title may be appended with one or

more prefixes and/or suffixes. Agencies must use the official position titles for human

resources management, budget, and fiscal purposes. Instructions for assigning official position

titles are provided in this section.

Supervisors and Leaders

Add the prefix “Supervisory” to the basic title when the agency classifies the position as

supervisory. If the position is covered by the General Schedule, refer to the General Schedule

Supervisory Guide for additional titling information.

Titles such as Officer (e.g., Accounting Officer, Budget Officer), Administrator, or Manager

(e.g., Budget Manager) may be substituted to denote a level of responsibility which

inherently includes supervisor (Introduction to Position Classification Standards, p 15). Do

not use the prefix, “Supervisory" in conjunction with this title, although the position may

satisfy the definition of "supervisor" in the General Schedule Supervisory Guide.

Add the prefix “Lead” to the basic title when the agency classifies the position as leader. If the

position is covered by the General Schedule, refer to the General Schedule Leader Grade

Evaluation Guide for additional titling information.

Specialty or Parenthetical Titles

Specialty titles are typically displayed in parentheses and referred to as parenthetical titles.

Agencies may supplement the authorized titles with agency established parenthetical titles if

necessary for recruitment or other human resources needs.

Organizational Titles

Organizational and functional titles do not replace, but rather complement, official position

titles. Agencies may establish organizational and functional titles for internal administration,

public convenience, program management, or similar purposes. Examples of organizational

titles are Branch Chief or Division Chief. Examples of functional titles are Chief Program

Management Officer.

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PROGRAM MANAGEMENT SERIES, 0340

Qualification Standards

Series Definition

This series covers all classes of positions the duties of which are to manage or direct, or to

assist in a line capacity in managing or directing, one or more programs, including

appropriate supporting service organizations, when the paramount qualification

requirement of the positions is management and executive knowledge and ability and when

the positions do not require competence in a specialized subject-matter or functional area.

(Positions in which specialized subject matter or functional competence is a necessary

qualification requirement are classifiable to whichever specialized or general series is most

appropriate.)

Note: This occupational series is not intended to be the “catch all” for all work involving

the management of programs within the Federal Government.

Titling

The basic title for positions in this occupation is Program Manager.

Occupational Information

General Occupational Information

• Program management work involves providing oversight of the provision of one or

more programs and/or services to the public, to include the coordinated application

of general and specialized knowledge, skills, expertise, and practices necessary for

the effective implementation of one or more programs and the accomplishment of

the agency mission, goals, and objectives.

• A program entails the mission, functions, projects, activities, laws, rules, and

regulations which an agency is authorized and funded by statute to administer and

enforce. It is important to distinguish a project from a program. In contrast to a

project, which has a defined beginning and end, a program is an ongoing operation.

A project serves to develop, modify, or enhance a product, service, or system and is

constrained by the relationships among scope, resources, and time. Programs, on

the other hand, encompass the missions, functions, operations, activities, laws,

rules, and regulations that an agency is authorized and funded by statute to

administer and enforce. Programs normally provide products and/or services to the

public. Agencies distribute available funding to carry out these continuing

programs and any ongoing staff support they require.

• Positions in this series exercise of delegated authority to carry out program

functions and services constitutes the essential purpose for the establishment and

continuing existence of an agency. The focus of a program may be on providing

products and services to the public, State and local government, private industry,

foreign countries, or Federal agencies. Most programs have an impact or effect

which is external to the administering agency.

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Occupational Information

• A program may be professional, scientific, technical, administrative, or fiscal in

nature. Typically, programs involve broad objectives such as: national defense;

law enforcement; public health, safety, and well-being; collection of revenue;

regulation of trade; collection and dissemination of information; and the delivery of

benefits or services. However, specialized or staff programs may be considerably

narrower in scope (e.g., merit systems protection; nuclear safety; and agency wide

personnel or budget programs). Programs are usually of such magnitude that they

must be carried out through a combination of line and staff functions.

Typical program management duties may include, but are not limited to the following:

 Develops detailed plans, tasks, milestone dates and schedules to ensure proper

sequencing of events and tracking of processes and costs throughout the life cycle

of the programs/projects;

 Reviews programs/projects to determine how they can be accomplished with the

least disruption to workers and mission operations and that directions and schedules

are accomplished in a timely manner;

 Participates in regular information planning sessions, maintains productive

interaction with staff, reports on the status and progress of work accomplished to

date, and monitors work in progress;

 Establishes program objectives and units of measure for determining when

objectives have been met;

 Makes recommendations for actions when adjustments or a different course of

action is necessary;

 Drafts guidance and direction regarding program management and reporting;

 Plans and initiates a comprehensive evaluation system for the review and analysis

of proposed costs, program development, and performance;

 Participates in meetings with internal staff and representatives from staff agencies

and industry to determine program status, major milestones, and coordination of

each to detect in advance potential slippage or increased costs; and to ascertain

appropriate action required to maintain or improve program schedules;

 Takes actions necessary to correct any identified problem areas; and/or

 Manages short and long range planning activities that include multi-year work

plans that are the products of subordinate organizational projects/programs.

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IMPACT OF AUTOMATION

Automation, computers, information technology, and their widely varied applications are

valuable and practical tools for Program Management work. Employees use computers and

other systems in processing, administering, and managing information, as well as for a wide

variety of record keeping, correspondence, and tracking operations. They input, delete,

retrieve, manipulate, and correct information in databases or automated/electronic records.

They design and produce reports using computer systems. Because of automation, managers

and supervisors can quickly initiate and track actions, obtain up-to-date data, generate reports,

and run these reports from their desks. Automation increases the capacity of positions

performing Program Management work.

The information technology tools involved and the skills required to use them generally

replace or supplement work previously done manually or by machines. Although computers

are used to facilitate work within this series, automation does not change the primary purpose

of the work or the paramount knowledge required to perform the work. Proper classification

of positions is based on the relevant knowledge and skills required to perform the primary

duties of the position.

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Additional Occupational Considerations

Some positions may include work requiring knowledge and skills typically associated with the

Government Information Management Series. However, a closer look at the work may reveal

classification to this series may not be appropriate. The General Series Determination

Guidelines section of this flysheet offers guidance on selecting the most appropriate series.

The following table provides examples of work similar to that performed in the Program

Management Series, 0340, but not to the extent the paramount knowledge required, the reason

for the position’s existence, the mission and/or function of the organization, and the

recruitment sources for the best qualified candidates warrant classification to this series. For

further guidance, refer to OPM’s publication The Classifier’s Handbook.

If Work Involves…

See This Standard or

Series Definition:

Positions which are analytical and have as their paramount

qualification requirement specialized subject-matter knowledge

and skills equivalent to those required of a fully-trained

employee in the particular subject-matter occupations.

Such positions should be

classified in the appropriate

specialized series, or if

none is established, in the

Miscellaneous

Administration and

Program Series, GS-0301

Positions which evaluate Government programs and operations,

or the effectiveness, efficiency, or productivity of Federal

agencies.

Management and

Program Analysis

Series, 0343

Positions which manage, direct or assist in a line capacity one or

more programs, when qualifications of the position do require

competence in a specialized subject-matter or function area.

Such positions should be

classified in the appropriate

specialized series, or if

none is established, in the

Miscellaneous

Administration and

Program Series, GS-0301

Positions which perform work serving to manage projects, i.e.

develop, modify, or enhance a product, service, or system and is

constrained by the relationships among scope, resources, and

time.

Interpretive Guidance for

Project Manager

Positions

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Positions the duties of which are to advise on or supervise

planning, organizing, analytical, or equivalent work not of a

clerical nature necessary in providing or negotiating for two or

more administrative functions or services necessary for the

internal administration, operation, and functioning of an

organization when the paramount qualification requirement is

subject-matter or functional knowledge or skill in executing such

administrative functions or services.

Administrative Officer

Series, GS-0341

Positions for which the primary duties are to supervise, direct,

plan, and coordinate a variety of service functions that are

principally work supporting and where the primary knowledge

requirement is knowledge sufficient for the provision of support

services for an organization.

Support Services

Administration Series,

GS-0342

Positions which are to manage or direct a program for the

management of the financial resources of an organizational

segment, field establishment, bureau, department, independent

agency, or other organizational entity of the Federal Government

and where the competence in financial management is a

qualification requirement for such position and the principal to

the position’s existence.

Financial Management

Series, GS-0505

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Crosswalk to the Standard Occupational Classification

The Office of Management and Budget requires that all Federal agencies that collect

occupational data use the Standard Occupational Classification (SOC) system for statistical

data reporting purposes. The Bureau of Labor Statistics uses SOC codes for the National

Compensation Survey and other statistical reporting. OPM and other Federal agencies

maintain a “crosswalk” between OPM authorized occupational series and the SOC codes to

serve this need. This requirement and these SOC codes have no effect on the administration of

any Federal human resources management system. The information in this table is for

information only and has no direct impact on classifying positions covered by this series. The

SOC codes shown here generally apply only to non-supervisory positions in this occupation.

As changes occur to the SOC codes, OPM will update this table. More information about

SOC is available at http://stats.bls.gov/soc.

Federal Occupational Series and Position Title

and The Related Standard Occupational Classification System Code

Federal

Occupational

Series

Standard Occupational

Classification Code

Based on Occupational

Series

Position

Title

Standard Occupational

Classification Code

Based on Position Title

0340

11-9190

Miscellaneous

Managers

At Agency

Discretion

11-9199

Managers, All

Other

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GRADING INSTRUCTIONS

This flysheet does not provide occupation-specific grading criteria.

Use the Administrative Analysis Grade Evaluation Guide grading criteria to evaluate non-

supervisory positions at the GS-09 or above.

Other appropriate subject-matter position classification standard may be used in conjunction with

this flysheet or independently as appropriate, depending upon the nature of the work.

Evaluate leader positions using the General Schedule Leader Grade Evaluation Guide.

Evaluate supervisory positions using the criteria in the General Schedule Supervisory Guide.

NOTE: General Schedule Supervisory Guide (GSSG) is not typically applicable to all positions

properly classified to this series. The GSSG is not appropriate for evaluating managerial

positions that do not include the accomplishment of work through the supervision of others or

that do not require technical competence related to the work directed.

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APPENDIX A – HISTORICAL RECORD AND EXPLANATORY

MATERIAL

This appendix describes the development of this Position Classification Flysheet for the Program

Management Series. This section will highlight some key dates and milestones and provide

information about the focus groups and addresses concerns expressed by reviewing agencies.

KEY DATES AND MILESTONES

The U.S. Office of Personnel Management (OPM) in consultation with the Office of

Management and Budget (OMB) and the Program Management Policy Council (PMPC) is

issuing specific requirements of Public Law 114-264, Program Management Improvement

Accountability Act (PMIAA). In accordance with Public Law 114-264, Program Management

Improvement Accountability Act (PMIAA) OPM is required to establish a new job series, or

update and improve an existing job series, for program and project management work within an

agency program. OPM consulted with Federal agencies including the 24 Chief Financial

Officers (CFO) Act of 1990 (31 U.S.C. § 901(b)) agencies to update the Program Management,

0340 Series and develop the Interpretive Guidance for Project Management positions via a

governmentwide survey and focus groups. OPM efforts reached more than 10,000 Federal

Employees across the government.

OPM conducted focus groups with Human Resources Subject Matter Experts and Program and

Project Management Subject Matter Experts to develop position classification policy and

guidance to Federal agencies. OPM completion of a comprehensive review of program and

project management work resulted in the update of the Program Management, 0340 Series and

establishing Interpretive Guidance for Project Management Positions. There were over 15,700

Federal employees classified to the Program Management Series, 0340. Our study also revealed

the program management work is performed in numerous occupational series (e.g., IT

Cybersecurity included over 7,000 Program and Project Managers). Therefore, OPM has

prescribed policy for agencies to classify Program Managers in the Program Management Series,

0340 as well as other occupational series. The Program Management Series, 0340 includes

program management positions that do not require specialized skills found in another

occupational series. If specific knowledge is required Federal agencies can use a parenthetical

title, Program Manager to classify the work, e.g., Grants Management Specialist (Program

Manager).

December, 2018, OPM shared the Draft Classification Flysheet for the Program Management

Series, 0340, with federal Agencies. Agencies were asked to review the draft to provide

feedback and comments.

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RESULTS OF AGENCY REVIEW, COMMENT, AND TEST APPLICATION

Agencies reviewed the content of the Flysheet and tested the proposed grading or functional

guide, on position descriptions covering Program Management employees and reported no

significant grade impact. Therefore, we anticipate no change to the grades of properly classified

positions.

When we issued the draft Flysheet, we requested agency comments on the adequacy of the

Flysheet. A summary of major agency comments and our responses follows.

1. Occupational Information

Agency Comment: One agency commented that the occupational information was appropriate,

but not sufficient. Specifically, the duties described were general in nature and could be inclusive

of any manager role including those not classified in the series.

OPM Response: Our study revealed program management work is performed in numerous

occupational series. Due to this fact, there is inherent overlap of many of the duties of these

positions classified to various series. Therefore, OPM has prescribed policy for agencies to

classify Program Managers in the Program Management Series, 0340 as well as other

occupational series. The Program Management Series, 0340 includes program management

positions that do not require specialized skills found in another occupational series. If specific

knowledge is required Federal agencies can use a parenthetical title, Program Manager to

classify the work, e.g., Grant Management (Program Manager).

2. Occupational Title

Agency Comments: One agency commented that agency discretion should be retained for

official titling. The agency further did not recommend prescribing the title of Program Manager

without further guidance on the level of supervisory responsibilities inherent in a position that

should be considered for this series.

OPM Response: We considered agency comments and included further titling information to

indicate that this series includes positions which may be supervisory or non-supervisory in

nature. As provided in the Introduction to Position Classification Standards titles should be

consistent with the occupational series titles established by OPM; for example, positions in

occupational series involving analytical, clerical, examining or investigating work should be

titled analyst, clerk, examiner, or investigator (p. 14). The work of this occupation may or may

not include supervisory duties. Titles such as Officer (e.g., Accounting Officer, Budget Officer),

Administrator, or Manager (e.g., Budget Manager) are authorized to be substituted to denote a

level of responsibility which inherently includes supervisory duties (Introduction to Position

Classification Standards, p 15); however supervisory duties alone do not predicate its use.

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3. Grading Criteria

Agency Comments: Most agencies commented that the grading criteria identified are appropriate

for evaluating program management work. One agency commented that the AAGEG was not

appropriate for evaluating program management positions.

OPM Response: We agreed that the AAGEG is appropriate for evaluating program management

work. Based on agencies responses, there were no downgrades or major impact anticipated.