A Request for Personnel Action (RPA) is a package of documents submitted to the Department of General Services (DGS) Office of Human Resources (OHR) Classification and Pay (C&P) Unit to initiate a personnel-related transaction. RPAs fall into two categories - recruitment and non-recruitment. Recruitment RPAs require advertisement and are used to fill a vacancy. Non-recruitment RPAs are used to make changes to existing positions or make organizational changes. Non-recruitment RPAs can be, but are not limited to, any of the following:
- Existing employee miscellaneous changes.
- Limited-Term (LT) or Training & Development (T&D) assignments to permanent full-time tenure changes.
- Limited Examination and Appointment Program (LEAP) transitions.
- Existing employee moves from blanket to coded positions.
- Promotions-in-Place (PIP).
- Staff re-assignments or re-organizations.
- Mandatory employee placement or reinstatements.
It is the policy of DGS that an RPA package is required for all personnel-related actions except modification to work schedules (unless the classification is subject to Post and Bid [P&B]) or separations.
It is also the policy of DGS to retain RPA documentation pursuant to the California Code of Regulations (CCR), Title 2, Section 26, which states retention of all RPA documents is required for a minimum of five (5) years.
Depending on the needs of the program, the Employee Resource Liaison (ERL) submits a complete RPA package to their assigned C&P Analyst. For details on what a complete RPA package includes, please reference the Hiring Toolkit. For recruitment RPAs, the C&P Analyst has seven (7) calendar days from date of submission in the RPA Tracker or in the Activity Based Management System (ABMS) to review the RPA package.
RPA Tracker - or Tracker - is the tracking and communication system utilized by OHR to coincide with ABMS on all recruitment RPAs. Tracker was developed as part of a 2016 Lean Six Sigma project to reduce the time it takes DGS to make a hire. It records the timestamps for each step of the hiring process to ensure DGS programs and OHR are adhering to, and completing each task, within the appropriate timeframes.
Tracker is mandatory for all recruitment RPAs. If an RPA is submitted in Tracker, the RPA will also need to be submitted in ABMS. For non-recruitment RPAs, only ABMS is used for the submission of the RPA. The C&P Analyst reviews the RPA package for completeness, allocation specifications, business need, and ensures the request adheres to applicable laws, rules, regulations, and policies.
Upon completion of the RPA package review, the C&P Analyst submits the completed RPA package for C&P management approval or for advertisement. If the RPA is approved and does not require advertisement, the RPA will be routed to the appropriate OHR unit to complete the RPA. If an RPA is advertised, the RPA is routed in Tracker to Program for Hiring Phase until a candidate is selected. Once a candidate is selected, program, C&P, and the Certification (Cert) Unit will work to complete the RPA and route the transaction to the Personnel Transactions Unit (PTU) for completion.
Note: If the RPA package is missing any required information, documents, or if there are questions regarding the submission, the C&P Analyst may release the RPA back to the program. The C&P Analyst will provide an explanation for the return and request the program resubmit the RPA with the missing information and or documents attached. It is suggested that the RPA be returned as soon as possible to prevent any further delays in fulfilling the request.
The hiring process for a recruitment RPA requiring advertisement is forty-five (45) calendar days. The hiring process timeline is designed based on initial submission of a complete RPA package. The duration of an RPA will be impacted if the RPA is submitted to C&P incomplete (i.e. missing pertinent details, documents, and any other special requirements).
Non-recruitment RPA timelines vary depending on the nature of the request. Upon submission of the non-recruitment RPA, please contact your C&P Analyst for an estimated timeline.
The Hiring Toolkit was developed to provide DGS Hiring Managers and ERLs the resources to successfully collect and prepare required RPA documents for submittal to OHR in order to minimize potential delays of RPAs.
The following chart outlines the procedure to initiate the RPA process:
If the RPA does not require recruitment, the RPA will only be submitted in ABMS. For details on the requirements for each RPA package, please reference the ERL Checklist.