HQ AETC/A1MR Authorization Change Request Guide

1 HQ AETC/A1MR Authorization Change Request Guide OPR: HQ AETC/A1MR Updated: 9 January 2013 Page 1 of 36 This page intentionally left blank Page 2 of 36 Table of Contents 3 SECTION ONE ACR GUIDANCE .. 4 4 ACR Submission Authority.. 5 ACR 5 General Rules .. 6 ACR Coordination Requirements.. 7 ACR Processing Timeline: .. 8 SECTION TWO MPES PROJECT BUILD GUIDANCE .. 10 Introduction .. 10 Project Description 10 General MPES Input Rules .. 10 Project Submission Rules .. 11 SECTION THREE CME GUIDANCE .. 12 General Guidance .. 12 MPES Rationale Guidance .. 12 MPES Entries .. 12 SECTION FOUR CY 13 SPECIAL INTEREST ITEMS ACR GUIDANCE .. 14 Mil-Civ Conversion Requests .. 14 Quarterly AFSC Conversions .. 14 Civilian Reviews .. 14 SAR 14 ATTACHMENT 1 ABBREVIATIONS AND ACRONYMS .. 16 ATTACHMENT 2 ACR TEMPLATE .. 18 ATTACHMENT 3 RATIONALE TEMPLATE .. 19 ATTACHMENT 4 VERIFICATION CHECKLIST.

2 21 ATTACHMENT 5 CME EXAMPLE RATIONALES .. 22 ATTACHMENT 6 EXAMPLE CME LOG .. 24 ATTACHMENT 7 COORDINATION TABLE .. 25 ATTACHMENT 8 - FAM LISTING .. 26 ATTACHMENT 9 DUTY CODES .. 33 ATTACHMENT 10 FORMS & PUBLICATIONS .. 35 Page 3 of 36 INTRODUCTION This Guide defines policies, responsibilities, and procedures for initiating and processing Authorization Change requests (ACRs) within AETC. Deviations from this Guide will result in unnecessary re-work and extend standard ACR processing time. This updated CY13 guidance has significant changes. Please read the entire document. If you have recommended changes to this document please send them to HQAETC/A1MR before Nov 15, 2013 for consideration for inclusion in the CY14 guidance, Page 4 of 36 SECTION ONE ACR GUIDANCE Responsibilities MAJCOM: Review and update HQ AETC ACR Guide at least annually. Develop, keep current, and communicate location to access the command ACR log. The l og will be made accessible to AETC Manpower Office s for download.

3 AETC/A1M staff will (when practical) coordinate Headquarters (HQ) generated projects with the applicable MANPOWER OFFICE. At a minimum an Authorization Change notice (ACN) will be sent to bases affected by HQ s ACRs. Coordinate ACRs submitted by the Manpower Office s with HQ FAMs. Technical Training (TT) course changes are coordinated with the HQ Training Pipeline Manager. Provide servicing Manpower Office and HQ FAMs with appropriate justification for denied Change requests. MANPOWER OFFICE Ensure all management options are exhausted prior to submitting UMD Change requests ( , matrixing personnel or requesting temporary overhires for non-permanent workload, reassigning additional duties requiring high level clearances to personnel designed with the high level clearances, etc.). Changing the UMD to accommodate short-term manpower and/or personnel issues is not allowed. Review each requested Change action validating the current UMD requirement is incorrect and the proposed Change is the correct action.

4 Within the proposed Change action s rationale, ensure a full description is provided communicating what was referenced to determine the proposed UMD Change . See para ACR Rationale for additional information. Ensure ACRs are coordinated with appropriate local agencies ( , Civilian Personnel, Security Forces, Finance, etc.) prior to submitting through MPES. Reference paragraph , ACR Coordination Requirements. Ensure ACRs requiring coordination with HQ AETC/A1M branches/sections (other than HQ AETC/A1MR ) are coordinated prior to submitting to HQ AETC/A1MR ( ,new OSC requests--coordinated through A1 MPO, etc.). Send email notifications to the appropriate A1MR section when a project has been submitted for action. That email must include the full MPES project number and project title Page 5 of 36 in the subject line (ex: 0JB2011000000 - Project title). The email must include the SACN, SUMD and information needed to support HQ staff recommendation. Periodically review command ACR log for MPES project status and always obtain current status of the ACR prior to personally requesting updated status from HQ AETC/A1MR staff.

5 The submitting manpower office action officer is responsible for following up and determining the status of each ACR submitted from their office. ACR Submission Authority. Squadron Commander (or equivalent): Authorized to submit Change Request for positions under his command/control. Submissions crossing squadron lines within the same group require parent group commander concurrence. Group Commander (or equivalent): Authorized to submit Change requests for positions under his command/control. Submissions should include subordinate units documented coordination. Submissions crossing group lines require wing/vice commander concurrence. Wing/Vice Commander: Authorized to submit Change requests for positions under their command/control. Submissions should include subordinate units' documented coordination. NAF/CV (or equivalent): Authorized to submit Change requests for positions located on his staff. ACRs crossing wings require HQ AETC/A1M and HQ FAM concurrence, as well as coordination with the effected wings.

6 HQ AETC Directorates: Changes for HQ directorates must be submitted by the applicable division chief when affecting the HQ s staff requirements. Submissions crossing directorate lines must include all affected directorates coordination. Individual FAMs may Request changes for the AFSCs in their control across multiple bases. All coordination with the impacted wing agencies will be provided with the Request . The submitter is responsible for obtaining all coordination and for follow up until the issue is closed. ACR Rationale: Communicating the need for Change is key when developing an ACR. When preparing the project s Rationale use the following guidance and headings. A more comprehensive example is provided in attachment 3. Requested Action: Provide a narrative overview of each proposed Change , describing the action being requested in sufficient detail including the base and unit/function. Justification: ACR rationale must be a detailed auditable account of why the Change is needed, how it was determined the existing requirement is incorrect, as well as how it was determined the proposed Change is the valid requirement.

7 All proposed changes must address what has changed requiring the ACR; a ll proposed changes must be fully justified. The justification must be specific and factual. Reference applicable directive/document ( , AFI, Air Force Manpower Standard, Capability-based Manpower Standards, etc.) to support the Page 6 of 36 ACR. Justification includes the specific method and/or HHQ source document/authority used to validate the requested Change (s) as valid. If the Change is not based on a MAJCOM or higher document/authority then clearly communicate in the rationale the Request is a Wing initiative with the understanding the proposed ACR is not mandated or mission essential. Impact: States the impact (negative and/or positive) it will have if approved/disapproved. Identify effects resulting from the requested action for the following areas: mission, personnel (military and civilian), CPG, and UTC if there s no impact in a given area. Also, the estimated cost associated with each position will need to be captured using the SAF/FM cost tables from AFI 65-503.

8 This information is updated annually and can be found at click here. If the Change is to a SAR, use the Federal Clearance Cost sheet found in Attachment_10_3. Coordination: List the name and office symbol for each individual completing the coordination and recommendation. List Manpower Office POC, requesting commander, coordinating agency(s), local FAM, and HQ s FAM (if any pre-coordination was accomplished between local and HQ FAMs) information in this section. As a minimum, the following information is required: Grade/Rank, first and last name, organization, office symbol, and DSN phone number Cost: The cost of the action must be identified. The purpose of identifying the estimated cost is to provide the FM at the local or wing-level and the HQ AETC/FM information enabling a decision to coordinate certifying funds are available. Each project must be reviewed by and have a statement from the Manpower Office Chief (or delegated representative) stating if they support the changes.

9 General Rules. The following rules are provided for Manpower Office usage during ACR analysis. Organizations submitting an ACR will use the ACR template at attachment 2. This will assist in standard ACR submissions across the command. This form is also available on HQ AETC/A1M s Sharepoint site. ACRs zeroing out a PAS (deleting all remaining authorizations within a PAS) or changing the organizational structure (other than approved in AFI 38-101) require an approved OCR prior to submitting. Changes cannot be made to functions under study for manpower standards development, pending standard implementation, or identified as a potential strategic sourcing initiative ex. A-76, start ( , P3 started), except for minor changes and when the changes will not affect the UMD baseline. Unfunded requirements will not be added to the UMD without supporting documentation ( , a current manpower standard application worksheet, LCOM application, etc.). Page 7 of 36 An increase in authorizations (funded) requires a zero balance trade-off within the same category.

10 If the trade-off crosses PECs, the Request must be coordinated through HQ AETC/A1 MPR prior to submitting MPES project. Base-level FAMs should contact their HQ FAM to discuss proposed changes prior to submitting an ACR, or expect significant delays. Reference AETCI38-202, Chapter 5, when updating TT authorizations. ACR Coordination Requirements. ACRs will be signed by appropriate submission authority (electronic signature is acceptable) prior to submitting to headquarters. All Change requests must be coordinated with affected base-level functional managers (FAM). Security access requirement (SAR) code Change Request must be approved by the local Information Protection (IP) office prior to submission to headquarters for processing. Request to upgrade SAR code to 5 must be accompanied by staff package approved by 3-Star/Civilian equivalent authority using the procedures in AFI 31-501. Manpower Office must validate the proposed Change of work causing the increased security requirement as unavoidable and to ensure the work is within the scope of the position s intent per the UMD as opposed to a management decision to realign duties.