Audit of DNFSB's Human Resources Program

Agency Response Dated January 28, 2025: The Defense Nuclear Facilities Safety Board (DNFSB) requests the closure of the attached Human Resources Program (HR) open audit recommendations. The HR Director and the Subject Matter Experts (SMEs) have thoroughly reviewed and implemented the necessary actions to address the outstanding recommendations. The Agency believes that these actions will effectively resolve the identified deficiencies, and no further action is required at this time. DNFSB looks forward to receiving your confirmation of the closure of the open HR<br />
audit recommendations. Please let me know if you have any questions or concerns. Thanks for your support.<br />
[Auditor’s Note: In response to the DNFSB’s email dated January 28, 2025, the OIG asked for further documentation to <br />
close out all the recommendations. The DNFSB provided more documentation on January 30, March 5, March 7, and May 30, 2025.]<br />
OIG Analysis: The OIG confirmed the creation of a DNFSB Excepted Service Recruitment Plan that went into effect on January 31, 2025. The DNFSB’s actions meet the intent of the recommendation; therefore, this recommendation is now closed.<br />
<br />
Agency Response Dated October 31, 2024: Attached are the draft responses for the closure of Human Resource (HR) Recommendations 1-4. The Agency plans to close these recommendations by the end of the calendar year.<br />
Additionally, The Defense Nuclear Facilities Safety Board (DNFSB) faced a significant transition workload with the<br />
Interior Business Center (IBC), which was challenging and contributed to delays in audit closures due to unexpected<br />
personnel losses within the HR Department.<br />
[Auditor’s Note: The DNFSB attached draft versions of a DNFSB Excepted Service Recruitment Plan, a DN Hiring and<br />
Staffing Directive, and a DN Hiring and Staffing Operating Procedure.]<br />
OIG Analysis: The OIG acknowledges receipt of the draft version of the DNFSB’s Excepted Service Recruitment Plan. This recommendation will be closed when the OIG verifies that the DNFSB has finalized and implemented the proposed Excepted Service Recruitment Plan.

Agency Response Dated January 28, 2025: The DNFSB requests the closure of the attached Human Resources Program (HR) open audit recommendations. The HR Director and the Subject Matter Experts (SMEs) have thoroughly reviewed and implemented the necessary actions to address the outstanding recommendations. The Agency believes that these actions will effectively resolve the identified deficiencies, and no further action is required at this time. DNFSB looks forward to receiving your confirmation of the closure of the open HR audit recommendations. Please let me know if you have any questions or concerns. Thanks for your support.<br />
[Auditor’s Note: In response to the DNFSB’s email dated January 28, 2025, the OIG asked for further documentation to<br />
close out all the recommendations. The DNFSB provided more documentation on January 30, March 5, March 7, and May 30, 2025.]<br />
OIG Analysis: The OIG confirmed the DNFSB’s development and implementation of its hiring process metric by reviewing the DNFSB’s new Staffing and Hiring Directive and the new Staffing and Hiring Operating Procedures. The DNFSB’s<br />
actions meet the intent of the recommendation; therefore, this recommendation is now closed.<br />
<br />
OIG Response 6/4/2024: The proposed action meets the intent of the recommendation. The recommendation will be closed when the OIG verifies that the DNFSB developed and implemented a step-by-step hiring process metric with periodic reporting requirements. Agency <br />
<br />
Response Dated March 29, 2024: DNFSB will develop and implement a step-by-step hiring process metric with periodic reporting requirements by 4th quarter FY 2025. DNFSB has made significant improvement and progress in our hiring timeliness. In the near future, DNFSB is will begin migrating to the Interior Business Center (IBC) as our new personnel Service Provider. The selection of this service provider will improve the efficiency and standardize business operations that provides accounting, personnel, logistics, system development and/or operations/hosting support services for our agency. Also, the Agency has made significant progress in meeting our hiring targets shown in the table below. The substantial hiring progress was completed through a dedicated concerted effort between the Office of the General Manager, the Office of the Technical Director, and the newly established Office of the Executive Director of Operations. The Human Resources Division developed and implemented a hiring tracker to allow the Agency’s Senior Leadership visibility of the hiring process, security clearance processing, and onboarding milestones aligned to hiring actions.<br />
OIG Analysis: The proposed action meets the intent of the recommendation. The recommendation will be closed when the OIG verifies that the DNFSB developed and implemented a step-by-step hiring process metric with periodic reporting requirements.

Agency Response Dated January 28, 2025: The DNFSB requests the closure of the attached Human Resources Program (HR) open audit recommendations. The HR Director and the Subject Matter Experts (SMEs) have thoroughly reviewed and implemented the necessary actions to address the outstanding recommendations. The Agency believes that these actions will effectively resolve the identified deficiencies, and no further action is required at this time. DNFSB looks forward to receiving your confirmation of the closure of the open HR audit recommendations. Please let me know if you have any questions or concerns. Thanks for your support. <br />
[Auditor’s Note: In response to the DNFSB’s email dated January 28, 2025, the OIG asked for further documentation to close out all the recommendations. The DNFSB provided more documentation on January 30, March 5, March 7, and May 30, 2025.] <br />
OIG Analysis: The OIG reviewed the DNFSB’s implementation of its new Staffing and Hiring Operating Procedures. These procedures discuss the technical qualifications of OTD applicants. While they do not specifically mention military or teaching experience, the procedures do involve OTD in the process and allow the Technical Director to assign a SME to assist HR in determining applicant qualifications. The DNFSB’s actions meet the intent of the recommendation; therefore, this recommendation is now closed.<br />
<br />
Agency Response Dated October 31, 2024: Attached are the draft responses for the closure of HR Recommendations 1-4. The Agency plans to close these recommendations by the end of the calendar year. Additionally, DNFSB faced a significant transition workload with IBC, which was challenging and contributed to delays in audit closures due to unexpected personnel losses within the HR Department. [Auditor’s Note: The DNFSB attached draft versions of a DNFSB Excepted Service Recruitment Plan, a DN Hiring and Staffing Directive, and a DN Hiring and Staffing Operating<br />
Procedure.]<br />
OIG Analysis: The OIG acknowledges receipt of the draft DN Hiring and Staffing Operating Procedure. This recommendation will be closed when the OIG verifies that the DNFSB has updated, finalized, and implemented its operating procedure. The operating procedure should include examples of experiences such as military and teaching and their applicability to OTD positions.<br />
<br />
OIG Response 6/4/2024: The proposed action meets the intent of the recommendation. The recommendation will be closed when the OIG verifies that the DNFSB updated and finalized policies and procedures relative to determining the technical qualifications of OTD applicants. Updates to the procedures should include examples of experiences such as military and teaching, and their applicability to OTD positions. <br />
<br />
Agency Response Dated March 29, 2024: DNFSB DHR is finalizing the DN hiring procedure with an estimated completion date of Quarter 4 FY 2024. OIG Analysis: The proposed action meets the intent of the recommendation. The recommendation will be closed when the OIG verifies that the DNFSB updated and finalized policies and procedures relative to determining the technical qualifications of OTD applicants. Updates to the procedures should include examples of experiences such as military and teaching, and their applicability to OTD positions.

Agency Response Dated January 28, 2025: The DNFSB requests the closure of the attached Human Resources Program (HR) open audit recommendations. The HR Director and the Subject Matter Experts (SMEs) have thoroughly reviewed and implemented the necessary actions to address the outstanding recommendations. The Agency believes that these actions will effectively resolve the identified deficiencies, and no further action is required at this time. DNFSB looks forward to receiving your confirmation of the closure of the open HR audit recommendations. Please let me know if you have any questions or concerns. Thanks for your support. <br />
[Auditor’s Note: In response to the DNFSB’s email dated January 28, 2025, the OIG asked for further documentation to <br />
close out all the recommendations. The DNFSB provided more documentation on January 30, March 5, March 7, and May 30, 2025.]<br />
OIG Analysis: The OIG reviewed the DNFSB’s new Excepted Service Recruitment Plan, Staffing and Hiring Directive, and Staffing and Hiring Operating Procedures. The OIG also reviewed the hiring training slides and confirmed training was provided to DNFSB hiring personnel. The DNFSB’s actions meet the intent of the recommendation; therefore, this recommendation is now closed.<br />
<br />
Agency Response Dated October 31, 2024: Attached are the draft responses for the closure of HR Recommendations 1-4. The Agency plans to close these recommendations by the end of the calendar year. Additionally, DNFSB faced a significant transition workload with IBC, which was challenging and contributed to delays in audit closures due to unexpected personnel losses within the HR Department. [Auditor’s Note: The DNFSB attached draft versions of a<br />
DNFSB Excepted Service Recruitment Plan, a DN Hiring and Staffing Directive, and a DN Hiring and Staffing Operating<br />
Procedure.] <br />
OIG Analysis: The OIG acknowledges receipt of the draft DN Hiring and Staffing Operating Procedure. This recommendation will be closed when the OIG verifies that the DNFSB has finalized and implemented the operating procedure. The DNFSB must also provide the recommended training to its staff involved in the hiring process.<br />
<br />
OIG Response 6/4/2024: The proposed action meets the intent of the recommendation. The recommendation will be closed when the OIG verifies the DNFSB developed and issued hiring-process guidance used by the DNFSB to provide the recommended training to the DNFSB’s staff involved with the hiring process.<br />
<br />
Agency Response Dated March 29, 2024: Hiring process training for the DN pay plan was delivered to DN supervisors and executive managers, including those in acting roles, on September 28, 2023 (copy attached). The OTD organization includes a Technical Director, Deputy Technical Director, and five OTD divisions each led by a single senior executive supervisor (seven supervisor/manager positions). September 28, 2023, DN Hiring training attendees: <br />
OTD<br />
• Katherine Herrera<br />
• David Campbell<br />
• Todd Davis<br />
• Timothy Dwyer<br />
• Patrick Migliorini<br />
• Johathan Plaue<br />
• Mark Sautman<br />
• Richard Tontodonato<br />
DHR<br />
• LeMont Neal<br />
• Crystal Kearney Hennings<br />
• Carolyn Washington<br />
• Veronica McCray<br />
Upon completion of the DN hiring procedures in Q424, additional training will be provided to ensure understanding of the policy and procedures for all DNFSB leaders and employees with roles in the DN hiring process. Request that the OIG review and evaluate the progress made to allow the Agency to receive partial credit for the work that has been completed thus far. DNFSB DHR is finalizing the DN hiring procedure with an estimated completion date of Quarter 4 FY 2024. <br />
OIG Analysis: The proposed action meets the intent of the recommendation. The recommendation will be closed when the OIG verifies the DNFSB developed and issued hiring-process guidance used by the DNFSB to provide the recommended training to the DNFSB’s staff involved with the hiring process.

Agency Response Dated March 29, 2024: Since issuance of the audit conclusions that led to this recommendation, the number of SES vacancies has decreased. In building a multi-year human capital strategic plan that guides succession planning, DNFSB will be poised to anticipate and address expected attrition and impact on leadership continuity. The audit analyses documented negative effects from multiple SES vacancies, a hiring freeze on SES positions, and non-SES staff filling SES positions. Since the issuance of the audit report, the agency actively recruited to fill SES vacancies and operated for a time with all SES positions filled. While the agency currently has two SES vacancies (Associate Technical Directors for Nuclear Weapon Programs and Nuclear Materials, Processing and Stabilization), the vacancy rate is substantially below the rate at the time of the audit and the vacancies are not resulting in the same negative effects documented in 2019. Since the issuance of the recommendation in January 2020, the agency has also restructured the SES core based on the statutory addition of an Executive Director of Operations (EDO) position and aligned the General Manager and the Technical Director SES positions under the EDO. As such, we believe the intent of the recommendation has been met and request closure of this item.<br />
<br />
Updated Agency Response Dated June 4, 2024: In reference to the OIG Audit of the DNFSB’s Human Resources Program dated January 27, 2020 (DNFSB-20-A-04), the agency commits to either filling SES vacancies in a timely manner, subject to budget constraints, or otherwise managing our allocation in conjunction with OPM requirements. Currently, the Board only has two SES vacancies: Associate Technical Director, Nuclear Weapons Programs and Associate Technical Director, Nuclear Materials Processing Stabilization. These vacancies were posted to USAJOBS on April 8 and closed on May 17, 2024. The agency is working through the hiring process for these vacancies and is committed to working to fill vacancies as they become available. The agency requests closure of recommendations 5 and 6 of the audit.<br />
OIG Analysis: Based on the updated agency response on June 4, 2024, this recommendation is now closed.