Civil Service Mobility

UPDATE

First moves under Mobility

The Mobility scheme has been in operation since 10th September 2018 and we are happy to report that there has been a lot of activity in the system since ‘go-live’. Over 200 mobility moves have been initiated by Civil Service organisations with over 45 mobility moves completed by end-November 2018 and other moves in progress. See Feedback from some staff members who have recently moved through the Scheme. Approximately 50% of the 200 offers made at pre-offer stage were declined/cancelled by the applicant.

Annual confirmation of interest

Under the terms and conditions of the Scheme, staff will have received an automated email on 1st January 2019, to request confirmation of interest in application(s) choice within 20 working days.

WE WOULD LIKE TO REMIND STAFF TO COMPLETE THIS CONFIRMATION WITHIN THE TIMEFRAME AS INDICATED ON THEIR MOBILITY ALERT. WHERE THIS IS NOT COMPLETED THE APPLICATION(S) WILL BE REMOVED FROM THE SYSTEM.

Given the high level of declines/cancellations at pre-offer stage, we would like to request that staff members review their applications on receipt of the confirmation of interest email and cancel any applications that they are no longer interested in, or where unsure place the application(s) temporarily on-hold (this will not affect an applicant’s waitlist position). The removal of any surplus applications will minimise delays for staff members at the offer stage of the process.

On-line Mobility System

The technical changes to reconfigure the online Mobility system are now complete and the automated system will go-live with effect from 18th December 2018. This will streamline the current offer-stage process with automated email notifications issuing directly from the portal and staff members will have access to confirm/decline their interest of offer.

Note for staff members, who have already received a pre-offer of mobility from their local HR office: During the transition to the automated system, you may receive a notification from Mobility Administration informing you:

  • that you are being considered (pre-offer) for Mobility and have a 3 day cancellation window
  • that a Suitability determination has been made in your case, and that an appeal applies to certain cases (with a 5 day window)
  • to formally accept/decline an offer of Mobility.

Please disregard this auto-notification in the event that you have already received a notification regarding same from your Local HR and followed the necessary steps in respect of the application in question.

Reminders

It should be noted that all mobility moves will be full-time and permanent. Staff members can apply for shorter working year, work-sharing arrangements etc. upon commencement of employment in the new organisation.

We would also like to remind staff members that they are fully responsible for their own application(s). Staff should ensure that both personal and work emails addresses are recorded on the system correctly and check these daily to avoid missing any Mobility notifications.

Note:  Notifications are only automated where the applicant is on HRMS. A manual process is in place where the applicant is non-HRMS.

Finally, the Mobility Policy team would like to wish you all a Happy Christmas and a prosperous 2019.

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What is Civil Service Mobility?

Civil Service Mobility is one of a number of arrangements to be put in place to fulfil the requirements of Action 15 of the Civil Service Renewal Plan which calls to ‘Expand career and mobility opportunities for staff across geographic, organisational and sectoral boundaries’.

When will the scheme launch?

The Mobility scheme is being developed for the Civil Service on a phased basis:

  • Phase 1A of the scheme has now launched, and facilitates the general Civil Service grades of Clerical Officer (CO) and Executive Officer (EO) to apply for Mobility through their PeoplePoint Self-Service system.

This Phase does not include applications to move within County Dublin. However, applications to move into and out of County Dublin are included in this Phase.  

Mobility applications may be made for movement:

  • between all zones, including to the organisation an applicant currently works in, and
  • within zones, to another organisation (but excluding internal Dublin moves).
  • Phase 1B will include the general Civil Service grades of CO and EO for mobility within the zone of Dublin. It is envisaged that Phase 1B will be launched following a full analysis of the outcomes from Phase 1A of the scheme.
  • Phase 2 will include the general Civil Service grades of HEO, AO and AP. This phase will be developed following the launch of Phase 1B.

Equivalent Professional and Technical grades are not covered under early phases of the scheme and consideration will be given to mobility for these grades at a later date.

When will a vacancy be filled through Civil Service Mobility?

Organisations will fill vacant posts in accordance with the following organisational sequence:

CO – 50% Mobility : 50% Open;

EO* – 40% Open : 30% Interdepartmental** : 30% Internal.

*The EO sequencing will revert to 50% Open : 25% Interdepartmental : 25% Internal on conclusion of the Public Service Stability Agreement, 2018-2020.

**One in every two Interdepartmental vacancies to be filled by Mobility.

The above sequencing will be applied on a nationwide basis.

Who can apply?

As outlined above, there will be specific phases launched for particular grades. Staff members can apply once their applicable phase has launched.

Civil Service staff members can make an application at any stage of their career. If they do not qualify for mobility at the time of application based on the below criteria under ‘Eligibility‘, they will be flagged as ineligible.   However, they will remain on the waitlist until they are automatically deemed eligible and will retain their application date, which will determine their priority on the waitlist.

Staff members who are HR Shared Service customers: For staff members on HR Shared Service, the scheme will be accessible through self-service on the HR Shared Service Portal. Remote workers/staff members on various forms of leave will be required to submit an application form to the Central Mobility Team in HR Shared Service.

Staff members who are not HR Shared Services customers but who are on HRMS: Staff members not on HR Shared Service e.g. Garda Civilians, An Garda Síochána and the Houses of the Oireachtas will be required to complete and submit an application form to their Local HR Division for input to the Mobility Portal.

Staff members who are not HR Shared Services customers and are also not on HRMS: Staff members not on HR Shared Service or HRMS system e.g. administrative staff members of the Irish Prison Service, staff of the Ombudsman for Children’s Office, and staff of the National Council for Curriculum and Assessment will be required to complete and submit an application form to their Local HR Division.

A manual solution has been designed to include staff members from the Irish Prison Service, Ombudsman for Children’s Office and the National Council of Curriculum Assessment.  Due to different HR systems these staff cannot be included automatically.

Local HR will date stamped and file the application, and forward a record of application(s) to the Mobility Team (all personal data redacted) who will then include it manually in the Scheme.

Local HR will be sent details of the waitlist positions for all organisations and zones applied for.

The respective organisations applied for will be presented with the waitlist position for their organisation. This list will be refreshed and communicated at regular intervals.

Applicants will be fully responsible for their own application(s). It is essential that valid monitored personal and work email addresses are complete on the ‘Personal Information’ page in HR Shared Service. All staff members not on HR Shared Service must ensure that valid monitored personal and work email addresses are complete on the Application Form which must be submitted to their Local HR. The Central Mobility Team, HR Shared Service and Local HR will not be responsible for non-delivery of messages if the e-mail contact information is not up-to-date/not recorded. If the contact information is not up to date/not recorded, he or she will not receive notifications regarding the scheme as this will be the only form of contact with applicants.

Automated Eligibility

An applicant will be automatically deemed ineligible if they have:

  1. less than 2 years’ service in the current grade;
  2. less than 2 years’ service in the organisation;
  3. less than 2 years’ service in the geographical location;
  4. a PMDS rating of ‘Unsatisfactory’ for the previous year.

Manual Eligibility

Where an applicant is automatically deemed eligible and an offer is imminent, Local HR will be required to complete a ‘Suitability Report’ to assess the applicant’s current suitability for Mobility under performance (PIP), conduct and attendance. Following the completion of the Report both sending and receiving Local HR (where relevant) will determine the outcome of the move.

How many locations can I apply for?

Applicants will be able to view 46 Mobility ‘zones’ on an interactive map of Ireland. Each zone will include a number of towns along with optional ‘satellite towns’ and their corresponding organisations (viewable here).

Applicants will be able to select a maximum of three zones but there will be no limit to the number of organisations they can apply for within their chosen zones. Applicants will also be able to view information about each building through the interactive map to help them make their selection such as: flexitime; shorter working year; work sharing; 24/7 shifts; wheelchair friendly building; Irish requirement and the total number of whole-time positions per grade in the building.

Example: Niall currently works in the Revenue Commissioners in Sligo Town (Zone 4) but wishes to work in Letterkenny Town (Zone 1). Niall selects Zone 1 and applies for mobility in the Revenue Commissioners, Legal Aid Board, Department of Justice, Employment Affairs & Social Protection, and Education & Skills.
All of these organisations are based in Letterkenny Town; however, several of them are also based in other locations in Zone 1, e.g. the Department of Employment Affairs & Social Protection is also based in Ballybofey.
Niall may therefore be offered a mobility move in any of his selected organisations in any of the locations of his selected zone.
Niall can, however, opt in or out of any of the Zone 1 satellite towns. So while he might accept an offer of mobility to Employment Affairs & Social Protection in Ballybofey, he might find Employment Affairs & Social Protection in Buncrana too far to commute to and so can opt out of applying to Buncrana.

Please note:

  • HR Shared Service customers: Applicants can edit their preferences at any time before being offered a mobility move;
  • Non-HR Shared Service customers: Applicants must contact their Local HR if they wish to edit their preferences before being offered a mobility move;
  • If an applicant declines an offer of mobility from one of their selected zones, they will be removed from all waitlists within that zone.

How will I know my placing on a Mobility waitlist?

  • HR Shared Service customers: Applicants can view their waitlist position by logging in to the mobility system (remote worker/absent on leave with no access to self-service – contact the Central Mobility Team at mobility@peoplepoint.ie.);
  • Non-HR Shared Service customers: Applicants must contact their Local HR for information on waitlist position.

LEGACY DATES – What about previous transfer applications?

The Mobility scheme replaces former transfer mechanisms (the Central Transfer Lists, Central Application Facility (CAF), and organisations’ Internal Regional Transfer Lists).

An applicant had a window of opportunity to apply a legacy date to their application in the first three-month period of operation of Phase 1A. However, this opportunity is now closed since 8th February 2018.

Internal Mobility

If an applicant wishes to apply to move to their current organisation within the same zone but in a different office, they can continue to do so through their organisation’s Internal Transfer Lists. Internal Transfer Lists will continue to have precedence for movement within a single zone where an organisation has more than one office.

Staff members wishing to move to their current organisation outside their current zone must apply through the CS Mobility scheme.

What happens if I want to temporarily suspend my application?

Where applicants wish to temporarily suspend their Mobility application, they can access this facility through the Mobility Portal. Organisations not on HR Shared Service will be required to submit an application form (which they will be able to download from this website) to their Local HR division, who will forward it to the Central Mobility Team in HR Shared Service. Remote workers/staff members on various forms of leave will be required to submit an application form to the Central Mobility Team in HR Shared Service. This will not affect their position on any waitlists.

Irish speakers

Applicants who indicate their competency in the Irish language, and who are offered a mobility move to a position requiring Irish, may be required to undergo an assessment of their Irish language skills before confirmation of the mobility move is made. Where Irish language skills, following the assessment, are not considered adequate for the role, the applicant’s placing on a mobility list(s) will not be affected.

Applicants with disabilities

The Civil Service is committed to providing reasonable accommodation for people with disabilities in accordance with the Equality Acts.  Upon an offer of a mobility move, an applicant should discuss any requirements for reasonable accommodation with either their local HR or the Disability Liaison Officer.  All requests for reasonable accommodation will be dealt with on a case by case basis.  More information can be found here.

Every effort will be made to provide reasonable accommodation; however, a placing on a list will not be affected in the event that reasonable accommodation cannot be provided by the receiving organisation.

Acknowledgements
The Mobility Policy team would like to thank the following for all their help in developing the scheme: the CSMB Sponsors; the CSMB; Civil Service HR and ICT Lead, DPER; HR Personnel Officer Working Group; HR Practitioner Working Group; Local Office Managers; the Central Mobility team and ICT Lead in HR Shared Service, NSSO; Civil Service Renewal Programme Management Office, DPER; the Public Appointments Service; Ordnance Survey Ireland; the system developers; and representatives from the Staff Side.

Last updated: 13th December 2018