Civil service mobility scheme, David Cagney, Chief Human Resources Officer for the Civil Service, Ireland, SIGMA webinar, 15 December 2020

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CIVIL SERVICE MOBILITY SCHEME
David Cagney,
Chief Human Resources Officer for the Civil Service, Ireland
WHY? What was the problem, what did not work? Why there was a need for such a solution?
Purpose of scheme is to expand career and mobility opportunities for staff across geographic, organisational
and sectoral boundaries. To improve how the civil service matches skills with roles by introducing a practical
system to enable greater mobility and flexibility across the workforce.
The main challenges related to integration of legacy inter-department lateral transfer mechanisms into the
Mobility scheme:
• Central Transfer List (CTL) – these lists were operated by individual organisations for staff in the grades
of Clerical Officer who were looking to transfer from Dublin to regional locations.
• Central Application Facility (CAF) – this scheme was put in place under a former decentralisation
programme and although the programme was closed in 2011 the panels were still in place.
The Mobility scheme also replaced:
• head-to-head transfer arrangements which were dealt with on a case by case basis and agreed between
relevant HR Managers; and
• secondments unless the position was aligned to a strategic project or coterminous placement.
How: How were the solutions developed?
On-line Portal
An on-line portal was developed for the Mobility scheme and this is administered centrally. This
development ensures that the scheme remains open and transparent, and statistics can be reported on for
all stages of the process. The former schemes that it replaced did not have robust central reporting
mechanisms.
Integrated Mobility Map
In developing the scheme the Mobility policy team in collaboration with a select HR Working Group,
reviewed the locations of all civil service buildings across the Republic of Ireland. A heat map was used to
determine zones with high density civil service activity. 46 zones were established and an integrated map
was designed to assist staff in their application choice. The map gives details of the number of positions in

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each grade (including vacancies), whether the building is wheelchair accessible, security vetting required,
24/7 shifts etc.
What? Description of a tool/solution
Phased Introduction of Scheme
Working collaboratively with the HR community across the civil service, the scheme is being introduced on
phased basis as follows:
Phase 1 – for the grades of Clerical Officer (CO) and Executive Officer (EO) went live over 2017 and 2018.
Over 5,000 staff have registered (25% of the participating c. 20,000 staff members) for a move through the
scheme. It is a waitlist-based system and staff can apply through an on-line portal for a move to up to 5
organisations in a max of 2 out of 46 location zones. Priority on a waitlist is based on the date of application
in the first instance, and the length of reckonable service in the second.
A sequencing arrangement applies where 1 in 2 CO posts and 3 in 20 EO posts are filled through the scheme.
To date over 550 staff have successfully moved through the scheme in the grades of CO and EO.
Phase 2 – for the grades of Higher Executive Officer (HEO) (c. 5 000 staff), Administrative Officer (AO) (c.700
staff), and Assistant Principal (AP) (c.2 000 staff) will be introduced in the following sub-phases:
• 2A – list-based scheme for AO and HEO positions similar to that for COs and EOs – on target to go live
January 2021.
• 2B - advertisement-based scheme for AO and HEO positions that require qualifications or more
specialist expertise – on target to go live in March 2021. Staff members interested in a move to a
specialised areas e.g. ICT, HR can register their interest on the Mobility portal and will be notified by
email in the event that a position is advertised in their chosen category.
• 2C - advertisement-based scheme for AP positions end live on 2nd
November 2020. This includes the
Third Secretary grade, Department of Foreign Affairs.
A sequencing arrangement applies under this phase where 1 in 6 posts are filled through the scheme.
Principal Officer (PO) Mobility is an advertisement based scheme and was introduced in 2015. It includes
the Counsellor grade, Department of Foreign Affairs. Over 60 roles have been filled to date.
A sequencing arrangement applies under this phase where 1 in 6 posts are filled through the scheme.
Process for Advertisement-based scheme (all AP and PO positions & specialised categories for the HEO
and AO grade)
Staff interested in a move under the scheme are required to register their interest on the online portal in
order to receive automated notifications.
When a vacancy arises that is to be filled through Mobility the Advertising/Receiving Local HR are
responsible for completing the advertisement template (sample at Appendix 1) on the online portal.
When a position is input by the advertising Local HR the registered staff members will automatically receive
the advertisement by email to both their work and home email address.
Where a staff member wishes to apply for the advertised position they must complete the application form
(sample at Appendix 2), and apply directly to the advertising organisation – contact details will be included
on the advertisement. This includes a declaration that they have read the terms and conditions which
include the following eligibility requirements to apply for a mobility position:
a) 2 years’ service, or more, in the current grade;
(b) 2 years’ service, or more, in the current organisation;
(c) 2 years’ service, or more, in the current geographical location;

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(d) a PMDS/performance rating of ‘Satisfactory’ for the previous working year; and
(e) successfully completed their probation period in a permanent capacity.
When the closing date has passed the advertising organisation will undertake a selection process. This may
include an initial shortlisting of applications to ascertain the applicants who best meet the requirements of
the advertised position. Applicant(s) may then be invited to a meeting to discuss and explore their skills and
potential to meet the requirements of the advertised position.
When the advertising Local HR progress with the selection process they will contact the Sending Local HRs
of the applicants being considered who are required to complete a Suitability Report of the applicant’s
current suitability and/or ability to be progressed for Mobility under the following criteria: a) Performance
Improvement Plan (PIP) under Circular 24/2016 or subsequent amended circular; b) Disciplinary warnings
and/or sanctions under Circular 19/2016 or subsequent amended circular; c) Formal investigations under
the Civil Service Disciplinary Code which may lead to disciplinary action; and d) Attendance Record.
Where an applicant is selected, or where there is no suitable applicant, the Advertising Local HR should
inform all applicants of the outcome of the process.
Where there is no suitable applicant, the position remains to be filled through normal recruitment
arrangements.
Upon completion of the process, Local HR of the advertising organisation will complete an on-line outcome
report (Appendix 3). This will be used for reporting and reviewing purposes.
What results: what were the benefits of the solution, how does it work in practice, lessons learnt
Benefits
The scheme increases organisational capability, diversity and skills transfer/matching. It is open and
transparent and aids in developing staff members skills/expertise and learning through the sharing of
good practice, ideas and experience across the service regardless of grade of geographical location. The
scheme also strengthens the concept of a ‘One Civil Service’.
Mobility also supports the development of senior staff members in line with the criteria for Assistant
Secretary posts advertised since 1 January 2018 which include the following:
Ideally, applicants will meet at least two of the following criteria at a senior level:
• Experience in more than one organisation;
• International experience (e.g. working abroad or significant engagement with international
organisations and processes);
• Experience outside the Civil Service;
• A variety of experience (e.g. policy and operational).
Lessons Learned
Learnings from a one year review of the list-based scheme for Clerical and Executive officers are that:
• 97% of respondents surveyed would recommend the scheme to colleagues
• 80% of movers have not ‘reapplied’ for a further move
• 88% of moves took place within the guiding four week timeframe following acceptance of offer
• Only 25% of moves take place following an offer of Mobility.
While the reported data on list-based mobility indicates that only 1 in 4 moves take place following
advancement of offer, there is a reasonable expectation that there will be an improvement in this given the
reducing number of applicants with former transfer legacy dates (62% reduction from 1339 to 521

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applicants @ 01/2020) and policy improvements that have now taken place (streamlined communications
and reduction in application choices). Reported reasons for the high decline rate are:- change in personal
circumstances; upcoming promotion; office address unsuitable; terms of position unsuitable.
It is too early to tell if the improvements that were made have reduced the number of declined offers as
the scheme was paused for six months this year due to COVID-19. New ways of working (Hybrid Working)
is also anticipated to have an impact on the scheme with less staff requiring a geographical move.
A two year review of the advertisement-based scheme for Principal Officers provided key learnings a high
volume (c.40%) of advertised positions required specialist/technical skills. Although this had some impact
on the number of applications, the scheme is meeting its seqencing target of filling 1 in 6 positions.
The objective to support the business while providing opportunities for staff members has been met, and
stakeholders of the scheme have reported the following:
- Organisations: increased recruitment pool of suitable experienced staff.
- HR Managers: reduced time spend dealing with queries compared to legacy transfer processes; a
welcomed single steamlined process.
- Line Managers: although training is required, the quality of staff is satisfactory.
- Applicants: positive impact on work life balance and career development/paths; reduced commute -
environmental and economical friendly; transparent efficient process.
- Staff Unions: members are in general very happy with the scheme, and feel that their mobility/career
development/work life balance requirements have been taken into consideration.
Local HR and Line Managers also identified the need for skills matching for the junior grades. While not
the considered view of Senior Management at the development stage, this will be further reviewed for
particular skill sets e.g. ICT.
Learnings from the above schemes have been carried into the development of the other phases for the
HEO, AO and AP grades.
Challenges
The scheme has also highlighted some challenges for any move or hire that are not unique to mobility and
are widespread across the following HR policies: recruitment; redeployment; interdepartmental and
internal promotion; internal mobility; PMDS and One Learning.
The main challenges are: difficulty in transitioning into new role/organisation; poor induction/in-house
training; elective work arrangements not carrying as personal-to-holder; fear of declaring
disability/reasonable accommodation requirement; lengthy process for Garda vetting; variance of pay and
leave arrangements across the service; different HR systems with no on-line access to scheme (14% of
representative grades).

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Appendix 1
CIVIL SERVICE MOBILITY SCHEME
ASSISTANT PRINCIPAL
ORGANISATION AND POSITION DETAILS
ROLE DESCRIPTION
Description of
Division/Unit work:
Key Role
Responsibilities:
Essential Role
Requirements:
Desirable Role
Requirements:
APPLICATION
E-mail contact
details:
Closing Date: Click or tap to enter a date.
Organisation: Choose an item.
Division/Unit:
Address:
Current Location Zone:
[see list of zones here] Choose an item.
Position Title:
No of reporting staff:

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Appendix 2
CIVIL SERVICE MOBILITY SCHEME - ASSISTANT PRINCIPAL
APPLICATION FORM
PERSONAL DETAILS
Name: Choose an item.
Current Position and Division:
Organisation:
Email address:
Current Location Zone: [see list of zones
here]
Choose an item.
Mobile number:
Work number:
I have read the T&Cs, and am a permanent
civil servant in a general service grade:
Please select
CAREER HISTORY
Please present your career in reverse chronological order (last three or four roles – repeat as required) so that the
most recent role appears first.
Position:
Organisation:
Dates from – to:
No. and grade of
reporting staff:
Main responsibilities and achievements:
0-300 words

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EDUCATIONAL DETAILS
Please specify in each case:
• Title of qualification (e.g. Commerce, Law etc.)
• Level of qualification (e.g. certificate, diploma, B.A., BSc, M.A. MSc, PhD )
• Key subjects (up to 3) or in the case of a Masters by thesis or PhD indicate title of thesis
• Year in which qualification was awarded
• Institution and (if different) Awarding Authority.
Please expand table as necessary.
TRAINING DETAILS
Please specify training you have received in the last ten years:
Course Name Year Institution
1
2
3
4
Please expand table as necessary.
PERSONAL STATEMENT TO SUPPORT YOUR APPLICATION:
0-300 words
Signature:
Date: Click or tap to enter a date.
DATA PROTECTION AND CONFIDENTIALITY
All personal information submitted by you in completing this document will be held and used solely for the purposes
of the Assistant Principal Officer Mobility scheme.
Local HR will treat this information as confidential and access will be restricted and controlled in accordance with
Data Protection Acts and the General Data Protection Regulation.
Title Level Key Subjects Year Awarded Institution/Awarding
Authority
1
2
3
4

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Appendix 3
CIVIL SERVICE MOBILITY SCHEME
ASSISTANT PRINCIPAL
Report to be completed by Advertising Local HR
ORGANISATION AND POSITION DETAILS
Signature:
Grade (HEO or
above):
Date: Click or tap to enter a date.
Organisation: Choose an item.
Number of applicants:
Position filled: Please select
Time taken from
Advertisement to
Selection:
Time taken from offer
to Mobility move:
Outline any challenges
encountered:
Suggestions for
improvements to the
process: