State of California

  M E M O R A N D U M

  REFERENCE CODE:
  2001-070

  DATE:
  December 26, 2001

  TO:
  Personnel Officers

  FROM:
  Department of Personnel Administration
  Classification and Compensation Division

  SUBJECT:
  CEA Salary Cap Report and Database Update

  CONTACT:
  Dave Combies, Personnel Program Analyst
  (916) 324-9381
  FAX: (916) 327-1886
  E-mail: DaveCombies@dpa.ca.gov


  As you are aware, every year State agencies are asked to 
  provide information to the Department of Personnel 
  Administration (DPA) relative to the number and levels of 
  incumbents designated as Career Executive Assignment (CEA).  
  In an effort to simplify the reporting requirements, we 
  have modified the process.  Following, for your 
  information, are the steps that must be taken to comply 
  with this year's reporting requirements.
  
  In the past, State departments were required to submit 
  reports to DPA showing their CEA salary cap on each October 
  1st.  Beginning with this year, we have moved the effective 
  date to December 31st with reports due no later than the 
  end of January.  You may recall that the salary cap was 
  established in 1996, after the conversion of many of the 
  managerial positions to the CEA category.  It was 
  implemented to replace the current position-by-position 
  review by DPA and to provide departments with more 
  flexibility in managing their CEA programs.  The annual 
  review by DPA provides valuable information to ensure that 
  the CEA program continues to be administered in a uniform 
  manner consistent with sound personnel management 
  principles. 
  
  A copy of a CEA Salary Cap form is attached with 
  instructions for filling it out.  However, we would prefer 
  you use an electronic version of the form, so that the 
  completed report may be e-mailed to Dave Combies at the 
  above address.  The electronic form is an Excel spreadsheet 
  and may be downloaded from the DPA Personnel Information 
  Exchange (PIE) website.  The form may be expanded if you 
  have more than 15 positions by inserting additional rows.  
  If you do not have PIE, e-mail Dave Combies and ask for an 
  electronic copy of the form.
  
  In order to validate and verify the salary cap, each CEA 
  position must be matched with a corresponding position in 
  DPA's CEA Database.  This is necessary, as DPA's CEA 
  Database serves as the official record of all approved CEA 
  position allocations.  Unfortunately, DPA's CEA database is 
  not completely accurate because many departments have not 
  kept DPA notified of changes in their CEA positions.  At a 
  minimum, titles may have changed and in some cases, other 
  changes that should be reported to DPA may have taken 
  place.  The data on many CEAs will have to be updated.  A 
  copy of the CEA Database Input Form, with instructions, is 
  attached for your use in order to report these changes to 
  DPA.  The form may be reproduced for additional positions.  
  In addition, like the CEA Salary Cap form, the CEA Database 
  Input form is available on DPA's PIE website under 
  "Downloads" and can be e-mailed as above or returned by 
  mail.
  
  Please note that one key item of information is the correct 
  position number for each CEA position.  Each month, DPA 
  runs a report from the State Controller's Office (SCO) on 
  CEA incumbents (the CEA Roster).  This SCO report is 
  matched up to DPA's CEA database.  Many departments have 
  not been reporting position number changes, as demonstrated 
  by the fact that there are now over 400 CEA incumbents who 
  do not match up with corresponding approved CEA positions.  
  It is vital that these be reconciled by identifying each 
  position on the salary cap form against the Active CEA 
  Allocations report from DPA's CEA database.  A position may 
  not be included on the salary cap form if it cannot be 
  identified as a bona fide active CEA.
  
  Since departments are required to report significant 
  changes in CEA positions to DPA, Section 400.8 of the 
  Classification and Pay Manual, which outlines these 
  reporting requirements, is also attached.
  
  In order to facilitate the reconciliation of all CEA 
  positions and correctly report the CEA salary caps, we have 
  also included the following DPA CEA database reports and 
  documents:
  
  -  Active CEA Allocations - Detail (Sorted by Level)
  
  -  CEA Incumbents Without Matching Positions (Sorted by 
  Name)
  
  -  Inactive CEA Allocations - Detail (Sorted by Level)
  
  -  Section 405 of the Classification and Pay Manual and the 
  CEA Levels Criteria (Note:  Use this section to identify an 
  appropriate CEA level.)
  
  Questions on specific CEAs should be referred to your DPA 
  analyst.  Questions regarding the salary cap or the forms 
  and reports included in this package should be referred to 
  Dave Combies.  As previously indicated, we are asking all 
  agencies to submit this information no later than close of 
  business, January 31, 2002. 
  
  
  
  
  Michael T. Navarro, Chief
  Classification and Compensation Division
  
  
  Attachments will be distributed via mail.