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AFM Programs & Services

Consolidated Assistance Review and Evaluation [CARE] Program:
About the Program

We CARE ... Just Ask!

BACKGROUND

Background

In 1990 the Consolidated Assistance, Review, and Evaluation (CARE) program was officially chartered by Administrative and Financial Management (AFM) of the Agricultural Research Service (ARS). The CARE program consolidated many of the reviews previously completed by individual Divisions or Areas utilizing Total Quality Management (TQM) principles. This is the first program where providing assistance is emphasized and "conforming to requirements" is de-emphasized. CARE Teams provide onsite assistance based on issues that surface during the reviews. Findings and recommendations support Agency, Department and Government reports.
While CARE consolidates ARS internal reviews, some external reviews/audits will still be performed. To the degree possible, CARE review findings will supplement:

  • GAO audits
  • GSA Space Utilization Surveys
  • ARS Special Interest Reviews
  • ARS Imprest Fund Audits

 

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Review Process

The CARE Cycle is as follows :

October

The Deputy Area Directors (DAD's) nominate 2 - 3 Locations within their Area for review the following year. The CARE Coordinator, working with AFM Leadership, then selects Locations from the nominations. Once the selected Location review list is finalized it is sent to the DAD's to notify the Locations in their Area.

At the same time, new members from Locations, Area Offices & Headquarters Divisions are nominated by the DAD or Division Director for consideration by the CARE Coordinator and AFM Leadership.
February

New members, Team Leaders and Co-leaders attend training each year to become familiar with their role in the program. During this training they are given Team and Location review assignments.
March-August

Reviews are conducted during this period.

Prior to the review:

The Team Leader contacts the DAD, Center Director or Location Coordinator (LC), and the Administrative Officer (AO) to explain the CARE process, determine review dates, assess any issues that may need special attention during the review, and to understand the logistics of the Location.

During the review:

  • Team meets with Administrative Staff (Introductions)
  • Team Leader/Co-leader meet with LC/AO (review schedule for week and answer questions regarding review)
  • Opening conference with entire Location
  • Tour of facilities
  • Program/administrative interviews*
  • Functional reviews*
  • DAD briefed on findings by the Team Leader
  • CARE Coordinator briefed on findings

*NOTE: Reviews are a combination of interviews and functions/document reviews. Division, Area, & Location provide priorities for the review.

Confidential interviews are conducted to determine customer expectations , satisfaction and to bring to light concerns regarding administrative processes. Those interviewed typically include the LC, RL's, Secretaries, EEO representatives, Safety personnel, union representatives and administrative support personnel.

Functional reviews of files are performed utilizing functional questions developed by Agency management. All segments of the functional review are documented according to the AFM functional questions which are updated and sent to all AO's each FY.

After the review:

  • Report of findings developed, signed by the Team Leader, CARE Coordinator, and AFM Deputy Administrator, and sent to Location/Area/Divisions for action as appropriate
  • Trends documented in CARE Tracking System

 

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General Information

The CARE Program uses a Team approach to conduct the reviews. Teams are generally composed of:

  • 2 - AO/LAT
  • 4 - Functional experts
    (IT, HR, Safety, FFIS)
  • 2 - additional (AO/LAT, RL Secretary, Extramural Agreements, Budget and Fiscal, Procurement)

Two members of each Team are designated Leader/Co-leader, respectively.

Six teams are formed each year with members rotating 3 year appointments. Each team performs 2 reviews a year for a total of 12 annual reviews. Due to the size/complexity of the Location being reviewed, not all team members attend each review.

Each fall, new CARE members are recruited for the next review cycle via requests to Division Directors and Deputy Area Directors (DAD's). Locations to be reviewed are identified by DAD's. Reviews are conducted during the period March-July.


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Additional Information

For additional information on the CARE Program please contact Program Manager:

David L. Carter
Special Programs and Projects
USDA-ARS (AFM)
5601 Sunnyside Avenue Room 3-2161 (MS5108)
Beltsville, MD 20705-5000

Tel: 301-504-1007
FAX: 301-504-1023
E-mail: Dave.Carter@ars.usda.gov

The United States Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital or family status. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact the USDA Office of Communications on (202) 720-2791.

Last Updated: 02/26/2008