U.S. Office of Personnel Management - Ensuring the Federal Government has an effective civilian workforce

2006 Fair Act Inventory

Worksheet 1: Instuctions

Instructions for compiling commercial and inherently governmental FTE inventories

Agencies will use this spreadsheet to compile their commercial and inherently governmental FTE inventories in accordance with Office of Management and Budget (OMB) Memorandum M-06-08.

1. Instructions

These instructions describe the contents of each of the seven worksheets in this spreadsheet\workbook.

Agencies must complete two of the worksheets, 6. Contact Information, and 7. Inventory. Once agencies have completed and reviewed their inventories, they must send the completed spreadsheet to OMB in accordance with OMB Memorandum M-06-08. Agencies must NOT alter the format of this spreadsheet/workbook.

2. Agency/bureau FTE codes

This worksheet is provided for your information, cannot be updated by you, and contains agency and bureau codes, current-year direct, reimbursable and total FTEs by agency and/or bureau, and other descriptive information. The FTE levels were provided by the agencies and published in the President's Budget.

3. Function Codes

This worksheet is provided for your information, cannot be updated by you, and contains a complete list of activity function codes and titles.

4. Cities

This worksheet is provided for your information, is based on information provided by the US Postal Service, can and should be updated by you, and contains a list of city names.

You can add new city name to the list, but make sure it has a valid USPS zipcode. If a city is not listed, like a foreign city name, a warning message will display. However, you can enter the city name as appropriate. If you cannot see all the city codes in the drop down, it may be due to a lack of memory. See tab 4 for a complete list of city codes.

5. Miscellaneous Information

This worksheet is provided for your information, can and should be updated by you, and contains lists of agency\bureau codes, name prefixes (e.g., Mr., Mrs.), and suffixes (e.g., Jr.).

This worksheet contains a list of agency\bureau codes used in executive branch agencies. You should only keep the agency\bureau codes that you report, and delete all other agency\bureau codes.

6. Contact Information

This worksheet is provided for you to enter contact information for each bureau. You must provide at least one contact for each bureau. You should also provide additional contacts in the event that the primary contact cannot be reached.

You must provide the following information for each agency\bureau: (1) Agency\bureau code, (2) Organizational unit name or abbreviation, (3) Last Name, (4) First Name, (5) Prefix is optional, (6) Suffix is optional, (7) Email address, and (8) Phone. The phone number must include area code and, when possible, should be formatted as ###-###-####.

Agencies must NOT alter the format of this worksheet. For example, you may NOT add new columns or change the order of columns. If you find it convenient, you may remove the drop-down menus, but please note that the values you enter must agree with the content of these drop-down menus.

7. Inventory

This worksheet is provided for you to enter inventory information.

You must provide the following information (1) a unique sequence number, (2) Agency\bureau code, (3) Organizational unit name or abbreviation, (4) State, (5) City, (6) Country, (7) FTEs, (8) activity function code, (9) Status, (10) Reason, (11) Reserved, and (12) first year on inventory.

Agencies must provide a unique sequence number for each row in the worksheet. For your convenience, numbers have been entered for the first 100 rows. If you provide fewer than 100 rows, please delete the sequence number for blank rows. If you provide more than 100 rows, please make sure that each new row has a unique sequence number.

The purpose of the sequence number is to help departments, large agencies and OMB discuss specific entries in the inventory. For example, we believe it will be easier to ask a question regarding an entry by referring to a single, unique sequence number rather than by specifying the the values in 10 or more columns.

Agencies must NOT alter the format of this worksheet. For example, you may NOT add new columns or change the order of columns. If you find it convenient, you may remove the drop-down menus, but please note that the values you enter must agree with the content of these drop-down menus.

Agencies must compute, by agency\bureau, the total numbers of FTEs in this worksheet. Agencies must compare these totals to the comparable control total in the 2.AgBu_FTE worksheet. Differences must be explained to OMB.