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ARS Emergency Readiness
Current
Threat Level
Essential Management Core Functions for Business Continuity in Emergency Situations
Essential functions were determined as thoseadministrative and program management functions that must be performed in the event of business disruptions. The list below reflects each of the essential functions, how they will be provided, and the point of contact information.
Click on a function below for more information.
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Acquisition: Awarding Contracts
Critical actions will be handled electronically, when possible. If paper documents and IAS are unavailable, Letter contracts or verbal approval will be given. Purchase cards will be used to the maximum extent practicable. Acquisition & Property Division 301-504-1695 Acquisition: Purchase Card – AAPC/LAPC
If necessary, AAPC and LAPC appointments will made in an emergency. Acquisition & Property Division 301-504-1695 Acquisition: Warranting
If necessary, the head of the contracting activity designee and alternate will continue to issue warrants in an emergency. Acquisition & Property Division 301-504-1695 Appropriations Law and Financial Policy Issues
The Financial Management Division (FMD) will continue to provide guidance, as requested, to address various appropriation law and financial policy questions and issues. Financial Management Division (FMD) 301-504-1257 ARIS documentation
Research/Agreements Subsystem - Collections - 416/417 for in-house research review and approval and transfer of funds; 115s for review and approval to publish; incoming agreement information for review and approval to submit proposals for receipt of external funding; and outgoing agreement information for review and approval to execute extramural agreements will be handled electronically. Documentation will be collected by the ONP Program Analyst and forwarded to the appropriate NPL and BPMS, when necessary, for approval. Post approval, the documentation will be reflected in ARIS and notification sent to the appropriate Area Program Analyst. Patent/Licenses Subsystem – Collections - Plant Material Dockets, Germplasm Releases will be collected by the ONP Program Analyst and forwarded to the Crops Protection Program Analyst who will handle the review and approval. Post approval, the ONP Program Analyst will approve in ARIS and will send an electronic notification to the appropriate Area Office. Biological Inventory Tracking
ONP will continue to update the National Pathogen Inventory (NPI) database Office of National Programs 301-504-4764 Biosafety
ONP will be notified by phone or email of incidents involving biological material. ONP will immediately notify the ARS Administrator and Under Secretary for REE. ONP will continue to assist the IO, IBC, location and Area staff with assessment of the incident report to determine the effectiveness of response and establishment of an investigational committee when appropriate. Office of National Programs 301-504-4734 BSL-3 Visitor Authorizations
ARS Homeland Security will continue to provide BSL-3 Visitor Approval to all locations as is feasible. Homeland Security Staff 301-504-4831 Civil Rights Complaint Process
EEO counseling and the complaints process are governed by strict guidelines and timeframes promulgated b the EEOC. The EEOC may relax their requirements during a time of crisis/pandemic, but if not, the Office of Outreach, Diversity, and Equal Opportunity (ODEO) will continue to function as long as practicable. ODEO 202-720-6161 Continuity of Benefits
The full scope of functions will continue as long as practical. However, in the event of critical staff shortages only the following core functions will continue to be performed: Claims for Death Benefits and processing Life and Health Insurance Election forms. Servicing HR specialist (Retire and Benefits) – see contact list at http://www.afm.ars.usda.gov/hrd/operations/rsb.htm 301-504-1512 Continuity of Pay
The National Finance Center (NFC) in New Orleans, LA, has been authorized by the Director, Human Resources Division (HRD) to continue generating 80 hours of regular time for full time employees as well as pay part time employees based on their regular tour of duty in the event of an emergency which prevents the transmission of Time and Attendance data to NFC. It is expected that timekeepers will be able to continue to transmit T&As through STAR Web even if they are working from a telework center or from home since it is a web based system. Actions which affect pay will continue to be processed as long as practical. However, in the event of critical staffing shortages, only critical actions pertaining to emergency hiring will be processed.
Employee Relations
Employee Relations (ER) will continue to provide advice and guidance to supervisors and managers on performance and conduct problems as long as practical. However, in the event of critical staff shortages, only critical performance and conduct issues or situations pertaining to the pandemic will be addressed. Servicing HR Specialist (ER) 301-504-1355 or see contact list at www.afm.ars.usda.gov/hrd/operations/erb.htm Executive Correspondence
Preparation of correspondence, briefing paper and other written materials for the Administrator will be handled electronically by the ONP writers. Correspondence Management Unit (CMU) 301-504-4513 Extramural Agreements: ARS Award/Payment, Domestic
Extramural agreement awards and invoice payments will continue as long as practical. However, in the event of staff shortages, invoice processing will be the priority. Servicing Extramural Agreements Specialist 301-504-1147 Extramural Agreements: ARS Award/Payment, International
International extramural agreements awards and invoice payments will continue as long as practical. However, in the event of staff shortages, invoice processing will be the priority. Servicing Extramural Agreements Specialist 301-504-1147 Extramural Agreements: ERS/NASS Award/Payment
Extramural agreement awards and invoice payments will continue as long as practical. However, in the event of staff shortages, invoice processing will be the priority Servicing Extramural Agreements Specialist 301-504-1147 Facilities Design & Construction Contracting
Facilities Related Contracting, Emergency Acquisition of Facility Related Requirements and Emergency Acquisition of Facility Related Requirements exceeding warrant authority (if not granted emergency Warrant Delegation Increase). Emergency services are defined as essential contracting and engineering activities that will ensure that the Government’s contractual obligations/acquisitions, and onsite project safety/life safety issues are protected/addressed. Facilities Division 301-504-4520 Facilities Engineering
Engineering Technical Support for Emergency Acquisition of Facility Related Requirements. Emergency services are defined as essential contracting and engineering activities that will ensure that the Government’s contractual obligations & acquisitions and on-site project safety/life safety issues are protected & addressed. Facilities Division 301-504-1202 FFIS – Foundation Financial Information System Documents Suspense Index (SUSF) Management
The Financial Management Division (FMD) will continue to assist Area Offices or coordinate with NFC to ensure SUSF transactions with error messages that the Area Offices are unable to resolve independently are Accepted. The focus is specifically on ensuring timely payments to vendors Financial Management Division (FMD) 301-504-1275 Financial Reporting: Quarterly
The Financial Management Division (FMD) will continue to support the quarterly (and year-end) financial statements process and will complete the various milestone requirements mandated by OCFO. Financial Management Division (FMD) 301-504-1257 Foreign Visitor Tracking
ARS Homeland Security will continue to process Name Trace Request for all Non-Citizens. Homeland Security Staff 301-504-4831 Freedom of Information (FOIA) Requests
Process Freedom of Information/Privacy Act (FOIA-PA) requests. FOIA Officer 301-504-1640 Funds Allocation
Maintenance of Budget & Program Management Staff (BPMS) Allocation Systems will continue as feasible. BPMS 202-720-4421 Government Emergency Telecommunications (GETS) cards
OCIO will obtain Government Emergency Telecommunications Service (GETS) cards on behalf of users through the Department. Requests should be made through OHS ARS Help Desk 301-504-1074 or 1-866-802-4877 Media Liaison
Information Staff will:
Information Staff 301-504-1638 – Work 240-478-7601 – Cell National Program Assessment Panel Reviews
Panel reviews will continue as long as practical. Should travel to Beltsville for onsite meetings be impractical, the existing online web-based tool (Microsoft Live Meeting) would be utilized. Office of National Programs 301-504-4622 OCFO and other Special Projects
The Financial Management Division (FMD) will continue to support various special projects as mandated by OCFO, e.g., Transparency Act, Managerial Cost Accounting, Management of Delinquent Receivables, Financial Indicators, etc. Financial Management Division (FMD) 301-504-1257 OCIO: Cyber/systems security
OCIO will do the following:
ARS Help Desk 301-504-1074 or 1-866-802-4877 OCIO: E-mail Access - ARS
In the event of a situation that would result in the GWCC Email system being unavailable for an extended period of time, the Email system is designed to “fail-over” to the Fort Collins, CO site. Every mailbox and mailbox data can be brought up on the Fort Collins node within a 4-6 hour timeframe with the understanding that any mail messages sent during the event will be lost. The reverse “fail-over” to GWCC occurs if Fort Collins Email system becomes unavailable. ARS Help Desk 301-504-1074 or 1-866-802-4877 OCIO: Internet connectivity (dial up Internet Access)
OCIO will obtain accounts on behalf of the user from the telephone company for dial-up access to the internet ARS Help Desk 301-504-1074 or 1-866-802-4877 OCIO: Network functionality and maintenance
OCIO staff will ensure ARSNet is accessible within the limits of facility sustainability. ARS Help Desk 301-504-1074 or 1-866-802-4877 OCIO: Remote access to networks and information systems (VPN)
All Headquarters and ARS Field site staff on ARSNet that have VPN access can access all systems they would access on their desktop (including the C: drive). This includes if the user has a docking station laptop as their primary PC. OCIO will provide VPN software to the user. HQ users should request VPN account, with supervisory approval, and email request to Maureen.Harris@ars.usda.gov Users should keep their PC’s on if they anticipate they’ll use VPN access. In the event of a power outage; upon return of power, OCIO will turn PC’s back on for staff. Field users who have been converted to ARSNet, with supervisory approval, should forward VPN request to the Area IT specialist, who will request account creations through Maureen Harris.
OCIO: Systems and users support
OCIO will ensure Exchange E-mail and HQ Microsoft network systems are available. See also, OCIO E-mail Access - ARS related to availability. ARS Help Desk 301-504-1074 or 1-866-802-4877 Office of Scientific Quality Review (OSQR) Process
Should travel to Beltsville for a meeting be impractical, the existing online web-based tool (Microsoft Live Meeting) could be utilized. This function is presently available 24/7 to OSQR so scheduling would not be necessary. OSQR Program Coordinator 301-504-3282 or 301-504-3283 OWCP
The OWCP staff will continue to provide advice, guidance and claims processing services as long as practicable. However, in the event of critical staff shortages, the staff will only continue to process CA1 and CA2 forms with the Department of Labor and to provide advice and guidance on filing requirements. Human Resources Division 301-504-1317 PADI’s: Program Adjustment Decision Items
The receipt, review, and disbursement of Program Adjustment Decision Items (PADIs) will be handled electronically. It is expected that after discussion at Operations Staff the draft memo will be finalized and forwarded to the Area Office. Office of National Programs 301-504-4581 PDRAMs/ PPOs: Program Planning Resource Allocation and Project Plan Outlines Crop Production & Protection PA Natural Resources & Sustainable Agricultural Systems PA Nutrition, Food Safety & Quality PA Personal Property
Critical actions will be handled electronically. If paper documents are unavailable, property management specialists will give verbal approval. Acquisition & Property Division 301-504-1695 PMI/GPRA Reports
Preparation of the GPRA Annual Performance Plans and Reports will be handled electronically by the Program Planning Advisor. Office of National Programs 301-504-6233 Prior Year Funds Approval – ARS only
The Financial Management Division (FMD) will continue to review and as appropriate, approve the use of prior year funds for ARS offices. Financial Management Division (FMD) 301-504-1257 Real Property & Space Utilization
Real Property Acquisition and Space Management Support for Emergency Acquisition of Facility Related Requirements (e.g., revocable permits, long term leases). Facilities Division 301-504-1224 Recruitment & Staffing
As long as practicable, Human Resources Division (HRD) will continue to issue vacancy announcements and certificate of eligibles; however, in the event of critical staff shortages the Operations Branches will only process requests for emergency hires. HRD will receive e-Forms Requests for Personnel Actions (SF-52) which are attached to e-mails forwarded from officials who have the authority to initiate requests for personnel actions. If Area Office approval is required, the e-mail must indicate that Area Office approval has been received in order for HRD to proceed with processing the action. Human Resources Division 301-504-1317 or Servicing HR specialist – see contact list for Branches at www.afm.ars.usda.gov/hrd/operations/esb.htm Reporting from Managers on Impacted locations
Information Staff will serve as the primary contact point (reporting/gathering information) for field locations Information Staff 301-504-1638 – W 240-478-7601 – C Research Leader (RL) Approval
Requests and approvals for RL hiring will be handled electronically and responses will be emailed to Area Offices Office of the Administrator 202-720-3656 Research Position Evaluation System (RPES)
Regularly scheduled RPES classification panels will be delayed for 90 days in the event of a pandemic which results in critical staffing shortages. After 90 days, the situation will be evaluated and decisions will be made whether or not it is feasible to implement the emergency panel procedures. Since it is assumed travel and face-to-face meetings will be suspended during a pandemic or emergency situation, Sharepoint and conference calls will be the primary means of conducting RPES panels – both regularly scheduled classification panels as well as ad hoc panels. Human Resources Division 301-504-1562 Safety, Health, and
Environmental Management (SHEM) During an emergency event, Areas and Locations should obtain SHEM related policy, procedures and guidance from their respective Area Safety and Health Managers (ASHM). Area Safety and Health Managers (ASHM)
Security Clearances
In the event of critical staff shortages, the Suitability Staff will only process security clearances for new employees as required. Human Resources Division 301-504-1317 Select Agent (SA) Facility Certification database.
Office of National Programs (ONP) will update the USDA Select Agency tracking history which is required to meet and document certification compliance. Office of National Programs 301-504-4764 Status of Funds and Fund Balance with Treasury Monitoring
The Financial Management Division (FMD) will continue to monitor the status of funds for the various REE treasury symbols to help prevent anti-deficiencies and ensure that any negative fund balance with Treasury issues are addressed. Financial Management Division (FMD) 301-504-1257 SY Recruitment and SY Abolishment
Requests and approval for SY recruitments and/or abolishments will be handled electronically. Email requests will be forwarded with the Position Description to the appropriate Deputy Administrator for review. Post review, the approval/disapproval decision will be forwarded to the appropriate Area Director. Office of National Programs 301-504-4581 TORT Claim Processing
As the Tort Claim representative, the Property and Support Services Branch (PSSB), will continue to review and prepare tort claims for Office of General Council approval for all agency claims above $100,000. Acquisition & Property Division 301-504-1695 Travel: Foreign
The new issuance of passports, visas and security clearances will continue to be processed through the Headquarters travel office for as long as possible (These requests are normally delivered by courier/mail to the Department of State/Embassy/FAS). As necessary the Area Travel Assistants will be requested to complete the AD-121 and coordinate with the Agricultural Attache instead of using INCA. Financial Management Division 301-504-1260 Travel: Government Transportation System (GVTS) Accounts
The Headquarters travel office will continue to coordinate GVTS accounts to ensure travelers unable to use an IBA are able to obtain GVTS tickets. As needed, the Headquarters travel office will request that NFC coordinate with Area Travel Assistants directly. Financial Management Division 301-504-1260 Travel: Government-issued Travel Charge Cards
The paperwork for the issuance of new Government-issued travel cards will continue to be processed by the Headquarters travel office for as staff are available to perform the functions. HQ staffing shortages may require authority to be delegated to each Area Travel Assistant to work directly with vendor. The Headquarters travel office will monitor existing travel cards and providing exceptions to cut-off of individual accounts. As needed, the authority will be transferred to the Area Travel Assistants. Financial Management Division 301-504-1260 |
Last Updated: 09/22/2008
