#1: Research, Education, and Economics (REE) Agencies have a highly qualified diverse workforce to fully accomplish the REE mission.
Goal 1.1 - Develop a workforce plan that identifies current and future skills gaps.
Activity 1.1.1 Conduct skills gap analysis
Business Plan
Development of the workforce plan, and a process for conducting skills gap analysis and identifying future occupations/skills needs will be done at the Agency level by the REE Human Capital Plan Working Group. Completion date of 4th Q FY 04 is required by USDA’s Human Capital Plan.
Activity 1.1.2 Develop process for identifying future occupations/skills needs
Business Plan
Methods and procedures will be made available to REE managers for their use in conducting the same kinds of analyses at any organizational level within REE (a “human resource management plan process” or template, which will help managers analyze what skills are available in their workforce now, what will be needed in the future, and how to develop a plan to get there). Action by HRD in conjunction with the REE Human Capital Plan Working Group, completion by 1st Q FY 05.
Activity 1.1.3 Incorporate diversity goals in workforce planning
Business Plan
Diversity goals are to be incorporated into workforce planning at all levels of the REE Agencies. Each individual supervisor is responsible; due date is “ongoing”, with each recruitment, promotion, and training/development opportunity. Accomplishment to be reported and evaluated in individual annual performance appraisal documentation and in agency annual performance plans.
Goal 1.2 - Develop more efficient HR processes at all levels in the REE Agencies.
Activity 1.2.1 Automate HR systems (such as Quickhire)
Business Plan
Streamlining the recruitment process has been identified as a top priority under this goal. HRD obtained funding for pilot test of QuickHire automated process in FY04. Work with vendor began in November 2003. Pilot test results will be evaluated and recommendation for expansion throughout REE will be made by 4th Q FY 04. Task Group will be established by the HR Director 4th Q FY 04 to address the recruitment process at all levels within the organization. Task group to include ARS Recruitment Officer, HR staff, and field and HQ customers. Recommendations due from this group 2nd Q FY 05.
Activity 1.2.2 Identify HR processes for in-depth review; set priorities (e.g. recruitment, awards, other); conduct business process analysis; identify re-engineering or streamlining opportunities; re-engineer processes at all levels within the organization.
Business Plan
Identification of additional processes for in-depth review and setting of priorities to be done by a task group whose membership includes HR staff, AAO’s, and other customer representatives. Task Group to be established by the HR Director. Target date to complete its work by end of 3rd Q FY 05.
Activity 1.2.3 Review and streamline internal HR delegations of authority
Business Plan
Task Group established for y 1.2.2 will also address issues of delegations of authority.
Activity 1.2.4 Develop and implement additional recruitment and retention tools
Business Plan
Task Group established for y 1.2.2 will also address issues of recruitment and retention tools.
Goal 1.3 - Provide leadership continuity and development.
Activity 1.3.1 Expand participation in Path to Leadership Program and Leadership Lab to all REE agencies
Business Plan
HRD Employee Development Staff to discuss PLP and LL with REE agency contacts and Administrators – due 4th Quarter, FY 2004.
Activity 1.3.2 Develop an ARS New Location Administrative Officer (LAO) Training Program, similar to what is provided for New Research Leaders in ARS.
Business Plan
LAO Skills Building Team and Working Group developed initial needs assessment - completed November 2003. AFM Training Workgroup, chaired by Carol Shelton, established by the Deputy Administrator, AFM, to provide assessment and develop priorities for training, targeted toward LAO training needs, but including other administrative and financial management training.
Activity 1.3.3 Conduct Administrative and Financial Management (AFM) Workshops in the field
Business Plan
AFM Workshop conducted in Houston , TX , November 18 - 20, 2003 , hosted by SPA; approximately 100 participants. Additional field sessions to be included in Agency annual training plans (in line with priorities established via y 1.3.2.).
Activity 1.3.4 Establish a contract or other arrangement for executive
coaching for SES appointees; REE Agencies utilize at their discretion
Business Plan
HRD Employee Development Staff is preparing a proposal for the REE administrators re: executive coaching for SES appointees – target completion 4th Qtr., FY 2004.
Goal 1.4 - Promote change management culture in the REE Agencies (employee adaptability to changes in technology, new work processes, etc.)
Activity 1.4.1 Provide tools for managers to help employees adapt to changes in the workplace; tools could include books that the entire staff would read (e.g. Who Moved My Cheese?), videos that could be shown at staff meetings, online resources, and/or listing of vendors who could provide a seminar
Business Plan
Compilation of tools for managers regarding change management will be done by HRD, Employee Development Staff, with input from customers. Due 3rd Q FY05. Ensuring implementation of the tools developed under this goal is responsibility of Agency managers; e.g., in ARS it would be the AAO’s in concert with Area Directors, or HQ Staff Heads. Due date is "ongoing"; accomplishment to be reported in performance appraisal documentation.
Activity 1.4.2 Train employees in latest program systems utilizing e-Government technology
Business Plan
Area/HQ Staff managers to work with AFM-Division Directors, OCIO, and/or vendors to provide the necessary program systems training. Due date is “ongoing”; accomplishment to be reported in performance appraisal documentation. This business plan to be cross-referenced with ies 1.5.7 and 1.5.8 below.
Goal 1.5 - Improve individual and organizational performance.
Activity 1.5.1 Ensure linkage between performance plans and mission requirements and ensure linkage between Managers’/Supervisors’ performance plans and the REE Human Capital initiatives
Business Plan
HRD Performance and Awards Staff (PAS) has initiated a review of existing performance appraisal plans to ensure linkage to organization mission accomplishment and Human Capital initiatives, in line with guidance and direction from USDA/OHRM and the USDA Human Capital Plan. HRD/PAS will engage REE Agency management in this review. Review to be completed by 4 th Q FY04 per USDA and REE Human Capital Plans. Implementation by Agency management is "ongoing".
Activity 1.5.2
Review performance management
programs to verify they are used to recognize high levels of performance
and use awards criteria that
align awards with
accomplishments.
Business Plan
HRD PAS will work with Agency management to assess effectiveness of the performance management system (appraisal, awards, recognition) to ensure systems recognize performance distinctions. CSREES and ARS/BA initiated their reviews in 1 st Q FY04. ARS HCMA’s and NASS HRME’s, and agency climate surveys conducted by NASS, ARS, and CSREES, are among the tools that provide information for management to use in this assessment. Review to be completed by 4 th Q FY04 per USDA and REE Human Capital Plans. Implementation by Agency management is "ongoing".
Activity 1.5.3 Develop New ARS Employee Orientation modules for all employees similar to what is done for new SY’s (intended to enhance, not replace, orientation conducted at the local level for new employees; this is an AAO initiative).
Business Plan
New Employee Orientation: An ARS New Employee Orientation Workgroup will be established by the AFMC to develop an on/line or video/DVD module for ARS. One task of the Workgroup will be to examine the need for uniformity/consistency among Area and HQ Staffs in providing new employee orientation for all new employees, and then for employee groups, such as new SY’s or new LAO’s. This Workgroup will be composed of AAO’s/ LAO’s, RL’s, ARS OCIO and/or Info Staff, and AFM Staff (Area Director or other "program" person could chair or sponsor the Workgroup). Due 3rd Q FY05.
Activity 1.5.4 Provide staff support to CSREES/ERS/NASS efforts on employee orientation
Business Plan
HRD-Metropolitan Services Branch has membership on a CSREES-established Task Group which has been revising the CSREES New Employee Orientation Program. Target completion: 2nd Q FY05.
Activity 1.5.5 Establish policies/procedures to ensure every new employee has a mentor
Business Plan
Areas/HQ staffs will issue guidance to supervisors to ensure every new employee has a mentor. HRD Employee Development Staff will modify P&P 412.2 to include this requirement. Due 3rd Q FY05.
Activity 1.5.6 Develop processes for capturing retirees’ institutional knowledge
Business Plan
HRD/REE Services Branch Chief has been designated as point person to receive information from USDA/OHRM on Knowledge Management. Based upon USDA guidance, a Business Plan for capturing retirees’ institutional knowledge will be developed. Field and HQ perspectives, as well as program and administrative perspectives, will be represented in the Business Plan. Due date is “ongoing,” pending receipt of guidance from USDA.
Activity 1.5.7 Utilize Agency resources and processes to ensure staff is operating at optimum level
Business Plan
REE Agency and ARS Area/HQ Staff managers to develop plans and strategies (including resource allocation, training needs assessment, barriers assessment, and assessment of training and development delivery methods) to ensure optimal staff operation by well-trained and knowledgeable staffs.
Activity 1.5.8 Provide a well-trained and knowledgeable Agency staff (this would cross-walk with the Cross-cutting Training Issues)
Business Plan
REE Agency and ARS Area/HQ Staff managers to develop plans and strategies (including resource allocation, training needs assessment, barriers assessment, and assessment of training and development delivery methods) to ensure optimal staff operation by well-trained and knowledgeable staffs.
REE Agencies sustain clean annual audit opinion and have access to quality financial information through state of the art financial systems to meet their management needs.
Goal 2.1 – REE meets all accelerated monthly, quarterly, and annual appropriation level accounting and reporting requirements. Appropriated fund (obligation) and cash reports continue to portray a healthy financial picture. Reporting difficulties are rapidly resolved.
Activity 2.1.1 Maintain a well trained, professional accounting staff to support operations
Business Plan
The ALMS accountants attend the annual financial management training sponsored by OCFO, and some have taken Brio training this year. They also attended training regarding FFIS budget matters with REE budget analysts/officers.
On a regular basis one or more representatives from ALMS (including Accounting Officer) dial in to the regularly scheduled OCFO Coordinating Committee meetings where policy and regulatory updates and other issues are discussed.
One ALMS staff member recently received her CPA certificate, and another staff member is currently studying for the CPA exam. The Accounting Officer is also a CPA. Overall, the ALMS staff has many years of collective accounting experience.
ALMS accountants frequently discuss matters with the FRB accountants at NFC regarding various procedural and policy issues.
An assessment of the training requirements for ALMS (including those employees who are temporarily assigned to ALMS to assist with accounting, audit and reporting matters), along with the FMD staff accountant who coordinates audit and accounting policy matters, will be completed by February 28, 2005.
Activity 2.1.2 Remain current on new or revised OMB/Treasury and Departmental accounting and reporting requirements
Business Plan
On a regular basis one or more representatives from ALMS (including Accounting Officer) dial in to the regularly scheduled OCFO Coordinating Committee meetings where policy and regulatory updates and other issues are discussed.
The ALMS staff attends the annual financial management training sponsored by OCFO. Accounting and reporting requirements are covered during this training.
Various regulatory agencies’ Web sites are periodically reviewed to keep up on the latest accounting and reporting requirements.
Activity 2.1.3 Serve as liaison/support for annual OIG audit of REE-wide financial statements and resolve audit concerns promptly
Business Plan
During the course of the fiscal year 02 and 03 audit cycles and to date in the 04 audit cycle, close liaison has been maintained with OIG regarding any concerns relating to on-site audits and other deliverables.
FMD is the central point of contact with OIG regarding audit samples. Any audit issues are addressed on an expedited basis in conformance with areas of responsibility. For example, in certain cases NFC actually provides the documentation relative to certain audit samples.
Goal 2.2 – Implement Departmentally mandated programs. (NOTE: this new goal has been inserted since the issuance of AFM Strategic Plan on April 2, 2004, to reflect the unanticipated increased involvement in the CPAIS implementation process. The numbering of subsequent Goals under Outcome 2 has been adjusted accordingly.)
Activity 2.2.1 Implement CPAIS (Corporate Property Asset Information System)
Business Plan
FMD participated in the development of training materials to support the implementation of the new departmental real property system (CPAIS).
FMD participated in providing training to new users of CPAIS and participated in the user acceptance testing process.
Financial information related to capital improvement of real property will be gathered, reconciled, and converted into CPAIS.
FMD will thereafter develop and maintain a centralized process for GL update and CPAIS/FFIS reconciliation of account balances.
Goal 2.3– Throughout ARS, upgraded versions of the Salary Management System (SAMS) and the Annual Resource Management Planning System (ARMPS) are fully implemented. The Location Obligation Tracking System (LOTS) and the CRIS Allocation Module (CAM) are replaced with CRIS Allocation Tracking Systems (CATS) and are fully implemented.
Activity 2.3.1 Design the systems.
Business Plan
SAMS, ARMPS, and CATS have all been designed.
Activity 2.3.2 Test financial systems.
Business Plan
SAMS was tested in November 2003. ARMPS was tested in April and May of 2004. CATS is currently being pilot tested by each Area and HQ’s.
Activity 2.3.3 Train users in new Financial systems.
Business Plan
Formal in-house training was provided for SAMS in November 2003. Due to its similarity to SAMS and ARIS, formal training was unnecessary for ARMPS. However, many Areas provided training for their users. In-house training was provided for Area personnel for CATS in December 2003. Additional training for CATS users may be required when implemented (Fall 2004).
Activity 2.3.4 Systems Roll out
Business Plan
Day-to-day salary management activities have been fully implemented throughout the Agency (March 2004). Salary roll-over and projection capability was rolled out in May 2004. Salary Lapse reporting activities will be implemented in June 2004. As “fixes” are identified, they are implemented immediately
ARMPS was rolled out in May 2004. Problems associated with implementing the new software will be resolved during May and June 2004. Complete reporting capabilities will be available in July 2004.
CATS will be rolled out in Fall 2004 with complete implementation completed by January 2005.
Activity 2.3.5 Feedback from users after new systems rollout.
Business Plan
Feedback for SAMS and ARMPS system-related-issues is submitted to the ARIS groupwise box with copies to FOB and is being tracked by the OCIO. This feedback is on-going.
Feedback on CATS is being provided to the MWA and is managed by the CATS Implementation Team. The team is analyzing feedback for possible inclusion in CATS or future versions.
Goal 2.4 – BRIO reports are consistent and accurate REE-wide.
Activity 2.4.1 Validate existing Brio reports (functionality, quality assurance, and accuracy)
Business Plan
Our MIS contractor continues to visit each of the REE Agencies to provide BRIO training and assistance. MIS continues to review the current BRIO Reports, identify new report needs and develop new reports as appropriate. Estimated completion date 10/31/04.
Goal 2.5 – BRIO reports meet information needs of REE agencies.
Activity 2.5.1 Determine requirements
Business Plan
MIS contractor has worked with the ALMS accountant and/or a representative of each REE Agency to determine new reporting requirements that were not being met by the existing reports. Completed May 2004.
Activity 2.5.2Appropriation Level Reports
Business Plan
Current Appropriation Level Reporting needs have been identified and appropriate reports developed for use as of May 2004. New and Ad-Hoc reports will continue to be developed as needs are identified.
Activity 2.5.3 Headquarter Level Reports.
Business Plan
A team of Headquarters personnel will be established to determine if there are any additional reporting needs at the Headquarters level. As appropriate, reports will be developed to meet additional needs. October 2004
Activity 2.5.4 Area Level Brio Reports.
Business Plan
A team will be established to determine if there are any additional reporting needs at the area level. As appropriate, reports will be developed to meet additional needs. October 2004
Activity 2.5.5 Location Level Reports.
Business Plan
Canned reports that can be retrieved from the Financial Data Warehouse have been evaluated and are currently meeting the needs of the locations. May 2004
Goal 2.6 – Training materials for ARS for Foundation Financial Information System (FFIS) are fully developed.
Activity 2.6.1 Charter a FFIS Training Materials team (HQ, Area, and Locations)
Business Plan
A team will be established by July 2004.
Activity 2.6.2 Identify Training Requirements at HQ, Area, and Location levels
Business Plan
Conducted Preliminary conference call on May 17, 2004 . Draft training requirements for BRIO and FFIS have been developed and distributed to ABFO’s for comment. August 2004
Activity 2.6.3 Develop materials
Business Plan
The RIBBIT, FROG, and FFIS Learners Guide have previously been developed to aide new and existing users in utilizing the FFIS. Due to the potential of a replacement of the FFIS system, we would like to utilize the currently training materials and tailor a course for each of the following categories: Payment Module, Field Module which focuses on FFIS tables and BRIO, as well as an ABFO Module which will focus on FFIS tables as well as SUSF management. Estimated completion date to be determined.
Goal 2.7 – A framework for continuous training of ARS staff for all financial systems has been developed and is in place. Framework = Schedule, delivery, recipients, and location.
Activity 2.7.1 Develop FFIS training framework
Business Plan
Several training modules will be established, one for ABFO users, one for field or location users and one for users entering payments into FFIS. Flexible methods of delivery including Net Conferencing and on-site training will be addressed. Estimated completions date to be determined.
Activity 2.7.2 Develop Training framework for upgraded systems and CATS
Business Plan
Net Conferencing training modules have been established for the SAMS and ARMPS systems using PowerPoint presentations. These are available to the ABFO’s to provide training to new employees.
A user-manual is required for SAMS and ARMPS and will be developed when resources are identified to hire a vendor to develop. A CATS user manual has been developed and is available on the Web.
Goal 2.8 – General financial policy training is being conducted for ARS and CSREES staffs.
Activity 2.8.1 Develop a financial policy course.
Business Plan
A PowerPoint presentation for the ARMP process has been developed and is available for presentation by FMD as necessary.
Financial Training is provided to CSREES staff members each year. In April 2004, financial, procurement, property and HRD training was coordinated by FMD and provided to staff from all CSREES units.
Training related to general agency financial management and Agency policies and procedures, will be developed within the next 2 years.
Activity 2.8.2 Link general policy and overview training to specific user training
Business Plan
As specific training segments are developed, they will be reviewed to determine the appropriateness of combining the training with other modules.
Activity 2.8.3 Link to program support y
Business Plan
As training modules are developed, they will be linked to program support activities
Goal 2.9 – Travel card monitoring and accountability has been streamlined and improved for all REE Agencies.
Activity 2.9.1 Clarify responsibilities
Business Plan
An REE Bulletin 03-304 was issued on May 12, 2003, to all employees, stating the policy and regulations and proper use of the travel charge card and responsibilities of designated agency travel charge card representatives and supervisors.
New cardholders are required to read the policies on the use of the travel charge card and sign an acknowledgement statement before a card will be issued.
Activity 2.9.2 Develop travel card monitoring skills (Use of EAGLS)
Business Plan
Special reports are available by Bank of America in their online EAGLS system for monitoring travel charge card activity on a monthly basis. All Travel Charge Card Program Coordinators were encouraged to attend a training session hosted by ARS and given by Bank of America at the George Washington Carver Center in February 2004. If they could not attend they were encouraged to attend sessions Bank of America provides in other areas of the country.
TRSB has scheduled an online training session for ERS program coordinators for May 27, 2004.
Since the turnover for travel charge card program coordinators is minimal it is not necessary to have scheduled training on the use of these tools. In the event training is necessary Bank of America has pre-scheduled classes that are available and when necessary TRSB could provide this training via net-conferencing.
Activity 2.9.3 Design and implement standard reports
Business Plan
Standardized reports and the ability to modify those reports and generate new reports already exist in the EAGLS online system with Bank of America.
Goal 2.10 – All REE travelers have access to simplified travel rules and regulations.
Activity 2.10.1 Include simplified travel rules and regulations as part of employee orientation.
Business Plan
A “First Time Traveler” pamphlet will be available to all new employees and provided to the Human Resources Division for their New Employee Orientation sessions by January 1, 2005.
Activity 2.10.2 Include simplified travel rules and regulations as part of ethics training.
Business Plan
FMD will work with the REE Ethics Advisor to incorporate ethics related travel rules or regulations into the Ethics Desk Reference that is provided to employees during ethics training. This will be completed by June 1, 2005.
Activity 2.10.3 Do's & Don’ts electronic training
Business Plan
The USDA currently has a pamphlet on the Do’s and Don’ts of the travel charge card, Web site training and the General Services Administration (GSA) has just posted an electronic training manual to their Web site.
FMD will modify the pamphlet and have them available by December 31, 2004.
FMD will review both the Departments and GSA’s training modules and have those Web sites linked on the ARS Web site by December 31, 2004.
Activity 2.10.4 Develop a travel guide
Business Plan
A Foreign Travel Manual draft will be available for review by October 31, 2004.
A simplified travel guide for temporary duty will be developed and available on the ARS Web site by September 30, 2005.
Activity 2.10.5 Support Departmental initiatives and development of e-Travel
Business Plan
The Chief, Travel and Relocation Services Branch, Financial Management Division, represents the REE mission area in the evaluation, selection and development of e-Travel for the Department of Agriculture. Ninety nine percent of USDA must be on e-Travel by December 31, 2006.
Goal 2.11 – Financial Management bulletins and undocumented business processes have been incorporated into policies and procedures for all REE Agencies.
Activity 2.11.1 Prioritize Financial Management bulletins for conversion.
Business Plan
A team will be assembled for evaluation of the possible conversion of bulletins into P&P’s. The first set of recommendations will be made by April 05, 2005.
Activity 2.11.2 Identify undocumented Financial Management business processes for P&P development.
Business Plan
A number of undocumented business processes have already been identified as candidates for P&P development, e.g., processes relating to the rollover of non-appropriated funding. However, the actual development of the P&P’s is dependent upon the availability of dedicated personnel resources for this purpose.
A compilation of undocumented business processes will be completed by June 06, 2005.
Goal 2.12 – The ARS Financial Management manual has been reviewed and chapters have been prioritized for rewriting.
Activity 2.12.1 Establish a Team to review current Financial Management manual.
Business Plan
A team will be established to review the current manual by June 2005.
Activity 2.12.2 Recommends chapter revisions/updating
Business Plan
Recommendations for chapter revisions/updating will be completed by July 2005.
REE is recognized as a strong leader in the administration of quality acquisition and property management through: (1) eCommerce initiatives, (2) customer information exchange via the Web, (3) stronger partnerships with internal and external customers, and (4) employee development and replacement planning that provides state of the art service.
Goal 3.1- Acquisition & Property Division, Areas, Locations, and other REE agencies partner to effectively implement and administer eCommerce initiatives and custom electronics information exchange.
Activity 3.1.1 Implement Acquisition Tracking System (ATS) in all ARS procurement offices (HQ & Field) to allow for accurate reporting and real-time status for all REE customers.
Business Plan
| Actions | Start Date |
|---|---|
| 1. Full implementation in APD, except for simplified acquisitions | June 2004 |
| 2. Full implementation of simplified acquisitions in APD | Oct. 2004 |
| 3. ATS testing in the field (Areas & Locations) | Oct. 2004 |
| 4. Full implementation in the field | Jan. 2005 |
Activity 3.1.2 Pilot and implement Web-based catalogue acquisition systems (e.g., IntraMall, GSA Advantage) as appropriate to meet the needs of the Agencies.
Business Plan
| Actions | Start Date |
|---|---|
| 1. Appoint a Program and Systems Managers for Web-based acquisitions. | May 2004 |
2. IntraMall becomes a program responsibility requiring monthly reporting. |
May 2004 |
| 3. Electronic acquisition methodologies are routinely reviewed changes are shared with the field. This includes updates and enhancements to existing tools such as IntraMall and GSA Advantage, and other tools to be identified. | June 2004 |
| 4. Electronic acquisitions become a standard topic for quarterly procurement teleconferences. | June 2004 |
| 5. Policy Branch Alerts are drafted and distributed to address changing acquisition technology. | as required |
| 6. IntraMall reporting is evaluated to determine its cost effectiveness and utility prior to exercising contract options. | January 2005 |
Activity 3.2.1 Form a team to develop a plan for ensuring that Acquisition functions continue to be performed when replacement needs arise.
Business Plan
| Actions | Start Date |
|---|---|
| 1. Identify a Chairperson to organize the team. | June 2004 |
| 2. Chairperson addresses correspondence to Headquarters’ Branch Chiefs, Area Administrative Officers, and Location Administrative Officers soliciting membership of the team. | July 2004 |
| 3. Chairperson organizes introductory information about the intent of the team and distributes it to all members. | July 2004 |
| 4. Chairperson organizes an introductory planning session where ideas are shared and solicited. The team meets every two weeks through teleconferences to develop a skeleton plan covering broad topics. Subtopics will include information on vacancies, retirements, details, bulk training requirements, etc. Progress reports will be submitted every two weeks, within one week of scheduled meeting. Any required changes to milestones will be presented at that time. | August 2004 |
| 5. Skeleton plan is presented to management for review. | Nov. 2004 |
| 6. Management provides comments and suggestions about the plan, and ideas are incorporated into the plan prior to adding further detail. | Jan. 2004 |
| 7. The team develops a Draft Plan for management’s review. | March 2005 |
| 8. Management provides comments/suggestions to the team. | May 2005 |
| 9. Management comments/suggestions are incorporated into the final report. | June 2005 |
| 10. A Final Report is presented to management for approval | July 2005 |
| 11. Management approves the report | August 2005 |
| 12. The Final Report is distributed. | Sept. 2005 |
Activity 3.3.1 Monitor physical inventory and Suspense status, providing assistance to Areas and locations to ensure data integrity between PMIS and the financial statement.
Business Plan
| Actions | Start Date |
|---|---|
1. Monitor physical inventory and Suspense status to ensure inventory compliance and suspense reconciliations within 30 days of appearing on Suspense. |
May 2004 |
2. Develop guidelines for serving as a property management officer (PMO) |
July 2004 |
| 3. Develop shortcuts for using PMIS | August 2004 |
| 4. Develop guidelines for serving as an Accountable Property (APO) | Sept. 2004 |
| 5. Revise REE Manual 221.1M | Nov 2004 |
6. Provide electronic access to all Guides for easy revisions, tailoring for Areas/locations |
Dec 2004 |
Stewardship of the REE Real Property (RP) assets effectively support and enhance the REE Mission Area.
Goal 4.1 - Continue to provide and enhance the protection and well being of the work force and REE assets.
Activity 4.1.1 Continue to provide and enhance a safe work environment
Business Plan
Implement REE IH (Industrial Hygiene) Program. (SHEM)
FD-SHEMB will continue to use its previous established (1998) advisory committee to create a Research, Education, and Economics (REE) Industrial Hygiene Program. A formal charter has been developed and issued to the members. It contains objectives, ground rules, project scope and boundaries, and expected committee deliverables for the calendar year 2004.
It is expected that the advisory committee will produce a written IH program policy document, IH related questions for the ARS On-Site Assistance Review Program questionnaire, and for the Inspection and Abatement Program checklist (ARS Form 404), and agency inventory of IH equipment, and training packages for supervisors, and collateral duty safety officers. The expected completion date is December of 2004.
Activity 4.1.2 Prioritize Area Safety, Health, and Environmental Manager (ASHEM) related issues so that higher priorities are addressed
Business Plan
Establish team to develop prioritization options and recommended approaches. (SHEM/Areas)
FD-SHEMB will take the lead in establishing a team to develop priority options, and recommended approaches. Areas will be solicited for volunteers to serve on this team. The team will be established by August of 2004.
It is expected that the team will produce a scoring tool that will provide guidance to Area Directors and their staffs on how to prioritize competing SHEM activities. The team will complete the scoring tool by February of 2005.
Activity 4.1.3 Continue to promote and enhance employee safety
Business Plan
Revise REE Safety, Health, and Environmental Management, Manual 230. (SHEM)
FD-SHEMB will take the lead on revising Manual 230, Safety, Health, and Environmental Management Program. The primary objectives of this project to revise Manual 230 are to update all chapters with the most current legislative requirements; create new chapters for the IH and Environmental Management System Programs; and to eliminate outdated roles and responsibilities for all organizational levels of the respective REE agencies. Milestone date for first draft is December 2004.
Activity 4.1.4 Implement and enhance Homeland security protocols (i.e. physical security upgrades, operational protocols, etc.) as directed by the Homeland Security Unit (HSU) or the Department
Business Plan
Continue to coordinate facility construction projects with ARS HSU. (FEB)
A draft FD Policy Guidance Memorandum was prepared in December 2003 and is currently being coordinated. Policy will be published by July 2004.
Goal 4.2 - Continue to exercise proper stewardship of Real Property (RP) assets.
Activity 4.2.1 Investigate the need for an Operations and Maintenance (O&M) Program on ARS Facilities (An O&M program addresses how to implement and conduct general maintenance, preventive maintenance, and repair of facilities to minimize the life cycle cost of the facility)
Business Plan
FD will chair a task force by August 2004 to start investigation of the ARS O&M needs. (FEB/Area)
Activity 4.2.2 Implement Corporate Property Automated Information System (CPAIS)
Business Plan
Complete CPAIS implementation in 2004 as directed by the Department. (RPMB/Area)
RPMB will coordinate the Real Property Data Conversion Plan/ies with the Department. RPMIS Real Property Data to be converted to CPAIS by May 31, 2004.
RPMB will coordinate CPAIS Real Property Training Program for HQ/Area Real Property Management Staff with the Department. CPAIS Training for HQ/Area Real Property Management Staff to be complete by July 30, 2004. CPAIS implementation to be completed by September 30, 2004 .
Activity 4.2.3 Capture non-ARS space (university) occupied by ARS scientists and vice versa within CPAIS
Business Plan
Establish procedures to capture non-ARS space occupied by ARS scientists in CPAIS. (RPMB/Area)
FD-RPMB will take the lead in establishing a team to develop a plan of action and procedures to capture non-ARS space occupied by ARS scientist in CPAIS. This team will be established three months after CPAIS is fully operational in ARS.
It is expected that the Team will finalize a Plan of Action and Procedures by September 30, 2005.
Goal 4.3 - Continue to exercise proper stewardship of environment, natural resources, and energy resources.
Activity 4.3.1 Develop strategy for implementing “greening” the Government
Business Plan
APD Policy Memorandum, 23-02A dated 2/10/04 outlines each executive order as it pertains to procurement and to provide the actions needed to be taken by procurement officials. Development of strategy will be deferred until activity 4.3.2 below is accomplished.
Activity 4.3.2 Define roles of Facilities Division and Acquisition and Property Division in implementing “Greening the Government”
Business Plan
FD will implement guidance provided in APD Policy Memorandum, 23-02A dated 2/10/04. (FD)
A committee will be convened by September of 2004 to discuss the listed roles and responsibilities. Assignments, along with anticipated completion dates will be developed. Both actions will be completed by December of 2004. A plan of action will be developed for all long-term and short-term “greening” goals. This will action will be completed by February 2005.
Activity 4.3.3 Re-invigorate the energy program
Business Plan
FD will share all energy related guidance studies and assist Areas in implementing energy initiatives. (FEB)
FD will prepare a paper by November 2004 to identify resources required to fully implement an effective energy program.
Activity 4.3.4 Implement strategy for use of Bio-based products
Business Plan
FD will implement guidance provided in APD Policy Memorandum
23-02A dated 2/10/04. (FD)
Development of a strategy will be deferred until completion of y 4.3.2 above.
Activity 4.3.5 Develop plan to implement Environmental Management System
Business Plan
FD will develop and implement REE EMS (Environmental Management System). (SHEM/Area)
FD-SHEMB will develop and implement the Environmental Management System (EMS) Program. A committee, made up of Headquarter/ Area/Location personnel, will be established by July of 2004. The objective will be to prepare the necessary reporting/recording documents, which tasks the impacted Area/Location personnel to implement the essential elements of the EMS. This is a requirement under the provisions of the EO 13148, “Greening the Government Through Leadership in Environmental Management.” The EO requires the full implementation by December 31, 2005.
Goal 4.4 - Develop decision model to assist Area Directors in selecting among competing high priority facility/safety/environmental projects.
Activity 4.4.1 Develop decision model concept and present to Administrator’s Council
Business Plan
FD will take the lead in establishing a task force by August 2004 to investigate a decision matrix. (FEB/SHEM/Area)
Expect concept plan to be presented to AC 2nd quarter FY 2005.
Activity 4.4.2 Establish a team to develop a decision model
Business Plan
FD will take the lead in establishing a task force to investigate a decision matrix upon approval of concept plan by AC. (FEB/SHEM/Area)
Goal 4.5 – Participates with ARS Headquarters and other REE agencies to identify and protect critical REE Infrastructure Assets.
Activity 4.5.1 Communicate the requirements of the Recovery and Reconstruction Plan (RRP).
Business Plan
To the extent information is received from OPPM on RRP’s, FD will share with REE agencies. (RPMB)
FD-RPMB will distribute RRP requirements immediately upon receipt of direction from OPPM.
Activity 4.5.2 Develop and implement ARS AFM Headquarters RRP
Business Plan
FD will take the lead in coordinating the AFM RRP upon receipt of direction from OPPM. (RPMB)
REE Real Property Assets are modernized and replaced to meet current mission and future mission requirements, as funds are available or appropriated.
Goal 5.1 - Continue to deliver high quality facilities in a faster and more cost effective manner.
Activity 5.1.1 Conduct comprehensive review of REE facilities management program including field office delegations, procedures, and management tools
Business Plan
Subject to Agency funding, FD will implement a study to investigate the B&F program as well as O&M. (FEB/FCB/RPMB)
Activity 5.1.2 Identify alternative delivery methods
Business Plan
Alternative delivery methods will be pilot tested in FY 2004/2005. (FEB/FCB/AMB)
In FY 2004/2005 identify a minimum of three FD projects to be awarded utilizing alternative delivery method (i.e., Design-Build or Construction Manager as Constructor (CMC)).
Activity 5.1.3 Pilot test these alternate delivery methods
Business Plan
Alternative delivery methods will be pilot tested in FY 2004/2005. Interim evaluations will be conducted to measure their success/apparent success. (FEB/FCB/AMB)
Evaluations will be conducted with Area & Contractor staff at various stages. Lesson learned, benefits, and tradeoffs will be identified and documented at the completion of various stages (e.g., Fifty-percent Design Review, completion of GMP negotiations, midpoint of construction effort and final acceptance).
Goal 5.2 - Continue to provide customer communication, involvement, and satisfaction with modernization and facility replacement activity.
Activity 5.2.1 Implement Facilities Division Management Information System
Business Plan
With CIO support FD will implement the new FDMIS. Once functionality and reliability is established FD will pilot test access to the field. (FD)
Implementation of the new FDMIS system began in April 2004. Ensure accurate data conversion and report programming prior to allowing field access.
By April 2004, provide one-day training session to CO’s and by June 2004 schedule an additional half-day follow-up training to reinforce concepts and processes.
Continue to validate system through January 2005 with release to field by March 2005.
Activity 5.2.2 Evaluate Procurement Property Management Review for trends/business process analysis
Business Plan
FD will implement corrections/recommendations from review. (FD)
Within 45 days of receipt of PPMR identify areas requiring attention and prepare implementation plan.
Within 90 days provide any additional training specific to findings.
Within 120 days revise and/or issue policy or procedure guidance.
Activity 5.2.3 Provide training to project managers on project management
Business Plan
FD will query customers regarding project management training needs. Subject to funding, a training program will be established. (FEB/FCB)
By September 2000, FCB will work with FEB to develop a standard questionnaire to query customers to determine project management training needs.
By January 2005, review responses and establish training needs.
Subject to funding, a training program will be established with tentative implementation by June 2005.
FD will revisit the project orientation agenda/program and strengthen orientation process. (FEB/FCB)
By March 2005, FCB will review agenda and develop a power point presentation for each phase.
By June 2005, provide additional training to COs/ EPMs to improve knowledge and presentation skills.
Goal 5.3 - Provide knowledgeable trained onsite representation on all construction projects
Activity 5.3.1 Allow for inspection support in cost estimate – address financial implications
Business Plan
FD will develop guidance for the field to use in determining inspection needs on Area projects. (FEB)
FEB will investigate by December 2004 to determine if appropriate generic standard is available for providing guidance to the field in determining inspection support costs.
Activity 5.3.2 Develop Standard Operating Procedures/P&P addressing inspection requirements
Business Plan
FD will develop guidance for the field to use in determining inspection needs on Area projects. (FEB)
Upon completion of 5.3.1 above, guidance for the field in determining inspection needs will be published by June 2005.
Goal 5.4 - Facilities are designed and constructed to be flexible and operated in the most cost effective manner.
Activity 5.4.1 Benchmark operating costs
Business Plan
FD will continue its participation in Labs21 and FFC. As benchmarking information is made available it will be shared with the field. (FEB/AMB)
AMB will monitor estimated energy consumption for animal and laboratory facilities at Ames against benchmark data available through
Labs21 Partners. Once occupied, actual consumption will be tracked against design estimates. Data will be provided to Labs21 Partners in FY 2008 timeframe.
Activity 5.4.2 Participate in LABS21 to support the collection of benchmarking data and to influence the development of Government standards related to operation of Government labs
Business Plan
FD will continue its participation in Labs21 and FFC. As benchmarking information is made available it will be shared with the field. (FEB/AMB)
AMB will work with Labs21 Partners and Designers to challenge ARS standards that may contribute to increased energy usage in our facilities.
Activity 5.4.3 Participate in Federal Facilities Council
Business Plan
FD will continue to attend scheduled meetings, provide requested data, and share results with the field. (FEB/FCB)
Extramural agreements are awarded in an efficient and timely manner to Provide Actions of mission and program goals and objectives. All agreements are legally and fiscally sound and are in full compliance with established extramural policies and procedures.
Goal 6.1 - Codification of Specific Cooperative Agreement Policies.
Activity 6.1.1 EAD consults with OCFO and OGC and follows through with Federal Register procedures
Business Plan
EAD will consult with the USDA, Office of Chief Financial Officer (OCFO) and Office of General Counsel (OGC) to determine legal and regulatory requirements for Federal rule making.
EAD will obtain REE Agency Administrators approval and support for the codification initiative.
EAD will develop the draft rule and submit the draft to all EAD customer agencies for review and comment.
EAD will revise the draft rule as appropriate following customer agency comment.
EAD will submit the draft rule to the OGC for review, approval, and clearance for Federal Register publication.
Activity 6.1.2 EAD will publish Codified Policies and Procedures in the Federal Register
Business Plan
EAD will publish the new rule in the Federal Register and follow the prescribed public comment period, make revisions where appropriate, and publish the final rule to be codified in the Code of Federal Regulations.
Goal 6.2 - Develops and Implements an Extramural Agreements Information Management System.
Activity 6.2.1 EAD develops and implements Phase II of Extramural Agreements Information Management System (EAIMS)
Business Plan
EAD will develop the functional requirements necessary to facilitate computer design and programming efforts.
EAD will work with customer agencies to ensure that the final product EAIMS customer requirements and expectations.
EAD will provide functional requirements and liaison with the ARS, Office of Chief Information Officer for system development and support.
EAD will incorporate beta and field testing in all phases of design and deployment before implementation.
Activity 6.2.2 EAD develops and implements an EAIMS Communication plan.
Business Plan
EAD will develop and implement a comprehensive communication plan that clearly defines the objectives for development and implementation of an EAIMS; defines the intended users, schedule and plans for deployment, training, and support.
Activity 6.2.3 EAD develops and implements training programs for EAIMS users; coordinating training with the Areas.
Business Plan
EAD will develop and implement a comprehensive Users Guide to support system operations and user interface.
EAD will develop and implement an appropriate training program and curricula for Area Extramural Agreements Specialists and provide support for Location training on functions and use of the system.
Activity 6.2.4 Area ADO’s enter all active agreements into EIAMS by close of FY 2005.
Goal 6.3 - Develop Training Program.
Activity 6.3.1 EAD develops and implements agreements training programs for ARS ADO’s and ADODR’s; coordinating with the Areas.
Business Plan
EAD will develop, in-house or through contractor support, comprehensive extramural agreements training programs for ARS and ERS Authorized Departmental Officers (ADO) and Authorized Departmental Officer Designated Officials (ADODR).
EAD will coordinate development of training curricula with appropriate customer agency representatives to ensure that extramural agreements training programs are agency specific and that customer agency requirements and expectations for performance and accountability are sufficiently incorporated into the training curricula.
EAD will be responsible for the development of all required training materials, and will work with customer agency representatives in developing appropriate plans for delivery of extramural agreements training programs to appropriate personnel within their respective organizations.
EAD will provide on-site support and assistance in the delivery of extramural agreements training programs where required and agreed upon by EAD and the customer agency.
EAD will develop a comprehensive competency development and training program for all customer agency officials delegated responsibility for obligation of funds and commitment of agency resources through execution of extramural agreement awards; Including requirements for maintenance training to ensure that officials remain current in applicable extramural agreement regulations, policies, and procedures.
Activity 6.3.2 EAD develops and conducts ADODR training curriculum for ERS
Business Plan
EAD will coordinate development of ERS specific requirements for ADODR performance.
EAD will develop necessary training materials to support ERS ADODR training program.
EAD will coordinate scheduling of ADODR training sessions with ERS representatives.
EAD will provide staff resources to conduct ERS ADODR training.
EAD will provide mechanism to evaluate ADODR training sessions and work with ERS representatives to identify and implement program improvements.
ERS will provide facility to facilitate ADODR training and notification to appropriate ERS personnel.
Goal 6.4 - EAD develops and implements policy.
Activity 6.4.1 EAD develops and implements Policy and Procedures for Incoming Competitive Grants
Business Plan
EAD will develop a draft P&P governing Incoming Competitive Grants.
EAD will circulate the draft P&P to appropriate HQ and Area personnel for comment.
EAD will revise the draft P&P where required and publish the final P&P in FY 2005.
Activity 6.4.2 EAD develops and implements policy for Memoranda of Understanding/Non-Funded Cooperative Agreement
Business Plan
EAD will develop a draft P&P governing Memoranda of Understanding/Non-Funded Cooperative Agreements
EAD will circulate the draft P&P to appropriate HQ and Area personnel for comment.
EAD will revise the draft P&P where required and publish the final P&P in FY 2005.
Activity 6.4.3 EAD develops and implements policy for Delegation of Authority System
Business Plan
EAD will develop a draft P&P governing ADO Delegation of Authority
EAD will circulate the draft P&P to appropriate HQ and Area personnel for comment.
Activity 6.4.5 EAD revises Manual 280.0
Business Plan
EAD will work with the Area Offices and location support staff to re-evaluate the need for Manual 280.0 following implementation of ETS, and to determine the structure, format, content, etc. if it is determined that Manual 280.0 is still needed. EAD will issue final guidance by end of CY 2005.
Goal 6.5 -Ensure Effective Administration.
Activity 6.5.1 EAD develops and implements initiatives to educate program and administrative personnel and our partners in effective extramural agreements administration; coordinating with the Areas.
Business Plan
EAD will codify extramural agreement policies for public comment and notification of requirements through the Federal Register.
Activity 6.5.2 Implement improvement initiative in agreement administration with regard to project deliverables (due dates and receipt/acceptance of project deliverables).
Business Plan
EAD will ensure, through development and implementation of an EAMIS, that all deliverables, i.e., financial status reports, technical and performance reports, etc., are tracked through the automated information management system. EAD will also ensure that the system provides the capability for notification to the ADODR and the recipient institution regarding overdue deliverables.
EAD will work with customer agency representatives to develop and implement appropriate measures to ensure that ADODR’s are held accountable for performance of ADODR duties and responsibilities with respect to agreements administration. This effort will include initiatives to improve the cognizance of the ADODR’s line management of instances of non-compliance with applicable terms and conditions of extramural agreements.
EAD will develop and publish, for customer agency use, appropriate written user friendly guidelines to facilitate an education and awareness program for customer agency use to improve the cognizance of agreements personnel on the parameters for of using agreements to enter into partnerships. These guidelines will include ADODR instruction regarding fiscal and programmatic responsibilities for extramural projects.
Activity 6.5.3 Proceeds with agreement closeouts in a timely manner
Business Plan
EAD and Area Offices will develop processes and establish priorities to effectively accomplish agreements close-out activity on a routine basis and in a timely manner. Goals should be established to effect close-out no later than 90 calendar days following expiration or termination of an award.
Goal 6.6 - Establish Fiscal Responsibility/ Programmatic Responsibility for ADODR.
Activity 6.6.1 Train/educate in appropriations law.
Business Plan
EAD will address ADODR responsibilities in fiscal and programmatic performance in the ADODR training program identified in Goal 6.3.
Activity 6.6.2 Ensure legitimate commitment of funds, sufficiency of funds.
Business Plan
EAD will address ADODR responsibilities in fiscal and programmatic performance in the ADODR training program identified in Goal 6.3.
Activity 6.6.3 Establish ratification process for unauthorized agreement expenditures
Business Plan
EAD will work with customer agency representatives to develop and implement appropriate polices and processes to address unauthorized extramural agreement expenditures by close of CY 2005
Activity 6.6.4 Establish process for relieving an ADODR for their responsibility
Business Plan
EAD will develop policies and procedures governing the revocation of authority for ADO’s and ADODR’s through issuance of the P&P on Delegation of Authority.
Goal 6.7 - Streamline the Pre-Award Process.
Activity 6.7.1 EAD conducts business process analysis for extramural agreements; coordinating with Areas.
Business Plan
EAD will work with the ARS Areas and appropriate HQ Staff Offices to conduct a comprehensive business process analysis for extramural agreements.
Activity 6.7.2 Delegation authorities (understand how ADODR assignments are made; pre-award process and program approval process)
Business Plan
EAD will incorporate into the business process analysis a definitive description of how ADODR’s are selected, define the criteria for selection, and identify the officials who have the authority to make the selection. This data will be used to develop a comprehensive User Manual P&P for ADODR’s.
As a major E-Gov Initiative, the AFM Web site fully meets the REE customers’ need for administrative and financial management information and guidance.
Goal 7.1 – The AFM Web site and associated AFM Division Web pages reflect current and accurate information.
Activity 7.1.1 AFM E-Gov Council to outline approach for coordinating the review and update of information on each Web page.
Business Plan
Charter a AFM Web site working group of the AFM e-Gov Council charged with developing a process to ensure that the AFM Web site is user-friendly, accurate, and up to date, and that the Web site changes/updates from AFM Divisions are communicated in a timely manner to the office of the ARS OCIO. April 2004
The AFM Web site working group will prepare a update process that will include tracking the status of changes and updates sent to the OCIO; coordinates the process with OCIO. August 2004
Activity 7.1.2 Each Division reviews their Web page on AFM Web site and prioritizes additions and updates to regulations, policies, and guidance information.
Business Plan
Program Leaders within each Division review regulations, policies, and guidance on Division Web pages and identify information to be updated by August 2004.
Activity 7.1.3 Cooperation with OCIO on additions, changes, and deletions of out-of-date information.
Business Plan
Based on the procedures put in place for coordinating changes to the AFM Web site with the OCIO, the Division Web site managers will submit changes to OCIO. September 2004.
The Division Web site managers will monitor any changes made by OCIO to their respective Web pages and ensure completion. Ongoing.
Goal 7.2 The AFM Web site is user friendly and accessible to REE customers.
Activity 7.2.1 Review navigation and presentation of information resident on the AFM Web site and Division Web pages.
Business Plan
The AFM Web site working group will discuss AFM Web site navigational and content changes to facilitate user accessibility and search refinements and coordinate options for navigation and search changes with OCIO for guidance. October 2004
Activity 7.2.2 Prioritize recommendations for changes.
Business Plan
AFM Web site working group will prioritize and makes recommendations to DA, AFM, and Division Directors for approval. November 2004
Activity 7.2.3 Coordinate with OCIO on implementing changes and Intranet options.
Business Plan
AFM Web site working group will work with OCIO to review Intranet options and applicability to AFM business processes including the financial investment needed to accomplish them. November 2004
Options including financial implications developed and presented to DA, AFM, and Division Directors for consideration. December 2004.