Purpose:
This Instructional Memorandum (IM) describes the process to be used by Science Centers to obligate funds for EPN publishing work and to describe the process to be used for billing Science Centers for hours worked on products.

Background: 

The Enterprise Publishing Network (EPN) will charge an $85.00 hourly rate for all publication work performed by the Publication Service Centers (PSC).  This funding model is in place for FY 2007.

Publishing Service Center (PSC) Chiefs have met with Science Centers to establish and sign
FY 2007 EPN Publishing Workload Cost Estimate (PWCE) forms estimating the cost for Science Center publishing needs to be performed by the EPN for FY 2007.
 
Policy:

All publication support provided by Publishing Service Centers (PSC’s) to the Science Centers will be formally documented using an Publishing Workload Cost Estimate (PWCE) signed by the individual science center and the EPN personnel.

An obligation(s) should be recorded in the Federal Financial System (FFS) by the Science Center for the total estimated cost.  The obligation is to create a commitment from the Science Centers for work to be performed by the PSC and to support the initial funding estimates allocated in FFS.  The obligation will be referenced for liquidation as bills are processed by the EPN.

Data Elements to be used when recording the obligation:

• Use an 8O document type to record the obligation in FFS

• Use the FFS Automatic Document numbering (7EPN#)

• Use Vendor code 999908R in FFS

• Use object class 241E in FFS

• The account(s) to be used for the obligation and billing must be a “work for others” account, which is set up for Bureau Burdening only and excludes Science Center overhead
• For a Reimbursable Funded Account: Establish an account tied to a 0AR12 Indirect Cost Transfer (ICT), which will collect bureau assessment of 12%
• For Appropriated Funding:  The facilities and bureau rate are not applicable (SM 501.1).

(Please be aware that you must provide the EPN staff the 8O document number to reference for billing or you will need to manually liquidate the 8O as billings occur.)

The Regional Geospatial Information Office (RGIO) staff will set up the account structure for the EPN and work with Administrative Policy and Services (APS) regarding the funding of the EPN and billing process to be used to bill the Science Centers.

 The billing process will be as follows:

• Publishing estimates are developed by the PSC/EPN in conjunction with the Science Centers.  Cost estimates are developed through Information Product Plan/Agreements (IPPA) and PWCE’s.
• PWCE’s are signed and on file with the PSC/EPN staff (an account number to charge is provided on the form; one per form or one account for the cost center will be accepted).

• As products are transmitted to the PSC, an IPPA form will be finalized.
• Billing will occur monthly based on the PSC staff hours worked on products at the $85.00/hour rate.

• The bill will be initiated using the Science Center account and/or reference the 8O obligation number provided.

• A publication report will be retrieved from an internal database containing the IPPA information and hours worked.
• An “EP” document in FFS will be created to charge the Science Center based on the publication report.

• Object Class code 241E will be used on the “EP” document.

• An “8P” document in FFS will be used to record the collection to the EPN account.

As briefly described above, the EPN has developed an internal database for use by the EPN staff to record publishing products and hours worked on those products.  This database will generate reports for billing purposes and supporting documentation that will be provided to the science centers.

The EPN will begin billing for hours worked on products using the account number provided by the Science Center.  The first billing for hours worked will be processed by the end of February, 2007.  It is important for Science Centers to record their obligations in FFS by that time period. 

Billing for hours worked on products will occur by the 20th of each month for the remainder of the fiscal year.  Guidance will be forthcoming to outline the year-end close-out procedures and how uncompleted products will be handled.
 

(signed)  Karen D. Baker                                                                   2/26/07
____________________________________                                    _____________________
Karen D. Baker                                                                                    Date
Associate Director for Administrative Policy
     and Services