Meeting of Principal Administrative Officers (closed session)

Discussion – Bob Dennis

I. Retreat – Information from the work group

Rich Freed is sending out a note about the logistics for the retreat, confirming that it is scheduled to start at 10 a.m. on May 24th and finish at about 3 p.m. on May 25th, at the Windham Hotel in Baltimore. (This was subsequently sent and distributed the same afternoon.)

Day 1 will begin with a report on the study undertaken by the Admin sub-group, followed by consideration of issues for a potential demonstration project, to be lead by Don Bortner. The day will finish at about 4:00, and everyone will be on their own for dinner.

Day 2 will start with discussion of best practices:

Susan Harrelson re. H1 visa procedures for getting an on-line response from the state of Maryland regarding salary requirements for foreign fellows..

Brenda Sandler will talk about her uses for the Data Warehouse (FPS module, contract management, prior-year balances, log of foreign travel, stale obligations, and FTEs) – She hopes to do an on-line demo.

Lynda Ray will talk about the use of Title 42 authority for non-Ph.D. research staff on non-permanent appointments.

There will also be an examination of IRP overhead costs and billing, and Edie Smith will share the rationale/formula for billing by CIT.

Don Bortner indicated that the goal of topics for a demonstration project is for improved management and operations – through flexibility (such as delegated authorities, pay banding for Title 5 employees, and a possible career program for Administrative staff). Attendees are invited to make brief presentations on any topics they wish to bring to the discussion. Don asked that attendees also bring information about the proportionate distribution of funds for their organizations – perhaps percentages that go to research, administration, core facilities, etc.

II. Foreign Travel – New clearance procedures

Along with Office of the Secretary review of proposed travel to certain countries and controversial topics, we are getting cases returned for excessive "personal days" within official travel. No AO is aware of any criteria or guidance about how much, if any, such time is acceptable. In the absence of specific guidance, travelers are simply being notified of the circumstances and the need to minimize personal days, and advised to initiate their Travel Requests early to allow for any necessary changes.

It was noted that the FIC/NIT address in the NIH Global Directory can be used to notify Fogarty about foreign travel.

III. Visual EDS

There was a brief discussion of the continuing value of VEDS in relation to other databases being developed by NIH and HHS. Although VEDS requires separate maintenance and costs, there are no indications that in the near term any of the new systems will fully offset the need for VEDS.

Open Session Presentations

I. The NIH Continuity of Operations Plan (COOP) – Bill Magers, Division of Public Safety, ORS

The plan is responsible for 1) supporting NIH recovery in response to such problems as national or regional disasters, including power failures, terrorism, or natural disasters; 2) maintaining essential functions; 3) and providing a disaster recovery strategy. NIH has responsibility for 287 buildings, not including leased facilities.

There are pre-established elements, including chain of command and lines of communication, emergency authorizations, consistent terminology for use by state and local groups, and a testing plan. Six teams are set up to operate the plan: logistics, health and safety, administration, public information, public safety, and animal resources. It was noted that Dinah Huffer is in charge of the administrative team.

A hard copy of the slide presentation was distributed after the presentation.

II. Orientation of NIH Trainees – Brenda Hanning, Office of Education, OIR

Her office is responsible for several programs related to training and education, including the Continuing Education Program (CME), the Graduate Education Program (CGE), as well as student and pos-doc programs. She handed out a folder of orientation materials that can be passed on to trainees. Her goal is to distribute these materials to arriving trainees in the most timely and effective way. She is already working with Summer Program coordinators and IC Training Officers. It may be that the servicing Administrative Officers are among the trainees' first contacts, and a good source for this distribution. The materials include web-site listings, a housing brochure, research and training opportunities, a listing of video tapes on scientific topics, an orientation for clinical fellows, and a brochure on the Fellows Committee for Postdoctoral and Clinical Fellows. NIH is also developing an on-line orientation that may help address the needs of trainees.

She noted that cases can no longer be managed using Social Security Numbers, due to the Privacy Act.

An orientation fair is scheduled for September 19th.

She will send Bob Dennis a list of the Training Committee members with an attachment of relevant web sites, for distribution to the Principal AOs.