Closing FY 2009 Expired Funds-Update

1. Closing FY 2009 Expired Funds-Update SAC May 28, 2014 Nieshia Blocker, OALM

2. Agenda • Closing FY 2009 PRISM Expired Lines-Update • Proposed FY 2010 and Beyond Expired Lines Policy

3. NBS Final Close Execution and Closing FY 2009 PRISM Expired Lines Update All lines must be closed out by June 20th unless an exception has been requested. NBS FINAL CLOSE PROGRAM • The NBS Final Close Program was not executed on May 9, 2014 • NBS Validation executed on May 9, 2014 • No lines were closed • NBS Final Close Program tentatively scheduled for June 6, June 20, and July 11 • Exceptions are due by May 23, 2014 REPORTING • Released week of May 12, 2014 • ARRA Funds identified on TAB 1 (highlighted in yellow) • Details on the error messages and IC standings are located on the Back-Up slides

4. Proposed FY 2010 and Beyond Expired Lines Policy Background • The number of Expired Lines has increased over the past three fiscal years. • A warranted acquisition official is the designated official with authority to close out award lines; NBS currently allocates time and resources to this activity which results in an extended system downtime during closing in October • Current Process • In the 5th year of these lines lifespan, OALM and NBS, in December, release the current status of all lines expiring in September for that fiscal year. • Community has to address lines which have errors andare ineligible to be closed via the automated process • The NBS Final Close program is executed several times between January and September and closes all eligible lines unless an exception has been requested. • Goal: By the 4th quarter of the 5th year All Lines are deobligated to $0.00 or the last billed amount has been received and that line has a “Passes Validation” message

5. Survey and Outreach Program Planning and Management Branch (PPMB) conducted a survey and visited various stakeholders to seek input on the policy/system parameters for the NBS Final Close Program and the possibility for adding language to the Clearance of Personnel for Separation or Transfer form. Survey • Based on the Terms and Conditions of the proposed policy, the survey focused on the time, dollar, and frequency of the NBS Final Close Program • 48 Responses • Survey Audience included • Acquisitions Management Committee (AMC) and Simplified Acquisitions Committee (SAC) • Budget Officers • Intramural/ExtramuralAdministrative Officers • NBS Advocates Community Feedback from Outreach • PPMB presented the proposed policy to the above groups standing meetings and documented comments and feedback • Main discussions during the outreach sessions surrounded the proposed policy and Off-boarding form

6. Survey Results: Time Proposed Terms and Conditions: Any PRISM obligation open for two years or more, regardless of open dollar amount, is considered eligible to be closed out by the NBS PRISM Final Close Out Program that will be run on a quarterly basis. Do you agree with the proposed policy that after two years any Prism line with no errors should be eligible to be automatically closed by the NBS Final Close Program?

7. Survey Results: Dollar Proposed Terms and Conditions: Any PRISM obligation open for two years or more, regardless of open dollar amount, is considered eligible to be closed out by the NBS PRISM Final Close Out Program that will be run on a quarterly basis. What would be the appropriate dollar threshold for PRISM lines that would be considered eligible to be closed-out by the NBS Final Close Program?

8. Survey Results: Frequency Proposed Terms and Conditions: Any PRISM obligation open for two years or more, regardless of open dollar amount, is considered eligible to be closed out by the NBS PRISM Final Close Out Program that will be run on a quarterly basis. What do you suggest should be the frequency of running the NBS Final Close Program to close-out these PRISM lines? *One respondent skipped the question

9. Community Feedbackfrom Outreach Sessions

10. Decision Point Proposed SYSTEM PARAMETERS should be used for FY2010 and Beyond

11. Implementation of Expiring Lines Policy: Timeline NBS Validation Reports Released November - January FY2010 and FY2011 FY2011 and 2012 FY 2011 and FY2012 FY 2010 and F2011 FY 2011 and FY2012 FY 2010 and FY2011 NBS Validation Reports Released March and April FY2011 FY2010 FY2011 FY2010 NBS Final Close Program Report Released May - September Graphic Version

12. Survey Question Should language be added to the NIH “Clearance of Personnel for Separation or Transfer” form requiring that all actions are re-assigned to a current Buyer, CO or Owner before staff leave NIH or transfer

13. Survey Results: Off-boarding Process Do you believe there should be a statement/sentence on the NIH “Clearance of Personnel for Separation or Transfer” form instructing all NIH employees leaving NIH (or transferring to another IC/NIH organization) to re-assign their awards to active staff prior to their departure? *One respondent skipped the question

14. Community Feedback: Off-boarding Process 3

15. Community Feedback: Off-boarding Process 2

16. Final Decision Decision Made: Division of Acquisition Policy and Evaluation (DAPE) will begin developing language for the NIH Clearance of Personnel for Separation or Transfer.

17. Back Up

18. Closing FY 2009 Expired Lines Update

19. Closing FY 2009 Expired Lines Update 2 *OD includes OTT

20. Timeline NBS Validation Reports Released November - January FY2010 and FY2011 FY 2010 and FY2011 FY 2010 and FY2011 FY2010 NBS Validation Reports Released March and April FY2010 NBS Final Close Program Report Released May - September Non Graphic Version

21. 2009 Expiring Lines Questions Questions