1 / 24

ICASS Workload Counts: What YOU Need to Know . . . And why!

ICASS Workload Counts: What YOU Need to Know . . . And why!. FY 2011 Budget Workshop. The Perfect Balance. What are the legs of the ICASS stool? Budgeting Time Allocation Workload counts. Charging Agencies with no Physical Presence at Post.

thelma
Download Presentation

ICASS Workload Counts: What YOU Need to Know . . . And why!

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. ICASS Workload Counts: What YOU Need to Know. . . And why! FY 2011 Budget Workshop

  2. The Perfect Balance • What are the legs of the ICASS stool? • Budgeting • Time Allocation • Workload counts

  3. Charging Agencies with no Physical Presence at Post • Agencies may request ICASS services even when they have no permanent presence at post • Invoice using PYI or “regular” ICASS invoice • Support requirements may be one time or ongoing • Invoicing is optional, depending on extent of services req’d Examples: NGO program funded by USG agency; Multilateral conference sponsored by USG; Specialized procurements; Collections. 6 FAH-5 H-393 Charging Agencies with no Physical Presence

  4. DHS/CIS Consular Collections & ICASS Cashier Services • Cashier collections for DHS Citizenship & Immigration Services (DHS/CIS) • Collection: 7001 – 70 X50880001-1870000 • ICASS Agency code: 7005.3 DHS CIS Contact at DHS: Jean Jones-Dingle Jean.jones-dingle@dhs.gov 6 FAH-5 H-393 and ICASS Hints #14

  5. Charging for entities not under COM Authority • Covers detailees to international organizations and DOD entities under Combatant Commander authority • Limitations on services may apply: • Residential leases for DOD entities require a waiver • Mail & Pouch access has restrictions • Health Unit access has minimum requirements • Invoice using PYI and “regular” ICASS invoice • Invoicing is optional depending on extent of the services 6 FAH-5 H-394 Entities Not under COM Authority

  6. Workload Count Terminology • Distribution factors and workload counts • Distribution Methods: Static and cumulative • Weighting • All posts: 5458-IMTS (.3 User IDs) • Standard: 6134-Proc (1,2,3), 6143-NXP (.2 LE Staff) • Lite: 6145 GSO Services (.2 LE Staff) • Modifications (.3 or .6) • Examples in 6 FAH-5 H-340; Details in H-330 • Lack of geographic proximity • Agency self-provides • Know the exceptions 6 FAH-5 H-330 Cost Distribution Methods & H-340 Cost Centers

  7. Workload Count Calendar Jan – March: Budget Committee reviews and approves: • Creation of sub-cost centers • Location budgeting • Post modification policies for all cost centers • New requests for modifications May 1: Service Provider collects workload counts June 1: Service Provider sends agencies workload counts and time allocations for next FY July 1: Agencies provide written approval of workload and time allocations to SP ICASS Meeting Schedule www.icass.gov

  8. Revised Dispute Policy • Ensures agencies review/approve workload counts by July 1 • Provides a process for appeals • Sets clear policy for resolution • Removes workload disputes from final budget process 6 FAH-5 H-460 Dispute Policy

  9. Changes to Workload Counts Changes are allowed for …. • New positions or agencies • New subscription to a service • Withdrawal from service • Abolished positions • Error corrections 6 FAH-5 H-333.3 Changing Workload Counts

  10. New Positions, New Agencies, and New Services for FY11 Counts for new positions, new agencies and new subscription of services with no PYI: • Static Counts: • Filled less than 3 months = no count • Three to less than 6 months = .5 count • Six months or more = full count • Cumulative: Estimate based on services requested 6 FAH-5 H-333.3 Changing Workload Counts

  11. New Positions/Subscription of Services & Cumulative Counts

  12. Peace Corps Contractors & 5880-Security Services Beginning in FY11 include counts for: • Long term PC contractors (260+ days) • DS and PC agreement for background checks • Affects all PC posts except FSM Palau and East Caribbean • Number of contractors at post varies from 3 to 60 • PC Contractors counted ONLY in this cost center • Posts may consider PYIs in FY 11 if workload for investigators increases substantially ICASS Hints #14

  13. Foreign Agriculture Service & 5458-Info Mgmt Tech Support • FAS is migrating to OpenNet for all IT needs • Workload count (after migration) • No. Devices Serviced: All FAS IT hardware counted • No. OpenNet accounts no longer weighted • In FY11 workload counts (and modifications) will depend on post implementation schedule • Update workload counts in Initial Budget • Subsequent changes handled with a PYI, if necessary ICASS Hints #14

  14. Withdrawing from a Service • April 1 • October 1 When officially Notified by … 6 FAH-5 H-333.3 Changing Workload Counts & 6 FAH-5 H-021

  15. Abolished Positions for FY11 Workload counts for abolished positions • Static counts: • Filled less than 3 months = no count • 3 to less than 6 months = .5 count • 6 months or more = full count • Cumulative counts: No adjustment 6 FAH-5 H-333.3 Changing Workload Counts

  16. Error Corrections • Add workload when a PYI is not submitted • Add workload when an agency expands and PYI is not submitted • Adjust workload for official withdrawals • Adjust workload for abolished positions • Correct those pesky mistakes that slipped your attention . . .

  17. Financial Management and Non-serviced Agencies • Serviced Agencies: State Dept performs accounting services for 20 + non-State agencies (see GFS KB article 9813 for list) • Non-serviced Agencies: Headquarters budgets and accounts for their funds. • Non-serviced agencies do not subscribe 6221-Accounts and Records. • Do not perform these services for non-serviced agencies • Do not create workload counts for “cuff records” 6 FAH-5 H-341.10 and 342.10 Financial Management Svcs ICASS Hints #14

  18. Workload Counts for Family Members • Eligible Family Members (to include Domestic Partners. ) On orders, counted in CLO and Health (if they meet MED rqmts) • Eligible Family Members employed in EFM positions and Professional Associates: Treated as LE Staff in all applicable cost centers (i.e. HR, Payroll, Security Services, GSO, etc.) • Members of Households: Not on orders; Access to services but no workload counts 6 FAH-5 H-350 and 333 revised

  19. Information Management Technical Support: How to Count OpenNet User Accounts 6 FAH-5 H-341.4-4 or 342.4-4 IM Tech Support

  20. Non-Expendable Property (Standard)Workload Counts: How to Count LE Staff and Modifications 6 FAH-5 H-341.4-4 or 342.4-4 Non-Expendable Property

  21. Handling of Workload w/without a PYI Support beginning Nov. 1, 2010 If Post prepares a PYI for 11 months: • Receive PYI money in FY 11 ( Nov 1, 2010 - Sept 30, 2011) • PYI full year report supports target increase request for FY 12 • No change to FY11 workload count • Include full year workload for FY 12 budget If Post does not prepare a PYI then: • Add workload in FY11 at Initial Budget (see slide 9) • Include full year workload for FY 12 budget • No PYI funds issued in FY11 • Target adjustment for FY12 unlikely 6 FAH-5 H-333.3

  22. Handling of Workload w/without a PYISupport Beginning July 1, 2011 • If Post prepares a PYI for 3 months: • PYI money received in FY 11 ( July 1 - Sept 30, 2011) • PYI full year report supports FY 12 target increase request • No change to FY 11 workload count • FY 12 workload count added to May 1, 2011 report If Post does not prepare a PYI then: • If advised before FY 11 Final Budget is completed, increase workload in FY 11 budget for new position adjusted at .5 • If advised after budget completion, no invoice for FY11 • FY 12 workload counts added to May 2, 2011 report • No PYI funds in FY 11 and target adjustment for FY 12 unlikely

  23. Handling of Workload w/without a PYI Support Beginning Sep. 1, 2011 If Post prepares a PYI for 1 month in FY11: • In FY11, if post received advance notice, a 1 month PYI could be prepared and submitted by August 1, 2011 submission deadline • PYI full year report supports target increase request for FY 12 • No change to FY11 workload count • Include full year workload for FY 12 budget If Post prepares a PYI for 11 month in FY12: • If no advance notice in FY11, then In FY12 post can prepare an 11 month PYI • Do not include any workload counts for this agency in FY 12 budget. • Include full year workload for FY 13 budget If Post does not prepare a PYI then: • No PYI funds. Target adjustment for FY12 potential limited. • No change to FY11 workload count • Include full year workload for FY 12 budget 6 FAH-5 H-333.3

  24. QUESTIONS?

More Related