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Administrative Visiting Committee

Administrative Visiting Committee. Administrative Peer Review Aug. 29 – Aug. 31, 2007. FY2007 Administrative Peer Review. The Laboratory Bruce Chrisman Fermilab August 29, 2007. FY2007 Administrative Peer Review. LABORATORY MISSION

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Administrative Visiting Committee

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  1. Administrative Visiting Committee Administrative Peer Review Aug. 29 – Aug. 31, 2007

  2. FY2007 Administrative Peer Review The Laboratory Bruce Chrisman Fermilab August 29, 2007 .

  3. FY2007 Administrative Peer Review • LABORATORY MISSION • Fermi National Accelerator Laboratory advances the understanding of the fundamental nature of matter and energy by providing leadership and resources for qualified researchers to conduct basic research at the frontiers of high energy physics and related disciplines. .

  4. FY2007 Administrative Peer Review LABORATORY ORG CHART .

  5. FY2007 Administrative Peer Review • LABORATORY STAFFING & SWF BUDGET (FY07 Act) • Staff • Exempt 1,188 • Non-Exempt 722 • Total 1,910 • SWF Budget • SWF $207,391k .

  6. FY2007 Administrative Peer Review • LABORATORY STAFFING & TOTAL BUDGET (FY07 Act) • Budget • SWF $207,391k • Elec. Power 24,375k • GPP & UIP 8,600k • Management Fee/OH 3,907k • Other M&S 103,348k • Total $347,621k .

  7. FY2007 Administrative Peer Review DIRECTORATE - MISSION LEAD FERMILAB INTO THE FUTURE .

  8. FY2007 Administrative Peer Review • DIRECTORATE STAFFING & SWF BUDGET (FY07 Act) • Staff • Exempt 29 • Non-Exempt 4 • Total 37 • SWF Budget • SWF $4,477k .

  9. FY2007 Administrative Peer Review • DIRECTORATE STAFFING & TOTAL BUDGET (FY07 Act) • Budget • SWF $4,477k • Elect. Power 24,375k • GPP & UIP 8,600k • Management Fee/OH 3,907k • Other M&S3,022k • Total $44,381k .

  10. FY2007 Administrative Peer Review • DIRECTORATE - OVERVIEW • Directors & immediate support staff • ES&H • OQBP • EG&G • Legal Office • Public Affairs • Program Planning • Project Office • - - - - - - - - - - - - - - - - - - - - - - - - • Internal Audit .

  11. FY2007 Administrative Peer Review • FY06 SELECTED PEER REVIEW RECOMMENDATIONS • EMS • Continue to embrace and react to emerging security threats relayed to the laboratory by the DOE-Chicago Counterintelligence Office. .

  12. FY2007 Administrative Peer Review • FY06 PEER REVIEW RECOMMENDATIONS • Cross-Cut Issues • Readiness to deliver the ILC –Ideas Out of the Box • Cultural Change – People in the Box • Leadership – Hold the Course • Service – A Way of Life .

  13. FY2007 Administrative Peer Review • FY06 PEER REVIEW RECOMMENDATIONS • HIGHEST PRIORITY RECOMMENDATIONS • Finalize the necessary FLSA changes immediately • Complete corrective actions to address weaknesses in procurement file documentation, contract administration, and use of appropriate clauses • Solve the Foreign Travel Problem .

  14. FY2007 Administrative Peer Review • Selected Proposal Initiatives (12 of 28) • Implement and Organization and Human Asset Plan (OHAP) • Create FNAL-ANL Laboratory Collaboration Council • Implement Strategic Planning process under leadership of Deputy Director • Design and Implement a process to resource load the Lab’s WBS • Document roles , responsibilities accountabilities and authorities at all levels. .

  15. FY2007 Administrative Peer Review • Selected Proposal Initiatives (12 of 28) • Implement a space- utilization and facilities reuse program • Implement a Management and Decision Support Dashboard to allow DOE and managers to monitor performance in near-real time. • Create Office of Quality and Best Practices (OQBP) • Enhance QA program to provide robust program based on DOE O414.1C .

  16. Selected Proposal Initiatives (12 0f 28) • Establish Director’s Council on Integrated Assurance to include requirements of DOE O 226.1 and DEAR 970.5203-1 • Establish Director’s Council on Diversity • Initiate planning to obtain certification under OHAS 18001(Safety and Health) and ISO 14001(Environmental) .

  17. FY2007 Administrative Peer Review CHIEF OPERATING OFFICER .

  18. FY2007 Administrative Peer Review • Roles & Responsibilities • Chief Operating Officer • Integrate all Lab Support Elements • Chair Lab Safety Committee • Emergency Director • Submit ORPS* Reports when Necessary • Accept DOE Orders for Contract Mods * see list of acronyms .

  19. FY2007 Administrative Peer Review • Roles & Responsibilities (cont) • Chief Operating Officer • Counterintelligence POC • PMA POC • Misc. Directorate Activities • Lab. Cultural Activities • Dir. IT Support .

  20. FY2007 Administrative Peer Review Associate Lab Director Operations Support .

  21. FY2007 Administrative Peer Review • Roles & Responsibilities • ALD Ops Support • Line Responsibility for Business Services, Workforce Development and Services, and Facilities Engineering Services Sections • ORTA .

  22. FY2007 Administrative Peer Review • MISSION • Provide the Laboratory’s technical organizations with required support in a safe, effective, and efficient manner within the FRA/DOE constraints. .

  23. FY2007 Administrative Peer Review • DESIRED OUTCOMES • Operate Support Functions with a target of zero injuries. • Obey the Law • Support scientific research in an effective and economical manner • Communicate regulatory and legal requirements in simple yet effective manner • Where possible relieve technical staff of administrative burdens. .

  24. FY2007 Administrative Peer Review • RISKS & CHALLENGES • One Deep in Several Areas • Increase Cross Training • Budget • Security Contract • New DOE Orders • e.g. Conference Man, QA, etc. .

  25. FY2007 Administrative Peer Review • RISKS & CHALLENGES • Unpredictable/Fixed Costs • e.g. Medical, Legal/Phones, Postage, Software Lic • Visas • Employees, Users, Foreign Travel • Infrastructure • Weakness • ORTA (accepted) .

  26. FY2007 Administrative Peer Review • CUSTOMER COMMUNICATIONS • Employees • DOE • Weekly Program Office Telecom • FSO & Directors Office meet every Tues. • Member Standing DOE & Lab Councils • NLIC (founding chair) • SC COO Group • Staff Meetings .

  27. FY2007 Administrative Peer Review • List of Acronyms • FSO - Fermi Site Office • GPP - General Plant Project • NLIC - Nat. Lab. Improvement Council • OH - Overhead • ORPS - Occurrence Reporting and Processing System • ORTA - Office of Research & Tech Asses. • PMA - Presidents Management Agenda • POC - Point of Contact • SC - DOE Office of Science • UIP - Utility Incentive Program • WBS - Work Breakdown Structure .

  28. FY2007 Administrative Peer Review Chief Financial Officer Cindy Conger Fermilab August 29, 2007 .

  29. FY2007 Administrative Peer Review • FINANCE SECTION OVERVIEW • Our mission is to provide safe, effective, efficient financial operations in support of the Laboratory’s high energy physics program in accordance with all laws, regulations, and DOE requirements. • The Finance organization consists of three groups: • Accounting • Budget Office • Management Information Systems (MIS) • Finance organization formed April 1, 2006; CFO appointed June 1, 2006. .

  30. FY2007 Administrative Peer Review Organization Chart .

  31. FY2007 Administrative Peer Review Finance Staffing Overview Breakdown of 4.6 FTE increase in FY07: New positions in Budget Office and MIS 2.0 Transfer from Directorate – CFO & Admin 2.0 FRA Accountant - Accounting .4 Increase part-time employee - Accounting .2 .

  32. FY2007 Administrative Peer Review FY07 Finance Staffing by Category 3 open positions (1 new, 1 retirement, 1 release) 3 positions reclassified to weekly in FY07 FLSA review .

  33. FY2007 Administrative Peer Review Finance Budget Overview .

  34. FY2007 Administrative Peer Review Finance Budget – FY07 M&S .

  35. FY2007 Administrative Peer Review • Communications with DOE • Weekly meeting with DOE-FSO Site Manager (with COO) • Biweekly meeting with DOE-FSO Business Manager • Weekly Director’s teleconference with DOE Office of HEP • Monthly CFO teleconference with Program/Budget Officers at DOE Office of HEP • CFO represents Lab on FMSIC (DOE CFO/Contractor Financial Management Systems Improvement Council) .

  36. FY2007 Administrative Peer Review • Internal Lab Communications • Weekly Lab Scheduling Meeting • Weekly Director’s Senior Management Meeting • Monthly Field Financial Manager Meetings • Biweekly Finance Department Head Meeting • Biweekly meetings with individual department heads • ~Quarterly CFO column in Fermilab Today .

  37. FY2007 Administrative Peer Review • Risks and Challenges • Increased DOE requirements / expectations, e.g. • OMB Circular A-123 controls documentation, assessment, testing, and remediation requirements (FY06) • Acceleration of monthly close due date (noon on second work day) increases estimates needed and heightens peak load • Increasing number of funding categories and subcategories • More financial performance measures in contract .

  38. FY2007 Administrative Peer Review • Risks and Challenges • Cybersecurity and PII compliance • Increased security threats especially with the growth of web, mobile & wireless based applications. • Increased frequency of vendor provided security patches: • CIAC and US-CERT advisories • Quarterly Oracle Critical Patch Updates (CPUs) • Monthly Microsoft updates • Monthly Linux updates • Others (e.g., AV, firewall, etc.) • Need to constantly evaluate business IT risk .

  39. FY2007 Administrative Peer Review • Risks and Challenges (cont.) • Continuous new system implementations: • Oracle Financials: Project Accounting (’03) and Accounts Receivable (’04) • PeopleSoft Self-service (’04 -’06) • Deltek Cost & Schedule Control (’04 -’06) • Project Tracking (’05) • PWC TeamMate Audit Working Papers (’06) • Assurance Council Issues Tracking (’07) • Conference Travel Management (’07) • Time & Labor in progress • Management Dashboard up next • Automated Travel system sorely needed • Continuous upgrade of financial system software: Oracle eBS; PeopleSoft 8.9, Deltek, TeamMate in FY07 • Application servers increased 5-fold (from 5 in ’04 to 26 in ‘07) .

  40. FY2007 Administrative Peer Review • Risks and Challenges (cont.) • Maintain and improve IT infrastructure • Funding limitations slow implementation of needed technology replacements • Increased oversight, FRA & DOE: • Extensive Cost Allowability audit every year (FY05 ->) • Expanded external audit procedures post-Enron (KPMG) • Federal Grants audit required (OMB A-133) • Expanded DOE requirements at 3rd quarter • FISMA, General IT controls audits and reviews • Increased risk of findings and need for remediation thereof • Active, involved Board of Directors .

  41. FY2007 Administrative Peer Review • Risks and Challenges (cont.) • Increasing complexity of financial environment, e.g. • DOE’s STARS system implementation (FY05) • Program Support indirect pools (FY07) to comply with CAS • Increasing international activity, primarily CERN (cost allowability & tax withholding/reporting risks), also Auger and ILC • Keeping focus on Safety in low-risk office environment • Delayed fiscal year budgets; operating under Continuing Resolutions • One-deep staffing in some key areas • Contract transition was significant strain on Finance in FY07. .

  42. FY2007 Administrative Peer Review • Status of FY06 URA Visiting Committee Recommendations - Finance • Recommendation: Resolve Management Information Systems (MIS) Issues • 1) Limited access to software during the year-end close • Communication will be improved in the future. Access to the system has always been available to the financial managers upon request during the few days that general system access is restricted to make maximum resources available to the close activities. Some FFM's were not aware. • 2) Software difficulties in tracking spares in AD • This is a longstanding issue, the resolution of which will be led by Accounting. The Lab's processes in this area need improvement; however, controls are adequate and financial impact is low (less than 1% of cost activity). Accounting and MIS resources are being expended on higher priority activities at this time. • 3) A conference management system is needed • Conference Travel Management was implemented on 12/14/06. .

  43. FY2007 Administrative Peer Review OQBP Bob Grant Fermilab August 29, 2007 .

  44. FY2007 Administrative Peer Review • Office of Quality and Best Practices • Part of Bid Strategy • Funding • Staffing • QA Program .

  45. FY2007 Administrative Peer Review • Current Projects • QA Manual & Program • Interim Management Issues Tracking • LHC Triplet Root Cause Analysis • Dashboard • Work Scheduling & Maintenance • Assurance Council .

  46. FY2007 Administrative Peer Review WD&R Section Kay Van Vreede Fermilab August 29, 2007 .

  47. FY2007 Administrative Peer Review • Agenda • Workforce Development and Resources Section • Mission • Organization Chart • Staffing Level and Budget • 2006 Peer Review Recommendations and Outcomes • Additional FY07 Accomplishments • Major FY08 Initiatives .

  48. FY2007 Administrative Peer Review • Workforce Development and Resources Section Mission • Our mission is to: • provide vital services to Laboratory employees and users in support of the research mission of Fermilab, and • improve national science education through teacher, student, and public programs. .

  49. FY2007 Administrative Peer Review WDRS Org Chart Section Office Kay Van Vreede Office for Professional/ Organization Development Barbara Brooks Benefits Administration Mary Todd Benefits Planning Wilma Cardona HR Services Borys Jurkiw Equal Opportunity Dianne Engram Employment/ Employee Relations Juanita Frazier Education Office Marge Bardeen .

  50. FY2007 Administrative Peer Review Staffing Level & Budget .

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