FY09 Tactical Plans for Administrative Support (DAS)

1. FY09 Tactical Plans forAdministrative Support (DAS) Griselda Lopez September 26, 2008

2. FY09 Tactical Plan for Level 1 DAS • Relevant Strategic Plan(s): • Computing Division Strategic Plan • Tactical Plan Leader: Griselda Lopez • Organizational Unit home: Program Support CD FY09 Tactical Plan Review 2

3. FY09 Tactical Plan: Strategies and Goals • Tactical Plan Strategies • Increase support in all administrative areas, including aid with meeting (scheduling, workshops, minutes etc.), trips, phones, supplies, and many other task. • Gives specific administrative support to the Head of the Computing Division and other departments and groups defined as specific projects. • Provide HR support for the Computing Division, reporting to the Computing Division management. Provide a complete new hire workflow process. • Handle foreign and domestic trips, including flight and hotel reservations, meeting all the documentation and reporting needs of the Laboratory and DOE, collecting and routing trip reports, reconciling trip expenses from receipts provided by the travelers. Begin E-travel process for both domestic and foreign travel. • Evaluate and adopt new technologies to advance the effectiveness of support. CD FY09 Tactical Plan Review 3

4. FY09 Tactical Plan: Strategies and Goals • Tactical Plan Goals • To provide administrative assistance, HR and infrastructure support for the division office, departments and project activities in the Computing Division • Continue to work on informational webpage's for our customers • Workflow Process • Human Resources • New hire • E-Travel • Domestic • Foreign CD FY09 Tactical Plan Review 4

5. FY09 Tactical Plan: Objectives • Tactical Plan Objectives • Administrative Support • Domestic Travel Administrative Support • Foreign Travel Administrative Support • Human Resources Support • Projects • Conference and Workshop Support CD FY09 Tactical Plan Review 5

6. FY09 Tactical Plan: Past Action Items • Resolution of Past Action Items • FY08 Status Reports Action Item List is in DocDB #2664 • Where should admin support report effort project base or CDO admin? CD FY09 Tactical Plan Review 6

7. Service Activity: Administrative Support • Goals Related to this Activity • 1. Electronic processes and the use of more information management tools • existing goal • 2. Complete customer QA web-pages • existing goal • Key Metrics • Productivity level should increase if information is accessible. The Impact could be high or low depending on the situation, felt by division staff • Issues and Risks • Do we suggest tools to use or should Central Services Department help? • The lab’s processes may change without notification CD FY09 Tactical Plan Review 7

8. Service Activity: Domestic Travel • Goals Related to this Activity • 1. Provide requirements for electronic process to the Database and Applications Department • Existing goal • 2. Completion of domestic travel web-pages • Existing goal • 3. Meet DOE and lab requirements for conferences and other travel • Existing goal • Key Metrics • Approval process will take less time (3 months @ .15 FTE) Impact will be high (positive) felt by division staff • Milestones – Deliver requirements of business process to DBI group 1/1/09 • Issues and Risks • Effort allocated in DBI group may be minimal • The change in travel process may affect our delivery date CD FY09 Tactical Plan Review 8

9. Service Activity: Foreign Travel • Goals Related to this Activity • 1. Provide requirements for electronic process to the Database and Applications Department • Existing goal • 2. Completion of foreign travel web-pages • Existing goal • 3. Meet DOE and lab requirements for conferences and other travel • Existing goal • Key Metrics • Approval process will take less time (6 months @ .15 FTE) Impact will be high (positive) felt by division staff • Milestones – Deliver requirements of business process to DBI group 3/1/09 • Issues and Risks • Effort allocated in DBI group may be minimal • The change in travel process may affect our delivery date and the use of the FTMS system may not allow us to do a front to end electronic process CD FY09 Tactical Plan Review 9

10. Service Activity: Human Resource Support • Goals Related to this Activity • 1. Documentation/procedures • Existing goal • 2. Workflow of new hire process • Existing goal • 3. Division Spreadsheets/Org-Plus • Existing goal • Key Metrics • Reduce the time to respond to request (.25 FTE) Impact felt by division office and division staff • Issues and Risks (specific to this activity, includes allocation impact) • Definition of personnel who may or can help with the new hire work flow process (allocation of effort from DBI group and program support group) • Division spreadsheets are looked at by one person beside Vicky need to assign a back-up • Have not been able to work with Org-Plus there is no one at the lab that knows how to use it. How do we get help for this? CD FY09 Tactical Plan Review 10

11. Service Activity: Project Support • Goals Related to this Activity • 1. Division Head - Existing goal • 2. OSG - New goal • 3. ASTRO - Existing goal • 4. Office of Finance and Project management (FPM) - New goal • 5. Facility Operations (FOP) - New goal • 6. MOU - New goal • 7. Division Office - New goal • Key Metrics • Division Head (.3FTE, but need more), OSG (.50 FTE), ASTRO (.50 FTE), FPM (.50 FTE), FOP (.25 FTE), MOU (.15 FTE), CDO (?) Impact felt by division staff • Issues and Risks (specific to this activity, includes allocation impact) • Some projects are not defined; therefore, allocation of FTE’s may vary CD FY09 Tactical Plan Review 11

12. Project Activity: Conference Workshop Support • Goals Related to this Activity • 1. Expand the support in the organization of Conferences and Workshops • Existing goal • 2. Outsourcing conferences to onsite conference office or outside vendor (NLIT08 was a success) • Existing goal • Key Milestones • No conferences or workshops have been defined for FY09 • Issues and Risks (specific to this activity, includes allocation impact) • Re-organization of job duties due to last minute conference request can have a high impact on other activities. CD FY09 Tactical Plan Review 12

13. FY09 Resource Request, Preliminary Allocation Administrative Support – Level 1 CD FY09 Tactical Plan Review 13

14. Impact of Preliminary Allocation • M&S allocation • Majority is office /printer supplies for division • Training and development • Software licenses • If possible 1 new laptop CD FY09 Tactical Plan Review 14