Operation Staff Meeting OSM February 2003

1
Operation Staff Meeting (OSM)February 2003

• Presented by the DCP ARC

Putting the pieces together
2
AGENDA

• Reminders
• Conference Room Charges
• 2003 Simplified Acquisition Training Symposium
• Purchasing Business Cards
• Using Convenience Checks
• NBS Travel News
• Changing to the New Travel System
• NFT Common Errors
• EPMP Due Dates
• Trivia Contest

3
REMINDERS

• Do not use Fed Ex to ship to foreign countries
  (see the June 12, 2002 OSM presentation)
• It is the timekeepers responsibility to enter a
  separation date in ITAS for departing employees.
  If Lanette knows this date, she will notify the
  timekeeper please notify Lanette if you know the
  departure date.
• Every pay period the timekeeper should ensure
  that the appropriate staff have a timecard in the
  system.
• Back Ups See attached list and verify that our
  information is correct.

4
PROCUREMENT

• ISSUES

5
Conference Room Charges

• The ARC is now responsible for tracking
  conference room charges in order to accurately
  estimate next FYs requirements.
• At this point in time, we can track the charges
  in VSOF
• Be sure to cite your research groups CAN for
  these reservations- see your AO if you have a
  question about which CAN to cite for a specific
  meeting (ie shared meetings)
• We will discuss year end procedures later

6
Conference Room Charges (continued)

• Please Note
• If you cancel a conference room within 30 days,
  your research group must still pay the full price
  of this room rental.
• If you must cancel a reservation, email the
  Program Operations Staff and let them know you
  have a paid room thats available someone else
  may be able to use it.

7
2003 Simplified Acquisition Training Symposium

• Wed. Thur.s 3/26-3/27/2003
• 9am-4pm
• National 4-H Conference Center, 7100 Connecticut
  Ave, Chevy Chase, MD
• Transportation will be provided via bus from EPN
  (departure schedules TBA)
• Free Continental breakfast and buffet lunch
• Register http//fmp.cit.nih.gov/olao

8
Buying Business Cards

• Business Cards are for
• Staff whose position by its nature requires
  significant interaction with non-agency
  organizations.
• (see attached handout for guidance)
• The easiest method to obtain business cards is
  through our Office Of Communications website at
• http//oc.nci.nih.gov/services/buscrdfm.html
• You need an AOs signature.
• They will print a set of 500 cards.
• Expect 2-3 weeks for delivery.

9
Buying Business Cards (continued)

• If a staff member has a specific need and wishes
  to go outside of the Office of Communications
• You may use your purchase card to obtain business
  cards. However, you must
• use Lighthouse for the Blind, Inc (set aside
  under the JWOD act as a mandatory source)
• 800-799-0402
• Sales_at_seattlelh.com
• http//www.lighthousestore.com/shop/open/product/i
  ndex.htm
• have identifiers for DHHS and NIH (either text or
  logo)
• NOT exceed 70 per request, per individual.

10
CONVENIENCE CHECKS

• Some History
• IMPAC checks, also referred to as convenience
  checks, can be issued by Eric Graves
• ONLY ONCE to an individual for a Professional
  Service Order who
• Either has no ACH information in the ADB
• Or has recently changed banks and/or
• Is unable to establish ACH information in the
  required time frame.
• These are considered rare and unusual
  circumstances

11
CONVENIENCE CHECKS (continued)

• Additional Restraints on the use of these checks
• On January 13th, Kathleen Hargett emailed check
  holders a newly developed spreadsheet listing
  every individual in the NCI on a PSO who has
  received a convenience check over the last few
  years.
• Your AO must now check the professionals name
  against that list before agreeing to issue a
  convenience check.
• Again, only 1 check (NCI wide) may be written per
  individual on a PSO.

12
CONVENIENCE CHECKS (continued)

• But what if the individual is foreign and does
  not have a US Bank account?
• The ARC wont issue a check OFM will.
• You must still
• Enter an EIN request in the ADB. You must cite
  the individuals contact information and mailing
  address
• Submit an ACH form to OFM (leave bank info
  blank)
• For assistance you may contact the following OFM
  rep.s
• Ratna Bhadra at 435-3505 with ACH questions
• Darrell Barrett, 402-6063 for EIN request
  questions.
• The ARC will issue a regular, electronic PSO.
• OFM will cut a check and mail it to the
  individual.
• See Kathleen Hargetts January 13, 2003 email
  (attached) for additional information

13
TRAVEL

• ISSUES

14
NBS TRAVEL NEWS

• The Roll-Out is scheduled for Spring 2003
• TRAINING
• Step 2 has been streamlined in order for you to
  more quickly prepare for Step 3 Lab Day training
• (see attached email from NBRSS-Training 1/22/03)
• Step 3 Classes available thru 2/28/03
• NOTE As of March 1, DCP will have to pay for
  classes. Make sure you take your class before
  then.
• Register at http//training.cit.nih.gov/courselst.
  asp?lnameNBRSS

15
NBS TRAVEL NEWS

• Using the NIH Portal
• http//my.nih.gov
• Take the Portal Training Tour
• Get used to the layout and options
• This will become your launch page once NBS goes
  live.
• See attached Using the NIH Portal for
  instructions

16
VOUCHER DEADLINES

• As a reminder, after the NBS travel system goes
  live, any travel orders approved in ADB must be
  vouchered via the ADB.
• Therefore, please remember All vouchers are
  due to the ARC within 5 days from the completion
  of the trip.

17
LARGELY ATTENDED MEETINGS

• A revised list of specific meetings was forwarded
  to DCP staff on Friday, 1/31 and Monday, 2/10.
  Please discard the old listings.
• The revised list provides a due date for
  information, for each meeting.
• Travelers can respond directly to Mary Palmer and
  cc the appropriate OS.
• However, we are requesting that the APAs
  print-out the listing and have it handy.
• Please review the listing to see whether or not
  any proposed trips are on the list.
• If you have any questions, call Mary Palmer.

18
LARGELY ATTENDED MEETINGS (continued)

• REMINDER If a traveler is attending but not
  presenting or otherwise actively participating in
  the meeting (serving on board, chairing session,
  etc.), a justification for attendance must be
  provided that demonstrates the benefit to the
  Research Group, the Division and/or NCI in
  attending.

19
NFTs

• Common Errors being made on the NFTs
• Under the International Emergency Contact block,
  please include both the name, address, and phone
  number for the host and hotel at each
  destination.
• When the travel is being sponsored, be sure to
  identify the name of the sponsor under the
  Detailed Funding Information block.
• The Total Funding for the Trip (which is the sum
  of the 3 sources of funds) and the Grand Total
  (which is the sum of the airfare, perdiem and
  other costs) must be equal amounts.
• 4) If any annual leave is being taken while on
  travel, please indicate the dates of the leave in
  the Explanation block for each destination.
• 5) NFTs are needed for Canada and Mexico, but not
  for Hawaii or Alaska.
• See Anne Rogersons email dated 1/30/03 for addl
  info

20
Employee Performance Management Plans (EPMPs)

• Final 2002 plans are due Feb 21st. The ARC needs
  the originals.
• 2003 EPMPs are due to the ARC by Feb. 21st. The
  ARC needs copies.
• Code 2 Supervisors will use a new format for
  their plans- information to follow.
• These should be submitted to Jill Hughes.

21
Sustained Superior Performance Awards (SSPAs)

• Starting this month, SSPAs will use a new
  format.
• Guidance on this new format is forthcoming.
• Contact your Administrative Officer for further
  information if your research group has already
  completed an SSPA that is ready for submission.

22
TRIVIA CONTEST

• February

23
TRIVIA CONTEST

• Find the TRIVIA CONTEST slide in the last page of
  your handouts.
• Put your name on it and answer as many questions
  as you can.
• These have to be completed here in this room now.
• Eric will review them after this meeting and the
  person who gets the most correct answers, wins!
  Youll get this months official Trivia Contest
  Certificate and a 25 Incentive Award.
• Next meeting well announce who the winner was
  and well have another contest.

24
TRIVIA CONTEST
NAME ______________________

• Whats the OC Code for
• A laptop purchase?_______________________
• Monthly cell phone service? ________________
• What does, NBS stand for? _____________
• What does AEA stand for? _____________
• What is the most you can spend for business cards
  per request, per individual? ________
• What is the date of the next Federal Holiday?
  ___________________
• Identify your research groups
• CAN_______ HNC____ Custodial Code______
• Research Group Name ____(spell it out)_____

25
Thank you
Putting the pieces together for a new year
The next OSM will be March 12th, 230-330pm
That's All Folks!