Incident Business Update

1
Incident Business Update

• Miscellaneous Information

2
Items of Interest

• Incident Job Codes for Upcoming Season
• Incident Management Team Configuration
• EERAs
• OTC Drugs
• How to Use IBAs
• Operating Guidelines Suppression FEMA
• Regional Payments
• Shuttle Audit
• Agreements
• Base 8

3
Incident Job Codes Forest Service

• Letter coming out SOON from Washington Office
• Once Fiscal in your region migrates to ASC, FEMA
  codes will be set up at NIFC
• August 22, 2005 for Region 8

4
Incident Mgmt Team Configuration

• Letter of Direction from National MAC
• December 17, 2004
• Type 1 Type 2 teams have grown significantly in
  size, mobilized up to 110 people
• Approved team size and configuration
• Short team (CGS) 10 positions
• Long team additional 17 positions
• Trainees maximum of 6 positions
• TOTAL OF POSITIONS MAXIMUM OF 33

5
IMTS cont

• Decision applies to national moblization
• Regional mobilization of regional teams are not
  under these guidelines
• For national mobilization additional positions or
  other needs to be negotiated with AA once team
  arrives, not over the phone
• Name requests through ROSS will NOT be accepted.
• Decision will promote cost containment and make
  more personnel available for assignment
  opportunities.

6
EERAs

• EERAs are under scrutiny
• For 2005 we will continue to use them as we have
  in the past
• They are looking at ways to shore them up so
  they meet Federal Acq. Standards

7
EERAs

• Emergency use only!!
• Not be to used for prescribed fire
• Nor on stand-by in case the prescribed fire
  escapes

8
OTC Drugs Vitamins

• IBPWT requested a standardized list from HSWT.
• Not enough information at this time
• Defer recommendations until research complete
• Procurement authorities also being researched

9
How to Use an IBA

• Type 3 Incident - Home Unit
• Youre swamped, order type 2 through dispatch
  system on P Code
• Agreements
• Payment Packages
• Cost Concerns
• Claims
• Guidelines
• Handbook Issues (work/rest, length of assignment,
  ADs)

10
Operating GuidelinesSouthern Area

• Suppression IBA works for AA
• Has Forest Contact Information
• Costs are validated against WFSA
• Final Incident Package to Host Forest
• FEMA IBA works for Regional IBA
• Costs are validated against MAs
• Final Incident Package to Region FAM

11
Regional Payments

• After completing checklist to ensure all
  documentation required is enclosed, payments are
  to be sent directly to the payment center in
  Ogden, UT.

12
Shuttle Audit

• OIG DHS/FEMA Audited mission assignment funds
  awarded to FS
• Objective to determine if FS accounted for and
  expended FEMA funds according to fed regs and
  FEMA guidelines
• Four mission assignments
• 151.9 Million
• 105.7 Million actual billings from FS
• Concerned w/FS history of severe weaknesses in
  accounting and financial reporting
• Required a review of source documentation

13
Shuttle AuditFindings

• Weak Financial Mgmt System
• Three areas
• Budget Object Code Classification
• Miscoded items
• Budget Categorization
• Expenses not properly categorized in billings
• Filing and Reporting Techniques
• Source documents hard to find, if at all
• Strong point
• Contract mgmt payment process very well
  organized and documented.

14
Shuttle Costs Findings Unsupported Costs

• Grants Agreements
• State billing - 412,380
• Credit Card Purchases - 580,120
• Contractual Services - 119,514

15
Shuttle AuditIneligible Costs

• Credit Card Purchases
• Medical Expenses - 811,205
• Accountable Property - 106,543
• Cell phones - 47,542
• Award costs - 3,615
• Fees to unlock tow vehicles - 2,502
• Grants Agreements
• Back fill positions 53,307
• OT Premium Pay
• Night differentials - 47,638

16
Shuttle AuditDuplicate Payments

• Contractual Services
• Commissary - 916,818

17
Shuttle Audit

• Wasteful Costs
• Lodging cancellation fees - 24,326
• Equipment rental return fees - 18,290
• Overcharged Vehicle Costs
• Incorrect mileage reading - 27,940

18
Shuttle AuditRecommendations

• Disallow 3,415,340 of questionable costs
• Require FS to validate provide documentation to
  support billings
• Develop implement effective property mgmt
  procedures

19
Shuttle AuditSuggestions

• Request USDA OIG audit APMC program
• Improve accuracy effectiveness of financial
  reporting by
• Including resource order number camp location
  on its bills?????
• Require accurate use of BOC
• Implement standard documentation package
• Establish enforce effective property mgmt
  internal controls
• Improve consistency in applying financial
  guidelines (cell phones, commissary, demob costs)
  through more effective training
• Lower costs by eliminating wasteful practices

20
Agreements
21
Base 8 Forest Service

• All fire prepardness employess (WFPR) will charge
  to WFSU (P Code) upon dispatch, INCLUDING BASE 8.