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ICASS Workload Counts: What YOU Need to Know

. . . And why!

FY 2011 Budget

Workshop

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The Perfect Balance

What are the legs of the ICASS stool?

•Budgeting

•Time Allocation

•Workload counts

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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

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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

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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

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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

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Workload Count CalendarJan – 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

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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

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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

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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

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New Positions/Subscription of Services & Cumulative Counts

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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

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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

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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

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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

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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 . . .

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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 SvcsICASS Hints #14

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 18

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Information Management Technical Support: How to Count OpenNet User Accounts

6 FAH-5 H-341.4-4 or 342.4-4 IM Tech Support

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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

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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 unlikely6 FAH-5 H-333.3

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Handling of Workload w/without a PYI Support 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

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Handling of Workload w/without a PYI Support Beginning Sep. 1, 2011

6 FAH-5 H-333.3

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

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QUESTIONS?