International Cooperative Administrative Support Services

International Cooperative Administrative Support Services MINUTES ICASS INTERAGENCY WORKING GROUP MEETING ICASS Service Center Wednesday, July 12, 2017, 10:00 a.m.

1. Introduction of IWG Members and Attendees.

2. IWG Chair updates: Philip French, IWG Chair, announced upcoming webinars in August, including agency-specific sessions for CDC and DoD, plus the “All USG Agency” webinar. He also advised that there would be a Policy Committee meeting following today’s IWG meeting.

3. Adoption of Minutes of the June 14, 2017, IWG Meeting: Minutes were unanimously adopted with no changes.

4. Presentations:

Topic: MeterNet

Jenna Gorter, Mechanical Engineer in State/OBO/CFSM/FAC, and Landon Van Dyke, Senior Advisor for the Office of Energy, Environment and Sustainability/State/M/PRI presented an overview of the MeterNet program used to gather data on utility consumption.

Mr. Van Dyke explained the overall program goals, benefits, and future actions. The goal of the MeterNet program is to obtain comprehensive data to better manage costs and improve operations.

Ms. Jenna Gorter advised that the Energy Program’s focus is on action instead of reporting, which ties into OBO’s Facility Team objectives of optimization of equipment operations. The program’s three core goals for optimizing operations are: 1) reducing energy consumption and costs through operational efficiencies; 2) ensuring utility rate structure is optimal and identifying opportunities in the markets for cheaper energy sources, and; 3) coordinating with various entities.

Ms. Gorter reported that the first installment of MeterNet (1.0) provided actionable recommendations on five key operational efficiency opportunities that can be addressed at posts with Building Automation Systems (BAS); 1) improved demand consistency, 2) improvement of Occupied-to-Unoccupied, as well as 3) Unoccupied-to-Occupied transitions; 4) reducing demand peaks, and 5) reducing the overnight/weekend load. She explained how

July 12, 2017, IWG meeting, AG Page 1 the data on energy peak demands can be used to optimize operations remotely between post facility managers and Washington.

The Energy Team analyzes data to see which demand spikes have the greatest cost impacts, and prioritizes those for immediate correction. They also review rate structures to determine the best rate schedule for post; the team can use this information to negotiate directly with the utility provider. Mr. Van Dyke reported that the result is often a significant reduction in utility costs.

Mr. Van Dyke stated that the lessons learned in MeterNet 1.0 brought about the development of MeterNet 2.0. MeterNet 2.0 will have an expanded scope, including the ability to standardize comparative information (i.e., “apples-to-apples”), ensure that data is fully accessible on-demand, and will be able to track savings from new projects. Its added capabilities include accessibility of the information for regional offices, ICASS members, and post service providers, and providing data from an expanded variety of sensors, including at the residential, individual vehicle, water/fuel tank, and generator levels.

Mr. Van Dyke said the goal for 2018 is to have 250 posts online with MeterNet, all with predictive analytics that will allow proactive maintenance. Mr. Van Dyke said the goal for 2018 is to have 250 posts online with MeterNet, all with predictive analytics that will allow proactive maintenance. It was noted that OBO is paying for installation of MeterNet at all GO/CL non-residential properties whereas posts pay for eGauge for metering of residential properties’ utility usage. The proposed MeterNet cost to share under ICASS (Category 2 of Strategic Review) is a $500,000 annual subscription fee for the IoT Situational Platform (Internet of Things) with multiple management views and reporting, residential and vehicle monitoring and predictive analytics and recommendations.

 Additional Discussions on MeterNet: • In response to CDC’s question about a plan for residential meters and messaging to tenants about conservation, Mr. Van Dyke indicated that many posts are providing usage info to tenants to encourage conservation. He also indicated that the Foreign Affairs Manual allows posts to charge tenants for “excess” usage. The MeterNet dashboard shows consumption by agency at a post, based on square footage.

• It was suggested that DOD’s question about whether OBO has considered including metering costs as part of CSCS (Capital Security Cost-Sharing program) be directed to the IFC (Interagency Facility Council).

• DHS pointed out that NECs have much higher operational costs than the older buildings and asked whether there is evidence that metering creates significant savings. He pointed out that incorporation of the MeterNet subscription cost will further increase agencies’ ICASS costs.

July 12, 2017, IWG meeting, AG Page 2 Topic: Alternate Service Provider (ASP) Overview

Jeff Kramer, USAID and Alternate Service Provider (ASP) representative, reported that USAID became a non-State Department ICASS service provider as a result of one of ICASS’ precepts – local empowerment – allowing posts to choose their administrative service provider. He noted that its role as an ASP often evolved at smaller, non-capital cities where USAID had an in-place administrative platform or was well-practiced in particular services and able to provide support to other agencies. In other instances, USAID managed its own stand-alone building with other agencies as tenants, and provided services in a landlord capacity.

Mr. Kramer reported that, within the first years of ICASS, USAID was an ASP in Banja Luka, San Salvador, Tegucigalpa, and Kigali, and had obtained authority for a Working Capital Fund by 2001, which helped to normalize the allotment of funds to their missions. Over the next few years, though Tegucigalpa was phased out, USAID’s ASPs expanded to nine posts in eight countries by adding La Paz, Lima, Kingston, Sarajevo, Pristina, and Podgorica. ASP services provided included; warehouse operations, customs and shipping, non-residential building services, and airport transportation. He reported that USAID is currently the ASP in six countries: Egypt, Honduras, Kosovo, Malawi, South Africa, and South Sudan. Mr. Kramer said ASPs face unique challenges, including not offering all ICASS services to other agencies, USAID officers having to divide their time between providing the ICASS services and managing their USAID work portfolio, and the fact that USAID’s financial and management systems are not designed around the ASP model.

The IWG has approved the policy, he advised, which allows for accounting and sharing of ASP indirect support costs. This ensures full cost recovery, the ability to compare ASP costs with regular ICASS costs on an apples-to-apples basis, and reduces the burden on USAID’s Operating Expense budget. He said ASPs monitor time allocation for staff providing indirect support, including their salaries, benefits and any non-personnel costs allocated to separate cost centers, including Non ASP Dual Position code 0009. USAID ASPs follow State ICASS policies in the Foreign Affairs Handbook and those in the section covering ASPs.

Mr. Kramer reported $1.41m in total ASP invoices to ICASS, while total ICASS invoices to ASP were $1.74m, and advised that costs are kept down because USAID employs fewer USDHs. He noted that the six USAID ASP locations represented only 3% of the 172 worldwide overseas ICASS posts. He concluded his presentation by displaying several charts showing cost breakouts for the service provider staff and indirect support services per location.

5. Reports and Committee updates:

ISC Director’s Report: ISC Director Kim DeBlauw informed the IWG that due to time constraints, she would forgo her oral briefing, and advised the IWG they could refer to her written report. See the Director’s report at the end of these minutes.

July 12, 2017, IWG meeting, AG Page 3 Budget Update: Trish Garate, ISC Reimbursement Team Lead, reported that all Recap invoices have been received, and expects to send out the final FY2017 invoices around the end of July. She asked IWG members to encourage their financial units to provide quick approval of the final invoices.

Budget Update ASP: Jeff Kramer, M/MS/OMD, USAID and Alternate Service Provider representative, expressed his appreciation for the support of the ISC’s Reimbursement Team, along with USAID’s Mirela Kacevac, in Sarajevo, who helped with generating the ASP invoices.

Service Provider Update: Howard VanVranken, Deputy Executive Director, NEA- SCA/EX, announced that Marja Verloop, Deputy Executive Director. EAP/EX, is replacing him as the new State Service Provider representative to the IWG.

6. Committee Updates:

Policy Committee: Phil French, IWG chair, announced that there would be a Policy Committee meeting at 12:45pm following today’s IWG meeting.

Awards Committee: Janine Hines, Co-Chair, reported that the Awards Committee had reviewed and approved nominations for the following award categories: ICASS Council Chair Recognition (3), Outstanding Leadership (2), and general ICASS Recognition (4). She advised that letters sent to the respective ambassadors, certificates for the awardees, and other paperwork will be prepared and the official announcement made by early September.

7. Other issues and Final Notes:

Phil French, IWG chair, explained that August was normally an off-month for IWG meetings, but that a special meeting is scheduled for August 9th to assess the Category 1 items of the Strategic Review. There also will be a Policy Committee meeting following the August 9 IWG meeting.

Finally, chords and lyrics to DECS representative Rob Veale’s swan song to ICASS (“I Came to Your Party…a Long Time Ago”) are available for free, by emailing [email protected].

The IWG adjourned at 12:05 pm.

July 12, 2017, IWG meeting, AG Page 4 July 12, 2017

TO: ICASS Working Group

FROM: Kim DeBlauw, Director, ICASS Service Center

SUBJECT: July 2017 Director’s Report for IWG

ISC Staffing Chuck Marietta will be joining the ICASS Service Center later this month, filling one of our Foreign Service Financial Management positions. Chuck is currently a Post Management officer in the NEA/SCA bureaus. He has held numerous positions overseas and we are quite happy to welcome him to the staff. The Policy Coordination and Training Team Leader and our Information Management Specialist positions remain vacant.

Outreach and Training The ISC hosted the advanced Financial Management Officers’ course participants this month. We briefed them on the Washington ICASS budget process, the Strategic Review, and provided an update on the FAP and the Management Analytic Portal (MAP). The ISC gets a lot of input at these sessions from FMOs with lots of field experience.

The office also participated in several courses at FSI, including: DCMs and POs, GSOs, and IMOs. The 2-day ICASS Basics Course was offered and a wide range of customer agencies and service providers participated. In addition, the ISC gave a presentation to the Overseas Security Policy Board (OSPB) on how the provision of Local Guard Services is provided within ICASS. We are happy to provide materials or help out in any way with ICASS training provided by agencies to their own personnel.

Three ISC Executive Quarterly webinars have been scheduled for the 4th Quarter of FY17. They are as follows: CDC quarterly on Wednesday, August 2; DoD Quarterly on Thursday, August 10; and All USG (Peace Corps is the featured agency) on Wednesday, August 16. All webinars will be held at 9 A.M. Washington D.C. time.

Post-specific consultations ISC is currently in its high consultations season with an average of 10-12 consultations per week. These consultations are mainly for outbound personnel, including Agency representatives, Chiefs of Missions, Deputy Chiefs of Missions, and various Service Providers (i.e. Management, General Services, Financial Management, Human Resources, and Information Management). In addition, a couple of agencies requested and received direct consultations for their financial

July 12, 2017, IWG meeting, AG Page 5 personnel to better understand the ICASS process and how it affects their respective agency. Appointment requests can be submitted via the “Request a Consultation” button on the ICASS OpenNet website.

Annual Performance Assessment As of July 11, over 130 posts (79%) have certified completion of their Annual Performance Assessment, leaving approximately 35 posts outstanding. The ISC continues to work on obtaining all post submissions. The deadline for submission was June 1st.

ICASS Awards Several nominations for ICASS Awards (Outstanding Leadership Award and Recognition Awards - for All, ICASS Council Chairs and DCM) were received by the June 1st deadline. The ICASS Working Group’s Awards Committee reviewed and approved the nominations and will announce winners via ALDAC cable in September.

Policy Committee (PC) The PC will review the draft residential commissioning and make-ready policy. With OBO’s decision to fund the cost of bulk maintenance and repair supplies, many pieces of the policy quickly came together. Some highlights of the policy are: definition or terms (e.g., commissioning, decommissioning, make-ready, maintenance and repair, building operating expenses) and standardization of responsibility of the outgoing tenant agency for make ready. We hope to reach early consensus on this policy so it can be presented to the full IWG for final approval and implementation in FY2018.

Furniture and Appliance Pool (FAP) Program In an effort to address the growing FAP carryover, the regional bureaus decided to artificially reduce the buy-in and annual assessment for many posts around the world. Posts that had recently completed their FAP Program Review and whose data aligned with ILMS were not affected. All those with reduced amounts must review and clean up their ILMS data and submit revised calculations for review and approval; this effort will continue into FY18. The ISC issued a cable (17 State 58544) outlining the rationale for this action and explained next steps for posts.

Santo Domingo Build to Lease Advance Payment Update After a meeting to discuss feedback from half a dozen lawyers from customer agencies, who raised legal concerns about the advance payment for the 11th year of occupancy of the Los Bambues units, OBO decided to pay the 11th year advance from OBO funds. OBO will receive these funds back as a refund if the compound is purchased before the 11th year of occupancy, or will collect rent from the agencies who actually occupy the units that year. All agencies assigned to Los Bambues units this year will be expected to pay the first year of rent, with OBO funds covering the 11th year advance.

ICASS Final Budgets are Rolling In Post Service Providers and agency representatives have done a terrific job of producing and authorizing their Final FY 2017 ICASS invoices. The ICASS Service Center is now in receipt of almost all post budget submissions, and after some procedural checking, will move towards Final invoice production. Our goal is to release consolidated invoices to agencies in Washington by the end of July.

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