International Cooperative Administrative Support Services s1

International Cooperative Administrative Support Services MINUTES ICASS INTERAGENCY WORKING GROUP MEETING ICASS Service Center Wednesday, April 9, 2014 10:00 a.m.

1. Introduction of IWG Members and Attendees

2. The minutes of the February 19, 2014, IWG Meeting were accepted

3. Presentation: Overview of the Management Component of the Overseas Staffing Model (OSM) by Gene Batt, Division Chief, Resource Planning and Management Division, Office of Resource Management and Organizational Analysis, Bureau of Human Resources

Mr. Batt introduced the Overseas Staffing Model (OSM) by explaining that it projects position needs in seven separate components with ICASS/Management being just one of those seven. He pointed out that the total number of USDH ICASS positions (FS and GS) authorized is 1,493, highlighting that only 1,468 have actually been established. He further clarified that 966 of those are management positions (e.g., management officers, GSOs, HROs, FMOs) addressed by the OSM. The remaining ICASS positions of IM, MED, and CS admin positions use a different model and the Facilities Managers (paid by OBO) are also not included in this model.

The management portion of the model projects the number of USDH management personnel required based upon three criteria: -Post Type such as Embassy or non-Embassy, each with its own set of assumptions, -Number of Customers that are receiving support. The customer base is weighted based upon the level of services received (using ICASS agency invoice data). Agencies such as State that receive all services are counted as a 1.0. Non-State agencies that take fewer services are counted as a fraction or multiple of 1.0 based upon their level of service. LES/EFMs, who receive little service, are counted as 0.1, -Operating Environment is based upon 4 indices: two World Bank indicators (the ‘Control of Corruption” index and the ‘Ease of Doing Business’ index); the UN Index on ‘Human Development’; and the Department’s Post Differential. These indices are used as indicators of difficulty of administrative operations at a specific post. After reviewing many potential indicators, these 4 were selected because they are updated on a regular basis and are used by a large number of corporations and other agencies. The OSM is updated each time an index changes which for most of the indices, is on an annual basis.

April 9, 2014 IWG minutes Page 1 Mr. Batt explained that the model is used at the country level so the assumption is that all ‘posts’ within a country have the same index score. He highlighted that in 2011 the model indicated that 79 additional positions were required but the Department caught up to the model through its Diplomatic Readiness Initiative and currently, he stated, the position number is where it should be based on the model. He clarified that the model does not project future needs but rather is a current workload model.

When asked how the model is used, Mr. Batt explained that the regional bureaus use the information to adjust staffing levels across or between their posts as well as a justification for more positions, if applicable. The Office of Budget and Planning also uses this data to justify any needed increases. The tool is used as the first marker of whether an increase is needed. Any requests may or may not make it up the chain as the OSM is only a tool to help define a level of personnel but there would always be other factors (political, budgetary) that enter the decision process. (PowerPoint attached)

4. Reports:  ISC Director’s Report (Richard Boohaker) o Final budget preparation is underway. o The ISC hosted a set of webinars on Tuesday April 1 that discussed the Budget Committee’s FY14 Final Budget review. Participants in the webinar learned about the Six Simple Questions designed to help them begin a dialogue with the FMO and Management Counselor to understand the Final Budget. o The ISC completed the scoring of the FY14 Initial budget submissions from posts for the ICASS Scorecard and has issued the results for posts to review o The ISC’s proposed response to the Congressional tasker will be transmitted to the Hill by April 17. The next step will be to meet with the Policy Committee to develop the mechanism to implement the process for opting out of services. o Three hundred eighteen FY14 Recapitalization Balance invoices totaling $1.27B were issued to agencies April 1, with payment due by the end of April.  Budget Update (Trish Garate-ISC) o Final Budget Package for the hearing will be out by the end of the week.. o Final Budget from post will be due late May.  Service Provider Update (Sherrie Marafino) o 86% of the Furniture and Appliance Pool (FAP) policies have been approved. o The ICASS Survey results are posted and disseminated. o Posts are working on their annual Assessments due by June 1. o At the next meeting we will report on the VAM and FAP.

5. Committee Update  Budget Committee, Trish Garate, Co-Chair o There is a meeting of the Carryover Sub-Committee on Thursday the 10th.

6. Other Issues

April 9, 2014 IWG minutes Page 2  Janet Buechel (Chair) explained that as posts clean up their FAP data, some are discovering that their original approach of allowing agencies into the pool with no “buy- in” is negatively affecting the capitalization of their FAP. They now understand the error that was made in originally using this approach to get agencies to join the pool. We have advised posts that if this was the approach they used, they will need to rectify this now in accordance with ALDAC 004556 issued January 15, 2014. So, some agencies that thought they were all bought in (at no cost) may be approached for a “buy- in”.

 IWG Chair Position: Richard Boohaker-ISC Director advised the IWG to begin forward planning for selecting a new IWG Chair in light of Janet Buechel’s plans to step down this coming September after 8 years of service. Nominations of qualified candidates from all member agencies are welcome, and will be collected by the ISC, which will schedule a time for the IWG to review candidates, conduct interviews and vote to select Janet’s successor.

 Doc Kosinski (DHS) reported that in Abu Dhabi ICE is being told that they must join the furniture pool now or leave the housing pool by October 1. Vickie Lawrence regional Budget Officer said she would look into this, as this was not in line with the present FAP policy.

 DHS raised an additional concern re the implementation of the FAP. DHS has an employee in Germany who is married to a local and has a home in Germany. DHS asked for this person to be on LQA, which is an option in the FAP policy of Germany, however the post is reluctant to grant permission for this person to go on LQA. The EUR Bureau representative agreed to take the discussion off-line.

 Kimberly Washington (FBI) raised the issue of the warehouse in Jerusalem being an unplanned large expense that agencies were required to pay. Discussion of how these situations arise (e.g., long-term plans that are forgotten over time and when eventually finalized, result in an unexpected charge) led to a conclusion that it is at least partly the direct result of the turnover of service provider and agency USDH at post. Sherri Marafino (Service Provider Representative) agreed that communication was vital and could be improved.

 Several agencies expressed concern about the projected FY15 implementation date for the FAP as they are experiencing serious affordability issues. FAP implementation is hitting at the same time as other increases (ICASS and non-ICASS) such as the OBO Maintenance Cost Sharing Program and CSCS putting pressure on their resources. The Chair pointed out that the two-year “virtual” status for the FAP was meant to allow agencies time to prepare for FY15, but noted their concerns.

April 9, 2014 IWG minutes Page 3 OpenNet Website: HTTP://RM.M.State.sbu/sites/icass Internet Website: HTTP://www.ICASS.gov

April 9, 2014 IWG minutes Page 4