This document was prepared by and for Census Bureau staff to aid in future research and planning, but the Census Bureau is making the document publicly available in order to share the information with as wide an audience as possible. Questions about the document should be directed to Kevin Deardorff at (301) 763-6033 or [email protected] July 12, 2012 2010 CENSUS PLANNING MEMORANDA SERIES No. 214 MEMORANDUM FOR The Distribution List From: Burton Reist [signed] Acting Chief, Decennial Management Division Subject: 2010 Census Field Office Administration and Payroll Assessment Attached is the 2010 Census Field Office Administration and Payroll Assessment. The Quality Process for the 2010 Census Test Evaluations, Experiments, and Assessments was applied to the methodology development and review process. The report is sound and appropriate for completeness and accuracy. If you have any questions about this document, please contact Brian De Vos at (301) 763-3422. Attachment 2010 Census Program for Evaluation and Experiments July 11, 2012 2010 Census Field Office Administration and Payroll Assessment U.S. Census Bureau standards and quality process procedures were applied throughout the creation of this report. Brian De Vos and Andrew Ciango Decennial Management Division This Page Left Intentionally Blank ii Table of Contents Executive Summary ....................................................................................................................... ix 1. Introduction ............................................................................................................................ 1 1.1 SCOPE .................................................................................................................................. 1 1.2 INTENDED AUDIENCE ........................................................................................................... 1 2. Background ............................................................................................................................ 1 2.1 PROGRAM DESCRIPTION ...................................................................................................... 1 2.2 STAFFING OPERATIONS ........................................................................................................ 2 2.3 PAYROLL OVERVIEW ........................................................................................................... 4 2.4 TRAINING ............................................................................................................................. 8 2.5 COSTS .................................................................................................................................. 8 2.6 SCHEDULE.......................................................................................................................... 10 2.7 RECOMMENDATIONS FROM THE CENSUS 2000 ASSESSMENT ............................................. 11 3. Methodology ........................................................................................................................ 13 3.1 METHODS .......................................................................................................................... 13 3.2 QUESTIONS TO BE ANSWERED AND DATA SOURCES USED TO ANSWER THEM ...................... 13 3.3 QUALITY ASSURANCE PROCEDURES .................................................................................. 16 4. Limitations ........................................................................................................................... 16 5. Results .................................................................................................................................. 16 5.1 WHAT REVISIONS WERE MADE TO PREVENT ANY LCO PAYROLL PROBLEMS THAT OCCURRED IN CENSUS 2000 OR THE 2008 DRESS REHEARSAL? ......................................... 17 5.2 WHAT DISCREPANCIES WERE DISCOVERED BETWEEN WHAT WAS ENTERED AND WHAT EMPLOYEES REPORTED? ..................................................................................................... 17 5.3 DID STAFF FEEL THAT THEY RECEIVED USEFUL TRAINING ON FIELD STAFF ADMINISTRATIVE PROCEDURES DEFINED IN THE D-501, LCO ADMINISTRATIVE MANUAL AND D-581, DAPPS MANUAL? .......................................................................................................................... 18 5.4 DID THE TRAINING PROPERLY PREPARE LCO STAFF TO PERFORM THE PERSONNEL FUNCTIONS? ....................................................................................................................... 18 5.5 SPECIFICALLY, WAS LCO STAFF ADEQUATELY TRAINED IN PROCESSING PAYROLL? .......... 19 5.6 WHAT TRAINING TECHNIQUES WERE USED? DID THEY DIFFER BETWEEN REGIONS? .......... 19 5.7 WHAT CHANGES ARE RECOMMENDED FOR TRAINING MATERIALS FOR THE 2020 CENSUS? 20 5.8 WAS THERE SUFFICIENT LCO STAFF TO PERFORM THE ADMINISTRATIVE (PERSONNEL AND PAYROLL) OFFICE PROCESSES? ........................................................................................... 20 iii 5.9 WERE THERE ENOUGH COMPUTERS? .................................................................................. 20 5.10 WAS THERE SUFFICIENT STORAGE SPACE AVAILABLE TO SECURE THE ADMINISTRATIVE DOCUMENTS UNDER LOCK AND KEY? ................................................................................. 20 5.11 HOW MANY SHIFTS DID THE ADMINISTRATIVE STAFF NEED TO COMPLETE THEIR WORK DURING PEAK OPERATIONS? ............................................................................................... 21 5.12 WHAT WAS THE PEAK STAFFING NUMBER AND WHEN? ...................................................... 21 5.13 HOW WERE OFFICE CONFLICT OR PERSONNEL PROBLEMS RESOLVED? ................................ 21 5.14 IN DEBRIEFING RESPONSES, DID THE REGIONS FIND THE OFFICE MANUALS EFFECTIVE? ..... 21 5.15 HOW WERE THE CULTURAL FACILITATORS HANDLED ADMINISTRATIVELY? ...................... 22 5.16 WHAT DID THE REGIONAL STAFF THINK OF THE ADMINISTRATIVE PROCESS FOR LCO CLOSEOUT? WHAT RECOMMENDATIONS ARE RECOMMENDED FOR THE 2020 CENSUS? ..... 22 5.17 EFFECTIVE OFFICE ADMINISTRATION INCLUDES OFFICE SECURITY; DID EACH LCO DESIGNATE THE ASSISTANT MANAGER FOR ADMINISTRATION (AMA) AS SECURITY OFFICER ACCORDING TO THE INSTRUCTION MANUAL? IF NOT, WHY NOT? .......................... 22 5.18 WERE THERE ANY MAJOR SECURITY BREACHES OR PROPERTY/PERSONAL CRIMES ON SITE OF ANY LCO? WHAT COULD HAVE PREVENTED THEM? ......................................................... 22 5.19 WHAT SITUATIONS REQUIRED THE USE OF FEDEX OR OTHER FORMS OF EXPRESS MAIL? HOW MUCH WAS SPENT ON THIS FROM 2009 THROUGH 2010? .................................................... 22 5.20 HOW MANY EQUAL EMPLOYMENT OPPORTUNITY (EEO) COMPLAINTS WERE FILED AGAINST THE LCOS IN 2009 AND 2010? ........................................................................................... 24 5.21 DID STAFF COMPLY WITH REGULATIONS WHEN HANDLING EEO VIOLATIONS? .................. 24 5.22 DID STAFF CONFORM TO GRIEVANCE PROCEDURES REGARDING TIMELINESS AND PROBLEM RESOLUTION? ..................................................................................................................... 25 5.23 WHAT WERE THE AUDIT RESULTS PERTAINING TO PERSONNEL ACTION WORKFLOW RULES, INCLUDING FOR TERMINATIONS? ........................................................................................ 25 5.24 WHAT WERE THE AUDIT RESULTS PERTAINING TO PROMOTION DOCUMENTATION (D-291 FORMS) AND OTHER PERSONNEL CHANGES? ....................................................................... 25 5.25 WHAT WERE THE AUDIT RESULTS PERTAINING TO FREEDOM OF INFORMATION/PRIVACY ACT REQUESTS PER REGULATIONS? ................................................................................... 25 5.26 DID STAFF COMPLY WITH RECORDKEEPING REGARDING THE D-308 DAILY PAY AND WORK RECORD FORMS? ................................................................................................................ 25 5.27 DID STAFF COMPLY WITH LOCAL TRAVEL POLICIES? ......................................................... 26 5.28 WHAT WERE MAJOR SUCCESSES FOR THE ADMINISTRATIVE PERSONNEL AND PAYROLL PROGRAM DURING THE 2010 CENSUS? ............................................................................... 26 5.29 DID RCC STAFF COMPLY WITH THE JP MORGAN CORPORATE CARDS REGULATIONS? ...... 26 5.30 DID RCC STAFF COMPLY WITH PURCHASE CARDS REGULATIONS? .................................... 27 5.31 DID RCC STAFF COMPLY WITH CONVENIENCE CHECKS REGULATIONS? ............................ 29 iv 5.32 DID RCC STAFF COMPLY WITH TRAVELERS CHECK REGULATIONS? .................................. 29 5.33 DID THE RCCS PROCESS VENDOR PAYMENTS PER THE INSTRUCTION MANUAL?................. 30 5.34 WERE THERE ANY MAJOR SECURITY BREACHES OR PROPERTY/PERSONAL CRIMES ON SITE OF ANY RCC? WHAT COULD HAVE PREVENTED THEM? ......................................................... 30 5.35 WHAT WERE THE AUDIT RESULTS REGARDING RCC MANAGEMENT COMPLIANCE TRAINING FOR EEO AND NO FEAR ACT COMPLAINTS? ..................................................................... 31 5.35.1 How many Equal Employment Opportunity (EEO) complaints were filed against the RCCs from 2008 through 2011? ............................................................................... 32 5.35.2 How many No FEAR Act complaints were filed against the RCCs from 2008 through 2011? ............................................................................................................ 35 5.36 DID RCCS FOLLOW PROCEDURES