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									            SOFTWARE INSTRUCTIONS FOR ICASS FY 2010
              FINAL REQUIREMENTS AND FINAL BUDGET

 1.   Introduction

 2.   Policy Changes

 3.   Preparing the Final Requirements Budget in Web.ICASSs

 4.   Changing ICASS Workload and Time Allocations

 5.   Updating Budget Sub-Object Worksheets

 6.   FY 2011 ICASS Leases and Maintenance & Repair (M&R) Requirements

 7.   FY 2011 Building Maintenance Expense (BME) Requirements

 8.   Final Steps for Final Requirements

 9.   Final Requirements Checklist

 10. Baselining Post Final Requirements

 11. Meeting Targets Using the Specific and General Adjustments Feature
       A. Specific Adjustments
       B. General Adjustments
       C. Adjustments to Salary-Related Costs

 12. Adjusting Lease/Maintenance & Repair (M&R) Requirements to Meet Final
      Target

 13. Adjusting Building Maintenance Expenses (BME) to Meet Final Target

 14. Applying Available Funds to Meet “Zero” LGP and Leases/LQA Final Targets

 15. Completing Four Tabs/Worksheets in the Budget Summary Worksheet Folder
       a. Update Available Funds Worksheet
       b. Apply Available Funds to Create the Financial Plan in the BSW
       c. Update the Narrative Summary
       d. Update the Workload Variance Worksheet

 16. Final Verification & Final Budget Checklist

 17. Submit Final Budget Plan to DC

 18. Contact Information for Assistance




RM/Bob Braganza                                                   March 15, 2010
1. Introduction

  This set of instructions assists posts in preparing the FY 2010 Final Requirements,
  baselining the Final Requirements, and creating the Final Budget. Note: This document
  incorporates instructions for both the Final Requirements and Final Budget stages.
  Hyperlinks are included in this document for your convenience. By clicking on the
  hyperlinks you can access reference documents, such as cables, and related sections
  within the same document.

  There will be no additional software release for this submission; Web.ICASS version
  2.30.00 is the most current.

2. Policy Changes

  In the past few years, ICASS has undergone many changes that have been
  communicated to the field. In addition to the budget guidance found in Chapter 340 of
  the ICASS Handbook, critical guidance regarding developing budgets is found in the
  updated Chapter 310, Chapter 330 and Chapter 390. It is essential that posts be familiar
  with these changes to ensure budgets are properly developed.

3. Preparing the Final Requirements Budget in Web.ICASS

  A. Create Final Plan: To begin preparing the Final Requirements Budget, post must
     make a copy of their FY 2010 Initial Budget plan. This copy will be used to prepare
     the FY 2010 Final Budget. The Initial Budget will not be changed and will serve as a
     back-up if needed. The copy should be renamed as per the instructions below.
        - Click the “Plan Maintenance” node
        - Click on the “Initial Budget” plan
        - Click the “Copy Plan” button at the top of the worksheet
        - You may re-name budget in response to the “Copy Plan” pop up box or follow
            the instructions in the next step (B). The required naming convention is
            “Name of Post”_FY10_Final. For example, “Bangkok_FY10_Final”.

  B. Change the plan name: To avoid confusion in which plan to open and amend for the
     Final Requirements, post should name budget plans appropriately as detailed below:
         - Click on the “Post Profile/Misc” folder
         - Click on the “Post Profile”
         - Click the “Modify” button
         - From the “General” tab, locate the “Plan Name” box, highlight the existing
            name and replace it by typing in the new plan name. The required naming
            convention     is    “Name     of     Post”_FY10_Final.     For    example,
            “Bangkok_FY10_Final”.
         - Click the “Save” button
         - Click the “Exit” button

  C. Baseline: Baselining the “Initial Budget” prepares the software for the final stages of
     the budget process. The software copies the Initial Budget data to the “Final
     Requirements” column and leaves the Initial Budget data intact as the final
     requirements are entered.        Baseline the plan just copied and named “Post
     name_FY09_Final” by following steps:
        - Click on the “Budget” folder
        - Click on the “Budget Summary Worksheet”



RM/Bob Braganza                                                             March 15, 2010
         -   Click the “Modify” button
         -   Click on the “Baseline Initial Budget” at the bottom of the page
         -   In response to the pop up question “You are about to baseline your Initial
             Budget. Do you wish to continue?” click on “Yes”.
         -   In response to the pop up question “Are you sure you want to baseline your
             Initial ICASS Budget without submitting it?” click on “Yes”.
         -   Click “Save”
         -   Click “Exit”

  D. Enter the final target data:
        -   Click the “Post Profile/Misc” folder
        -   Click on “Post Profile”
        -   Click the “Modify” button
        -   In the “Target Data” tab, enter the final targets for Regional (Traditional)
            Bureau, Leases/LQA and LGP. The Leases/LQA final target is the total of three
            amounts listed on the ICASS website: Leases, M&R, and BME. Post does not
            have separate targets for Leases, M&R, and BME and these are displayed for
            informational purposes.
         - Click “Save”
         - Click “Exit”

  E. Run Verify for Final Requirements: To ensure that the reference tables are updated,
      run “Verify” before updating the “Final Requirements” plan. The events log located n
      the “ICASS Events” node will confirm that post processed the latest reference table.

         -   Click the “Plan Maintenance” node
         -   Click on the “Final Requirements” plan
         -   Click the “Verify” button

  F. The software is now ready for the Final Requirements Budget to be entered.

4. Changing ICASS Workload and Time Allocations

  Since ICASS workload counts and time allocations are finalized and approved prior to
  the Initial Budget submission, under only the limited circumstances may these be
  changed at the Final Budget stage. (See 6 FAH-5 H-330 and H-310 for more guidance).

  After each change in workload, modification, and/or time allocation, generate Key
  Report #1 (Cost Center Detail by Agency), Key Report #5 (Agency Invoice Summary),
  and Supplemental Report #1 (Budget, select Cost Center filter) to reveal the financial
  impact on the cost centers and invoices.

  Agency codes that are no longer valid are listed as “Obsolete.” Post must deactivate
  obsolete agency codes and address any changes to the workload count data. If
  appropriate, transfer the workload counts to the appropriate active agency code.

5. Updating Budget Sub-Object Worksheets

  Changes in the budgeted costs, prices, wages, and funding priorities from the Initial
  Budget are entered in the Final Requirements stage. Corrections for material data entry
  or accounting errors are also entered at this time.




RM/Bob Braganza                                                            March 15, 2010
  A. Update LE Staff, USDH American, LGP Positions and Other Budget Items

      i) Update all LE Staff and LGP position information (e.g. position code, incumbent
         name, grade, step, month, etc.) and costs associated with USDH American
         positions. The grade selected for each USDH is the position grade, not the
         incumbent’s grade.

      ii) For LE Staff and LGP positions that were vacant for part of the budget period, pro-
           rate the costs for the respective salary and benefits based on the period of time
           that the position is filled. If using a compensation plan, verify that the costs
           appearing in the LE or LGP module are pro-rated correctly.

      iii) Revise the percentage of an LE Staff wage increase or the effective date if these
           have changed since the Initial Budget.

  B. Correct Major Budget Errors
     If budget items or positions were entered on the wrong budget worksheet, remove
     them from the wrong worksheet and enter them on the correct one. If budget items
     or positions were budgeted in error, remove from the ICASS budget worksheets
     altogether.

  C. Update Depreciation Worksheets
      i) Update the ICASS vehicle and ICASS LGP vehicle information that was not included
      in the Initial Budget in the respective Depreciation worksheets. You must include the
      vehicle identification numbers (VIN) for each vehicle.

      ii) Update the worksheets with proceeds of sale for ICASS vehicles and other ICASS
      assets.

      iii) Remove disposed ICASS vehicles or vehicles no longer in use from the ICASS and
      ICASS LGP Vehicle Worksheets. For vehicles that were already replaced but are still
      listed in the ICASS Vehicle Depreciation Worksheet, enter $1 as proceeds of sale so
      that replaced vehicles will not continue to be capitalized and included in the final
      requirements.

      iv) To complete the Depreciation Worksheet post MUST save the data and click the
      “Apply to Budget” button at the bottom of both worksheets (ICASS Vehicles and
      ICASS Other Assets). This ensures that the costs are carried over to the OBI
      Worksheet. Note: Post must click the “Apply to Budget” button after entering data
      in the Depreciation Worksheet AND before moving to the Other Assets Worksheet to
      avoid losing entered data.

6. FY 2011 ICASS Leases and Maintenance & Repair (M&R) Requirements

  The Final Requirements stage is used by OBO as their data call to develop ICASS
  Lease/LQA/M&R targets for the next fiscal year. The following instructions will help post
  to enter Lease/LQA and M&R data based on whether or not the line item will be a
  budgeted for in the next fiscal year. If you budget by location, remember to repeat the
  following steps for each location.

   A. Entering ICASS Lease/LQA Funding Requirements
     i) For FY 2010 lease/LQA that will continue to be used in FY 2011:




RM/Bob Braganza                                                              March 15, 2010
         Enter $0 in the “Lease Prior Year Actuals” column and the FY 2011 amount in the
         “Lease Funding Request” column; and $0 in the “Lease Current Year Actuals”
         column.

     ii) For lease/LQA that end in FY 2010 and will not require funding in FY 2011:
          Enter $1 in the “Lease Funding Request” column. Note: DO NOT enter $0.
          Entering $1 will prevent the allocation data from being deleted in the relevant
          cost center worksheets.

     iii) For new FY 2011 leases: Enter the anticipated FY 2011 cost in the “Lease Funding
           Request” column. Enter $0 in the “Lease Prior Year Actuals” and “Lease Current
           Year Actuals” columns. Although not all required property information (e.g. lease
           numbers, effective date, etc) may be available at this time, post should still
           complete the data on the worksheet. If the Property ID or lease number is not
           yet known, enter “New Property” in the property ID column and “New Lease” in
           the lease number column.

   B. In the “Comments” column, provide justification for increases/decreases from
      FY2010.

   C. Ensure that each lease cost is allocated 100% across funding quarters. If the lease
      is paid quarterly, enter 25% in each quarter. If a lease is paid semi-annually, enter
      50% in the two applicable quarters. If a lease is paid annually, enter 100% in the
      applicable quarter. IMPORTANT: The dollar amounts reported in the quarterly
      allocation will be used by OBO to determine the quarterly OBO ICASS allotments in
      FY 2011.

   D. Entering M&R Funding Requirements for Non-Residential (NR) Leases
     i) For FY 2010 NR leases that will continue in FY 2011:
         Enter the FY 2011 M&R amount in the “M&R Funding Request” column. If no
         funds are being requested for FY 2011, enter $0. Enter $0 in the “M&R Prior Year
         Actuals” and “M&R Current Year Actuals” columns.

     ii) For NR leases that end in FY 2010 and will not require M&R funding in FY 2011:
          Enter $1 in the “M&R Funding Request” column. Note: DO NOT enter $0.
          Entering $1 will prevent the allocation data from being deleted in the relevant
          cost center worksheets.

   E. In the “Comments” column state the purpose for the funding and the reason that the
      M&R is not paid by the landlord. If post budgets by location, remember to repeat
      this process for each additional location.

   F. If M&R funds are being requested in FY 2011 for short-term lease residential leases
      and off-set by a rent reduction, include the amount, purpose of the funds, and the
      reason for M&R not being paid by the landlord in the “Comments” section.

   G. When completing the Leases Worksheet, save and click “Apply to Budget.” Post
      must click “Apply to Budget” or else the data will not appear on the OBI or USDH
      worksheets.

   H. Open the BSW and confirm that the amount in the “Final Requirements” column
      reflects the full FY 2011 Leases/LQA required funding. Do not adjust the amount for
      anticipated carryover. If it does not reflect required funding, isolate what is missing,
      and repeat the steps from above related to the missing budgeted cost.


RM/Bob Braganza                                                               March 15, 2010
7. FY 2011 Building Maintenance Expense (BME) Requirements

  The final requirements stage is used by OBO as their data call to develop the ICASS BME
  requirements for the next fiscal year. BME is now funded by OBO and is part of the
  Lease/LQA target.

  In the OBI worksheet in the description column, all BME contracts must be formatted as
  follows:
  BME: [type of contract] and [building]
  For example:
  BME: HVAC Embassy Compound
  BME: Generator Chancery
  BME: Elevator Annex

  A. Entering ICASS BME Funding Requirements

     i) Open the OBI worksheet and identify each existing BME line item that currently
     exists in the FY 2010 budget. For each BME line item:

                a) ii) If the BME contract will exist in FY 2011, enter the projected FY
                   2011 costs in the row of the contract under the 2512 sub-object
                   column.

                b) iii) If the BME contract will no longer exist in FY 2011, enter zero
                   dollars in the row of the contract under the 2512 sub-object column.
                   DO NOT DELETE THE BME LINE ITEM.

     ii) If post has new BME contracts in FY 2011, create a new line in the OBI for each
     contract and enter the projected costs in the row of the contract under the 2512 sub-
     object column.

  B. If post has budgeted by multiple locations, update all locations.

  C. When post is finished updating the OBI worksheet, confirm that the total costs are
  correct for sub-object 2512 by opening the BSW worksheet. The total will appear under
  the “Leases/LQA” funding source section.

  D. On the BSW update the comments for sub-object 2512 by explaining the need for
  the funds in FY 2011.   The comments must be preceded by the words: “Final
  Requirements”.

8. Final Steps for Final Requirements

  A. Run “Verify” after post has entered corrections and updated budget data. This step
     will confirm that all new budget items have been allocated to cost centers.
         - Click the “Plan Maintenance” node
         - Select the “Final Requirements” plan just completed
         - Click the “Verify” button

  B. Run the “Data Verification Report” (Key Report #7) to confirm that USDH positions
     without grades assigned are correct and for workload counts containing corrupted
     data that must be corrected. This report is listed under the “Key Reports” node in
     the “Standard Reports” folder.


RM/Bob Braganza                                                           March 15, 2010
9. Final Requirements Checklist

  Once post has completed the Final Requirements, post must complete PART I of the
  Budget Preparation Checklist. Once the checklist has been completed, post is ready to
  move to the next step: baselining the Final Requirements and creating the Final Budget
  that meets the Final Targets.

10. Baselining Post Final Requirements

  Once you have completed the Final Requirements (Stage 3) of your ICASS budget, you
  are ready to baseline your budget to the Final Budget (Stage 4). Baselining the “Final
  Requirements” moves the plan to the final stage of the budget process. Once baselined,
  the BSW displays additional columns: General Adjustments, Specific Adjustments, Final
  Budget, Available Funds Adjustments, Financial Plan, and Comments.          Also after
  baselining, three additional worksheets are once again displayed as tabs on the top of
  the BSW screen: Available Funds, Narrative Summary, and Workload Variance.

  How to baseline:
  A. To baseline “Final Requirements” from the main Web.ICASS Navigation screen:
         - Click on the “Budget” folder
         - Click on the “Budget Summary Worksheet”
         - Click the “Modify” button
         - Click on the “Baseline Final Requirements” at the bottom of the page
         - In response to the pop up question “You are about to baseline your Final
            Requirements. Do you wish to continue?” click on “Yes”.
         - Click “Save”
         - Click “Exit”

  B. When baselining, the screen will display the updating of reference tables as it
  converts the worksheet to the Final Budget stage. Once complete, the BSW columns
  and tabs listed above will be displayed. Post now enters adjustments to meet the
  established final targets. Specific adjustments are made in the BSW while general
  adjustments made in the specific sub-object worksheets (USDH, LE Staff and OBI) as
  explained in #10 below.

  C. Once in the Final Budget stage, there should be no need to revert the budget back to
  the Final Requirements stage. Note: With the exception of the Leases, Compensation
  Plan and Depreciation worksheets, post can make any corrections on Final Requirements
  data at the Final Budget stage without reverting to the Final Requirements stage. A post
  is able open any of the employee position or OBI worksheets and select the Final
  Requirements worksheet from a drop-down box located at the top of the worksheet.
  Changes can be made and the results are carried over to the Final Budget and the BSW
  without the data showing up as an adjustment in the BSW.

11. Meeting Targets Using the Specific and General Adjustment Feature

  Once baselined, if the Final Requirements column total exceeds the final targets, post
  must make specific and/or general adjustments to the Final Requirements so the total is
  equal or below the issued final funding targets. If no adjustments are made, the Final
  Requirements amount will equal the Final Budget amount and post may be submitting
  an invalid budget which will subsequently be rejected by the ICASS Service Center.



RM/Bob Braganza                                                            March 15, 2010
  A. A specific adjustment is the process of making a downward adjustment to a
  specific budgeted cost. This is achieved by opening a sub-object worksheet (i.e. USDH,
  LE or OBI Worksheet) and reducing the amount in that worksheet. Once the budgeted
  cost is adjusted and saved in the worksheet, the difference between the previously
  budgeted amount and the new amount now appears as a specific adjustment in the
  “Specific Adjustments” column in the BSW.

  B. A general adjustment is the process of making a downward adjustment in the
  BSW to the total amount budgeted to a particular sub-object code. Entering a negative
  number in the “General Adjustments” column results in the software spreading a
  proportionate amount of the adjustment to all occurrences of the sub-object in all of the
  budget worksheets. Once the General Adjustment has been entered in the BSW, and
  this has been “Saved”, the general adjustment automatically moves to the “Specific
  Adjustments” column. To look at how the adjustment affected a particular budget
  item(s), go to the sub-object worksheet(s) where this sub-object was used, and the new
  budgeted amount will appear in place of the original amount.

  C. Adjustments to Salary-Related Costs

  Post cannot make general adjustments directly in the BSW for sub-objects used in
  compensation plans.

  To make an adjustment to a compensation plan that changes employees salary and/or
  benefits, go to the actual compensation plan and enter the change. The revised
  budgeted amount will appear in the relevant LES positions worksheet next to each LE
  employee affected by the change. The grand total of the adjustment will appear as a
  specific adjustment in the BSW under the sub-object code(s) affected by the change.

  To make an adjustment to one employee’s salary and/or benefits that are linked to a
  compensation plan, go to the relevant positions worksheet and de-link the employee
  from the compensation plan by selecting “None” under “Compensation Plan.” Post can
  then adjust the budgeted amount on the LES positions worksheet without affecting any
  other employee.

  Another option is that post can use the general adjustment feature in the BSW to
  adjust salary-related costs, such as overtime, that are not linked to any compensation
  plans.

12. Adjusting Leases/Maintenance & Repair (M&R) Requirements to Meet
    Final Target

  To create the FY 2010 Final Budget and meet the Final Target, open the ICASS Leases
  Worksheet and make adjustments to Leases and M&R using one of the methods listed
  below:

  A. Leases
     i) For FY 2010 leases that will continue to be used in FY 2011:
         Enter the FY 2010 amount in the “Lease Funding Request” column. This may
         result in a positive or negative adjustment in the “Specific Adjustments” column
         of the BSW.
     ii) For leases that end in FY 2010 and will not require funding in FY 2011:



RM/Bob Braganza                                                            March 15, 2010
              Change the amount of lease costs to the FY 2010 actual amount in the “Lease
              Funding Request” column. This will result in a positive adjustment amount in the
              “Specific Adjustments” column of the BSW (remember that $1 was entered in
              Final Requirements in the “Lease Funding Request” column).
         iii) For new FY 2011 leases:
              Change the lease cost for FY 2010 to $0 in the “Lease Funding Request”
              column.

  B. M&R
     i) For the FY 2010 Non-Residential leases that will continue to be used in FY 2011:
          Enter the FY 2010 amount in the “M&R Funding Request” column. This may
          result in a positive or negative adjustment in the “Specific Adjustments” column
          of the BSW.
     ii) For Non-Residential leases that end in FY 2010 and will not require funding in FY
          2011:
          For leases ending in FY 2010, change the amount of the M&R cost to the FY 2010
          actual amount in the “M&R Funding Request” column. This will result in a positive
          adjustment amount in the “Specific Adjustments” column of the BSW.
     iii) For new FY 2011 non-residential leases:
          Change the amount of M&R cost to $0 in the “M&R Funding Request” column.

  C. Current Year Actuals
         This information is not required. Enter $0 in “Lease Current Year Actuals” and
         “M&R Current Year Actuals” columns, respectively.

13. Adjusting Building Maintenance Expenses (BME) to Meet Final Target

  A. To adjust the BME contract expenses open the OBI worksheet. For each BME
  contract line item enter one of the following changes and save after completed:

    i.   For BME contracts that will continue in FY 2011, enter the lesser of either the FY
         2010 amount that OBO agreed to fund or the actual FY 2010 cost of the BME
         contract in the 2512 sub-object column.
    ii. For BME contracts that end in FY 2010 and will not require funding in FY 2011,
         enter the lesser of either the amount that OBO agreed to fund or the actual FY
         2010 cost of the BME contract in the 2512 sub-object column.
    iii. Confirm that for BME contracts that begin in FY 2011, zero was entered in the 2512
         sub-object column.
    iv. Open the BSW and confirm that the amount in sub-object 2512, in the
         “Leases/LQA” section, is the lesser of the either the amount OBO agreed to fund in
         FY 2010 or the actual FY 2010 cost of the BME contract.

  B. Enter justifications for FY 2011 in the “Comments” column of the BSW for sub-object
     2512.

14. Applying Available Funds to Meet “Zero” LGP and Leases/LQA Final
   Targets

  This section only applies to posts with “zero” LGP or Leases/LQA final targets; skip this
  section and move to Section 14 if this does not apply to your post.

  Since posts ICASS LGP or lease carryover funds exceeded final ICASS LGP or lease
  requirements, the ICASS LGP or lease target was set to “zero” by DS or OBO. Do not


RM/Bob Braganza                                                                March 15, 2010
  reduce the true Final Requirements to meet the “zero” target; instead make specific
  adjustments or general adjustments at the Final Budget stage so that posts Final Budget
  amount is equal to zero. Then enter the amount of available funds required in the
  “Available Funds Adjustments” column of the BSW for each sub-object to meet posts
  final requirements.

15. Completing Four Tabs/Worksheets in the Budget Summary Worksheet
   Folder

     In addition to the Budget Summary Worksheet (BSW), the Available Funds
     Worksheet, Narrative Summary, and Workload Variance tabs appear once the Final
     Requirements baselined to the Final Budget. Post updates these worksheets with
     data relevant to the Final Budget as follows:

  A. Update Available Funds Worksheet

     Posts report carryover and recoveries based on the funding source. Using the latest
     data, update the Available Funds Worksheet for each of the funding sources:
     Regional (Traditional) Bureau, LGP and Leases/LQA, as appropriate. Complete the
     following fields in the software: Prior Year Carryover, Prior Year Proceeds Received
     this FY, Estimated Current Year Proceeds, Prior Year Unobligated Recoveries (Prior to
     Last Year). Use the Available Funds Worksheet’s “Comments” column to describe
     the planned use of the balance of the funds available.

  B. Apply Available Funds to Create the Financial Plan in the BSW

     i)     Once post has entered the data in the “Available Funds” Worksheet, post may
           make up funding shortfalls by applying available funds to the sub-object code in
           the BSW that requires additional funding. Enter only positive numbers in the
           “Available Funds Adjustments” column of the BSW to indicate how post intends to
           spend some/all of the available funds in the current fiscal year.        In the
           “Comments” column insert narrative to describe what the funds will be used for.

     ii)   Once the available funds have been entered in the BSW under the appropriate
           budget (Traditional, LGP, or Leases/LQA) in the “Available Funds Adjustments”
           column, the applied available funds will be automatically transferred to the
           “Available Funds” Worksheet and will increase the amount of the “Total Available
           Applied to Current Year” field and thus reduce the “Total Available” amount.

     iii) The “Financial Plan” in the BSW represents post’s operating budget for the current
          fiscal year. The Financial Plan is the sum of the “Final Budget” amount and
          “Available Funds Adjustments” amount.

     iv) Do not delete the existing comments in the BSW related to the Initial Budget.
         Instead, begin any new comments/justifications related to the Final Budget with
         the title “FINAL” in the “Comments” column.

  C. Update the Narrative Summary

     Post must update information in the “Narrative Summary” worksheet for post’s top
     three unfunded priorities and other financial management information even if issues
     were already noted these in the “Comments” section in the Budget Summary



RM/Bob Braganza                                                             March 15, 2010
       Worksheet and “Available Funds” Worksheet. The data fields that must be filled out
       in the “Narrative Summary” worksheet include: Top 3 Unfunded Priorities (and
       amounts); ICASS Financial Summary and Key Issues to include a discussion on
       growth, the local economic situation at post, LE wages, and any other issues that
       may impact the post budget; Funds Available Balance; Cost Saving Initiatives; and
       New Facility Projects.

   D. Update the Workload Variance Worksheet

       i)  If applicable, update the information provided in the Initial Budget to explain all
           unique workload count situations related to scorecard elements. Post must
           complete the “Workload Variance” tab.
       ii) There is space for unlimited amount of text without worrying about truncation.
           The report will be displayed in Internet Explorer and post can copy and paste to
           and from MS Word (CTRL C and CTRL V). To view the report, click the “Variance
           Report” button at the bottom of the BSW window.

16. Final Verification & Final Budget Checklist

   A. To look for data errors, run the “Verify” procedures one last time from the “Plan
      Maintenance” file. Print verification reports and correct any errors. Run the “Data
      Validation” report to identify and correct duplicate/corrupt workload data and USDH
      American positions without salaries and post assignment travel costs.

   B. Use Comparison Report #5 “Agency Invoice” to compare the difference between
      agency invoices for Initial Budget and Final Budget. Post must be able to explain the
      differences to the Post Budget Committee.

   C. Once post has completed the Final Budget, complete PART I, II, III, IV & V of the
      Budget Preparation Checklist. The supervisor must initial the completion of each item
      on the checklist.

17. Submit Final Budget Plan to DC

The final step is to submit the budget plan to the ICASS Service Center for approval. This
feature is available in the “Plan Maintenance” file. For further details about this process, see
“Budget Stages and Submission” on page 65 through 69 of the Web.ICASS Software User’s
Manual. Also, see Volume 5, Issue 4 of The Web.ICASS Feed for helpful tips & tricks on
avoiding common submission errors.

18. Contact Information for Assistance

   For questions on budgeting techniques or the FY 2010 Final Budget Checklist please
   contact:
   Trish Garate      (GaratePA@state.gov; Tel: 202-663-1706) or
   Stella Whitman (WhitmanSL@state.gov; Tel: 202-261-8663)

   For technical questions regarding the software please contact:
   ICASS Technical Support         (ICASStechsupport@state.gov; Tel: 202-663-1973)

   For software data entry related questions please contact:
   Bob Braganza     (BraganzaRG@state.gov; Tel: 202-663-3271)



RM/Bob Braganza                                                                 March 15, 2010

								
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