Docstoc

6 FAH-5 H-124 THE ROLE OF COUNCIL CHAIR

Document Sample
6 FAH-5 H-124 THE ROLE OF COUNCIL CHAIR Powered By Docstoc
					                        The



                      Toolkit




[April 2011/PCT/AG]             Page 1
                                            INDEX
                 (Click on the subject below that you would like to learn more about –

                      Click the     button on each page to return to the Index.)




ICASS Council

    The ICASS Council

      •   Who’s on the Council?
      •   What the Council Does
      •   10 ICASS Tenets for Council Members

    The Council Chair’s Role

      •   Congratulations! You’ve been Elected Chair
      •   Where Do I Begin?

    Which Agencies will be on Your Post’s Council?

      •   The Agency Invoice Summary Report




Budget Committee

    The Budget Committee

      •   Who’s on the Budget Committee?
      •   What the Budget Committee Does

    The Budget Committee Chair’s Role

      •   Congratulations! You’ve been Elected Chair
      •   Where Do I Begin?

    Which Agencies will be on Your Post’s Budget Committee?

      •   The Agency Invoice Summary Report




[April 2011/PCT/AG]                                                                      Page 2
Meetings, Actions and Reports

    When Should We Meet and What Shall We Do?

      •   ICASS Council and Budget Committee Meeting Schedule

    What Information Should We Review?

      •   The Budget Summary Worksheet
      •   Narrative Summary
      •   Additional Checks for the Budget Summary Worksheet

    More Reports for the Budget Committee

      •   Workload Detail
      •   Cost Center Allocation for U.S. Citizen Direct Hire (Time
          Allocation)
      •   LES Positions Cost Center (Time Allocation) Worksheet




Looking for More ICASS Information?

    Check Out the ICASS Website

    Got an ICASS Questions?




[April 2011/PCT/AG]                                                   Page 3
       Welcome to


                                  International Cooperative Administrative Support Services




   A toolkit for:
                                          Council                  Council Chair
                                 Budget Committee                  Budget Committee Chair


  The ICASS Council

Who’s on the Council

Council membership mirrors the agency representation on the ICASS Executive Board -- only one
senior-level representative from the following agencies:

Department of Agriculture                                       Agency for International Development
Department of Commerce                                          Department of Defense
Department of Justice                                           Department of Treasury
Department of Veterans Affairs                                  Department of Homeland Security
Department of Health and Human Services                         Peace Corps
Department of Transportation                                    Social Security Administration
Library of Congress                                             Department of State

   If one of the above agencies has several entities at post, those entities will need to select one representative for
   their department. Agencies without IEB representation are represented on the Council by the Chair.


What the Council Does

Focuses on the broad issues of resources and performance by:

      Contributing to the development of a strategic vision for ICASS,
      Establishing budget priorities,
      Consulting with the service provider on post management priorities,
      Approving the post budget,
      Reviewing service provider performance,
      Reviewing and ratifying decisions made by the Budget Committee,
      Adjudicating post ICASS disputes; and
      Approving Locally Employed Staff and U.S. Direct Hire ICASS positions.


[April 2011/PCT/AG]                                                                                            Page 4
                 10 ICASS TENETS FOR COUNCIL MEMBERS

    The customer is number one. ICASS aims for great service at the lowest possible cost.
    Step out. View your role as promoting the greater good. Leave your agency hat at the door.
    Be transparent and open. Converse honestly and constructively.
    Get informed. Understand the issues and listen carefully to different points of view.
    Think equality. All agencies are equal under ICASS, regardless of their proportion of the bill.
    Push quality. ICASS is about more than cutting costs. Always consider issues from a
    cost/benefit perspective.
    Run a good meeting. Start on time, follow an agenda, and stay on topic. Participate actively.
    Identify problems, but offer solutions. Getting to the root of the problem is important.
    Getting to the solution is even more important.
    Be professional. Deal with facts. Don’t let emotion enter into it.
    Speak with one voice. Once the Council makes a decision, support it and stand together.




 The Council Chair’s Role


Congratulations! You’ve been Elected Chair

Your single most important role is to guide Council members toward positive actions that will ensure an
efficient and effective shared administrative support platform. As Chair, you will facilitate and lead the
Council by demonstrating a participative and collaborative approach. You will also represent those
agencies at post which do not meet Council membership requirements.

Seek consensus and remember to formally document decisions!

Where Do I Begin?

           Review the ICASS Orientation Video on the ICASS website.
           Review “What is ICASS.”
           Meet with the ICASS players: Service Provider (SP) (Management Officer and/or USAID
            EXO where applicable) and Budget Committee Chair;
           Request a briefing on your post’s ICASS financial issues (i.e. top priorities, carryover and any
            unfunded needs).
           Request the ICASS report “Agency Invoice Summary” to see which agencies are at post and,
            which will be on the Council.
           Working with SP, set the agenda for the scheduled council meetings.


[April 2011/PCT/AG]                                                                                   Page 5
 Which Agencies will be on Your Post’s Council?


The Agency Invoice Summary Report

This report lists every paying ICASS customer and includes both the amount of the invoice and the
percentage of the total ICASS budget for each customer agency.

Get this report from your Financial Management Office and look it over to identify which:

       Agencies will be a member of the Council based on their IEB representation.


     Related entities with IEB representation will be members of the Council – however - they must
    select one among them to be the representative on the Council, e.g. based on the report below:
    there can only be one State, one DoD, one HHS and USAID.



       Agencies/entities without IEB representation will be represented on the Council by the Chair.




[April 2011/PCT/AG]                                                                               Page 6
 The Budget Committee


Who’s on the Budget Committee
The Budget Committee membership is open to any agency or entity that receives/approves an ICASS
invoice, however, at particularly small posts the Council and the Budget Committee (BC) may be identical.
LE staff may serve on the Budget Committee as their agency’s representative.

What the Budget Committee Does

The BC monitors the "nuts and bolts" of the post ICASS budget process:

        Reviewing/approving their respective invoices, workload counts, and
         service provider staff time allocations.
        Reviewing/approving workload count modification requests.
        Identifying budgeting methods, i.e. lite or standard distribution
         methodology, budgeting by location, and using sub-cost centers.
        Reviewing/recommending budget approval to the Council.

The BC is where individual agency wants/needs are addressed. Unresolved issues are referred to the
post Council for resolution.



The Budget Committee Chair’s Role


Congratulations! You’ve been Elected Chair

Elected annually from among participating agencies(*), the chair strives for a team approach with the
committee and the service provider in addressing issues.
(*) The chair of the post BC may, on an exception basis, be filled by an ICASS service provider (e.g., State FMO).
This exception must be justified and submitted to the Washington ICASS Working Group Policy Committee for
approval.



Where Do I Begin?

        Review the ICASS Orientation Video on the ICASS website.
        Review “What is ICASS.”
        Meet with the ICASS players: Financial Management Officer (and/or USAID EXO where
         applicable) and Council Chair;
        Request a briefing on your post’s ICASS financial issues; including top priorities, carryover and
         any unfunded needs.
        Review the ICASS report “Agency Invoice Summary” to see which agencies are at post and will
         be on the BC.
        Working with SP, set the agenda for the scheduled BC meetings.



[April 2011/PCT/AG]                                                                                          Page 7
  Which Agencies will be on Your Post’s Budget Committee?

The Agency Invoice Summary Report

The Agency Invoice Summary report lists every paying ICASS customer and includes both the amount of
the invoice and the percentage of the total ICASS budget for each customer agency.

Get this report from your post’s Financial Management Office and based on it, you will be able to identify
each agency/entity that should be represented and participating on the Budget Committee.




[April 2011/PCT/AG]                                                                                Page 8
                         Meetings, Actions and Reports




 When Should We Meet and What Shall We Do?


ICASS Council and Budget Committee Meeting Schedule
A list of recommended meetings for post’s ICASS Council and Budget
Committee has been developed and should be used as a planning guide for
key ICASS meetings during the year.

Additional meetings may be scheduled based on post-specific requirements.

Chairs of the respective groups, in partnership with ICASS service providers,
are responsible for setting the meeting dates and agendas.



 What Information Should We Review?


The Budget Summary Worksheet

The Budget Summary Worksheet is one of the most important documents in that it gives detailed financial
as well as narrative information regarding the needs of post. The Budget Summary Worksheet reflects
the mission goals established by the Council.

Agencies at post, their HQs and the regional bureaus at State Department, must be able to understand
from the narrative section of the Budget Summary Worksheet that the post has a definite plan for the use
of its available funds. If the plan is not clear, it is possible that some agencies and the regional bureau
may misunderstand post circumstances and requirements, potentially impacting post’s budget target.




[April 2011/PCT/AG]                                                                                 Page 9
Narrative Summary

The narrative summary section of the Budget Summary Worksheet is post’s opportunity to inform
agencies (at post and HQs) of what is going on at post so they can better understand the budget portion
of the report. Your Financial Summary and Key Issues section should include:

       Financial Summary

        •   Summary of funding requirements such as; LE staff wage/price increases and percentage of
            changes, staffing changes, and changes in funding needs from the previous fiscal year.

        •   Identification of the net effect of growth or workload reductions on post's operations.

        •   Identification of growing agencies and additional support requirements, as well as the impact
            on post's ICASS operations (identifying new positions and funding requirements) whether or
            not funding was included in the initial target. If post has experienced no growth – that should
            be noted.

        •   Impact Statement as to how post's unfunded requirements will affect its operations.

       Key Issues

        •   Identification of key issues that may affect post's ICASS operations in the current fiscal year
            or in the future. If none, post should write N/A.




[April 2011/PCT/AG]                                                                                   Page 10
Additional Checks for the Budget Summary Worksheet

      Cost savings: Post’s efforts must be identified with estimated or actual
       U.S. dollar savings for each initiative.

      Unfunded needs: Need to clearly identify and include cost.

      Carryover and Comments: Post must include an explanation of how those
       funds will be used.




[April 2011/PCT/AG]                                                               Page 11
 More Reports for the Budget Committee



Workload Detail

This report is very important since all costs are distributed to agencies
based on their workload counts (blue) in each cost center which will result
in each customer agency’s percentage of usage of the services in that
cost center.

The “Modification” column (yellow) normally shows a count of 1.0 unless
reduced (modified) because the agency is not using the full range of services offered by that cost center
either because they provide some of the services in that cost center to themselves or because they do
not have full access to the services offered in that cost center.




[April 2011/PCT/AG]                                                                              Page 12
Cost Center Allocation for US Citizen Direct Hire (Time Allocation)

This worksheet documents the time allocation of ICASS employees allocated to the various cost centers
where they have responsibilities. Because this time allocation spreads all personnel costs, it is an
important factor in establishing unit costs for each cost center. A USDH may have time allocated to a
number of different cost centers because they may supervise staff who work in a number of service areas
or cost centers. Although the Budget Committee should not micro-manage the time allocation, they
should review this report to make sure that it appears appropriate.




LES Positions Cost Center (Time Allocation) Worksheet

This report shows the percent of time allocated to various cost centers for every Locally Employed Staff
(LE staff) member. Each employee’s total must equal 100%. This is a key document in that the total
costs related to each employee will be distributed to those specific cost centers that have a percent of
time listed. Many LE Staff positions will have time allocated only to one cost center. At smaller posts or
for some higher graded positions, they may have time allocated to a number of cost centers.

Although the Budget Committee should not micro-manage time allocation, they should review this report
to make sure that it appears appropriate and that time is being allocated only to those cost centers that
the LE Staff work in.




[April 2011/PCT/AG]                                                                               Page 13
    Get these reports and more from your post’s Financial
                     Management Office.




[April 2011/PCT/AG]                                    Page 14
 Looking for More Information?




                          Check Out the ICASS Website:
              OpenNet Users: HTTP://RM.M.State.sbu/sites/icass
              Internet Users: HTTP://www.ICASS.gov




                                Got an ICASS question?
                      Send it to: ICASSServiceCenter@state.gov


[April 2011/PCT/AG]                                              Page 15

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:3
posted:10/9/2011
language:English
pages:15