Administrative Level II Training To: "DC - All District Chiefs", "B - Branch Chiefs and Offices" cc: "A - Division Chief and Staff", "AE - Administrative Employees" Subject: Administrative Level II Training Date: Mon, 04 Mar 1996 11:37:54 -0500 From: "Alice A Sabatini, Administrative Officer, Reston, VA" In Reply Refer To: Mail Stop 442 March 4, 1996 MEMORANDUM To: District Chiefs Branch Chiefs From: Alice A. Sabatini Division Administrative Officer Subject: Administrative Level II Training ***REPLY REQUESTED BY MARCH 8, 1996*** The recent changes in administrative policies and processes have lead the Senior Administrative Officer Group to believe that it would be wise to open the planned administrative training course to all administrative officers, administrative specialists and senior administrative technicians in the Division. Discussions of many of the changes in policy, especially those related to the Federal-State Cooperative Program and the Bureau Assessment System, will be discussed along with advice on implementation strategies. The training will be held the week of May 6 in Denver, Colorado. There is no charge for the training course, but each office will be responsible to cover their own travel costs. A tentative agenda for the course is attached. We recognize that the financial situation in many districts will not permit the attendance of all employees that could benefit from this training. Each Region plans to offer an abbreviated version of this course at a future date, but probably not during this fiscal year. Please send the names of employees that you would like to send to your Regional Administrative Officer. After determining the interest in the course and the number of employees that can be trained during the week, the Regional Administrative Officers will advise you which employees have been selected to attend. Preference will be given to new administrative officers and specialists. Your response is requested by March 8, 1996. Negative replies are requested. Questions on the course should be directed to your Regional Administrative Officer. Attachment Copy to: Senior Staff Administrative Employees Attachment 1 NOTE: The following course outline is in column form. You may need to widen your EXMH screen to ensure that the columns are not jumbled. *************************************** LEVEL II - Administrative Training May 6-10, 1996 TARGET AUDIENCE: Administrative Officers (New, Mid-Level) Administrative Specialists/Assistants Budget Analysts Time Course Outline Coordinator Instructor Frame 1. WELCOME AND OVERVIEW T. Rose B. Hudson 1:00- 1:15 A. Organizational Structure C. Hill 1:15- 1:45 B. Program Definition A. Sabatini 1:45- 2:45 1. Types of Funding (e.g., merit, multi-, split-, no-year) 2. Sources of Funding (e.g., Federal, Coop, OFA) 3. Terminology 4. Reference Materials 5. On-the-Job Training/Mentoring BREAK 2:45- 3:00 C. Administrative Officer Role 3:00- 5:00 1. Level of Responsibility S. Edwards a. Supervision and Management of Administrative Services Section/Unit b. Management Advisory Services (senior staff members) c. Shifting Priorities d. District Operational Support Specialist e. Management Analysis f. Attend Project Quarterly Reviews 2. Proactive vs. Reactive D. Weldon a. Financial Planning b. Staffing Needs c. Workload Distribution/Scheduling d. Anticipate Events e. Crisis Management 3. Relationships with Cooperators T. Rose a. Agreements b. Billings c. Quarterly Progress Reports/Deliverables d. Participate in Cooperator Meetings DAY 2 Time Course Outline Coordinator Instructor Frame II. MANAGEMENT CONTROL MECHANISMS B. Hudson A. Sabatini 8:00- 9:00 or other A. Delegations of Authority Reg. AO B. Management Control Reviews (MCRs) C. Audits (internal/external) D. WRD Administrative Reviews III. PROJECT MANAGEMENT N. Hill N. Hill A. Project Proposal Process 9:00- 9:45 BREAK 9:45-10:00 1. Role of Administrative Officer 10:00-11:00 2. Planning Q & A's 11:00-11:30 3. Costing LUNCH 11:30-12:30 4. Timeline 5. Resources/Staffing 6. Merit Proposals 7. Approval B. Project Description - Administrative Information System (AIS)--MIS (Linda Lumb, Resource Person) C. Account Establishment IV. DISTRICT FINANCIAL MANAGEMENT A. Funding N. Hill N. Hill/ 12:30- 2:15 S. Edwards 1. General Funding Guidelines BREAK 2:15- 2:30 a. Meet new established signature deadlines 2:30- 4:40 b. Acceptance letters to cooperators c. Recordkeeping requirements d. Signature delegations of authority 2. Sources of Funds (Program Elements) R. Smith a. Federal (CBR Program) b. Coop (Repay/Direct/Unmatched) c. OFA (FERC/EPA Superfund [Comminglilng]/DoDEC IRP/FEMA) d. Data Requests 3. Types of Funding S. Edwards a. JFA's (non-standard) b. MOA's/LOA's/MOU's c. MIPR's/IAG's d. Letters of Intent/Continuations 4. Agreement Period of Performance R. Smith a. Multi-year b. Split-year c. No year 9X carry-over 5. Processing Funds R. Smith a. AIS funding entries b. Review and verify entries c. Transfers d. Reporting Requirements--Summary of Programs with copies of Agreements to Region e. Reconcile FFS 316, 286 with AIS report DAY 3 Time Course Outline Coordinator Instructor Frame B. Billing Policy R. Lyons/ R. Lyons 8:00- 9:30 T. Rose 1. How to bill 2. Frequency BREAK 9:30- 9:45 3. Types of billing documents - OPAC (9-2048) - OFA's - DI-1040 - (Coop) - SF-1080 - (OFA's/DOD) 4. Supporting documentation 5. Earned/Unbilled 6. Delinquent Debt/Anti-Deficiency Act 7. Penalty and Interest 8. Tracking Collections within FFS 9. How to initiate Write-Off Requests C. Budget and Accounting L. Baker/ C. Miles 1. Working Capital Fund K. Bradley 9:45-10:30 2. Computing Assessments/Formulas A. Sabatini 10:30-11:30 LUNCH 11:30-12:30 3. Budget Formulation L. Baker/ 12:30- 2:15 a. Common Services Budget/Plan C. Miles - WRD Policy Memo 92.21 (Sabatini, Resource Person) - Projections: BREAK 2:15- 2:30 · Salaries (Unfunded Work) · SLUC 2:30- 4:30 · Reimbursable Expenses (e.g., DIS II, PRIME, FTS, Logger, AH Assmt WATSTORE) · Change of Headquarters (RITA's) (K. Bradley, Resource) · Equipment · Contract Services (office equipment maintenance · Printing/Reproduction · Travel · Training · Safety · Awards · Collateral Duty Officers (FWP, EEO, TQM) · Supplies b. Project Budget (Jim Kratz/Bill Banks, Resource Persons) D. Weldon - Develop Staffing Matrix (AIS planning module and analysis) - Determination and Analysis of Project Budgets by Management Category · Lab vs. NWQL estimates (D. Treseder, Resource Person) · Quarterly and Mid-Year Reviews, Financial Plans - HIF Order/Returns and Budget - AIS Verification of Funding vs. Planned Expenditures - AIS Report by Cost Center - Balancing Budgets (meet with PC's, SC's, DC to resolve discrepancies) - Financial Accountability DAY 4 Time Course Outline Coordinator Instructor Frame 4. Budget Execution R. Lyons/ 8:00- 9:30 a. RDE on-line--TM interface K. Bradley - Document Control numbers - Reconciliation with FFS (current and prior- BREAK 9:30- 9:45 year 268s - open obligations) b. Accounts Maintenance--AIS expenditure input 9:45-11:30 - Reports to PC's, SC's, DC c. Closeout via RDE LUNCH 11:30-12:30 - Year-long process - Finale -- 4th quarter 12:30- 2:15 - Refer to Closeout Manual, WRD memos, and OFM guidelines BREAK 2:15- 2:30 - Release closeout procedures memo to all District employees 2:30- 4:00 - Review funding vs. expenditure reports - Prepare 9-803 (prior-year accruals only) - Adjustment drawdown report - What is an acceptable closeout balance? - Carryover $'s (9X $'s) - Final closeout report analysis (AIS must agree with FFS--for funding) WRAP-UP Session (Evaluation, Action Items) R. Hudson 4:00- 4:30