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OCFO Town Hall

OCFO Town Hall

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OCFO Town Hall

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  1. OCFO Town Hall Kim Williams | June 12, 2013

  2. Topics • Welcome • Safety • Lab and OCFO Updates • Effective Teams • Talent • New Employees • Awards • Service Recognition • Q&A

  3. OCFO Safety Coordinator: Kat Wentworth • My first priority on this job is to get to know all of you! • Please help: • Come say hello - my main office is 971-154L • Invite me to group meetings • Ask me into your space to look at your workstation set up • Talk to me about safety • Shake, Bake, Evacuate • June 18 on Hill

  4. Lighten Your Load! • What are you carrying around? • Do you have old baggage? • Finding balance Minh Huebner says, “I use my backpack so I don't hurt my back like I did when I carried everything on one shoulder.” 4

  5. Update: Big Picture Long Term Outlook POSITIVE, with continued focus on major opportunities and initiatives • Short Term Outlook • Still no FY13 annual guidance • FY14 will be a challenging year 5

  6. Update: Financial Landscape 6

  7. Update: Financial & HR Matters Strategy: Address financial challenges prudently while minimizing impacts to our staff and our mission • Financial: • Scientific & Operations divisions all evaluating funding and costs • OCFO taking non-labor cuts and limited RIFs, like other divisions • FY14 budgets being developed with view to • Sustain core operations • Invest in key initiatives • Limit non-labor and non-essential spending • HR: • OCFO still hiring, developing, building talent: 28 hires in past 12 months, 13 open postings • Merit increases expected this October • Performance management/goal setting process underway • OCFO division goals defined for FY14 • OCFO performance guidelines developed 7

  8. Updates - OCFO BUDGET: • Federal Budget Tracking (FY13 & FY14), FY13 Budget Drill Down • SC Annual Budget Formulation for FY15 • Procurement Rate Analysis BUSINESS SYSTEMS: • Division Pcard Automation • RFIC Process Automation • eSRA Implementation CONTROLLER: • Relocation Services Outsourcing effective June 24 • Electronic Travel Receipts • Property & Travel Policy Updates FIELD OPS: • DOE Encumbrance Reporting with June financial data • New Staff Hires, Reassignments and Planned Retirements • DOE Field Budget Submission Process 8

  9. Updates - OCFO F$M • Completing and prioritizing requirements analysis • Commencing design • Website relaunch OPERATIONS: • Cost Allowability Course launched • F$M website and OCFO Downloads web page (logos, templates) • Successfully executed JGI User meeting (~300 attendees) OSPIP: • eSRA for Fed Non-Grants.gov WFO proposals & awards - summer • IG WFO audit completed successfully • New WFO terms for Chinese sponsors Procurement & Property: • Successful PERT Review • Property inventory results: 99.2% • Subcontract <25k Cycle Time reduction of 51% 9

  10. F$M Website: fsm.lbl.gov • Purpose: Informative, dynamic tool • Source of key information for the lifecycle of F$M • Communicate to all stakeholder groups • Audience: Lab Community • Reference tool for Project Team • Resource for anyone interested in F$M • Easy URL: fsm.lbl.gov • Getting the Word Out • Phased communications planned • Building up to Lab-wide announcement target date: July 5, 2013 10

  11. F$M Website Content • Project Background • Overview, Benefits, Scope, Schedule • Team • Who is working on F$M • Project updates • Project Status • Proposed changes to OCFO processes (LDAP required) • Comment / Feedback form • For anyone working on or interested in F$M • Can be submitted anonymously 11

  12. Berkeley Lab’s Operating Principles Enduring Approach: Teams & Tools Berkeley Lab Mission Statement Berkeley Lab fosters groundbreaking fundamental science that enables transformational solutions for energy and environment challenges, using interdisciplinary teams and by creating advanced new tools for scientific discovery.

  13. Teams: What Works? Teamwork video 13

  14. What is PERT? • PERT = Procurement Evaluation & Reengineering Team • Independent 5 day review, every 3-5 years • Joint team of Federal and Contractor personnel • Review every aspect of what Procurement does What’s at stake? DOE approval of our Procurement Authority!

  15. PERT Approach • Create project plan • Dedicated, diverse project team and lead • Address previous comments/findings • Deep dive into practices • Complete self assessment • Understand data • Create comprehensive in-brief presentation to set tone and context • Huddle the team and Go For It!

  16. PERT Challenges

  17. PERT Review Outcome: • Two strengths, ZERO Weaknesses! • Strong new management team • Customer and supplier outreach program • Thirteen (13) continuous improvement initiatives • Embedded procurement staff with major programs • Small business program effectiveness • Upcoming ERP system (F$M) is vital Well Done Team!

  18. Encumbrance Reporting Initiative • What?New DOE Encumbrance Reporting requirement • Why?Assure encumbrances on all funding are reported • When? Effective June 2013 • Who?Cross disciplinary OCFO team working with divisions • Budget Office: Chris Lundell, Anne Moore, Anastasia Schiller, Nick Skowronski, Lauren Zickfeld, David Kong, Dennis Lowe • Field Ops: Michele Bennett, Jeremy Coyne, Doug Goodman • Controller’s Office: Rachelle Jeppson, Angela Bybee, Helena Cheng • BSA: Chuck Axthelm, Janet Leong, Aurora Pecoraro • Procurement: Edna Annis, Kimberly Jurgensen • Others: Minh Huebner, Kim Williams 18

  19. Encumbrance Reporting Initiative 19

  20. F$M 20

  21. Effective Teams • Meaningful common purpose • Clear goals • Diversity of skills/perspectives • Differentiated roles • Shared identity • Pre-determined rules • Strong communications & collaboration • Trust and commitment

  22. Welcome New Employees! OCFO TOWNHALL 6/12/13 22

  23. Recognizing Performance: SPOT Award Winners OCFO TOWNHALL 6/12/13 SPOT 23

  24. Recognizing Performance: SPOT Award Winners(cont’d) OCFO TOWNHALL 6/12/13 SPOT SPOT 24

  25. Service Recognition: 10-15 Years OCFO TOWNHALL 6/12/13 25

  26. Service Recognition: 20-35 Years OCFO TOWNHALL 6/12/13 35 35 years 26

  27. QUESTIONS? 27