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Workload Counts and Time Allocation Review a ICASS Budget Committee Meeting June 2014

Workload Counts and Time Allocation Review a ICASS Budget Committee Meeting June 2014. International Cooperative Administrative Support Services. Documents for Budget Committee. The Budget Committee receives 4 documents in advance of this meeting:.

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Workload Counts and Time Allocation Review a ICASS Budget Committee Meeting June 2014

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  1. Workload Counts andTime Allocation ReviewaICASS Budget Committee MeetingJune 2014 International Cooperative Administrative Support Services

  2. Documents for Budget Committee The Budget Committee receives 4 documents in advance of this meeting: 1. Workload Summary report for all Agencies. 2. Your Agency’s Workload Summary report. 3. Time Allocation Worksheet – US Direct Hire. 4. Time Allocation Worksheet – Locally Employed Staff.

  3. The ICASS Process When a Customer Receives an ICASS Service: • It is counted and recorded: • Occupied space is measured; • Kilometers driven are added up, etc. • When the total cost of each Cost Center is divided according to each agency’s use – you get Workload Counts. • Workload Counts and Time Allocation determine what Agencies pay for the services they receive.

  4. Workload Counts Cost Center A collection of services. Distribution Factor Something we can count: a unit. Workload Count Customer Agency’s total units. 8

  5. The Workload Summary Report

  6. Workload Count Verification • NOW is the time to question your Agency’s Workload Counts and modifications. • You have 30 days from receipt to verify accuracy with service providers. • If you don’t agree, consult 6 FAH-5 H-462.1 for dispute process.

  7. Memorandum of Understanding (MOU) • In three parts: 1. The MOU agreement including a list of (or link to) all ICASS services. 2. Your Agency’s Subscription of Service – what Cost Centers your Agency subscribes to. 3. Your Agency’s Workload Counts and Modifications. • Sign and return this document by July 1 (or this year, by July 14).

  8. Time Allocation: Assigning Service Providers’ Time to Cost Centers The work hours of both USDH and LE Staff service providers are allocated to cost centers: • Supervisors may have their time divided among several cost centers. • Most non-supervisory LE Staff allocate their time to a single cost center.

  9. Why Is Time Allocation Important?aHint: aaaa • Time Allocation puts the cost of personnel providing services in specific cost centers. • The cost of personnel is the major ICASS cost and includes: • All costs to keep a USDH abroad, including salary, benefits, housing costs, etc. • LE Staff salaries and benefits • Customer agencies pay these costs in their invoices.

  10. How Do You Evaluate Time Allocation? • Time Allocation is not always a precise exercise. • Think about what is reasonable. Some issues: • Management Counselor has 50 percent of his/her time in Basic Package. • The plumber has 10 percent of his time in Health Services. • A driver allocates 40 percent of his time to Pouching Services.

  11. Approving Workload Counts for FY15 • Workload Summaries will be distributed this year by June 13, 2014. • Agencies review Workload Counts with the Service Provider. • Signed Workload Counts are returned to the Service Provider by July 14, 2014.

  12. What’s New - Standard and Lite Posts FY15 • New: Financial Management Services Cost Center combining Accounts and Records and Cashiering with a sub-cost center for Vouchering. • Furniture and Appliance Pools (FAP) sub- cost center: To isolate the annual FAP assessments.

  13. What’s New – Lite Posts • New GSO Cost Centers: • Option to break out up to three of the General Services. • Agencies can subscribe directly to those services. • Greater equity in determining each agency’s service use and cost.

  14. What’s New - Looking ahead to FY16 • Lite Posts: Create 3 new GSO cost centers for FY16 • Start accumulating Workload Counts now. • Standard Posts: Reproduction Services. • Develop a Workload Count scheme to capture project complexity.

  15. Marching Orders for the Budget Committee 1. Examine your Agency’s Workload Counts carefully; discuss with Service Provider; sign and return the cover sheet. 2. Look at Time Allocation and consider what is reasonable. Ask questions.

  16. Does Your ICASS Budget Committee Need to Know More about ICASS? The ICASS Service Center (ISC) offers Webinars to brief ICASS Councils and Budget Committees. • A one-hour briefing about ICASS at your post. • A chance to get your questions answered by the experts. To arrange a Webinar for your post, contact the ISC at: ICASSServiceCenter@state.gov

  17. Learn More about ICASS via Distance Learning Tools Find additional Distance Learning Toolsat the ICASS websites: • Internet: http://www.icass.gov • OpenNet: http://rm.m.state.sbu/sites/icass

  18. Where Can You Get Help? Contact the ICASS Service Center: OpenNet: http://rm.m.state.sbu/sites/icass Internet: http://www.icass.gov Email: ICASSServiceCenter@state.gov

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