MINUTES
ICASS EXECUTIVE BOARD MEETING
Department of State
Harry S. Truman Building
C Street, NW
Washington, DC
10:00 AM
December18, 2014
Principals in Attendance:
AgricultureJeffrey Hesse
Commerce Judy Reinke
DefenseDon Washington
Health and Human ServicesJenny Parker
Homeland SecurityDoc Kosinski
Intel CommunityMark Jackson
JusticeJolene Lauria-Sullens
Library of CongressBeacher Wiggins
Office of Management and BudgetKristina Lilac
Peace CorpsJoseph Hepp
Social Security AdministrationMilt Beevers
StateAlaina Teplitz
TreasuryGordon McDonald
USAIDClinton White
- Welcome & Opening Remarks:
Alaina Teplitz (Department of State), Chair of the ICASS Executive Board (IEB), brought the meeting to order.
- Adoption of Minutes from September 18, 2014 IEB Meeting
Ms.Teplitz asked for approval of the minutes of the IEB meeting heldSeptember 18th. There were no questions or comments about the minutes, and they were adopted without objection.
- Update on OCCI
Jennifer Bonner (Service Provider Rep.)reported that the Regional Initiative Council (RIC) has made great progress on the rollout of the Overseas Cost Containment Initiative (OCCI) since the September board meeting. Over 300 management officers, budget officers and senior locally-employed staff participated in day-long OCCI presentations at the Management Officer and Financial Management Officer Workshops, a GSO Workshop and webinars out to the field. As a follow-up to the September 17 ALDAC announcing OCCI, the RIC outlined a methodology and some practical tools for posts to use when assessing the general services and building operations lines of business, to help them analyze their management data, identify problems and their potential solutions, develop action plans,track progress, and evaluate success. The regional bureaus collaborated with the ICASS Service Center, A/LM and OBO to compile data packages for each post to provide insights into the quality or efficiency of our operations that previously could only be intuited. The data pointed outsome data quality issues that are to be addressed in the coming months.
An OpenNet OCCI web portal containing updated information about OCCI was developed to provide a way for posts to report goals and share best practices. Additionally, the portal includes links to resources, dashboard data, ICASS global database information, and tools to help posts develop and implement projects. The RIC is requiring posts to submit OCCI plans via the web portal. These plans will include an area of focus, identify which line of business and what type of project, and set a specific, measurable time-bound goal for cost containment.
The RIC also sent out an ALDAC addressed to local ICASS councils suggesting ways that they can be involved in OCCI planning and implementation and requested input from ICASS customer agencies on any cost containment measures that have shown results from their respective organizations. Ms. Bonnerasked the members to please encourage their representatives at the post level to get involved in this process, to understand it, and to play an active role in ensuring its success.
The next steps are to develop SMART (specific, measureable and time bound) plans, and to ensure that they are in line with each of the different regional bureau priorities. The RIC will also work with posts to monitor the progress of the OCCI efforts, provide them with updates using metrics as they become available, and support them in any other way that we can to maintain a lean diplomatic platform overseas that provides high quality services to their ICASS customers.
- ICASS Service Center (ISC) Update
Peter Hogan (ISC Deputy Director) provided an update on the launch of the ICASS software which he stated was quite a success and the reports from the field have been universally positive. He reported that we were all disappointed by the delay in the launch of the software last year, but it was time well spent making the application do what we wanted it to do.
- Debrief on IEB Site Visits
The Chair asked each team to report on their key observations from their site visits and asked everyone to take note of specific items for further action.
AF - Kampala & Addis Ababa:
Don Washington (Department of Defense) thanked his team members Jenny Parker (Health and Human Services), Peter Hogan (ISC), Jim Core (DOS-IWG rep.), Ben Dichoso (DOD-IWG rep.), Anthony Walker (DOS-BP) and Richard Peterson (DOS-AF Regional Bureau). Mr. Washington highlighted two issues from his visits: we build embassies but by the time we get them built they are already filled; and,people areworking hard to make things work in ICASS. He said that at times a post may not have all of the processes down but they know what they want for the outcome and they work hard to make things work. Mr. Dichoso reported that in both posts ICASS is generally working well even under challenging circumstances. The team saw a need for warehouse optimization in several areas, and was briefed on serious issues related to the shortage of local housing that met minimum standards. Also noted were the regulatory limitations on retaining houses during long vacancies which can require a post to drop a property in which post has invested substantial make-ready and security upgrades.
The team found a lack of knowledge about ICASS in the field. Although the content and information is available, hequestionedwhether it is getting out to those that need it. It was suggested that consideration be given to social media and other means to communicate information to field representatives. One of the posts did not have a Budget Committee Chair in part because of the perception that agency actions required for the ICASS budget were just a “rubber stamp” and their involvement wasn’t essential. Ms. Parker emphasizedthat it was important for IEB members to ensurethat their overseas staff isproperly trained and activelyengaged because it is critical to the successful workings of ICASS. In closing Mr. Washington remindedthe IEBthat it needs to rememberthat in making decisions about people in the field,wereally needs to do all we can do to get field input whenmaking those decisions. Secondly, he highlighted that it is very important that people have a good understanding of how things operate in ICASS before they go out to the field.
EAP – Beijing & Manila:
Judy Reinke (Department of Commerce) thanked her team of Beacher Wiggins (Library of Congress), Jennifer Bonner (DOS Service Provider rep.), Janet Buechel (IWG Chair), and Dan Williams(FAS-IWG rep.) Ms. Reinkehighlighted that Beijing is an incredibly complex missionwith five consulates. Noting the significant challenges of operating in China, she commended post for its well-managed ICASS operation. She had three takeaways to share with the group. First was a ‘best practice’ for continuity in the Council chairmanship of having a deputy that succeeds to become the chair of the ICASS Council in the second year. Second, she raised a concern about some agencies having given instruction to theirrepresentatives at post to just say ‘no’ to any ICASS-related actions that required additional funding. The team felt this approach is not a constructive way of engaging in a shared services environment. The third observationshe raised was that OBO had created a magnificent new embassy but that there are questions about the long term cost efficiency of thenew building. She asked whether there was enough engagement by the ICASS Council or by post management in ensuring that OBO builds for the long term and takes into consideration the local environment. A related issue was the staffing needed to sustain the new buildings. She noted that in some posts Americans now have to service many aspects of building operations, making it unique and costly in many cases.
Beacher Wiggins (LOC) noted the value of the site visits in reinforcing the importance of the work of the IEB and IWG, and having the opportunity to see first-hand the challenges faced at each post. Manila services the embassy and several consulates, but they also have significant support requirements related to official ship visits and frequent natural disasters (typhoons, floods, volcanos, etc.). He highlightedthree observations for Manila: housing, participation in ICASS, and the growing pains related to consolidation and co-location. He explained that the issues surrounding housing involvedeverything from the leasing to residential operations. He highlighted that one of the ways that Manila is dealing with these issues is to shift from single family housing (which are high maintenance) to apartmenthousing. Secondly with regards to ICASS participation, he stated that better communication is needed, better scheduling, and a more systematic approach to getting people properly trained before they go to post and involved once they arrive. The third observationwas the growing pains (for both the service provider and customer agencies) related to consolidation and co-location. This has posed a set of challenges for the mission and the ICASS platform because the former locations were closer to agencies’ official contacts and now every appointment requires significant logistical arrangements.
EUR- Sophia & Tbilisi:
Jolene Lauria-Sullens (Department of Justice) thankedher team membersRichard Boohaker(ISC-Director), and Mark Jackson (IntelCommunity), Tricia Cain (DOJ-IWG rep.), Sherry Hannah (DOS-BP), and Michael Konstantino (DOS-Regional Bureau). Ms. Lauria-Sullens highlighted two general observations:the importance of cultivating an “esprit de corps” in the ICASS community, including players at the post level through HQ and the IEB; and then cost containment initiatives. On the first item, she cited the need for good training to prepare agency representatives for their role in the ICASS process and hold them accountable. With the frequent turnover of overseas staff, continuity is a major issue and highlights the imperative for good training. She mentioned the extensive materials that have been prepared for post Budget Committees and Councils, but much of it was not being effectively utilized. She was very impressed withthe cost containment initiatives and thought they were spot on. She highlighted that the difficult part of containing costs is changing peoples’ behavior, particularly on initiatives related to utility costs. There is no lack of enthusiasm from the management team or the ICASS folks on these initiatives, but the challenge is getting the broader Foreign Service Corps to want to save on energy or contain costs. She urged the group to stick with the initiatives that are underway and see them through to completion, suggesting that the Department might consider having management staff have longer tours of duty to ensure the needed continuity.
Mark Jackson (Intel Community) reportedTbilisi has experienced rapid growth by non-State agencies, many of whom had no prior ICASS experience. This has resulted in agenciesthat participate in ICASS meetings, but probably don't understand enough about running a billion dollar business to figure out how to best use some of the budget and accounting data they are given, or how to do process improvement. There was also concern about how to handle growth in an embassy and the potential for the ICASS budget to collide with the NSDD-38 process. Post management needs to demonstrate the economies of scale that are realized when costs are shared by more customers and that growth will often require an expansion of the ICASS platform. He has the sense that the Budget Committee plays a pivotal role at post and is the engine of change in ICASS. He pointed out,however,that no one really gets credit for being on the Budget Committee or the Council and the IEB may want to explore how to recognize thesepeople for the valuable skills they obtain through performing and participating in ICASS.
NEA-SCA Amman & Rabat:
Joseph Hepp (Peace Corps) thanked his team members: Clinton White (USAID), Richard Boohaker (ISC-Director), Carmen Castro (State-NEA/SCA Regional Bureau), Nathan St. John (State-BP) and Will Plummer (Peace Corps-IWG Rep.) Mr. Hepp pointed out that Jordan had recently experienced rapid growth and that the staff was incredibly overburdened. Since the beginning of the year, post had over 175 CODELs plus Secretary of State visits. On the facilities tour they observed very over-crowded offices. He reported thatplanning is underway to build another office structure but that is several years away and when complete, it will not be adequate to cover the number of people they have. He contrasted this situation with Rabat where the mission had just moved into a new embassy compound that was quite impressive. Mr. Hepp noted the same issues regarding the level of ICASS knowledge of agency staff and need for training. His team also had discussions on the “just say no” issue with both posts and acknowledged the problem. Clinton White (USAID) reiterated that training and getting people more involved in ICASS was a familiar theme. He asked what can be done to better promote training before people go to post, as well as while they are there. The other issue he cited was with the motorpool. There was a shortage of vehicles available for USAID site visits. Mr. White recommended that issue be addressed by guidance to the field on the creation of a sub-cost center.
WHA Santo Domingo & Panama City:
Jeffrey Hess (Department of Agriculture) thanked his team, Jamie Hersh (Federal Aviation Administration), Alaina Teplitz (DoS), Peter Hogan (ISC-Deputy Director), Karen Darden (FAS-IWG rep.), Elizabeth Aubin (State WHA Regional Bureau), and Michelle LaBonte (State-WHA Regional Bureau.) Mr. Hesse reported that Santo Domingo recently occupied a new NEC so the team was able to see both the old (deplorable) and the new facilities. He mentioned that there were design issues that raise questions about what is materially or substantially complete when the building is turned over (example: the absence of an HVAC system in the central server room). Secondly he said that the ICASS Council seemed to function well, but there was a consensus that members are much more focused on their day-to-day life and not so much on ICASS issues. One agency representative noted that his lack of engagement reflected the level of importance conveyed by his HQ. Mr. Hepp said that it is incumbent on the IEB to make sure that people going out to the field are properly trained and properly incentivized to take ICASS seriously and to be active members of the ICASS Council.
One of the posts did not have a Budget Committee and the team opined that this might be one of the reasons for the lack of engagement from some agencies and suggested post try to convene a BC. There was some discussion about the short timeframe for agencies to review the budget, with some saying that they will often get the budget and be asked to approve it in two days – very difficult if you want a thorough review, particularly if the group doesn’t really understand what they are reviewing. Finally he said that ‘energy use’ was an issue that came up with a discussion about different ways to monitor usage and the difficulties trying to modify behavior. Given that this issue came up at all posts, he thought that it warranted more thorough discussion to figure out how to do something about energy cost containment. The team had one additional meeting with LE Staff in Santo Domingo that wasn’t on the schedule. An LE staff committeepresented a thoughtful, well-analyzed presentation on the impact of the wage freeze, making a compelling argument for an increase. While this decision wasn’t under the purview of the IEB, we agreed to bring their concerns back to Washington.
Alaina Teplitz reported that the visit to Panama resulted in similar observations raised previously about NECs and holistic design to account for building operating expenses were very apparent. She said that Panama City had a seven-year-old NEC in the original standard design andthe team was able to see the considerable improvements in new NEC design we saw in Santo Domingo. She highlighted that a mission's overall leadership was very important to active engagement in ICASS, as demonstrated in Panama City where the ambassador and the DCM were heavily invested in ICASS as a process and ensuring it worked well. The post also had a strong interagency community around other issues outside of ICASS.
Ms. Teplitz identified severalcross cutting themes that emerged:1) the "Just say no" issue, 2) training and communication, and 3) communication on data issues and more assistance on how to takeadvantage of the information available. She pointed out that ICASS ‘awareness’ has to start with making ICASS a priority within each of the members’ organizations to ensure that their people acquire the knowledge necessary. It is important that agency reps are trained and the IWG should come up with an action plan. Mark Jackson said that another theme his team found was that a group of people within agencies’ HQs seem to be micromanaging, a group of people who don't understand ICASS but who are driving the budgets or making decisions. He suggested that we alsolook at this issue:is there a body of people in agency HQs whoneed to be educated about ICASS? Alaina Teplitz agreedand suggested that a domestic ICASS conference for agency representatives might be useful and this could be one of the issues the Working Group could look at and then report back on for the March meeting. Ms. Teplitz suggested thea strategy going forward could be a summary report that could go out to all posts explaining the site visits, their purpose and key findings and address the issues of what the IEB could do domestically and overseas or within individual agencies. DOD noted that they have been hosting conferences since 2005 for domestic and overseas representatives for ICASS and they have been very well received.