International Cooperative Administrative Support Services
MINUTES
ICASS INTERAGENCY WORKING GROUP MEETING
ICASS Service Center
Wednesday, May 13, 2015
10:00 a.m.
1. Introduction of IWG Members and Attendees
2. Adoption of Minutes of the April 8, 2015, IWG Meeting: The minutes for the April 8,
2015 meeting were approved and adopted with no changes.
3. Subject: Regional Management Overview – WHA
Speakers: John Feeley, Principal Deputy Assistant Secretary, WHA
Elizabeth Aubin, Executive Director, WHA
Mr. John Feeley, WHA/PDAS, gave a brief personal introduction and conveyed his pleasure with the impressive diversity of agencies represented by the IWG. He remarked that this mix is what allows operations overseas to promote the President’s agenda. Explaining that WHA is an emerging, economically diverse region, he noted that the U.S. is expanding trade relations. Referring to the regional bureau’s work on the Overseas Cost Containment Initiative (OCCI), he observed that it is very much a collaborative effort for the region with people working together to reduce costs.
Elizabeth Aubin, WHA/EX Director, gave a power point presentation covering regional topics, including policy priorities, operating environment, current management issues, agency growth, and budget.
Ms. Aubin characterized the operating environment in the region as challenging with personnel at several posts receiving Danger Pay and 86% of WHA posts classified as “Hardship.” Housing is a major issue because in many countries the available housing often does not meet Safety, Health and Environmental Management (SHEM) requirements, including seismic standards. She reported that among the current management issues, Cuba was requiring much of the bureau’s time, along with NEC projects to protect growing embassy populations. The customer base has increased 15% since FY2008 and it is straining the platform at several posts. CA had the most significant growth because of the increasing demand for US visas, including in places like Canada where there is a very large visa demand from third-country residents wishing to visit the USA.
In a review of the WHA budget, Ms. Aubin stated that the region’s overall budget has remained fairly flat over the past eight years. However, it is being impacted by two significant cost drivers: the Furniture and Appliance Pool program, as it becomes mandatory for those in the housing pool; and LE wage increases as some posts are raised to the 50th and then 60th percentiles.
Ms. Aubin reported on the region’s efforts on cost savings initiatives under OCCI. WHA undertook a directive approach to ensure that all missions developed a strategic plan identifying measures they would take to contain costs. She advised that all plans are being reviewed for measures to be undertaken in as many operational areas as possible.
In closing, Ms. Aubin provided an overview of the Fort Lauderdale Regional Center (FRC), a support and training unit for WHA posts which is fully funded by State. The FRC provides: rovers to posts in need of OMS or IMS support during staffing gaps or high work demand, training at post or at their Florida facility, central support for MClass functions, and support for the regional FSN Executive Corps.
Daniel Williams, USDA/FAS, sought a timeline for when customer agencies would be allowed to establish offices within Cuba. WHA/PDAS Feeley stated the negotiations are slowly moving forward with Cuba to normalize relations. The Bureau is currently assessing the building and Post Managements ability to support other agencies. However, until an Ambassador is confirmed the expansion of the USG footprint will be constrained.
Action Item: A question was raised related to the personnel cost changes affecting cost centers. Peter Hogan (ISC) responded that he would provide a report of FY12-15 changes that would affect cost center cost changes.
4. Reports:
§ ISC Director’s Report: Peter Hogan, Acting Director, reported on recent activities of the ISC which included an ICASS briefing for Department of Justice personnel, a follow-up webinar for DOJ field personnel, a briefing for OMB Examiners, and participation in an Agency Code Tiger Team and the OCCI Metrics Working Group.
In addition to the previously mentioned DoJ webinar, he advised that the Service Center has been busy with webinar presentations for ICASS agencies (DoD-wide, DoD ARCENT, CDC), a post-specific webinar for the Nassau ICASS Council, and a Just-In-Time webinar on the upcoming Workload Data Call for all posts.
He advised that the consultation season has started. The ISC has begun meeting with a wide-range of post personnel, either headed to a new post or passing through Washington while on leave, interested in learning about ICASS at their new or home post and any new policy issues.
§ Budget Update:
o Trish Garate (ISC) reported that the FY 15 Final Budget Hearing proved to be a very collaborative event with unanimous approval of a $3.2 billion State Service Provider budget. ICASS agencies also approved the USAID Alternate Service Provider target recommendations. She thanked BP and USAID for their work and the Budget Committee for their efforts in approving the final budgets. On a separate note, Ms. Garate noted $108 million would be withdrawn from post ICASS allotments due to March 31 exchange rate adjustments. She noted that these funds will be placed in the ICASS Exchange Rate Set-aside fund.
Ms. Garate advised that 76% of the FY15 Recap Invoices have been received, with the submission deadline of June 30. She anticipated that the Final FY15 Invoices will go to agencies around the end of June.
o Jeff Kramer (ASP) provided a heads-up on the flooding at the mission in Juba, South Sudan which might create an unplanned budgetary increase. He advised that he was in communication with post and if necessary he would propose to the Budget Committee and IWG either a change in the mid-year target or use of the USAID working capital fund contingency fund.
N.B. Following the IWG meeting Mr. Kramer was advised by post that additional funds were not needed.
§ Service Provider Update:
Ms. Sherrie Marafino began by announcing that this would be her final meeting in the role of State Service Provider rep. and that no replacement has yet been named.
Ms. Marafino reported that HR/OE is in the third week of the announced LE Staff wage thaw and is providing posts’ with grade-by-grade change data. She advised that posts have been asked to look at their Compensation Plans and meet with agencies to review wage increase impact. All agencies must approve in order for an increase to be implemented.
In conclusion, she directed everyone’s attention to two recent cables they received; the announcement of the 2015 GDI Award Winners - Embassy Ouagadougou, Mission India, and Embassy Bangkok, and a cable from the Overseas Briefing Center on information services available to transitioning personnel.
5. Committee Updates
§ Janet Buechel reported that the Policy Committee has been discussing the draft DETO (Domestic Employees Teleworking Overseas) Policy and several follow up actions from the IEB Site Visits. She advised that the Committee would be continuing that discussion and review at today’s meeting.
§ Steven Gibson (ISC) reported that the comments from the ICASS Customer Satisfaction Survey have been sent to all Council Chairs and Management Officers. He proposed that now would be a good time to reconstitute the Survey Working Group to look at the text analytics portion of the survey analysis to discuss what is wanted from the data and determine if there is other information which should be gleaned. He noted that the contractor, APQC, has expanded the text analytics tool so new key words may be added to the search. He would like to meet with the Survey Working Group to review the capabilities of the tool and asked IWG members to notify him of their interest in participating in the working group.
6. Other Issues
There were no other issues raised and the meeting was adjourned.
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