Operation Staff Meeting OSM March 2003

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Operation Staff Meeting (OSM)March 2003

• Presented by the
• DCP ARC

NATIONAL
_____
CANCER
National Institutes of Health
INSTITUTE
DHHS
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AGENDA

• Introductions
• Charmaine Boswell
• Reminders Previous Issues
• New URL for DCP ARC Website
• Lead Times
• Purpose of back-ups
• Procurement
• Maintenance Agreements
• Omega fees on a R.O.C.
• Travel
• Citing Domestic OC codes on Foreign travel
• Largely Attended Meetings
• NBS
• Revised Subobject Class (SOC)
• Personnel
• Awards
• ITAS issues
• POSPT Progress Report
• Trivia Contest

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Welcome Charmaine Boswell!

• Charmaine is the CBRGs new Administrative
  Program Assistant in EPN 3147
• Charmaine is coming from the Center for Cancer
  Researchs CCRs ARC 31
• Please join us in welcoming Charmaine to the
  Division of Cancer Prevention

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REMINDERS PREVIOUS ISSUES
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New DCP ARC website

• If you have the DCP ARC website marked as a
  favorite, be sure to update it. The URL has
  changed and the auto redirect from the old URL
  will shut down once I pull the plug on the old
  server.
• The new URL is http//www3.cancer.gov/prevention
  /arc/

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Lead Times

• Please keep in mind the DCP ARC is short staffed.
  We appreciate your efforts in adhering to our
  required lead times.

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Lead Times (continued)

• Local/Domestic Travel Orders 1 week
• Foreign Travel Order 6 weeks (due to NFT)
• Domestic 348s/520s 4 weeks
• Foreign 348s/520s 6 weeks
• PSOs 1 week (ACH info must be entered prior to
  submission to ARC)
• ROC 1 week
• Credit Card Purchases by ARC 1 week

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The Purpose of having a Back-up buddy

• Travel and procurement will get done even if
  youre out. This supports our matrix structure.
  This person can
• enter travel orders for you when youre out
• make visa purchases for your group when youre
  out.
• provide help to you (brainstorm solutions when a
  complex travel / procurement arises).
• Your Back-up buddy should know where you keep
  things and should have your groups information.
• Please examine the attached list. Let Eric know
  by 3/21 if any changes or corrections need to be
  made to this list.
• The ARC will start using this list 3/24/03.

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PROCUREMENT
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Maintenance Agreements on Savin Copiers

• Due to several lapses, the ARC is placing all
  Division-use copy machines on maintenance
  agreements.
• Eric is now the key point of contact for
  maintenance agreement issues.
• Eric is creating and will post a Division-use
  Copier spreadsheet which contains all copier info
  and Savin contact info.
• However, if theres a problem with a copier, the
  person in charge of that copier should place the
  service call (Savin 301-517-4288).

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Further Discussion on the Division-use Savin Copy
Machines

• Who is in charge of what machine? (ie who is the
  person that orders paper, toner, etc and who
  makes the service calls?)
• The ARC will leave this decision up to the you,
  the Division staff.
• This could be a POSPT topic.
• Or, the ARC could make a command decision based
  on the location of machines and staff.
• What would you prefer? (email Eric your
  preference by 3/21. The majority vote wins)

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Omega Service Fees on a Record of Call (non-govt
airfare)

• Omega charges non-govt travelers a higher
  service fee, so please dont use the same fees as
  you do on your govt travel orders.
• The fees to be used on a ROC are
• 33.50 for an emailed or faxed request per ticket
  issued
• 43.50 for a phone or in-person request per
  ticket issued.

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TRAVEL
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Citing Domestic OC codes on Foreign travel orders

• The policy Travel to a conference/meeting in
  Canada, Mexico, Central America, Bermuda, and the
  Caribbean areas sponsored by a U.S. organization
  which normally holds its meetings in the United
  States is coded with a Domestic O.C. Code on the
  Foreign Travel ADB system.
• Therefore, please code the AACR meeting held in
  Toronto, Canada in April 2003 as domestic travel.
• Cite
• 21.51 (not 21.52) for your scientific staff
• 21.21 (not 21.23) for people traveling to a booth

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Largely Attended Meetings

• A copy of the ARC file is on the shared drive as,
  List of Largely Attended Events2_DCP.xls
• We have been informed that in most instances the
  lists will serve as notifications of planned
  attendance and all travel plans by both travelers
  and preparer should proceed normally.
• Current exceptions to this are AACR ASCO where
  we cant assume approval until we hear
  definitively.

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New Business System

• Anticipate a spring roll-out
• However,

N.B.S.
US
ALWAYS ANTICIPATE SURPRISES!!!
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New Business System

• As a reminder
• Orders entered into the ADB that have not been
  approved by your AO will be deleted when NBS is
  rolled out.
• Dont enter travel orders too far in advance
• Keep practicing in the sandbox
• Note As of 3/24 sandbox can only be accessed
  via the NIH Portal Page.
• Instructions Attached

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Revised Subobject Class Descriptors

• As we move closer to the deployment of the NBS,
  NIH wants to condense our use of the 21
  (travel) subobject class descriptors.
• This will help
• streamline the HHS Accounting standards
• as well as help us distinguish between scientific
  meeting travel and training travel,
• and will help us classify travel of nonfederal
  persons.

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Revised Subobject Class Descriptors (continued)

• Here are the subobject class descriptors you
  should be using to classify travel
• Site Visit Travel
• 21.11 (domestic) 21.12 (foreign)
• Program Meeting Travel
• 21.21 (domestic) 21.23 (foreign)
• Training Attendance
• 21.41 (internal training- between HHS
  components)
• 21.42 (training between NIH and other govt
  agencies
• 21.43 (non-governmental training)
• Scientific Meeting Travel (AACR ASCO)
• 21.51 (domestic) 21.51 (foreign)

Please see attached email from Anne Rogerson
entitled Transmittal NO. 82 for additional
information including newly blocked SOCs
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PERSONNEL
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ITAS

• The ARC recognizes that there are a number of
  ongoing issues related to ITAS and timekeeping.
  Among them
• How to easily maintain accurate records
• How to assure that ITAS leave records match the E
  L statements
• How to prepare and process leave discrepancy
  correction packages.

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ITAS (continued)

• Heads Up!
• The ARC would like to hold a meeting with
  timekeepers to discuss these issues.
• Afterwards, we could have a workshop in order to
  assist with the completion of correction
  packages.
• An email will be sent shortly advising you of the
  meeting date and time
• Are there other ITAS related issues you would
  like addressed at the meeting?

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New Award Procedures

• Dr. von Eschenbach has requested that NCI now use
  the NIH format for award nominations in order to
  ensure greater consistency across NCI and between
  NCI and NIH.
• In addition, he is asking that we use the
  intangible benefits scale included in the NIH
  Policy Manual on awards as a guideline in
  determining the amount of awards.

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New Award Procedures (Continued)

• This form has replaced all other award nomination
  forms. It will be used for Staff Recognition
  Awards formerly SSPAs, On the Spot Awards,
  Special Act/Service Awards, Time Off Awards
• Please refer to the attached
• NIH Award Nomination Form
• Intangible Benefits Scale
• Manual Chapters, Employee Awards Program

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POSPT Progress Report
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TRIVIA CONTEST
Our trivia contest is designed to encourage
attendance and offer a reward. The contest is on
the last page of your handouts. Participation is
voluntary. The same person cant win two times in
a row If you want to play, fill out the attached
sheet here in the conference room and turn it in
to Eric when youre done. Feel free to leave
after the wrap up whenever youre ready. I dont
discuss peoples scores, just who won. Have fun!

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OPEN DISCUSSION
Problems? Issues? Concerns? Anything youd like
to see on next months agenda?
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TRIVIA CONTEST
NAME_____________________

• Do you need an NFT for a trip to
  Canada?___________
• Do you need an NFT for a trip to Alaska?
  ____________
• What OC code should you use for your Scientific
  staff members trip to AACR in Canada this year?
  ___________
• Is a 2,600 cost savings to the govt sufficient
  justification to use a non-contract carrier?
  __________________
• On an HHS-348, can the sponsor reimburse (N)
  NIH for Business class airfare?