Operation Staff Meeting OSM April 2003

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Operation Staff Meeting (OSM)April 2003

• Presented by the
• DCP ARC

National Institutes of Health
DHHS
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AGENDA

• Procurement
• Closing your open files
• Pivot Cabinet Maintenance Agreement
• Fixed Price Contracts
• Stock Requests
• Travel
• Update to the NFT System
• Personnel
• Blue Cross/Blue Shield Service Day
• TSP Open Season
• Kaiser Permanente Service Day
• Retirement Information Session
• Flexible Spending Accounts (FEDFLEX)
• Benefit Reminders
• Open Discussion
• Trivia Contest

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PROCUREMENT
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Closing Out Procurements

• Now that were mid-way into the fiscal year, its
  a good time to catch up on late receiving for
  PSOs and ROC. Check your files to see what you
  have open and lets get them closed out.
• As a reminder, receiving should be entered within
  7 days from the last day of the meeting.
  Therefore please submit receiving to the ARC
  promptly.

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Closing Out Procurements

• If you are unsure if you have any open
  procurements (PSOs, ROC, purchase orders),
  please contact Jill and she can get another copy
  to you.
• For open ROC with Omega, you should contact Omega
  and request an invoice stamp receive it and
  forward it to ARC.

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New Maintenance Agreementfor Pivot Cabinets

• The ARC has determined that it is more cost
  effective to put all the Pivot cabinets on a
  maintenance agreement rather than paying for
  individual service calls.
• If it is determined that a service call is
  needed, please call
• National Office Systems _at_ 301-840-6264
• Give the problem files location and a contact
  name and number.

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New Maintenance Agreementfor Pivot Cabinets
(continued)

• As a reminder, please ensure that the drawers
  lock when theyre shut so they can safely spin
  and prevent a maintenance call.

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Fixed Price Contracts

• Fixed pricing as used in the Professional Service
  Order (PSO) mechanism was developed to provide a
  quicker acquisition and payment method for
  obtaining professional services and requires a
  lesser degree of management on the government.

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Fixed Price Contracts (continued)

• For example,
• Line item 3 Travel Because of a Price
  Reasonableness comparison with prior PSOs it has
  been determined that 100-150 ground
  transportation is reasonable.
• This is just an estimated cost no receipts are
  necessary.
• Any variances (either higher or lower) even out
  in the long run.
• Were saving Administrative costs by not having
  to adjust these contracts to reflect exact costs.
  

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Fixed Price Contracts (continued)

• How do you make a change if you must?
• If lower, simply pen the change on the PSO and
  submit it to the ARC
• If its higher
• The ARC will consider all increases to a PSO as
  long as you provide documentation and an
  explanation
• Pen the change on the PSO include documentation
• The PSO will have to be changed in the system and
  approved again
• The professional will have to sign this newest
  PSO.

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Stock Requests

• If you need supplies from the NIH Stock Catalog,
  please only order when placing a large paper
  order. We are chagred 50.00 every time an order
  is placed.
• NIH Stock numbers can be researched in the
  Intramall website http//intramall.nih.gov/ by
  bringing up NIH Stock Room as a vendor.
• The ARC also has a hard copy of the most recent
  stock catalog (2003).

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TRAVEL
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Update to the NFT System

• DHHS recently made a change to the NFT System.
• Previously, You could not revise an NFT once it
  had been forwarded to Anne for review. Changes
  had to be submitted to her through email so that
  she could forward the email on to Fogarty.
• The system now allows you to make changes to the
  NFT after you have submitted the NFT to Anne up
  to the point that Fogarty sends a copy of the NFT
  to the Department.

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Update to the NFT System (continued)

• In order to make changes, go into the WIP Login
  Screen.
• Use your e-mail address as the Username and
  PREPARER as the Password, then hit the LOG ON
  Button. Scroll down to the NFT.
• You can make changes if there is a VIEW box and
  an UPDATE box next to the NFT.

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Update to the NFT System (continued)

• Go into UPDATE and make the changes and hit the
  UPDATE Button. This automatically records the
  changes on the NFT.
• IF there is only a VIEW Button next to the NFT,
  you cannot make any changes to the NFT and will
  have to send the changes to Anne Rogerson through
  e-mail.

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Update to the NFT System (continued)

• How can a person tell where an NFT is at in the
  process?
• Following the logon procedures
• Scroll down to the NFT and look under the Level
  column
• If the Level is CIOB, that means it is awaiting
  Annes review.
• If the Level is AIO, the NFT is with Fogarty.
• If the Level is OIA, the NFT has been forwarded
  to the Department.

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Other NFT Issues

• Always be sure to submit clear Overseas Contact
  Information that includes
• Telephone number
• Street Address
• Hotel Information including telephone number and
  street address

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NFT Issues (continued)

• Include the name of the host, street address and
  telephone number. If you do not have the name of
  a host, then include the name of the meeting
  site, street address, and telephone number
• On the NFT, in the Explanation Block
• Please make sure the justification for the trip
  includes as much information as possible.
• Because the Department receives a copy of every
  NFT
• We need to provide sufficient explanation of the
  purpose of the trip.
• If a presentation is being made, please include
  the title of the presentation.
• Include the place, name and dates of the meeting.
• If its an informal meeting, please include the
  name of the university, industry, etc. that the
  traveler is meeting with.

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PERSONNEL
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April Employee Benefit Information

• 4/15 Blue Cross/Blue Shield Service Day
• Building 45 (Natcher), Conf Rm C12 (lower level)
  9am-3pm
• 4/15 TSP Open Season Begins
• Eligible employees may start or change their
  contribution amounts during the open season that
  will continue through June 30th. More
  information regarding the open season will follow.

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April Employee Benefit Information (continued)

• TSP Catch Up Contributions
• If you are age 50 or over and covered under CSRS
  or FERS, you may be allowed to participate in the
  special TSPCatch Up contribution provision.
  This new provision will allow eligible employees
  to contribute up to 2,000 more to their TSP
  account in 2003.We expect to implement this new
  program in July 2003. Additional information
  about this option can be found at
• http//tsp.gov/bulletins/03-4.pdf

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April Employee Benefit Information (continued)

• 4/16 Kaiser Permanent Service Day
• Building 31, Room 2C19. 9am-1pm.
• 4/22 Retirement Information Session
• Building 31, Conf Rm 10 (C Wing, 6th floor)
  9am-1130am.

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April Employee Benefit Information (continued)

• FLEXIBLE SPENDING ACCOUNTS (FedFlex)
• This new program will be introduced this summer
  to the Federal benefits program. FedFlex will
  allow Federal employees to contribute pre-tax
  dollars to their account to be used for medical
  expenses not covered under health care or to be
  used for dependent care. A special open season
  is expected to begin in May 2003. For
  information regarding this new program, go to
• http//www.opm.gov/insure/pretax/fsa/index.as
  p

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April Employee Benefit Information (continued)

• BENEFIT REMINDERS
• Go to
• http//hr.od.nih.gov/Benefits/Benefits-Reminder
  s.htm for important information about military
  deposits, continuing health coverage for
  dependents, life events and their impact on
  health coverage, life insurance, and
  beneficiaries.

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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_____________________

• When ordering a subscription for a staff member,
  how must the recipient be listed in the address?
  Circle the correct below
• (1) Requesters Name (2) Chiefs name (3)
  Requesters Title
• What should you do before you cancel a govt T.O.
  due to a cancelled trip? _________________________
  _____
• What is the deadline for the ARCs Admin Tech. to
  enter receiving on a PSO? __________ days after
  the last day of the meeting.
• 4. When is TSP Open Season? __________________
• What is the new requirement on an NFT for foreign
  travel? __________
• Spell the Director, NCIs first name, middle
  initial and last name _____________________