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OCFO Town Hall

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OCFO Town Hall Kim Williams | June 12, 2013 * – PowerPoint PPT presentation

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Title: OCFO Town Hall


1
OCFO Town Hall
  • Kim Williams June 12, 2013

2
Topics
  • Welcome
  • Safety
  • Lab and OCFO Updates
  • Effective Teams
  • Talent
  • New Employees
  • Awards
  • Service Recognition
  • QA

3
OCFO Safety Coordinator Kat Wentworth
  • My first priority on this job is to get to know
    all of you!
  • Please help
  • Come say hello - my main office is 971-154L
  • Invite me to group meetings
  • Ask me into your space to look at your
    workstation set up
  • Talk to me about safety
  • Shake, Bake, Evacuate
  • June 18 on Hill

4
Lighten Your Load!
  • What are you carrying around?
  • Do you have old baggage?
  • Finding balance

Minh Huebner says, I use my backpack so I don't
hurt my back like I did when I carried everything
on one shoulder.
4
5
Update Big Picture
Long Term Outlook POSITIVE, with continued focus
on major opportunities and initiatives
  • Short Term Outlook
  • Still no FY13 annual guidance
  • FY14 will be a challenging year

5
6
Update Financial Landscape
6
7
Update Financial HR Matters
  • Strategy Address financial challenges prudently
    while minimizing impacts to our staff and our
    mission
  • Financial
  • Scientific Operations divisions all evaluating
    funding and costs
  • OCFO taking non-labor cuts and limited RIFs, like
    other divisions
  • FY14 budgets being developed with view to
  • Sustain core operations
  • Invest in key initiatives
  • Limit non-labor and non-essential spending
  • HR
  • OCFO still hiring, developing, building talent
    28 hires in past 12 months, 13 open postings
  • Merit increases expected this October
  • Performance management/goal setting process
    underway
  • OCFO division goals defined for FY14
  • OCFO performance guidelines developed

7
8
Updates - OCFO
BUDGET
  • Federal Budget Tracking (FY13 FY14), FY13
    Budget Drill Down
  • SC Annual Budget Formulation for FY15
  • Procurement Rate Analysis

BUSINESS SYSTEMS
  • Division Pcard Automation
  • RFIC Process Automation
  • eSRA Implementation

CONTROLLER
  • Relocation Services Outsourcing effective June 24
  • Electronic Travel Receipts
  • Property Travel Policy Updates

FIELD OPS
  • DOE Encumbrance Reporting with June financial
    data
  • New Staff Hires, Reassignments and Planned
    Retirements
  • DOE Field Budget Submission Process

8
9
Updates - OCFO
FM
  • Completing and prioritizing requirements analysis
  • Commencing design
  • Website relaunch

OPERATIONS
  • Cost Allowability Course launched
  • FM website and OCFO Downloads web page (logos,
    templates)
  • Successfully executed JGI User meeting (300
    attendees)

OSPIP
  • eSRA for Fed Non-Grants.gov WFO proposals
    awards - summer
  • IG WFO audit completed successfully
  • New WFO terms for Chinese sponsors

Procurement Property
  • Successful PERT Review
  • Property inventory results 99.2
  • Subcontract lt25k Cycle Time reduction of 51

9
10
FM Website fsm.lbl.gov
  • Purpose Informative, dynamic tool
  • Source of key information for the lifecycle of
    FM
  • Communicate to all stakeholder groups
  • Audience Lab Community
  • Reference tool for Project Team
  • Resource for anyone interested in FM
  • Easy URL fsm.lbl.gov
  • Getting the Word Out
  • Phased communications planned
  • Building up to Lab-wide announcement target date
    July 5, 2013

10
11
FM Website Content
  • Project Background
  • Overview, Benefits, Scope, Schedule
  • Team
  • Who is working on FM
  • Project updates
  • Project Status
  • Proposed changes to OCFO processes (LDAP
    required)
  • Comment / Feedback form
  • For anyone working on or interested in FM
  • Can be submitted anonymously

11
12
Berkeley Labs Operating Principles
Berkeley Lab fosters groundbreaking fundamental
science that enables transformational solutions
for energy and environment challenges, using
interdisciplinary teams and by creating advanced
new tools for scientific discovery.
13
Teams What Works?
Teamwork video
13
14
What is PERT?
  • PERT Procurement Evaluation Reengineering
    Team
  • Independent 5 day review, every 3-5 years
  • Joint team of Federal and Contractor personnel
  • Review every aspect of what Procurement does
  • Whats at stake?
  • DOE approval of our Procurement Authority!

15
PERT Approach
  • Create project plan
  • Dedicated, diverse project team and lead
  • Address previous comments/findings
  • Deep dive into practices
  • Complete self assessment
  • Understand data
  • Create comprehensive in-brief presentation to set
    tone and context
  • Huddle the team and Go For It!

16
PERT Challenges
Challenge Action Team Strategy
Leading the Effort Laura Crosby volunteered others shouldered some of her work Common Purpose, Shared Identity
Responding Resourcing Strategically Team Huddles before and during the review to agree on response strategies, share load (e.g., Laura Hutchinson, Laura Saunders, Maggie Cunningham took addit complex file reviews) Clear Rules, Communications, Collaboration, Commitment
Filling Knowledge Gaps Eileen Nasto offered to represent Conference Services procurement activities Clear Goals, New Learning
Handling Curve Balls Catherine Lindquest nimbly addressed unexpected eBuy review questions Diversity of Skills, Flexibility Strategic Positioning
Leveraging Distributed Talents Edna Annis Audit coach Colleen Lewis Process/Project mgmt Steve Filippoff Powerpoint whiz Eileen Nasto PERT experience Denise Davis Pcard compliance Leverage Strengths Diversity, Differentiated Roles
17
PERT Review Outcome
  • Two strengths, ZERO Weaknesses!
  • Strong new management team
  • Customer and supplier outreach program
  • Thirteen (13) continuous improvement initiatives
  • Embedded procurement staff with major programs
  • Small business program effectiveness
  • Upcoming ERP system (FM) is vital

Well Done Team!
18
Encumbrance Reporting Initiative
  • What? New DOE Encumbrance Reporting requirement
  • Why? Assure encumbrances on all funding are
    reported
  • When? Effective June 2013
  • Who? Cross disciplinary OCFO team working with
    divisions
  • Budget Office Chris Lundell, Anne Moore,
    Anastasia Schiller, Nick Skowronski, Lauren
    Zickfeld, David Kong, Dennis Lowe
  • Field Ops Michele Bennett, Jeremy Coyne, Doug
    Goodman
  • Controllers Office Rachelle Jeppson, Angela
    Bybee, Helena Cheng
  • BSA Chuck Axthelm, Janet Leong, Aurora Pecoraro
  • Procurement Edna Annis, Kimberly Jurgensen
  • Others Minh Huebner, Kim Williams

18
19
Encumbrance Reporting Initiative
Approach Approach
Define common purpose, goals Analyze terms, requirements, impacts on divisions
Form diverse team Develop process system solutions
Define clear roles rules (ONE OCFO!) Communicate and collaborate with divisions
Challenge Action Team Strategy
Key Team Players Changed Identified new lead (Chris Lundell) Commitment, Collaboration
Interpretation Ambiguities Research, engage with DOE and other labs, analyze, develop team recommendations for senior leadership decision Clear Goals, Diversity of Perspectives
System Issues Partner closely with IT and functional SMEs to identify resolutions and test Collaboration, Differentiated Roles
Negative Impacts to Research Programs Education divisions, clear old encumbrances, restructure procurements to release encumbrances Communications, Trust, Shared Identity
19
20
FM
Approach
Establish project scope, value proposition for whole Lab
Form multidisciplinary team, define roles
Determine clear rules (governance)
Define work streams based on end-to-end user experience
Validate requirements with cross functional teams, process owners, divisions
Form Change Management Network
Challenge Action Team Strategy
Forming the Team Select strong partner (Accenture), two-in-a-box partnerships, orientations Trust, Communications, Differentiated Roles
Balancing Input with Project Schedule Define roles rules of engagement, build trust, share work products, website Clear Goals, Trust, Diversity of Perspectives
Costly Wish List Prioritize requirements, estimate costs to deliver, identify options to manage budget Common Purpose, Clear Goals
20
21
Effective Teams
22
Welcome New Employees!
OCFO TOWNHALL 6/12/13
New OCFO Staff (Since February 2013) New OCFO Staff (Since February 2013)
Sahar Iranipour Sr Resource Analyst
Daniel McCloskey Sr Subcontracts Admin
Michael Morgan Pr Financial Analyst
Alana Schilling Pr Resource Analyst
Garrick Snider Pr Resource Analyst
David Stewart Sr Financial Analyst
Evan Tarver Resource Analyst
22
23
Recognizing Performance SPOT Award Winners
OCFO TOWNHALL 6/12/13
PERT Review TeamZero Weaknesses Outstanding Support Under Difficult Times and Reduced Resources
Kate Ahearn Edna Annis Laura Crosby Maggie Cunningham Denise Davis Steve Filippoff Marc Hansen Diane Hutchinson Hanh Kent Colleen Lewis Catherine Lundquist Eileen Nasto Laura Saunders Shanna Wells JoAnn Chow Ann Clark Karen Dickinson-Mazzei Kristine Gee Karen Omoto Yolanda Reyna Elma Serrano Kristi Shaw Mary Cruz Tydingco
23
24
Recognizing Performance SPOT Award
Winners(contd)
OCFO TOWNHALL 6/12/13
Helena Chang Helping Cover the Work of a Peer
Sheila Dixson Participating in PBDs March 17 Outreach Activity at Lawrence Hall of Science
Steve Filippoff Developing Delivering Cost Savings Core Financial Training Material
Susan Gardner Dedication , Leadership Attention to Detail in Proposal Prep Outstanding Customer Service
Craig Hopkins Procurement Support of a High Priority Sole Source Agreement
Janice Krueger Implementation of Cost Center Reporting
Nancy Saxer EMMI WFO Agreement
Shannon Watson Implementation of Cost Center Reporting
Jane Wood Developing an Action Plan to Resolve the Prepaid Airfare Variance
Eileen Yokoi Updating Maintaining the Labor Rate Database
SPOT
24
25
Service Recognition 10-15 Years
OCFO TOWNHALL 6/12/13
25
26
Service Recognition 20-35 Years
OCFO TOWNHALL 6/12/13
35
35 years
26
27
QUESTIONS?
27
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