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Modifications and Budget Methodology ICASS Budget Committee Meeting February 2014

Modifications and Budget Methodology ICASS Budget Committee Meeting February 2014. International Cooperative Administrative Support Services. February Budget Committee Meeting: Agenda Items. Workload Count Modifications

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Modifications and Budget Methodology ICASS Budget Committee Meeting February 2014

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  1. Modifications and Budget MethodologyICASS Budget CommitteeMeeting February 2014 International Cooperative Administrative Support Services

  2. February Budget Committee Meeting: Agenda Items • Workload Count Modifications • Budget methodologies including Sub-Cost Centers and Location Budgeting. • The Subscription of Service Agreements: April 1 deadline for withdrawal.

  3. Reports for February Meeting • Post’s policy on Workload Count Modifications. • Existing Modifications – Workload Summary. • Requests for new Modifications, if any • Sub-Cost Centers – Budget Summary by Cost Center for current year. • Lite posts: three new General Services Cost Centers. • Post’s Service Matrix for this year. • Subscription of Service Agreements.

  4. Two Ways to Budget • ICASS Costs in FY15 • Standard Method • 32 cost centers • More detail • Lite Method • 20 cost centers • Less detail

  5. What is a Workload Count Modification? Granted to an agency that receives less than the full level of a service because: • It is unable to fully access a service. • It provides part of a service for itself.

  6. Only Two Levels of Workload Count Modifications • 0.6 for a medium level of service or • 0.3 for a minimum level of service 0.3 0.3 0.6 0.6 0.3 0.6 0.6

  7. Budget Committee Actions onWorkload Count Modifications 1. Review and update post’s policy on Modifications. 2. Review Modifications from previous years. 3. Discuss and approve or deny requests for new Modifications.

  8. Review Post Policy on Workload Count Modifications • Posts must have a policy on Workload Count Modifications that covers the most-requested Modifications. • Look at the Foreign Affairs Handbook 6 FAH-5, Chapter 332.1. • Download sample policies at the end of this session.

  9. Service Matrix The Service Matrix shows: • The services Agencies have subscribed to. • Approved Workload Count Modifications, either 0.3 or 0.6.

  10. Modifications at Lite Posts • Services offered separately in Standard are bundled in Lite. • Lite post’s Modification policy has to be carefully constructed.

  11. Good News: Lite Posts Can Break out Three GSO Cost Centers • Post chooses 3 GSO Cost Centers that are • Most costly. • Least equitable. • Likely to provide greatest clarity in how ICASS monies are spent. • Use the Standard methodology’s Distribution Factor. GSO

  12. How Does This Increase Equity? New GSO Cost Centers use the Distribution Factor from Standard: • General Services in Lite uses a headcount as a Distribution Factor – the thing that is counted. • General Services in Standard uses a variety of Distribution Factors ,e.g.: • Kilometers driven for Motor Pool. • Dollar value of supplies for Administrative Supply. • Number of inbound/outbound shipments for Shipping and Customs, etc.

  13. Sub-Cost Centers: Another Way to Increase Equity • Use when the justification is NOT geographic location or self-provision. • Post language programs should be tracked in Sub-Cost Centers in HR. • In some cases, equity is greatly served: e.g. Peace Corps and General Services at a Lite post.

  14. Location Budgeting • New in FY14: Location Budgeting is mandatory for all Building Operations and Local Guard Programs. • Greater equity: Not all Agencies are present at all locations. • Sub-Cost Centers for location budgeting should be eliminated. • Posts can also use Location Budgeting for other Cost Centers.

  15. Subscription of Service • Each Agency receives its Subscription of Service that shows which services the Agency has signed up for. • Now is the time to review services for FY15. • April 1 is the deadline for withdrawal from services.

  16. Does Your Budget Committee Need to Know More about ICASS? The ICASS Service Center (ISC) offers Webinars to brief Budget Committees. • A one-hour briefing about ICASS a your post. • A chance to get your questions answered by the experts. To arrange a Webinar for your post, contact the ISC at: ICASSServiceCenter@state.gov

  17. This is the End of our Webinarfor the February meeting of theICASS Budget Committee Find additional Distance Learning Tools at ICASS websites: • Internet: http://www.icass.gov • OpenNet: http://rm.m.state.sbu/sites/icass

  18. Where Can You Get Help? Contact the ICASS Service Center: OpenNet: http://rm.m.state.sbu/sites/icass Internet: http://www.icass.gov Email: ICASSServiceCenter@state.gov

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