FRA Visiting Committee for Fermilab Administration and Operations Support

1. Bruce Chrisman August 2, 2010 FRA Visiting Committee for Fermilab Administration and Operations Support

2. FY10 Admin-Ops Review Chrisman

3. HIGHLIGHTS • ES&H – Nancy • ARRA – redux • Contractor Assurance (CAS) • DOE Notable Outcomes – Bob • FTL complete – Cindy & Vicky • QA Program Implementation - Bob • Illinois Accelerator Research Center - $20M - Randy • Other Activities FY10 Admin-Ops Review Chrisman

4. Last Year’s General Recommendations • Employee Focus Groups • HR reaching out – Kay • Employee Advisory Group (EAG) formed • Meets with Director, Deputy Director, & COO monthly using facilitator • Several Staff increase Recommendations • Budget and low turn over has precluded action. FY10 Admin-Ops Review Chrisman

5. ARRA Status - FNAL • Total Amount Awarded - $144.8M • Projects • NOvA - $55M • FNAL - $24.5M • UMinn - $30.5M • General Plant Projects - $25M • FCC Cooling Upgrade - $4.75M • NML Expansion - $4.9M • MI-8 Expansion - $4.9M • High Availability Computing - $4.5M • IB3 Addition - $4.9M • WH Generator replacement - $1.05M • SRF - $52.7M • LBNE - $9M • High Field Magnet- $3.1M FY10 Admin-Ops Review Chrisman

6. ARRA Status (as of 6/30/10) - FNAL • Received - $144.8M – 30.5M = $114.3M • Targets being met – minor exceptions, no DOE concerns • FNAL Obligations $68.3M (60%) • FNAL Costed $22M (19.2%) • IG Audit with no findings • Heavy Reporting Requirements • 25 GSA Vehicles Provided Question 3. NO FRA EMPLOYEES HIRED WITH ARRA FUNDS FY10 Admin-Ops Review Chrisman

7. Contractor Assurance (CAS) • New H Clause (CAS) Replaces DOE O226.1A • “Implementation of DOE Oversight” • Requires • Identify Management Systems for review • Increased Corporate Involvement • Annual Review – similar to today’ review • Once every three years a DOE “Peer Review” • Two “Peer Reviews” complete ORNL & PNNL FY10 Admin-Ops Review Chrisman

8. Contractor Assurance (CAS)Status • Assurance Council has the lead • Reviewed ~200 processes, consolidated to 43 major processes identifying 10 Management Systems Vetted with DOE-FSO Details next FY10 Admin-Ops Review Chrisman

9. FY10 Admin-Ops Review Chrisman

10. Other Activities (in no particular order) • CIO Appointed 3/10 • Traffic Safety - Nancy • No Cell phone usage • Standardized traffic violation discipline • Preparation for Science Lab Initiative projects - Randy • Electronic Documentation – Vicky • TeamCenter Engineering • Sharepoint • Simplified System Access – Vicky • Building Identity Management Foundation • One password for some systems FY10 Admin-Ops Review Chrisman

11. Other Activities • Improved Records Management • Budget Exercises – Cindy • Continue Meeting with ANL COO & CFO • E-Verify – Kay • Mission Readiness – Randy • Sustainability Challenge - Nancy FY10 Admin-Ops Review Chrisman

12. David Carlson Head, Business Services Section August 2, 2010 FRA Visiting Committee for Fermilab Administration and Operations Support

13. 2009 Visiting Committee Recommendations • BSS should continue to use hiring opportunities to bring in new talent to bolster succession planning efforts. This will be critical to maintaining and enhancing the quality of services that BSS provides to Fermilab. • Budget and low turnover minimized opportunities. (This item addressed in response to question #7.) 2010 FRA Visiting Committee – Business Services

14. 2009 Visiting Committee Recommendations • BSS should continue to pursue system improvements to achieve cost reduction, cost avoidance, and operational efficiencies, e.g. Oracle iProcurement. While this is a good approach regardless of resource levels, it is particularly important in a resource constrained environment. • Budget and IT resource constraints were severe enough that there was little progress. • Notable Outcome, FY10 – New Fleet Management system was implemented (October 2009). • ProCard front end migration strategy agreed on BSS « CD. • Oracle iProcurement project on hold due to other IT priorities. • Reached steady state of e-commerce for procurements (RFQ’s, Fermilab bid posting website, electronic drawings) • Information Resources Department did not renew 36 titles in 2010 resulting in cost savings of $115,589. 2010 FRA Visiting Committee – Business Services

15. 1) Performance Measures – FY09 Results Objective 6.2 : Provide an Efficient, Effective, and Responsive Acquisition Management System(s). Overall grade B+. • Procurement BSC: “overall target was exceeded,” achieved 95 points (90 = B+). • Successfully meets Acquisition Management M&O contract requirements: “…continues to improve the level of quality and timeliness of documents submitted” … “procurement files and documentation exceeded the established expectation.” • “Fermilab conducted a separate BSC review of ARRA funded awards” – full compliance with procurement and ARRA rules. • The Laboratory demonstrates a commitment to process improvements in the Acquisition Management System: “The target has been met. However, further improvements are needed in the level of quality in the documents received.” Improved in FY10. 2010 FRA Visiting Committee – Business Services

16. 1) Performance Measures – FY09 Results (continued) Objective 6.3: Provide an Efficient, Effective, and Responsive Property Management System(s). Overall grade A- • Property Balanced Scorecard: Exceeded overall DOE performance target (90 = B+), achieved 96%. • Effective Fleet Management: Scored highly. Objectives 8.3 & 8.4: (BSS partially responsible) Sensitive Property (Overall B+) & Information (Overall B+). • Security in Property Protection Areas: Exceeded expectations. • Interface with DOE security contractor: Various positive comments. • High Risk Property: 100% accountability, no adverse events. 2010 FRA Visiting Committee – Business Services

17. 1) Performance Measures – FY10 Status 6.2 Procurement: Already a record year in procurement dollar volume. Overall performance is very good, metrics will be met or exceeded. • Procurement BSC: Expect 94-95 of 100 (Notable Outcome = 90). • 6.1 ARRA : Customers receiving goods and services in timely manner, no OIG or IA findings. 6.3 Property: Expect to meet or exceed performance metrics. • Property BSC. Expect 95% (Notable Outcome = 92%). • Inventory results (equipment, sensitive, high-risk) exceeding targets. • Fleet Utilization exceeding targets. 8.3 & 8.4 Sensitive Property & Information (partially BSS) : • Security in Property Protection Areas – Exceeding expectations. • Security contractor – Back to Fermilab 10/1. Proposals in hand. • High Risk Property – 100% accountability, no adverse events. 2010 FRA Visiting Committee – Business Services

18. 2) Service Culture IT: BSS is a consumer. Experiencing longer response time to problems and less strategic influence since the reorganization. Have not seen a list of specific desired effects or analysis of outcomes. CD management is communicative and direct channels to IT management are open. Track and Trend: BSS is both consumer and participant. Tracking tools have improved for both management and ES&H assessments (assessment schedule and CAPs, frESHtrk). May be too soon to tell. Comp, Employee Relations, Employment: BSS is a consumer. These functions operate reliably for the BSS support organization to enable and support excellence in science. Benefits: BSS is a consumer. Have seen significant increase in outreach and efforts to administer benefits at higher customer service level. 2010 FRA Visiting Committee – Business Services

19. 2) Service Culture ARRA: BSS is a service provider. Supported ARRA procurement energetically and effectively. • Kept focused on successful contract execution during a record procurement dollar volume year ($130M by mid-year, over $200M presently). • Performance metrics for customer satisfaction, subcontract file compliance, competition levels, requisition turnaround, procurement innovations, supplier management, employee alignment/satisfaction, and the cost to operate indicate high levels of performance. • No audit findings. Improvements desired: • iProcurement, online catalog ordering. • <4 hour restore time for crashed “constant service provider” desktop? • On-line travel booking (taking some steps now) Also see “Other Accomplishments” (p. 16) 2010 FRA Visiting Committee – Business Services

20. 3) ARRA Wind-Down BSS ARRA work is concentrated in Procurement. • Procurement volume a stretch, but the work has been executed with existing staff, systems and procedures. • Excellent support from Legal Office on new contract requirements, flow-down requirements, terms & conditions. • Staff asked to go the extra mile. • Looking forward: • Subcontract administration on ARRA construction projects will continue well into the next fiscal year. • After that, staff will be redirected to future projects. Effort also needed to implement changes in federal procurement system. • Cross-training is underway for an imminent retirement. OHAP FY11 plan shows position replaced and another position to allow constant engagement of procurement staff on future projects. 2010 FRA Visiting Committee – Business Services

21. 4) Integrating OQBP Efforts QAR appointed from and supported by Section Office, shared to Finance. Section Head is member of Assurance Council. Interfaced substantially with URS/EG&G staff: • Help understanding of business requirements & processes. • Provide feedback on proposed changes and improvements. Integrating self-assessment & management assessment. CAS: Involved with identification of management systems, Assurance Council deliberations, and direct interaction with OQBP staff on IQA and CAS program documentation. 2010 FRA Visiting Committee – Business Services

22. 4) Integrating OQBP Efforts (continued) BSS QAR and BSS/FI SSO participated in Suspect / Counterfeit Items (S/CI), Lessons Learned (LL), program development; QAR attended Root Cause training and SSO attended Human Performance Indicator (HPI) training – Fermilab is trying to come to agreement on a combined effort. 2010 FRA Visiting Committee – Business Services

23. 5) Interaction with Argonne Travel • Organized DOE Contractor Travel Managers' Meeting in May, 2010 in Chicago. Led efforts of Fermilab and Argonne in organizing the meeting and scheduling the agenda. (new Travel manager at ANL) Information Resources • Ongoing lunch meetings with Records Management staff Procurement & Transportation Services • Using procurement & shipping advice from ANL, achieved cost savings >$800K from duty-free entry for WLS fiber for NOuA. Property • Fermilab continues to recycle all of ANL’s electronics. 2010 FRA Visiting Committee – Business Services

24. 6) Safety Program True State Q: Which year is representative? A: Both. • This year’s remarkably low rates indicate a deep and broad commitment to safety and a solid, well developed program. • Last year’s “high” rates are still much lower than long term historical results; this also indicates an effective program. • Even if the statistics of small numbers means that neither year can represent the true state, taken together and in long term historical perspective it is clear that a dramatic improvement has occurred. This is indicative of the program. • When rates are compared to published BLS/DOL statistics, by industry & job classification, Fermilab experience is superior. 2010 FRA Visiting Committee – Business Services

25. 6) Safety Program True State (continued) BSS has no DART cases for last 571 days. BSS has no OSHA Recordable Cases since 1/6/09. No adverse environmental incidents. National Safety Council Safe Driver Award: All BSS Transportation Department drivers for the period 11/1/2007 and continuing. Notable Outcome for FEC/EPEAT: All BSS acquisitions of computer electronics were EPEAT Certified. Notable Outcome for ISO14000 & OHSAS registration: BSS contributed to this Fermilab success. Recycled content / recyclable cafeteria cups (w/ incentives) & containers (some). Exceeding targets for alternate fuel use and petroleum reduction. 2010 FRA Visiting Committee – Business Services

26. 7) Succession Planning • Broader issue addressed by Bruce: Budget and low turnover precluded action. • Reminder: +1 Procurement Administrator, June 2009. • Opened new Assistant Property Manager position, filled via transfer from Procurement (Jan 2010), refilled Procurement with well qualified external hire (April 2010). • +1.2 FTE Procurement Admins in OHAP starting in FY11. • +1 Telecom technician starting in FY10 – offer pending. • Other efforts to strengthen staff: • Continue investment in training in government practices for Procurement and Property • Cross-training 2010 FRA Visiting Committee – Business Services

27. Other BSS Accomplishments Travel Service Improvements: • Industry Change: Oct. 2009 "Profile Express" – Travel Office automatically transmits profiles to comply w/ new Homeland Security/TSA boarding rules. • Going Green: May 2010 – travel booking/invoice process 100% paper free. • Emergency Plan: Outreach to travelers stranded in Chile and in Europe during earthquake and the volcano incidents. • Communication: Continuous updates to website; e-mail alerts. A/E Selection Board for IARC, Project X, Mu2e, LBNE, ILC and SLI. Started late 2009. Awards in July 2010 to 10 firms for a total of $13.875M. Lab-wide WBS committee, new relational taxonomy invented. Electronic Records policy, Records Management Handbook. SPIRES HEPJobs database – success story from SLAC. EPEAT procurement selection & tracking system (with Comp Div). 25 alternate fuel vehicles via ARRA, no cost to Fermilab. SLLP 2010 FRA Visiting Committee – Business Services

28. Business Services Section (FTE’s budgeted for FY10) 0 0 n = FY10 – FY09 0 0 0 0 +0.83 +0.25 0 0 FTE’s = [126.9 + 1.42] + {+0.5} = 128.82 0 [On Board + Approved Openings]+ {Planned New} D FY08 -> FY09 review = - 8.01 D FY09 -> FY10 review = +1.08 2010 FRA Visiting Committee – Business Services

29. Business Services Section (FTE’s by sub-dept. group budgeted for FY10) FTE’s on board + approved openings + {planned new} 2010 FRA Visiting Committee – Business Services

30. Kay Van Vreede Fermilab Workforce Development and Resources Section August 2, 2010 FRA Visiting Committee for Administration and Operations Support

31. 2009 Visiting Committee Recommendations - Results • Head of HR served on search committee for Head of Office of Project Management Oversight • Generalist positions were not added due to budget constraints • WDRS responded to the focus group feedback by: - implementing customer service initiatives - improving Human Resources communications - recommending actions to improve management performance at the Lab - initiating a management curriculum committee to improve management development at the Lab 2010 FRA Visiting Committee - WDRS

32. 2009 Visiting Committee Recommendations - Results Strategic Laboratory Leadership Program (SLLP) alums participated in ongoing get-togethers to share ideas on the program and work-related topics, e.g., change management. A succession planning process was developed for the Lab and named the Talent Development Planning Process. It includes continuity of operations, possible successors and development plans, and possible outside candidates together with attraction strategies. Plans were developed for the Lab’s top positions. 2010 FRA Visiting Committee - WDRS

33. WDRS Performance Measures FY09 Performance Measures All PEMP measures met or exceeded DOE graded the performance B+ No deficiencies were noted FY10 WDRS focuses on continuous improvement, goal attainment and customer service to sustain outstanding performance We have two notable outcomes for FY10 2010 FRA Visiting Committee - WDRS

34. WDRS Performance Measures Succession planning: program developed and implemented for top Lab positions. Goal will be met. Executive/management pay structure: extended pay structure, graded top positions, regraded other mid-high level management positions, created new Scientific Engineering Manager positions. Structure currently in approval process with DOE. Goal will be met. We should be graded at least a B+ this year. 2010 FRA Visiting Committee - WDRS

35. WDRS Customer Service Initiatives We are cognizant that we have many customers: DOE, FRA, employees, users, students and teachers, the public. We have a regular monthly call with DOE. This year we launched customer service initiatives to include: Ask HR: site visits by HR departments to meet employees, answer questions, provide information. Tell HR: specific customer feedback to respond to individual problems and improve service, and implementation of customer service standards. 2010 FRA Visiting Committee - WDRS

36. WDRS Customer Service Initiatives Improved customer communications through an entirely revised website, a Who Does What in HR brochure and regular benefits bulletins. Responded to the visa needs and provided special services to foreign employees and visitors including international orientations and social events like Guests for Thanksgiving. Our outstanding Education Office provides in-person and on-the-web learning experiences for students, teachers and visitors. 2010 FRA Visiting Committee - WDRS

37. Developing and Sustaining a Service Culture Compensation, Employee Relations, Employment During FY10 reviewed scientific and engineering job families Conduct a High Energy Physics salary survey every two years Participate with other Labs in Pearl Meyer R&D Survey to benchmark technical positions Support and provide guidance to managers on workplace interactions and performance Assist operational managers in addressing conduct and performance problems 2010 FRA Visiting Committee - WDRS

38. Developing and Sustaining a Service Culture Scientific recruitment now includes HR processes. Employment added value through informational interviews and an applicant tracking system for scientific candidates, and a website for post-doc candidates. Benefits Planning and Administration Provides a comprehensive, competitive benefits package while keeping cost increases at a reasonable level. Provides increased communications and outreach programs, e.g., retirement seminars. 2010 FRA Visiting Committee - WDRS

39. ARRA Wind Down No employees were hired as a result of ARRA 2010 FRA Visiting Committee - WDRS

40. Integration with OQBP/Quality Work with OQBP on possible PEMP measures, self assessments and the quality program. Currently working with OQBP on the development of a process to document on-the-job training via our training database. A WDRS representative participates in weekly quality meetings. 2010 FRA Visiting Committee - WDRS

41. Integration with OQBP/Quality Implementing the quality program by: Meeting the requirements for 13 corrective action plans Conducting self-assessments in our Section Documenting management and control Continually looking for opportunities to improve processes 2010 FRA Visiting Committee - WDRS

42. Interactions with Argonne Head of HR met on at least a quarterly basis with Argonne HR Director Participated in conferences, meetings and informal information sharing of all departments Collaborated with Argonne on administration of the University of Chicago Strategic Laboratory Leadership Program (SLLP) Consulted with Argonne on compensation certification and HR restructuring Facilitated training opportunities for employees of both labs at the opposite lab 2010 FRA Visiting Committee - WDRS

43. Interactions with Argonne Benchmarked numerous programs against Argonne programs Worked with Argonne and DOE on recruitment of candidates, job fairs and community outreach initiatives Collaborated on DOE national pre-college programs Worked with Argonne on special programs in the Chicago area like Science Chicago We will continue these efforts to share best practices, increase efficiency by using ideas that have already been developed, and looking for cost sharing opportunities. 2010 FRA Visiting Committee - WDRS

44. Safety Program WDRS has a safety record of 6 years with no DART case We maintain an active Section Safety Committee We have employees involved on a grassroots level including: safety walk-throughs, safety suggestions made by everyone in the section, an annual cleanup that include six sigma principles, a committee to identify opportunities to reduce our carbon footprint, and an annual weed pull. 2010 FRA Visiting Committee - WDRS

45. Safety Program Safety is included as a discussion item in every staff meeting and other annual events. 2010 FRA Visiting Committee - WDRS

46. Succession Planning There are strong managers who have cross- functional knowledge and can provide assistance with continuity of operations as needed. Some managers’ responsibilities have been expanded to gain knowledge of other HR functions. Employees below the manager level who could succeed the manager have been identified. Developmental opportunities and cross training have been identified and implemented to prepare them for a larger role. 2010 FRA Visiting Committee - WDRS

47. FRA Visiting Committee for FermilabAdministration and Operations Support Office of Quality and Best Practices Bob Grant

48. FRA Visiting Committee for FermilabAdministration and Operations Support • Performance of OQBP vs Performance Measures August 2, 2010

49. FRA Visiting Committee for FermilabAdministration and Operations Support FY2010 Accomplishments • Implemented Assessment Program • Developed program documents for assessments • Developed schedule • Trained lead assessors and QARs on how to properly perform assessments • Performed six small and one large assessments • Staffed project controls and engineering personnel to assist Fermilab with new project implementation August 2, 2010

50. FRA Visiting Committee for FermilabAdministration and Operations Support FY2010 Accomplishments • Led effort for Fermilab implementation of H13 clause • DOE 226 v. H13 Clause gap analysis • Prime Contract requirements mapping • Definition of management systems • Director’s policies mapping to contract requirements • Mapped directives to requirements • Assisted with development of document management program • Provided briefs to all levels of management to indoctrinate to new requirements • Assisted with establishment of worker feedback and management review programs August 2, 2010