CFO-ADMIN NEWS YOU CAN USE

A Monthly Newsletter from ITA Administration
Office of the Chief Financial Officer

August 18, 2009

 

Message from the CFO

 

In this issue of CFO-Admin News You Can Use we focus on work life balance in the Federal Government. Work life in the Federal Government requires us to balance many things at one time.

Everyone faces the issue of time management at one point or another, but as more and more people deal with working at one or more jobs, fighting long commutes, managing a household, attending school or other training, raising one or more children, responding to increasing work and time pressures of the shrinking workplace, and dealing with aging parents, the days often seem to last long into the night and vacation and leisure time seem to be consumed with issues other than relaxation and personal fulfillment.

At work you can create your own best Work-Life Balance by making sure you not only achieve, but also reflect the joy of the job, and the joy of life, every day - - help others to do the same.

We encourage ITA employees to exercise or just take a walk to clear your mind and spend time with family and friends.

 

Yoga at Your Desk

 

A simple and effective way to improve your work life.

Stresses of the work day getting to you? Are hours at your computer cramping your neck, back, and shoulders? Are your wrists feeling tight and uncomfortable?

It might be time for you to take a quick break (less than five minutes) and do some gentle yoga stretches at your desk!

 

Yoga is an ancient practice from India that uses light exercises, breathing techniques and meditation to achieve balance of the mind and body. Yoga is not a religion, but rather a practice that promotes spiritual and physical connectedness.

 

Yoga benefits include increased alertness, stress reduction, improved circulation and most importantly it can make you feel better.

 

Simple slow movements such as neck rolls, wrist stretches, gentle back and shoulder exercises and deep breathing can set you on the path to a productive day or help manage stress during a hectic one.

 

Below are links to yoga sites that cater to the desk-bound employee:

Yoga Stretches at Your Desk

Yoga at Your Desk

Yoga Breathe Out Stress

MSN Yoga at Your Desk

Six Stretches to do at Your Desk

My Daily Yoga

 

Use your judgment when attempting these stretches – if you have questions regarding the safety or appropriateness of a stretch or pose, please ask your doctor. 

Questions about this article? Contact Liz Barnaby: Elizabeth.Barnaby@mail.doc.gov or (202) 482-0482.

 

 

News on Work-Life Balance in the Federal Government 

 

Recognizing the importance of employee engagement, the Federal government is promoting wellness programs throughout its agencies.  It is encouraging agency leaders to tailor their wellness programs to the specific needs of their current and prospective employees to enhance recruitment, retention and results.  To carry out the initiative, the Office of Management and Budget (OMB) is requiring each agency to include an inventory of its current wellness activities as a part of its FY 2011 budget submission. 

 

In a memo to the heads of departments and agencies this summer, OMB director Peter Orszag is requesting agencies to include their future plans for improving their cafeterias, fitness facilities, and health clinics in their budget submissions.  Agencies should also submit plans to create programs such as health fairs, wellness competitions or healthier food alternatives for their employees.  OMB and the Office of Personnel Management (OPM) will use the findings to compile and promote best practices in the area of wellness across government.

 

According to OPM Director John Barry, “OPM and its sister agencies and departments are committed to working together to develop programs and policies that create the ‘Work-Life Balance’ Federal employees want and deserve.”  To that end, he has created a task force of 12 employees, nicknamed “The Wolf Pack,” to determine what the OPM staff wants.  OPM is also holding monthly town hall meetings to discuss possibilities for work-life programs.

 

OPM and the Department of Interior (DOI), the General Services Administration (GSA), and the Federal Reserve are discussing ways to construct a “Work-Life campus.”  The campus would include more than 6,000 employees on multiple acres.  GSA’s Acting Administer, Paul Prouty, supports the creation of this work-life program since it is in line with green energy and conservation.  DOI’s Secretary, Ken Salazar, believes “America’s top employers have understood for a long time just how important it is to create a pleasing place to work as a strong draw for recruiting and retaining the best talent in the land.”

For more information on work-life programs in the Federal government, you may access the following link: http://www.opm.gov/employment_and_benefits/worklife/

 

 

Family Friendly Summer Entertainment 

 

With hard economic times, many families are looking to take advantage of the wide variety of FREE things there are to do right around the corner.  Many federal employees, including those in ITA have already discovered some of these and enjoy the Summer Concert Series on their lunch breaks and the National Theatre Summer Cinema in the evenings after work.  Below are some other suggestions for ways to relax and enjoy yourself while saving money.   

 

Live!  On Woodrow Wilson Plaza Free Summer Performance Concert Series

June 3 - September 25, Monday through Friday
12:00 p.m. - 1:30 p.m. weather permitting

From salsa to strings, and blues to swing, Live! on Woodrow Wilson Plaza features hot entertainment in a cool café atmosphere throughout the summer. The free performances feature world-renowned entertainers in a variety of flavors, such as African dance, Celtic folk songs, jazz violin, hip hop, Latin swing and pop rock.

Live! continues every weekday until September 25th with performances by The Dramatics, Freda Payne, Chuck Brown and others.   For additional information visit itcdc.com or call (202) 312-1300.  There is plenty of outdoor seating. Grab some lunch from Aria Fresca and spend time grooving.      

Top 12 FREE things to do in the Washington, DC Area

1. Visit the President (well, his house anyway)

The most popular attraction in D.C. includes free guided tours of the White House, (well, some of the rooms anyway). Don't expect to meet the president himself while you visit but you may be able to catch a glimpse of him at times. Beware that this attraction will likely have a long line, even first thing in the morning. But don’t let that stop you from going, this is definitely one stop you won't want to pass up. 

2. Arlington National Cemetery

Many war veterans rest here as well as President John F. Kennedy along with his wife Jacqueline Kennedy Onassis and their two children, and brother Bobby nearby. JFK's grave is marked with an eternal flame. Nearby you can find the Tomb of the Unknown soldier and join the other many visitors that watch the guard change at regular intervals throughout the day.

3. Stroll the Mall

This is not a shopping mall, so don't expect to find the latest fashions here.  This area is usually bustling with activity.  The Mall has been the site of many festivals, demonstrations, protests, concerts, and more. Hundreds of people out for exercise jog around the big rectangle every day. The Mall is a good place for a picnic or a quick rest between stops at the nearby Smithsonian Museums.

4. Kenilworth Aquatic Gardens

The Kenilworth Aquatic Gardens is the last natural marsh in Washington DC. These ponds along the Anacostia River are home to many beautiful blooms among the water and are also home to dozens of species of birds. The Gardens have thousands of water plants and flowers, and it does not cost you anything to visit. 

5. Enjoy a Monumental Vacation

You can sightsee for free and get a good exercise as you walk around the many memorials of DC such as the Washington monument, the Lincoln Memorial, and the Vietnam Memorial. Most of the monuments are within a short walk of each other and are near the reflecting pool of the Mall.

6. C & O Canal

C & O stands for the Chesapeake and Ohio Canal which was once used for shipping goods to the Potomac River. It is a 185 mile long canal completed in 1850 that runs through Maryland and the District of Columbia. If you are visiting popular Georgetown, all you need to do is just take a quick detour down one of many side streets to see the canal up close. Many people like to stroll or bike ride along the banks of the B & O Canal.

7. National Arboretum

The National Arboretum is great for the plant lover or gardener in your family. Here to explore are more than 400 acres of land riddled with many plants, trees, shrubs and more laid out for your enjoyment. There is even a unique Bonsai collection for you to see. Many people bring a picnic lunch to enjoy casually amidst the beautiful plants.

8. See JFK's Old House

John F. Kennedy lived in a historic brick building in Georgetown referred to as the red house, before moving into the White House. JFK's old home is not open to the public, but many tourists like to stroll along the street it sits on just to see the building that once served as a home to the Camelot family.

9. Stroll in Georgetown

Georgetown is popular, trendy and pricey, but it is also a very beautiful area to stroll and have lunch at a sidewalk cafe. Window shopping won't cost you anything but can give you a lot of ideas on the latest of everything from clothing to house wares. If you want to get away from the bustling main street, just turn down one of the side streets for a more quiet stroll among the beautiful old mansions and town homes of the elite and rich.

10. Union Station

Union Station is built with amazing architecture that is amazing to look at. It also has many shops and restaurants to lure you inside.

11. Browse Through History at the National Archives

At the National Archives you can glance over public government documents, look into your family history, and even see the original Declaration of Independence among over three billion records kept here. The Archives offers group tours but be sure to call ahead to make an appointment. 

12. Navy Museum

At the Navy Museum you can see various naval artifacts, old ship equipment, and more. You can even see submarine periscopes and World war two gun mounts. These exhibits are completely free to explore as you wish.

If you have questions or would like more information about the above sites, please visit http://www.districtcolumbia.com/DC_Twenty_Five_Free.html

 

 

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New ITA Convenience Check Writer

 

As many of you know, Robin Carpenter has been the primary convenience check writer for ITA for the last several years. In order to be compliant with the Commerce Acquisition Manual’s (CAM) 1313.301 (Purchase Card Program) regarding the span of control and separation of duties for purchase cardholders and convenience check writers, Roxanna Allen in the Office of Financial Management has been designated as the new ITA check writer.

 

Convenience checks are only used when the purchase card is not accepted. Convenience checks are not electronic fund transfer compliant and are subject to a cash advance fee of 2.5% of the amount of each transaction, and have a greater potential for fraud and abuse.  Convenience checks issued under the Purchase Card Program are subject to all of the regulations and restrictions of the purchase card.

 

ITA program offices requesting a convenience check for vendor payment must have prior written approval from their Office Director and show in writing that the vendor does not accept the Government Purchase Card as a payment mechanism.  Both documents must be attached to the request for a convenience check.

 

Convenience check requests and supporting documentation should go to Roxanna Allen, Office of Financial Management, Budget, Room 4112, (202) 482-8363. The single purchase limit on convenience checks is $3,000.

 

If you have questions please contact Robin Carpenter at Robin.Carpenter@mail.doc.gov or at (202) 482-4989.

 

 

Teleworking

 

In the Office of Financial Management (OFM) the staff has turned teleworking on its head.  A small team of employees surveyed other government agencies to determine a set a best practices that could be incorporated into the OFM teleworking policy that would improve customer service and lower the anxiety that staff sometimes feel when they lose that face-to-face interaction with their customers.  For OFM employees, telework opportunities have helped to create the much needed balance between responsibilities at work and at home. 

 

One of the most obvious and useful adaptations to our policy is the inclusion of a teleworking sign on the teleworking employee's workstation notifying visitors that the employee is available remotely and who is backing up the teleworking employee on-site if immediate face-to-face assistance is required.

 

Other features of our policy are: The teleworking employee must be available for communication by telephone and e-mail during the hours he/she is teleworking; the voice mail and Out-of-Office message in their email account must detail how the employee can be reached on teleworking days. 

 

The incorporation of teleworking into the workplace has not been without its challenges, but the challenges have come from an unusual angle.  It has been the staff more than the customers that have had to adjust to working offsite.  Slowly everyone is making the adjustment even our employees that are generally sleep deprived with small children at home.

 

Generically, telework refers to an employee that is paid to perform his or her work duties at an alternate site such as home or a telework center.  In preparation of a pandemic, etc., OFM has asked each of its employees to put a telework agreement into place outlining what duties they could perform, from what location they would be performing their duties and on what kind of schedule.  This agreement is signed by both the employee and the supervisor.

  

The types of telework are as follows:

• Regular Telework
  Set the same number of days (e.g., one or two days per week/pay period).

• Episodic Telework (less frequent than regular telework)
  Set in advance for specific tasks (e.g., monthly financial statements, semi-annual performance reviews, quarterly progress reports, grants reviews, etc.).

• Ad Hoc/Situational Telework (not on a regular schedule)
  Set for a limited time as needed (e.g., special/one-time projects).

• Medical Telework (temporary)
  May be regular, episodic, or ad hoc/situational telework while recovering from an injury or illness. Can exceed the two day per week limit.

• Reasonable Accommodation Telework
  May be regular, episodic, or ad hoc/situational telework, as appropriate

 

Length of Participation

As long as the requirements for participation are met, there is no limit on the amount of time an employee may participate in the telework program. Participation can be terminated at any time by the employee or by the approving management official. Approving officials are required to review existing telework agreements annually during mid-cycle performance reviews.

 

Eligibility and Coverage
Civil Service Employees: You are eligible if you are full or part-time permanent employee who:

• does not need to meet in person with coworkers or customers daily;

• has access to ITA virtual network (e.g., E-mail);

• works in an office that will have appropriate coverage (described later) on the proposed telework days;

• has “portable” work assignments (can be done while teleworking without affecting quality – employee and supervisor will agree in advance on the types of work that can be accomplished during Telework);

• has a current performance rating of record "Meets Expectations" (Level 3) or better;

• willing to sign a Telework Agreement that documents all of the terms of the Telework arrangement along with the Telework Safety Checklist;

• does not need close supervision;

• not on special leave restriction or a Performance Improvement Plan (PIP);

• Justification for approval or disapproval to participate in the program is not dependent on the approval or disapproval of other employees.  The ability of one employee to participate in telework should not impact the ability of others.

 

 

 

JP Morgan Chase Travel Card

ITA JP Morgan Chase travel cardholders are reminded that the travel card is to be used for expenses associated with official government travel only. The card is not intended for personal use. Also, payment of the travel card bill is due upon receipt and on time even if awaiting reimbursement.

If you have questions, please call Sharon Russell, ITA Travel Card Coordinator, at (202) 482-3267.

 

____________________________________________________________

ITA Admin Summer Interns

 

 My name is Olive Sanu and I am a rising senior at Largo Senior High School.  I was born on January 19, 1992 in Greensboro, North Carolina.  I was raised by my mother, Mary Bositck who never allowed me to get a grade below a C.   Around the age of thirteen I began to live with my father Yusuf Sanu who is a CPA.   This is when I started to take an interest in the world of finance.  After entering High School, I found that I was rather good at softball and began playing at the varsity level.   A softball teammate introduced me to the Academy of Finance, and at first I was not a fan, but I gradually grew fond of the program and even ran for President of my senior class.

 

The Academy of Finance has opened many doors for me and I am very thankful for the opportunity.   This has allowed me to earn extra credits prior to entering college, has given me scholarship opportunities and has led me to this internship.   The classes in the program are rigorous, such as Advanced Accounting, World Finance, Banking & Credit, World Economics, Security Operations, and Financial Planning which are all preparing me for college.   I am also gaining leadership skills that I use in other clubs I participate in such as the “college summit” where I am a Peer Leader.

Being a Peer Leader gives me the opportunity to share my knowledge about the process of getting accepted into college.   I want to be a part in helping my 2010 classmates make it to college whether that means dragging them to college fairs or working with them step-by-step while they fill out college applications.   I know I am making a difference.   Not only will my focus be on my senior class this school year, but I look forward to mentoring a freshman who is not on the right path.   After my last year at Largo High School I plan to move forward to a University and major in a Finance field, as well as minor in Accounting.

 

 

My name is Eric Edwards.  I am an Academy of Finance (AOF) intern in ITA’s Office of Financial Management (OFM).  The Academy of Finance is a national program offered at my high school and throughout the nation which provides young people with insights into real-world operations within the business community. I was recommended for the AOF program during my freshman year in high school and officially started during my sophomore year. This program has been operating at my school for approximately 15 years.  During the school year AOF interns take challenging classes such as; First Year Accounting, College Accounting, Banking & Credit, and Entrepreneurship to prepare us for the business world.

 

In my 3 weeks in OFM, I have learned how to plan and map out budgets for future years, to make sure  money is going where it needs to based on the appropriation laws.  Since arriving, I have been assigned numerous tasks such as updating contact sheets, verifying property inventory, typing and frequently retyping memos, preparing reports, processing hiring freeze exemptions and creating spreadsheets.  I have learned how to use the “cable system”, as well as how the Congressional Budget Process works.  Learning the financial acronyms, language definitions, and budget/ITA lingo is a summer long project.   I have just started learning how to properly use a prototype database that estimates the cost of an employee anywhere in ITA.

 

So far, my experience in ITA has been a good one.  It has been a challenge to soak up all there is to learn in such a short  amount of time.

 

I was born in 1992 in the District of Columbia and raised in Maryland. I am the youngest of four with 2 sisters and 1 brother.  At home, I am the “Math Wiz” among the four of us.  I always have the best math grades among my siblings.  In elementary school, I would help my brother and sisters with their math homework, especially my older brother William.   William and I are so close in appearance people call him my twin.

 

I am a rising senior at Fairmont Heights High School in Capitol Heights, MD where I have grown tremendously.   At Fairmont I have played on the basketball team my 9^th & 10^th grade years and ran track my 9^th & 11^th grade years.

 

Fairmont, in my opinion, is an underrated school.   We have great teachers who have pushed me to excel in everything that I do.  The Head of the Business Department and Academy of Finance Program has made sure I keep on the right track and keep up with my grades.   Before finishing high school I would like to bring my 3.25 GPA up to 3.50 or higher.  I will be graduating during the spring Class of 2010.

 

After high school, I would like to attend Morgan State University in Baltimore, MD.  I am still undecided on my major for college so right now I’m getting exposure.

 

 

My name is Uzoamaka Chidimma Agubokwu. I was born in Maryland, the second of seven children.  My family is originally from Nigeria and speaks our native language, Igbo.   My parents migrated from Nigeria in the 1980’s in pursuit of higher education and career opportunities.

 

I am currently a rising senior at Charles Herbert Flowers High School.  During my one year tenure at Largo High School, I was President of my class (2010) and was a member of the Track and Field Team. I was also enrolled in the Biotechnology Program.

 

At C.H. Flowers High School, I am involved in the National Honor Society, Science and Technology Program, Peer Mediation, Varsity Volleyball, Future Business Leaders of America and Academy of Finance.

 

I am the Vice President of the class of 2010, a member of Science and Technology Academic Reformers and the author of a published book of poems, “The Heart of a Child,” which can be purchased online.   I am also involved in the Youth Ministry at St. Joseph Catholic Church, where I also serve as an usher and lector.

 

I volunteer at Villa Rosa Nursing Home and Prince Georges County Hospital.  I am currently an Intern at the Department of Commerce, International Trade Administration, Office of Strategic Resources.

 

I enjoy playing volleyball, dancing, meeting new people, writing and helping others.  I am a very positive and optimistic person.  I like to make the best out of any situation and be as useful as possible.  In the future, I hope to help others to have the enriching opportunities I have had in my life thus far.

 

ITA Branding

ITA maintains a web site that helps employees make use of ITA Branded elements. Please refer to http://trade.gov/brand for the appropriate usage, appropriate emblem files, forms for ordering business cards, and templates for creating various work documents. The second phase of the branding project includes letterhead, internal use kit folders, and free standing screens for use at trade shows, outreach events or other ITA related promotion.

Outlook Migration Standard Signature Block

In conjunction with our migration to Outlook/Exchange, ITA has adopted an email “signature” standard. The primary purpose of this standard is to promote a more consistent ITA brand in our communication with external customers. The format, which includes both mandatory and optional elements, is shown below. In the meantime, if you have any questions, contact Cory Churches at (202) 482-3251. If you have already migrated to Outlook, please be sure that your signature block conforms to this standard.

Email Signature Standard Format:

Name [mandatory]
Title [optional]
Office [mandatory]
Unit [optional; can appear here OR in the footer below]
Telephone [mandatory; 1 phone number, to a maximum of 2 contact numbers listed)
Web site [relevant to where senders direct clients predominantly for information; Options for web site addresses include: http://trade.gov , http://export.gov, http://buyusa.gov. One level of specific detail can be included to direct clients to the Unit or Office level. For example, http://trade.gov/mas]

U.S. Department of Commerce | International Trade Administration | [UNIT] (this placement is the other option for signature...either within the text above OR in the footer, but not both)

 

Example:

Cory Churches
Public Affairs Specialist
Office of Public Affairs
t: (202) 482-3251 (direct) t: (202) 482-3809 (main)
http://trade.gov

U.S. Department of Commerce | International Trade Administration

 

Send your suggestions or comments about this newsletter to Nina.Harris@mail.doc.gov