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In This Issue

 




CFO-ADMIN NEWS YOU CAN USE

A Monthly Newsletter from the
Office of the Chief Financial Officer and
 Director of Administration

 

March 7, 2012

 

In this issue of CFO-Admin News You Can Use, we focus on the following: 

  • Administrative Savings Update

  • New Accident and Injury Reporting Procedures

  • New Senior Executive Service Appraisal System

  • Department of Commerce Seals, Emblems, Insignia and Logos

  • Sunflower Passwords Now Expire After 60 Days

  • What Happens Now in the FY 2013 Budget Process?

  • ITA Comings and Goings

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Administrative Savings Update

 

 

The foundation for the administrative savings program can be found in the President’s budget request for FY 2012 and two Executive Orders issued over the last year:

·        Executive Order 13589, Promoting Efficient Spending, signed November 9, 2011 -- (http://www.whitehouse.gov/the-press-office/2011/11/09/executive-order-promoting-efficient-spending ); and

·         Executive Order 13576, Delivering an Efficient, Effective, and Accountable Government, signed June 13, 2011 -- (http://www.whitehouse.gov/the-press-office/2011/06/13/executive-order-13576-delivering-efficient-effective-and-accountable-gov ).

At the start of FY 2012, ITA’s administrative savings program goal was to identify $10 million in cost savings.  The Department’s goal was to generate over $140 million in savings this fiscal year.

The $10 million in savings that ITA has to generate will come from the following areas:

·         A review of printing, supplies and equipment costs;

·         Increasing double sided printing and reducing color copying;

·         Reuse of surplus information technology equipment and supplies from  Census;

·         Reductions in headquarters and field office space;

·         Identifying savings in the Department’s Working Capital Fund;

·         Allowing 48 employees to take Voluntary Early Retirement Authority/Voluntary Separation Incentive Payments (VERA/VSIP)

·         Termination of unused cell phone contracts and phone lines;

·         Reviewing overseas administrative (ICASS) and facilities (CSCSP) costs. 

These savings will be put to better use throughout ITA’s programs.

The administrative savings program continues into FY 2013.  In fact, ITA’s goal for administrative cost savings will grow by $2.3 million to $12.3 million in FY 2013. ITA will find these savings by: 

·         Continuing the savings identified in FY 2012;

·         Exploring whether another VERA/VSIP; and

·         Exploring additional overseas administrative (ICASS) and facilities (CSCSP) costs.

We can use your ideas for more administrative costs savings too!

If you have any questions, please contact Doug Allis at 202-482-9151 or via e-mail at Doug.Allis@trade.gov

 

New Accident and Injury Reporting Procedures

  

The Department of Commerce has recently updated its accident and injury reporting procedures.  ITA is required by Federal law to regularly report its accident and injury data, analyze this data to identify trends and prevent future injuries.

Effective immediately, please use the revised CD-137, “Report of Incident, Injury, Illness, Motor Vehicle Accident, Property Damage, or Fatality,” to report all work-related injuries, illnesses, property damage, and motor vehicle accidents.  The form can be filled in online and is found at http://ocio.os.doc.gov/s/groups/public/@doc/@os/@ocio/@oitpp/documents/content/dev01_002416.pdf.   After your Supervisor has reviewed the form, he or she should submit a scanned electronic version to ITA’s Safety Officer, Jeff Scherr, at Jeffrey.Scherr@trade.gov, or deliver it to the Office of Management and Operations (OMO) in HCHB Room 2202.

Additionally, the Department has revised Department Administrative Order (DAO), 209-3, “Injury, Illness, Incident, Fatality, and Motor Vehicle Accident Reporting and Investigation.”  Please review this policy to learn your responsibilities in reporting and investigating accidents and injuries: http://www.osec.doc.gov/opog/dmp/daos/dao209_3.html.

What does this mean for you when an incident occurs? As always, for any incident, first seek medical attention, as appropriate.

Employees

  • Report all work-related injuries, illnesses, incidents, near misses, and motor vehicle accidents as soon as possible after they occur, preferably, prior to the end of the shift. 

  • Report safety hazards promptly to the ITA Safety Officer.

  • Complete all of the appropriate sections on the CD-137, “Report of Incident, Injury, Illness, Motor Vehicle Accident, Property Damage, or Fatality.

  • Give the CD-137 form to your supervisor to complete his or her section of the form.

  • Inform the ITA Safety Officer that an incident has occurred. 

  • Even if no injury or damage occurred, DOC requires that you report the incident as a near miss (because injury or damage could have occurred):  Complete the CD-137 and submit it to your Supervisor for completion of his or her portion of the form.

  • Report changes in your injury status such as loss of work time or changes in medical treatment to your immediate supervisor.

Supervisors

  • Effective immediately, supervisors are to become familiar with DAO 209-3 and form CD-137.

  • When an employee reports an incident please assist with completing the CD-137.  Review the form, ensure the employee’s section is complete, then complete the “Supervisor’s” section and sign and date the form.  Submit the completed form to the ITA Safety Officer, within five working days of being notified of the incident.  Supervisors are responsible for ensuring the form is complete and accurate.

  • Upon receipt, immediately forward supplementary information or changes in an employee’s work-related injury status such as loss of work time or changes in medical treatment to the ITA Safety Officer.  The Department of Labor’s Occupational Safety and Health Administration (OSHA) requires that ITA report the total number of calendar days lost (including weekends) due to work-related accidents and injuries.

Thank you for promptly reporting accidents and injuries and helping ITA to meet its Federal requirements, analyze injury trends, and identify potential safety hazards.  If you have questions, please contact ITA’s Safety Officer, Jeff Scherr, at 202-482-3266 or Jeffrey.Scherr@trade.gov.

 

New Senior Executive Service Appraisal System

 

 

The Office of Personnel Management (OPM) has announced the issuance of a new Senior Executive Service (SES) performance appraisal system for Government-wide use.  This is a precedent setting event.  The new system will replace the current multiple SES performance appraisal systems across the Federal Government with a standard system applicable to all organizations and SES employees. 

 

The new system will be anchored to the five Executive Core Qualifications (ECQs) that are used by OPM when candidates are presented to the Qualification Review Board for acceptance into the SES program.  The five ECQs are Leading People, Leading Change, Results Driven, Business Acumen and Building Coalitions.  Each ECQ will be assigned specific metrics and replace objectives previously used on the SES performance plan.  

The Department of Commerce, along with several other Federal agencies, will begin implementation of this new system during the 2013 performance cycle. More information and training on this new performance system will be forthcoming.

 

If you have any questions regarding the SES program and/or SES performance, please contact Michelle Martin at 202-482-1751 or via email at Michelle.Martin@trade.gov.

 

 

Department of Commerce Seals, Emblems, Insignia and Logos

 

Did you know that it is against Departmental policy to allow use of a Department symbol by an outside organization without permission?

Good news!  In a continuing effort to provide clear and concise guidance on procedures in ITA, the “How To” guidance on use of the Department of Commerce (DOC) Seals, Emblems, Insignia and Logos (hereinafter “symbol”) has been updated.  To view, please click the following link:  http://itacentral/ita/administration/omo/Pages/SealsEmblemsLogos.aspx.  All samples and templates were updated.  A new section was added entitled, "Request for Waiver of the Department's Publishing and Printing Management Manual Restriction on Use of the Logos of Other Organizations on Department Publications."  It includes a sample memorandum, the link to the Department's Publishing and Printing Management Manual and a template of the form ITA-233 Concurrence Record.  If you have any questions, contact Jacqueline Harris at 202-482-4011 or via email Jacqueline.Harris@trade.gov.  

 

 

Sunflower Passwords Now Expire After 60 Days

Did you know that Sunflower passwords now expire after 60 days?  If you try logging into the Sunflower Personal Property Management System from a Department of Commerce computer and it will not let you in, then it is probably because your password has expired.  The Sunflower Help Desk has created a document to show you how to change your Sunflower password.  New passwords must adhere to the following rules:

  • Must be at least 12 characters long
  • Must contain 1 number, 1 letter, and 1 special character
  • Cannot be the same as a previous password

 

We have posted this guidance, as well as other helpful property information, on the ITA Central Property Management page at: http://itacentral/ita/administration/omo/Pages/PropertyMgt.aspx

If you have Sunflower questions or continue to experience difficulties accessing Sunflower, please contact the Sunflower Help Desk at 202-482-4110 or SunflowerHelpDesk@doc.gov.  If you have questions on ITA’s property policy, please contact the ITA Property Management Officer, Jeff Scherr, at 202-482-3266 or via email  Jeffrey.Scherr@trade.gov.

          

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"Other News"

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What Happens Now in the FY 2013 Budget Process?

 

On February 13, the President’s Budget Request was delivered to Congress. Now it is Congress’s responsibility to pass an appropriation for FY 2013. The “nominal” process and schedule for this process are as follows:

  • Appropriations hearings will be held during March and April. The Secretary and selected other Commerce officials will testify.

  • Appropriations members and staff draft questions for the hearing record which will be answered by ITA and Commerce staff, within the deadlines established by Appropriations staff.

  • In May and June, the subcommittees will draft a bill and report.

  • In late June the subcommittees submit the draft bill and reports to the full appropriations committees.       The full appropriations committees “report” their separate bills to the full House and Senate in late July.         In August, Congress usually goes on recess.

  • In September, the Senate and House pass two very different bills, which must be reconciled in a conference between the two Houses.

  • A Conference of House and Senate Appropriations members meet in September (or later), to reach a compromise bill.

  • Both the House and Senate pass an identical appropriation bill and the bill is sent to the President. 

  • The President signs, the bill is assigned a Public Law number.

  • The funds are made available by OMB and Treasury through the “apportionment” process.

 

Once the first appropriations subcommittee provides the first draft appropriations bill to either the full House or Senate appropriations committee, it is possible to track its progress using the Library of Congress’s website: Thomas. When it is opened, the website for FY 13 will be: http://thomas.loc.gov/home/approp/app13.html,

 

During the appropriations hearings process, both the House and Senate appropriations committees post member statements, press releases, draft bills and reports on their respective web sites. Often the hearings themselves are webcast. Finally, before bills go to the House floor, they are usually posted on the House Rules Committee site. See:

 

House Appropriations: http://appropriations.house.gov/

Senate Appropriations: http://appropriations.senate.gov/

House Rules Committee: http://rules.house.gov/

If you have any questions, please contact Doug Allis at 202-482-9151or via e-mail: Doug.Allis@trade.gov .

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ITA Comings and Goings

 

Arrivals - WELCOME!

FCS: Donald Townsend Jr.; MAC: Thomas Wyler; Sophie Demartine

 

Departures

IA: Brandon Petelin; MAC: Sandra Guzman; Michael Choi; FCS: Suresh Kumar; David Ponsar;

Keelay Lawhorn

 

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

 

The International Trade Administration, U.S. Department of Commerce, manages this global trade site to provide access to ITA information on promoting trade and investment, strengthening the competitiveness of U.S. industry, and ensuring fair trade and compliance with trade laws and agreements. External links to other Internet sites should not be construed as an endorsement of the views or privacy policies contained therein.

 

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