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Administrative Visiting Committee Administrative Peer Review Aug. 29 – Aug. 31, 2007

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  • Slide 1
  • Administrative Visiting Committee Administrative Peer Review Aug. 29 Aug. 31, 2007
  • Slide 2
  • . FY2007 Administrative Peer Review The Laboratory Bruce Chrisman Fermilab August 29, 2007
  • Slide 3
  • . FY2007 Administrative Peer Review LABORATORY MISSION Fermi National Accelerator Laboratory advances the understanding of the fundamental nature of matter and energy by providing leadership and resources for qualified researchers to conduct basic research at the frontiers of high energy physics and related disciplines.
  • Slide 4
  • . FY2007 Administrative Peer Review LABORATORY ORG CHART
  • Slide 5
  • . LABORATORY STAFFING & SWF BUDGET (FY07 Act) Staff Exempt1,188 Non-Exempt 722 Total1,910 SWF Budget SWF $207,391k FY2007 Administrative Peer Review
  • Slide 6
  • . LABORATORY STAFFING & TOTAL BUDGET (FY07 Act) Budget SWF $207,391k Elec. Power 24,375k GPP & UIP 8,600k Management Fee/OH 3,907k Other M&S 103,348k Total $347,621k FY2007 Administrative Peer Review
  • Slide 7
  • . DIRECTORATE - MISSION LEAD FERMILAB INTO THE FUTURE FY2007 Administrative Peer Review
  • Slide 8
  • . DIRECTORATE STAFFING & SWF BUDGET (FY07 Act) Staff Exempt29 Non-Exempt 4 Total37 SWF Budget SWF $4,477k FY2007 Administrative Peer Review
  • Slide 9
  • . DIRECTORATE STAFFING & TOTAL BUDGET (FY07 Act) Budget SWF$4,477k Elect. Power24,375k GPP & UIP 8,600k Management Fee/OH 3,907k Other M&S 3,022k Total $44,381k FY2007 Administrative Peer Review
  • Slide 10
  • . DIRECTORATE - OVERVIEW Directors & immediate support staff ES&H OQBP EG&G Legal Office Public Affairs Program Planning Project Office - - - - - - - - - - - - - - - - - - - - - - - - Internal Audit FY2007 Administrative Peer Review
  • Slide 11
  • . FY06 SELECTED PEER REVIEW RECOMMENDATIONS EMS Continue to embrace and react to emerging security threats relayed to the laboratory by the DOE-Chicago Counterintelligence Office. FY2007 Administrative Peer Review
  • Slide 12
  • . FY06 PEER REVIEW RECOMMENDATIONS Cross-Cut Issues Readiness to deliver the ILC Ideas Out of the Box Cultural Change People in the Box Leadership Hold the Course Service A Way of Life FY2007 Administrative Peer Review
  • Slide 13
  • . FY06 PEER REVIEW RECOMMENDATIONS HIGHEST PRIORITY RECOMMENDATIONS Finalize the necessary FLSA changes immediately Complete corrective actions to address weaknesses in procurement file documentation, contract administration, and use of appropriate clauses Solve the Foreign Travel Problem FY2007 Administrative Peer Review
  • Slide 14
  • . Selected Proposal Initiatives (12 of 28) Implement and Organization and Human Asset Plan (OHAP) Create FNAL-ANL Laboratory Collaboration Council Implement Strategic Planning process under leadership of Deputy Director Design and Implement a process to resource load the Labs WBS Document roles, responsibilities accountabilities and authorities at all levels. FY2007 Administrative Peer Review
  • Slide 15
  • . Selected Proposal Initiatives (12 of 28) Implement a space- utilization and facilities reuse program Implement a Management and Decision Support Dashboard to allow DOE and managers to monitor performance in near- real time. Create Office of Quality and Best Practices (OQBP) Enhance QA program to provide robust program based on DOE O414.1C FY2007 Administrative Peer Review
  • Slide 16
  • . Selected Proposal Initiatives (12 0f 28) Establish Directors Council on Integrated Assurance to include requirements of DOE O 226.1 and DEAR 970.5203-1 Establish Directors Council on Diversity Initiate planning to obtain certification under OHAS 18001(Safety and Health) and ISO 14001(Environmental)
  • Slide 17
  • . CHIEF OPERATING OFFICER FY2007 Administrative Peer Review
  • Slide 18
  • . Roles & Responsibilities Chief Operating Officer Integrate all Lab Support Elements Chair Lab Safety Committee Emergency Director Submit ORPS* Reports when Necessary Accept DOE Orders for Contract Mods * see list of acronyms FY2007 Administrative Peer Review
  • Slide 19
  • . Roles & Responsibilities (cont) Chief Operating Officer Counterintelligence POC PMA POC Misc. Directorate Activities Lab. Cultural Activities Dir. IT Support FY2007 Administrative Peer Review
  • Slide 20
  • . Associate Lab Director Operations Support FY2007 Administrative Peer Review
  • Slide 21
  • . Roles & Responsibilities ALD Ops Support Line Responsibility for Business Services, Workforce Development and Services, and Facilities Engineering Services Sections ORTA FY2007 Administrative Peer Review
  • Slide 22
  • . MISSION Provide the Laboratory s technical organizations with required support in a safe, effective, and efficient manner within the FRA/DOE constraints. FY2007 Administrative Peer Review
  • Slide 23
  • . DESIRED OUTCOMES Operate Support Functions with a target of zero injuries. Obey the Law Support scientific research in an effective and economical manner Communicate regulatory and legal requirements in simple yet effective manner Where possible relieve technical staff of administrative burdens. FY2007 Administrative Peer Review
  • Slide 24
  • . RISKS & CHALLENGES One Deep in Several Areas Increase Cross Training Budget Security Contract New DOE Orders e.g. Conference Man, QA, etc. FY2007 Administrative Peer Review
  • Slide 25
  • . RISKS & CHALLENGES Unpredictable/Fixed Costs e.g. Medical, Legal/Phones, Postage, Software Lic Visas Employees, Users, Foreign Travel Infrastructure Weakness ORTA (accepted) FY2007 Administrative Peer Review
  • Slide 26
  • . CUSTOMER COMMUNICATIONS Employees DOE Weekly Program Office Telecom FSO & Directors Office meet every Tues. Member Standing DOE & Lab Councils NLIC (founding chair) SC COO Group Staff Meetings FY2007 Administrative Peer Review
  • Slide 27
  • . List of Acronyms FSO - Fermi Site Office GPP - General Plant Project NLIC - Nat. Lab. Improvement Council OH - Overhead ORPS - Occurrence Reporting and Processing System ORTA - Office of Research & Tech Asses. PMA - Presidents Management Agenda POC - Point of Contact SC - DOE Office of Science UIP - Utility Incentive Program WBS - Work Breakdown Structure FY2007 Administrative Peer Review
  • Slide 28
  • . Chief Financial Officer Cindy Conger Fermilab August 29, 2007 FY2007 Administrative Peer Review
  • Slide 29
  • . FINANCE SECTION OVERVIEW Our mission is to provide safe, effective, efficient financial operations in support of the Laboratorys high energy physics program in accordance with all laws, regulations, and DOE requirements. The Finance organization consists of three groups: Accounting Budget Office Management Information Systems (MIS) Finance organization formed April 1, 2006; CFO appointed June 1, 2006.
  • Slide 30
  • . FY2007 Administrative Peer Review Organization Chart
  • Slide 31
  • . FY2007 Administrative Peer Review Breakdown of 4.6 FTE increase in FY07: New positions in Budget Office and MIS2.0 Transfer from Directorate CFO & Admin 2.0 FRA Accountant - Accounting.4 Increase part-time employee - Accounting.2 Finance Staffing Overview
  • Slide 32
  • . FY2007 Administrative Peer Review 3 open positions (1 new, 1 retirement, 1 release) 3 positions reclassified to weekly in FY07 FLSA review FY07 Finance Staffing by Category
  • Slide 33
  • . FY2007 Administrative Peer Review Finance Budget Overview
  • Slide 34
  • . FY2007 Administrative Peer Review Finance Budget FY07 M&S
  • Slide 35
  • . FY2007 Administrative Peer Review Communications with DOE Weekly meeting with DOE-FSO Site Manager (with COO) Biweekly meeting with DOE-FSO Business Manager Weekly Directors teleconference with DOE Office of HEP Monthly CFO teleconference with Program/Budget Officers at DOE Office of HEP CFO represents Lab on FMSIC (DOE CFO/Contractor Financial Management Systems Improvement Council)
  • Slide 36
  • . FY2007 Administrative Peer Review Internal Lab Communications Weekly Lab Scheduling Meeting Weekly Directors Senior Management Meeting Monthly Field Financial Manager Meetings Biweekly Finance Department Head Meeting Biweekly meetings with individual department heads ~Quarterly CFO column in Fermilab Today
  • Slide 37
  • . FY2007 Administrative Peer Review Risks and Challenges Increased DOE requirements / expectations, e.g. OMB Circular A-123 controls documentation, assessment, testing, and remediation requirements (FY06) Acceleration of monthly close due date (noon on second work day) increases estimates needed and heightens peak load Increasing number of funding categories and subcategories More financial performance measures in contract
  • Slide 38
  • . FY2007 Administrative Peer Review Risks and Challenges Cybersecurity and PII compliance Increased security threats especially with the growth of web, m
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