ICASS Service Center

FY 2015 Data Call: What’s New?

Discussion Topics

• FY-15 Data Call in ICASS 3.0• Data Population from ICASS 3.0 to 4.0• Lease Module and Depreciation Worksheet Removed• “Uniformed” Personnel New Distribution Factor • Lite Posts: Optional Standard GSO Cost Centers • Financial Management Changes– 6211 - Budgets and Financial Plans– 6225 - Financial Management Services– Vouchering Sub-cost Center

• FAP Annual Assessment Sub-cost Center • Diplomatic Security Realignment• Looking forward to FY16 2

Changes FY14 to FY15

• Multi-year exercise to redesign the software.

• The 4.0 delayed from FY14 to FY15.

• Policies were implemented based on the 4.0 software.

• In FY14 posts were allowed to implement via a work-around.

• Actions required to transition from 3.0 to 4.0 software.

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FY-15 Data Call in ICASS 3.0

• Collect FY15 workload count and time allocation.

• Enter FY15 data in the ICASS software 3.0.

• Distribute workload and time allocation reports to customer agencies by June 13, 2014.

• Detailed instructions on FY15 Data Call are provided in FY15 Data Call Checklist.

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Data Populationfrom ICASS 3.0 to 4.0

• Post submits FY15 Data Call in 3.0.

• Software developer populate ICASS 4.0 with FY15 Data Call.

• Software 4.0 provided to post in the Initial Requirements stage.

• Data crosswalk actions to set up the 4.0 for the Initial Budget will be provided to post in August.

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Lease Module Gone• The Lease Module is removed.

• Lease Budgeting Module in the Real Property Application (RPA) used by OBO for budget request data.

• OBO will establish the FY 2015 initial targets based on RPA data.

• Post obtains lease costs from the RPA and enters data directly in the USDH or OBI worksheet.

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Depreciation Worksheet Removed

• The Depreciation worksheet will not be included in the ICASS 4.0.

• GFMS calculated depreciation data will be used in the budget. To be posted on the ISC SharePoint site.

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“Uniformed” Personnel Distribution Factor

• There is a new capitation distribution factor “Uniformed”.

• “Uniformed” personnel may exist under: – DoD agency codes– HHS/CDC Public Health Service Officers – Coast Guard

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“Uniformed” Personnel Distribution Factor

The ICASS 4.0 includes this distribution factor in all capitation-based cost centers except

• 6222-Payrolling Services

• 6441-HR Services-USDH

• 6445-HR Services(Lite)

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“Uniformed” Personnel Distribution Factor

• Enter the workload count for “Uniformed” personnel in the “Other” factor group.

• In the comments box, note the number that are uniformed versus other.

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Lite Posts: GSO Cost Centers

• Activate up to three “Standard” General Service cost centers.

• Cost centers will use the same distribution factors as in Standard (e.g., use kilometers driven for 6139-Motor Pool Services.)

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Lite Posts: GSO Cost Centers

Enter workload in “Other” Factor Group

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Budgets and Financial Plans

Lite Posts • 6211-Budgets and Financial Plans will be a separate

cost center.

• The distribution factor is number of hours spent on Budget and Financial Plans.

• Create a sub-cost center in ICASS 3.0 to capture the workload for Budgets and Financial Plans.

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Budgets and Financial Plans

Lite Posts (ICASS 3.0)

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6225-Financial Management Services

• Three cost centers discontinued:‒ 6221- Accounts & Records Services‒ 6223 – Vouchering Services‒ 6224 – Cashiering Services

• 6225-Financial Management cost center includes – Accounts and Record Services – Cashier Services– Vouchering Services (sub-cost center)

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New

Standard Posts (ICASS 3.0)

Standard and Lite Posts (ICASS 4.0)

6225-Financial Management Services

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ICASS 3.0

ICASS 4.0

Vouchering Sub-Cost Center

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All posts, Standard and Lite, must create a sub-cost center for Vouchering.

Workload for non-cashier vouchers are entered in the sub-cost center.

Standard posts remove all workload and time allocation from 6223-0000 main cost center.

USDH and LE Staff time allocation also shifted.

Vouchering Sub-Cost Center

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Lite Post (ICASS 3.0)

Enter workload in sub-cost

center

Vouchering Sub-Cost Center

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Zero in main cost center

Enter workload

in sub-cost center

Standard Post (ICASS 3.0)

FAP Assessment Sub-Cost Center

• Sub-cost center 6144-X144 used to capture ONLY the annual assessment costs.

• No USDH or LE Staff time allocated to this sub-cost center

• The workload count in 6144-X144 should exclude:

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– Residences for short-term positions – Residences for new positions just

buying into the furniture pool

FAP Assessment Sub-Cost Center

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Workload counted in 6144-0000

“Zero” in the sub-cost

center 6144-0144

Example: Agency 1235.0 FAS has one USDH at post and joins FAP. In the first year FAS pays the full buy-in to the pool, but not pay the annual FAP assessment.

FAP Workload Count

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• For Location Budgets, if the FAP is by location, then a sub-cost center for each location is needed.

• Designated Residences (e.g. CMR and DCMR) are not included in FAP workload count.

• Residences for Public Diplomacy positions belong under 1967.0 – Public Diplomacy .

• MSG Detachment Commander Residence belong under 1931.0 – State MSG Support .

Diplomatic Security Realignment

In FY 2015 workload counts for Diplomatic Security positions that were previously counted against 1900.0-State will be shifted to 1942.0-State-DS.

• Regional Security Officer (RSO)• Security Engineering Officer (SEO)• Security Technical Specialist (STS)• Security Protective Specialist (SPS)• Couriers• Seabees• RSO OMS• Bodyguards

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Diplomatic Security Realignment

• Static Count (Shift on May 1, 2014)– Capitation– Square Meters, Number of Leases, etc.

• Cumulative Count – No retroactive action is required for FY15– Workload count based on official report (ILMS,

RFMS, etc.)– Workload count based on post-maintained logs

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Looking ahead to FY2016

• Lite Posts that will activate new GSO Standard Cost Centers in FY2016 need to begin cumulative workload counts.

• Standard Posts with large reproduction centers under cost center 6135 -Reproduction Services may establish a method of counting that more equitably distributes costs for the different services provided.

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References• ICASS Home: http://

rm.m.state.sbu/sites/icass/Pages/Home.aspx

• Budget cables & Instructions: http://rm.m.state.sbu/sites/icass/Pages/budgetinstructions.aspx.

• E-mail: ICASSservicecenter@state.gov

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