OCFO Town Hall

Kim Williams | June 12, 2013

1

OC

FO T

OW

NH

ALL 6

/12

/13

WelcomeSafetyLab and OCFO UpdatesEffective TeamsTalent• New Employees• Awards • Service Recognition

Q&A

2

OC

FO T

OW

NH

ALL 6

/12

/13

My first priority on this job is to get to know all of you! Please help:• Come say hello - my main office is 971-154L• Invite me to group meetings• Ask me into your space to look at your

workstation set up• Talk to me about safety

Shake, Bake, Evacuate• June 18 on Hill

3

OC

FO T

OW

NH

ALL 6

/12

/13

What are you carrying around? Do you have old baggage? Finding balance

Minh Huebner says, “I use my backpack so I don't hurt my back like I did when I carried everything on one shoulder.”

4

OC

FO T

OW

NH

ALL 6

/12

/13

Short Term Outlook•Still no FY13 annual guidance•FY14 will be a challenging year

Long Term OutlookPOSITIVE, with continued focus on major opportunities and initiatives

5

OC

FO T

OW

NH

ALL 6

/12

/13

6

OC

FO T

OW

NH

ALL 6

/12

/13

Strategy: Address financial challenges prudently while minimizing impacts to our staff and our mission

Financial:•Scientific & Operations divisions all evaluating funding and costs•OCFO taking non-labor cuts and limited RIFs, like other divisions•FY14 budgets being developed with view to

o Sustain core operationso Invest in key initiativeso Limit non-labor and non-essential spending

HR:•OCFO still hiring, developing, building talent: 28 hires in past 12 months, 13 open postings•Merit increases expected this October•Performance management/goal setting process underway

o OCFO division goals defined for FY14o OCFO performance guidelines developed

7

OC

FO T

OW

NH

ALL 6

/12

/13

• Federal Budget Tracking (FY13 & FY14), FY13 Budget Drill Down• SC Annual Budget Formulation for FY15• Procurement Rate Analysis

• Federal Budget Tracking (FY13 & FY14), FY13 Budget Drill Down• SC Annual Budget Formulation for FY15• Procurement Rate Analysis

BUDGET:

• DOE Encumbrance Reporting with June financial data • New Staff Hires, Reassignments and Planned Retirements• DOE Field Budget Submission Process

• DOE Encumbrance Reporting with June financial data • New Staff Hires, Reassignments and Planned Retirements• DOE Field Budget Submission Process

FIELD OPS:

• Relocation Services Outsourcing effective June 24• Electronic Travel Receipts• Property & Travel Policy Updates

• Relocation Services Outsourcing effective June 24• Electronic Travel Receipts• Property & Travel Policy Updates

CONTROLLER:

• Division Pcard Automation• RFIC Process Automation• eSRA Implementation

• Division Pcard Automation• RFIC Process Automation• eSRA Implementation

BUSINESS SYSTEMS:

8

OC

FO T

OW

NH

ALL 6

/12

/13

• Completing and prioritizing requirements analysis• Commencing design• Website relaunch

• Completing and prioritizing requirements analysis• Commencing design• Website relaunch

F$M

• Successful PERT Review• Property inventory results: 99.2%• Subcontract <25k Cycle Time reduction of 51%

• Successful PERT Review• Property inventory results: 99.2%• Subcontract <25k Cycle Time reduction of 51%

Procurement & Property:

• eSRA for Fed Non-Grants.gov WFO proposals & awards - summer• IG WFO audit completed successfully• New WFO terms for Chinese sponsors

• eSRA for Fed Non-Grants.gov WFO proposals & awards - summer• IG WFO audit completed successfully• New WFO terms for Chinese sponsors

OSPIP:

• Cost Allowability Course launched• F$M website and OCFO Downloads web page (logos, templates)• Successfully executed JGI User meeting (~300 attendees)

• Cost Allowability Course launched• F$M website and OCFO Downloads web page (logos, templates)• Successfully executed JGI User meeting (~300 attendees)

OPERATIONS:

9

OC

FO T

OW

NH

ALL 6

/12

/13

Purpose: Informative, dynamic tool• Source of key information for the lifecycle of F$M• Communicate to all stakeholder groups

Audience: Lab Community • Reference tool for Project Team• Resource for anyone interested in F$M

Easy URL: fsm.lbl.gov

Getting the Word Out• Phased communications planned• Building up to Lab-wide announcement target date: July 5, 2013

1010

OC

FO T

OW

NH

ALL 6

/12

/13

Project Background• Overview, Benefits, Scope, Schedule

Team • Who is working on F$M

Project updates• Project Status• Proposed changes to OCFO processes

(LDAP required)

Comment / Feedback form • For anyone working on or interested

in F$M• Can be submitted anonymously

11 11

OC

FO T

OW

NH

ALL 6

/12

/13

Berkeley Lab fosters groundbreaking fundamental science that enables transformational solutions for energy and environment challenges, using interdisciplinary teams and by creating advanced new tools for scientific discovery.

12

OC

FO T

OW

NH

ALL 6

/12

/13

Teamwork video

13

OC

FO T

OW

NH

ALL 6

/12

/13

PERT = Procurement Evaluation & Reengineering TeamIndependent 5 day review, every 3-5 yearsJoint team of Federal and Contractor personnelReview every aspect of what Procurement does

What’s at stake?DOE approval of our Procurement Authority!

14

OC

FO T

OW

NH

ALL 6

/12

/13

Create project plan

Dedicated, diverse project team and lead

Address previous comments/findings

Deep dive into practices

Complete self assessment

Understand data

Create comprehensive in-brief presentation to set tone and context

Huddle the team and Go For It!

15

OC

FO T

OW

NH

ALL 6

/12

/13

Challenge Action Team StrategyLeading the Effort Laura Crosby volunteered; others shouldered

some of her workCommon Purpose, Shared Identity

Responding & Resourcing Strategically

Team Huddles before and during the review to agree on response strategies, share load (e.g., Laura Hutchinson, Laura Saunders, Maggie Cunningham took addit & complex file reviews)

Clear ‘Rules,’ Communications, Collaboration, Commitment

Filling Knowledge Gaps

Eileen Nasto offered to represent Conference Services procurement activities

Clear Goals, New Learning

Handling Curve Balls Catherine Lindquest nimbly addressed unexpected eBuy review questions

Diversity of Skills, Flexibility & Strategic Positioning

Leveraging Distributed Talents

Edna Annis: Audit coach; Colleen Lewis: Process/Project mgmt; Steve Filippoff: Powerpoint whiz; Eileen Nasto: PERT experience; Denise Davis: Pcard compliance

Leverage Strengths & Diversity, Differentiated Roles

16

OC

FO T

OW

NH

ALL 6

/12

/13

Two strengths, ZERO Weaknesses! Strong new management teamCustomer and supplier outreach programThirteen (13) continuous improvement initiativesEmbedded procurement staff with major programsSmall business program effectiveness Upcoming ERP system (F$M) is vital

17

Well Done Team!

OC

FO T

OW

NH

ALL 6

/12

/13

What? New DOE Encumbrance Reporting requirement

Why? Assure encumbrances on all funding are reported

When? Effective June 2013

Who? Cross disciplinary OCFO team working with divisionsBudget Office: Chris Lundell, Anne Moore, Anastasia Schiller, Nick Skowronski, Lauren Zickfeld, David Kong, Dennis LoweField Ops: Michele Bennett, Jeremy Coyne, Doug GoodmanController’s Office: Rachelle Jeppson, Angela Bybee, Helena ChengBSA: Chuck Axthelm, Janet Leong, Aurora PecoraroProcurement: Edna Annis, Kimberly JurgensenOthers: Minh Huebner, Kim Williams

1818

OC

FO T

OW

NH

ALL 6

/12

/13

19

Challenge Action Team StrategyKey Team Players Changed

Identified new lead (Chris Lundell) Commitment, Collaboration

Interpretation Ambiguities

Research, engage with DOE and other labs, analyze, develop team recommendations for senior leadership decision

Clear Goals, Diversity of Perspectives

System Issues Partner closely with IT and functional SMEs to identify resolutions and test

Collaboration, Differentiated Roles

Negative Impacts to Research Programs

Education divisions, clear old encumbrances, restructure procurements to release encumbrances

Communications, Trust, Shared Identity

ApproachDefine common purpose, goals Analyze terms, requirements, impacts on

divisions

Form diverse team Develop process & system solutions

Define clear roles & ‘rules’ (ONE OCFO!) Communicate and collaborate with divisions

19

OC

FO T

OW

NH

ALL 6

/12

/13

20

Challenge Action Team StrategyForming the Team Select strong partner (Accenture), ‘two-in-a-

box’ partnerships, orientationsTrust, Communications, Differentiated Roles

Balancing Input with Project Schedule

Define roles & ‘rules of engagement,’ build trust, share work products, website

Clear Goals, Trust, Diversity of Perspectives

Costly Wish List Prioritize requirements, estimate costs to deliver, identify options to manage budget

Common Purpose, Clear Goals

ApproachEstablish project scope, value proposition for whole Lab

Form multidisciplinary team, define roles

Determine clear ‘rules’ (governance)

Define work streams based on end-to-end user experience

Validate requirements with cross functional teams, process owners, divisions

Form Change Management Network

20

OC

FO T

OW

NH

ALL 6

/12

/13

21

•Meaningful common purpose•Clear goals•Diversity of skills/perspectives•Differentiated roles•Shared identity•Pre-determined rules•Strong communications &

collaboration•Trust and commitment

New OCFO Staff (Since February 2013)

Sahar Iranipour Sr Resource Analyst

Daniel McCloskey Sr Subcontracts Admin

Michael Morgan Pr Financial Analyst

Alana Schilling Pr Resource Analyst

Garrick Snider Pr Resource Analyst

David Stewart Sr Financial Analyst

Evan Tarver Resource Analyst

22

OC

FO T

OW

NH

ALL 6

/12

/13

SPOT

PERT Review TeamZero Weaknesses

Outstanding Support Under Difficult Times and Reduced

ResourcesKate AhearnEdna Annis

Laura CrosbyMaggie Cunningham

Denise DavisSteve FilippoffMarc Hansen

Diane HutchinsonHanh Kent

Colleen LewisCatherine Lundquist

Eileen NastoLaura SaundersShanna Wells

JoAnn Chow

Ann Clark

Karen Dickinson-Mazzei

Kristine Gee

Karen Omoto

Yolanda Reyna

Elma Serrano

Kristi Shaw

Mary Cruz Tydingco

23

OC

FO T

OW

NH

ALL 6

/12

/13

Helena Chang Helping Cover the Work of a Peer

Sheila DixsonParticipating in PBD’s March 17 Outreach Activity at Lawrence Hall of Science

Steve FilippoffDeveloping & Delivering Cost Savings & Core Financial Training Material

Susan GardnerDedication , Leadership & Attention to Detail in Proposal Prep & Outstanding Customer Service

Craig HopkinsProcurement Support of a High Priority Sole Source Agreement

Janice Krueger Implementation of Cost Center Reporting

Nancy Saxer EMMI WFO Agreement

Shannon Watson Implementation of Cost Center Reporting

Jane WoodDeveloping an Action Plan to Resolve the Prepaid Airfare Variance

Eileen YokoiUpdating & Maintaining the Labor Rate Database

24

OC

FO T

OW

NH

ALL 6

/12

/13

SPOTSPOT

25

OC

FO T

OW

NH

ALL 6

/12

/13

35

35years

26

OC

FO T

OW

NH

ALL 6

/12

/13

OC

FO T

OW

NH

ALL 6

/12

/13

27