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NASA Office of Headquarters Operations All Hands

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1 NASA Office of Headquarters Operations All Hands
July 22, 2014

2 Agenda Equal Opportunity and Diversity Management
Information Technology and Communications Facilities and Administrative Services Human Resources and Management Business Management and Systems Support Questions

3 Equal Opportunity and Diversity Management
Martin Reyes-Duran Director

4 EODM Updates Diversity & Inclusion Program, 23 July 2014
Diversity & Inclusion Strategic Implementation Plan Dr. Steve Robbins Diversity Awareness Videos

5 Diversity & Inclusion Program
NASA HEADQUARTERS James Webb Auditorium July 23, :00 a.m. – 12:00 p.m. Guest Speaker LeVar Burton

6 Diversity & Inclusion Strategic Implementation Plan
Principles Demonstrated Leadership Commitment Employee Engagement and Effective Communication Continuous D&I Education, Awareness and Skills Development Demonstrated Commitment to Community Partnership Shared Accountability and Responsibility for Diversity and Inclusion Measurements or Metrics

7 Dr. Steve Robbins Diversity Awareness Videos
Principle 3: Continuous D&I Education, Awareness & Skill Development Training D&I Awareness Campaign D&I Resource for Managers Current Status Finalizing the procurement process Fifteen videos (6-10 minutes each) To be loaded into SATERN for use by all

8 Information Technology & Communications Division
Victor Thompson Director

9 IT Services Update Microsoft Office 2013 Upgrade
Microsoft Office (Word, PowerPoint, Excel, Outlook) will be upgraded from MS Office 2010 to MS Office 2013 This upgrade will be deployed over the network using ACES automated software distribution tools to all HQ PC systems The detailed deployment schedule (user by user) will be published and deployments will occur each Tuesday evening over a 12 week period beginning on July 29, 2014 ITCD has developed formal classroom training on the products as well as one hour workshops focused on the differences between Office 2010 and Office 2013 For additional information please visit the Office 2013 Upgrade Project page at

10 IT Security Conversion of HQ PC computers to require the use of PIV Card (NASA Badge) login Currently 933 PC computers across HQ have been completed All remaining systems will be completed by the end of Aug 2014 allowing HQ to be in compliance with OMB and Agency mandates. The deadline for all HQ personnel to complete the mandatory 2014 Annual IT Security is July 31, 2014 Any person that does not complete the training will have their IT accounts suspended until the training has been completed HQ Operations status as of July 17th is 92.3% complete, 57 remaining

11 ACES Seat Refreshes The replacement of all legacy ODIN computers with ACES computers is coming to a closure 30 systems remain, primarily in NASA TV and CSSC The 3 year life cycle replacement of ACES computers is expected to begin in the 1st quarter of calendar year 2015 Existing ACES computer seats will be refreshed when they reach 3 years of age The refresh/replacement of mobile seats (cellular/smartphones) is currently in progress for those personnel that wish to stay with their current device “type” and carrier The ability for people to change device types and carriers is expected be to available in the 1st quarter of calendar year 2015

12 New ITCD Staff Members Dennis Groth – Promoted to ITCD Deputy Director and CIO Darline Brown – Returned to ITCD after a one year detail to the Office of Education

13 HQ Facilities & Administrative Services Division
Dave Redman Director

14 Building Update Applied for LEED Gold rating
Renovation Complete on all floors except 2 !!!!! 2nd floor renovation to be completed on 27 August 2014 Last occupant of I street will be moved on 6 September 2014 Weekly meetings continue with Piedmont, their contractor team, GSA and NASA HQ Review schedule and deliverables Ensure code compliance Project completion date is August 27, 2014 There will still be some work to be completed. Punch list items Level IV Physical Security for exterior HVAC units for Auditorium and West Lobby Applied for LEED Gold rating Web Site:

15 What we used to look like

16 Transformation

17 What we look like now

18 New FASD Staff Members Michael Pfisterer, Physical Security Specialist

19 Human Resources Management Division
Leah Hollander Director

20 A.S.P.I.R.E. Accentuating Strengths and Professionalism through Influencing, Reflection and Education Audience: GS 9-12 NASA HQ civil servants (engineering, science, and administrative professionals) with at least one year of experience at HQ Purpose: A nine-month program that provides leadership development for a diverse group of individuals who have high potential to grow and take on more responsibility for the agency. Benefit: The program is developing a cadre of leaders in the lower levels for succession planning, while also enabling the individuals to best serve their organization.

21 eMerge Employees Mentoring Employees for Readiness, Growth and Excellence Audience: NASA Headquarters employees at all organizational levels. Purpose: The purpose of the eMerge Program is to provide NASA HQ employees the opportunity to develop professionally through formal relationships.  Benefit: Enhance communication and collaboration across organizations.  Next Kick-Off – Winter 2014 Introduce eMerge through Information Briefings Background Timeline Roles and Responsibilities Requirements of Participation Nomination Call – Issued in Fall 2014 Kick-Off: Winter 2014

22 NASA HQ Learning Topics
Emotional Intelligence Courses Team members/Employees: July 30, 2014 Leads, Supervisors and Managers: TBD Senior Leaders: August 6, 2014  E-Learning from Skillsoft Available in SATERN Leadership Essentials: Leading with Emotional Intelligence Emotional Intelligence at Work (Challenge Series) Political Savvy Working Across Boundaries Trust

23 EAP Update Offered for civil servants and family members
Good mental health and mental health assistance is federally supported and encouraged. EAP Contact information: – (800) Whenever you need it – 24/7. Professional experts, in all aspects of services sought, readily available, at NASA HQ, in another DC federal building, near your home or on the phone. Statistics: One in five American adults experience a mental health issue One in 10 young people experience a period of major depression One in 20 Americans live with a serious mental illness, such as schizophrenia, bipolar disorder, or major depression Suicide is the 10th leading cause of death in the United States. It accounts for the loss of more than 38,000 American lives each year, more than double the number of lives lost to homicide.

24 WorkLife4You New benefit offered beginning in Feb 2014 for civil servants and family members Concierge service to assist employees with daily living in order achieve work/life balance, sample of service offerings: Relocation research Funeral planning Elder care, child care, pet care resource services Free referrals to home services which have been vetted, ex: plumbing, tree removal, lawn care, etc. Online enrollment by civil servant; family members can set up their own account for privacy and/or convenience. WL4Y contact: – (800) (same number as for EAP) Free legal forms, ex: power of attorney, real estate leases, living will, agreement forms, etc. Discount center: Car buying service Theater and theme park tickets Grocery coupons Moving truck rentals Many more discount offerings which change frequently Life kits, all free: Be Well Prenatal Child Safety College Adult Caregivers

25 New HRMD Staff Members Felicia Smith, Employee and Labor Relations
Monica Bennett, HR Specialist

26 Office of Budget Management and System Support Update

27 Implementation Support
In Process eGov Travel Services (ETS2) The Agency implemented Concur Government Edition (CGE) to replace on June 30. The HQ Travel Office served as the implementation team for Headquarters, providing communications, training and other Go-Live support. Completed Business Objects (BOBJ) Business Objects (BOBJ) replaced Business Warehouse (BW) as the Agency’s financial reporting tool for SAP data. The BASO led the implementation for HQ as a Center and the NMO at JPL, developing job aids and providing communications and training. Upcoming 2015 Wide Area Workflow (WAWF) NASA is in the beginning stages of transitioning to eInvoicing, using the Department of Defense’s (DoD) tool, Wide Area Workflow (WAWF). The BASO will support implementation tasks for HQ as a Center and the NMO at JPL.

28 HQ ETS2 Go-Live & Sustainment Period
Concur Government Edition (CGE) went live on June 30, 2014 across all NASA Centers! HQ is currently in the “Sustainment Period.” Only Arrangers can create and submit travel authorizations and create vouchers. Travelers must work with Arrangers to book reservations. Arranger training is not currently open to travelers. The length of the Sustainment Period and date to transition to normal operations is currently not identified. Change the training bullet to “currently being developed”

29 HQ ETS2 Go-Live Accomplishments
The following are Go-Live accomplishments specific to HQ as a Center users (statistics as of July 17, 2014): 59 Courses Delivered 138 Trained Arrangers 228 Trained Approvers 1,000+ Provided Support to Users since Go-Live 233 Trained Travelers (approx.) 220 Authorizations Completed 933 Profiles Activated

30 HQ Operations TIERs and Arrangers
HQ Operations Travel Information Exchange Representatives (TIERs) Primary – Naeemah Lee Back-up – Elaine Bowman HQ Operations Travel Arrangers Naeemah Lee Alita Slaughter Sharon Washington

31 CGE Go-Live Webpage The CGE Go-Live page contains ETS2 information, FAQs, links and key contacts for the implementation!

32 FY14 Year End / FY15 Start Up The following are key fiscal year end dates for HQ as a Center and the NMO at JPL: Date Description Friday, 8/8 Bankcard purchases using expiring funds (except for OIGX12014D) must be ordered and entered into the system. Last day to submit PRs for new purchase orders and delivery orders/task orders issued on existing contracts, against expiring funds, or non-expiring funds that require obligation by fiscal year end, using normal procedures. Friday, 8/15 All Requests for Training (SF-182s) to be funded by FY14 training funds allocated to your office must be routed in SATERN, and received in the HRMD/Human Resources Development Branch. Monday, 9/8 Last day to submit PRs for additional/incremental funding to existing contracts against expiring funds, or non-expiring funds that require obligation by fiscal year end, using normal procedures. Tuesday, 9/30 10:59 pm - SAP Core Financial and CMM / PRISM locked.

33 FY14 Year End / FY15 Startup Webpage
The FY14 Year End / FY15 Startup webpage provides key year end dates and information for HQ as a Center and the NMO at JPL!

34 FY15 Budget Outlook $’s in millions FY15 FY15 is likely to begin with a Continuing Resolution FY15 appropriation may dip down to FY13 reduced funding levels

35 New OBMSS Staff Members
Bernita Marshall , Budget Analyst Katy Americo, Passport Specialist

36 Questions?

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