1. ICASS Workload Counts: What YOU Need to Know . . . And why!
FY 2011 Budget Workshop

2. The Perfect Balance What are the legs of the ICASS stool? Budgeting
Time Allocation
Workload counts
What are the three components of ICASS?: Budget, Time allocation and Workload counts.
Time allocation, the first step in the process of building the post budget, is the most important factor (averaging about 80% of service costs) impacting the cost of ICASS services and, ultimately, agency invoices. We’re going to be focusing on workload counts in this session because accurate workload counts ensure an accurate distribution of ICASS costs to paying customers..
Why is it important to get these “legs” correct?
If one of the stool legs is missing or broken, your stool is out of balance.
The same is true of ICASS. If one of the three components is weak or incorrect, you will not have a balanced (or fair) invoice.
Previously posts did not have clear policies or guidance for any of the these components. Times have changed. New policies ensure that there are standard and consistent methodologies for formulating your budget, allocating employee time to cost centers, and counting workload.
Because we still see some problems regarding workload counts, we decided it would be timely to devote one of the workshop sessions to this topic.
We’ll be reviewing:
New policies which impact workload counts, including the revised dispute process
Some recent developments that will affect workload counts
Workload count terminology
When changes to approved workload counts are allowed
Common errors that we see with regard to the handling of workload counts
The PYI process Which still seems to cause problems at some posts.
Slide Transition: First, let’s take a look at a new policy that was published in June of this year. It deals with charging agencies that do not have a physical presence at post.

3. Charging Agencies with no Physical Presence at Post
Agencies may request ICASS services even when they have no permanent presence at post
Invoice using PYI or “regular” ICASS invoice
Support requirements may be one time or ongoing
Invoicing is optional, depending on extent of services req’d
Examples: NGO program funded by USG agency; Multilateral conference sponsored by USG; Specialized procurements; Collections.
How many are familiar with this new policy?
This policy was developed because many agencies, trying to keep their overseas presence to a minimum, are doing more regional work. Others simply don’t have an overseas presence and require embassy support for their programs. Ask if any posts have experienced this? (if not, don’t dwell on it but review it)
One example is the Dept of Commerce’s US Patent and Trademark Office (USPTO) that sponsors large, multilateral conferences all around the world but they have offices in only a few locations. They call on embassies to prepare grant travel authorizations, negotiate hotel and conference packages, arrange transportation, etc. Other agencies, like the Library of Congress, have longstanding procurement programs in many posts. All these activities take time and resources. This policy provides a standard methodology for charging such agencies.
You need to read the policy (H-393), but it requires you to establish an MOU and SLA with the requesting agency. It includes a Basic Package count of “1,” with a modification of .3 entered in the factor group “Other,” (there are no other mandatory cost centers) and then post incorporates whichever cost centers appropriate to the services being provided.
For example, CDC is establishing a program at post X using a resident NGO but does not have a physical presence. They want to ship certain items in support of that program and they require assistance. Assuming post can legally clear such a shipment into the country, post can provide this service and bill CDC using the PYI process. If this service will be required on an ongoing basis, the following year CDC would become a “regular” ICASS customer for this post.
Invoicing agencies in these circumstances is optional, depending on the extent of the services required. In the case of the conference mentioned above, the post involved incurred costs in excess of $50,000 and it was well worth processing an invoice!
Slide Transition: Let’s take a look at a real example for this new policy.
6 FAH-5 H-393 Charging Agencies with no Physical Presence

4. DHS/CIS Consular Collections & ICASS Cashier Services
Cashier collections for DHS Citizenship & Immigration Services (DHS/CIS)
Collection: – 70 X
ICASS Agency code: DHS CIS
Contact at DHS: Jean Jones-Dingle
Many posts have queried the ISC about workload counts for cashier collections made on behalf of DHS for various petitions and documents required for visas. In some posts these cashier workload counts are in the hundreds. The Consular Section does the work related to preparing these documents, and the cashier collects the money. The funds from these collections are deposited with DHS/CIS, but because they do not have a physical presence in most posts, they are not charged for the support costs related to these collections.
Posts report that they either ignore these counts (which means all other agencies are subsidizing this activity), charge the counts to ICASS (which means all other agencies are subsidizing this activity), or they charge State which means
So this new policy provides a structure and a methodology for billing DHS/CIS for this work.
If this is an issue at your post, please read the policy and apply it at your post. Here is the contact info at DHS for the person who would sign the MOU and SLA for these invoices.
And again, you are not required to bill for these services – if your post processes only a few of these collections per year, you would not want to spend the time and effort to process the invoice.
Slide Transition: Another new policy which was only published a week ago and which we have not yet even announced it to the field is . . .
6 FAH-5 H-393 and ICASS Hints #14

5. Charging for entities not under COM Authority
Covers detailees to international organizations and DOD entities under Combatant Commander authority
Limitations on services may apply:
Residential leases for DOD entities require a waiver
Mail & Pouch access has restrictions
Health Unit access has minimum requirements
Invoice using PYI and “regular” ICASS invoice
Invoicing is optional depending on extent of the services
Charging Agencies for Services Provided to Personnel or Entities not Under Chief of Mission Authority (this is the official title of Chapter 394)
This policy was created primarily to address the fast-growing DOD presence overseas and their need for ICASS services. There was no established policy for how to bill such entities and posts were having difficulty applying standard ICASS rules. The policy also applies to detailees to international organizations (which are also addressed in 6 FAH-5 H ).
It cannot be assumed that the embassy can provide services to entities not under COM authority, so there are four conditions that must be met:
1. Entity must have a direct affiliation with a USG entity;
2. The requesting agency must have or be able to obtain an ICASS billing code and the HQs agrees to pay;
3. The SP has the capacity to provide the service; and,
4. The COM approves.
An MOU/SLA must be prepared with all the usual requirements.
Only BP is a mandatory cost center and post has leeway in determining the workload count that will be used. Read the chapter for the details and direct questions to the ISC.
Be aware that there are limitations when you are dealing with agencies not under COM authority. The first issue regarding leases for DOD personnel – post does not have the legal authority to lease residential property for DOD entities not under COM authority Unless the Secretary of (army/navy/marine/etc) requests a waiver from the Secretary of State and State approves it. This has to do with certain Congressional requirements imposed on DOD. More details are in H-394.
You invoice using the PYI and “regular” invoice, depending on the services being provided.
(Use the London ID card example as one that perhaps wasn’t worth billing)
One more note: these non-COM entities who receive ICASS services are subject to all the same rules and regulations as any other customer agency. (I’ll tell you about the security issue as an example)
OK – now let’s move to more specific workload count issues.
Slide Transition Question: Who can tell me the difference between a distribution factor and a workload count?
6 FAH-5 H-394 Entities Not under COM Authority

6. Workload Count Terminology
Distribution factors and workload counts
Distribution Methods: Static and cumulative
Weighting
All posts: IMTS (.3 User IDs)
Standard: Proc (1,2,3), 6143-NXP (.2 LE Staff)
Lite: GSO Services (.2 LE Staff)
Modifications (.3 or .6)
Examples in 6 FAH-5 H-340; Details in H-330
Lack of geographic proximity
Agency self-provides
Know the exceptions
Answer: A distribution factor identifies what is counted in each cost center (i.e., Basic Package counts “heads” or capitation). The workload count identifies how many there are (i.e., in BP it’s the total number of US Direct Hires, Contractors, TCNs, Other).
ICASS uses two types or methods of workload counts (See 6 FAH-5 H-331): Static and Cumulative.
1. Static counts are fixed as of May 1 and represent a snapshot of data; include capitation,
square meters, number of devices, etc.
2. Cumulative counts are a summation of workload incurred during the previous May 1 – April 30th
counting period and include kilometers driven, dollar value of supplies issued, number of times
travel services accessed, weight of pouches, number of strip codes processed, etc.
Adjustments to workload counts are sometimes needed. One standard adjustment is weighting which is applied to counts to reflect the projected consumption of a particular service or the level of effort required for a service. Weighting factors are established in Washington and may not be changed by post. (Review the examples on the slide)
Another adjustment is modification. Since not all customer agencies require the same range of services offered, certain cost centers allow for a modification of the workload count. Granting of modifications has a direct impact on all agencies’ invoices and they should be granted only in accordance with established post policy. We’ll talk more about this in a moment. See 6 FAH-5 H-340 and 6 FAH-5 H
What are the two primary reasons for granting a modification?
Lack of geographic proximity (lacking access to services)
Self provision (an agency provides some of the services for itself)
To help you frame your modification policy, Chapter 340 gives you an example of an acceptable modification for each cost center. Chapter 330 provides information on establishing post policies.
Who knows what the one exception is for modifications? A: Olmstead Scholars. This is currently the only exception and they are allowed a .3 modification in all cost centers to which they subscribe, regardless of whether it is modifiable or not. Avoid disputes and get it right!
Slide Transition Question: What is the timeframe for reviewing post modification policies?
6 FAH-5 H-330 Cost Distribution Methods & H-340 Cost Centers

7. Workload Count Calendar
Jan – March: Budget Committee reviews and approves:
Creation of sub-cost centers
Location budgeting
Post modification policies for all cost centers
New requests for modifications
May 1: Service Provider collects workload counts
June 1: Service Provider sends agencies workload counts and time allocations for next FY
July 1: Agencies provide written approval
of workload and time allocations to SP
Answer: During the January – March time period the post Budget Committee should be looking at all of the requirements above. In particular, the BC should ensure that it has a WRITTEN policy outlining the circumstances for granting modifications in each cost center; this is a responsibility of the BC. By establishing written policies, it is easier for both the SP and customer agencies to understand when and why mods are allowed. The key here is to handle this process at a time when post is not engaged with other activities. (as needed, review the other items that are addressed in this timeframe)
Review remaining dates/events
Why is June 1 so important? June 1 starts the clock with regard to the 30 day workload review/approval period. Your job is to get the workload count reports (and time allocations) ready by June 1 to ensure agencies have adequate time to review them.
After July 1, posts must submit the annual “Time Allocation and Workload Count Data Call” to the ISC. This data call includes a written notification that post has finalized all workload counts and identifies any unresolved issues that may be in dispute. This is a CRITICAL activity in the ICASS process and you need to be sure you get it right. The ISC provides this workload data in a special report that compares the new workload counts with the prior year to help the agencies project their costs.
How many of you met the June 1 deadline for submitting the workload counts to agencies? Many agencies have told us that posts are not giving them 30 days to review their counts Causing problems when there are issues to resolve. Make sure you give yourselves adequate time to complete this process on time!
How many still had disputes pending as of July 1? Did you follow the new procedures for resolving those disputes? (perhaps a small discussion here??)
Slide Transition Question: Who can explain some of the changes in the newly-published dispute policy?
ICASS Meeting Schedule

8. Revised Dispute Policy
Ensures agencies review/approve workload counts by July 1
Provides a process for appeals
Sets clear policy for resolution
Removes workload disputes from final budget process
Possible Answers: Workload counts must be approved or formally disputed by July 1; All disputes must be resolved by August 1; the ISC is the “court of appeal” after the Post BC reviews; once signed/approved in the initial invoice, workload counts can no longer be disputed in the final; there is a new standard procedure for addressing service quality disputes. (Note this now)
The primary goal of the revised Dispute Policy is to ensure agencies adequately review/approve workload counts, modifications and time allocations prior to July 1 and at the latest, by the initial invoice. The process ensures agencies have 30 days to complete this review, so you need to do your part to ensure that you provide the reports by June 1!
Within the 30-day period, the agency works with the SP to resolve any issues. If the issue cannot be resolved with the SP, the agency must formally file a written dispute with the BC and the SP must likewise provide a written justification for its position. This must be done within the 30 day period. If either party does not accept the BC’s determination, the SP forwards the dispute to the ISC for resolution. (NOTE: the Council does not review workload disputes)
This process does not alter the timetable for the submission of the annual “Time Allocation and Workload Count Data Call” to the ISC. If a dispute remains in process, the written notification must identify which agencies have pending disputes and explain the status. Please read the revised policy (6 FAH-5 H-460) for details on how we handle workload counts when issues are resolved subsequent to submission of the data call; all disputes must be resolved prior to preparation of the initial budget.
Once all workload issues have been resolved/finalized and the initial invoice is approved (meaning the workload counts have been approved in the data call stage and again at the initial invoice stage), an agency or SP may not dispute workload counts at the final budget stage that were previously approved.
Workload counts cannot be changed unless the reason falls under one of the approved justifications for changing workload counts . . .
Slide Transition Question: Which is a good segue to the next slide What are the circumstances under which a Service Provider can change workload counts??
6 FAH-5 H-460 Dispute Policy

9. Changes to Workload Counts
Changes are allowed for ….
New positions or agencies
New subscription to a service
Withdrawal from service
Abolished positions
Error corrections
Slide transition answer: There are limited circumstances where the SP can change workload counts once they have been approved. Let’s take a look at those “situations.”
(Have participants give an example for each reason.)
1. New positions/agencies: Add workload when a PYI will not be submitted.
2. New Subscription to a Service: Add workload when an agency adds a service to its SLA and a PYI will not be submitted
3. Withdrawal from Service: An agency provided six-months’ notice of withdrawal and it must be applied using the pro-rata formula (we will talk more about this)
4. Abolished Positions: An agency notifies the SP of positions that have been abolished (we will talk more about this)
Error Corrections : Examples: SP forgets to include a workload count for an agency, or included a workload count for an agency that has departed, or included a workload count for an agency in a cost center to which it did not subscribe.
So, let’s test your ICASS knowledge:
Slide Transition Question: Who can summarize how we handle new positions and new subscriptions in ICASS?
6 FAH-5 H Changing Workload Counts

10. New Positions, New Agencies, and New Services for FY11
Counts for new positions, new agencies and new subscription of services with no PYI:
Static Counts:
Filled less than 3 months = no count
Three to less than 6 months = .5 count
Six months or more = full count
Cumulative: Estimate based on services requested
Answer: (This slide is animated; only the first two lines will pop up. If no one is answering, ask how you handle Static counts. Then click, static counts will appear. Then ask how you handle cumulative counts, click and the second bullet appears):
The point is: if the position is not there for a full year, you need to use the pro-rata formula provided in 6 FAH-5 H
Test: What are the workload counts for a new position for which support services begin on:
December 1, 2010 (no PYI). Ans: Per Capita – full count, Cumulative – estimate
Why? Support began in month 3 of the FY; not linked to actual arrival of employee
May 1, 2011 (no PYI) Per Capita - .5 count, Cumulative – Estimate
Why? Support began in month 8 of FY, even if employee doesn’t arrive until month 10!
This pro rata formula is also used for positions being abolished Which we will discuss later.
Slide Transition : Workload counts can be a little trickier when you deal with cost centers with a cumulative count. Who knows how we handle these cases?
6 FAH-5 H Changing Workload Counts

11. New Positions/Subscription of Services & Cumulative Counts
Answer: You must use an estimate based on actual usage of the new agency (if available), or base your estimate on an agency of a similar size and established usage.
In this example, the agency arrived in December and subscribed to Motor Pool Services. In May 2011 you won’t have a full 12 months of usage for your FY2012 workload count. How would you calculate this agency’s projected workload?
(discussion)
ANS: You use the actual five month count and pro-rate that count for twelve months. (757 divided by 5 times 12 = 1,817 miles) The FY 2012 workload count for kilometers driven for this agency for motor pool services would be 1,817.
Again using this same example (i.e., no PYI is prepared), how would you handle the Motor Pool workload for this agency for the current year (i.e., you have no actual usage data)?
ANS: After discussing with the customer agency what their projected usage might be, and you compare that to a similar sized agency at post, you develop an estimated workload count for the current fiscal year (Dec 1 – Sept 30) and include it in the initial budget (time permitting)
You would use this same estimating approach if you were preparing a PYI and you needed to project Motor Pool usage for the Dec 1 – Sept 30 PYI period.
REMINDER: If you do not submit a PYI and just incorporate new agency workload in the current year, you risk losing the opportunity to increase next year’s target to reflect growth in your customer base. We’ll be reviewing the PYI issue a bit later.
Slide Transition Question: While we digest this information, let’s apply it to some actual cases you will be dealing with this year. We have two new workload issues that relate to new subscriptions to services.

12. Peace Corps Contractors & 5880-Security Services
Beginning in FY11 include counts for:
Long term PC contractors (260+ days)
DS and PC agreement for background checks
Affects all PC posts except FSM Palau and East Caribbean
Number of contractors at post varies from 3 to 60
PC Contractors counted ONLY in this cost center
Posts may consider PYIs in FY 11 if workload for investigators increases substantially
The first one deals with the Peace Corps.
Beginning in FY11, Peace Corps will fully subscribe to 5880-Security Services. This will ensure that RSOs conduct background checks of long-term PC contractor staff as required by both Peace Corps and Department of State policies.
If you have a PC presence at your post, ensure that their workload count for 5880 is based on all FSNs, USDH and PSCs on long-term contracts (260 days or more). DO NOT count short-term PSCs (contracts less than 260 days).
Why not count short-term PSCs?:  By agreement between Peace Corps and DS, short-term PSCs (260 days or less) do not require full-field background checks conducted by RSOs.  Peace Corps and DS have developed an alternate background check process for these individuals as they are not given unescorted access to USG facilities.  These short-term PSCs receive no services or support under ICASS.
(go through tics on slide to provide info) elaborate on last item:
Depending on the workload involved, post may have to consider a PYI to support this new subscription. For example, at a post with 70 PSCs, the RSO may need to hire a temporary FSNI to assist with the investigations. If so, this could be either direct-charged to PC or billed in a PYI. A PYI should be considered only if there is a quantifiable, substantial cost involved.
(see ICASS HINTS #14 for more details)
Or, depending on when this actually gets implemented at a post (i.e., when the RSO begins to conduct the background investigations), you may need to pro-rate the workload counts and incorporate them in the next available budget (if you have not yet counted them).
Slide Transition Question: Another workload-related issue you may have heard about relates to FAS
ICASS Hints #14

13. Foreign Agriculture Service & 5458-Info Mgmt Tech Support
FAS is migrating to OpenNet for all IT needs
Workload count (after migration)
No. Devices Serviced: All FAS IT hardware counted
No. OpenNet accounts no longer weighted
In FY11 workload counts (and modifications) will depend on post implementation schedule
Update workload counts in Initial Budget
Subsequent changes handled with a PYI, if necessary
FAS is migrating its IT requirements to State’s OpenNet.
On March 1, 2010, IRM issued guidance to IMOs in the field on how to count FAS workload for 5458-IMTS for FY we hope your IMO shared that information with you.
Full implementation will not be completed until some time in FY So, you will need to ensure your workload counts are correct, in accordance with the policy guidelines on new subscriptions that we just reviewed.
If on May 1, migration was not completed but by the time of the initial invoice it has been completed, you may need to adjust the IMTS workload counts in the initial invoice. No changes to these counts will be made after the initial invoice, so work with your FAS rep and the IMO to ensure that you get counts as accurate as possible.
If migration is completed after the initial invoice is prepared, post should use PYIs to address any further adjustments in FY2011; do not make adjustments to the final invoice workload counts.
A PYI is optional and not required. Most of the remaining posts are quite small and post may be able to absorb the related workload. Just ensure that your May 2011 workload counts are updated and accurately reflect the new workload counts for FY2012.
This conversion affects five Agriculture agency codes:
AG-Foreign Agriculture Service
AG-FAS/RFME
AG-USEU
AG-FAO
AG-Office of Capacity Building & Development
  AG-ATO
(see ICASS HINTS #14 for more details)
Slide Transition Question: We’ve discussed new customers and new services, now let’s talk about customers downsizing or leaving post. Who knows what we mean when we talk about an agency “withdrawing” from a service?
ICASS Hints #14

14. Withdrawing from a Service
When officially
Notified by …
April 1
October 1
Answer: It means an agency is completely withdrawing from a service Not just reducing its workload count in that service (i.e., cutting back on consumption).
There are rules that apply to service withdrawals. There are two key dates regarding withdrawals. Who knows why April 1 is a key date?
ANS: Withdrawal notifications received by April 1 are effective as of October 1. You do not include workload in the upcoming budget (either capitation or cumulative) for the services the agency withdraws from.
And October 1?
ANS: Withdrawal notifications received by October 1 are effective April 1. You include 6 months workload in the current year budget (capitation and cumulative) for the services the agency withdraws from. And you use the appropriate pro-rata formula we discussed earlier to adjust the counts.
Slide Transition: And finally Who can tell me the difference between withdrawing from a service versus abolishing a position?
6 FAH-5 H Changing Workload Counts & 6 FAH-5 H-021

15. Abolished Positions for FY11
Workload counts for abolished positions
Static counts:
Filled less than 3 months = no count
3 to less than 6 months = .5 count
6 months or more = full count
Cumulative counts: No adjustment
Answer: Positions can be abolished positions at any time and do not require six-months advance notice.
Capitation workload counts are dependent upon the number of months the position will be filled in the fiscal year. (read from slide for the standard pro-rata formula)
Ask participants how they would handle the workload for a position that is:
abolished November 1 (Per capita – no count, Cumulative – no adj.)
abolished April 1 (Per capita – full count, Cumulative – no adj.)
Note: Remind participants of the difference between handling an abolished position vs. a vacant position in the May 1 workload count process. For a vacant position that an agency put in writing will not be filled for any part of the fiscal year, no counts are included for that fiscal year. If it is a temporarily vacant position that will be filled that fiscal year, you count the full workload counts for the entire year.
Temporarily vacant as of May 1 (Per capita – full count, Cumulative – no adj.)
Vacant the whole year (with notification) (Per capita – no count, Cumulative – no adj.)
If an agency decides in December (or March) to abolish a position, changing the workload counts signed in July, what do you do? ANS: If December 1 abolish: no counts in capitation and related cost centers (i.e., log-ons, maybe space occupied, etc.) so you must change the workload counts. If March 1 abolish: .5 pro-rata count for capitation and related cost centers included in final budget. No change to cumulative counts in either case.
Note: Why are cumulative counts not adjusted? There is no clear way to identify the workload identified by a position…for example kilometers driven, vouchers processed, etc.
OK – we’ve reviewed the new policies, all the conditions for changing workload counts and how those are done. Now let’s look at the last category . . .
6 FAH-5 H Changing Workload Counts

16. Error Corrections Add workload when a PYI is not submitted
Add workload when an agency expands and PYI is not submitted
Adjust workload for official withdrawals
Adjust workload for abolished positions
Correct those pesky mistakes that slipped your attention . . .
Error Corrections!
We’ve discussed some of the reasons that justify changing workload counts and they are all variations on some kind of oversight or error. Some are easier to spot than others.
Over the past year we have discovered several other errors that have occurred in a fair number of posts, so we’re going to review a few of these and ask that you check your workload counts to ensure that you are not in this category.
Slide Transition: The first one relates to financial management services and . . .

17. Financial Management and Non-serviced Agencies
Serviced Agencies: State Dept performs accounting services for 20 + non-State agencies (see GFS KB article 9813 for list)
Non-serviced Agencies: Headquarters budgets and accounts for their funds.
Non-serviced agencies do not subscribe 6221-Accounts and Records.
Do not perform these services for non-serviced agencies
Do not create workload counts for “cuff records”
. . . Non-Serviced Agencies.
I”LL WORK ON NEW TPS
Another frequent workload count error: Non- serviced agencies shouldn’t be showing up in Accounts and Records and Budgets and Financial plans.
4 FAH-2 H-742 SERVICED AGENCIES
If the State Department performs an agency’s accounting services, the agency is considered to be a fully serviced agency. If the USDO has accounting and disbursing responsibility for the serviced agency allotments, the USDO is responsible for the allotment ledgers and account balances. The USDO maintains the agency’s strip code elements in the RM/GFS reference files, and produce the funding, obligation or payment transactions and records them in the accounting records for the serviced agency. Reimbursement for this level of service is established by the post ICASS agreement with the agency or organization.
4 FAH-2 H-743 NON-SERVICED AGENCIES
a. If the government agency maintains its own accounting functions for all its locations abroad, it is called a “non-serviced agency.” For the non-serviced agency account, the financial management system will not verify the accuracy of the strip code elements. The system will only edit the appropriation and Treasury bureau code for the non-serviced agencies. This is because not all of the reference materials are maintained in the respective edit files and tables. The strip code elements are reported on all vouchers and Form SF-1167, Voucher and Schedule of Payments (Continuation Sheets). Strip code data for non-serviced agencies must be submitted to the servicing post and entered into the financial management system so it will appear on the monthly VADR, which will be used for accounting purposes by the headquarters of the non-serviced agency. The USDO will make payments, report disbursements to Treasury, and send Form SF-1221, Statement of Transactions According to Appropriations, Funds, and Receipt Accounts (Foreign Service Account), List of Vouchers Processed (ACDA.057), and VADR to the address of record for each non-serviced agency or bureau. of State’s financial management system will not, however, verify the accuracy of the complete strip code elements, as they are not kept in the post’s reference files or tables.
6 FAH-5 H and Financial Management Svcs
ICASS Hints #14

18. Workload Counts for Family Members
Eligible Family Members (to include Domestic Partners. ) On orders, counted in CLO and Health (if they meet MED rqmts)
Eligible Family Members employed in EFM positions and Professional Associates: Treated as LE Staff in all applicable cost centers (i.e. HR, Payroll, Security Services, GSO, etc.)
Members of Households: Not on orders; Access to services but no workload counts
EFMs: Includes: unmarried children under 21 (natural, adopted, step, legal guardianship); children of any age who are incapable of self support; parents who are more than 51% dependent on employee (Dept decides); spouses and domestic partners (declared). EFMs on the orders are counted on May 1, even if they do not reside at post, as family members in CLO and Health. EXCEPT: Parents/step-parents are considered Member of Household (MOH) and are NOT eligible for or counted in Health Services.
In addition to being counted as a family member (above), EFMS who are employed in the mission are also counted as LE Staff in all applicable cost centers (not in BP).
Professional Associates (PAs) are EFMs assigned to regular direct-hire positions but do not have separate orders or allowances. Like EFMs, they are counted as LE Staff in applicable cost centers and as a family member in CLO and Health (not in BP).
MOHs are not on employee orders; are declared to the chief of Mission as part of employee’s household who will reside at post with the employee and is not domestic staff. Not eligible for Health Services; allowed limited access to CLO services but not counted.
Family members on Separate Maintenance Allowance (SMA) are not on the employees orders; are not counted for CLO or Health; do not have access to Health Services when they visit the employee (reminder: health insurance reqd for SMA members).
Bonus question: When counting on May 1 and a position is vacant, the new employee is single and scheduled to arrive on September 5, previous employee had a family of four and departed on April 13. How do you count for CLO and Health for this agency?
ANS: You use the counts for the previous employee. This is standard policy and should be applied uniformly to eliminate arguments and ensure transparency. If everyone follows this policy, we can ensure equity worldwide.
This principle also applies to counting school aged children for the Overseas Schools module. NOTE: This count should be taken as of May 1; we are correcting the misinformation in the software handbook that says the count is as of October 1.
Transition: Let’s move on to another tricky issue.
6 FAH-5 H-350 and 333 revised

19. Information Management Technical Support: How to Count OpenNet User Accounts
In the Chapter 340 rewrite we added a new factor group to 5458-IMTS: Number of OpenNet log-on IDs.
There was lots of discussion on this issue because while everyone agreed there was workload involved in establishing these IDs, those agencies that ran their own networks and only used OpenNet for local administrative requirements (i.e., T&A, work orders, etc.) did not think they should be charged at the same rate as State and other entities that were full users of OpenNet.
So, it was agreed that for those agencies that had their own networks, their OpenNet IDs would be weighted at the .3 level – a calculation that you must currently do off-line.
Imagine our surprise when we discovered that a significant number of posts were counting the ID workload twice: once at a full count and again at a weighted .3 count!! For all agencies!!
This is an error that MUST BE CORRECTED!! Preferably in the initial invoice.
If an agency has it’s own network (i.e., FCS, LegAtt, etc.), their OpenNet log-ons should be counted and weighted at the .3 level. They would not/not have a log-on count at the full count level. Likewise, ICASS log-on counts would always be at the full count level and would never also be included at the weighted level.
The software currently allows the SP to enter a count in both User Account Fields for (x1) and (x.3) … something we will fix in the rebuild. (See above as an example) There should NOT be a count in both fields for one agency.
We are also seeing some very large figures for the Number of Devices. You need to review with your IMO what the methodology is: The total number of devices maintained by the IM office, using the definition in Chapter 341.4/ (A workstation includes the CPU, monitor and keyboard – that’s one device. Separate counts are added for peripherals to that workstation. If the IMO manages the contract for and assisting with trouble shooting of cell phones and blackberries, those are also counted as devices But only if there is workload involved, not just the existence of a cell/BB contract. FOBs are also counted as a device for this cost center. Please review your methodology!
Now let’s move on to another favorite . . .
6 FAH-5 H or IM Tech Support

20. Non-Expendable Property (Standard) Workload Counts: How to Count LE Staff and Modifications
6143-Non Expendable Property Management.
The workload count is based on “as counted in BP (less any counts for institutional contractors)” PLUS “LE staff X .2”
The weighting of the LE Staff number must be calculated off-line and entered in the “Projected” column. Some posts are incorrectly entering .2 weighting factor in the Modification Factor column, precluding the ability to apply an actual modification factor. (See Commerce example above.)
Which gets us to the issue of modifications in this cost center.
Modifications are granted for agencies that only require receiving, pick-up/delivery and disposal services. The IWG predetermined that if an entity doesn’t subscribe to the full range of NXP services, they receive an automatic .3 modification. There is no requirement to get Budget Committee approval for this modification.
The issue that we most often see is posts not granting this modification for agencies that do not use the remaining services in this cost center (i.e., inventory control, warehousing.). This can get a bit more convoluted when posts have residential furniture programs. You should be using 6144-Furniture and Appliance Pool if you have significant furniture programs, even if it is not technically a “pool” and only State and ICASS are the participants. The goal is to isolate the costs related to the residential furniture program – which the agencies do not subscribe to – and ensure they are not billed for costs related to services they do not receive.
If you need more info or help on this issue, send your questions to
Slide Transition: Handling of workload gets trickier when PYIs come into play. At this juncture the presenter hands out an exercise and requests the participants fill out the grid on how to handle November 1, July 1 and September 1 arrivals. This should be a review for most people, but we find many posts still have problems with PYIs. (Allows 5 minutes to answer the questions.)
6 FAH-5 H or Non-Expendable Property

21. Handling of Workload w/without a PYI Support beginning Nov. 1, 2010
If Post prepares a PYI for 11 months:
Receive PYI money in FY 11 ( Nov 1, Sept 30, 2011)
PYI full year report supports target increase request for FY 12
No change to FY11 workload count
Include full year workload for FY 12 budget
If Post does not prepare a PYI then:
Add workload in FY11 at Initial Budget (see slide 9)
No PYI funds issued in FY11
Target adjustment for FY12 unlikely
Review the exercise with the participants and then turn on the slide and follow the bullets with the correct responses.
Discuss how to handle new arrivals/subscriptions of services w/without a PYI.
Be sure to emphasize that the starting period is not when the position is actually encumbered, but when post begins to provide support (i.e., gathering school information, searching for housing, etc.)
Ask for any questions, then move on to the next “situation.”
6 FAH-5 H-333.3

22. Handling of Workload w/without a PYI Support Beginning July 1, 2011
If Post prepares a PYI for 3 months:
PYI money received in FY 11 ( July 1 - Sept 30, 2011)
PYI full year report supports FY 12 target increase request
No change to FY 11 workload count
FY 12 workload count added to May 1, 2011 report
If Post does not prepare a PYI then:
If advised before FY 11 Final Budget is completed, increase workload in FY 11 budget for new position adjusted at .5
If advised after budget completion, no invoice for FY11
FY 12 workload counts added to May 2, 2011 report
No PYI funds in FY 11 and target adjustment for FY 12 unlikely
Same approach, review participants’ responses then go through he slide. Be prepared to answer questions.

23. Handling of Workload w/without a PYI Support Beginning Sep. 1, 2011
If Post prepares a PYI for 1 month in FY11:
In FY11, if post received advance notice, a 1 month PYI could be prepared and submitted by August 1, 2011 submission deadline
PYI full year report supports target increase request for FY 12
No change to FY11 workload count
Include full year workload for FY 12 budget
If Post prepares a PYI for 11 month in FY12:
If no advance notice in FY11, then In FY12 post can prepare an 11 month PYI
Do not include any workload counts for this agency in FY 12 budget.
Include full year workload for FY 13 budget
If Post does not prepare a PYI then:
No PYI funds. Target adjustment for FY12 potential limited.
Discuss how a new position is handled that arrives September 1.
6 FAH-5 H-333.3

24. QUESTIONS?