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ICASS Service Center

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

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ICASS Service Center

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  1. ICASS Service Center FY 2015 Data Call: What’s New?

  2. 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

  3. 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. 3

  4. 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.

  5. 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.

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

  7. 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.

  8. “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

  9. “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)

  10. “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.

  11. 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.)

  12. Lite Posts: GSO Cost Centers Enter workload in “Other” Factor Group

  13. 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.

  14. Budgets and Financial Plans Lite Posts (ICASS 3.0)

  15. 6225-Financial Management Services Standard Posts (ICASS 3.0) • 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) New Standard and Lite Posts (ICASS 4.0)

  16. 6225-Financial Management Services ICASS 3.0 ICASS 4.0

  17. Vouchering Sub-Cost Center • 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.

  18. Vouchering Sub-Cost Center Lite Post (ICASS 3.0) Enter workload in sub-cost center

  19. Vouchering Sub-Cost Center Standard Post (ICASS 3.0) Zero in main cost center Enter workload in sub-cost center

  20. FAP Assessment Sub-Cost Center • Sub-cost center 6144-X144 used to capture ONLY the annual assessment costs. • NoUSDH or LE Staff time allocated to this sub-cost center • The workload count in 6144-X144 should exclude: • Residences for short-term positions • Residences for new positions just buying into the furniture pool

  21. FAP Assessment Sub-Cost Center 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. Workload counted in 6144-0000 “Zero” in the sub-cost center 6144-0144

  22. FAP Workload Count • 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 .

  23. 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

  24. 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

  25. 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 Servicesmay establish a method of counting that more equitably distributes costs for the different services provided.

  26. 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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