your commissary it’s worth the trip! linking s worth the trip! linking manpower to budget ......
TRANSCRIPT
DEFENSE COMMISSARY AGENCY
Your Commissary … It’s Worth the Trip!
Linking Manpower to Budget‐ Resource Optimization
ASMC PDI – March 15‐16, 2016
Clifford Curry, Management AnalystOverseas Resource Management
Juergen Jensen, Budget AnalystOverseas Resource Management
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
2
Understanding of the:
– Relationship between Manpower and Budget in Resource Optimization.
– Complexities involved in “Resource Optimization” in a OCONUS environment.
– How optimization concepts and processes may be applied in current or future situations.
“Takeaways”
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Guiding Principles
USC Title 10, Sec 129a & DoDD 1100.4/DODI 1100.22
Civilian personnel shall be managed each fiscal year on the basis of- the workload required to carry out the functions and activities of the department and
- the funds made available to the department for such fiscal year.
- full‐time equivalent estimates must represent an effective and efficient use of resources to meet program requirements.
3
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Background
4
Prior to FY12, DeCA was “Budget‐Based”– Execution of manpower requirements limited to availability of funds.
FY11 DeCA embarked on an initiative called CLASS (Common Level of Service & Support).
FY12, DeCA became “Base‐Lined”– Execution of manpower requirements limited to FY11 FTE execution.
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Resource Optimization
Effectively operate within constraints
Proactive approach to changes
Minimize action to impact time
Efficient utilization of resources
5
Objectives
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Impacting Factors
6
Organization Size
Staffing Structure
Local Labor Market
Employee Turnover
Hiring Lag
Execution
Reporting Systems
Foreign Currency Fluctuations
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Full-Time Equivalent
Manpower Requirements: 5 USC 5504
– 2,087 hours will be used to determine Full‐Time Equivalent employment
– Not to be confused with Full‐Time Position
– FTE Execution
7
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Full-Time Equivalent
Manpower Execution: DoD 7000.14‐R (FMR)– …Total number of regular straight‐time hours (not including overtime or holiday hours) worked by employees divided by the number of compensable hours applicable to each fiscal year.
– Annual leave, sick leave and compensatory time off and other approved leave categories are considered to be “hours worked” for purposes of defining Full‐Time Equivalent employment.
– FTE = 2,080, 2088, or 2,096 hours per FY.
8
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Manpower Requirements
Man‐hour Availability Factor (MAF):– The number of hours an employee is reasonably expected to be available to work.
9
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Manpower Availability Factor
2,087 Congressionally Mandated Work Hours‐ 10 holidays per year (80‐hrs) = 2,007 hours2,007/12 = 167.25 Hours/MonthSubtract average monthly hours for:
LeaveMedicalTrainingOther paid absences (‐ 19.25 Hrs/Month)
= 148‐hours/month… 148 x 12= 1,776 (DeCA CONUS)
10MAF varies between agencies
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Manpower Requirement
Example:1 Cashier: 8‐hours per day x 5 days per week x 52 weeks/year
8 x 5 x 52 = 2,080‐hrs per year2,080 ÷ 1,776 (MAF) = 1.2 Required FTE
For 1 full‐time position, we have to execute 1.2 FTE (+20%)
OCONUS, this can be as high at 1.4 FTE (+40%)
11
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
MAF - OCONUS
Most Local National work‐years are less than US
Paid Absences (holidays, leave, medical, other paid absences) are generally more generous than US
Average US & LN employee availability data results in lower MAF than CONUS
DeCA Overseas uses 13 MAFs
Lower the MAF the higher FTE execution to meet requirements
12MAF varies between countries
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Budget-Based Program
Ability to execute is limited to availability of funds
Unexecuted funds can be reallocated without adversely impacting current FTE execution
Maximize FTE execution
Supports operational requirements
Every dollar counts
13
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Budget-Based (OCONUS)
Manpower determines FTE requirements
Budget determines optimal Average Work‐Year Cost (AWC)*‐ Total payroll (minus OT and non‐standard pay/hours such as Summer Hires) divided by the FTE executed
Budget sets separate US/LN FTE targets
Actual payroll and actual FTE execution determines availability of funds (FTE)
Unexecuted funds (FTE) can be reallocated
14
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Base-Line Program
More restrictive than Budget‐Based program
Funding no longer driving factor
Ability to execute is limited to fixed number of FTE
Every hour counts… easy to over execute
Ability to fill vacancies or increase hours may be restricted
Could adversely impact mission
15
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Base-Line (OCONUS)
Manpower determines FTE requirements
Budget establishes funding ceiling
Manpower sets FTE targets
Actual hours executed determines available FTE
Redistribution of unexecuted hours more restricted
16
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Optimization
Regardless of program, the key to optimization is having accurate information in a timely manner
Real‐time assessment of:– Execution versus requirements– FT/PT positions– US/LN positions– Current on‐board staffing– Projected gains & losses– Hiring Lag– Funding availability – Local labor market impact (staffing)
17Optimization involves all stakeholders
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Optimization Initiatives
UMDs & Execution Inputs maintained on SharePoint
Stores responsible for updating UMDs and providing execution data
SharePoint linked to Manpower and Budget analytical tools and micro‐applications
Consolidated execution and budget data from various financial systems
18
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Benefits
Management, Manpower, Budget, etc. can see current status of our organizations‐ Current Staffing Level (PT/FT, FTE, Body‐Count, etc); Actual Work Schedules vs Authorizations; Vacancies; Recruitment Actions; Projected Losses; LWOP; Bi‐weekly & Monthly executed hours; etc.)
Impact of changes are immediately recognized
Reduces reaction time
Adjust execution factors as needed
Allows “what‐if” scenarios19
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
DATA Sources and Formats
20
Foreign National Direct Hire Portugal Italy Turkey United Kingdom Korea
Foreign National Direct Hire Portugal Italy Turkey United Kingdom Korea
Foreign National Indirect Hire Netherlands United Kingdom Belgium Spain Germany Korea Japan
Foreign National Indirect Hire Netherlands United Kingdom Belgium Spain Germany Korea Japan
Micro Application Authorizations Execution
Micro Application Authorizations Execution
Formats Flatfiles (DFAS) Excel Scanned Vouchers Mailed Vouchers
Formats Flatfiles (DFAS) Excel Scanned Vouchers Mailed Vouchers
US Payroll
Unit Manning DocumentsUnit Manning Documents
Store Input via SharePointStore Input via SharePoint
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Geographically separated users/data providers
Overview
End users
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Create an Input File
22
Create an Excel file in a columnar format for the user to input the required data
Create a separate file for each user/location
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Place Input Files on SharePoint
23
Upload the excel files to a SharePoint location accessible to all users.
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Create Connections to Input Files
24
On a new spreadsheet, select “Existing Connections” from the Data tab
Then select “Browse for More”
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Create Connections (cont’d)
25
Input your SharePoint folder’s URL and your files will be available for selection
Select the file and then the sheet you want to connect to
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
26
Select cell A1 to place data
The spreadsheet is now connected to your spreadsheet on SharePoint
Data can be updated using the REFRESH button
Create Connections (cont’d)
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
27
Repeat the above steps for each spreadsheet you want to connect to
Add each successive connection directly under its predecessor
Data can now be used for pivot tables and other reporting formats
Create Connections (cont’d)
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
PDF linked to SharePoint
28
Create a PDF document that is linked to the various spreadsheets
Include instructions for inputting data
Email to the users
Your Commissary … It’s Worth the Trip!
Your Commissary … It’s Worth the Trip!
Defense Commissary Agency
Summary
Optimization processes can be applied to a Budget‐Based or Base‐Line program
Requires close collaboration between Manpower, Budget, stakeholders (HR, Managers, etc.)
Though complex to set‐up, once established process is self sustaining
Reduces workload, reaction time and increases efficiencies
Optimizes manpower resource planning and execution
29
DEFENSE COMMISSARY AGENCY
Your Commissary … It’s Worth the Trip!
QUESTIONS?ASMC PDI – March 15‐16, 2016
Clifford Curry, Management AnalystOverseas Resource Management
Juergen Jensen, Budget AnalystOverseas Resource Management