Minutes of the NIH Intramural Administrative Officer's Meeting December 7, 2000 NIH Principals Administrative Officers Alternates Carroll Hanson, NHLBI Carolyn Bell, NIAID Carol Smith, NINDS Marie Hirsch, NCI Ana Ferreira, NINR Leonard Ross, VRC Linda Adams, NHGRI Kim Hazell, NLM Evelyn Burrell, NICHD Ron Boardley, CC Rene Smither, NIDVCR Susan Harrelson, NIDDK Bruce Wiggins, NIEHS Guests Robert Dennis, NIMH Shirley Mizzell, OA Olive Childers, NEI Dan Bailey, NIB Edie Smith, CIT Melissa Kupferschmid, NISH John Savannah, ORS Karen Sikes, OIR/OD Janis Mullaney, OD/OIR Liaison I. Meeting of Principal Administrative Officers (closed session): Discussion - Mr. Dennis 1. No-Smoking Policy of the Clinical Center Ron Boardley and Hank Primus discussed the Clinical Center's policy prohibiting smoking within 100 feet of the Clinical Center facility, and the difficulties of enforcing that policy. They reported that the NIH police can enforce the law which prohibits smoking inside NIH buildings, but they cannot give citations for violations of policy. The recent Joint Commission review was cause for the CC to be particularly concerned about smokers and cigarette butts at numerous locations around the building, requiring multiple efforts to keep areas clean. Consultations with other institutions indicate that successful no-smoking programs have required education, clear policy, penalties, and considerable time to achieve results. The team asked the AO s for volunteers to create an ad hoc work group to develop a strategy that could be submitted to NIH management for action. Ms. Smith, Mr. Boardley, and Mr. Dennis volunteered and others were encouraged to do so. 2. Travel Policy Prior to the meeting, there was concern expressed that the AOs are not given an adequate opportunity to provide advance input in the development of travel policy, and that the communication of that policy is not sufficient. In particular, is the issue of a recent change of policy stating that all government airline tickets must be purchased through the World Travel Service and that travel credit cards may not be used to purchase fares. Only after inquiries was it made known that exceptions could be made for emergencies such as cancelled return flights, when WTS offices were closed. Mr. Dennis spoke with Joel Papier about the communications with AOs. Mr. Papier indicated that his office now sends drafts of chapters to the AOs and Exective Officers for comments, and copies to AOs of all travel documents sent to the Executive Officers. Mr. Papier expressed his willingness to consider any suggestions for improvement. In discussion, the AOs felt that few were actually aware of receiving such documents and did not feel included in policy considerations before circulation of drafts. Concerning the issue of the required use of WTS, Carroll Hanson said that he believes it is partially considered necessary in order to collect data for the General Services Administration. However, it is considered feasible to get the same data to GSA without the WTS requirement. For example, it could be collected from IMPACT card records. It was also indicated that hotel reservations should also be arranged through WTS. Since these requirements are not practical or enforceable, the sense of imposing the requirements was challenged by the group. The AOs requested that the issue be raised at the next Executive Officers meeting for consideration. Issues from OD/OIR - Ms. Mullaney 3. Foreign Scientists Program There is a contract in progress, examining documentation and conducting interviews, looking for best practices regarding the appointments of foreign scientists and visa procedures in particular. The contractor will consider such issues as delegations of authority and process flow. It is noted, however, that some factors, such as State Department policy, may be beyond NIH's ability to change. The interviews are about 40 percent complete. Bob Dennis suggested that IC Fellowship Training Directors be included among those interviewed, since they are in direct contact with many of the foreign scientists. 4. FPS II Janis Mullaney encouraged the members to see that once ICs complete their FPS training, they begin to put Fellows' records into the system. It would be best if all renewals are recorded in the new system. The system now sends an e-mail notice to approving officials for anyone who is missed. It was pointed out that there have been some changes to the system since IC staff took the earlier training. Ms. Mullaney informed the group that she will be assuming a full-time role in NCI and would be vacating her position as OD/DDIR Liaison. She will continue to perform her liaison duties until a replacement is found. The position is expected to be advertised soon. The group expressed their thanks for her long association and dedication, and for her many services on behalf of the NIH administrative community. 5. Special Expert Slots It was mentioned that OHR is encouraging conversions of Special Experts in scientific positions to Title 42 appointments. That would release Special Expert slots for non-research employees - such as senior computer analysts. 6. USOPM rescinding ad hoc Nature of Action Codes In consolidating its Nature of Action Codes (NOAC), USOPM has eliminated the authority for on-the-spot (OTS) cash awards, expected to become effective in January 2001. Linda Adams expressed concern that cancellation of authority to use OTS awards would create problems. For example, the separate OTS authority allowed payment through the ADB without a duplicate payment upon entry into the Personnel and payroll systems. We understand that the issue will be raised considered by the NIH HRDD and may be with the Program Support Center and the Department in order to negotiate a solution. 7. Operations and Management Review in NIMH/IRP Mr. Dennis reported that discussions with his Scientific Director concerning Program-wide staffing, structure, coverage, and effectiveness led to a consultant-led study. The review was completed in 10 weeks, following extensive collection of data and procedural documents, individual interviews, and focus group interviews. Using Baldridge assessment measures, the final report included strengths and weaknesses ("opportunities for improvement"), and recommendations for how the Program could become more effective. The recommendations included suggested process for achieving better communications, procedural improvements, and systems approaches to information management, performance measurement, etc. The Program is about to begin the process of strategic planning and implementation. Mr. Dennis offered to inform the group of progress and results in the interest of sharing best practices. 8. Study group for Admin Positions This project has been otherwise on hold, in part pending the outcome of a separate study undertaken by NICHD, With that study now finalized, the work group will re-convene on its original schedule to consider the materials that have been collected, how they can be used, and what further efforts are necessary. 9. Co-Chair Due to recent and pending losses of co-chairs, Mr. Dennis asked for and received the group's endorsement for the appointment of a new co-chair. Richard Freed of NIAID has agreed to take on that position. 10. Minutes for meetings In recent months, Nan Freas has taken the minutes for our meetings. Because of other demands for her time, she has asked to be released from those duties. Mr. Dennis thanked her for her help and NINDS for allowing her to be available. Pam Pearson-Green, who works with Mr. Dennis in NIMH, will take on responsibility for the minutes. II. NIB/NISH Presentation (open session): Shirley Mizzell of the OA Office of Acquisitions and Policy introduced Dan Bailey of the National Industries for the Blind (NIB) and Melissa Kupferschmid of the National Industries for the Severely Handicapped (NISH). Their purpose was to introduce the group to the many products and services provided by this non-profit partnership under the Javitz-Wagner-O'Day Program. Combined, they serve some 88 agencies and employ about 31,000 handicapped and disabled employees. They distributed brochures of their Skilcraft products and services, and provided their web site address as www.jwod.com. Mr. Dennis suggested they consider looking into the NIH Intramall. Ms. Mizzell agreed to provide them with the necessary contact.