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.