HQ Operations All Hands

July 25, 2012

Equal Opportunity and Diversity ManagementDanette MinceyDirector

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Relocation of Office OEDM has moved to 5T39 – 5th Floor

Contact information:Danette Mincey x0239Felicia Toney x0366Claudia Silver x0936Lashawn McDuffie x0965

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Take Your Children to Work Day Tuesday, July 31, 2012 – 8:00am – 1:00pm

Registration is full

Keynote speaker – Dr. Jim Garvin

Volunteers are needed

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New EEO Complaint Procedures In light of recent EEOC rulings revamping

complaint processing procedures for cases involving sexual orientation

Cases will be processed under Title VII as sex discrimination in most situations

Visit EODM’s website for more information

Information Technology & Communications DivisionDennis Groth, IT OperationsStanley Artis, Customer Services

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• Computer refresh and software updates are in progress• Replacement strategy is oldest hardware first• Actively working with HQ Offices to re-validate original seat selections that were made

in October 2011• 572 of 2279 complete, remaining scheduled at a rate of 200 computers per month

• Computer refresh process improvements• Paused HQ refreshes in April 2012 to review end-to-end process and improve the

customer experience• Implemented and monitored process changes for effectiveness• ITCD and HP conduct a formal daily review of refresh activities

• Cellular and Smartphone (PDA) replacement will begin in Aug 2012• Replacement strategy is Office based• Customers will be provided the opportunity to select a new device that is in the same

service class as their existing mobile seat• Replacements are planned at a rate of 100 devices per week

End User Services Update

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Data At Rest• PGP full disk encryption deployment is in

process across the Agency• Required for all laptops (Mac and PC)• Older HQ laptops that are not capable of using this

service will receive this when the computer is refreshed

• Additional information is available at http://itcd.hq.nasa.gov/DAR.html

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Upcoming EventsR E M I N D E R

• 2012 IT Security Awareness Training must be completed by 31-July-2012• To retain IT access and accounts this training MUST be

completed!!!!!

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ITCD Points of Contact• I3P Center Integration Lead

– Elaine Bowman: elaine.bowman@nasa.gov• End User Services Subject Matter Expert (SME)

– Joe Lanasa: joseph.m.lanasa@nasa.gov• Enterprise Service Desk SME

– Tuesday Dodson: tuesday.c.dodson@nasa.gov• Communications SME

– Mary Shouse: mary.shouse@nasa.gov

Please visit our website for more information: http://itcd.hq.nasa.gov/ACES_transition.html

HQ Facilities & Administrative Services DivisionLes NewellDeputy Director

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Building Update• 9th floor renovation Complete!!!!!!

• Working punch list items, estimated completion date Aug 13th • 8th floor renovation has started as of July 17th

• Estimated completion date October 24th• All NASA employees are not permitted on this floor without proper safety certification

• 6th floor renovation will be next after expected completion of 8th Floor on November 1st• Drawing schedule for 7th and 4th floors

• Construction Drawings submitted to NASA on July 23rd ; NASA comments due July 27th• No changes can occur after July 27th without cost & schedule impact

• Weekly meetings with Piedmont, their contractor team, GSA, and NASA HQ continue• Review schedule and deliverables• Ensure code compliance• Best Practices passed on to floors not completed

• Web Site: http://fasd.hq.nasa.gov/bldg_renovate.html

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Schedule• Moved 9th floor to 5th floor- March 9, 2012• Returned 9th floor to 9th floor - July 13, 2012• Moved 8th Floor to 5th Floor - July 14-16, 2012• Return 8th Floor to 8th Floor - October 25-31, 2012 • Move 6th Floor to 5th Floor - October 25-31, 2012• Return 6th Floor to 6th Floor - January 15-21, 2013• Move 7th floor to 5th floor - January 15-21, 2013• Complete renovation - Aug 2014

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Finished 9th floorExterior corridor PRC

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Finished 9th floorGalley A-Suite

National Level Exercise 2012 - Eagle Horizon NASA’s first involvement in National Level Exercise Combined annual mandatory continuity exercise for all

federal executive branch departments and agencies, Eagle Horizon

June 19th – 20th: Alternate Operating Facility and Devolution site

Scenario chosen by National Security Staff and focused on cyber security threats and vulnerabilities

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National Level Exercise 2012 - Eagle Horizon - Continuation Interagency coordination included State Department

and NOAA Evaluations reported to the White House National

Security Staff NASA received “green” evaluation assessments related

to all Agency continuity capabilities

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September Preparedness Month Evacuation Stair Chair Training

Sept. 5th at 10:00 AM - 11:00 AM, 2nd Floor Galley Sept. 26th at 10:00 AM - 11:00 AM, 9th Floor Galley near

Stairwell B Commuter Preparedness Presentation by

WMATA Sept. 11th at 11:30 AM - 12:30 PM

Glennan Assembly Room Speaking with Children About Disasters

Sept. 26th at 10:00 AM - 11:00 AMGlennan Assembly Room

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Get Involved, Be Prepared Update Emergency Contact numbers (Employee

Express/IdMAX) Volunteer to be a Building Evacuation Monitor

Email Pamela.J.Hobbs@nasa.gov Make a Family Disaster Plan and Go Kit

www.nasa.gov/hqemergency

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Human Resources Management DivisionLeah HollanderDirector

Budget Management & System Support DivisionLeigh Anne GiraldiDirector

Budget Management & Systems Support

Budget Updates & Key Dates FY12 year-end is quickly approaching! The BASO FY12 Year-End / FY13 Startup webpage is

updated frequently with the latest dates from the Agency.

The FY12 Year End / FY13 Startup webpage includes: FY12 Year-End Calendar Links to preformatted bookmarks and Cognos reports to assist

with monitoring year-end activity Forms such as the Procurement Verification Form FAQs & Other Important & Relevant Information

HQ Key Year-End DatesDate Description

8/8/2012 Last day to submit PRs for new purchase orders, delivery orders or task orders requiring obligation/award in FY 12 using normal procedures*

8/9/2012 Bankcard purchases using expiring funds must be ordered and entered into the system.

9/7/2012 Last day to submit PRs for additional funding to existing contracts requiring obligation in FY 12 using normal procedures*

9/17/2012 NSSC cutoff for submission of domestic, XTDY and foreign vouchers – Approved domestic, XTDY and foreign vouchers must be received at the NSSC by this date.

9/21/2012 HQ Travel Office cutoff date for submission of travel authorizations – Approved HQ travel authorizations must be received at the HQ Travel Office by this date to ensure processing is complete prior to Year-End shutdown.

Note: FY12 funds are two-year funds, thus split travel authorizations and vouchers are not required this year

9/24/2012 Roll up of uncommitted HQ Ops funding

* After deadline, completed Procurement Verification Form must accompany PR

For the full listing of HQ as a Center and NMO at JPL year-end deadlines, refer to the FY12 Year-End and FY13 Startup webpage on the BASO>Website!

Travel & Administrative SavingsAgencies required to cut spending on travel, and administrative services based

on an executive order signed by the President – part of the Administration’s Campaign to Cut Waste

HQ Travel Control � Not to exceed $15.6M� Currently at 63%, as of June 30th

HQ Admin Savings � HQ Admin Services reduction target -- $9.3M� May reinvest funds but not in these specific 4 categories

� Administrative services include commitment items: 2400 (Printing), 2510 (Advisory and Assistant Services), 2520 (Other Services), 2600 (Supplies and Materials)

� Must report where funds were redirected� Currently on Target

Looking Ahead to FY 2013� Higher Agency Goals: 30%

� IT Services/Products

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Questions and Answers