**Risk Management Agency (RMA)**

**Performance Work Statement (PWS)**

**Administrative Services**

**Section C.1. General**

The Risk Management Agency (RMA), a component agency of the United
States Department of Agriculture, is conducting a cost comparison under
the provisions of OMB Circular A-76. The intent of the Agency is to
solicit the most efficient and effective manner to complete the
requirements set forth in this document. To achieve this goal, the
requirements are subject to a comparison between Private and Public
Sector Offerors. Therefore, the term "Service Provider" (SP) is used in
lieu of the term "Contractor."

The result of this comparison may be: (1) Implementation of the
Government's Most Effective Organization (MEO); or (2) Award of a
commercial contract. Therefore, the term "Award" is used in lieu of the
term "Contract." Significant process improvements are desired. "How to"
procedures have been removed, wherever possible. The requirements are
defined based on the output of products and services and not the level
of effort required to perform the functions.

# **C.1.1. Objective**

The objective of this solicitation is to acquire administrative support
for RMA.

# **C.1.2. Scope**

The activities described in this Performance Work Statement (PWS)
include administrative support functions at all locations.
Administrative support within the Office of the Administrator is
excluded. RMA receives some support services from the Farm Service
Agency (FSA) the National Finance Center (NFC), and other USDA agencies.
These services are outside the scope of this requirement. However, the
SP may be required to interact with these agencies, which include Human
Resources, Purchasing and Procurement, and Information Technology
Management. Related functions such as finance, budget and accounting
performed within RMA are also outside the scope of the requirement but
the SP may be required to interact with these services as well.

# **C.1.3. Mission of RMA**

RMA provides and supports cost-effective means of managing risk for
agricultural producers in order to improve the economic stability of
agriculture. RMA administers the programs of the Federal Crop Insurance
Corporation (FCIC).

# **C.1.4. Background**

Administrative support is required to support agency operations in
organizational units stationed at fifteen different locations throughout
the Continental United States. These locations are listed in Section
C.6.1. The support responsibilities vary in type and complexity
depending on the specific location supported. The type of work varies
from simple administrative tasks such as answering the telephone and
performing other non-complex duties to more complex tasks such as
preparation of legal documents and maintaining management information in
accounting systems and management tracking systems.

C.1.5. Roles and Responsibilities

Contracting Officer

The duly appointed and warranted government agent authorized to enter
into, administer or terminate contracts and make related determinations
and findings. The contracting officer is the only person authorized to
contractually obligate the government. The contracting officer is
responsible for ensuring performance of all necessary actions for
effective contracting, ensuring that the requirements of all pertinent
laws, regulations, etc. have been met, ensuring compliance with the
terms of the contract, and safeguarding the interests of the United
States in its contractual relationships. The contracting officer ensures
that sufficient funds are available for government contractual
obligation and ensures that all contractors receive impartial, fair and
equitable treatment in the solicitation process.

Contracting Officer's Representative

The Contracting Officer will appoint and delegate limited authority for
certain contract‑related decisions to a RMA employee who will serve as
the Contracting Officer\'s Representative (COR) in writing. The COR
Appointment Letter details exactly what responsibilities lie within the
scope of the COR\'s authority. The COR will notify the CO of
recommendations for technical acceptance or rejection by the Government
of all articles and services required to be furnished and/or performed
under the contract; will receive, for the Government, all articles and
services called for by the contract and will represent the Contracting
Officer in the technical phases of the work. The COR monitors the
Contractor\'s performance to ensure compliance with technical
requirements of the contract, verifies and certifies that the items have
been inspected and meet the requirements of the contract. The COR
notifies the CO if performance is not meeting the requirements of the
contract.

Local Authorizing Officials

At least one Government employee will be designated by the Contracting
Officer at each RMA location to represent the agency locally to the SP
and resolve local issues. This will usually be the Director of the
office. Since some locations will have multiple organizational units
which will receive services, more than one local authorizing official
may be delegated to perform these functions. For example, in Raleigh, NC
one official may be designated in the Regional Office and another person
may be designated in the Regional Compliance Office. The local
authorized official will provide to the COR and the CO information on
performance by the SP.

**Section C.2. Definitions**

+-----------------------+-----------------------+-----------------------+
| **A                   | **Abbreviation        | **Definition**        |
| bbreviation/Acronym** | /Acronym Meaning**    |                       |
+=======================+=======================+=======================+
| Acquisition Documents |                       | Documents used in the |
|                       |                       | procurement process   |
|                       |                       | to purchase goods and |
|                       |                       | services. Includes    |
|                       |                       | Requests for          |
|                       |                       | Proposals,            |
|                       |                       | Cooperative           |
|                       |                       | Agreements. Does not  |
|                       |                       | include small         |
|                       |                       | purchase documents.   |
+-----------------------+-----------------------+-----------------------+
| Actuarial Documents   |                       | Documents pertaining  |
|                       |                       | to insurance          |
|                       |                       | information used to   |
|                       |                       | determine premium     |
|                       |                       | rates and coverage.   |
+-----------------------+-----------------------+-----------------------+
| ADP                   | Automated Data        | The processing of     |
|                       | Processing            | information by means  |
|                       |                       | of a computer.        |
+-----------------------+-----------------------+-----------------------+
| Allocation            |                       | Amount of             |
|                       |                       | appropriation that is |
|                       |                       | distributed on a      |
|                       |                       | budget fiscal year    |
|                       |                       | basis for a           |
|                       |                       | particular office to  |
|                       |                       | spend on needed       |
|                       |                       | expenses.             |
+-----------------------+-----------------------+-----------------------+
| APH                   | Actual Production     | A method of           |
|                       | History               | determining a         |
|                       |                       | producer\'s crop      |
|                       |                       | insurance guarantee   |
|                       |                       | by using past records |
|                       |                       | of crop yields        |
+-----------------------+-----------------------+-----------------------+
| Authorized Contract   |                       | A legally binding     |
|                       |                       | instrument between    |
|                       |                       | RMA and a specific    |
|                       |                       | contractor for the    |
|                       |                       | contractor to do      |
|                       |                       | certain work in       |
|                       |                       | exchange for          |
|                       |                       | consideration to be   |
|                       |                       | paid by RMA.          |
|                       |                       | Authorized            |
|                       |                       | representatives of    |
|                       |                       | both RMA and the      |
|                       |                       | contracting           |
|                       |                       | organization must     |
|                       |                       | have signed such a    |
|                       |                       | contract.             |
+-----------------------+-----------------------+-----------------------+
| Brio                  |                       | Software used to      |
|                       |                       | query a data          |
|                       |                       | warehouse to get data |
|                       |                       | in a report format.   |
+-----------------------+-----------------------+-----------------------+
| Contracting Officer   |                       | The duly appointed    |
|                       |                       | and warranted         |
|                       |                       | government agent      |
|                       |                       | authorized to enter   |
|                       |                       | into, administer or   |
|                       |                       | terminate contracts   |
|                       |                       | and make related      |
|                       |                       | determinations and    |
|                       |                       | findings.             |
+-----------------------+-----------------------+-----------------------+
| COR                   | Contracting Officer's | The government        |
|                       | Representative        | official appointed by |
|                       |                       | the Contracting       |
|                       |                       | Officer and delegated |
|                       |                       | authority to          |
|                       |                       | represent the         |
|                       |                       | government and        |
|                       |                       | monitor performance   |
|                       |                       | under the contract.   |
+-----------------------+-----------------------+-----------------------+
| Correspondence        |                       | Correspondence        |
|                       |                       | consists of formal    |
|                       |                       | written               |
|                       |                       | communications        |
|                       |                       | following prescribed  |
|                       |                       | formats such as       |
|                       |                       | letters, information  |
|                       |                       | memoranda, and        |
|                       |                       | decision memoranda.   |
+-----------------------+-----------------------+-----------------------+
| CTS                   | Compliance Tracking   | Software program used |
|                       | System                | by the Compliance     |
|                       |                       | Offices to track      |
|                       |                       | cases and workload.   |
+-----------------------+-----------------------+-----------------------+
| Document              |                       | Written material that |
|                       |                       | includes but is not   |
|                       |                       | limited to            |
|                       |                       | handwritten or        |
|                       |                       | on-diskette drafts,   |
|                       |                       | letters, memoranda,   |
|                       |                       | reports, spreadsheets |
|                       |                       | or e-mail.            |
+-----------------------+-----------------------+-----------------------+
| ECS                   | Electronic            | Software program used |
|                       | Certification System  | by reinsurance        |
+-----------------------+-----------------------+-----------------------+
| FAR                   | Federal Acquisition   | The regulation for    |
|                       | Regulations           | use by federal        |
|                       |                       | executive agencies    |
|                       |                       | for acquisition of    |
|                       |                       | supplies and services |
|                       |                       | with appropriated     |
|                       |                       | funds.                |
+-----------------------+-----------------------+-----------------------+
| FCI                   | Federal Crop          |                       |
|                       | Insurance             |                       |
+-----------------------+-----------------------+-----------------------+
| FCIC                  | Federal Crop          | Entity of the Federal |
|                       | Insurance Corporation | Government            |
|                       |                       | administered by RMA   |
|                       |                       | to conduct the        |
|                       |                       | Federal Crop          |
|                       |                       | Insurance Program.    |
+-----------------------+-----------------------+-----------------------+
| FFAS                  | Farm and Foreign      | Mission area of the   |
|                       | Agricultural Services | USDA, reporting to an |
|                       |                       | Under Secretary, that |
|                       |                       | includes the Risk     |
|                       |                       | Management Agency,    |
|                       |                       | the Farm Service      |
|                       |                       | Agency and the        |
|                       |                       | Foreign Agricultural  |
|                       |                       | Service.              |
+-----------------------+-----------------------+-----------------------+
| FFIS                  | Financial Foundation  | Accounting system     |
|                       | Information System    | used by RMA and NFC.  |
+-----------------------+-----------------------+-----------------------+
| Fiscal Year           |                       | The 12-month period   |
|                       |                       | beginning October 1   |
|                       |                       | and ending September  |
|                       |                       | 30 that constitutes   |
|                       |                       | the government's      |
|                       |                       | economic year.        |
+-----------------------+-----------------------+-----------------------+
| FMS                   | Financial Management  | Organizational unit   |
|                       | Staff                 | of RMA.               |
+-----------------------+-----------------------+-----------------------+
| FOIA                  | Freedom of            |                       |
|                       | Information Act       |                       |
+-----------------------+-----------------------+-----------------------+
| FSA                   | Farm Service Agency   | Component agency of   |
|                       |                       | USDA.                 |
+-----------------------+-----------------------+-----------------------+
| FTR                   | Federal Travel        | Government            |
|                       | Regulations           | regulations that      |
|                       |                       | govern travel.        |
+-----------------------+-----------------------+-----------------------+
| GFE                   | Government Furnished  | Equipment furnished   |
|                       | Equipment             | by the Government for |
|                       |                       | the use of the SP.    |
+-----------------------+-----------------------+-----------------------+
| GFF                   | Government Furnished  | Real Property         |
|                       | Facilities            | furnished by the      |
|                       |                       | Government to be      |
|                       |                       | occupied by the SP.   |
+-----------------------+-----------------------+-----------------------+
| GFI                   | Government Furnished  | Information furnished |
|                       | Information           | by the Government for |
|                       |                       | the use of the SP.    |
+-----------------------+-----------------------+-----------------------+
| GFM                   | Government Furnished  | Expendable property   |
|                       | Material              | that may be consumed  |
|                       |                       | in the course of its  |
|                       |                       | use in the            |
|                       |                       | performance of the    |
|                       |                       | contract.             |
+-----------------------+-----------------------+-----------------------+
| GFP                   | Government Furnished  | Property furnished by |
|                       | Property              | the Government for    |
|                       |                       | the use of the SP.    |
+-----------------------+-----------------------+-----------------------+
| GFS                   | Government Furnished  | Services provided by  |
|                       | Services              | the Government at no  |
|                       |                       | expense to the SP,    |
|                       |                       | such as utilities,    |
|                       |                       | telephone services,   |
|                       |                       | refuse collection and |
|                       |                       | janitorial services.  |
+-----------------------+-----------------------+-----------------------+
| GSA                   | General Services      | Component agency of   |
|                       | Administration        | the Federal           |
|                       |                       | Government.           |
+-----------------------+-----------------------+-----------------------+
| KC                    | Kansas City, Missouri |                       |
+-----------------------+-----------------------+-----------------------+
| Local RMA Government  |                       | Person designated at  |
| Authorizing Official  |                       | each RMA location to  |
|                       |                       | assign work to the SP |
|                       |                       | and resolve local     |
|                       |                       | issues. This will     |
|                       |                       | usually be the        |
|                       |                       | Director of the       |
|                       |                       | office.               |
+-----------------------+-----------------------+-----------------------+
| MEO                   | Most Efficient        | The Government's in   |
|                       | Organization          | house organization to |
|                       |                       | perform a commercial  |
|                       |                       | activity.             |
+-----------------------+-----------------------+-----------------------+
| NAD                   | National Appeals      | Component agency of   |
|                       | Division              | USDA.                 |
+-----------------------+-----------------------+-----------------------+
| NFC                   | National Finance      | Government entity     |
|                       | Center                | that provides         |
|                       |                       | accounting/finance    |
|                       |                       | support.              |
+-----------------------+-----------------------+-----------------------+
| Numbered Publications |                       | Policies and          |
|                       |                       | regulations that      |
|                       |                       | establish guidance,   |
|                       |                       | rules and procedures. |
|                       |                       | Examples are Manager  |
|                       |                       | Bulletins, Personnel  |
|                       |                       | Notices, Crop         |
|                       |                       | Handbooks and         |
|                       |                       | Manuals, and          |
|                       |                       | Administrative        |
|                       |                       | Notices.              |
+-----------------------+-----------------------+-----------------------+
| OGC                   | Office of General     | Component agency of   |
|                       | Counsel               | USDA.                 |
+-----------------------+-----------------------+-----------------------+
| OMB                   | Office of Management  | Entity of the Federal |
|                       | and Budget            | Government.           |
+-----------------------+-----------------------+-----------------------+
| Originator            |                       | Government employee   |
|                       |                       | who is the author of  |
|                       |                       | a document or an      |
|                       |                       | official requesting   |
|                       |                       | action.               |
+-----------------------+-----------------------+-----------------------+
| PC                    | Personal Computer     |                       |
+-----------------------+-----------------------+-----------------------+
| PCMS                  | Purchase Card         | Software program used |
|                       | Management System     | to track credit card  |
|                       |                       | charges and balance   |
|                       |                       | accounts.             |
+-----------------------+-----------------------+-----------------------+
| PWS                   | Performance Work      | A document that       |
|                       | Statement             | states the technical, |
|                       |                       | functional and        |
|                       |                       | performance           |
|                       |                       | characteristics of    |
|                       |                       | the work to be        |
|                       |                       | performed, identifies |
|                       |                       | essential functions   |
|                       |                       | to be performed,      |
|                       |                       | determines            |
|                       |                       | performance factors,  |
|                       |                       | including the         |
|                       |                       | location of the work  |
|                       |                       | the units of work,    |
|                       |                       | the quantity of work  |
|                       |                       | units, and the        |
|                       |                       | quality and           |
|                       |                       | timeliness of the     |
|                       |                       | work units.           |
+-----------------------+-----------------------+-----------------------+
| RMA                   | Risk Management       | Component agency of   |
|                       | Agency                | USDA.                 |
+-----------------------+-----------------------+-----------------------+
| Routing               |                       | Sending documents to  |
|                       |                       | proper persons as     |
|                       |                       | outlined by the       |
|                       |                       | originator.           |
+-----------------------+-----------------------+-----------------------+
| SF                    | Standard Form         | Form that has been    |
|                       |                       | approved for          |
|                       |                       | government wide use.  |
+-----------------------+-----------------------+-----------------------+
| SP                    | Service Provider      | The entity selected   |
|                       |                       | through the cost      |
|                       |                       | comparison to perform |
|                       |                       | the services required |
|                       |                       | by this solicitation. |
|                       |                       | This could be the     |
|                       |                       | winning contractor or |
|                       |                       | the MEO offered by    |
|                       |                       | the Government.       |
+-----------------------+-----------------------+-----------------------+
| T&A                   | Time and Attendance   | Software program used |
|                       |                       | to account for work   |
|                       |                       | time and leave        |
|                       |                       | accounts of federal   |
|                       |                       | employees.            |
+-----------------------+-----------------------+-----------------------+
| Tracking database     |                       | Software program used |
|                       |                       | to access database    |
|                       |                       | created and           |
|                       |                       | maintained by         |
|                       |                       | government personnel. |
|                       |                       | Updated by contractor |
|                       |                       | with information      |
|                       |                       | supplied by COTRs     |
|                       |                       | about contractor      |
|                       |                       | performance.          |
+-----------------------+-----------------------+-----------------------+
| USDA                  | United States         | The Department of the |
|                       | Department of         | Federal Government    |
|                       | Agriculture           | that oversees         |
|                       |                       | agricultural policy   |
|                       |                       | and programs and      |
|                       |                       | includes the Risk     |
|                       |                       | Management Agency.    |
+-----------------------+-----------------------+-----------------------+
| Vendor                |                       | A company, person, or |
|                       |                       | employee that is paid |
|                       |                       | for services,         |
|                       |                       | supplies, or          |
|                       |                       | equipment.            |
+-----------------------+-----------------------+-----------------------+
| WPS                   | Workload and          | Software program used |
|                       |                       | by the Compliance     |
|                       | Project Management    | Office to             |
|                       | System                |                       |
|                       |                       | track workload hours. |
+-----------------------+-----------------------+-----------------------+

**C.3. GOVERNMENT Furnished Property**

RMA will furnish or make available to the SP certain facilities,
equipment, utilities, supplies, and materials. The SP has the option of
accepting or rejecting any or all Government Furnished Property (GFP).
GFP includes Government Furnished Facilities (GFF), Government Furnished
Equipment (GFE), and Government Furnished Material (GFM). Other
Government furnished assets that are being provided as part of this
Award include Government Furnished Services (GFS) to support SP
performance; such as proprietary Government system training and
Government Furnished Information (GFI). GFI may be provided in printed
or electronic format or as verbal information.

Required directives, publications, and forms are listed in Section C.6.

GFP and GFS made available for SP use is solely for use in direct
performance of the work specified in this Award. The SP shall not use
any GFP or GFS provided under this Award for the performance of any
other contract in effect simultaneously or at the same work site. Should
the SP reject or choose not to use provided GFP no equitable adjustment
for additional expenses incurred by the SP will be allowed.

**C.3.1. Government Furnished Facilities**

RMA will provide the SP the use of Government workspace within RMA
facilities. Exceptions to the list or condition of facilities shall be
reported to the COR or designated local RMA Government Authorizing
Official by the SP prior to performance under this PWS.

**C.3.2. Government Furnished Equipment**

GFE includes workstations and the necessary equipment and furnishings
RMA deems necessary to perform the tasks shown in the PWS. RMA will make
general office supplies available to the SP at the workstation to which
a SP employee is assigned. Each workstation will include a desk, chair,
desktop PC and telephone. RMA will maintain the GFE and will provide
access to all equipment manuals for provided equipment.

**C.3.3. Use Of Government Furnished Telecommunications**

Government furnished telecommunications and information systems
(including telephones, fax machines, computers, modems, networks,
Internet and other installed software) shall be used for transaction of
RMA official business only. RMA telecommunications and information
systems are subject to security monitoring at all times. Use of these
systems constitutes consent to security monitoring.

**C.3.4. Government Furnished Material**

The SP will be supplied with RMA material and supplies in current
inventory at the time of Award. The SP will replenish the GFM as needed
by requesting replacement GFM from the Government. The SP will be
furnished material through the RMA supply system.

Once the initial furnishing of material has been depleted, RMA will
procure and provide all material required to continue performance under
this Award. If additional GFM is required at contract start or during
the course of this Award, the SP shall request such additional material
by providing a written request to the COR or designated local RMA
Government Authorizing Official at least 60 calendar days before the
required delivery date of the material. At the conclusion of the
contract period, including any option periods, the SP shall return all
residual material to the COR or designated local RMA Government
Authorizing Official. The SP is responsible for determining and
maintaining an adequate supply of material to meet normal operating
requirements.

**C.3.5. Forms**

RMA will provide an initial supply of Government forms to the SP at no
cost to the SP. These are standard forms currently utilized in
performance of work under this Award. Once the initial furnishing of
forms has been depleted, the SP will utilize the Internet to obtain all
locally reproducible forms. If additional government forms are required
at contract start or during the course of this Award, the SP shall
request these additional forms by providing a written request at least
60 calendar days before the required delivery date of the forms. The SP
is responsible for determining and maintaining an adequate supply of
forms to meet normal operating requirements. Government forms are listed
in MP-4, FFAS Forms Catalog.

**C.3.6. Government Furnished Services**

Services such as utilities, telecommunications, information systems,
refuse collection, janitorial services, and parking associated with GFF
will be provided as outlined in the subsequent paragraphs of this
section. The SP will notify the COR or designated local RMA Government
Authorizing Official when any of RMA furnished services listed are
required.

**C.3.6.1. Use Of Government Furnished Utilities**

RMA will furnish utilities as currently installed in GFF. The SP shall
not change or alter any service or component without review and approval
by the COR. The SP shall not make utility connections to any SP
furnished equipment or system without prior review and written approval
by the COR. The utilities are provided for operations in direct support
of this Award. The SP shall ensure all SP employees operate in a manner
to preclude waste of utilities. The SP shall comply with applicable
documents, participate in energy conservation activities, and take all
actions necessary to promote and improve efficient use of all energy.

**C.3.6.2. Telephone Services, Changes and Repairs**

Telephone instruments and lines located in the GFF will be provided for
SP use at no cost to the SP. These telephone lines will be provided on a
case-by-case basis, as approved by the COR or designated local RMA
Government Authorizing Official. RMA will also provide telephone
services and will pay only for SP telephone charges incurred in the
performance of this PWS or for the purpose of conducting official
government business as determined by the COR or local designated RMA
Authorizing Official. The SP shall submit a request to the COR or
designated local RMA Government Authorizing Official when moves,
additions or changes are required for any government phones or network
lines at least 30 calendar days prior to the desired changes taking
effect. SP personnel shall not move, add, or change Government furnished
telephone property or lines without the approval of the COR or
designated local RMA Government Authorizing Official. SP personnel shall
not in any way tamper with the telephone distribution system. The SP
shall notify the COR when maintenance or repair of telephones or
telephone lines is required.

**C.3.6.3. Refuse Collection and Janitorial Services**

RMA will furnish refuse collection and will provide janitorial services
for all GFF. The SP is required to comply with all current USDA and
local RMA recycling initiatives.

**C.3.6.4. Government Furnished Parking**

Parking for SP employees is available in some locations in authorized
areas on a first-come, first-served, space-available basis. RMA reserves
the right to change parking arrangements at any time. GSA Motor
Vehicles, mail, and other delivery vehicles have reserved parking.
Site-specific requirements and policies are described where applicable
in the annexes included in this solicitation. Current parking
availability at each location is described at C.6.3.

**C.3.7. Fire and Emergency Drills**

The SP shall participate in Government conducted fire drills or other
emergency type drills. Advanced notice of drills may or may not be
given. The SP shall take any corrective actions for deficiencies in fire
and emergency drills performance as directed by the COR or designated
RMA Authorizing Official.

**C.3.8. GFP Policies & Requirements**

**C.3.8.1. GFP Turnover Inventory**

The SP and local government representatives shall conduct a joint
inventory of GFE at the start and at the end of the work under this
Award. The initial inventory shall be completed not later than 30
calendar days after the start of the transition period. The final
inventory shall be completed not later than 10 calendar days prior to
the end of the performance period. The inventory shall detail the
material description and quantities of all GFE and determine the exact
number, location and serviceability of the GFE. The SP shall certify the
findings of this inventory, assume accountability, and subsequently
report inventory discrepancies to the RMA COR. GFE shall not be moved to
another site or to remote sites without notification to the COR or
designated local RMA Government Authorizing Official in writing. In the
event of a disagreement between the SP and the COR or designated local
RMA Government Authorizing Official on the working order and condition
of such property, the SP shall notify the Contracting Officer within 5
business days of the completion of the inventory.

**C.3.8.2. Annual Inventory**

The SP shall perform inventories as required by the USDA Property
Accounting System and as required by the COR or designated local RMA
Government Authorizing Official. Completed FSA-290 form shall be
submitted to the COR or designated local RMA Government Authorizing
Official within 10 business days after the inventory is requested. The
inventory listing shall indicate any shortages, loss, damages in excess
of fair wear and tear, or destruction of property. The SP shall be
liable for all shortages, loss, damages in excess of fair wear and tear,
or destruction of property.

**C.3.8.3. Property Control**

The SP shall comply with requirements set forth by the COR or designated
local RMA Government Authorizing Official for acceptance and use of GFP
and GFS.

**C.3.8.4. Safeguarding Government Property**

The SP shall safeguard all GFP. The SP shall designate custodians and
alternates to receive and account for GFF and GFE.

**C.3.8.5. GFP Repair & Replacement**

Items of equipment and materials shall not be replaced or purchased if
they can be repaired or rebuilt to perform satisfactorily. The SP shall
notify and receive approval in writing from the COR or designated local
RMA Government Authorizing Official prior to upgrading or replacing any
facilities, equipment or parts.

**C.3.8.6. Salvaging & Reclamation**

On occasion, items having residual value due to their composition, but
are otherwise non-reusable, shall be removed and collected by the SP
during work assignments. Upon approval of the COR or designated local
RMA Government Authorizing Official, the SP shall return all such
materials to the COR or designated local RMA Government Authorizing
Official or deliver to a place designated by the COR or designated local
RMA Government Authorizing Official.

**C.3.8.7. Missing, Lost, Stolen or Recovered Property**

The SP shall comply with all Government rules and regulations listed in
Section C.6 and elsewhere in this solicitation that govern accounting
for Government property if lost, missing, stolen, or recovered while in
the SP\'s possession.

**C.3.8.8. Common Use Property**

The SP shall have interface with other RMA employees, contractors and
other Government personnel to include shared facilities, equipment, and
material. In the performance of this Award, the SP shall have access to
other GFF, GFE, and GFM including, but not limited to office space,
copiers, printers, and fax machines. This equipment is common usage. The
SP is guaranteed exclusive usage only of that equipment which is
supplied with a workstation. Issues that cannot be resolved regarding
shared equipment shall be referred to the COR or designated local RMA
Authorizing Official.

**C.4**. **SERVICE PROVIDER FURNISHED PROPERTY AND EQUIPMENT**

**C.4.0. General Information**

The SP shall furnish all necessary facilities, equipment, supplies,
parts, materials, tools, support equipment, labor, and training required
to perform all operations required by this PWS, except those items or
services specifically stated in Section C.3 as GFP. The SP shall meet
all performance standards listed in this PWS and shall not be relieved
of any performance requirements because of non-working or lack of SP
furnished facilities, equipment, supplies, materials or parts.

**C.4.1. Service Provider Furnished Equipment**

**C.4.1.1. General Information**

All SP furnished equipment used in the performance of this Award shall
meet all local, state, and federal safety and environmental
requirements. SP furnished equipment determined by the COR, designated
local RMA Authorizing Official or SP to be unsafe shall be removed from
the work-site and replaced at the SP's expense immediately after the
unsafe condition is discovered by either the COR, local RMA Authorizing
Official or SP.

The SP shall not use any Government owned tools, materials, or parts to
maintain SP furnished equipment without prior written approval of the
COR or designated local RMA Government Authorizing Official.

**C.4.1.2. Vehicle Requirements**

SP utilizing privately-owned vehicles at any RMA facility shall carry
and present upon request a valid identification card, state driver's
license, state vehicle registration, and proof of insurance. All
vehicles operated on Government property are subject to search.

**C.4.1.3 . Hazardous Material**

The SP shall not introduce any hazardous material into any GFF.

**C.4.1.4. Property Upgrade or Replacement**

The SP shall notify and receive approval in writing from the COR or
designated local RMA Authorizing Official prior to upgrading or
replacing any facilities, equipment or parts.

**C.4.2. SERVICE PROVIDER FURNISHED SERVICES**

**C.4.2.1. Telephone Service**

The SP is responsible for reimbursing RMA for all tolls or long distance
charges incurred on Government provided telephones for other than
official RMA business.

**C.4.2.2. Permits**

The SP shall provide proof of all permits and licenses required for
performance of work and compliance with applicable federal, state, and
local laws as part of the technical proposal.

**C.4.2.3. SP Proficiency Training**

The SP shall be responsible for employee technical knowledge and skill
proficiency training required in the performance of this PWS. The SP
shall ensure employees stay current and proficient in their areas of
responsibility. The SP shall obtain required training and shall be
responsible for all costs associated with employee training.

**Section C.5. Specific Requirements**

# **C.5.0. General**

This PWS consists of seven major functional areas:

> C.5.1. Document Preparation
>
> C.5.2. Property Management Support
>
> C.5.3. Clerical Support
>
> C.5.4. Budget and Finance Support
>
> C.5.5. Personnel Support
>
> C.5.6. Information Retrieval
>
> C.5.7. Record Management

**C.5.1. Document Preparation**

Document preparation entails the preparation of all documents needed in
the daily running of the office. This includes, but is not limited to;
letters, forms, manuals, etc. The SP will receive draft material and
follow established office procedure to prepare documents.

**Performance-Based Requirements Matrix**

C.5.1.1. Correspondence

+--------------+---------------+--------------------+-----------------+
| **TASK**     | **INDICATOR** | **STANDARD**       | **QA**          |
+--------------+---------------+--------------------+-----------------+
| 5.1.1.       | Timeliness    | Correspondence is  | 100 Percent     |
|              | and Accuracy  | free of            | Inspection      |
| The SP shall |               | grammatical,       |                 |
| prepare      |               | format, and        |                 |
| co           |               | typographical      |                 |
| rrespondence |               | errors.            |                 |
|              |               |                    |                 |
|              |               | Correspondence is  |                 |
|              |               | approved within    |                 |
|              |               | the timeframe      |                 |
|              |               | indicated by the   |                 |
|              |               | originator.        |                 |
|              |               |                    |                 |
|              |               | Correspondence has |                 |
|              |               | correct signature  |                 |
|              |               | and is properly    |                 |
|              |               | routed.            |                 |
+--------------+---------------+--------------------+-----------------+

C.5.1.2. Numbered Publications

+--------------+---------------+--------------------+-----------------+
| **TASK**     | **INDICATOR** | **STANDARD**       | **QA**          |
+--------------+---------------+--------------------+-----------------+
| 5.1.2.       | Timeliness    | Numbered           | 100 Percent     |
|              | and Accuracy  | publications are   | Inspection      |
| The SP shall |               | free of            |                 |
| prepare      |               | grammatical,       |                 |
| numbered     |               | format, and        |                 |
| p            |               | typographical      |                 |
| ublications. |               | errors.            |                 |
|              |               |                    |                 |
|              |               | Publications are   |                 |
|              |               | approved within    |                 |
|              |               | the timeframe      |                 |
|              |               | indicated by the   |                 |
|              |               | originator.        |                 |
|              |               |                    |                 |
|              |               | Publications have  |                 |
|              |               | correct signature  |                 |
|              |               | and are properly   |                 |
|              |               | routed.            |                 |
+--------------+---------------+--------------------+-----------------+

C.5.1.3. Acquisition Documents

+--------------+---------------+--------------------+-----------------+
| **TASK**     | **INDICATOR** | **STANDARD**       | **QA**          |
+--------------+---------------+--------------------+-----------------+
| 5.1.3.       | Timeliness    | Acquisition        | 100 Percent     |
|              | and Accuracy  | Documents are free | Inspection      |
| The SP shall |               | of grammatical,    |                 |
| prepare      |               | format, and        |                 |
| Acquisition  |               | typographical      |                 |
| Documents.   |               | errors.            |                 |
|              |               |                    |                 |
|              |               | Acquisition        |                 |
|              |               | Documents are      |                 |
|              |               | approved within    |                 |
|              |               | the timeframe      |                 |
|              |               | indicated by the   |                 |
|              |               | originator.        |                 |
|              |               |                    |                 |
|              |               | Acquisition        |                 |
|              |               | Documents have     |                 |
|              |               | correct signature  |                 |
|              |               | and are properly   |                 |
|              |               | routed.            |                 |
+--------------+---------------+--------------------+-----------------+

### C.5.1.4. Power Point

+--------------+---------------+--------------------+-----------------+
| **TASK**     | **INDICATOR** | **STANDARD**       | **QA**          |
+--------------+---------------+--------------------+-----------------+
| 5.1.4.       | Timeliness    | Power Point        | 100 Percent     |
|              | and Accuracy  | presentations are  | Inspection      |
| The SP shall |               | free of            |                 |
| prepare      |               | grammatical,       |                 |
| Power Point  |               | format, and        |                 |
| p            |               | typographical      |                 |
| resentations |               | errors.            |                 |
| as directed. |               |                    |                 |
|              |               | Power Point        |                 |
|              |               | presentations are  |                 |
|              |               | approved within    |                 |
|              |               | the timeframe      |                 |
|              |               | indicated by the   |                 |
|              |               | originator.        |                 |
|              |               |                    |                 |
|              |               | Hard copies are    |                 |
|              |               | provided and       |                 |
|              |               | electronic copies  |                 |
|              |               | are archived and   |                 |
|              |               | routed to          |                 |
|              |               | recipients as      |                 |
|              |               | directed by        |                 |
|              |               | originator.        |                 |
+--------------+---------------+--------------------+-----------------+

C.5.1.5. Briefing Books

+--------------+---------------+--------------------+-----------------+
| **TASK**     | **INDICATOR** | **STANDARD**       | **QA**          |
+--------------+---------------+--------------------+-----------------+
| 5.1.5.       | Timeliness    | Briefing books are | 100 Percent     |
|              | and Accuracy  | free of            | Inspection      |
| The SP shall |               | grammatical,       |                 |
| prepare      |               | format, and        |                 |
| briefing     |               | typographical      |                 |
| books.       |               | errors.            |                 |
|              |               |                    |                 |
|              |               | Briefing books are |                 |
|              |               | assembled and      |                 |
|              |               | distributed within |                 |
|              |               | the timeframe      |                 |
|              |               | indicated by the   |                 |
|              |               | originator.        |                 |
+--------------+---------------+--------------------+-----------------+

### C.5.1.6. Reports

+--------------+---------------+--------------------+-----------------+
| **TASK**     | **INDICATOR** | **STANDARD**       | **QA**          |
+--------------+---------------+--------------------+-----------------+
| 5.1.6.       | Timeliness    | Reports are free   | 100 Percent     |
|              | and Accuracy  | of grammatical,    | Inspection      |
| The SP shall |               | format, and        |                 |
| prepare      |               | typographical      |                 |
| reports.     |               | errors.            |                 |
|              |               |                    |                 |
|              |               | Reports are        |                 |
|              |               | approved within    |                 |
|              |               | the timeframe      |                 |
|              |               | indicated by the   |                 |
|              |               | originator.        |                 |
|              |               |                    |                 |
|              |               | Reports have       |                 |
|              |               | correct signature  |                 |
|              |               | and are properly   |                 |
|              |               | routed.            |                 |
+--------------+---------------+--------------------+-----------------+

### C.5.1.7. Press Releases

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| 5.1.9.       | Timeliness   | Press releases are | 100 Percent     |
|              | and Accuracy | free of            | Inspection      |
| The SP shall |              | grammatical,       |                 |
| prepare      |              | format, and        |                 |
| Press        |              | typographical      |                 |
| releases.    |              | errors.            |                 |
|              |              |                    |                 |
|              |              | Press releases are |                 |
|              |              | approved within    |                 |
|              |              | the timeframe      |                 |
|              |              | indicated by the   |                 |
|              |              | originator.        |                 |
|              |              |                    |                 |
|              |              | Press releases     |                 |
|              |              | have correct       |                 |
|              |              | signature and are  |                 |
|              |              | properly routed.   |                 |
+--------------+--------------+--------------------+-----------------+

**5.2. Property Management Support**

The nature of this requirement is to ensure the office property,
equipment, and space are maintained in good working order.
Responsibility for this varies from providing simple instructions to the
staff to being the point of contact for internal and external customers
on repair and improvement projects. Issues may range in complexity and
variety from requesting employee computer access to requesting repairs
and improvements to office space (such as new carpet for the office
area).

####### Performance-Based Requirements Matrix

**C.5.2.1. Equipment Maintenance Requests**

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C.5.2.1.     | Timeliness   | Broken equipment   | Customer        |
|              |              | is scheduled for   | Complaint       |
| The SP shall | and Accuracy | repair the same    |                 |
| ensure       |              | day it is reported | and Periodic    |
| ma           | Timeliness   | broken and forms   | inspection      |
| lfunctioning |              | are accurately     |                 |
| equipment is | and Accuracy | completed          | Customer        |
| repaired.    |              |                    | Complaint       |
|              |              | Office personnel   |                 |
| The SP shall |              | are trained within |                 |
| train office |              | five business days |                 |
| personnel on |              | from request.      |                 |
| office       |              |                    |                 |
| equipment as |              |                    |                 |
| requested.   |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.2.2. GSA Motor Pool

+--------------+---+--------------+---+--------------------+-----------------+
| **TASK**     | * |              |   | **STANDARD**       | **QA**          |
|              | * |              |   |                    |                 |
|              | I |              |   |                    |                 |
|              | N |              |   |                    |                 |
|              | D |              |   |                    |                 |
|              | I |              |   |                    |                 |
|              | C |              |   |                    |                 |
|              | A |              |   |                    |                 |
|              | T |              |   |                    |                 |
|              | O |              |   |                    |                 |
|              | R |              |   |                    |                 |
|              | * |              |   |                    |                 |
|              | * |              |   |                    |                 |
+--------------+---+--------------+---+--------------------+-----------------+
| C.5.2.2.     |   | Timeliness   | T |                    | Periodic        |
|              |   |              | h |                    | Inspection      |
| The SP shall |   | and Accuracy | e |                    |                 |
| report       |   |              | r |                    | Customer        |
| odometer     |   | Timeliness   | e |                    | complaint       |
| reading to   |   |              | p |                    |                 |
| GSA Motor    |   | Accuracy     | o |                    | Customer        |
| Pool.        |   |              | r |                    | Complaint       |
|              |   |              | t |                    |                 |
| The SP shall |   |              | s |                    |                 |
| schedule GSA |   |              | a |                    |                 |
| vehicles for |   |              | r |                    |                 |
| maintenance  |   |              | e |                    |                 |
|              |   |              | c |                    |                 |
| The SP shall |   |              | o |                    |                 |
| assign the   |   |              | m |                    |                 |
| GSA Motor    |   |              | p |                    |                 |
| Vehicle as   |   |              | l |                    |                 |
| requested.   |   |              | e |                    |                 |
|              |   |              | t |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | d |                    |                 |
|              |   |              | a |                    |                 |
|              |   |              | n |                    |                 |
|              |   |              | d |                    |                 |
|              |   |              | s |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | n |                    |                 |
|              |   |              | t |                    |                 |
|              |   |              | t |                    |                 |
|              |   |              | o |                    |                 |
|              |   |              | G |                    |                 |
|              |   |              | S |                    |                 |
|              |   |              | A |                    |                 |
|              |   |              | b |                    |                 |
|              |   |              | y |                    |                 |
|              |   |              | t |                    |                 |
|              |   |              | h |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | s |                    |                 |
|              |   |              | p |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | c |                    |                 |
|              |   |              | i |                    |                 |
|              |   |              | f |                    |                 |
|              |   |              | i |                    |                 |
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|              |   |              | d |                    |                 |
|              |   |              | d |                    |                 |
|              |   |              | u |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | d |                    |                 |
|              |   |              | a |                    |                 |
|              |   |              | t |                    |                 |
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|              |   |              | . |                    |                 |
|              |   |              |   |                    |                 |
|              |   |              | G |                    |                 |
|              |   |              | S |                    |                 |
|              |   |              | A |                    |                 |
|              |   |              | M |                    |                 |
|              |   |              | o |                    |                 |
|              |   |              | t |                    |                 |
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|              |   |              | r |                    |                 |
|              |   |              | V |                    |                 |
|              |   |              | e |                    |                 |
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|              |   |              | u |                    |                 |
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|              |   |              |   |                    |                 |
|              |   |              | G |                    |                 |
|              |   |              | S |                    |                 |
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|              |   |              | M |                    |                 |
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|              |   |              | c |                    |                 |
|              |   |              | l |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | s |                    |                 |
|              |   |              | a |                    |                 |
|              |   |              | r |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | a |                    |                 |
|              |   |              | s |                    |                 |
|              |   |              | s |                    |                 |
|              |   |              | i |                    |                 |
|              |   |              | g |                    |                 |
|              |   |              | n |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | d |                    |                 |
|              |   |              | a |                    |                 |
|              |   |              | s |                    |                 |
|              |   |              | r |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | q |                    |                 |
|              |   |              | u |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | s |                    |                 |
|              |   |              | t |                    |                 |
|              |   |              | e |                    |                 |
|              |   |              | d |                    |                 |
|              |   |              | . |                    |                 |
+--------------+---+--------------+---+--------------------+-----------------+

C.5.2.3. Inventory

+--------------+---+--------------+---+--------------------+---+-----------------+
| **TASK**     |   | *            |   | **STANDARD**       | * |                 |
|              |   | *INDICATOR** |   |                    | * |                 |
|              |   |              |   |                    | Q |                 |
|              |   |              |   |                    | A |                 |
|              |   |              |   |                    | * |                 |
|              |   |              |   |                    | * |                 |
+--------------+---+--------------+---+--------------------+---+-----------------+
| C.5.2.3.     | T |              | U |                    |   | Periodic        |
|              | i |              | p |                    |   | inspection      |
| The SP shall | m |              | d |                    |   |                 |
| update in    | e |              | a |                    |   | Periodic        |
| house        | l |              | t |                    |   | Inspection      |
| inventory    | i |              | e |                    |   |                 |
| logs         | n |              | s |                    |   |                 |
| regarding    | e |              | a |                    |   |                 |
| property and | s |              | r |                    |   |                 |
| ADP          | s |              | e |                    |   |                 |
| Equipment.   |   |              | a |                    |   |                 |
|              | A |              | c |                    |   |                 |
| The SP shall | n |              | c |                    |   |                 |
| dispose of   | d |              | o |                    |   |                 |
| property and | A |              | m |                    |   |                 |
| ADP          | c |              | p |                    |   |                 |
| Equipment    | c |              | l |                    |   |                 |
|              | u |              | i |                    |   |                 |
| according to | r |              | s |                    |   |                 |
| current      | a |              | h |                    |   |                 |
| policy and   | c |              | e |                    |   |                 |
| regulations. | y |              | d |                    |   |                 |
|              |   |              | w |                    |   |                 |
|              | T |              | i |                    |   |                 |
|              | i |              | t |                    |   |                 |
|              | m |              | h |                    |   |                 |
|              | e |              | i |                    |   |                 |
|              | l |              | n |                    |   |                 |
|              | i |              | f |                    |   |                 |
|              | n |              | i |                    |   |                 |
|              | e |              | v |                    |   |                 |
|              | s |              | e |                    |   |                 |
|              | s |              | b |                    |   |                 |
|              | a |              | u |                    |   |                 |
|              | n |              | s |                    |   |                 |
|              | d |              | i |                    |   |                 |
|              | A |              | n |                    |   |                 |
|              | c |              | e |                    |   |                 |
|              | c |              | s |                    |   |                 |
|              | u |              | s |                    |   |                 |
|              | r |              | d |                    |   |                 |
|              | a |              | a |                    |   |                 |
|              | c |              | y |                    |   |                 |
|              | y |              | s |                    |   |                 |
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|              |   |              | d |                    |   |                 |
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|              |   |              | p |                    |   |                 |
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|              |   |              | s |                    |   |                 |
|              |   |              | a |                    |   |                 |
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|              |   |              | o |                    |   |                 |
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|              |   |              | e |                    |   |                 |
|              |   |              | n |                    |   |                 |
|              |   |              | t |                    |   |                 |
|              |   |              | . |                    |   |                 |
|              |   |              |   |                    |   |                 |
|              |   |              | P |                    |   |                 |
|              |   |              | r |                    |   |                 |
|              |   |              | o |                    |   |                 |
|              |   |              | p |                    |   |                 |
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|              |   |              | r |                    |   |                 |
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|              |   |              | y |                    |   |                 |
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|              |   |              | d |                    |   |                 |
|              |   |              | A |                    |   |                 |
|              |   |              | D |                    |   |                 |
|              |   |              | P |                    |   |                 |
|              |   |              | E |                    |   |                 |
|              |   |              | q |                    |   |                 |
|              |   |              | u |                    |   |                 |
|              |   |              | i |                    |   |                 |
|              |   |              | p |                    |   |                 |
|              |   |              | m |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | n |                    |   |                 |
|              |   |              | t |                    |   |                 |
|              |   |              | i |                    |   |                 |
|              |   |              | s |                    |   |                 |
|              |   |              | d |                    |   |                 |
|              |   |              | i |                    |   |                 |
|              |   |              | s |                    |   |                 |
|              |   |              | p |                    |   |                 |
|              |   |              | o |                    |   |                 |
|              |   |              | s |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | d |                    |   |                 |
|              |   |              | w |                    |   |                 |
|              |   |              | i |                    |   |                 |
|              |   |              | t |                    |   |                 |
|              |   |              | h |                    |   |                 |
|              |   |              | i |                    |   |                 |
|              |   |              | n |                    |   |                 |
|              |   |              | 4 |                    |   |                 |
|              |   |              | 5 |                    |   |                 |
|              |   |              | d |                    |   |                 |
|              |   |              | a |                    |   |                 |
|              |   |              | y |                    |   |                 |
|              |   |              | s |                    |   |                 |
|              |   |              | a |                    |   |                 |
|              |   |              | f |                    |   |                 |
|              |   |              | t |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | r |                    |   |                 |
|              |   |              | b |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | i |                    |   |                 |
|              |   |              | n |                    |   |                 |
|              |   |              | g |                    |   |                 |
|              |   |              | d |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | c |                    |   |                 |
|              |   |              | l |                    |   |                 |
|              |   |              | a |                    |   |                 |
|              |   |              | r |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | d |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | x |                    |   |                 |
|              |   |              | c |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | s |                    |   |                 |
|              |   |              | s |                    |   |                 |
|              |   |              | o |                    |   |                 |
|              |   |              | r |                    |   |                 |
|              |   |              | u |                    |   |                 |
|              |   |              | n |                    |   |                 |
|              |   |              | s |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | r |                    |   |                 |
|              |   |              | v |                    |   |                 |
|              |   |              | i |                    |   |                 |
|              |   |              | c |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | a |                    |   |                 |
|              |   |              | b |                    |   |                 |
|              |   |              | l |                    |   |                 |
|              |   |              | e |                    |   |                 |
|              |   |              | . |                    |   |                 |
+--------------+---+--------------+---+--------------------+---+-----------------+

### C.5.2.4. Request for Maintenance

+--------------+--------------+---+--------------------+---+-----------------+
| **TASK**     | *            |   | **STANDARD**       | * |                 |
|              | *INDICATOR** |   |                    | * |                 |
|              |              |   |                    | Q |                 |
|              |              |   |                    | A |                 |
|              |              |   |                    | * |                 |
|              |              |   |                    | * |                 |
+--------------+--------------+---+--------------------+---+-----------------+
| C.5.2.4.     | Timeliness   | R |                    |   | Customer        |
|              |              | e |                    |   | complaint       |
| The SP shall | Timelines    | q |                    |   |                 |
| ensure       | and Accuracy | u |                    |   | 100 Percent     |
| office space |              | e |                    |   | Inspection and  |
| is repaired  |              | s |                    |   |                 |
| and          |              | t |                    |   | Customer        |
| maintained.  |              | f |                    |   | complaint       |
|              |              | o |                    |   |                 |
| The SP shall |              | r |                    |   |                 |
| ensure       |              | r |                    |   |                 |
| office       |              | e |                    |   |                 |
| improvements |              | p |                    |   |                 |
| are          |              | a |                    |   |                 |
| completed    |              | i |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | m |                    |   |                 |
|              |              | a |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | a |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | f |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | f |                    |   |                 |
|              |              | f |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | a |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | m |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | l |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | w |                    |   |                 |
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|              |              | a |                    |   |                 |
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|              |              | f |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | . |                    |   |                 |
|              |              |   |                    |   |                 |
|              |              | I |                    |   |                 |
|              |              | m |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | v |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | m |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | f |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | f |                    |   |                 |
|              |              | f |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | a |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | a |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | l |                    |   |                 |
|              |              | y |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | m |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | l |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | w |                    |   |                 |
|              |              | h |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | . |                    |   |                 |
+--------------+--------------+---+--------------------+---+-----------------+

C.5.2.5. Computer Security

+--------------+--------------+---+--------------------+---+-----------------+
| **TASK**     | *            |   | **STANDARD**       | * |                 |
|              | *INDICATOR** |   |                    | * |                 |
|              |              |   |                    | Q |                 |
|              |              |   |                    | A |                 |
|              |              |   |                    | * |                 |
|              |              |   |                    | * |                 |
+--------------+--------------+---+--------------------+---+-----------------+
| C.5.2.5.     | Timeliness   | B |                    |   | Customer        |
|              |              | r |                    |   | Complaint       |
| The SP shall | Timeliness   | e |                    |   |                 |
|              | and Accuracy | a |                    |   | Customer        |
| report       |              | c |                    |   | Complaint       |
| computer     |              | h |                    |   |                 |
| breaches in  |              | e |                    |   |                 |
| accordance   |              | s |                    |   |                 |
| with current |              | w |                    |   |                 |
| policies and |              | i |                    |   |                 |
| regulations. |              | l |                    |   |                 |
|              |              | l |                    |   |                 |
| The SP shall |              | b |                    |   |                 |
| obtain or    |              | e |                    |   |                 |
| change       |              | r |                    |   |                 |
| computer     |              | e |                    |   |                 |
| access for   |              | p |                    |   |                 |
| employees in |              | o |                    |   |                 |
| accordance   |              | r |                    |   |                 |
| with current |              | t |                    |   |                 |
| policies and |              | e |                    |   |                 |
| regulations. |              | d |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | m |                    |   |                 |
|              |              | m |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | a |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | l |                    |   |                 |
|              |              | y |                    |   |                 |
|              |              | u |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | . |                    |   |                 |
|              |              |   |                    |   |                 |
|              |              | E |                    |   |                 |
|              |              | m |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | l |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | y |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | m |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | u |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | a |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | c |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | w |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | l |                    |   |                 |
|              |              | l |                    |   |                 |
|              |              | b |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | p |                    |   |                 |
|              |              | r |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | v |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | w |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | t |                    |   |                 |
|              |              | h |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | o |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | b |                    |   |                 |
|              |              | u |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | i |                    |   |                 |
|              |              | n |                    |   |                 |
|              |              | e |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | s |                    |   |                 |
|              |              | d |                    |   |                 |
|              |              | a |                    |   |                 |
|              |              | y |                    |   |                 |
|              |              | . |                    |   |                 |
+--------------+--------------+---+--------------------+---+-----------------+

#  

# **C.5.3. Clerical Support**

Clerical Support deals with the everyday operations of the organization.

These duties involve a variety of tasks including but not limited to the
following: copying, telephone duties, mail, conference calls, faxing.

####### Performance-Based Requirements Matrix

### C.5.3.1. Copies

+-----------------+--------------+-------------------+-----------------+
| **TASK**        | *            | **STANDARD**      | **QA**          |
|                 | *INDICATOR** |                   |                 |
+-----------------+--------------+-------------------+-----------------+
| C.5.3.1.        | Timeliness   | Requirements are  | Customer        |
|                 | and Accuracy | met in the        | Complaint       |
| The SP shall    |              | timeframe         |                 |
| copy materials  |              | specified by the  |                 |
| as requested.   |              | requester.        |                 |
+-----------------+--------------+-------------------+-----------------+

### C.5.3.2. Answer Telephones

+--------------+---+------------+---+-------------------+---+----------------+
| **TASK**     | * |            | * |                   | * |                |
|              | * |            | * |                   | * |                |
|              | I |            | S |                   | Q |                |
|              | N |            | T |                   | A |                |
|              | D |            | A |                   | * |                |
|              | I |            | N |                   | * |                |
|              | C |            | D |                   |   |                |
|              | A |            | A |                   |   |                |
|              | T |            | R |                   |   |                |
|              | O |            | D |                   |   |                |
|              | R |            | * |                   |   |                |
|              | * |            | * |                   |   |                |
|              | * |            |   |                   |   |                |
+--------------+---+------------+---+-------------------+---+----------------+
| C.5.3.2.     |   | Timeliness |   | Telephone calls   |   | Customer       |
|              |   | and        |   | will be           |   | Complaint      |
| The SP shall |   | Accuracy   |   | courteously       |   |                |
| ensure that  |   |            |   | answered within 3 |   |                |
| telephone    |   |            |   | rings and         |   |                |
| calls and    |   |            |   | transferred to    |   |                |
| messages are |   |            |   | appropriate       |   |                |
| delivered to |   |            |   | person.           |   |                |
| the          |   |            |   |                   |   |                |
| appropriate  |   |            |   |                   |   |                |
| person.      |   |            |   |                   |   |                |
+--------------+---+------------+---+-------------------+---+----------------+

### C.5.3.3. Process Mail

+--------------+---+------------+---+-------------------+---+----------------+
| **TASK**     | * |            | * |                   | * |                |
|              | * |            | * |                   | * |                |
|              | I |            | S |                   | Q |                |
|              | N |            | T |                   | A |                |
|              | D |            | A |                   | * |                |
|              | I |            | N |                   | * |                |
|              | C |            | D |                   |   |                |
|              | A |            | A |                   |   |                |
|              | T |            | R |                   |   |                |
|              | O |            | D |                   |   |                |
|              | R |            | * |                   |   |                |
|              | * |            | * |                   |   |                |
|              | * |            |   |                   |   |                |
+--------------+---+------------+---+-------------------+---+----------------+
| C.5.3.3.     |   | Timeliness |   | Incoming mail     |   | Customer       |
|              |   | and        |   | will be opened    |   | Complaint      |
| The SP shall |   | Accuracy   |   | daily, date       |   |                |
| process      |   |            |   | stamped, logged   |   | Customer       |
| mail.        |   |            |   | if applicable and |   | Complaint      |
|              |   |            |   | distributed.      |   |                |
|              |   |            |   |                   |   |                |
|              |   |            |   | Outgoing mail     |   |                |
|              |   |            |   | will have correct |   |                |
|              |   |            |   | mailing address   |   |                |
|              |   |            |   | and will be sent  |   |                |
|              |   |            |   | daily according   |   |                |
|              |   |            |   | to method         |   |                |
|              |   |            |   | indicated by      |   |                |
|              |   |            |   | sender.           |   |                |
+--------------+---+------------+---+-------------------+---+----------------+

### C.5.3.4. Arrange Conference Calls

+--------------+---+------------+---+-------------------+---+----------------+
| **TASK**     | * |            | * |                   | * |                |
|              | * |            | * |                   | * |                |
|              | I |            | S |                   | Q |                |
|              | N |            | T |                   | A |                |
|              | D |            | A |                   | * |                |
|              | I |            | N |                   | * |                |
|              | C |            | D |                   |   |                |
|              | A |            | A |                   |   |                |
|              | T |            | R |                   |   |                |
|              | O |            | D |                   |   |                |
|              | R |            | * |                   |   |                |
|              | * |            | * |                   |   |                |
|              | * |            |   |                   |   |                |
+--------------+---+------------+---+-------------------+---+----------------+
| C.5.3.4.     |   | Timeliness |   | Conference calls  |   | Customer       |
|              |   |            |   | will be arranged  |   | Complaint      |
| The SP shall |   |            |   | according to      |   |                |
| arrange      |   |            |   | specifications of |   |                |
| conference   |   |            |   | the requester.    |   |                |
| calls.       |   |            |   |                   |   |                |
+--------------+---+------------+---+-------------------+---+----------------+

C.5.3.5. Recording Conference Call Minutes

+--------------+---+--------------+---------------------+-----------------+
| **TASK**     | * |              | **STANDARD**        | **QA**          |
|              | * |              |                     |                 |
|              | I |              |                     |                 |
|              | N |              |                     |                 |
|              | D |              |                     |                 |
|              | I |              |                     |                 |
|              | C |              |                     |                 |
|              | A |              |                     |                 |
|              | T |              |                     |                 |
|              | O |              |                     |                 |
|              | R |              |                     |                 |
|              | * |              |                     |                 |
|              | * |              |                     |                 |
+--------------+---+--------------+---------------------+-----------------+
| C.5.3.5.     |   | Accuracy     | Minutes are         | Customer        |
|              |   |              | recorded, typed in  | Complaint       |
| The SP shall |   |              | the proper format,  |                 |
| record       |   |              | and distributed as  |                 |
| minutes at   |   |              | directed.           |                 |
| conference   |   |              |                     |                 |
| calls and    |   |              |                     |                 |
| meetings.    |   |              |                     |                 |
+--------------+---+--------------+---------------------+-----------------+

### C.5.3.6. Update Directories

+--------------+--------------+---+--------------------+---+----------------+
| **TASK**     | *            |   | **STANDARD**       | * |                |
|              | *INDICATOR** |   |                    | * |                |
|              |              |   |                    | Q |                |
|              |              |   |                    | A |                |
|              |              |   |                    | * |                |
|              |              |   |                    | * |                |
+--------------+--------------+---+--------------------+---+----------------+
| C.5.3.6.     | Accuracy     | D |                    |   | Customer       |
|              |              | i |                    |   | Complaint      |
| The SP shall |              | r |                    |   |                |
| update       |              | e |                    |   |                |
| directories. |              | c |                    |   |                |
|              |              | t |                    |   |                |
|              |              | o |                    |   |                |
|              |              | r |                    |   |                |
|              |              | i |                    |   |                |
|              |              | e |                    |   |                |
|              |              | s |                    |   |                |
|              |              | w |                    |   |                |
|              |              | i |                    |   |                |
|              |              | l |                    |   |                |
|              |              | l |                    |   |                |
|              |              | b |                    |   |                |
|              |              | e |                    |   |                |
|              |              | u |                    |   |                |
|              |              | p |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | t |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | n |                    |   |                |
|              |              | d |                    |   |                |
|              |              | d |                    |   |                |
|              |              | i |                    |   |                |
|              |              | s |                    |   |                |
|              |              | t |                    |   |                |
|              |              | r |                    |   |                |
|              |              | i |                    |   |                |
|              |              | b |                    |   |                |
|              |              | u |                    |   |                |
|              |              | t |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | s |                    |   |                |
|              |              | r |                    |   |                |
|              |              | e |                    |   |                |
|              |              | q |                    |   |                |
|              |              | u |                    |   |                |
|              |              | i |                    |   |                |
|              |              | r |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | . |                    |   |                |
+--------------+--------------+---+--------------------+---+----------------+

### C.5.3.7. Process Faxes

+--------------+--------------+---+--------------------+---+----------------+---+
| **TASK**     | *            |   | **STANDARD**       | * |                |   |
|              | *INDICATOR** |   |                    | * |                |   |
|              |              |   |                    | Q |                |   |
|              |              |   |                    | A |                |   |
|              |              |   |                    | * |                |   |
|              |              |   |                    | * |                |   |
+--------------+--------------+---+--------------------+---+----------------+---+
| C.5.3.7.     | Timeliness   | I |                    |   | Customer       |   |
|              | and accuracy | n |                    |   | Complaint      |   |
| The SP shall |              | c |                    |   |                |   |
| process      |              | o |                    |   |                |   |
| faxes.       |              | m |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | g |                    |   |                |   |
|              |              | f |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | x |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | w |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | l |                    |   |                |   |
|              |              | l |                    |   |                |   |
|              |              | b |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | v |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | b |                    |   |                |   |
|              |              | u |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | u |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | c |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | . |                    |   |                |   |
|              |              |   |                    |   |                |   |
|              |              | O |                    |   |                |   |
|              |              | u |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | g |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | g |                    |   |                |   |
|              |              | f |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | x |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | w |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | l |                    |   |                |   |
|              |              | l |                    |   |                |   |
|              |              | b |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | c |                    |   |                |   |
|              |              | c |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | g |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | c |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | f |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | c |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | f |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | h |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | q |                    |   |                |   |
|              |              | u |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | . |                    |   |                |   |
+--------------+--------------+---+--------------------+---+----------------+---+

### C.5.3.8. Maintain Office Bulletin Boards

+--------------+--------------+---+--------------------+---+----------------+
| **TASK**     | *            |   | **STANDARD**       | * |                |
|              | *INDICATOR** |   |                    | * |                |
|              |              |   |                    | Q |                |
|              |              |   |                    | A |                |
|              |              |   |                    | * |                |
|              |              |   |                    | * |                |
+--------------+--------------+---+--------------------+---+----------------+
| C.5.3..      | Accuracy     | I |                    |   | Periodic       |
|              |              | n |                    |   | Inspection     |
| The SP shall |              | f |                    |   |                |
| maintain     |              | o |                    |   |                |
| office       |              | r |                    |   |                |
| bulletin     |              | m |                    |   |                |
| boards.      |              | a |                    |   |                |
|              |              | t |                    |   |                |
|              |              | i |                    |   |                |
|              |              | o |                    |   |                |
|              |              | n |                    |   |                |
|              |              | a |                    |   |                |
|              |              | p |                    |   |                |
|              |              | p |                    |   |                |
|              |              | r |                    |   |                |
|              |              | o |                    |   |                |
|              |              | v |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | b |                    |   |                |
|              |              | y |                    |   |                |
|              |              | D |                    |   |                |
|              |              | i |                    |   |                |
|              |              | r |                    |   |                |
|              |              | e |                    |   |                |
|              |              | c |                    |   |                |
|              |              | t |                    |   |                |
|              |              | o |                    |   |                |
|              |              | r |                    |   |                |
|              |              | a |                    |   |                |
|              |              | n |                    |   |                |
|              |              | d |                    |   |                |
|              |              | o |                    |   |                |
|              |              | r |                    |   |                |
|              |              | D |                    |   |                |
|              |              | e |                    |   |                |
|              |              | p |                    |   |                |
|              |              | u |                    |   |                |
|              |              | t |                    |   |                |
|              |              | y |                    |   |                |
|              |              | D |                    |   |                |
|              |              | i |                    |   |                |
|              |              | r |                    |   |                |
|              |              | e |                    |   |                |
|              |              | c |                    |   |                |
|              |              | t |                    |   |                |
|              |              | o |                    |   |                |
|              |              | r |                    |   |                |
|              |              | i |                    |   |                |
|              |              | s |                    |   |                |
|              |              | p |                    |   |                |
|              |              | o |                    |   |                |
|              |              | s |                    |   |                |
|              |              | t |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | n |                    |   |                |
|              |              | d |                    |   |                |
|              |              | m |                    |   |                |
|              |              | a |                    |   |                |
|              |              | i |                    |   |                |
|              |              | n |                    |   |                |
|              |              | t |                    |   |                |
|              |              | a |                    |   |                |
|              |              | i |                    |   |                |
|              |              | n |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | . |                    |   |                |
+--------------+--------------+---+--------------------+---+----------------+

C.5.3.9. Incoming NAD

+--------------+--------------+---+--------------------+---+----------------+
| **TASK**     | *            |   | **STANDARD**       | * |                |
|              | *INDICATOR** |   |                    | * |                |
|              |              |   |                    | Q |                |
|              |              |   |                    | A |                |
|              |              |   |                    | * |                |
|              |              |   |                    | * |                |
+--------------+--------------+---+--------------------+---+----------------+
| C.5.3.9.     | Timeliness   | A |                    |   | Customer       |
|              | and Accuracy | p |                    |   | Complaint      |
| The SP shall |              | p |                    |   |                |
| date stamp,  |              | e |                    |   |                |
| log, and     |              | a |                    |   |                |
| assign       |              | l |                    |   |                |
| incoming NAD |              | s |                    |   |                |
| appeals.     |              | a |                    |   |                |
|              |              | r |                    |   |                |
|              |              | e |                    |   |                |
|              |              | l |                    |   |                |
|              |              | o |                    |   |                |
|              |              | g |                    |   |                |
|              |              | g |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | n |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | s |                    |   |                |
|              |              | s |                    |   |                |
|              |              | i |                    |   |                |
|              |              | g |                    |   |                |
|              |              | n |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | w |                    |   |                |
|              |              | i |                    |   |                |
|              |              | t |                    |   |                |
|              |              | h |                    |   |                |
|              |              | i |                    |   |                |
|              |              | n |                    |   |                |
|              |              | t |                    |   |                |
|              |              | w |                    |   |                |
|              |              | o |                    |   |                |
|              |              | b |                    |   |                |
|              |              | u |                    |   |                |
|              |              | s |                    |   |                |
|              |              | i |                    |   |                |
|              |              | n |                    |   |                |
|              |              | e |                    |   |                |
|              |              | s |                    |   |                |
|              |              | s |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | y |                    |   |                |
|              |              | s |                    |   |                |
|              |              | . |                    |   |                |
+--------------+--------------+---+--------------------+---+----------------+

### C.5.3.10. Incoming FOIA

+--------------+--------------+---+--------------------+---+----------------+
| **TASK**     | *            |   | **STANDARD**       | * |                |
|              | *INDICATOR** |   |                    | * |                |
|              |              |   |                    | Q |                |
|              |              |   |                    | A |                |
|              |              |   |                    | * |                |
|              |              |   |                    | * |                |
+--------------+--------------+---+--------------------+---+----------------+
| C.5.3.10.    | Timeliness   | F |                    |   | Customer       |
|              | and Accuracy | O |                    |   | Complaint      |
| The SP shall |              | I |                    |   |                |
| date stamp,  |              | A |                    |   |                |
| log, and     |              | r |                    |   |                |
| assign       |              | e |                    |   |                |
| incoming     |              | q |                    |   |                |
| FOIA         |              | u |                    |   |                |
| requests.    |              | e |                    |   |                |
|              |              | s |                    |   |                |
|              |              | t |                    |   |                |
|              |              | s |                    |   |                |
|              |              | a |                    |   |                |
|              |              | r |                    |   |                |
|              |              | e |                    |   |                |
|              |              | l |                    |   |                |
|              |              | o |                    |   |                |
|              |              | g |                    |   |                |
|              |              | g |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | n |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | s |                    |   |                |
|              |              | s |                    |   |                |
|              |              | i |                    |   |                |
|              |              | g |                    |   |                |
|              |              | n |                    |   |                |
|              |              | e |                    |   |                |
|              |              | d |                    |   |                |
|              |              | w |                    |   |                |
|              |              | i |                    |   |                |
|              |              | t |                    |   |                |
|              |              | h |                    |   |                |
|              |              | i |                    |   |                |
|              |              | n |                    |   |                |
|              |              | t |                    |   |                |
|              |              | w |                    |   |                |
|              |              | o |                    |   |                |
|              |              | b |                    |   |                |
|              |              | u |                    |   |                |
|              |              | s |                    |   |                |
|              |              | i |                    |   |                |
|              |              | n |                    |   |                |
|              |              | e |                    |   |                |
|              |              | s |                    |   |                |
|              |              | s |                    |   |                |
|              |              | d |                    |   |                |
|              |              | a |                    |   |                |
|              |              | y |                    |   |                |
|              |              | s |                    |   |                |
|              |              | . |                    |   |                |
+--------------+--------------+---+--------------------+---+----------------+

### C.5.3.11. Activity Calendar

+--------------+--------------+--------------------+---+-----------------+
| **TASK**     | *            | **STANDARD**       | * |                 |
|              | *INDICATOR** |                    | * |                 |
|              |              |                    | Q |                 |
|              |              |                    | A |                 |
|              |              |                    | * |                 |
|              |              |                    | * |                 |
+--------------+--------------+--------------------+---+-----------------+
| C.5.3.11.    | Accuracy     | Activity calendars |   | Customer        |
|              |              | are maintained to  |   | Complaint       |
| The SP shall |              | keep information   |   |                 |
| maintain     |              | current.           |   |                 |
| activity     |              |                    |   |                 |
| calendars.   |              |                    |   |                 |
+--------------+--------------+--------------------+---+-----------------+

### C.5.3.12. Maintain Office Supplies

+--------------+--------------+---+--------------------+---+----------------+---+
| **TASK**     | *            |   | **STANDARD**       | * |                |   |
|              | *INDICATOR** |   |                    | * |                |   |
|              |              |   |                    | Q |                |   |
|              |              |   |                    | A |                |   |
|              |              |   |                    | * |                |   |
|              |              |   |                    | * |                |   |
+--------------+--------------+---+--------------------+---+----------------+---+
| C.5.3.12.    | Timeliness   | O |                    |   | Customer       |   |
|              | and Accuracy | f |                    |   | Complaint      |   |
| The SP shall |              | f |                    |   |                |   |
| maintain     |              | i |                    |   |                |   |
| office       |              | c |                    |   |                |   |
| supplies.    |              | e |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | u |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | l |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | v |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | l |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | b |                    |   |                |   |
|              |              | l |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | w |                    |   |                |   |
|              |              | h |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | . |                    |   |                |   |
+--------------+--------------+---+--------------------+---+----------------+---+

C.5.3.13. APH Forms

+--------------+---+--------------+---+--------------------+-----------------+
| **TASK**     |   | *            | * |                    | **QA**          |
|              |   | *INDICATOR** | * |                    |                 |
|              |   |              | S |                    |                 |
|              |   |              | T |                    |                 |
|              |   |              | A |                    |                 |
|              |   |              | N |                    |                 |
|              |   |              | D |                    |                 |
|              |   |              | A |                    |                 |
|              |   |              | R |                    |                 |
|              |   |              | D |                    |                 |
|              |   |              | * |                    |                 |
|              |   |              | * |                    |                 |
+--------------+---+--------------+---+--------------------+-----------------+
| 5.1.7.       | T |              |   | APH forms are      | 100 Percent     |
|              | i |              |   | logged and         | Inspection      |
| The SP shall | m |              |   | assigned within    |                 |
| date stamp,  | e |              |   | two business days. |                 |
| log, and     | l |              |   |                    |                 |
| assign       | i |              |   |                    |                 |
| incoming APH | n |              |   |                    |                 |
| Forms.       | e |              |   |                    |                 |
|              | s |              |   |                    |                 |
|              | s |              |   |                    |                 |
|              | a |              |   |                    |                 |
|              | n |              |   |                    |                 |
|              | d |              |   |                    |                 |
|              | A |              |   |                    |                 |
|              | c |              |   |                    |                 |
|              | c |              |   |                    |                 |
|              | u |              |   |                    |                 |
|              | r |              |   |                    |                 |
|              | a |              |   |                    |                 |
|              | c |              |   |                    |                 |
|              | y |              |   |                    |                 |
+--------------+---+--------------+---+--------------------+-----------------+

C.5.3.14. Written Agreements

+--------------+---------------+--------------------+-----------------+
| **TASK**     | **INDICATOR** | **STANDARD**       | **QA**          |
+--------------+---------------+--------------------+-----------------+
| 5.1.8.       | Timeliness    | Written Agreements | 100 Percent     |
|              | and Accuracy  | are logged and     | Inspection      |
| The SP shall |               | assigned within    |                 |
| date stamp,  |               | two business days. |                 |
| log, and     |               |                    |                 |
| assign       |               |                    |                 |
| incoming     |               |                    |                 |
| Written      |               |                    |                 |
| Agreements.  |               |                    |                 |
+--------------+---------------+--------------------+-----------------+

##### C.5.4. Budget and Finance Support

#####  

Budget and Finance Support deals with the administrative expenditures of
the organization. Administrative support personnel account for any
expenditure incurred by the organization in the accounting system. The
National Finance Center (NFC) provides some accounting support to RMA
and administrative support personnel are required to communicate with
NFC for information and guidance. Funding allocations are given to each
office and administrative personnel are required to track expenditures
to be sure the office does not spend more than they have been allocated
and that the allocated funds are used for legitimate purposes.

**Performance-Based Requirements Matrix**

### C.5.4.1. Vendor Maintenance

+--------------+---+--------------+---------------------+---+-----------------+
| **TASK**     |   | *            | **STANDARD**        |   | **QA**          |
|              |   | *INDICATOR** |                     |   |                 |
+--------------+---+--------------+---------------------+---+-----------------+
| **           | T |              | Within two business | C |                 |
| *C.5.4.1.*** | i |              | days                | u |                 |
|              | m |              |                     | s |                 |
| SP shall     | e |              | after receipt,      | t |                 |
| enter new    | l |              | requests are        | o |                 |
| vendor       | i |              | verified and        | m |                 |
| requests in  | n |              | entered             | e |                 |
| accordance   | e |              |                     | r |                 |
| with         | s |              | Within two business | C |                 |
| USDA/NFC/    | s |              | days after receipt, | o |                 |
|              | a |              | requests are        | m |                 |
| FFIS Vendor  | n |              | verified, entered   | p |                 |
| Training     | d |              | and                 | l |                 |
| Module       | A |              |                     | a |                 |
| Standards,   | c |              | followed up for     | i |                 |
| Policies &   | c |              | completion.         | n |                 |
| Procedures.  | u |              |                     | t |                 |
|              | r |              | Within two business |   |                 |
| SP shall     | a |              | days after finding  | C |                 |
| request any  | c |              | the error, requests | u |                 |
| vendor       | y |              | are submitted to    | s |                 |
| changes/     |   |              | appropriate KC      | t |                 |
| inactivation | T |              | personnel for       | o |                 |
| request from | i |              | correction.         | m |                 |
| customers    | m |              |                     | e |                 |
| through the  | e |              |                     | r |                 |
| accounting   | l |              |                     | C |                 |
| system       | i |              |                     | o |                 |
| (currently   | n |              |                     | m |                 |
| FFIS).       | e |              |                     | p |                 |
|              | s |              |                     | l |                 |
| SP shall     | s |              |                     | a |                 |
| request any  | a |              |                     | i |                 |
| additions or | n |              |                     | n |                 |
| changes      | d |              |                     | t |                 |
| needed to    | A |              |                     |   |                 |
| vendor       | c |              |                     | C |                 |
| information  | c |              |                     | u |                 |
| in the       | u |              |                     | s |                 |
| accounting   | r |              |                     | t |                 |
| system.      | a |              |                     | o |                 |
|              | c |              |                     | m |                 |
|              | y |              |                     | e |                 |
|              |   |              |                     | r |                 |
|              | T |              |                     | C |                 |
|              | i |              |                     | o |                 |
|              | m |              |                     | m |                 |
|              | e |              |                     | p |                 |
|              | l |              |                     | l |                 |
|              | i |              |                     | a |                 |
|              | n |              |                     | i |                 |
|              | e |              |                     | n |                 |
|              | s |              |                     | t |                 |
|              | s |              |                     |   |                 |
|              | a |              |                     |   |                 |
|              | n |              |                     |   |                 |
|              | d |              |                     |   |                 |
|              | A |              |                     |   |                 |
|              | c |              |                     |   |                 |
|              | c |              |                     |   |                 |
|              | u |              |                     |   |                 |
|              | r |              |                     |   |                 |
|              | a |              |                     |   |                 |
|              | c |              |                     |   |                 |
|              | y |              |                     |   |                 |
+--------------+---+--------------+---------------------+---+-----------------+

C.5.4.2. Budget Support

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C.           | Accuracy     | Allocation amounts | Periodic        |
| 5.4.***2.*** |              | are verified for   | Inspection      |
|              | Accuracy     | correctness in the |                 |
| SP shall     |              | accounting system. | Periodic        |
| verify the   |              |                    | Inspection      |
| allocated    |              | Allocation changes |                 |
| amount       |              | are submitted for  |                 |
| budgeted     |              | request to WDC     |                 |
| with the     |              | FMS, and verify    |                 |
| allocation   |              | that approved      |                 |
| amount in    |              | changes are        |                 |
| the          |              | updated in the     |                 |
| accounting   |              | accounting system. |                 |
| system.      |              |                    |                 |
|              |              |                    |                 |
| SP shall     |              |                    |                 |
| verify any   |              |                    |                 |
| changes in   |              |                    |                 |
| allocation   |              |                    |                 |
| requested by |              |                    |                 |
| dir          |              |                    |                 |
| ector/deputy |              |                    |                 |
| are updated  |              |                    |                 |
| in the       |              |                    |                 |
| accounting   |              |                    |                 |
| system.      |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.4.3. Invoices

+--------------+---+--------------+---+--------------------+-----------------+---+
| **TASK**     | * |              |   | **STANDARD**       | **QA**          |   |
|              | * |              |   |                    |                 |   |
|              | I |              |   |                    |                 |   |
|              | N |              |   |                    |                 |   |
|              | D |              |   |                    |                 |   |
|              | I |              |   |                    |                 |   |
|              | C |              |   |                    |                 |   |
|              | A |              |   |                    |                 |   |
|              | T |              |   |                    |                 |   |
|              | O |              |   |                    |                 |   |
|              | R |              |   |                    |                 |   |
|              | * |              |   |                    |                 |   |
|              | * |              |   |                    |                 |   |
+--------------+---+--------------+---+--------------------+-----------------+---+
| ***5.4.3.*** |   | Timeliness   | W |                    | Customer        |   |
|              |   | and Accuracy | i |                    | Complaint       |   |
| SP shall     |   |              | t |                    |                 |   |
| process      |   |              | h |                    |                 |   |
| invoices in  |   |              | i |                    |                 |   |
| accordance   |   |              | n |                    |                 |   |
| with FFIS    |   |              | f |                    |                 |   |
| Users Guide, |   |              | i |                    |                 |   |
| and          |   |              | v |                    |                 |   |
| Ap           |   |              | e |                    |                 |   |
| propriations |   |              | b |                    |                 |   |
| Law.         |   |              | u |                    |                 |   |
|              |   |              | s |                    |                 |   |
|              |   |              | i |                    |                 |   |
|              |   |              | n |                    |                 |   |
|              |   |              | e |                    |                 |   |
|              |   |              | s |                    |                 |   |
|              |   |              | s |                    |                 |   |
|              |   |              | d |                    |                 |   |
|              |   |              | a |                    |                 |   |
|              |   |              | y |                    |                 |   |
|              |   |              | s |                    |                 |   |
|              |   |              | o |                    |                 |   |
|              |   |              | f |                    |                 |   |
|              |   |              | r |                    |                 |   |
|              |   |              | e |                    |                 |   |
|              |   |              | c |                    |                 |   |
|              |   |              | e |                    |                 |   |
|              |   |              | i |                    |                 |   |
|              |   |              | p |                    |                 |   |
|              |   |              | t |                    |                 |   |
|              |   |              | , |                    |                 |   |
|              |   |              | i |                    |                 |   |
|              |   |              | n |                    |                 |   |
|              |   |              | v |                    |                 |   |
|              |   |              | o |                    |                 |   |
|              |   |              | i |                    |                 |   |
|              |   |              | c |                    |                 |   |
|              |   |              | e |                    |                 |   |
|              |   |              | s |                    |                 |   |
|              |   |              | a |                    |                 |   |
|              |   |              | r |                    |                 |   |
|              |   |              | e |                    |                 |   |
|              |   |              | p |                    |                 |   |
|              |   |              | r |                    |                 |   |
|              |   |              | o |                    |                 |   |
|              |   |              | c |                    |                 |   |
|              |   |              | e |                    |                 |   |
|              |   |              | s |                    |                 |   |
|              |   |              | s |                    |                 |   |
|              |   |              | e |                    |                 |   |
|              |   |              | d |                    |                 |   |
|              |   |              | . |                    |                 |   |
+--------------+---+--------------+---+--------------------+-----------------+---+

C.5.4.4. Requesting Supplies Equipment and Services

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| ***5.4.4.*** | Timeliness   | Within five        | Customer        |
|              | and Accuracy | business days,     | Complaint and   |
| SP shall     |              | requests are       | Periodic        |
| process      | Timeliness   | processed.         | Inspection      |
| requests for |              |                    |                 |
| office       | and Accuracy | Within five        | Customer        |
| supplies,    |              | business days,     | Complaint       |
| equipment,   |              | requests are       |                 |
| and services |              | processed and      |                 |
| that are     |              | followed up for    |                 |
| less than    |              | completion.        |                 |
| \$2500.00 in |              |                    |                 |
| accordance   |              |                    |                 |
| with PCMS    |              |                    |                 |
| Mi           |              |                    |                 |
| cro-Purchase |              |                    |                 |
| Guide, and   |              |                    |                 |
| Ap           |              |                    |                 |
| propriations |              |                    |                 |
| Law,         |              |                    |                 |
| Procurement  |              |                    |                 |
| Office       |              |                    |                 |
| Instructions |              |                    |                 |
|              |              |                    |                 |
| SP shall     |              |                    |                 |
| process      |              |                    |                 |
| requests for |              |                    |                 |
| supplies,    |              |                    |                 |
| equipment,   |              |                    |                 |
| or services  |              |                    |                 |
| that are     |              |                    |                 |
| greater than |              |                    |                 |
| \$2500.00 in |              |                    |                 |
| accordance   |              |                    |                 |
| with FAR,    |              |                    |                 |
| FSA          |              |                    |                 |
|              |              |                    |                 |
| Procurement  |              |                    |                 |
| Office       |              |                    |                 |
| I            |              |                    |                 |
| nstructions, |              |                    |                 |
| and          |              |                    |                 |
| Ap           |              |                    |                 |
| propriations |              |                    |                 |
| Law.         |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

C.5.4.5. FFIS

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| ***5.4.5***  | Timeliness   | Within five        | Periodic        |
|              |              | business days of   | Inspection      |
| SP shall     | and Accuracy | administrative     |                 |
| keep the     |              | expense activity,  | Customer        |
| accounting   | Timeliness   | the accounting     | Complaint       |
| system       |              | system is updated. |                 |
|              | Timeliness   |                    | Customer        |
| updated      |              | Within five        | Complaint       |
| using FFIS   | Timeliness   | business days,     |                 |
| User Guide,  | and Accuracy | requests are       | 100 Percent     |
| NFC          |              | researched and     | Inspection      |
| Procedures,  | Timeliness   | resolved.          |                 |
| Training     |              |                    | 100 Percent     |
| Guides, and  |              | Within same        | Inspection      |
| guidance     |              | business day,      |                 |
| from KC and  |              | information is     |                 |
| WDC FMS      |              | provided to the    |                 |
| personnel.   |              | requester.         |                 |
|              |              |                    |                 |
| SP shall     |              | Year-end           |                 |
| research and |              | checklists are     |                 |
| resolve      |              | completed and      |                 |
| questions or |              | faxed to           |                 |
| concerns on  |              | appropriate KC     |                 |
| payments in  |              | personnel by the   |                 |
| accordance   |              | due date.          |                 |
| with the     |              |                    |                 |
| FFIS Users   |              | Year-end           |                 |
| Guide.       |              | commitment records |                 |
|              |              | forms are          |                 |
| SP shall     |              | completed and      |                 |
| provide up-  |              | faxed to           |                 |
| to-date      |              | appropriate KC     |                 |
| information  |              | personnel by the   |                 |
| on Budget    |              | due date.          |                 |
| Object       |              |                    |                 |
|              |              |                    |                 |
| Cl           |              |                    |                 |
| assification |              |                    |                 |
| allocation   |              |                    |                 |
| availability |              |                    |                 |
| as           |              |                    |                 |
| requested.   |              |                    |                 |
|              |              |                    |                 |
| SP shall     |              |                    |                 |
| complete all |              |                    |                 |
| activity     |              |                    |                 |
| necessary to |              |                    |                 |
| sign off on  |              |                    |                 |
| completed    |              |                    |                 |
| year-end     |              |                    |                 |
| checklists.  |              |                    |                 |
|              |              |                    |                 |
| SP shall     |              |                    |                 |
| complete all |              |                    |                 |
| activity     |              |                    |                 |
| necessary to |              |                    |                 |
| sign off on  |              |                    |                 |
| completed    |              |                    |                 |
| year-end     |              |                    |                 |
| commitment   |              |                    |                 |
| records      |              |                    |                 |
| forms.       |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.4.6. Brio

+--------------+--------------+---------------------+---+-----------------+
| **TASK**     | *            | **STANDARD**        |   | **QA**          |
|              | *INDICATOR** |                     |   |                 |
+--------------+--------------+---------------------+---+-----------------+
| ***5.4.6.    | Timeliness   | Within same         | C |                 |
| (Warehouse   |              | business day        | u |                 |
| Reports)***  |              | reports are         | s |                 |
|              |              | retrieved from Brio | t |                 |
| SP shall     |              | and provided to     | o |                 |
| retrieve and |              | requestor.          | m |                 |
| provide      |              |                     | e |                 |
| reports from |              |                     | r |                 |
| Brio upon    |              |                     | C |                 |
| request.     |              |                     | o |                 |
|              |              |                     | m |                 |
|              |              |                     | p |                 |
|              |              |                     | l |                 |
|              |              |                     | a |                 |
|              |              |                     | i |                 |
|              |              |                     | n |                 |
|              |              |                     | t |                 |
+--------------+--------------+---------------------+---+-----------------+

### C.5.4.7. Verification of Funds

+--------------+--------------+---+--------------------+---+----------------+---+
| **TASK**     | *            |   | **STANDARD**       | * |                |   |
|              | *INDICATOR** |   |                    | * |                |   |
|              |              |   |                    | Q |                |   |
|              |              |   |                    | A |                |   |
|              |              |   |                    | * |                |   |
|              |              |   |                    | * |                |   |
+--------------+--------------+---+--------------------+---+----------------+---+
| C.5.4.7.     | Timeliness   | F |                    |   | 100 Percent    |   |
|              | and Accuracy | u |                    |   | Inspection     |   |
| The SP shall |              | n |                    |   |                |   |
| process      |              | d |                    |   |                |   |
| Verification |              | s |                    |   |                |   |
| of Funds     |              | V |                    |   |                |   |
| Report in    |              | e |                    |   |                |   |
| accordance   |              | r |                    |   |                |   |
| with         |              | i |                    |   |                |   |
| Verification |              | f |                    |   |                |   |
| of Funds     |              | i |                    |   |                |   |
| Reports      |              | c |                    |   |                |   |
| I            |              | a |                    |   |                |   |
| nstructions. |              | t |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | R |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | c |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | m |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | l |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | f |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | x |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | i |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | K |                    |   |                |   |
|              |              | C |                    |   |                |   |
|              |              | p |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | r |                    |   |                |   |
|              |              | s |                    |   |                |   |
|              |              | o |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | n |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | l |                    |   |                |   |
|              |              | b |                    |   |                |   |
|              |              | y |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | h |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | u |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | d |                    |   |                |   |
|              |              | a |                    |   |                |   |
|              |              | t |                    |   |                |   |
|              |              | e |                    |   |                |   |
|              |              | . |                    |   |                |   |
+--------------+--------------+---+--------------------+---+----------------+---+

**Applicable Regulations and Guidelines**

Vendor Guide from NFC.

Appropriation Law

FFIS Users Guide

Sole Source Justification Instructions

PCMS Micro-Purchase Guide

BOC Guidelines from NFC

# **C.5.5. Personnel Support**

The elements included within Personnel Support are tasks that focus on
general administrative support of all government employees within the
Risk Management Agency. Some tasks are required to be performed on a set
and recurring schedule as described in applicable Departmental
instructions while others occur less frequency or on an as required
basis. Several of the tasks are performed at the request of the
individual government employee as the requirement is identified.

####### Performance-Based Requirements Matrix

**C 5.5.1. Travel Request Processing**

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C.5.5.1.     | Timeliness   | Travel itinerary   | Customer        |
|              |              | and authorization  | Complaint       |
| The SP shall | Timeliness   | completed within 2 |                 |
| process      |              | business days of   | Customer        |
| travel       | and          | traveler request.  | Complaint       |
| requests.    |              |                    |                 |
|              | Accuracy     | Travel Vouchers    |                 |
|              |              | completed within 5 |                 |
|              |              | business days of   |                 |
|              |              | completion of      |                 |
|              |              | travel.            |                 |
+--------------+--------------+--------------------+-----------------+

**C.5.5.2. Reimbursement Process**

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C 5.5.2.     | Timeliness   | Requests presented | Customer        |
|              | and Accuracy | to authorizing     | Complaint       |
| The SP shall |              | official within 2  |                 |
| process      |              | business days of   | 100 Percent     |
|              |              | employee           | Inspection      |
| requests for |              | submission.        |                 |
| re           |              |                    | Internal and    |
| imbursement. |              | Disbursements      | external audit  |
|              |              | signed by local    |                 |
|              |              | authorizing        |                 |
|              |              | official and       |                 |
|              |              | provided to        |                 |
|              |              | employee.          |                 |
|              |              |                    |                 |
|              |              | Account balanced   |                 |
|              |              | in accordance with |                 |
|              |              | established        |                 |
|              |              | procedures within  |                 |
|              |              | 30 calendar days   |                 |
|              |              | of disbursement.   |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.5.3. Training Request 

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C.5.5.3.     | Timeliness   | Employee training  | Customer        |
|              |              | requests are typed | Complaints      |
| The SP shall | Accuracy     | and returned at    |                 |
| process      |              | least 14 business  | Monthly         |
| employee     |              | days prior to      | Verification    |
| training     |              | beginning of       |                 |
| forms.       |              | training, unless   |                 |
|              |              | otherwise          |                 |
|              |              | specified by       |                 |
|              |              | vendor.            |                 |
|              |              |                    |                 |
|              |              | Training           |                 |
|              |              | expenditures are   |                 |
|              |              | reconciled with    |                 |
|              |              | accounting records |                 |
|              |              | to ensure funds    |                 |
|              |              | are available.     |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.5.4. New Employee Processing

+--------------+--------------+----------------------+----------------+
| **TASK**     | *            | **STANDARD**         | **QA**         |
|              | *INDICATOR** |                      |                |
+--------------+--------------+----------------------+----------------+
| C.5.5.4.     | Timeliness   | New employees are    | 100 Percent    |
|              | and Accuracy | processed according  | Inspection     |
| The SP shall |              | to the appropriate   |                |
| process new  |              | "New Employee        |                |
| employees.   |              | Checklist" form.     |                |
|              |              |                      |                |
|              |              | All access codes or  |                |
|              |              | keys for all         |                |
|              |              | authorized areas     |                |
|              |              | were issued.         |                |
|              |              |                      |                |
|              |              | Ensure employee has  |                |
|              |              | required office      |                |
|              |              | supplies, equipment, |                |
|              |              | and office furniture |                |
|              |              | to perform           |                |
|              |              | functions.           |                |
|              |              |                      |                |
|              |              | All required ADP     |                |
|              |              | equipment and        |                |
|              |              | support are issued   |                |
|              |              | or made available to |                |
|              |              | the new employee.    |                |
|              |              |                      |                |
|              |              | Employee provided    |                |
|              |              | with building        |                |
|              |              | orientation,         |                |
|              |              | introduced to        |                |
|              |              | co-workers, support  |                |
|              |              | staff, and senior    |                |
|              |              | management.          |                |
+--------------+--------------+----------------------+----------------+

### C.5.5.5. Financial Disclosure Requests

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C 5.5.5.     | Timeliness   | Designated         | 100 Percent     |
|              |              | employee provided  | Inspection      |
| The SP shall |              | with OGE-450       |                 |
| distribute   |              | within 2 working   |                 |
| and collect  |              | days of            |                 |
| Financial    |              | notification.      |                 |
| Disclosure   |              |                    |                 |
| Requests     |              | Completed OGE-450  |                 |
| (Form        |              | received from      |                 |
| OGE-450)     |              | designated         |                 |
|              |              | employees and      |                 |
|              |              | returned to the    |                 |
|              |              | Human Resources    |                 |
|              |              | Division by the    |                 |
|              |              | specified due      |                 |
|              |              | date.              |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.5.6. Time and Attendance

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C 5.5.6.     | Timeliness   | Employee T&A       | Customer        |
|              | and Accuracy | received within    | Complaint       |
| The SP shall |              | prescribed NFC     |                 |
| process Time |              | standards.         |                 |
| and          |              |                    |                 |
| Attendance   |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.5.7. Personnel Action Requests

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C 5.5.7.     | Timeliness   | SF-52 is completed | 100 Percent     |
|              | and Accuracy | and processed with | Inspection      |
| The SP shall |              | required           |                 |
| prepare all  |              | information and    |                 |
| requests for |              | signatures.        |                 |
| personnel    |              |                    |                 |
| actions      |              |                    |                 |
|              |              |                    |                 |
| (SF-52).     |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.5.8. Performance Appraisals & Performance Plans

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C 5.5.8.     | Timeliness   | Performance        | 100 Percent     |
|              | and Accuracy | appraisal          | Inspection      |
| The SP shall |              | documentation is   |                 |
| prepare all  |              | completed and      |                 |
| performance  |              | processed with     |                 |
| appraisal    |              | required           |                 |
| do           |              | information        |                 |
| cumentation. |              |                    |                 |
|              |              | and signatures.    |                 |
+--------------+--------------+--------------------+-----------------+

**[APPLICABLE DIRECTIVES]{.underline}**

OGE-450 Financial Disclosure Requests

Federal Travel Regulations (FTR)

National Finance Center Procedures

RMA Travel Supplement

# **C.5.6. Information Retrieval** 

ROs and COs have one e-mail account to which agency documents, messages
of general interest and requests for information are distributed. This
account must be checked daily and the information passed on to
interested and designated individuals for information or action.
Numbered publications are also distributed electronically and must be
checked regularly and routed to interested and designated individuals.

######## **Performance-Based Requirements Matrix**

### C.5.6.1. RO/CO E-mail Accounts

+--------------+--------------+---------------------+-----------------+
| **TASK**     | *            | **STANDARD**        | **QA**          |
|              | *INDICATOR** |                     |                 |
+--------------+--------------+---------------------+-----------------+
| C.5.6.1.     | Timeliness   | E-mails will be     | Customer        |
|              | and Accuracy | reviewed and        | Complaint       |
| The SP shall |              | properly routed on  |                 |
| review and   |              | a daily basis.      |                 |
| route RO/CO  |              |                     |                 |
|              |              |                     |                 |
| e-mail       |              |                     |                 |
| account.     |              |                     |                 |
+--------------+--------------+---------------------+-----------------+

C.5.6.2. Internal Publication Retrieval

+--------------+--------------+---------------------+-----------------+
| **TASK**     | *            | **STANDARD**        | **QA**          |
|              | *INDICATOR** |                     |                 |
+--------------+--------------+---------------------+-----------------+
| C.5.6.2.     | Timeliness   | Numbered            | Customer        |
|              |              | publications will   | complaint       |
| The SP shall | and Accuracy | be reviewed and     |                 |
| retrieve and |              | properly routed and |                 |
| route        |              | filed within 2      |                 |
| numbered     |              | business days of    |                 |
| p            |              | receipt.            |                 |
| ublications. |              |                     |                 |
+--------------+--------------+---------------------+-----------------+

C.5.7. Records Management

Records management allows individual offices to track actions related to
insurance records, administrative files, official guidelines and
regulations, correspondence, internal and external reports, etc., in
either a manual or electronic format. The files are used to safeguard
official insurance transactions; provide historical backgrounds on
individual producers and/or the land farmed as well as it\'s production
history; allow for audits of functions within an office; provide
guidelines for staff members on the various tasks they perform; track
internal and external correspondence; and to provide resource materials
for official functions.

## 

## Performance-Based Requirements Matrix

C.5.7.1. Actuarial Filing

+--------------+--------------+---------------------+-----------------+
| ### TASK     | *            | **STANDARD**        | **QA**          |
|              | *INDICATOR** |                     |                 |
+--------------+--------------+---------------------+-----------------+
| C.5.7.1.     | Accuracy     | All actuarial       | Customer        |
|              |              | documents are       | Complaint       |
| The SP shall |              | prepared according  |                 |
| retrieve and |              | to the requirements |                 |
| edit all     |              | of the originator   |                 |
| actuarial    |              | and the filing      |                 |
| documents.   |              | process.            |                 |
+--------------+--------------+---------------------+-----------------+

### C.5.7.2. CTS

+--------------+--------------+---------------------+-----------------+
| ### TASK     | *            | **STANDARD**        | **QA**          |
|              | *INDICATOR** |                     |                 |
+--------------+--------------+---------------------+-----------------+
| C.5.7.2.     | Timeliness   | All CTS reports are | 100 Percent     |
|              |              | prepared within 10  | Inspection      |
| The SP shall |              | working days of the |                 |
| gather,      |              | request.            |                 |
| analyze, and |              |                     |                 |
| prepare      |              |                     |                 |
| reports      |              |                     |                 |
| using        |              |                     |                 |
| information  |              |                     |                 |
| provided     |              |                     |                 |
| from the     |              |                     |                 |
| CTS.         |              |                     |                 |
+--------------+--------------+---------------------+-----------------+

### C.5.7.3. WPS

+--------------+--------------+---------------------+-----------------+
| ### TASK     | *            | **STANDARD**        | **QA**          |
|              | *INDICATOR** |                     |                 |
+--------------+--------------+---------------------+-----------------+
| C.5.7.3.     | Timeliness   | All WPS information | 100 Percent     |
|              |              | is gathered,        | Inspection      |
| The SP shall |              | questioned,         |                 |
| gather and   |              | inputted, and filed |                 |
| input all    |              | weekly.             |                 |
| staff hour   |              |                     |                 |
| worksheets   |              |                     |                 |
| in the WPS.  |              |                     |                 |
+--------------+--------------+---------------------+-----------------+

### C.5.7.4. ECS

+--------------+--------------+---------------------+-----------------+
| ### TASK     | *            | **STANDARD**        | **QA**          |
|              | *INDICATOR** |                     |                 |
+--------------+--------------+---------------------+-----------------+
| C.5.7.4.     | Timeliness   | All ECS information | Customer        |
|              |              | is gathered,        | Complaint       |
| The SP shall |              | inputted, reviewed  |                 |
| gather,      |              | and filed daily.    |                 |
| input, edit, |              |                     |                 |
| obtain       |              |                     |                 |
| approval,    |              |                     |                 |
| print,       |              |                     |                 |
| distribute,  |              |                     |                 |
| transmit and |              |                     |                 |
| file ECS     |              |                     |                 |
| documents.   |              |                     |                 |
+--------------+--------------+---------------------+-----------------+

### C.5.7.5. Contract Monitoring

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C.5.7.5      | Accuracy     | Dates, budget      | 100 Percent     |
|              |              | amounts, and notes | Inspection      |
| The SP shall |              | are free of        |                 |
| perform data |              | grammatical,       |                 |
| entry        |              | format, and        |                 |
| services to  |              | typographical      |                 |
| monitor the  |              | errors.            |                 |
| progress of  |              |                    |                 |
| other        |              |                    |                 |
| contractors' |              |                    |                 |
| performance  |              |                    |                 |
| of           |              |                    |                 |
| contracted   |              |                    |                 |
| work using   |              |                    |                 |
| the Tracking |              |                    |                 |
| Database     |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.7.6. Staff Action Tracking

+--------------+--------------+--------------------+-----------------+
| ### TASK     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C.5.7.6.     | Timeliness   | Staff Action       | Customer        |
|              |              | processes are      | Complaint       |
| The SP shall |              | completed daily.   |                 |
| open, print, |              |                    |                 |
| distribute   |              |                    |                 |
| and record   |              |                    |                 |
| final        |              |                    |                 |
| disposition  |              |                    |                 |
| of all       |              |                    |                 |
| controlled   |              |                    |                 |
| co           |              |                    |                 |
| rrespondence |              |                    |                 |
| using the    |              |                    |                 |
| Staff Action |              |                    |                 |
| Software     |              |                    |                 |
| System.      |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

**C.5.7.7. Filing Letters**

Files systems are maintained in accordance with 2-AS, Records
Management.

+--------------+--------------+--------------------+-----------------+
| ### TASK     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| #            | Timeliness   | All incoming and   | Periodic        |
| ### C.5.7.7. | and Accuracy | outgoing letters   | Inspection      |
|              |              | are filed in the   |                 |
| The SP shall |              | appropriate file   |                 |
| receive and  |              | within 5 business  |                 |
| file         |              | days.              |                 |
| incoming and |              |                    |                 |
| outgoing     |              |                    |                 |
| letters.     |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.7.8. Filing Reports

+--------------+--------------+--------------------+-----------------+
| ### TASK     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| C.5.7.8.     | Timeliness   | All incoming and   | Periodic        |
|              | and Accuracy | outgoing reports   | Inspection      |
| The SP shall |              | are filed in the   |                 |
| receive and  |              | appropriate file   |                 |
| file all     |              | within 5 business  |                 |
| incoming and |              | days.              |                 |
| outgoing     |              |                    |                 |
| reports.     |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

### C.5.7.9. File System Management

+--------------+--------------+--------------------+-----------------+
| **TASK**     | *            | **STANDARD**       | **QA**          |
|              | *INDICATOR** |                    |                 |
+--------------+--------------+--------------------+-----------------+
| #            | Timeliness   | All incoming and   | Periodic        |
| ### C.5.7.9. | and Accuracy | outgoing materials | Inspection      |
|              |              | are filed in the   |                 |
| The SP shall |              | appropriate file   |                 |
| receive and  |              | within 5 business  |                 |
| file all     |              | days.              |                 |
| other        |              |                    |                 |
| documents in |              |                    |                 |
| appropriate  |              |                    |                 |
| locations.   |              |                    |                 |
+--------------+--------------+--------------------+-----------------+

**Section** **C.6. Other**

## C.6.1. RMA Organization and Locations

The following listing represents RMA\'s current organizational structure
and the location of the RMA offices.

Administrator/Associate Administrator, Washington, DC

Financial Management Staff, Washington, DC

Program Support Staff, Washington, DC

Civil Rights Staff, Washington, DC

External Affairs Staff, Washington, DC

Deputy Administrator for Research and Development

Actuarial Division, Kansas City, MO

Product Development Division, Kansas City, MO

Research and Evaluation Division, Kansas City, MO

Fiscal Operations and Systems Division, Kansas City, MO

Deputy Administrator for Insurance Services, Washington, DC

Reinsurance Services Division, Washington, DC

Risk Management Services Division, Washington, DC

Risk Management Education Division, Washington, DC

Billings, MT, Regional Office

Jackson, MS, Regional Office

Oklahoma City, OK, Regional Office

Raleigh, NC, Regional Office

Davis, CA, Regional Office

St. Paul, MN, Regional Office

Spokane, WA, Regional Office

Springfield, IL, Regional Office

Topeka, KS, Regional Office

Valdosta, GA, Regional Office

Deputy Administrator for Compliance, Washington, DC

Risk Operations Division, Washington, DC

Policy, Procedure, and Evaluation Division, Washington, DC

Southern Regional Compliance Office, Dallas,TX

Western Regional Compliance Office, Davis, CA

Northern Regional Compliance Office, Eagan, MN

Midwest Regional Compliance Office, Indianapolis, IN

Central Regional Compliance Office, Kansas City, MO

Eastern Regional Compliance Office, Raleigh, NC

The following listing represents RMA\'s current organizational structure
**by geographic location**:

1.  Washington, DC

> 1400 Independence Avenue, SW
>
> Washington, D.C. 20250

Administrator/Associate Administrator

Financial Support Staff

Program Support Staff

Civil Rights Staff

External Affairs Staff

Deputy Administrator for Insurance Services

> Reinsurance Services Division
>
> Risk Management Services Division
>
> Risk Management Education Division
>
> Deputy Administrator for Compliance
>
> Risk Operations Division
>
> Policy, Procedure, and Evaluation Division

2.  Kansas City, MO

> 6501 Beacon Drive
>
> Kansas City, MO 64131

Deputy Administrator for Research and Development

> Actuarial Division
>
> Product Development Division
>
> Research and Evaluation Division
>
> Fiscal Operations and Systems Division
>
> Central Regional Compliance Office
>
> 6501 Beacon Drive,
>
> Kansas City, MO 64133

3.  Billings, MT

Regional Office

> 2110 Overland Avenue, Suite 106,
>
> Billings, MT 59102-6440

4.  Jackson, MS

Regional Office

> 8 River Bend Place
>
> Jackson, MS 39208

5.  Oklahoma City, OK

Regional Office

> 205 NW 63rd Street, Suite 170
>
> Oklahoma City, OK 73116,

6.  Raleigh, NC

> Regional Office

4407 Bland Road, Suite 160

Raleigh, NC 27609

Eastern Regional Compliance Office

4407 Bland Road, Suite 280

Raleigh, NC 27609

7.  Davis, CA

> Regional Office
>
> 430 G Street, \# 4168
>
> Davis, CA, 95616-4168

Western Regional Compliance Office

430 G Street, \# 4167

Davis, CA 95616-4167

8.  St. Paul, MN

Regional Office

> 910 Minnesota World Trade Center
>
> 30 East 7th Street
>
> St. Paul, MN 55101-4901

9.  Spokane, WA

Regional Office

> 112 N. University Road, Suite 205
>
> Spokane, WA 99206-5295

10. Springfield, IL

Regional Office

> 3500 West Wabash, Suite B
>
> Springfield, IL, 62707

11. Topeka, KS

Regional Office

> 3401 S.W. Van Buren Street
>
> Topeka, KS 66611

12. Valdosta, GA

Regional Office

> 106 South Patterson Street
>
> Suite 250, Valdosta, GA 31601-5609

13. Dallas,TX

Southern Regional Compliance Office

1111 West Mockingbird Lane, Suite 280

Dallas, TX 75247-5016

14. Indianapolis, IN

Midwest Regional Compliance Office

Corporate Center North,

6905 Corporate Circle

Indianapolis, IN 46278

15. Eagan, MN

Northern Regional Compliance Office

3440 Federal Drive Suite 200

Eagan, MN 55122-1301

C.6.2. Applicable Documents

FFAS Handbook 1-AS (Revision 8) Directives Management defines directives
as:

A directive is a communication that initiates or governs action,
conduct, or procedure. Directives reflect the policies, administration,
and operations of FFAS.

**2002 Notices**

**Feb 26, 2002**

PM-2289 -- Standards of Ethical Conduct: Use of Official Government
Position

PM-2292 -- Designation of Director, Information Technology Services
Division (ITSD)

IRM-328 -- Maintenance Agreement for FAX Machines

**2001 Notices**

PM-2228 -- 2001 Interest Rates for Civilian and Military Service Credit
Deposits

PM-2229 -- Disability Employment Program Manager (DEPM)

PM-2231 -- Information Technology (IT) Special Salary Rates (SSR's)

PM-2232 -- Government Hiring Controls

PM-2235 -- Announcing the FY2001 Small Business Procurement Awards
Program

PM-2236 -- Announcing the FY2001 Alexander von Humboldt Foundation Award

PM-2238 -- 52nd Annual William A. Jump Memorial Award

PM-2239 -- New Office of Workers' Compensation Chargeback Codes

PM-2240 -- New Thrift Savings Plan (TSP) Funds Available

PM-2241 -- Federal Employee's Health Benefits (FEHB) Children's Equity
Act

PM-2243 -- Thrift Savings Plan (TSP) Open Season

PM-2247 -- Midyear Progress Reviews for FSA National Office and RMA

Offices Under Pass/Fail Rating System

PM-2256 -- Announcing a Change in the Payment Method for Spot Awards

PM-2262 - 2001 Government Employees Insurance (GEICO) Service Awards

PM-2264 -- Hispanic Serving Institution (HIS) Liaison Officers

PM-2266 -- FY2001 Annual Performance Appraisals for FSA National Office

and RMA Employees Under Pass/Fail Rating System

PM-2271 -- 56th Secretary's Honor Awards Program

PM-2272 -- FY2001 Annual Performance Appraisals Under 5-Tier Rating
System

PM-2273 -- 56th Secretary's Honor Awards Program

PM-2274 -- Using Annual Leave to Avoid Forfeiture and Exigency
Information

PM-2276 -- Designation of Director, Financial Management Division (FMD)

PM-2278 -- FFAS Pilot Leave Bank (LB) Program for National Office and

Overseas Employees Only

PM-2279 -- Thrift Savings Plan (TSP) Open Season

PM-2280 -- 2001 Federal Employee Health Benefits (FEHB) Open Season

PM-2281 -- Faxed Employment Applications

PM-2283 -- 2002 Interest Rates for Civilian & Military Service Credit
Deposits

PM-2284 -- PP 25 Annual Leave Accruals

PM-2286 -- Preparing PP 26 T&As

PM-2287 -- Appointment of Administrator, FSA

ADM-110 -- Implementing FFAS Employee Forms Online Intranet Site

CP-530 -- RMA/FSA Plans for Implementing the Agriculture Risk Protection
Act 2000

ARPA

FMS-FY-2002-003 -- Government Travel Charge Card

IRM-318 -- Information Technology (IT) Investments Moratorium

IRM-326 -- New Teltrak Confirmation Website

MGR-00-016.2 -- Approval of Documents, Bulletins, Manuals, and Other

> Key Program Materials for Release by Risk Management Agency (RMA):
> Notice of Delegations of Authority -- Deputy Administrator for
> Compliance

MGR-00-016.3 -- Approval of Documents, Bulletins, Manuals, and Other

Key Program Materials for Release by RMA: Notice of Delegation

of Authority -- Office of Insurance Services

**2000 Notices**

AO-1208 -- Nondiscrimination in Federally Conducted Activities

AS-2002 -- Retention of Tobacco-Related Records

AS-2007 -- Office Relocations and Address Changes for FSA, RMA, and OGC
Offices in

Kansas City, Missouri

AS-2009 -- Suspending Inventories and Using New Personal Property
Classification

Standards

AS-2010 -- ZIP Code Change for FSA, RMA, and OGC Offices in Kansas City,
Missouri

AS-2017 -- FAXing Requests for Forms and Supplies to the Kansas City
(KC)

Warehouse Using FSA-159

AS-2018 -- Physical Inventories of Capitalized Personal Property

AS-2019 -- Reinforcing the Policy for Transferring Records

AS-2020 -- Implementing the Transit Subsidy Benefit Outside the National
Capital

Region (NCR)

AS-2023 -- Electronic Access to FSA Handbooks

AS-2024 -- Retaining Tobacco-Related Records

IRM-304 -- Telecommunications Procedures for Field Offices

IRM-306 -- FFAS Internet and Electronic Mail (E-Mail) Policy

IRM-307 -- Information Systems Security Program

IRM-313 -- Protecting Classified Information

PM-2156 -- FSA and RMA Short-Term Medical Flexiplace Program

PM-2163 -- Realigning KCMO Financial, Information Technology, and
Administrative

Function

PM-2167 -- FSA and RMA Flexiplace Program

PM-2168 -- Work Schedule Alternatives for FSA and RMA National Office

Nonbargaining Unit Employees

PM-2181 -- 2000 FFAS National Office Mentoring Program (Program)

PM-2185 -- Extending the Union Contract on Awards

PM-2186 -- Extension of Acting Status

PM-2189 -- Soliciting and Accepting Gifts From Outside Sources

PM-2192 -- Extending RMA Flexiplace Pilot Program (FPP) for Field Office
Employees

PM-2197 -- Designation of Director, Kansas City Commodity Office

PM-2198 -- 2000 Government Employees Insurance Company (GEICO) Public
Service

Awards

PM-2200 -- Planning Accessible Meetings

PM-2201 -- Federal Employees Health Benefits Premium Conversion
(FEHB-PC)

PM-2204 -- Reporting Employee Fatality and In-Patient Hospitalization
Work-Related

Incidents

PM-2207 -- Restricted and Permissible Political Activities

PM-2210 -- Extension of Acting Status

PM-2211 -- Designation of Director, Procurement and Donations Division,
DACO

PM-2220 -- Post Employment and Seeking Other Employment

PM-2222 -- Rollback of Retirement Withholdings Rate

PM-2225 -- Guidance on Appointments During Transition Period

3300-01 -- Telecommunications & Internet Services and Use

FMS-FY2000-001 -- Dairy Options Pilot Program Document Processing
Directive

FMS-FY2000-002 -- Funding of Accommodations for Employees With
Disabilities

2570-01 -- Waivers of Internal Department of Agriculture Rules

MGR-00-016 -- Approval of Documents, Bulletins, Manuals, and Other Key
Program

Materials for Release by RMA

MGR-00-016.1 -- Approval of Documents, Bulletins, Manuals, and Other Key

Program Materials for Release by RMA; Notice of Delegation

of Authority -- Office of Research and Development

**1999 Notices**

PM-2042 -- Revised SF-71 Request Leave or Approved Absence

PM-2097 -- New Team Leader Guide

PM-2103 -- Federal Employees Group Life Insurance (FEGLI) Updates

PM-2105 -- USDA's Workplace Violence Prevention

PM-2109 -- Changes in Standards of Conduct

PM-2115 -- FSA and RMA Flexiplace Program

PM-2118 -- Portability of Federal Employee's Group Life Insurance
(FEGLI)

PM-2121 -- RMA Flexiplace Pilot Program for Field Office Employees

PM-2133 -- Employee Assistance Program (EAP) Services

PM-2138 -- Responsibility for Career Transition Career Management
Services

Transferred to Each Agency

PM-2148 -- Increase in Retirement Deductions

IRM-284 -- FFAS E-Mail and Internet Usage

IRM-286 -- Protecting Classified Information

IRM-289 -- Maintenance of and Returning Defective FAX Machines

IRM-290 -- Area Code Changes

IRM-300 -- Information Systems Security Program

AS-1988 -- United Parcel Service Requires Use of Online Software

AS-1989 -- United Parcel Service (UPS) Requires Use of Online Software

AS-1995 -- Closure of Bond Warehouse Operations

AS-1998 -- Purchasing Business Cards With Appropriated Funds

AO-1181 -- FSA Reorganization Approved

MGR-99-028 Bulletin -- Civil Rights Commitment

Departmental Regulation 1042-137 -- Risk Management Advisory Committee

**1998 Notices**

A&L #98-1 -- Risk Management Agency Mediation Guidelines

AO-1159 -- Exit Interview Guidelines

AS-1982 -- Federal Express (FedEx) Contract Extended

IRM-284 -- FFAS E-mail and Internet Usage

IRM-286 -- Protecting Classified Information

IRM-289 -- Maintenance of and Returning Defective FAX Machines

PM-2028 -- Revised Career Transition Assistance Program (CTAP)

PM-2033 -- Overtime Administration

Pm-2048 -- Outside Employment or Activity

PM-2049 -- Political Activities in Designated Localities

PM-2057 -- Political Activity

PM-2061 -- Compliance With OPM Position Classification Policies

PM-2067 -- FFAS Reprisal Policy Procedure

PM-2085 -- Expanded Work Schedule Alternatives for RMA Field Offices,

Except Kansas City

PM-2088 -- Pre-Employment Disability Related Questions

**1997 Notices**

PM-1940 -- Length of Service Certificates and Pins

PM-1952 -- RMA Time Off Awards Program (TOA)

PM-1966 -- Issuance 23-PM Career Enhancement Program (CEP**)**

PM-1968 -- Disability Employment Program Manager (DEPM)

PM-2010 -- Using the Work Number for Everyone

IM97006 -- Announcement of Risk Management Education Director

AO-1128 -- USDA Smoking Policy

**1996 Notices**

RMA-PM96001 -- E-mail to the Deputy Administrator for Insurance Services

RMA-PM96002 -- Supervisory Password for RSO LAN

RMA-PM96003 -- Signature of Assistant Deputy Administrator for Regional
Service

Office

RMA-IM96012 -- RMA Strategic Planning Accomplishments

RMA-IM96015 -- Annual Leave Policy

RMA-IM96017 -- Announcement of Acting Assistant Deputy Administrator for
Regional

Service Office

RMA-IM96018 -- Incentive Awards Program

RMA-IM96019 -- RMA Travel Policy

RMA-IM96020 -- Handling Telephone Calls or Visits from Non-Government
Attorneys

RMA-IM96021 -- Utilization of New Technology to Enhance Insurance
Services

Delivery

RMA-IM96025 -- Contracting Authority

RMA-IM96026 -- 1996 Industry Mailing List -- Revision

AO-1110 -- Civil Rights (CR) Training

AO-1111 -- Under Secretary Civil Rights Policy Statement

AO-1120 -- Information on Civil Rights Forum

AS-1904 -- New Mailing Systems

AS-1910 -- Reform of Postal Service Classifications

AS-1911 -- Government Identification for RSO's Staff

AS-1915 -- Reviewing Offsite Meetings, Conferences, Events, & Training

Exceeding \$25,000

AS-1917 -- FAS, FSA, RMA Official Domestic Meeting Arrangements

AS-1924 -- Posting Missing Person's Notices in Federal Facilities

AS-1927 -- Addressing Mail

AS-1929 -- Mail Meter Lease and Mailing Equipment Purchase Update

AS-1934 -- Revised Instructions for Meetings, Conferences, Events and

Training Exceeding \$25,000

PM-1855 -- Interim Merit Promotion Plan

PM-1870 -- Accepting Garnishments

PM-1884 -- Supervisory Referral of Contacts Regarding EEO Matters

PM-1885 -- Supervisory Assignments for HRD

IRM-240 -- E-mail Usage Policy

IRM-244 -- Information Systems Security Program

**1995 Notices**

FCIC 4308 -- Student Employment Program

MGR-93-016.1 Guidelines For Collection, Use, and Storage of Social
Security

Numbers (SSN) and Employer Identification Numbers (EIN)

**Administrative Directives**

**Feb 22, 2002**

1-PM -- Organizational Proposals

2-PM -- Position Classification

3-PM -- Personnel Operations

5-PM -- Performance Management System

FSA/RMA Performance Management Policy Manual Oct 1, 2000

RMA Performance Management & Individual Development Guide

6-PM (Revision 6) -- Employee Development and Training

7-PM -- Incentive Awards Program

PM-1952 Time Off Award Guidelines

USDA Guide for Employee Recognition

Action Memorandum Sep 7, 2000 -- FY2000 Performance Recognition Program

8-PM -- Safety and Health Program

13-PM -- Personnel Management Evaluation Program

15-PM -- Employee Relations and Services

17-PM -- Leave Administration and Alternative Work Schedule Reference

Various notes from Employee Relations

19-PM -- EEO Program

20-PM -- Time and Attendance Reporting Guidelines

23-PM -- Career Enhancement Program

29-PM -- Reduction in Force (RIF)

30-PM -- RMA Employee Development and Training

PM-2088 Pre-employment Disability Related Questions

EEOC Directives Transmittal

Americans With Disabilities Act Technical Manual

Americans With Disabilities Act Resource Directory

32-PM -- Pay Administration

Various notes from Employee Relations

1-AS (Revision 8) -- Directives Management

2-AS (Revision 10) -- Records Management

AS-2019 -- Transferring Records

MS-572R -- Preparing Files Directory Report

AS-1978 -- RMA Records Cleanup

3-AS -- Information Collection and Record Keeping

5-AS -- Mail Management

7-AS -- Field Correspondence

15-AS -- Publishing Services

20-AS -- Reports Management

21-AS -- Federal Regulation Material, Delegations of Authority and

USDA Directives System

29-AS -- Acquisition, Real Property, Personal Property and Printing
Management

(National Level)

30-AS -- Real Property, Personal Property and Motor Vehicle Management

(Field Offices)

Federal Travel Regulations

RMA Travel Supplement

Travel Manager Version 7.1c and User Manual

Voucher and Invoice Payments Manual

Various notes from Kansas City Travel Section

Training Guide System for Time and Attendance Reporting, January 2002

PC Tare for Timekeepers

NFC T&A Instructions

Various notices throughout the year regarding pay periods

PCMS Training Workbook

PCMS Guidelines

PCMS Common Problem Errors

Federal Supply Catalog

GSA Advantage -- Handbooks for Customers

JWOD Catalog

Unicor Catalog

Departmental Regulation 5013-6 Feb 22, 2000, Use of Purchase Card and

Convenience Check

Victory Over Red Tape GSA

USDA Micro-Purchase Self-Study Course

FSA Purchase Card Management System Instructions

Federal Acquisition Regulation

Various notes and e-mails from LAPC and finance

NFC Procedures FFIS for RMA Title IX, FFIS Manual, Chapter 12 (11 parts)

FFIS Desk Guide

Users Guide to FFIS

Budget Object Classification Codes

Accessing the Data Warehouse

Accessing Brio

Sole Source Justification Instructions

Handbook on Alternative Work Schedules

PM-2085 -- Expanded AWS for RMA Field Offices, Except KC

Handbook on AWS -- Flexible Work Schedule (FWS)

Handbook on AWS -- Compressed Work Schedule (CWS)

Handbook on AWS -- Comparison of Schedules

Various notes from personnel

PM-2121 -- RMA Flexiplace Pilot Program for Field Office

PM-2115 -- FSA & RMA Flexiplace Program

Telecommuting

Conditions for Successful Telecommuting Arrangements

Reasons for Telecommuting

Telecommuting Briefing Kit

FOIA (Freedom of Information Act)

12 DS Chapter 4

Appeals and Litigation Notice 97-4

GSA Fleet Vehicles

Regional Bulletin FPMR 5-G-302 Transportation and Motor Vehicles

Motor Vehicle Rental Rates

Vehicle Desk Guide

Smoking Prohibited in IFMS Vehicles Memo

Fleet Drive-thru User's Guide for Mileage Express and Reports Carryout

Various memos

Security

The Value of Information Sharing and FedCIRC Initiatives

Cyber Security Update Guide

Reporting on the Government Information Security Reform Act

DN3140-6 -- Gateway and Firewall Policy and Technical Security Standards

License Management Guide

LAN/WAN Security Structure Guide

Intrusion Detection System (IDS) Guide

Section 508 Guide -- Electronic and IT is Accessible to People With
Disabilities

RMA Web Administration Guide

Security Liaison Representatives

DN3140-8 -- Securing Sensitive Information Security Reform Act

DN3140-9 -- Network Protocol Analyzers

99-3 All Title of NFC External Publications

Action Memo (No #) -- Change in Civil Rights Element for Non-supervisory
Employees

Action Memo (No #) -- RMA Awards Program

FPM Letter 340-3 -- Job Sharing for Federal Employees

Copier user manuals

Printer user manuals

Administrative correspondence procedures

Various telephone/address directories

Departmental Manual 3020-1, 4/14/95 -- Department Consolidated Forms
Manual

Various supply catalogs

Yearly budget input guides from DC

DOPP guidelines

GYC electronic log

Actuarial filing log

Participation of Government Employees in Volunteer Activities

CTS Compliance Tracking System Guide

WPS/PMS Workload & PM System Guide

Compliance Manual

### C.6.3 Parking

Billings RO -- public building with 16 parking spaces available to our
employees in front of the building and more spaces available in the rear
of the building at no cost. (17 employees)

Jackson RO: GSA Leased Building -- Only occupants -- plenty of parking
at no cost.

Oklahoma RO: public building with plenty of free parking.

Raleigh RO: public building with several government agencies, parking
available at no cost.

Davis RO: located in a building that houses other Department of
Agriculture offices. Parking available in adjacent Parking garage at no
cost.

Spokane RO: located in a public building with parking available at no
cost.

Springfield RO: co-located with FSA -- private parking for all employees
at no cost.

St. Paul RO: located in a public building with no parking available.
Employees find their own parking and pay for it themselves. To park in
the parking garage cost \$13.00 a day. Other means of transportation are
car pools and buses which you can get reimbursed for per Executive Order
13150.

Topeka RO: privately owned GSA leased building with parking at no cost.

Valdosta RO: located in a bank building with parking available at no
cost.

Dallas Compliance: located in a public building with parking available
at no cost.

Indianapolis Compliance: located in a public building with parking
available at no cost.

Raleigh Compliance: located in a private building with parking provided
at no cost.

Sacramento Compliance: located in a building that houses other
Department of Agriculture offices. Parking available in adjacent Parking
garage at no cost.

St. Paul Compliance: located in a public building with parking available
at no cost.

Kansas City: co-located with other Government agencies with free
parking. Can commute by bus and the fare would be paid per Executive
Order 13150

Washington, DC: For bus fare in the DC area it\'s \$1.10 a trip.  You
can take the subsidy and get it converted to either bus passes or
tokens. Parking on average runs between \$5.00 - \$13.00 a day.  The
lower priced lot fills up before 7:00 AM. These lots are for everyone,
not dedicated to USDA. For van pools, the cost would be around \$126.00
a month.  Here again the transit subsidy can be used.  Parking for
personal vehicles is generally free in commuter lots. Metro runs about
\$5.00 a day, variable by distance.

**C.6.4 Core Hours and Business days** -

# 

#  2002 Federal Holidays

  ---------------------------------- ------------------------------------
  Tuesday, January 1, 2002           New Years Day

  Monday, January 21, 2002           Birthday of Martin Luther King Jr.

  Monday, February 18, 2002          Washington's Birthday

  Monday, May 27 2002                Memorial Day

  Thursday, July 4, 2002             Independence Day

  Monday, September 2, 2002          Labor Day

  Monday, October 14, 2002           Columbus Day

  Monday, November 11,2002           Veterans Day

  Thursday, November 28, 2002        Thanksgiving Day

  Wednesday, December 25, 2002       Christmas Day
  ---------------------------------- ------------------------------------

**10 Paid Holidays**

+-----------------------------------------------------------------------+
| # Notices PM-2168                                                     |
+-----------------------------------------------------------------------+

**For: FSA and RMA, National Office Nonbargaining Unit Employees:**

**Background:**

Effective pay period 8, 2000, there are **4** work schedule choices for
FSA and RMA nonbargaining unit employees in the National Office. These
new work schedule choices are:

**• standard • compressed (CWS) 5/4/9 and 4/10**

**• variable day • maxiflex**

**Note:** Bargaining unit employees are covered by their Union
Agreement.

**Purpose:** This notice:

**•** informs employees about all work schedule choices.

**•** requires **nonbargaining unit** employees who wish to change work
schedules to complete FFAS-956A.

**•** informs timekeepers about **mandatory** alternative work schedule
(AWS) coding that **must** be input properly on each employee's PC-TARE
master record.

**•** informs employees and timekeepers about the **different holiday
entitlements** for **fixed** and **flexible** work schedules. See
paragraph 7.

> Page 1

**Work Schedule Choices:**

Standard, which is a **fixed** work schedule

CWS 5/4/9 and 4/10, which are **fixed** work schedules

Variable day, which is a **flexible** work schedule

Maxiflex, which is a **flexible** work schedule

**Employees Working a Flexible Work Schedule:**

> Employee's working a **flexible, maxiflex, or variable day** work
> schedule their workday hours are from 6:30 a.m. until 6:30 p.m.,
> Monday through Friday. Each workday is made up of core time and
> flexible time bands. Full-time (FT) employees must be at work or on
> leave during core hours.

**Note:** This does not apply to part-time or intermittent employees.

+-----------------------+-------------------+--------------------------+
| **Morning Flexible    | ## Core Time      | **Afternoon Flexible     |
| Time Band**           |                   | Time Band**              |
+-----------------------+-------------------+--------------------------+
| **6:30 to 9:00 a.m.** | **9:00 a.m. to    | **3:30 to 6:30 p.m.**    |
|                       | 3:30 p.m.**       |                          |
+-----------------------+-------------------+--------------------------+

**Employees Working a Fixed Work Schedule:**

> Employees working a **fixed** CWS or standard tour workday hours are
> from 6:30 a.m. until 6:00 p.m., Monday through Friday. Each workday is
> made up of core time and arrival and departure time bands. FT
> employees must be at work or on leave during core hours.

**Note:** This does not apply to part-time or intermittent employees.

+-----------------------+-------------------+--------------------------+
| **Morning Arrival     | ## Core Time      | **Afternoon Departure    |
| Time Band**           |                   | Time Band**              |
+-----------------------+-------------------+--------------------------+
| **6:30 to 9:00 a.m.** | **9:00 a.m. to    | **3:30 to 6:00 p.m.**    |
|                       | 3:30 p.m.**       |                          |
+-----------------------+-------------------+--------------------------+

# Official Work hours:

Official office hours for National Office employees are from 8:15 a.m.
to 4:45 p.m., Monday through Friday.

**Lunch Breaks:** Lunch breaks shall be taken between 11:00 a.m. and
2:00 p.m. Supervisors may not require an employee to work for more than
6 hours without a lunch break. All daily work schedules, in excess of 6
hours, **must include** a minimum 30 minute unpaid lunch break in
addition to the daily work hours.

Page 2

  -----------------------------------------------------------------------
  **Notice PM-2085**

  -----------------------------------------------------------------------

**Purpose:**

This notice provides work schedule options for RMA Field Office
Employees.

**Exception:**

This notice does not apply to RMA Field Office employees in Kansas City.

**Core and Flexible Time Bands:**

The workday is made up of core time and flexible time bands. Full time
(FT) employees must be at work or on leave during core hours, which are
from 9:30 a.m. to 3:30 p.m. on scheduled workdays.

+-------------------------+------------------+-------------------------+
| **Morning Flexible Time | ## Core Time     | **Afternoon Flexible    |
| Band**                  |                  | Time Band**             |
+-------------------------+------------------+-------------------------+
| **6:00 to 9:30 a.m.**   | **9:30 a.m. to   | **3:30 to 6:00 p.m.**   |
|                         | 3:30 p.m.**      |                         |
+-------------------------+------------------+-------------------------+

**Official Work hours:**

Office Directors are delegated authority to establish official work
hours for their RMA Field Office during which the office will be staffed
and open for business.

**Lunch Breaks:**

Lunch breaks shall be taken between 11:00 a.m. and 2:00 p.m. Supervisors
may not require an employee to work for more than 6 hours without a
lunch break. All daily work schedules, in excess of 6 hours, **must
include** the choice of a 30-, 45-, or 60- minute unpaid lunch break in
addition to the daily work hours on FFAS-956B, RMA Field Office Work
Schedule Request.

**Work Schedule Choices:**

Standard, which is a **flexitour-fixed** work schedule

Compressed work schedule (CWS) 5/4/9 which is a **fixed** schedule

CWS 4/10, which is a **fixed** schedule

Variable day, which is a **flexible** schedule

Maxiflex, which is a **flexible** schedule

> Page 3

  -----------------------------------------------------------------------
  **Notice PM-17**

  -----------------------------------------------------------------------

**Official Work and Core Hours for DC:**

**A. Official Work Hours:**

The Agency Administrator shall do either of the following:

**• determine an Agency's official work hours**

**• redelegate this responsibility to other agency officials**

Telephone coverage and Agency services must be available to employees
and clients during official work hours.

**B. Core Office Hours:**

Agency core hours are negotiated and agreed to by union and/or
management officials. Refer to applicable union contract language, past
practice, or published Agency policy.

Here are the alternate work schedules in a nutshell:

**Compressed Work Schedule (CWS):**

Tour: 5/4/9 or 4/10 as established

Non-workday: 5/4/9 1 day as established

4/10 2 days as established

Glide: Ineligible

Credit Hours: Ineligible

Holiday Pay: 5/4/9 8 hours on short day or

9 hours on long day (no personal leave taken)

4/10 10 hours (no personal leave taken)

**Maxiflex:**

Tour: As scheduled with 6 to10 hour day

Non-work day: 1 or more as scheduled

Glide: 30 minutes either way of arrival or departure times

Credit Hours: Yes (earned or used in 15 minutes increments)

Holiday Pay: 8 hours (personnel leave must be taken or rearrange work
hours if approved by supervisor)

> Page 4

**Variable Day:**

Tour: Varies daily with 6 to10 hour day

Non-work day: Ineligible

Glide: 2-1/2 hours (6:30- 9:00 a.m.)

Credit Hours: Yes (earned or used in 15 minutes increments)

Holiday Pay: 8 hours

**Standard Work Schedule:**

Tour: 8:15 a.m. -- 4:45 p.m. daily

Non-work day: Ineligible

Glide: Ineligible

Credit Hours: Ineligible

Holiday Pay: 8 hours

**ARTICLE 6: WORK SCHEDULES/TOURS OF DUTY**

**Section A. General:**

1.  Employees and managers work to carry out the overall mission of the
    Agency, by providing professional, technical, and clerical services
    to internal and external customers. This article has been developed
    to give recognition to the mutual need for coverage and flexibility,
    and to address issues and concerns that have arisen and, to the
    extent foreseeable, will arise as employees and managers continue
    working together to accomplish the work of the Agency.

2.  Employees may request authorization to work one of the four
    schedules established in this Article. The variety of schedules
    provides for more flexibility than has previously been available to
    employees, but has the potential to require employees to increase
    their span of responsibility.

**Section B. Definitions:**

**1. Agency Business Hours:**

The official business hours of the Agency are 8:15 a.m. to 4:45 p.m.,
Monday through Friday.

**2. Core Hours:**

The core hours of the Agency are 9:00a.m. to 3:30 p.m. Core hours are
the hours for which each employees is required to account on scheduled
work days by being on duty, scheduling some form of approved leave, use
of credit hours, or compensatory time off.

Page 5

**3.** **Regular Workday:**

**a.** For employees on fixed schedule (Compressed Work Schedule 5/4/9
or 4/10): 6:30 a.m. to 6:00 p.m.

b.  For employees on flexible work schedule (Maxiflex or Variable Day
    Schedule): 6:30 a.m. to 6:00 p.m.

c.  Employees shall begin work each day no earlier than 6:30 a.m. but no
    later than 9:00 a.m. Employees must have completed their tour of
    duty no later than 6:00 p.m. or 6:30 p.m., as applicable. Any time
    worked before 6:30 a.m. or after 6:00 p.m. or 6:30 p.m., as
    applicable, must be approved overtime or compensatory time, unless
    approved as a special situation under procedures in Section G of
    this article.

**4. Standard Work Schedule:**

In the absence of any other approved work schedule, the standard work
schedule will be 8:15 a.m. to 4:45 p.m. daily.

**5.** **Workday Continuity:**

Unless otherwise approved, the workday must be completed in one shift.

**6. Lunch Break:**

A manager may not require an employee to work more than 6 hours without
a lunch break. Lunch breaks must ordinarily be taken between 11:00 a.m.
and 2:00 p.m.

7.  **Lunch Band:** 11:00 a.m. to 2:00 p.m.

8.  **Flexi-lunch:** Employees on a maxiflex or Variable Day Schedule
    may, with advance supervisory approval, expand their lunch break
    within the lunch band on any given day, provided arrival and/or
    departure times are adjusted an equivalent amount on that day.

9.  **Temporary Schedule Change:** A temporary work schedule change, as
    used in this Article, means two pay periods or less, except as noted
    in Section G.

Page 6

10. **Permanent Schedule Change:** A permanent work schedule change, as
    used in this Article, means a time period that exceeds 2 pay
    periods.

**Official Work and Core Hours for KC:**

MEMORANDUM OF UNDERSTANDING

between

Risk Management Agency, Kansas City, Missouri

and

National Federation of Federal Employees Local 858

The National Federation of Federal Employees Local 858 (NFFE) and Risk
Management Agency (RMA) mutually agree to the following conditions for
RMA employees working an eight (8) hour tour of duty:

1.  The option of reporting for duty as early as 6:00 a.m.

2.  A core time of 9:30 a.m. to 2:30 p.m.

3.  Flexible hours from 6:00 a.m. to 9:30 a.m., and 2:30 p.m. to 6:00
    p.m.

4.  Management reserves its right to assign work, which includes
    changing start times based on workload considerations, meetings,
    training, and customer service.

This Memorandum of Understanding will become effective the date RMA
moves into the 6501 Beacon Drive facility.

**ARTICLE X. HOURS OF WORK AND OVERTIME:**

1.  **Basic Workweek:**

The basic workweek for full-time employees shall be scheduled on five
(5) consecutive days, which will normally be Monday through Friday, and
the employees will be granted two (2) consecutive days off.

2.  **Condensed Workweek:**

In order to provide more consistent coverage within the flextime program
and conserve leave usage, any bargaining unit employee may, by notifying
their supervisor, elect to work a condensed schedule. The election will
remain in effect for ninety (90) days. Employees will arrange their day
off with their supervisor. If a dispute arises between employees with
equivalent skills, seniority will be the dealing factor.

Page 7

A.  **Policy**

All Bargaining unit employees, part-time included, will be allowed to
elect, on a quarterly basis beginning with the Implementation date of
this Agreement, the option of working a condensed schedule in accordance
with applicable laws and this Agreement.

Employees choosing this option may begin work each day between 6:30 a.m.
and 7:30 p.m.

If an employee has three (3) consecutive non-workdays off and holiday
falls on one (1) of those days, the following will apply in designating
the in-lieu-of holiday: If the holiday falls on the employee's first or
second non-work day, the preceding workday shall be designated the
in-lieu-of holiday: if the holiday falls on the third consecutive
non-workday, the next workday shall be designated the in-lieu-of
holiday.

If a holiday falls on non-consecutive non-workday, the preceding workday
shall be designated the in-lieu-of holiday.

B.  **Scheduling Option:**

Management-Imposed changes to the compressed work schedule may be
required on occasion. When notified in advance by the supervisor to
report at a specified hour for a specified period of time, the employee
shall report as scheduled. This may be necessary due to travel, training
and special projects which require different reporting times. Workload
may be a consideration only if the work cannot be accomplished under the
compressed workweek.

1.  Full-time employees may select from a variety of schedules based on
    the 5/4/9 work schedule, which requires an employee to complete
    eight 9-hour days, one 8-hour day, and one day off each pay period.

2.  In order to allow part-time employees to utilize the condensed work
    schedule, they will arrange with their supervisor a work schedule
    which fulfills the total number of work hours required by their
    appointment.

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```
1.  **Flextime:**

In an effort to maintain a healthy and productive working environment,
all bargaining unit employees will be allowed to fully use flextime
except during periods when ejecting to use the condensed work schedule.
The Kansas City Office will continue to operate under the guiding
schedule flextime model, except as modified by this Agreement.

> Page 8

Employees may select an arrival time each day, and may change that
arrival time without prior notification to the supervisor as long as it
is within the flexible hours as defined in section 10.5.

When notified in advance by the supervisor to report at a specified
hour, for a specified period of time, an employee shall report as
scheduled. This is necessary because supervisors must be able to
scheduled training and special projects which require different
reporting times. Workload may be a consideration only if the work cannot
be accomplished within the flextime framework. Employees will be allowed
to arrange adequate phone coverage, as prescribed by the supervisor,
without assistance.

Modifications are not expected, and should at all costs be evaluated on
a case-by-case basis. This article is not intended to deprive bargaining
unit employees from fully utilizing flextime for extended periods of
time. Modifications are expected to be rare.

2.  **Leave Usage:**

Flextime affords employees an opportunity to use personal time for some
activities for which they would otherwise be required to use leave.
Employees are encouraged to schedule medical and personal business
appointments outside their selected tour of duty; however, there is no
requirement that this be done. Flextime does not affect the employees'
use of Annual or Sick leave, nor the supervisor's authority or
responsibly to approve leave.

Leave must be used for any absence during core time, or during the
flexible hours which would prevent the employee from working eight (8)
hours, or nine (9) hours for employees electing the condensed workweek.

3.  **Definitions:** **Designated Working Hours** - Monday through
    Friday, 6:30 a.m. to 5:00 p.m. **Core Time -** The period of time,
    8:30 a.m. to 3:00 p.m., during which all employees must be on duty
    or on approved leave.

**Customer Service Band** - The period of time, 8:00 a.m. to 4:30 p.m.,
during which adequate coverage must be provided the Employer to assure
telephone, consultative and service coverage.

**Flexible Hours -** The hours from 6:30 a.m. to 8:30 a.m., and 3:00
p.m. to 5:00 p.m.

Page 9

4.  **Lunch Periods:** The meal break shall be taken between the hours
    of 11:00 a.m. and 2:00 p.m. and will normally be thirty (30)
    minutes. Employees may take longer lunch breaks in fifteen (15)
    minutes increments; however, any lunch period exceeding thirty (30)
    minutes will be made up on the same day. If an employee desires to
    take a longer lunch period, it must be communicated to the
    supervisor at the beginning of the day. Extensions to the lunch
    period cannot be used to extend the workday after 6:00 p.m.

5.  **Rest Periods:** Paid rest periods will be provided to the
    employees as follows:

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A.  One fifteen (15) minute rest period during each continuous four (4)
    hour segment of work; or

B.  Three five (5) minute break periods during each continuous four (4)
    hour segment of work.

For employees working two (2) or more hours of overtime immediately
following regular duty, an additional fifteen (15) minute unpaid rest
period may, at the employee's election, be taken prior to the beginning
of the overtime. An additional fifteen (15) minute paid break will be
granted if an employee is scheduled to work four (4) consecutive
overtime hours.

1.  **Overtime:** Overtime consists of any hours worked by an employee
    in excess of eight (8) hours in a day, or forty (40) hours in a week
    or, if an employee is on a compressed work schedule, in excess of
    nine (9) hours in a 9 - hour day, eight (8) hours in a

8 - hour day, or eighty (80) hours in a pay period.

That is officially ordered and approved in advance, in writing.
Assignment of overtime is a Management function. Overtime is not a right
by reason of employment. Assignment of overtime shall be based upon
mission and workload requirements and factors which are reasonable and
do not discriminate against any employee. In no instance will overtime
be assigned or granted as reward or punishment. Overtime will be
administered in accordance with applicable laws, regulations, and this
Agreement.

> Page 10

**Overtime consists of two distinct types:**

Scheduled Overtime and Irregular Overtime. Scheduled overtime is
overtime scheduled prior to the beginning of the administrative workweek
in which it is to occur.

Irregular overtime is overtime which is not scheduled in advance of the
beginning of the administrative workweek in which it occurs.

Should an employee experience difficulties of a personal nature, which
may conflict with a requirement to work overtime, the supervisor and
employee may work out arrangements to accommodate the employee's needs,
yet also allow for the accomplishment of the overtime.

2.  **Soliciting Overtime:**

Volunteers for overtime will be solicited from among qualified employees
in a work unit who are currently working in the particular capacity for
which overtime is needed. If sufficient volunteers are not obtained the
Employer may require the employees to work overtime in accordance with
this Article. If work needs cannot be met by the employees in the unit,
then employees from other work units within the Kansas City Office may
be offered overtime.

3.  **Leave During Overtime Periods:**

Annual or sick leave, paid holiday, or compensatory time taken during
the regular or condensed workweek does not reduce the amount of overtime
pay the employee may be entitled to. The application of overtime and
leave during the same day by an employee will be administered fairly and
equitably.

4.  **Call-Back Overtime:** If an employee is called back to work by his
    immediate supervisor, or other appropriate authority, to perform
    work which is outside of and not connected to the regularly
    scheduled work day, the employee will be considered to have worked
    at least two (2) hours of overtime.

5.  **Compensatory Time:**

Employees covered by FLSA may request compensatory time in-lieu-of paid
overtime by making a written request to the supervisor prior to working
the overtime. Approval and use of compensatory time will be in
accordance with governing laws, regulations and this Agreement.

> Page 11

6.  **Overtime Records:**

The employer will keep all overtime and compensatory time records. The
records will be available to the Union to aid in the processing of
complaints.

7.  **Re-Opener Bargaining:**

The parties agree that this article will be renegotiated. These
negotiations will begin April 1, 1992.

**ARTICLE X1. LEAVE**

1.  **Annual Leave:**

Annual leave is a benefit earned by employees which requires supervisory
approval. Consistent with the needs of the employee(s) and the Employer,
annual leave requested in advance will generally be approved. Except in
the event of an emergency or serious work interruption, annual leave
which has been approved will not be cancelled. A supervisor who must
cancel the leave will make every effort to reschedule it at times
desired by the employee. Annual leave may be taken in increments of
fifteen (15) minutes and may be used in-lieu-of sick leave.

**Scheduling and Approval:**

The employee will secure advance approval from the supervisor by using
SF-71, except when it is not possible to obtain advance approval.
Employees requesting vacation periods should request the leave as early
as possible.

**Unscheduled Annual Leave:**

When unscheduled annual leave becomes necessary, employees will notify
the immediate supervisor one (1) hour after customer service band begins
or within one (1) hour of a scheduled start time for employee performing
shift work. If the immediate supervisor is unavailable, employees will
notify the second level supervisor, or his/her designee. Upon return,
the employee will prepare an SF-71 and obtain written approval from the
immediate supervisor.

2.  **Sick Leave:**

Sick leave is a benefit accrued by the employee for use in medical
treatments or during periods of incapacitation. Employees are encouraged
to receive medical, dental and optical examinations and treatments
outside of duty hours. Sick leave may be taken in increments of fifteen
(15) minutes, and may NOT be used in-lieu-of annual leave.

Page 12

**C.6.5 Administrative Directives**

1-PM -- Organizational Proposals

2-PM -- Position Classification

3-PM -- Personnel Operations

5-PM -- Performance Management System

FSA/RMA Performance Management Policy Manual Oct 1, 2000

RMA Performance Management & Individual Development Guide

6-PM (Revision 6) -- Employee Development and Training

7-PM -- Incentive Awards Program

PM-1952 Time Off Award Guidelines

USDA Guide for Employee Recognition

Action Memorandum Sep 7, 2000 -- FY2000 Performance Recognition Program

8-PM -- Safety and Health Program

13-PM -- Personnel Management Evaluation Program

15-PM -- Employee Relations and Services

17-PM -- Leave Administration and Alternative Work Schedule Reference

Various notes from Employee Relations

19-PM -- EEO Program

20-PM -- Time and Attendance Reporting Guidelines

23-PM -- Career Enhancement Program

29-PM -- Reduction in Force (RIF)

30-PM -- RMA Employee Development and Training

PM-2088 Pre-employment Disability Related Questions

EEOC Directives Transmittal

Americans With Disabilities Act Technical Manual

Americans With Disabilities Act Resource Directory

32-PM -- Pay Administration

Various notes from Employee Relations

1-AS (Revision 8) -- Directives Management

2-AS (Revision 10) -- Records Management

AS-2019 -- Transferring Records

MS-572R -- Preparing Files Directory Report

AS-1978 -- RMA Records Cleanup

3-AS -- Information Collection and Record Keeping

5-AS -- Mail Management

7-AS -- Field Correspondence

15-AS -- Publishing Services

20-AS -- Reports Management

21-AS -- Federal Regulation Material, Delegations of Authority and

USDA Directives System

29-AS -- Acquisition, Real Property, Personal Property and Printing
Management

(National Level)

30-AS -- Real Property, Personal Property and Motor Vehicle Management

(Field Offices)

Federal Travel Regulations

RMA Travel Supplement

Travel Manager Version 7.1c and User Manual

Voucher and Invoice Payments Manual

Various notes from Kansas City Travel Section

Training Guide System for Time and Attendance Reporting, January 2002

PC Tare for Timekeepers

NFC T&A Instructions

Various notices throughout the year regarding pay periods

PCMS Training Workbook

PCMS Guidelines

PCMS Common Problem Errors

Federal Supply Catalog

GSA Advantage -- Handbooks for Customers

JWOD Catalog

Unicor Catalog

Departmental Regulation 5013-6 Feb 22, 2000, Use of Purchase Card and

Convenience Check

Victory Over Red Tape GSA

USDA Micro-Purchase Self-Study Course

FSA Purchase Card Management System Instructions

Federal Acquisition Regulation

Various notes and e-mails from LAPC and finance

NFC Procedures FFIS for RMA Title IX, FFIS Manual, Chapter 12 (11 parts)

FFIS Desk Guide

Users Guide to FFIS

Budget Object Classification Codes

Accessing the Data Warehouse

Accessing Brio

Sole Source Justification Instructions

Handbook on Alternative Work Schedules

PM-2085 -- Expanded AWS for RMA Field Offices, Except KC

Handbook on AWS -- Flexible Work Schedule (FWS)

Handbook on AWS -- Compressed Work Schedule (CWS)

Handbook on AWS -- Comparison of Schedules

Various notes from personnel

PM-2121 -- RMA Flexiplace Pilot Program for Field Office

PM-2115 -- FSA & RMA Flexiplace Program

Telecommuting

Conditions for Successful Telecommuting Arrangements

Reasons for Telecommuting

Telecommuting Briefing Kit

FOIA (Freedom of Information Act)

12 DS Chapter 4

Appeals and Litigation Notice 97-4

GSA Fleet Vehicles

Regional Bulletin FPMR 5-G-302 Transportation and Motor Vehicles

Motor Vehicle Rental Rates

Vehicle Desk Guide

Smoking Prohibited in IFMS Vehicles Memo

Fleet Drive-thru User's Guide for Mileage Express and Reports Carryout

Various memos

Security

The Value of Information Sharing and FedCIRC Initiatives

Cyber Security Update Guide

Reporting on the Government Information Security Reform Act

DN3140-6 -- Gateway and Firewall Policy and Technical Security

Standards

License Management Guide

LAN/WAN Security Structure Guide

Intrusion Detection System (IDS) Guide

Section 508 Guide -- Electronic and IT is Accessible to People

With Disabilities

RMA Web Administration Guide

Security Liaison Representatives

DN3140-8 -- Securing Sensitive Information Security Reform Act

DN3140-9 -- Network Protocol Analyzers

99-3 All Title of NFC External Publications

Action Memo (No #) -- Change in Civil Rights Element for Non-supervisory

Employees

Action Memo (No#) -- RMA Awards Program

FPM Letter 340-3 -- Job Sharing for Federal Employees

Copier user manuals

Printer user manuals

Administrative correspondence procedures

Various telephone/address directories

Departmental Manual 3020-1, 4/14/95 -- Department Consolidated Forms
Manual

Various supply catalogs

Yearly budget input guides from DC

DOPP guidelines

GYC electronic log

Actuarial filing log

Participation of Government Employees in Volunteer Activities

CTS Compliance Tracking System Guide

WPS/PMS Workload & PM System Guide

Compliance Manual

FFAS Handbook 1-AS (Revision 8) Directives Management defines directives
as:

A directive is a communication that initiates or governs action,
conduct, or procedure. Directives reflect the policies, administration,
and operations of FFAS.

**2001 Notices**

PM-2228 -- 2001 Interest Rates for Civilian and Military Service Credit
Deposits

PM-2229 -- Disability Employment Program Manager (DEPM)

PM-2231 -- Information Technology (IT) Special Salary Rates (SSR's)

PM-2232 -- Government Hiring Controls

PM-2235 -- Announcing the FY2001 Small Business Procurement Awards
Program

PM-2236 -- Announcing the FY2001 Alexander von Humboldt Foundation Award

PM-2238 -- 52^nd^ Annual William A. Jump Memorial Award

PM-2239 -- New Office of Workers' Compensation Chargeback Codes

PM-2240 -- New Thrift Savings Plan (TSP) Funds Available

PM-2241 -- Federal Employee's Health Benefits (FEHB) Children's Equity
Act

PM-2243 -- Thrift Savings Plan (TSP) Open Season

PM-2247 -- Midyear Progress Reviews for FSA National Office and RMA

Offices Under Pass/Fail Rating System

PM-2256 -- Announcing a Change in the Payment Method for Spot Awards

PM-2262 - 2001 Government Employees Insurance (GEICO) Service Awards

PM-2264 -- Hispanic Serving Institution (HIS) Liaison Officers

PM-2266 -- FY2001 Annual Performance Appraisals for FSA National Office

And RMA Employees Under Pass/Fail Rating System

PM-2271 -- 56^th^ Secretary's Honor Awards Program

PM-2272 -- FY2001 Annual Performance Appraisals Under 5-Tier Rating
System

PM-2273 -- 56^th^ Secretary's Honor Awards Program

PM-2274 -- Using Annual Leave to Avoid Forfeiture and Exigency
Information

PM-2276 -- Designation of Director, Financial Management Division (FMD)

PM-2278 -- FFAS Pilot Leave Bank (LB) Program for National Office and

Overseas Employees Only

PM-2279 -- Thrift Savings Plan (TSP) Open Season

PM-2280 -- 2001 Federal Employee Health Benefits (FEHB) Open Season

PM-2281 -- Faxed Employment Applications

PM-2283 -- 2002 Interest Rates for Civilian & Military Service Credit
Deposits

PM-2284 -- PP 25 Annual Leave Accruals

PM-2286 -- Preparing PP 26 T&As

PM-2287 -- Appointment of Administrator, FSA

ADM-110 -- Implementing FFAS Employee Forms Online Intranet Site

CP-530 -- RMA/FSA Plans for Implementing the Agriculture Risk Protection
Act 2000

ARPA

FMS-FY-2002-003 -- Government Travel Charge Card

IRM-318 -- Information Technology (IT) Investments Moratorium

IRM-326 -- New Teltrak Confirmation Website

MGR-00-016.2 -- Approval of Documents, Bulletins, Manuals, and Other

Key Program Materials for Release by Risk Management Agency (RMA):
Notice of

Delegations of Authority -- Deputy Administrator for Compliance

MGR-00-016.3 -- Approval of Documents, Bulletins, Manuals, and Other

Key Program Materials for Release by RMA: Notice of Delegation

of Authority -- Office of Insurance Services

2000 Notices

AO-1208 -- Nondiscrimination in Federally Conducted Activities

AO-1233 -- Civil Rights Training for FSA Employees & Committee Persons

AS-2002 -- Retention of Tobacco-Related Records

AS-2006 -- Office Relocations and Address Changes for FSA, RMA, and OGC
Offices in

Kansas City, Missouri

AS-2007 -- Office Relocations and Address Changes for FSA, RMA, and OGC
Offices in

Kansas City, Missouri

AS-2009 -- Suspending Inventories and Using New Personal Property
Classification

Standards

AS-2010 -- ZIP Code Change for FSA, RMA, and OGC Offices in Kansas City,
Missouri

AS-2011 -- Accessibility of All Service Centers

AS-2012 -- Purchase Requests for End of FY 2000 and Renewals for FY 2001

AS-2017 -- FAXing Requests for Forms and Supplies to the Kansas City
(KC)

Warehouse Using FSA-159

AS-2018 -- Physical Inventories of Capitalized Personal Property

AS-2019 -- Reinforcing the Policy for Transferring Records

AS-2020 -- Implementing the Transit Subsidy Benefit Outside the National
Capital Region

(NCR)

AS-2023 -- Electronic Access to FSA Handbooks

AS-2024 -- Retaining Tobacco-Related Records

FI-2422 -- Travel Management Center (TMC) Transaction Fee Payment
Methods

FI-2426 -- Paying Late Fees to Employees for Travel Reimbursements Not
Paid Within 30

Calendar Days After Submitting Travel Vouchers

FI-2428 -- Mandatory Use of the Government Provided Travel Charge Card
(Travel Card)

FI-2449 -- Maximum Per Diem Rates for Continental U.S. (CONUS)

IRM-304 -- Telecommunications Procedures for Field Offices

IRM-306 -- FFAS Internet and Electronic Mail (E-Mail) Policy

IRM-307 -- Information Systems Security Program

IRM-313 -- Protecting Classified Information

IRM-315 -- Maintenance Agreement for FAX Machines

PM-2156 -- FSA and RMA Short-Term Medical Flexiplace Program

PM-2158 -- 2000 RMA Leadership Development Program (LDP)

PM-2162 -- Establishing Performance Plans

PM-2163 -- Realigning KCMO Financial, Information Technology, and
Administrative

Function

PM-2167 -- FSA and RMA Flexiplace Program

PM-2168 -- Work Schedule Alternatives for FSA and RMA National Office
Nonbargaining

Unit Employees

PM-2169 -- 51^st^ Annual William A. Jump Memorial Award

PM-2178 -- Evaluating the RMA Flexiplace Pilot Program

PM-2179 -- Designation of Acting Director, BUD

PM-2181 -- 2000 FFAS National Office Mentoring Program (Program)

PM-2182 -- Thrift Savings Plan (TSP) Open Season

PM-2183 -- Midyear Progress Reviews

PM-2185 -- Extending the Union Contract on Awards

PM-2186 -- Extension of Acting Status

PM-2189 -- Soliciting and Accepting Gifts From Outside Sources

PM-2192 -- Extending RMA Flexiplace Pilot Program (FPP) for Field Office
Employees

PM-2197 -- Designation of Director, Kansas City Commodity Office

PM-2198 -- 2000 Government Employees Insurance Company (GEICO) Public
Service

Awards

PM-2200 -- Planning Accessible Meetings

PM-2201 -- Federal Employees Health Benefits Premium Conversion
(FEHB-PC)

PM-2204 -- Reporting Employee Fatality and In-Patient Hospitalization
Work-Related

Incidents

PM-2206 -- Annual Performance Appraisals

PM-2207 -- Restricted and Permissible Political Activities

PM-2210 -- Extension of Acting Status

PM-2211 -- Designation of Director, Procurement and Donations Division,
DACO

PM-2212 -- Using Annual Leave to Avoid Forfeiture and Exigency
Information

PM-2214 -- Thrift Savings Plan (TSP) Open Season

PM-2215 -- 55^th^ Secretary's Honor Awards Program

PM-2216 -- 2000 Federal Employees Health Benefits (FEHB) Open Season

PM-2220 -- Post Employment and Seeking Other Employment

PM-2222 -- Rollback of Retirement Withholdings Rate

PM-2225 -- Guidance on Appointments During Transition Period

PM-2226 -- Pay Periods 25 and 26 Annual Leave Accruals

PM-2227 -- Preparing Pay Period 27 T&A's

3300-01 -- Telecommunications & Internet Services and Use

FMS-FY2000-001 -- Dairy Options Pilot Program Document Processing
Directive

FMS-FY2000-002 -- Funding of Accommodations for Employees With
Disabilities

2570-01 -- Waivers of Internal Department of Agriculture Rules

MGR-00-016 -- Approval of Documents, Bulletins, Manuals, and Other Key
Program

Materials for Release by RMA

MGR-00-016.1 -- Approval of Documents, Bulletins, Manuals, and Other Key

Program Materials for Release by RMA; Notice of Delegation

of Authority -- Office of Research and Development

1999 Notices

PM-2042 -- Revised SF-71 Request Leave or Approved Absence

PM-2097 -- New Team Leader Guide

PM-2103 -- Federal Employees Group Life Insurance (FEGLI) Updates

PM-2105 -- USDA's Workplace Violence Prevention

PM-2108 -- 50^th^ Annual William A. Jump Memorial Award

PM-2109 -- Changes in Standards of Conduct

PM-2110 -- Federal Employee's Group Life Insurance (FEGLI) 1999 Open
Enrollment

Period

PM-2111 -- Processing 1999 Federal Employees Group Life Insurance
(FEGLI) Open

Season Forms

PM-2114 -- Midyear Performance Management Progress Reviews for GS, WG, &
CO

Employees

PM-2115 -- FSA and RMA Flexiplace Program

PM-2118 -- Portability of Federal Employee's Group Life Insurance
(FEGLI)

PM-2121 -- RMA Flexiplace Pilot Program for Field Office Employees

PM-2127 -- RMA Voluntary Early Retirement

PM-2130 -- End of FY Time & Attendance (T&A) Reporting for RMA Offices

PM-2133 -- Employee Assistance Program (EAP) Services

PM-2136 -- Annual Performance Appraisals

PM-2137 -- 1999 Federal Employee's Health Benefits (FEHB) Open Season

PM-2138 -- Responsibility for Career Transition Career Management
Services Transferred

to Each Agency

PM-2139 -- Personnel Designation of Acting Director, ITSD

PM-2141 -- Using Annual Leave to Avoid Forfeiture and Exigency Year 2000
(Y2K)

Regulations

PM-2147 -- Interest Rates for Civilian and Military Service Credit
Deposits

PM-2148 -- Increase in Retirement Deductions

PM-2149 -- Pay Period 25 Annual Leave Accruals

PM-2150 -- Preparing Pay Period 26 T&As

IRM-284 -- FFAS E-Mail and Internet Usage

IRM-286 -- Protecting Classified Information

IRM-289 -- Maintenance of and Returning Defective FAX Machines

IRM-290 -- Area Code Changes

IRM-295 -- Information Technology (IT) Investments Moratorium

IRM-300 -- Information Systems Security Program

IRM-301 -- Maintenance Agreement for FAX Machine

AS-1988 -- United Parcel Service Requires Use of Online Software

AS-1989 -- United Parcel Service (UPS) Requires Use of Online Software

AS-1993 -- Purchase Requests for End of FY 1999 and Renewals for FY 2000

AS-1995 -- Closure of Bond Warehouse Operations

AS-1998 -- Purchasing Business Cards With Appropriated Funds

FI-2350 -- Maximum Per Diem Rates for Continental U.S. (CONUS)

FI-2362 -- Relocation Income Tax (RIT) Allowance Tax Tables

AO-1181 -- FSA Reorganization Approved

AO-1182 -- Home Page Development and Maintenance Guidelines

MGR-99-028 Bulletin -- Civil Rights Commitment

FSA Memo 48 -- Thrift Savings Plan (TSP) Open Season

Departmental Regulation 1042-137 -- Risk Management Advisory Committee

1998 Notices

# A&L #98-1 -- Risk Management Agency Mediation Guidelines

AO-1159 -- Exit Interview Guidelines

AS-1982 -- Federal Express (FedEx) Contract Extended

IRM-284 -- FFAS E-mail and Internet Usage

IRM-286 -- Protecting Classified Information

IRM-289 -- Maintenance of and Returning Defective FAX Machines

PM-2028 -- Revised Career Transition Assistance Program (CTAP)

PM-2029 -- FSA FY 1998 Superior Accomplishment Awards Program

PM-2030 -- FSA Administrator's Awards for Service to Agriculture

PM-2033 -- Overtime Administration

PM-2047 -- 1998-1999 Women's Executive Leadership (WEL) Program

Pm-2048 -- Outside Employment or Activity

PM-2049 -- Political Activities in Designated Localities

PM-2051 -- Personnel Designations

PM-2057 -- Political Activity

PM-2061 -- Compliance With OPM Position Classification Policies

PM-2067 -- FFAS Reprisal Policy Procedure

PM-2080 -- End of FY Time & Attendance (T&A) Reporting for RMA Offices

PM-2081 -- Using Annual Leave to Avoid Forfeiture

PM-2085 -- Expanded Work Schedule Alternatives for RMA Field Offices,

Except Kansas City

PM-2088 -- Pre-Employment Disability Related Questions

PM-2095 -- Interest Rates for Civilian and Military Service Credit
Deposits

1997 Notices

PM-1940 -- Length of Service Certificates and Pins

PM-1952 -- RMA Time Off Awards Program (TOA)

PM-1966 -- Issuance 23-PM Career Enhancement Program (CEP)

PM-1968 -- Disability Employment Program Manager (DEPM)

PM-1970 -- Approving and Routing SFs 52

PM-2010 -- Using the Work Number for Everyone

PM-2018 -- 1997 Annual Ethics Training

IM97006 -- Announcement of Risk Management Education Director

IM97007 -- 1997 and 1998 Information Technology Acquisition for
Insurance Services

IM97008 -- New Risk Management Agency (RMA) Awards Policy and RMA
Individual

Development Plan (IDP) Performance Appraisal Guidance

IM97011 -- Secretary's Anti-Hunger & Nutrition Initiative

AO-1128 -- USDA Smoking Policy

1996 Notices

PM-IM96001 -- Asian Pacific American Heritage Month Poster 1996

HRD-IM96001 -- Thrift Savings Plan (TSP) Open Season Material

RMA-PM96001 -- E-mail to the Deputy Administrator for Insurance Services

RMA-PM96002 -- Supervisory Password for RSO LAN

# RMA-PM96003 -- Signature of Assistant Deputy Administrator for Regional Service Office 

# RMA-IM96002 -- USDA Satellite Teleconference on Civil Rights

RMA-IM96010 -- 1996 US Savings Bond Campaign

# RMA-IM96012 -- RMA Strategic Planning Accomplishments

# RMA-IM96013 -- Delegation of Authority

RMA-IM96014 -- Filing Coordination Meeting

RMA-IM96015 -- Annual Leave Policy

RMA-IM96017 -- Announcement of Acting Assistant Deputy Administrator for
Regional

Service Office

RMA-IM96018 -- Incentive Awards Program

RMA-IM96019 -- RMA Travel Policy

RMA-IM96020 -- Handling Telephone Calls or Visits from Non-Government
Attorneys

RMA-IM96021 -- Utilization of New Technology to Enhance Insurance
Services Delivery

RMA-IM96022 -- Approved Fiscal Year (FY) 1997 Allocation

RMA-IM96023 -- Delegation of Authority

RMA-IM96025 -- Contracting Authority

RMA-IM96026 -- 1996 Industry Mailing List -- Revision

AO-1104 -- USDA Satellite Teleconference on Civil Rights

AO-1107 -- ACOS Assignments and Functions

AO-1110 -- Civil Rights (CR) Training

AO-1111 -- Under Secretary Civil Rights Policy Statement

AO-1115 -- Submitting Audit or Investigation Related Correspondence to
Audits

And Investigations Group (A&I)

AO-1120 -- Information on Civil Rights Forum

CP-500 -- Paradox ASCS-493 Files

AS-1904 -- New Mailing Systems

AS-1910 -- Reform of Postal Service Classifications

AS-1911 -- Government Identification for RSO's Staff

AS-1915 -- Reviewing Offsite Meetings, Conferences, Events, & Training
Exceeding

\$25,000

AS-1917 -- FAS, FSA, RMA Official Domestic Meeting Arrangements

AS-1920 -- Purchase Requests for End of FY1996 and Renewals for FY1997

AS-1923 -- FY1997 Equipment Requests

AS-1924 -- Posting Missing Person's Notices in Federal Facilities

AS-1927 -- Addressing Mail

AS-1929 -- Mail Meter Lease and Mailing Equipment Purchase Update

AS-1931 -- Electronic Distribution of Notices

AS-1934 -- Revised Instructions for Meetings, Conferences, Events and

Training Exceeding \$25,000

AS-1935 -- Procurement Assistance After Expiration of Memorandum of
Understanding

(MOU)

AS-1936 -- FY1997 Equipment Allocations for State Offices and Ag Credit
Teams

AS-1937 -- Extending Stenographic Reporting Services for FY1997

FI-2134 -- Maximum Travel Expense Amount Which May Be Claimed

FI-2138 -- Maximum Per Diem Rates for Continental US (CONUS)

FI-2140 -- Relocation Income Tax (RIT) Allowance Tax Tables

FI-2144 -- Proper Coding of Administrative Documents

FI-2149 -- American Express (AMX) Credit Bureau Reporting

FI-2174 -- Processing RMA Travel Documents for End of FY 1996 and FY
1997

FI-2150 -- Revised Privately Owned Vehicle (POV) Mileage Reimbursement

FI-2168 -- Closing FY1996 Office Administrative Expenses

FI-2171 -- Special Handling for Separating Employees with Financial
Allotments

FI-2173 -- Preparing Travel Documents for FY-End 1996 & FY1997

FI-2179 -- Information on Use of Electronic Funds Transfer (EFT) for
Administrative

Payments

PM-1855 -- Interim Merit Promotion Plan

# PM-1858 -- Supervisory Assignments for KCMO and APFO

PM-1861 -- Temporary Freeze on Outside Hiring

PM-1863 -- FY1995 BU-533R, Report 14, County Office Workday Summary

PM-1866 -- Special Salary Rates (SSR's) and 1996 Pay Adjustments

PM-1868 -- Overtime Administration

PM-1969 -- GS and WG Midyear Progress Reviews

PM-1870 -- Accepting Garnishments

PM-1871 -- Designation of Controller, CCC and Director, FMD

PM-1876 -- FSA Awards Programs

PM-1877 -- Designation of Deputy Administrator, Management

PM-1884 -- Supervisory Referral of Contacts Regarding EEO Matters

PM-1885 -- Supervisory Assignments for HRD

PM-1886 -- 1997 Seminars of the Management Development Centers

PM-1892 -- Designation of DAFCP and Confidential Assistant to the
Administrator

PM-1893 -- Freeze on Personnel Actions

PM-1924 -- Designation of Acting Director, Public Affairs Staff

IRM-225 -- Software Release Tapes Recycle Schedule

# IRM-235 - FOCUS Assistance

# IRM-237 -- ADP Equipment Inventory

IRM-238 -- Granting Internet Access

IRM-239 -- Status of Per Capita Distribution for FY1997

IRM-240 -- E-mail Usage Policy

IRM-241 -- FY-End Procedures for Obtaining Local ADP Equipment
Maintenance

IRM-243 -- Information Resource Manager (IRM) and Automation Coordinator
(AC)

Training Conference

IRM-244 -- Information Systems Security Program

IRM-245 -- FAX Machines for State Offices

# IRM-246 -- Telephone System Changes for FSA National Help Desk

IRM-250 -- Additional Farm Credit ADP Equipment

1995 Notices

FCIC 4308 -- Student Employment Program

PM-1809 -- Servicing Personnel Offices for CFSA and FAS Employees

PM-1829 -- Supervisory Assignments for Offices of DARM

PM-1799 -- Time Off Award

MGR-93-016.1 Guidelines For Collection, Use, and Storage of Social
Security

Numbers (SSN) and Employer Identification Numbers (EIN)