# Critical Elements for ***Laboratory Manager - 303***

### Cascading Performance Language for all Managers/Supervisors and official Team Leaders 

-   Leadership Results

-   Leading People:

-   Ensure that in accordance with NIH/OHR established deadlines, 100%
    of covered employees will be placed on a PMAP performance plan on a
    calendar year basis and/or within 30 days of their EOD, 100% of
    covered employees will receive a mid-year progress review, 100% of
    covered employees will receive a end-of-year performance evaluation,
    and performance awards will be administrated in a timely manner and
    in accordance with PMAP policy.

-   Support NIA, NIH, and Departmental programs that strengthen our
    workforce, such as increasing diversity, succession planning, talent
    management, recruitment, and leadership and knowledge management.

-   Maintain, practice, and encourage adherence to the highest ethical
    standards of public service. Ensures employee awareness, training,
    compliance, and discipline relative to ethics, financial disclosure,
    conflicts of interest, standards of conduct, political activity,
    outside activity, and procurement integrity requirements.

-   Business Acumen:

-   Ensures financial and managerial accountability by acting with
    prudence when executing fiduciary responsibilities.

-   Comply with Information Security and Privacy Awareness policies,
    procedures, and training to promote an environment where all actions
    reflect good information security and privacy practices.

-   Building Coalitions/Communications:

-   Serve as a role model for leadership by encouraging teamwork and a
    collaborative approach.

-   Participate in emergency preparedness and response activities and
    prepare subordinate staff for active involvement.

-   II\. Management Results

-   Support HHS' Achievements in the President's Management Agenda (PMA)
    through:

-   Participate and meet all PMA deadlines and standards for success
    established by OMB, OPM, the Department, and/or other entities.

-   Improve Financial Performance

-   Ensure management systems and performance indicators are in place to
    measure performance across the full spectrum of processes and
    administrative areas under their purview; proactively take
    corrective action when necessary; and proactively foster a "risk
    management" environment such that employees are aware of and have
    the knowledge and skills necessary to carry out their risk
    management responsibilities. Ensure that IC Director or Executive
    Officer is alerted to the trends or patterns that may need higher
    level attention.

-   Participate as applicable in NIH, NIA risk management training.

-   Implement the Real Property Asset Management Program and
    Strategically Manage our Real Property

-   Support the NIH Environmental Management System (NEMS) to minimize
    impact of waste from offices and laboratory facilities.

-   Ensure completion of mandatory Environmental Awareness Training for
    all employees in accordance with NIA established timeframes.

-   Eliminate Improper Payments

-   All individuals and managers over individuals that are responsible
    for committing, obligating, receiving, and paying (and those
    entrusted with entering or certifying such transactions into the
    financial systems) must assure propriety, accuracy, and timeliness
    to prevent erroneous (improper) payments.

-   HHS-Wide EEO/Diversity Management:

-   Promote zero tolerance for discrimination and retaliation

-   Sustain the Department\'s \"zero tolerance\" policies on harassment
    and discrimination by ensuring that 100% of all managers,
    supervisors, and subordinate employees complete mandatory EEO,
    Diversity Management, and Reasonable Accommodations annual training
    in accordance with NIA established timeframes. These include, (a)
    Prevention of Sexual Harassment, (b) Section 508, Level 1 and 2, (c)
    Reasonable Accommodation Procedures, (d) Review and Update of EEO
    Laws and policy, (e) NO FEAR Act, and (f) Diversity Awareness.

-   Ensure that 100% of new employees receive initial NoFear training
    within 45 days of appointment.

-   Promote Alternative Dispute Resolution (ADR) by requiring that 100%
    of employees participate in an ADR training event in accordance with
    NIA established timeframes. When an aggrieved or complainant
    requests ADR the affected managers will participate in accordance
    with Department policy.

-   HHS Secretary's Priority Project - Prevention:

-   Promote increased awareness and participation of all HHS employees
    in the prevention initiative by meeting with employees and
    distributing information related to physical activity and
    recommended clinical preventive services.

-   EX: Discuss the Secretary's prevention initiative
    (www.healthierus.gov), the benefits of healthy lifestyle choices for
    individuals, and encourage participation in the Healthier Feds
    Physical Activity Challenge (www.healthierfeds.gov) with 100% of
    direct reports during their performance planning and performance
    review meetings. Hold direct reports responsible for doing the same
    with all line staff. The HealthierFeds Physical Activity Challenge
    is part of the National President\'s Challenge, scheduled for March
    20 - May 15, 2008.

-   FS: Conduct at least 1 all hands meeting with staff to review the
    details associated with the prevention initiative. During the
    meeting(s), provide information to staff in the form of discussions,
    packets and website links.

-   HHS --Wide HR:

-   Ensure non-SES recruitment actions are completed in a timely manner
    to enable HHS to recruit top candidates

-   Collaborate with Client Services Division (CSD) to ensure that at a
    minimum 80% of selections or non-selections are completed within 25
    work days of receipt of certificate of eligible. (Only in rare cases
    will extensions will be requested.) Ensure that representation of
    minorities and persons with disabilities are considered throughout
    the hiring process.

-   Support planned activities to achieve NIA MD-715 goals

-   Attend special Office of Equal Opportunity and Diversity Management
    (OEODM) training on effective targeted recruitment strategies and
    engages in or supports any one diversity-related event/activity.

-   Coordinate with NIH Transition Center to facilitate placement of
    employees during the mandatory placement period. Participate in
    transition related activities with the NIH Transition Center, and
    identify steps the IC management can take to achieve a satisfactory
    placement and transition for the IC and the employee.

-   HHS-Wide Acquisition - Applicable to all Managers/Supervisors with
    related responsibilities/influence:

-   Proactively support NIH efforts to meet the Green Standards for
    Success and the Competitive Sourcing process:

-   Ensure that at a minimum 65% of all contract actions (or at least
    80% of the dollar value of all contracts awarded over the
    micro-purchase threshold of \$3,000) are competed.

-   Attend sessions and support all efforts to educate acquisition and
    program on: performance based acquisition, strategic sourcing
    vehicles, the ACMIS, small business and entering data in the
    Departmental Contract Information System for non-purchase card
    transactions over \$3,000.

-   Implement the Real Property Asset Management Program and
    Strategically Manage our Real Property

-   Promote green purchasing by ensuring that acquisition and program
    personnel are educated with regard to Green Procurement Requirements
    of all applicable Federal Green standards, laws and regulations
    including Executive Order 13101, "Greening the Government through
    Waste Prevention, Recycling and Federal Acquisition. Ensure that
    acquisitions and program personnel are familiar with and utilize the
    approved Environmental Preferable Purchasing List designated by EPA
    which may include but are not limited to those located at
    www.epa.gov/cpg/products.htm.

-   Ensure that acquisition and program personnel (including all
    purchase card holders, Card Approving Officials, 1102s, 1105s,
    1106s, contracting officers regardless of series and project
    officers/program/project managers) take Green Purchasing training
    every two years. Training opportunities to consider include HHS,
    White House Task Force, DOD, DOE or other Federal Government
    Sponsored on-line training that include guidance on compliance,
    program implementation, goals, and metrics for green procurement.

-   Establish appropriate internal controls to ensure consideration of
    green standards in the decision-making processes for acquisitions.

-   Increase administrative management effectiveness by implementing
    process improvements (accuracy of financial transactions)

-   Ensure all purchase card holders are trained and fully comply with
    policies and procedures, and100% of deficiencies are corrected
    within 30 days.

### Management Results, Position Specific Responsibilities as applicable

-   HHS-Wide Acquisition:

-   Proactively support NIH efforts to meet the Green Standards for
    Success and the Competitive Sourcing process:

-   EX: Ensures at least 65% of all contract actions (or at least 80% of
    the dollar value of all contracts awarded over the micro-purchase
    threshold of \$3,000) are competed.

-   FS: Ensures that 60- 64% of all contract actions (or at least 75% of
    the dollar value of all contracts awarded over the micro-purchase
    threshold of \$3,000) are competed.

-   EX: In addition to partnering with the OALM to educate acquisition
    and program officials on these initiatives accomplish at least two
    of the following: develop and implement plan to improve accuracy of
    Departmental Contract Information System (DCIS) data for
    non-purchase card transactions over \$3,000; increase percentage of
    dollars awarded for PBAs; or increase percentage of dollars awarded
    to small businesses.

-   FS: Partner with the OALM and maximize attendance for sessions to
    educate acquisition and program on: performance based acquisition,
    strategic sourcing vehicles, the ACMIS, small business and entering
    data in the Departmental Contract Information System for
    non-purchase card transactions over \$3,000.

-   Increase administrative management effectiveness by implementing
    process improvements-accuracy of financial transactions

-   EX: All cardholders are trained and at least 40% of cardholders
    comply 100% with policies and procedures; no more than 60% of
    cardholders have more than one minor deficiency; deficiencies are
    corrected within 30 days.

-   FS: All cardholders are trained and no more than 65% of cardholders
    have more than two minor deficiencies; deficiencies are corrected
    within 30 days.

-   Expand Electronic Government

-   Based upon recommendations from the Inspector General, ensure
    adherence to the Department-wide IT security remediation process and
    IG rating of the Department-wide certification and accreditation
    process as "Satisfactory" or better.

-   In accordance with FISMA, OMB, and Departmental security
    requirements, ensure that 90% of all IT systems properly secured
    (certified and accredited).

-   Ensure that IT systems are installed and maintained in accordance
    with security configurations.

-   Ensure that all systems retain a tested IT contingency plan.

-   Ensure that at a minimum, 90% of all employees and contractors
    identified with significant security responsibilities have received
    specialized or role-based training.

-   As appropriate to the IT investment, ensure adherence to the
    agency-accepted and OMB-approved implementation plan for all of the
    appropriate E-Gov/Lines of Business/SmartBuy initiatives to avoid
    creating redundant or unique IT projects.

-   Ensure adherence to security policies and procedures as well as the
    Privacy Act of 1974. Assist Deputy CIO in administering the NIH
    security policy and system security awareness program as well as OMA
    in administering the NIH privacy awareness program. Work directly
    with the NIA Privacy Act Coordinator and Information System Security
    Officer on privacy and security issues and incidents.

-   Ensure adherence to privacy policies and procedures as well as the
    IT Rules of Behavior. Assist the NIH Senior Officials for Privacy on
    privacy issues and privacy impact assessments and the IC Information
    System Security Officers on security issues and incidents. Promote
    awareness of privacy issues, among other duties.

-   Is responsible for understanding applicable law and regulations in
    order to provide guidance and facilitate implementation of security
    policies and procedures.

-   Expand Electronic Government (Privacy Act)

-   Ensure adherence to privacy policies and procedures as well as the
    IT Rules of Behavior. Assist the NIH Senior Officials for Privacy on
    privacy issues and privacy impact assessments and the IC Information
    System Security Officers on security issues and incidents. Promote
    awareness of privacy issues, among other duties.

-   Responsible for understanding applicable law and regulations in
    order to provide guidance and facilitate implementation of security
    policies and procedures.

-   HHS-Wide Budget/Finance - Program Assessment Rating Tool (PART)
    -Applicable to all Managers/Supervisors with related
    responsibilities/influence:

-   Ensure that all PARTed programs have an approved efficiency measure
    with baseline and target data

-   EX: All PARTed programs under the manager's purview have approved
    efficiency measures with baseline and target data

-   FS: All PARTed programs have either an approved efficiency measure
    or one that has been submitted to HHS for final approval

-   Ensure that fewer than 10% of programs reviewed through PART receive
    an assessment of "Results Not Demonstrated"

-   EX: PARTed programs under the manager's purview have an assessment
    other than Results Not Demonstrated

-   FS: PARTed programs under the manager's purview that are rated
    Results Not Demonstrated or Ineffective have improvement plans that
    are being implemented

### Provides general personnel, administrative support for the Laboratory Chief and for the Laboratory staff.

-   Personnel actions are reviewed and coordinated to ensure that
    correct procedures are followed in the preparation of personnel
    action requests for professional and nonprofessional employees in
    the category of Civil Service appointment with no deviation from the
    currently used personnel action process;

-   Status updates of personnel actions are obtained and communicated to
    the requestor within 3 business days;

-   Familiarity with regulations involving policy and procedural
    guidelines are implemented, noting effect on program area, reviews
    and assists support and scientific staff with questions regarding
    application of policy and procedures and/or updates, as needed.

### Provides general travel support provided for the Laboratory Chief and the Laboratory Staff.

-   Status updates on travel orders/vouchers can be obtained and
    reported to the requestor within 3 business days.

-   Completed travel packages reviewed and routed to Administrative
    Office in accordance with NIH, OD and OHR travel regulations and
    policy.

-   Travel arrangements are realistic and meet the traveler's
    expectation in terms of timeliness and accommodations to the maximum
    extent possible.

-   Vouchers are completed within 5 days of receipt of the traveler's
    submission of paperwork.

-   Working knowledge is maintained of the Federal Travel Regulations
    (FTR) and HHS travel policies and regulations, as well as
    travel-related HHS ethics policy.

### Laboratory Management.

-   Effective support of Laboratory goals is demonstrated by:

-   Regular attendance at periodical team and one-on-one meetings with
    manager.

-   Completion of assignments meets deadlines requiring minimal
    revisions.

-   Turnaround of routine tasks consistently meets customer and/or
    supervisor requirements.

-   Continuous exploration of opportunities for quality and process
    improvement; includes making necessary recommendations to managers.

-   Awareness of regulatory environment; compliance with organizational
    policies and procedures.

-   Continuous constructive feedback; provides guidance by discussing
    solutions to barriers and problems.

-   Effective communication of Program objectives, justifications,
    progress, and strategic plans to Management.

-   Ensures compliance with rules and regulations.

### Lab Budget Management

-   Effectively maintaining and tracking of Laboratory budget
    demonstrated by:

-   Participation in budget planning by providing accurate information
    regarding resources needed to provide quality services.

-   Utilizes current automated tools to manage expenses prudently and
    reduce waste.

-   Monthly reconciliations of transactions and when errors are found
    recommendations are made for corrective action.

-   Information provided for data calls are met within established
    deadlines.

-   With the guidance of the NIA IRP AO budgets are maintained within
    stated allocations.