# Presentation: 852877

## FUNCTIONAL REVIEWS

**Barbie Ballengee, PWA**
**Toni Walls, HQ**

- AFM General
- Acquisition
- Facilities/SHEM

- Human Resources
- Information Tech
- Budget and Fiscal

- Civil Rights
- Extramural
-      Agreements

## Arrival

**Notes:**
Prior to arriving at your destination, your CARE Team Leader and Co-leader would have scheduled a conference call to coordinate arrival times and answer any questions you may have prior to leaving.  Your Team leaders will rent vehicles upon arrival for transportation of team members.  Arrangements should be made for the Team to meet for dinner to go over the schedule for the week and to answer any questions or concerns.  

## Introductions

## Opening Conference

- Location Coordinator
- Research Leaders
- Secretaries
- Location Admin.
- Other Personnel
- CARE Team

## Tour Location

**U. S. Vegetable Laboratory**** **

## Personal Interviews

## Documentation & Assessment

## tomorrow

## FUNCTIONAL REVIEWS

- AFM General
- Acquisition
- Facilities/SHEM

- Human Resources
- Information Tech
- Budget and Fiscal

- Civil Rights
- Extramural
-      Agreements

## Functional ReviewsPURPOSE

**Review files for functional processes**
**Document findings for CARE reports**

## WHERE DO I START	

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## Yes Barbie –

**Yes Barbie –**
**         ****Start with food**

## AFM FUNCTIONAL CODES

- CARE FUNCTIONAL REVIEW
- HUMAN RESOURCES
- For information on interpretation or clarification of the functional questions, please call the
- contact person whose name and phone number is shown next to each section.
- 	4.01		_Employment_  (Sue Hamilton, 301-504-1398)
- Verify the Location's procedures for receipt of applications.  All applications should be either date-stamped or the date of receipt of the application should be notated in ink.
- Applications for permanent employment (competitive service):  These applications must either be forwarded immediately to the servicing Branch, HRD, for response or the Location must return the application by letter informing the applicant to apply for permanent positions in response to specific vacancy announcements.  These vacancies are advertised on the OPM and HRD Web sites.  Verify that the Location does not retain any applications for permanent employment.

**FUNCTIONAL REVIEWS**

## Answer all functional  Questions

   Files

   Personal interviews

   Characteristic packages

**   ****Files**
**	****	**
**   ****Personal interviews**
**   ****Characteristic packages**

**FUNCTIONAL REVIEWS**

## FUNCTIONAL REVIEWS

**Code all functional Questions**
**ACQUISITION OF SUPPLIES, SERVICES, AND EQUIPMENT**
- For information on the interpretation or clarification on the functional questions in this section, please
- contact Linda Wilson on 301-504-1733.
**2****	****	**_**Acquisition**_
**Select 10 percent of orders from the purchase order log book for review.  Look carefully at orders placed **
**during the last two weeks of the fiscal year and at orders over $2,500.**
**2.01****	**_**Requisitions**_
**Reference Field Acquisition Manual (FAM) 213.2M, updated 2002, and FAR Part 13, REE**
** ****Purchase Card Program Manual 213.3M, Departmental Regulation 5013-6, APC/LAPC **
**Purchase Card Program Guide.**
**AD-700 Procurement Request:  Ensure the file includes an AD-700 Procurement Request complete with required sub-account, specifications, funding, estimates, justifications, and approval.**
**Verify that the AD-700 is signed by an authorized individual.  Verify that the AD-700 has a procurement request number and is properly dated.**
**Verify that a tracking system is in place to handle the administration of procurement requests, contracts, purchase orders, assignments of requests for action.  An example would be to have a manual or automated log.  Verify that an action is traceable through the system.  Is there a management information system in place to report on status of sensitive actions?**
**	****	**

## FUNCTIONAL REVIEWS

**Code all functional **
**Questions – con’t**
**2.02-1.01****	****	**_**Blanket Purchase Agreements (BPA's)**_
**Ensure that BPA’s are replaced by using the purchase card when appropriate.**
**Ensure that BPA's are documented on an AD-838 Type 45 and contain all the necessary terms and conditions, including individuals authorized to place orders and extent of their authority, and securing maximum discounts.  (FAM 213.2M and FAR Part 13.303).**
**Ensure BPA orders are only used by those individuals authorized on the agreement (FAR Part 13.303).**
**DON’T FORGET THE CODES IN BETWEEN**
**2.04-2.03****	****	**_**Sensitive Property**_
**Verify whether the location has any sensitive property (firearms and law enforcement badges).  Ensure firearms are properly secured, bar coded, and listed on the location’s official inventory.  (REE Manual 221.1M, Section 2, Accountability and Control, subsection “Sensitive Property”, all firearms and law enforcement badges are considered sensitive and are accountable property). **
**Determine whether the location or Area has declared other types of Government property as sensitive.**

## 
Discuss findings

Consolidate documentation

Questionable??  Verify

Team – outline “exit conference”

              – positive feedback

- Discuss findings
- Consolidate documentation
- Questionable??  Verify
- Team – outline “exit conference”
-               – positive feedback

**FUNCTIONAL REVIEWS**

## Management Briefing

## Closing Conference

## Summary

- Introductions
- Opening  Conference
- Tour
- Personal Interviews
- Functional Reviews

- Documentation & Assessment
- Management Briefing
- Exit Conference

**Notes:**
You’ve arrived at the location with your site characteristics package, CARE manual, interview assignments and any P&Ps needed for What to expect once you arrive at the location...

## And end with food--           right Barbie?