# Presentation: 693629

## OCFO Town Hall

**January 24, 2007**

## Agenda

**Safety**
**Tang Center - Kathleen Handron**
**Controller’s Reorganization**
**Director’s Retreat**
**Move Back to the Hill **
**Budget Outlook**
**Awards and Recognition**

## Ergo Challenges 2007

-      Ergo injuries continue
-      to be over 50% of
-     all recordable injuries

- Total recordables in
- first quarter 2007 are
- already > half of DOE
- target for the year

-      Based on walk-thrus and
-      sweeps, we estimate 25%
-      of employees are experiencing
-      recurring discomfort at work

## People working in awkward postures!

- 1. Mouse arm

- 3. Bent wrist
- & palm planting

- 4. Bike riding
- posture

- 2. Raised
- shoulders

**Notes:**
These are typical postures we have observed at LBNL

## People working under stress and deadlines!

***Budget ***
***Crunch!***

*PRDs!*

***FY Deadlines!***

- Fewer Resources!

- Long Hours!

***Working at home!***

- 10-hour Days!

**Grant **
**Deadlines!**

*8 Days-a-week!*

*Year End Close!*

- NEED IT NOW!

## People are exhibiting their discomfort!

*My aching back!*

*My throbbing mouse** arm*

## What EH&S is doing...

-  Pilot rollout of Remedy Interactive software
-     for employee self-assess and training
-     (3 Divisions- OCFO, IT and EH&S)
-  Fulltime Ergo Desk for help at x 5818
-  Increasing ergo staff for “discomfort evals”
-  Rollout Ergo Advocate training program - *more resources!*
-  Improving the Ergo Database - *clear, concise and user friendly*

**Ergo@lbl.gov**

## What you can do to control injuries...

-  Set realistic expectations for staff workloads
-  Plan ahead for spikes and crunch periods
-  Adjust for shifts in people resources
-  Create a supportive work atmosphere
-  Require Supervisor Ergo training EH&S 22
-  Prompt staff to report ergo problems and request evals early
-  Implement Ergo Eval recommendations promptly...*or faster!*
-  Encourage people to get up and move
- Call Ergo at extension 5818 or email _[Ergo@lbl.gov](mailto:Ergo@lbl.gov)__ for assistance_

## OCFO Interim Org Chart

**OCFO Interim Org Chart**

## DIRECTOR’S RETREAT

## What’s the Problem? ~$14m

-   **Moving people and money between LBNL & UC is difficult & time consuming**

**Persistent unresolved issues hinder scientific collaborations**

-   **Significant resources are expended on maintaining inefficient processes**

**	****Confusing processes and mechanisms (e.g. IUTs) are used to handle:**
**Multi Location Appointments (MLAs)-non Faculty**
**Joint Faculty Appointments**
**GSRAs**
**R&D Subcontracts**

**What’s the Problem? ****~$14m**

## Decrease the Cost of Doing Business

**Reduce total indirect costs**
**G&A**
**Recharges**
**Burdens**
**Efficiencies**
**Within Ops Divisions**
**Across Ops Divisions**
**Partnership with Science Divisions**
**With Internal Audit**
**Reduce services**
**Changed business model**

## Efficiencies to Dateonly current changes shown here

**Efficiencies to Date****only current changes shown here**

|  | $K |  |  |
| --- | --- | --- | --- |
| Supply chain | 	1,500 | For first year |  |
| Redefinition/reduction MII | 	2,400 | Ongoing |  |
| Staffing | 	5,400 | Ongoing(CFO& Facilities >50 FTEs) |  |
| Metal Rack outsourced | 	53 | Ongoing |  |
| Warehouse relocated | 	620 | Ongoing |  |
| Stores shutdown | 	145 | Ongoing |  |
| Email | 	700 | Recharge ongoing |  |
| Telephone Services | 	540 | Recharge ongoing |  |
| IT infrastructure | 	485 | GPE ongoing |  |
| Personal Identification Verification | 	<9,000
	1,000 | One time 
Ongoing | Cost avoidance |

## Travel Re-engineering Recommendations

- Develop one consistent institutional process *
- Divisions are currently handling pre & post-travel processes in many different ways:
- Some don’t require pre-approval
- # of approvals vary
- Use of Gelco varies by division
- Domestic travel: require pre-approval within divisions; recommend using email
- Reimburse traveler only after all required receipts have been submitted *
- Highly encourage practice of reimbursing for actual cost of meals & incidental expenses (M&IE) up to maximum per diem rates, and clarify policy
- Default reimbursement (other than airfare) directly to employee’s bank account rather than disbursing checks*
- Move expense reimbursement of travel to Disbursements *
- If above recommendations are adopted, replace Gelco with an intuitive, user-friendly interface coupled with PeopleSoft travel module, and also mandate use of system
- The system should be used by all travelers
- *Represents best practice

## 937 Move Back to the Hill

**937 Lease Expires April, 2009 – We Will Move**
**Lease cost is $1.8M a year**
**Moving out over a phased period – TBD when**
**Current plan is for OCFO to be mostly co-located in and around building 90 and the 90 trailers**
**Some units may co-locate in building 46 as well**

## Budget Outlook

**OCFO FY 07 Budget reduced ~$600k**
**Accomplished thru 100% Voluntary Reduction In Force – Across all of OCFO**
**Continuing Resolution/Omnibus Bill**
**Under CR, no new project starts**
**Omnibus may provide some level of funding for large initiatives but not in detail (like a single appropriation)**
**IF Omnibus bill passes we will receive up-front funding rather than incremental, but even after it is signed it will take 1.5 months to receive...at best**
**Thanks for your significant contributions! **

## Awards and Recognition

**Annie Owens, ****EETD**

**New Employees**

**David McFann,**** Property**

**Mary Thach,**** Payroll**

**Nancy Roberts, ****Facilities**

**Rose Katsus, ****Financial Policy & Training**

**Stacy Wilson, ****Direct Budget**

**Alicia Middleton,**** Life Sciences**

**Sonia Dominguez,**** Life Sciences**

**Cynthia Ernesst, ****Life Sciences**

**David Kong, ****Indirect Budget**

**Kate Ahearn,**** Procurement**

**Hanh Le,**** Procurement**

**John Tennyson, ****Procurement**

**Theresa Hatch, ****Procurement**

**Linda Nowell,**** SPO**

**Brigitte Roberts,**** Property**

**Teresa Grossman, ****Budget Office**

**Doug Goodman, ****Field Operations**

**Jayde Van Ter Pool, ****Travel**

**Angela Ford**, **SPO**

**Samuel ****Johnson****,**** ****SPO**

## Awards and Recognition

**OPAs**

## Awards and Recognition

**SPOT Awards**

**Sally Areceneaux**

**Patty Atases**

**Chuck Axthelm**

**Melissa Baksic**

**Armando Bautista**

**Michelle Bennett**

**Ron Brown**

**Neda Busler**

**Sandra Cheeks**

**Helena Cheng**

**Kimmy Cheung**

**Sharon Chiou**

**Lisa Cordova**

**Lauretta Corsair**

**Denise Davis**

**Angela Dawn-White**

**Sarah Eary**

**Brian Fox**

**Sallie Frainier**

**David Garcia**

**Lorenza Gibson**

**Carol Gilbert**

**Susan Gisser**

**Susan Gisser**

**Gina Goodman**

**Linda Griffin**

**Heidi Hauett**

**David Hathaway**

**Bridget Haverty**

**Grace Huang**

**Tanya James**

**Vivian Kim**

**Joy Kono**

**Anne Ku**

**Su-Jane Lai**

**Rick Larson**

**Judy Lee**

**Victor Lorencz**

## Awards and Recognition (cont.)

**Chi-Kin Lou**
**Laura Lou**
**Gary Mack**
**Tony Marques**
**Eva McNeil**
**Sally Nasman**
**Suzanne Nolan**
**Sonia Ortiz**
**Lisa Oshiro**
**Denny Parra**
**David Pastor**
**Aurora Pecoraro**

**SPOT Awards**

**Kameswara Upadhyayula (UK)**
**Elijah Walker**
**Linda Williams**
**Ken Winters**
**Eleni Yatar**

**Susan Peterson**
**Linda Posey**
**Lee Purbaugh**
**Maxine Redfearn**
**Erin Reiche**
**Rosa Rodriguez-Flores**
**Glenna Rogers**
**Dolores Sanchez**
**Rosario Sayson**
**Anastasia Schiller**
**Jill Stark**
**Tony Tiritilli**

## Awards and Recognition

**10 YEARS**
**Melissa Baksic****Armando Bautista****Craig Hopkins****Laura Luo****Gary Mack****Emmy Randol**

**Service Pins**

**25 YEARS**
**Derrol Hammer****Theresa Lessard-Smith****Anil More****Sally Nasman****Linda Williams**

**30 YEARS**
**Alan Campbell****Patrice Atases**

**15 YEARS**
**Maureen Cowger****Glenda Fish****Grace Miller****Melissa Prince**

**20 YEARS**
**David Garcia**