# Presentation: 084124

## CIS Reports Section 1 

**Technical Assistance Cost of Programs**

**Notes:**
In Module 7 we will get our first real look at CIS reports. We will include some general discussion about how CIS works that will be true for all CIS online reports.

Section 1 provides reports on technical assistance cost of programs.  There are 3 reports in this series.

## Section 1: Technical Assistance Cost of Programs

**Section 1: Technical Assistance Cost of Programs**

**Notes:**
Like all reports, Section 1 can be accessed from the CIS tab under my.NRCS. 

## What are some questions Section 1 reports can answer?

- What is the true cost of carrying out the EQIP Program?
- How much are the support costs for AMA
- Have we spent more hours on CTA in 3rd or 4th quarter

## Report Purpose

- The primary purpose of this report series is to answer questions on the true cost of our programs
- Information in this report illustrates the associated salaries/benefits using WebTCAS and allocated support cost (FFIS) by conservation program which occurred in the current fiscal year.

## Use of Report

- What are the total costs of a program?
- What are the National costs for a program?
- What are the State, County, Field Office costs of a program?
- What are the support costs prorated to programs?

## What Report Features do most CIS have?

**Hide filters**

**Selections for Location, Period, Modifier, Activity**

**Data currency**

- Expose

**NRCS appropriations and CCE Funds**

**Home and Print buttons**

**Report Number**

**Refresh Button**

**Report Title**

**Notes:**
On this slide global report features are described. At the top of CIS reports we find the “Report Filters” All reports at this time will default to “National”

After changing a filter value the “Refresh button” must be used to update report or menu items.  Some filter will not show until after Refresh is selected. The “Hide report criteria” may expose more filters.

For some reports, it is import to align FFIS and Acres data. In this report FFIS is current thru July but Acres data is current thru August 10. This means support Costs for August are not in data.

## ...more Report Features?

**...****more Report Features?**

**Information Tab to access report metadata**

**Data Definitions**

**Report Title**

**Selection Criteria**

**Report Generation Date**

**Notes:**
When reports are printed using the PRINT button, the Information or meta data will be appended to report.

## Report Selection Criteria

**Location** – Selections are available for national, regions, sub-regions 	where applicable, and states, centers and institutes and NHQ. 	National will show national grand totals for all data.  Region will 	show regional totals.  State will show a state total.
**Time Period** – Selections are available for each fiscal year month. 	Reports are cumulative through the month selected.  Therefore, 	fiscal year first quarter totals are provided when December is 	selected.
**Program Modifier** – Selections are the program modifiers for 	WebTCAS NRCS conservation programs.  NRCS employees use 	modifiers when recording time to indicate whether the hours are: 	Reimbursable Federal, Reimbursable Non Federal, for Current 	Year Contract Activities, Prior Year Contract Activities, CRP 	signup, or combinations of these.
**Activity** – Selections are the activities used by NRCS employees 	when recording time in WebTCAS.

## What is Report 1.1 Content?

**What is Report 1.1 Content?**

**Salaries & Benefits Costs**

**Data Current through**

**Worked and Leave Hours**

**Program**

**State**

**Support Costs**

**Notes:**
Report 1.1 is intended to present the “Total Costs” of a program.  Program filter allow looking at only one modifier such as “Current Year Reimbursable Federal”

Programs are grouped by Discretionary (NRCS Appropriations) and  Mandatory (CCC funds).

## CIS Prorations

- To accommodate consistent county, congressional district, and office data reports for all data in CIS, a number of proration processes are used.
- Two important prorations include:
- Distributing Support to County and Offices
- Prorating county data to congressional district

- Lets look at some example of how this is done-

## How are Support Costs Calculated?

**Support Cost –** Non Personnel cost reflected in FFIS.  Support 	Costs are prorated to Program worked using salaries for 	hours worked by program worked as a percentage of state 	total salaries for hours worked.  Includes non salary support 	costs such as travel, rent, utilities, transportation, 	equipment, and supplies.

**B**

**A**

**D**

**C**

**Salaries and Benefits by Program ****(A)**
**Total Salaries All Programs** (B)

- *

**Support all Program** (C)

- Support Cost
- for CTA (D)

- =

**Notes:**
To get a true feel for the costs of a program, CIS prorates Support Costs to Programs based on Salaries and Benefits costs. 

In this example CTA General Salaries and Benefits (A) are 41.27% of total Salaries and Benefits (B).  Accordingly, CTA Support costs (D) are 41.27% of State Support Costs. (C )

## How do we get the data?

**How do we get the data?**

**WebTCAS/ACRES**

**FFIS**

**CIS **
**Database**
** ****Cube**

**Monthly Data Feed**

**End of Pay Period Data Feed**

**OIP**

***Support Costs by State***

***Office Information***

***Worked and Leave hours by program, activity, modifier, and county***

**Nightly update**

**Real Time Feed**

**Notes:**
Most data in CIS today comes from ACRES, FFIS, and PRMS.  Over time additional systems will be incorporated into CIS reports.

Every night the CIS multi-dimensional data cube is rebuilt with new data. It is important to understand on what frequency each dataset is updated.  FFIS data is updated monthly, ACRES data is updated bi-weekly, and PRMS data is updated daily.

## What is Report 1.2 Content?

**Costs by Program including: Salaries (Worked and Leave), Benefits, Support Costs**

**Offices reporting costs to a program**

**All Programs listed across top**

**State**

**State Totals**

**County Totals**

**What is Report 1.2 Content?**

**Notes:**
Report 1.2 allow us to review data at a more detailed level by either (1)county and office or (2) Congressional District and county.

We will also use report 1.2 to understand how county data is allocated to congressional data.

## County-Office or Congressional District-County?

**Select State and *****refresh data***

**County-Office or Congressional District-County?**

**Notes:**
The “By” filter will not be visible until a location below the National default is chosen.

Report 1.2 allows data to be displayed by either County-Office or Congressional District-County

## Report 1.2 by Office-County or Congressional Districts

**County-Office**

**Report 1.2 by Office-County or Congressional Districts**

**Congressional District-County**

- Report summarizes data for State, County, Office

- Report summarizes data for State, CD and Counties in CD

**Office-County **

**Congressional District-County**

**Notes:**
Report 1.2 allows data to be aggregated by either Office-County using OIP Office Names. The same information can be viewed by Congressional District (CD) with County detail.

## How is Congressional data prorated from County Data

**Allegheny County Boundary**

- 4220

**Congressional District Boundary (106****th****)**

- 18% of the acres in Allegheny County are in Congressional District 20

**Notes:**
Many reports in CIS present data by Congressional District. While PRMS collects most data by Congressional District, other CIS data sources may only have data to State or County level. In these later cases Congressional District values are derived using what percentage of the county acres fall within the CD.

In the example above 18% of Allegheny County is in Congressional District 20. If Allegheny County had Salary Costs of $200,000, $36,000 would be prorated to CD 20 in Congressional District reports.

The next slides will walk you through the process we prorate county costs to Congressional Districts.

## Step 1: Find what percentage Congressional District is of County

**Step 1: Find what percentage Congressional District is of County**

**Notes:**
In this example we see that 45% of acres in Evangeline County are in Congressional District 05 and 55% of acres in Evangeline County are in Congressional District 07.

Based on this percentage, we will now prorate State and county costs to CD.  Keep in mind County Support costs are prorated based on hours 

## Step 2: What is County Total for all Offices for Program?

**Step 2: What is County Total for all Offices for Program?**

**$68,886**

**Offices reporting work in Evangeline County**

**Notes:**
The total for all offices recording costs to for Evangeline County is $68,886.

## Step 3: Multiply CD % and County Dollars

**Step 3: Multiply CD % and County Dollars**

**45% * $68,886 = $30,999**

**Notes:**
In step 3, we use the fact that 45% of the acres in Evangeline County are in Congressional District 05. Hence we take 45% of the costs associated with Evangeline County and prorate these to CD 05.

## What is Report 1.3 Content?

**Each Program has separate section**

**Shows complete list of *****Activities *****for all programs**

**What is Report 1.3 Content?**

**Salaries & Benefits Costs**

**Worked and Leave Hours**

**Support Costs**

**Notes:**
In report 3, users can see all the activities associated with programs.  With WebTCAS now we can use our activity based time keeping system to look at activities by program. This is the purpose of report 1.3

Report 3 list all activities for all programs.

## What is Report 1.4 Content?

**Cost of program for each Office location**

**Standard filters including modifier and activity**

**What is Report 1.4 Content?**

**Salaries & Benefits Costs**

**Worked and Leave Hours**

**Support Costs**

**Notes:**
In report 4, users can see the cost of programs for each office.  Based on WebTCAS we can use our activity based time keeping system to look at modifiers and activities by program. This is the purpose of report 1.4

Report 3 list all activities for all programs.

## Section 1 Metadata

- D**ata Source****:** Staff years worked is based on actual hours 	worked and paid leave from WebTCAS.  Salaries and 	benefits are for both hours worked and paid leave from 	WebTCAS. Support costs are from FFIS and are 	prorated based on salaries for hours worked by 	program from WebTCAS.
**Data Updating Frequency****:** Federal Financial Information 	System (*FFIS) data is updated monthly.  Web Time **	**Cost Accounting System ( WebTCAS) data is updated **	**Bi-weekly.*

## Section 1 Metadata

**Staff Years**** –** Based on Hours worked and paid leave hours 	divided by annual hours. Staff years displayed in this report 	will be different than the staff years extracted from FFIS, other 	CIS reports, budget formulation, and human resources.** **
**Worked Hours**** -** Hours worked from WebTCAS are based upon 	county worked.
- Includes regular time, overtime, compensatory time earned, and credit earned.
- Does not include time charged to leave categories.
- Employees of Centers and Institutes are always shown on the Center and Institute Report and not on a State's report.
- State totals are based upon county worked rather than duty station state.

## Section 1 Metadata

**Leave Hours** – Paid leave hours charged in WebTCAS are 	prorated to program using salaries for hours worked by a 	program as a percentage of state total salaries.  Leave 	categories include:
- Annual Leave, Annual Leave/Donated From Others,
- Annual Leave/FMLA, Annual Leave/Restored,
- Home Leave, Leave as an Award,
- Military Leave/Emergency, Military Leave/Regular,
- OWCP Injury Leave, Other Leave/ Administrative,
- Other Leave/ Federal Holiday, Other Leave/Other,
- Other Leave/State/Local Holiday, Other Leave/Transfer,
- Sick Leave, Sick Leave/FMLA, Sick Leave/Family Care.
**Total Hours** - Sum of worked hours and paid leave hours.

## Section 1 Metadata

**Salaries/Benefits –** Associated wages and benefits for hours 	worked and paid leave hours from WebTCAS. Salary data per 	employee from iCAMS
**Support Cost –** Non Personnel cost reflected in FFIS.  Support 	Costs are prorated to county worked using salaries for hours 	worked by county worked as a percentage of state total salaries 	for hours worked.  Includes non salary support costs such as 	travel, rent, utilities, transportation, equipment, and supplies.
**Total Cost**** –** Associated wages and benefits based on hours 	worked (WebTCAS) & allocated support cost (FFIS).