# Presentation: 669117

## NIH Most Efficient Organization (MEO) for Extramural Activities Support ServicesA Framework for Extramural Service DeliveryNIH All Employees BriefingOctober 7, 2003

## Agenda	

**Opening: Mr. Charles Leasure, Deputy Director for Management, NIH **
**The A-76 MEO Requirement: Mr. Tim Wheeles, Competitive Sourcing Program**
**MEO Structure and Operation: Mr. David Mineo, MEO Co-chair**
**A New Model: Dr. Ruth Kirschstein, Senior Advisor to the NIH Director **
**Staffing of Positions: Ms. Chris Steyer, Deputy Director, OHR**
**Transition Center: Mr. Bill Fitzsimmons, Acting Director, OSMP**
**Q&A Panel: Mr. Bill Fitzsimmons, Mr. David Mineo, Ms. Chris Steyer, and Mr. Tim Wheeles**
**Facilitator: Ms. Doris Campos-Infantino, Office of the Ombudsman **

## Contact Information

**Session also teleconferenced to the following:**
**Bldg 31, Conference Room 6**
**Rockledge II, Room 9112**
**NIEHS**
**Verbal and written questions from audience**
**Other staff may send in questions to: **_[A76@OD.NIH.GOV](mailto:A76@OD.NIH.GOV)_

## The A-76 Requirement

**President’s Management Agenda: Agencies required to compete commercial activities - tied to performance goals and budget.**
** **
**Circular A-76: “The Government shall not start or carry on any activity to provide a commercial product or service if the product or service can be procured more economically from a commercial source.”**
**Post MEO Performance Review: If the MEO defaults, NIH must re-compete.**

## What is the MEO?

**The Office of Extramural Activities Support Services MEO is a highly flexible organizational framework that will replace the traditional organizational structure for delivery of extramural support services.**
**  ****The MEO replaces the current de-centralized stovepipe organization with a central services model to provide more efficient operations to its NIH customers.  **
**The new organization combines (1) common services, (2) economies of scale gained by removing previously existing organizational barriers and (3) technological advances to perform and track work, and deliver high quality efficient customer services.**

## MEO Organizational Placement

**National Institutes**
** ****of Health**

- Office of the Director, Office of Extramural Research

- Office of
- Extramural Activities
- Support Services

- Office of
- Extramural
- Programs

- Office of
- Scientific Affairs

- Office of Laboratory
- Animal Welfare

- Office of Policy for
- Extramural Research
- Administration

- Office of Reports
- And Analysis

## MEO Organizational Structure

## The Matrix Management Strategy

- .

- Task Unit “n” Team Members

- Hub Manager

- Employee
- Supervisor

- Employee
- Supervisor

- Employee
- Supervisor

- Task
- Leader

- Task
- Leader

- Task
- Leader

- Task Unit 1 Team Members

- Task Unit 2 Team Members

- Hub
- Staff

**The Matrix Management Strategy**

## Organizational Changes and Process Improvements

**Centralized Services – Training, Meeting Management, Supplies, Travel**
**Corporate Standardized Best Practices – Pay Letters, Closeout**
**Enhanced Flexibility in Task Assignments**
**Enhanced Introduction of Information Technology – Electronic Phonebooks, Calendars, Workload Monitoring**
**Elimination of Redundant IC Systems and Practices**

## Work Flow Diagram

- This request
-  generates work
-  for the MEO

- Help!!  I have a task that needs to be done!!

- Local MEO
-  Service Provider

- Work sent to appropriate
- MEO staff determined
- by task leaders

- NO

- YES

- Work completed at
- local site and returned
- to originator

- Work completed at
- other site and returned
- to originator

## FTE Comparison Data

_**Pre-MEO**_
**Encumbered**** ****	****	**
**Vacancies****	**
**Contractors****	****	**
**Total****	****(rounded)****	****909**

_**MEO**_
**Hub A **** ****	****	****228**
**Hub B****	****	****	****218**
**Hub C****	****	****	****227**
**OGSS-OD****	****	****    4**
**Total****	****	****	****677**

## Present Distribution of Work and Proposed Distribution of Staff 

- 1 Composed of 171 FTEs for Grants and Program functions and 44 FTEs for Review functions
- 2 Composed of 141 FTEs for Grants and Program functions, 25 FTEs for Review functions and 40 FTEs providing primarily centralized functions
- 3 Composed of 78 FTEs for Grants and Program functions and 133 for Review functions

**Present Distribution of Work and ****Proposed Distribution of Staff**** **

## MEO Design Team Members

- _Grants Management_
- David Mineo – NIDDK (Co-Chair)
- Judy Fox – NIAAA
- Mary Kirker - NIAID
- _Program_
- Norman Braveman, Ph.D. – NIDCR
- Paul Sheehy, Ph.D. - NINDS
- Paul Velletri, Ph.D. – NHLBI
- _Review_
- Christopher Hatch, Ph.D. – NCI (Co-Chair)
- Andrew Mariani, Ph.D. – NEI
- Anita Miller Sostek, Ph.D. - CSR

- _Other Subject Matter Experts:_
- _Contracts_
- Kathleen Hargett – NCI
- _Human Resources_
- Luis Arvelo - NINDS
- Barry Rubinstein – NHLBI
- _Information Technology_
- David Chicchirichi – OER
- _MEO Certifying Official_
- Louise Ramm, Ph.D. – Deputy Director, NCRR

## Some Questions Related to “Transition” from Current Organization

**What is the implementation time line?**
**How will the new model be evaluated?**
**Who will determine how many GTA’s are needed for each I/Cs functions?**
**How will the transition from existing contracts occur?**
**Where and how will individual assignments be made?**

## Transition Workgroup

**Bill Fitzsimmons, OD / OSMP Chair****	**
**Gail Gibbons, OER - MEO Management****	**
**Deborah Beebe, NHLBI, Customer Perspective****	**
**Laura Rosenthal, NIDA, Customer Perspective****	**
**David Whitmer, CSR, Customer Perspective****	**
**Dennis Lang, NIEHS, Customer Perspective****	**
**John Jarman, OD / EO Administration****	**
**TBD Communications****	**
**Tim Wheeles, OD / OMA Competitive Sourcing****	**
**Chris Steyer, OD / OHR Human Resources****	**
**Rich Drury, OD / OSMP Staff****	**
**Joellen Harper, OD / OSMP Staff****	**
**Darrick Early, NINDS Staff****	**
**David Mineo, NIDDK MEO Team Co-Chair - Grants (Advisory)****	**
**Christopher Hatch, NCI  MEO Team Co-Chair - Extramural Review (Advisory)**