April 2015 Newsletter - NACS-FSA

April 2015
Newsletter
INSIDE THIS ISSUE
1
5
Meetings with National Office
Spring Board Meeting
Highlights
Additional Items
6
Transporting PII
NACS Board in front of USDA Building
Meetings with National Office
th
The NACS Board traveled to Washington, D.C. (WDC) March 29 – April 3rd for a
Spring Board Meeting and meetings with National Office (N/O) staff. The NACS
Board was grateful to be able to travel on to WDC for face-to-face meetings with
N/O along with a joint session with all the employee associations.
This meeting is very different from those in the past as all the associations
(NACS, NASE, NASCOE, NADD and FLC) were invited to the N/O for the same
week. We began the day with a joint session and opening remarks from several
speakers. A demonstration of USDA Connect was also provided to all in
attendance.
Following the joint session, NACS proceeded to individual meetings with various
groups which included: Val Dolcini, Administrator; Chris Beyerhelm, Associate
Administrator; Jim Radintz Acting DAFLP and staff; Greg Diephouse, DAFO and
staff; Mike Schmidt, DAFP and Staff; Loretta Burns, Acting CIO and staff; Heidi
Ware, Acting CFO and staff; Mark Rucker, DAM; and, Karis Gutter, DUS.
Lilia McFarlan, USDA New/BF Program Coordinator
Opportunity to connect and empower the next generation with the
institutional knowledge but there was no single USDA website to tell
everyone what USDA does. Creating a place where you can Google “How
to be a farmer” usda.gov/newfarmers was imperative.
Now the question is “How can we better prepare the applicant –
Customer Ready applicants: What would you put on the home page?”
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April 2015 Newsletter
Danny Sadler, HR
It is still early in the process of using the new hiring assessment tool but feedback is generally positive.
There is a review of the answers to the assessment questions. States can assemble a ranking panel, a group of
subject matter experts, which would review applications before referral. This is resource intensive, and is a
large deviation from the past but this is not a reason to not consider. Timeliness of hiring activity is of
concern and this would increase the time line for hiring. A ranking panel is different from an interview panel.
A pilot to use this and other alternative methods of evaluating applicants is at management desecration.
Jim Radintz, Acting DAFLP
CFAT - Whatever we do needs to be state of art, this is the foundation for farm loans in the future. Face-toface may not be sustainable so looking at private sector, interactive on-line college courses divided up-intogroups to build bonds and will require customization.
Electronic signatures is the first step on the journey to a paperless office with more development to come
Wetland screening tool – area of influence not intended to expand the requirements for more evaluations.
If NRCS approves Mitigation measures then no additional approval of that portion of the environmental
assessment is required to be submitted to N/O for approval.
Mike Schmidt, DAFP
FSFL – revised handbook out shortly; checklist has already been revised and available. Updates to DLS
to address UCC tracking and multiple advances. Payment reminders may move to a vendor. CCC185/186 will be generated by system; breakout shares to enhance 1098 for IRS. Removal of validation
date in DLS to eliminate issue with approval dates not entered into FBP timely to lock in interest rate.
Heidi Ware, Acting CFO
Overall 2015 good story, the spending plan (savings for not being able to hire) where directed toward
awards, operating expenses and IT refresh, ect. 2016 budget as presented maintains staffing as presented,
with slight increase for IT to continue modernization, reduction in operating expenses based on farm bill
expenses that will not be required in 2016 and strategic sourcing. 2016 still a good news story but will
not have as much flexibility due to achieving ceiling. There is still the potential for sequester for 2016,
but that is if congress does not act. Beginning work on 2017 agency estimates which are due to the
Department mid-June & July; working on statistics build agency story – the economic impact for each
dollar in the community.
Money for relocation is not a specific item in budget but is in overall travel. Allotments will be out by
early next week and as part of the process money will be held for distribution by N/O. A notice will be
issued shortly with this information as well as a notice for relocation. States have received personnel
budget on staffing but not allotments.
N/O estimated time required to hire new positions when projecting spending plan; therefore, States would
not have those funds available for overtime unless it takes longer than projected to hire then the State
would have those funds in their allocation. The spending plan also estimated number of retirements and
internal hires.
The additional funding for Farm Bill was only Title I but not just for CO temporaries; anything needed to
implement the Farm Bill such as supplies, travel, IT and staffing is authorized.
There may be some funds available supplies, space, furniture at end of year. If available, States would
have to identify critical needs.
The Farm Bill required National Academy of Public Administration to review workload data, a $900,000
contract. Deloitte has been hired to do a report by July 19th with some county and state visits, but limited
due to time.
April 2015 Newsletter
Page 3
LM, LS, PDEED
Issuing payments thru EFT instead of SBA has been updated in Handbook; notate RR for use of funds.
Digital signature is first step for future plans of a digital office.
Original signature v/s faxed signatures addressed in 1CM to allow for acceptance of fax signatures. Scan
signature treated the same as a fax signature.
Wetland – NO will address the question on scope.
Pilot program – most have focus around training and technical assistance. There were 19 suggestions
received through Federal Register hope to have two out by end of FY or sooner but with very small scope.
Microloans FO – $50,000 or less, no appraisal but will use evaluation instead; YL will count as experience
and if deemed to not be a significant rule will roll out by Oct 1. Term limit, 3 out of last 10 and statuary
limits will remain; term of loan may be based on loan amount (similar to FSFL).
Guaranteed Microloans and lenders – draft plan may be available Oct 1; CDFI will only be able to make
small microloan $50,000, similar SBA express lender.
ML performing better than regular loans 86% going to BF and 1st time borrowers with less than 1.5%
delinquent.
3 FLP, Ex5 was being misused, most frequently included as a generic letter attached to each application. A
new Exhibit is under development and will be available shortly but it cannot be used with ML or YL
applications. (See new Exhibit 7)
3FLP updated to clarify that no letter of denial required before you review financials to determine eligibility
Training for new hires: The new employee task force working on process to onboard employees smoother;
Portal will be out in 6PM within the year. FLOT Trainers to be trained via web training last week of April;
trainer guide posted prior to sessions and will stay available. FLOT training manual updated in November
and tests were updated in December. FLOTrack redesign will deploy before end of FY – more functional, all
tests will be taken within, more checks and balances to make sure no training has been forgotten. CFAT –
new approach, not able to register anyone yet but hope to have new version out by end of FY. Web equity
will update the training modules for the FBP.
Val Dolcini, ADM & Chris Beyerhelm, Associate ADM
Hiring has been a major priority, there were approximately 810 vacancies to be filled (CO & GS) and as
of 4/1 580 positions are in the process somewhere. HR has had a reduction in staff that has not been
filled and is required to use eRecruit which is challenging. We have to be thoughtful about how we
advertise as each grade, inside/open all sources, is a separate advertisement and certificate due to OPM
regulations. We have direct hire authority for a disabled Veteran (30%) which is a great opportunity to
recruit for someone with the necessary qualifications.
The Department conducted two hiring fairs which the Agencies can now do as well. The state would
require the applicants to attend the fair in person and if the HR staff and interview panel are available,
you could interview and hire on location.
The policy waiver provided to FLP in regards to transporting PII remains in place. A notice in this regard
should be provided in the near future. (See page 6)
Cooperative Agreements are being developed to allow outside sources to assist applicants with
applications packages.
Telework as it is currently characterized may need to be defined differently to address the employees
desire to maintain productivity under various circumstances. Technology has changed but polices have
not been adjusted to face today’s abilities and needs.
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April 2015 Newsletter
Greg Diephouse, DAFO
Hiring and training the new employees is highest item on everyone’s agenda. The number of hires is
improving slowly. FLOT positions are not required to be advertised location specific; it is up to the
state. Providing improved opportunities to enhance education and opening career opportunities is
important part of the process. Onboarding new employees to provide employee engagement and
define the importance of the employee as well as indicate future career opportunities are essential to
the future of FSA.
Workforce Engagement cannot just be the SED and DD; it must involve all levels of management
(CED & FLM). Expected each state to develop a plan to define how engagement would be achieved in
their state.
Key PT notice to provide each SED can allocate CO/GS Key PT positions based on the total number of
district directors in the state.
Bridges to Opportunity scope is to be increased shortly, but size has not yet been determined. Using
agile development process to build the program which is updated based on user feedback. Currently
working on expanding program to allow for internet search in addition to search of databases inside the
system. Local resources will be required to maintain and build the databases as they are built
organically based on users.
Mark Rucker, DAM
Focus is on a customer service driven organization. Providing training to the employees is essential to allow
the employees to be able to do their job and to progress. There is no clear path of progression in FSA – how
do you go from one level to another is one of the most frequent questions. It’s important that management
and leadership skills be developed before progressing to that level instead of afterwards.
Recommended readings:
Emotional Intelligence, William Wyatt; Would you want to work for you, Brenda Bence; Who moved my
cheese, Spencer Johnson
Karis Gutter, Deputy Under Secretary
FSA is in the business of implementing the Farm Bill and once it was signed it re-energized our purpose.
The Farm Bill authorized permanent disaster programs for livestock which is part of the base legislation
now and going forward. The dairy safety net was the next portion to be implemented followed by
ARC/PLC. The next phase of implementation will be Conservation. Farm Loans is stable and has a
healthy portfolio because it is not hugely dependant on the farm bill. But Farm Loan has had some
changes, in focus and new programs, which provides an opportunity for improvement. Quality and
compliance are important, especially after the implementation of new programs. Annual discussions
with Employee Associations allow N/O to confer with employees about performance, progress,
compliance and management.
In November 2014 Karis was appointed as USDA’s first Military Veterans Agriculture Liaison. Realized at
after starting that we did not have any data about Vets but have developed relationships with agencies that
have information to assist USDA reach these groups. In two months new website to consolidate all the
resources for Vets: www.usda.gov/vets Three areas to be addressed on this website:
1) Vets and farming; 2) Vets and Employment with Agribusiness and USDA; 3) Support to Military
Families. This will allow all 17 USDA agencies to have some role in this process. This is the beginning of
the process; there is a brochure on the way.
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April 2015 Newsletter
Loretta Burns, Acting CIO
Working on plans for FSA IT roadmap, which requires assessments and understanding where we are
headed. Multi year plan, build it out year by year. In FY15, capability and projects in 6 major areas:
 Farm Bill
 Expanded CS – creating self service and BTO: FLP is key aspect of self servicing (thru PLAS
enhancement);
 Reporting – to pull all data into a single source with the assessment the analytical tool and being
able to utilize data across business
 business process improvements – not just tech, is this the best way, do we need to change policy;
 technology upgrades – end of life and proactive upgrades
 congressional report
ITS – changed name to Client Technology Services
Paperless office is not on list of priority this year – several steps before we get there.
Bring your own device – forest service pilot thru end of month.
Spring Board Meeting Highlights
The NACS Board completed the budget for FY16 (June 1, 2015 – May 31, 2016) based on history but is
feasible. NACS dues will remain at $144/year for FY16. Any first time member who joins between June
1, 2015 and May 31, 2016 will pay only $52 for NACS dues their first year of membership. Associate
dues of $20/year and Lifetime dues of $100 will remain the same. A new Marketing Plan will be
developed during the upcoming convention.
Additional Items
2015-2016 CANDIDATE ANNOUNCEMENTS:
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Lisa Liska, NACS Vice President & FLM in Nebraska, announced her candidacy for President.
Tom Shelton, Zone B Rep & FLO in Missouri, announced his candidacy for Zone B Rep
Theresa Windham, Secretary & FLM in Georgia, announced her candidacy for Secretary
Marla Koerner, Treasurer & FLM in Ohio, announced her candidacy for Treasurer
Jeremey Burner, Zone C Rep & FLO in Virginia, announced his candidacy for Zone C Rep
Cheryl Brooks, Zone D Rep & FLO in Arkansas, announced her candidacy for Zone D Rep
Kim Adams, Zone A Rep & FLM in Montana, announced her candidacy for Zone A Rep
Interested in holding a position on the NACS Board? Announce your intentions to run for a
position from Zone Representative to President at this year’s National Convention.
2015 NACS National Convention will
be June 28 – July 2, 2014 in St Louis, MO. If planning to run for
NACS board, plan to stay past 12pm on Thursday. The banquet
and awards ceremony will be moved to Tuesday; however, the
meeting will not end under 5pm on Wednesday. When planning
your trip – plan to arrive and attend the meeting beginning on
Monday at 8am and not to leave before 5pm on Wednesday.
April 2015 Newsletter
Page 6
Taking Protected Data Outside the Official Duty Station
Background
Extreme care must be exercised when taking a laptop, notebook, iPhone/BlackBerry, personal digital assistant, mobile media
device (e.g. external hard drive, USB flash drive, DVD, CD, etc.), and paper documents containing protected data (PII and/or
data types protected from disclosure by the Privacy Act or the Freedom of Information Act) outside the official duty station.
Preferred Method
The preferred method for transporting protected data outside the official duty station is to use electronic files that have been
placed on a government-issued laptop computer that utilizes whole disk encryption. Whole disk encryption protects data
residing on end-point personal computers and media devices by encrypting the device (disk) or sensitive documents at the file
or folder level.
Process for Taking Protected Data Outside the Official Duty Station
Supervisors and managers are responsible/accountable for actively monitoring the process whereby FSA employees and
contractors 1) take protected data outside the official duty station, 2) transport protected data outside the official duty station,
3) operationally use protected data outside the official duty station, and 4) return protected data to the official duty station. The
supervisor or manager shall:
 approve individual FSA employees and contractors to take protected data outside the official duty only when deemed
necessary for the employee/contractor to perform assigned official duties
 ensure that FSA employees and contractors who take protected data outside the official duty station are fully aware of
and adhere to all protected data safeguarding requirements.
FSA employees and contractors who take protected data outside the official duty station shall:
 do so only when required to perform assigned official duties
 keep to the minimum necessary:
 taking protected data outside the official duty station
 the duration that protected data is outside the official duty station
 be thoroughly familiar with all protected data that has been taken outside the official duty station
Note: The “thoroughly familiar” requirement means that the supervisor or manager and FSA employee or contractor must
know enough about the protected data (especially PII data types) to effectively participate in the protected data loss incident
response process. If accidental loss or inadvertent disclosure should occur, the supervisor or manager and FSA employee or
contractor shall, at a minimum, be responsible to identify to the FSA-Incident Response Team (FSA-IRT) and the FSA
Privacy Officer the following:
 specific protected data types suspected to have been lost or compromised
 each individual to whom the suspected lost or compromised records pertain.
Transporting Paper Documents Containing Protected Data Outside the Official Duty Station
There will be times when it will not be practical for FSA to use electronic files that have been placed on a government-issued
laptop computer. FSA employees and contractors will need the capability to transport protected data outside the official duty
station. FSA employees and contractors shall transport paper documents containing protected data by:
 carrying paper documents containing protected data in a container that can be closed to prevent inadvertent opening
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Note: A zippered or otherwise closeable briefcase, portfolio, or cardboard box taped securely closed meets the requirement.
keeping the container with them at all times while in transport
Note: Do not leave a container that contains protected data unattended.
placing the container in the vehicle’s trunk.
Note: When the vehicle does not have a trunk, the container shall be placed inside the vehicle’s passenger compartment in a
location or manner where the container is not within direct view of a passerby.
Working With Protected Data Outside the Official Duty Station
When outside the official duty station, FSA employees and contractors shall:
 print additional paper documents containing protected data only when necessary to perform assigned official duties
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Note: Any additional prints shall be properly accounted for and protected.
reproduce (such as copy, photograph, etc.) paper documents containing protected data only when necessary to perform
assigned official duties
Note: Any reproductions shall be properly accounted for and protected.
handle and process protected data in a manner that prevents individuals not authorized access to the information from
viewing the protected data
place paper documents containing protected data in the container when protected data is not being actively used to
perform assigned official duties.
Returning Protected Data to the Official Duty Station
FSA employees and contractors shall return all protected data (when applicable, including additional printed or reproduced
copies) to the official duty station as soon as possible when the protected data is no longer needed outside the official duty
station.