Incident Business Incident Business UpdateUpdate

Miscellaneous InformationMiscellaneous Information

Items of InterestItems of Interest

Incident Job Codes for Upcoming SeasonIncident Job Codes for Upcoming SeasonIncident Management Team ConfigurationIncident Management Team ConfigurationEERA’sEERA’sOTC DrugsOTC DrugsHow to Use IBA’sHow to Use IBA’sOperating Guidelines – Suppression & FEMAOperating Guidelines – Suppression & FEMARegional PaymentsRegional PaymentsShuttle AuditShuttle AuditAgreementsAgreementsBase 8Base 8

Incident Job CodesIncident Job Codes Forest Service Forest Service

Letter coming out SOON from Washington Letter coming out SOON from Washington OfficeOffice Once Fiscal in your region migrates to ASC, Once Fiscal in your region migrates to ASC,

FEMA codes will be set up at NIFCFEMA codes will be set up at NIFC August 22, 2005 for Region 8August 22, 2005 for Region 8

Incident Mgmt Team ConfigurationIncident Mgmt Team Configuration

Letter of Direction from National MACLetter of Direction from National MACDecember 17, 2004December 17, 2004

Type 1 & Type 2 teams have grown Type 1 & Type 2 teams have grown significantly in size, mobilized up to 110 significantly in size, mobilized up to 110 peoplepeople

Approved team size and configuration:Approved team size and configuration: Short team (C&GS) 10 positionsShort team (C&GS) 10 positions Long team – additional 17 positionsLong team – additional 17 positions Trainees – maximum of 6 positionsTrainees – maximum of 6 positions

TOTAL # OF POSITIONS – MAXIMUM OF 33TOTAL # OF POSITIONS – MAXIMUM OF 33

IMT’S contIMT’S cont

Decision applies to national moblizationDecision applies to national moblizationRegional mobilization of regional teams are not Regional mobilization of regional teams are not under these guidelinesunder these guidelinesFor national mobilization additional positions or For national mobilization additional positions or other needs to be negotiated with AA once team other needs to be negotiated with AA once team arrives, not over the phonearrives, not over the phoneName requests through ROSS will NOT be Name requests through ROSS will NOT be accepted.accepted.

Decision will promote cost containment and Decision will promote cost containment and make more personnel available for make more personnel available for assignment opportunities. assignment opportunities.

EERA’sEERA’s

EERA’s are under scrutinyEERA’s are under scrutiny

For 2005 we will continue to use them as For 2005 we will continue to use them as we have in the pastwe have in the past

““They” are looking at ways to “shore them They” are looking at ways to “shore them up” so they meet Federal Acq. Standardsup” so they meet Federal Acq. Standards

EERA’sEERA’s

Emergency use only!!Emergency use only!! Not be to used for prescribed fireNot be to used for prescribed fire

Nor on stand-by in case the prescribed fire Nor on stand-by in case the prescribed fire escapesescapes

OTC Drugs & VitaminsOTC Drugs & Vitamins

IBPWT requested a standardized list from IBPWT requested a standardized list from H&SWT.H&SWT.

Not enough information at this timeNot enough information at this time

Defer recommendations until research Defer recommendations until research completecomplete

Procurement authorities also being Procurement authorities also being researchedresearched

How to Use an IBAHow to Use an IBA

Type 3 Incident - Home UnitType 3 Incident - Home Unit You’re swamped, order type 2 through You’re swamped, order type 2 through

dispatch system on P Codedispatch system on P CodeAgreementsAgreements

Payment PackagesPayment Packages

Cost ConcernsCost Concerns

ClaimsClaims

GuidelinesGuidelines

Handbook Issues (work/rest, length of assignment, Handbook Issues (work/rest, length of assignment, AD’s)AD’s)

Operating GuidelinesOperating GuidelinesSouthern AreaSouthern Area

Suppression – IBA works for AASuppression – IBA works for AA Has Forest Contact InformationHas Forest Contact Information Costs are validated against WFSACosts are validated against WFSA Final Incident Package to Host ForestFinal Incident Package to Host Forest

FEMA – IBA works for Regional IBAFEMA – IBA works for Regional IBA Costs are validated against MA’sCosts are validated against MA’s Final Incident Package to Region FAMFinal Incident Package to Region FAM

Regional PaymentsRegional Payments

After completing checklist to ensure all After completing checklist to ensure all documentation required is enclosed, documentation required is enclosed, payments are to be sent payments are to be sent directly to the directly to the payment center in Ogden, UTpayment center in Ogden, UT..

Shuttle AuditShuttle Audit

OIG – DHS/FEMA Audited mission assignment OIG – DHS/FEMA Audited mission assignment funds awarded to FSfunds awarded to FSObjective to determine if FS accounted for and Objective to determine if FS accounted for and expended FEMA funds according to fed regs expended FEMA funds according to fed regs and FEMA guidelinesand FEMA guidelinesFour mission assignmentsFour mission assignments $151.9 Million $151.9 Million $105.7 Million – actual billings from FS$105.7 Million – actual billings from FS

Concerned w/FS history of severe weaknesses Concerned w/FS history of severe weaknesses in accounting and financial reportingin accounting and financial reporting Required a review of “source documentation”Required a review of “source documentation”

Shuttle AuditShuttle AuditFindingsFindings

Weak Financial Mgmt SystemWeak Financial Mgmt System Three areasThree areas

Budget Object Code ClassificationBudget Object Code Classification Miscoded itemsMiscoded items

Budget CategorizationBudget Categorization Expenses not properly categorized in billingsExpenses not properly categorized in billings

Filing and Reporting TechniquesFiling and Reporting Techniques Source documents hard to find, if at allSource documents hard to find, if at all

Strong pointStrong point Contract mgmt & payment process very well Contract mgmt & payment process very well

organized and documented.organized and documented.

Shuttle Costs – FindingsShuttle Costs – Findings Unsupported Costs Unsupported Costs

Grants & AgreementsGrants & AgreementsState billing - $412,380State billing - $412,380

Credit Card Purchases - $580,120Credit Card Purchases - $580,120

Contractual Services - $119,514Contractual Services - $119,514

Shuttle AuditShuttle AuditIneligible CostsIneligible Costs

Credit Card PurchasesCredit Card Purchases Medical Expenses - $811,205Medical Expenses - $811,205 Accountable Property - $106,543Accountable Property - $106,543 Cell phones - $47,542Cell phones - $47,542 Award costs - $3,615Award costs - $3,615 Fees to unlock & tow vehicles - $2,502Fees to unlock & tow vehicles - $2,502

Grants & AgreementsGrants & AgreementsBack fill positions $53,307Back fill positions $53,307

OT & Premium Pay OT & Premium Pay Night differentials - $47,638Night differentials - $47,638

Shuttle AuditShuttle AuditDuplicate PaymentsDuplicate Payments

Contractual Services Contractual Services Commissary - $916,818Commissary - $916,818

Shuttle AuditShuttle Audit

Wasteful CostsWasteful CostsLodging cancellation fees - $24,326Lodging cancellation fees - $24,326Equipment rental return fees - $18,290Equipment rental return fees - $18,290

Overcharged Vehicle CostsOvercharged Vehicle CostsIncorrect mileage reading - $27,940Incorrect mileage reading - $27,940

Shuttle AuditShuttle AuditRecommendationsRecommendations

Disallow $3,415,340 of questionable costsDisallow $3,415,340 of questionable costs

Require FS to validate & provide Require FS to validate & provide documentation to support billingsdocumentation to support billings

Develop & implement effective property Develop & implement effective property mgmt proceduresmgmt procedures

Shuttle AuditShuttle AuditSuggestionsSuggestions

Request USDA – OIG audit APMC programRequest USDA – OIG audit APMC programImprove accuracy & effectiveness of financial Improve accuracy & effectiveness of financial reporting byreporting by Including resource order number & camp location on Including resource order number & camp location on

its bills?????its bills????? Require accurate use of BOCRequire accurate use of BOC Implement standard documentation packageImplement standard documentation package

Establish & enforce effective property mgmt Establish & enforce effective property mgmt internal controlsinternal controlsImprove consistency in applying financial Improve consistency in applying financial guidelines (cell phones, commissary, demob guidelines (cell phones, commissary, demob costs) through more effective trainingcosts) through more effective trainingLower costs by eliminating wasteful practicesLower costs by eliminating wasteful practices

AgreementsAgreements

Base 8 Forest ServiceBase 8 Forest Service

All fire prepardness employess (WFPR) All fire prepardness employess (WFPR) will charge to WFSU (P Code) upon will charge to WFSU (P Code) upon dispatch, INCLUDING BASE 8.dispatch, INCLUDING BASE 8.