PART II - SYSTEMS ASSESSMENT

(General Operations)

BUSINESS OPERATIONS: FINANCIAL

 

System Indicators:

Objective: Control uncosted balances.

Measure: Percentage of uncosted balances to total available to cost (TAC).

Expectation: Uncosted balances to be maintained at levels needed to ensure continuity of operations as follows unless properly explained:

Within acceptable range Unacceptable range

Operating <13% of TAC >13% of TAC

Capital Equipment <50% of TAC >50% of TAC

Objective: Effective and efficient cash management for WFO.

Measure: Contractor billings should conform to signed WFO agreements in that total billings should not exceed agreement amounts, funding expiration dates should be observed, and closeouts should be initiated promptly upon completion of work.

Expectation: Zero billing errors on non-ISU invoices.

 

Compliance Items:

Contractor’s cost accounting system is in compliance with CAS and the Disclosure Statement is current, accurate and complete.

 

 

 

FINANCIAL (Continued)

Self Assessment Scope:

Year 1

 

Year 2

Year 3

Report on opportunities for improvement identified in last year’s assessment, if any.

Same as Year 1.

Same as Years 1 and 2.

Address any significant changes in system procedures or practices? Reason for change? Expected improvements?

Same as Year 1.

Same as Years 1 and 2.

Topical areas to be assessed this year include the following:

  • Functional costs. Discuss Lab’s implementation (only if all Labs are required to submit).
  • Conferences
  • SAI Travel Costs
  • Receivables

Topical areas to be assessed this year include the following:

  • Conferences
  • SAI Travel Costs
  • Payables
  • Management of Indirect Costs

Topical areas to be assessed this year include the following:

  • Conferences
  • SAI Travel Costs
  • Cash Management
  • Budget Process

The assessment of the above topical areas should address how effective systems are working at a minimum, the assessment should answer the following questions:

  • Are the existing system internal controls adequate?
  • Are the existing written procedures being followed?
  • How does performance compare with last years, other DOE Labs or industry?
  • Do you feel that the current system is working well or could improvements be made?

What is the basis for determining effectiveness of the system and/or practices?

Same as Year 1.

Same as Years 1 and 2.

Identify opportunities for improvement and/or notable practices.

Same as Year 1.

Same as Years 1 and 2.

 

FINANCIAL (Continued)

Report:

Mid-Year Status Report due by July 15, 2000. This report should discuss critical items, significant changes, and the status of the self assessment effort to date.

Year End Final Report due 45 days after calendar year.

DOE Operational Awareness:

DOE interaction on an as need basis to include the following:

Periodic meetings and communication between the Ames Group and Laboratory management staff.

Review the year-end self assessment report and determine the need for an on-site validation.