NASE CONFERENCE CALLS WITH THE NATIONAL OFFICE
Tuesday, April 26, 2011
DAM – Phil Short and Zeke Dennison
Call started at 11:24 a.m. because they did not receive the call-in number information. Zeke Dennison was in Phil’s
office. Zeke has been there since July 2010 and he handles leases, FOIA, Emergency Preparedness Division,
security clearances, vehicles, printing and Linc passes.
There were no resolutions to go over with DAM.
Questions & Answers:
Q: Are there any plans for a revision to the 25-AS Handbook? The last amendment was in 2006 and there have
been many FLP changes in forma numbers since the last amendment.
A: An amendment to the 25-AS should be out by 06-17-11 and FLP changes will be included.
Q: Do you see the employee numbers for FSA going forward in 2012?
A: Appropriation committee recommended a cut in federal employee numbers – 504 federal employee
reductions in 2012. Ricky Valentine may have more information for us.
Q: Will there be an early out option available for FSA employees in 2011 or 2012?
A: No for 2011. Secretary of Agriculture is going to OPM to look at how we can reduce federal
employees and early out may be an option along with attrition. 210-220 employees a year on the
average leave FSA.
Q: When the Agency advertises for vacancies, all correspondence comes from KC to applicants. Letters or e-
mails re not sent timely. Part of the notifications comes as letters and past as e-mails. When a county office
makes a decision on the position, they are not required to send out any notifications to the applicants. This does
not reflect well on our agency to receive a letter or e-mail that is computer generated from KC. These computer
generated messages are sent well after the decision has been made (2-3 weeks). Having the personal contact
with whom the applicant interviewed with would help reflect a more positive image for future applicants. I know
some offices take the responsibility to notify applicants, whether they were interview or not.
A: Mr. Short thinks some hiring offices are more punctual than others about providing information
regarding the job status. USA staffing automatically send letters about status 10 days after selection. A
letter is sent to all non-selects. There is a different process with jobs that require KSA’s and have
bargaining agreements.
Q: Most of the Vacancy Announcements on the jobs website have the statement: “Relocation is not authorized” or
a similar statement. Is reimbursement for moving expenses available for any job vacancies? This can limit the
number applicants many positions and possibly the most qualified applicants aren’t hired because they would need
relocation expenses paid if they accept the position.
A: Each Deputy will look at needs and budget and if no money is available then they would rather keep
people working than use money for relocation expenses.
Q: 2010 awards – What is the status of Performance Based Awards for FY 2010?
A: Don’t know yet. They will have to wait until the allotments are out.
Q: Will USAJobs be taken offline July 1sat? Do you know if there is a replacement website after July 1st?
A: This system will stay. There will be a change in doing CO positions. We should discuss with DAFO.
Q: Computer authorizations for new employees. Employees can be on for up to four weeks without getting
authorizations to use the computer. Training would be helpful so everyone knew what they were supposed to do
and in what order things should be done for new employees and how to process the 13A’s.
A: HRD is developing training for “On-boarding” for managers. IRM-443 is the reference for
requesting authorizations. Process is getting better. Finger printing now only has to go through
Justice Department instead of the FBI and this has saved time and money. New employees should be
able to do paper based training for “Rules of Behavior” that is required before getting computer
access.
Notices about FIOA and PII handling that were previously sent out and then rescinded will be consolidated into one
notice to direct offices on how to mail, email and save PII. This notice should be coming out in a month or two.
They have included input from the field on this.
There was a question asked about using the on-line Suggestion Box. Mr. Short recommended that we ask Sue
Bussells about this.
DAFLP – Chris Beyerhelm, Jim Radintz and Bill Cobb
LSPMD – Mike Hinton, Craig Nehls
LMD – Bob Bonnet, Kathleen Miller, Randi Sheffer, Mike Moore
Chris gave us a general update:
They have received funding for 2011 FY and most all loans, direct and guaranteed will be funded with the
exception of some non-beginning, non-SDA FO loans. Conservation loan funding has been discontinued. A notice
will be coming about not taking CL applications. There is a notice about cost saving measures that can be used by
states. Looking at a streamlining application process for existing customers. Also developing a plain language
guide to help with the application process. Each state will be receiving a list from PLAS of potential Love/Garcia
claimants. They are working on getting access to SAVE automated system to check if applicant has proper
documentation to apply for a FSA loan. We need to get down to our needs list. Looking for success stories for
beginning farmers and SDA customers.
Sheree Krogstad went over resolutions that were submitted last year:
GLS timing out. Nancy New said that it was added to loss claims so that it would not time out, but it can’t be used
for all applications because of costs and GLS runs on multiple applications.
Co-borrowers ID in GLS is being worked on.
There is a term limit report in the Data Mart Reports that has the year started farming.
For DLS, Select Customer, asked about a default to the home county; unable to change this for DLS. Currently if
you have multiple counties it will default to the county with the lowest county number.
Borrower training is loan specific in DLM. Changes coming on inputting this in DLS.
Offset and debt settlement procedure (1951-C & 1956-B) is moving to the Handbooks. The proposed rule is being
drafted.
FSA-2425 to cancel loan funds has that the original form should be filed in the borrower case file and this conflicts
with 3-FI. Send to Bill Cobb.
Form FSA-2002, C. Non-Operating 1. Owner Withdrawal has been changed to match FSA-2038, C. 34.
Changes to fillable forms in GLS and not being able to add names – Bob Bonnet will check.
Questions:
Q: 3-FLP, Rev. 2, Amend 1, Par 94F; is this paragraph complete?
A: Yes, this is bold print from the CFR and it continues on to Par 94 G.
Q: What nondiscrimination statement should be used on adverse action letters?
A: Use 1-FLP, Par. 41 C. Graphics changes (font size) will be updated on forms that have the NSD
statement when other changes are made to the form.
Q: FSA-2313 has been changed to include a block for the applicant to sign showing the form has been hand
delivered. Is 3-FLP going to be changed since it still says that we obtain a signed statement from the applicant
stating that the form was hand delivered?
A: There is an amendment to 3-FLP coming out soon that will change this along with an update
concerning fidelity bonds.
Q: With the defunding of the Conservation Loan Program, do you see this happening o any other FLP programs?
A: There is no funding for direct CL for 2012 and Interest Assistance may not be funded for 2012.
Q: On the DLS checklist, Part F- Post Closing. Is there going to be something added here in the future such as
borrowers that are graduating?
A: No, the checklist is for loan making only and no servicing or post closing tasks will be added.
Q: What “race” should be marked when an applicant is from the Dominican Republic/Guatemala area? The
applicant has checked the “ethnicity” box, but left race blank.
A: If the applicant didn’t complete the race then it must be employee observed. If the race is employee
observed then the ethnicity will have to be changed to employee observed also since SCIMS will not
allow one code provided and the other observed. This language may change department wide.
Q: Is there any way we could go back to sending the borrower list to our potential purchasers instead of so many
individual letters? Or at least stop sending them certified mail. It is a very big cost.
A: 4-FLP, Exhibit 29 has a page 2 where multiply names can be included with the letter to the potential
purchaser.
Q: Financial training for FLOTs has been on hold. Will this training resume after a budget is obtained or will states
be responsible for all the FLOT training?
A: Budget numbers will determine but they hope to have money for this training.
Q: Can you provide any insight for all FLP funding for the remainder of FY 2011?
A: Hope that OL funds will be available for the rest of the year, but it may not happen. There will be no
transfer of funds between loan types. If a state de-obligates any loans the funds go back to the
National Office; this is not usually a significant amount.
Q: Key PT temporary positions have in the description; “Collaboration of FLP activities”. There are already CO PT’
s at grade 8. FLP PTs can only reach grade 7 and many have more responsibility than CO PTs. This weakens the
FLM;s position in the management of the office and weakens the position of the FLP PT’s.
A: Chris wanted us to bring this up with DAFO and Mike Wooden. There has been discussion on
training COTs and FLOTs together. FP and FLP have to work together especially if we have fewer
funds for salaries.
Q: How many total FLP Analyst positions have been filled across the country?
A: Chris thought there were 19 or 20 positions.
Q: Will the FSA 2040 form be revised.
A: Still want to do this to track where FSA payments will come from. May be a budget issue to change
FBP to accommodate this change.
Q: Can a query be made from SCIMS to get a list of FLP customers from the Customer Notes?
A: A SCIMS query may not be reliable since all states may not have updated this.
Q: For a FLP application the authorized agency official shall ensure that they type of operation reflected on the
FSA-2001 is consistent with any representations previously made by the applicant for FP benefits. Copies of this
information can be quite large in the file.
A: The authorized agency official should have access to this information for review but it is not
necessary to have copies in the case file.
There are some minor changes being made to the PIF screens in DLS to get an accurate daily accrual for future
dates on pay offs.
Type contracting money is available; only half of the money funded has been used this FY.
In DLM for loan closing transactions the discrepancy codes of 38, 54 do not describe that the corrective action
should be to sequence the transactions. Kathleen will look at getting this changed.
Chris said that they are looking at cost saving measures including certified mailing, mailing Finance Office reports
and printing handbooks. FSA has 14,000 but there are 19,000 printers on the inventory listing???
Carol Truman asked if on future Inventory of Debt Instruments report that the Conservation Loans be included.
We mentioned that Phil Short told us that 504 Federal employees may have to be cut for FY 2012. Chris
confirmed that they were looking at ways to save $27M. May not back fill some positions. Possibility of early-outs
and CO may be offered similar options.
FOIA/PII notices have not been reissued. Will FLP have any input? Chris said, yes and this may change since
some of the lawsuits have been settled. Have had to keep all the files when they were in the discovery phase of
the lawsuits. The notice will be reissued.
National Office is waiting on budget numbers before they know who can go to the National Conventions.
Susan discussed the Joint National Convention. We are trying for 2014 as a FSA unit to do this. Chris thinks this
makes good sense – can’t afford to go to many different conventions.
Tuesday, May 3, 2011
CFO/Office of Budget and Finance
Ricky Valentine, Heidi Ware, Bob McGrath, Debbie Simmons, Vicki Larson and Mitzi
Budget staff went over questions that were previously submitted:
Q: Will there be an early out option available for FSA employees in 2011 or 2012?
A: No for 2011 and for 2012 they are working on options but until they get a President’s budget they will
not be able to execute any buy-outs.
Q: Is there any information to share regarding staffing for FSA – buy-outs, hiring freeze and furloughs?
A: They have lifted the hiring freeze that we have had since February. No furloughs are planned for
2011. Don’t know what 2012 will be.
Q: Can you provide any guidance for FLP funding for 2012 FY?
A: No will need to talk to Chris Beyerhelm about this.
Q: When will NRRS have correction capability?
A: FMD corrections are difficult to do. They are working on this and by mid August they may have
updates. Can change program codes under cash collections.
Q: How is WebTA working?
A: They are pulling data nationally. ARS tips and hints have been sent out and more are to go out to
clarify workload items. An update is being sent to FNC to add more activities for MIDAS project and
leasing work. Adding more general programs to dropdown menus. It takes time to make changes
since it has to go through four or five groups before it is added to the ARS.
Q: Can the WebTA be corrected for credit time hours showing in the leave area.
A: An email has been sent to Help Desk to correct this. They are working with HR for future
enhancements. Freezing the top items and drop down boxes will list items in alpha order.
Q: Do you think the data entry in ARS in accurate?
A: They are concerned that NP-Admin is a dumping place. The Activity reporting categories are:
1. Leave
2. Signup
3. Servicing & Maintenance
4. NP Admin
There will be reports for state offices later this month. Hours, program, and activity will be included in the reports.
Need units to help with Congress and budget and this is not available yet. ARS is not at full potential yet. They
need a full year’s data for the reports to be of use. Bob McGrath encouraged employees to use the activity
dictionary. There may be some training in the future.
Wednesday, April 27, 2011
Deputy Administor Farm Programs (DAFP) – Brandon Willis (not available) & Craig Trimm
Questions & Answers:
Q: The CRP-1 form that prints out of the computer through COLS software has a revision date of 7/28/10. The
only manual CRP-1 form that I can find on any forms web site has a revision date of 3/27/04. The mismatch form
dates could end up being a finding by a COR. Can the manual CRP-1 form be updated to coincide with COLS
software form?
A: Do not use the CRP-1 with a forms date of 3/26/04. The manual form will be updated in the 2-CRP
Handbook and on the forms website.
Q: What “race” should be marked when an applicant is from the Dominican Republic/Guatemala area? The
applicant has checked the “ethnicity” box, but leaves “race” blank. This information is required in SCIMS.
A: If the producer leaves the field blank, then the county office would select “Hispanic or Latino” for
someone from South America and employee identified in the next field. Handbook 1-CM, subparagraph
177B.
This is ethnicity and not race. Craig states this answer is not correct and a SCIMS screen print was sent to him on
this issue.
Q: Do you envision the FSFL program being cut?
A: The Farm Storage Facility Loan (FSFL) is considered a mandatory program and does not have an
annual appropriation requirement. FSA submits a funding request to OMB each ear and the funding
request is based upon the prior year’s funding outlays. For example, the level of funding for 2011 was
at $300 million and for FY 2012 the level of funding request is at $300 million. Funding levels for direct
operating and ownership loans are determined by the annual appropriations processes.
Q: In trying to issue a CRP cost-share payment received an error message at the bottom of the screen that
indicates the payment cannot be issued because of an eligibility issue. The error message reads “producer’s
eligibility equals “N” and earning cannot be entered.” The AGI flag for the producer was update in August 2010
and is correct. What can be done to update the software from preventing this problem from reoccurring?
A: This is a known problem that we have been unable to resolve. The eligibility flags are updated in
the web-based environment and must transmit to the System 36 to be read by the cost-share
application. This will continue to be an issue until the CRP cost-share application is moved into the
web based environment. We anticipate completing that transition in 2012.
Q: When preparing a new CRP contract, whether it’s through a continuous or a general signup, you have to run
the TERRA tool to get a scenario and soils information to enter into the Conservation Online System or COLS
system to put the contract information together. We also have to round the top three soils to tenths, which can
result in the rental rate being a few cents different than the TERRA scenario rate. Can this problem be fixed?
A: This is an FSA organizational issue between programs or policies/procedures and not a TERRA
issue. The symptoms are manifesting in TERRA because of the inconsistency across how systems
manage acreage. The National Office is fully aware of this issue and addressing the inconsistencies
through process developments for the future, such as MIDAS. This is due to specialty crops.
Q: MIDAS – when are we going to completely migrate from the 36 to the web?
A: Our goal continues to be that all System 36 programs will be migrated. MIDAS and the enterprise
data warehouse project are both crucial components of moving application s off the System 36. We
continue to be challenged in the migration schedule due to budgetary constraints of resources. The
entire agency is working to ensure we have the right solution and not just any solution. NAP and MAL
to move to the web right at or just after the next farm bill is the goal.
Any advice for NASE?
National Office needs to know if there are problems. Make sure what we send out the door is a proper
payment and that it was signed and approved. Slow down and make sure it is correct. Impact is on all
offices across the nation if there are improper payments. Must work as a team. Many times if problems
it may be across the district. Farm Business File will have training this spring. SURE is preloading into
the workbooks for 2010 and 2011. SURE, LAP, ELAP, all disaster programs expire 09/20/2011. Do not
know if Congress will grant extensions. For 2011 crops are still growing on 09/20/2011. SURE 2009
ends in July. SURE 2010 will start in late fall. Over $200 M on SURE under FSA website under Disaster
Assistance where the totals are updated.
Told Craig that 2011 advance DCP payment issued a $1 check on an Assignment of Payment. He was surprised
to hear this.
Craig would like WDC get out to County offices and see how things work.
Wednesday, April 27, 2011
Acting Administrator, Val Dolcini
Associate Administrator, Carolyn Cooksie
Mr. Dolcini called in from California. Carolyn Cooksie joined the call later.
Q: Financial training for FLOT’s has been on hold. Will this training resume after a budget is obtained or will
states be responsible for all the FLOT training?
A: Budget numbers received this week and some states will be in deficits. Can’t answer this question
today.
Q: Do you see the employee numbers for FSA going forward in 2012?
A: Nobody’s numbers are going up. They will probably go down.
Q: Is there any information to share regarding staffing for FSA?
A: Looking at cutting 504 Federal positions in FSA.
Q: Most of the vacancy announcements on the jobs website have the statement: “Relocation is not authorized” or
a similar statement. Is reimbursement for moving expense available for any job vacancies?
A: Each state needs to decide if they have money to do this for this FY.
Q: Key PT positions have been established by the National. The job description includes “collaboration of FLP
activities”. What is the role of the FLM and CED with management of these positions doing FLP work?
A: We are going to have to look at every job and every grade and the skills set that we need. We need
to look between FP and FLP lines and there may be more blended jobs. You just can’t do one program
any longer. The Loan Analyst may be pushed into this more and more. There may be offices without a
CED. There are still some offices with no employees. Val looking at the situation to make it easier for
farmers and employees. One or two person offices is not efficient. Nothing can be off the table for
2012.
Q: Will the 1-COR handbook be updated?
A: Carolyn will follow up with Phil Sharp to make sure it gets done.
Q: Will the USA Jobs will be taken offline July 1st?
A: GS vacancy announcements will stay on this site but they are looking at changes for CO
announcements.
Q: There were questions and comments about new employee access for computer programs and the length of
time it takes to get permissions. They will mention this to the SEDs.
Susan gave them an update on how we are working to a combined National Convention with NACS, NASE and
NASCOE in 2013 or 2014.
Val asked each attendee on the call where they are from and gave us all encouragement in doing are jobs.
Carolyn will talk to Ricky Valentine and Heidi Ware about direct deposit for dues. NASE needs to get a union code
and are told that non-management associations cannot do the direct deposit.
Wednesday, April 27, 2011
DAFO – Mike Wooden
Also present: Barb Boyd, Rick Pinkston, Trina Brake, John Chott and Linda Treese.
Sheree Krogstad went over some resolutions that were not previously addressed.
Barb gave an update on changes for hiring. There is a requirement to send electronic notifications to all people
that apply for a vacancy announcement. This may take three weeks. CO positions are manually handled by the
county office. Looking at a 80 day hiring model.
Key PT positions is a pilot program. Half of the states did not use this job. Hiring for Loan Analyst is a state
decision and we need to work with the Farm Loan Chief and SED.
The budget was the big issue this week. They were working with the SEDs on their allotments. There will be a
notice on cost savings that county office can implement.
Wednesday, April 27, 2011
ITSD, Nancy New, Kathleen Miller, Shari Hashimoto, Sue Bussell, Todd Burke and Jim Gwinn.
Q: The computer equipment and be very slow to come up in the morning and is there a plan for any upgrades?
A: They are trying replace equipment on a best effort basis. Memory updates are less expensive.
Testing is being done on software for on demand upgrades and has been pushed out to all computers.
OCE dollars got pulled for 2010 and 2011. Desktop replacements are less expensive than laptops.
When a desktop could be used for a replacement it should be requested.
Q: Recommend that the customer Management menu options be available in the left menu bar after the customer
is selected.
A: This is in testing for a common left navigation menu. It will be user friendly and additional training
will be done.
Q: Could the month and day the installment is due and the final installment year be included on the Custoemr
Profile?
A: The Customer Statement has the installment date and amount of installment.
Q: Is it possible to develop a guide of nationally required agency reminders that will be entered in the Office
Management reminders?
A: They are leaving this up to the states to develop.
Q: Is it possible to insert a check box on the left hand side of the Customer Worksheets in FBP to print several
reports at a time?
A: This has come up a number of times and they won’t implement this because it is a resource hog. It
is not efficient to have this option available.
Q: It would be beneficial if states could pull a report or some type that summarizes the number and amount of
requests by category for funding?
A: Only WDC has a real time listing for funds that are available. States should not be telling applicants
where they are on the funding waiting list.
Q: Could a per package button be put at the top of the checklist for all items rather than going through each
section?
A: Do not want to do this. All sections need to be looked at. If there are problems with using the DLM
checklist then submit a remedy ticket.
Q: The Special Servicing is not very user friendly. When a mistake is made it is difficult to correct.
A: There are enhancement coming to correct certain date fields. Users need to be very careful when
entering data. There are confirmation screens to make information entered is correct before
submitting. This is a borrower record and we need to maintain integrity.
Q: How is the MIDAS transition progressing?
A: They are working on the capability to move the programs. This project will be completed in phases.
Not all phases are funded yet.
Q: When will NRRS have correction capability? There is a problem with correcting dairy assignment checks with
multiple borrowers.
A: They will follow up with an answer.
Q: Do offices still need to obtain AI and PF screens from ADPS for payoff amounts?
A: Yes, until enhancements can be made to DLS there are still problems with deferral and DSA payoffs
not being correct.
Q: Can a report be available to list all FLP Borrowers in SCIMS that have the “FLP Customer” entered in notes?
A: There is a query available. Deceased borrowers need to remain in SCIMS. They are considering a
program participation code to be added in SCIMS for all programs.
Q: Can more choices be added to the EPM 11 reports?
A: Kathleen suggested looking at the Direct Applications Reports in EPM 11 and give feedback on how
it is working and any suggestions.
Q: There have been problems with accessing the Electronic Suggestion Box because of password problems.
A: Jeff Kirby is the contact. Send an email to him if you are having problems getting into the
suggestion box. FSA has Facebook and already is paying for USDA Connect.
Wednesday, April 27, 2011
ORAS - Phil Sharp
Q: Are there plans in the near future for a National COR training?
A: Budget does not allow for it at this time. Keep asking though.
Q: 1-COR Handbook dated 202, Rev. 3 with the latest amendment dated 12/27/2006 still lists the old form number
for FLP. Are there plan to update the 1-COR handbook?
A: Yes it is in the works.
Q: eCORP website the bottom of each page show ___ records per page. Can the software be enhanced to either
show all records or stay with the number you enter until you update it?
A: He will talk to the developer on this. There are limits to the records displayed per page. If you find
an error you need to report it. If you have a problem with the data base let them know.
A lit of CORs and email address will be sent by Phil to Susan Long.