Expired Funds

SAC

March 26, 2014

Cristy Perrin, OALM

• FY 2009 PRISM Expired Lines Update• Proposed Policy-FY 2010 and Beyond

Agenda

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• All lines with the exception of lines expecting an invoice by September must be closed by June 20th

FY 2009 Expired Lines Update

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Office of Acquisitions 2/11/2014 3/19/14OLAO 1559 1,405 NCI 670 598 NIAID 939 79 NLM 515 510 NIDA 446 417 NHLBI 356 350 NICHD 323 317 ORF 261 215 CC 123 122 NIEHS 91 55 NITAAC 54 50 NIDDK 16 15 NIMH 8 8 NIDCD 1 5 NIA 6 3 NEI 2 2 Grand Total 5104 4751

FY 2009 PRISM Expired Lines with Errors

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FY 2009 PRISM Lines Eligibility

Status # Lines

Error – Ineligible

3,029

Eligible - Lines that can be processed by the Program*

1,722

Total 4,751

FY 2009 PRISM Lines by Error Type

Error # Lines

Inactive PRISM Buyer, CO, or Owner

1,338

In Progress Actions 732

Vendor Site Inactive 548

Cost Type Plus Contracts 239

Other** 172

Total 3,029

*Note: Buyers/Contracting Officers will still need to report to DCIS within three days after the NBS PRISM Stale Obligation Program processes eligible lines**Note: these errors most likely to require NBS intervention. Staff should log an NBS helpdesk request so the proper NBS staff can work directly with affected buyers.

REPORTING• Released March 21, 2014, OALM Communication 14-43

– ARRA Funds identified on TAB 4 (highlighted in yellow)– All lines scheduled to be close on April 4 are identified for TAB 5 (highlighted in red)

• All Exceptions are due to the PPMB POC by March 28, 2014– Only lines with Error Message “Passes Validations: Eligible for NBS Final Close Program Closeout

(Amounts Adjusted)” can be closed by the program– Exceptions must include a justified reason to remain open

• Reports will be generated monthly by NBS • NBS and nVision working to modify the ACQ-47

NBS Final Close Program• Scheduled to run April 4, 2014• Tentatively schedule for May

FY 2009 PRISM Expired Lines Update

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Proposed Policy: 2010 and Beyond

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TERMS AND DEFINITIONS: Any PRISM obligation without errors open for two years or more, regardless of open dollar amount, is considered eligible to be closed out by the NBS PRISM Final Close Program that will be run on a quarterly basis.• A report of the lines meeting this criteria will be distributed to each IC

before the Program is run.• Any obligations that should not be closed (Exceptions) must be requested

in writing by the IC’s/organization’s designated expiring lines POC and sent to OALM within two weeks of receiving the report.

• Exceptions are due to PPMB POCs by March 28, 2014

• PPMB Designated POCs for Expired Lines – Nieshia Blocker – NIAID, NIDA, NINDS, NIMH, NIEHS, NEI, NIGMS, NCRR,

NINR, NIMHD– Sean Holloway – NCI, OD, NICHD, NHLBI, OD/ORS, CC, CIT, OLAO– Cristy Perrin – NIDDK, OD/ORF, NIA, NLM, NIDCR, NHGRI, NIAMS, NIAAA,

NIBIB, NIDCD, NCCAM, FIC, CSR, NITAAC

• Please make sure your Exception email contains the following:– Award Information (i.e. Prism Doc No., Order Number, Line#, etc.)– Justification

PPMB POINT OF CONTACTS

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Status• PPMB continues to gather feedback from survey

– All responses are due by April 4, 2014Survey: Proposed FY2010 Beyond Expiring Lines Survey

Outreach• PPMB has proposed policy to the following:

– Acquisition Management Council– Simplified Acquisition Committee– Budget Officers– Intramural Administrative Officers– Extramural Administrative Officers– NBS Advocates

Proposed Policy: 2010 and Beyond (cont.)

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Back-up Slides

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Action Owner (s) Status

Distribute report of FY 2009 Expired Lines to Community

OALM/PPMB Completed February 18, 2014

Distribute updated report of FY 2009 Expired Lines to Community

OALM/PPMB Completed March 21, 2014

Exceptions Due to the PPMB (PPMB@mail.nih.gov)

Acquisition Community March 28, 2014

Run the PRISM automated program on FY 2009 Expired Lines

NBS and OALM/PPMB April 4, 2014

Run the PRISM automated program on FY 2009 Expired Lines

NBS and OALM/PPMB Tentatively May 2014

FY 2009 PRISM Timeline

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Action Owner (s) Status

Gather input from Community on proposed Policy for FY 2010 and Beyond

OALM/PPMB and Acquisition Community

Comments due April 4, 2014

Alert Community of new Policy for FY 2010 and Beyond

OALM/PPMB April 2014 - ongoing

FY 2010 PRISM Timeline

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