Bookmarked Functional Areas

Functional Area: Laboratory Productivity

1. System Measures:

1. Research to Support Ratio:

This measure is intended to show the amount of labor directly associated with research work in the Laboratory versus the amount of support labor not directly associated with research. It includes contract labor FTEs and all projects, both operating and capital.

Labor directly associated with research
Support labor not directly associated with research

(Direct labor dollars + LDRD labor dollars + Imputed direct and LDRD service center labor dollars + imputed direct and LDRD program management labor dollars) divided by (all other labor dollars not included in the numerator).

Note: Labor in the denominator include labor charged to organizational burden, overhead and imputed support service center labor.

Providing the details of the calculations and the disclosure information given above would militate against this information being used out of context.

2. Compliance Items:

None.

3. Assessment Scope:

Assess any trends or anomalies which may exist with the above date versus historical data.

4. Report:

Quarterly reporting of System Measures results.

5. DOE Operational Awareness:

DOE interaction on an as needed basis. Will assess year end data and narrative report and determine need for follow-on action.

Definitions:

Functional Area: Diversity

1. System Measures:

The number of collaborations/interactions made with HBCU or other traditionally minority colleges and universities regarding Joint Research Proposals, research activity and/or visits to Ames Laboratory.

Expectation:

2. Compliance Items:

Not applicable.

3. Assessment Scope:

With the interest in expending collaborative research proposals, provide an assessment of the process or systems used by Ames Lab to track number of interactions made with HBCU’s and other traditionally minority colleges and universities.

Assess what is being done to attract and hire minority staff as well as to attract minority students to visit or participate in research activity at Ames Lab.

4. Report:

Year end report as part of Ames Lab year end Self Assessment Report.

5. DOE Operational Awareness:

DOE interaction on an as needed basis. Will assess year-end Self-Assessment Report and determine need for on-site visit.

Functional Area: Infrastructure

1. System Measures:

1. Objective: Manage the Operating Expense (OE) funded Maintenance and Repair Backlog (MB) to maintain real property assets (facilities) in a good or better condition.

Measure: The Facility Condition Index (FCI) for the fiscal year associated with the performance period.

Expectation: The FCI, expressed as a percentage, is defined as the Total Needed OE funded Maintenance and Repair (M&R) Deficiencies (at the end of the fiscal year associated with the performance period) divided by the Current Plant Value (CPV), multiplied by 100.

3. Objective: Maintain a reliable real property database.

Measure: Information in the Facilities Information Management System (FIMS) database.

Expectation: FIMS information is current, accurate and complete.

Number of validated required data elements
   Total number of required data elements

Footnote: Missing data elements are considered inaccurate as are those that are not validated. The frequency of validation may vary by element. A number of the data elements are constant (building location, number, construction date, etc.) and will not require annual validation. Other data elements such as building usage, occupancy, hazard codes, annual rental, etc. will require annual validation.

2. Compliance Items:

None.

3. Assessment Scope:

Provide an assessment of status made in implementing Facilities Shops Network.

What is the status of existing systems? Are they working? Are staff implementing as required? Is there need for new or changes to existing policies and procedures?

Provide an assessment of implementing contract Article 78 Life Cycle Asset Management.

4. Report:

Provide year end final report.

5. DOE Operational Awareness:

DOE interaction on an as needed basis. Will assess year-end Self-Assessment Report and determine need for on-site visit.

Definitions and Notes:

Functional Area: Communications and Trust

1. System Measures:

Assessment of quality and effectiveness of public affairs, media relations, and pubic involvement activities at the Laboratory, including stakeholder awareness and understanding of Ames Laboratory as a neighbor and/or partner.

Expectation 1: Measure media placements resulting from press releases (international, national, regional and local).

Expectation 2: To identify the number of external stakeholder interactions via top management and Public Affairs personnel, and assign a value to each. Top management includes the Director, Deputy Director, Division Director for Science and Technology, and Division Director for Technical and Administrative Services. Interactions are those outside the realm of normal interactions, such as those with fellow scientists and participation in technical meetings. Public Affairs’ interactions are those that occur as a result of tours and outreach activities sponsored by the office.

2. Compliance Items:

Not applicable.

3. Assessment Scope:

Assess the Laboratory’s World Wide Web page effectiveness for identifying collaborative partners and serves the needs of various stakeholders.

4. Report:

Provide year end report on overall effectiveness of Laboratory’s communication activities.

5. DOE Operational Awareness:

DOE interactions on an as needed basis. Will assess year-end Performance Assessment Report and determine need for on-site validation.

Functional Area: Financial

1. System Measures:

Measure: The number of noncompliance’s which are materially significant and are found during reviews such as those conducted by the contractor, CH, and/or the DOE Inspector General for which management acknowledges corrective action must be taken but has: (1) not initiated corrective action within 45 days of receipt or (2) failed to complete implementation action within laboratory management defined time.

Measure: Contractor’s internal management control programs maintain accuracy of business management data, safeguards DOE, Laboratory and other assets, and prevents fraud, waste and abuse.

Expectation: Number of reviews, audit and/or investigative findings contained in the following documents which highlight weaknesses in the Laboratory’s business and management control structure for which laboratory management acknowledges corrective action must be taken but has: (1) not initiated corrective action within 45 days of receipt or (2) failed to complete implementation action within laboratory management defined time.

• Contractor internal audit reports and follow-ups,
• DOE appraisals issued to the Laboratory Director,
• Reports and financial statements issued by Contractor’s external Independent Auditors, and
• DOE/OIG and GAO Audit Reports issued to the Laboratory Director.

 2. Compliance Items:

Cost Accounting Standard Reviews - Number of CAS violations resulting from noncompliance with approved Disclosure Statement.

Related Party Transaction Reviews.

3. Assessment Scope:

Review internal process for handling precious metals inventory.

Review effectiveness of job order process.

Review Letter-of-Credit balances between Ames Laboratory and DOE.

Percentage of uncosted balances to funds received in the financial plan.

4. Report:

Year end report as part of Laboratory’s Self-Assessment Report.

5. DOE Operational Awareness:

DOE interactions on an as needed basis. Will assess year-end Self Assessment Report and determine need for on-site validation.

 

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Functional Area: Property

1. System Measures:

Objective: Effective management practices for the life cycle management of personal property.

Measure: Stores inventory (current use) turnover ratio is established to ensure that minimum inventories are maintained for program support.

Expectation: Stores inventory ratio of 2.0 or more is achieved.

Issued Dollars
Dollar value of inventory

Measure: Contractor has an effective walkthrough program that ensures that underutilized property is made available to others in a timely manner.

Expectation: Percentage of underutilized property is reutilized within the Laboratory or processed into disposal, e.g., REAPS or sale, within 90 days from identification.

2. Compliance Items:

None.

3. Assessment Scope:

Implement Ames Laboratory Balanced Scorecard Self-Assessment Plan dated April 1998.

4. Report:

Provide year-end report on the level of performance achieved against the above measures. Provide Balanced Score Card assessment results in year end report.

5. DOE Operational Awareness:

DOE interaction on an as needed basis. Will assess year-end Self-Assessment Report and determine need for on-site validation.

Functional Area: Procurement

1. System Measures:

Continue to track and trend the contract performance measures reported upon in the 1997 Self Assessment Report.

2. Compliance Items:

None

3. Assessment Scope:

Ames Laboratory will develop and execute a Balanced Score card Plan to assess the overall effectiveness of its procurement operation. Provide results of CY 1999 Make-or-Buy Plan analysis.

4. Report:

Provide year-end report on the level of performance achieved against the above measures. Provide Balanced Score Card assessment results as part of the year-end report.

5. DOE Operational Awareness:

DOE interactions on an as needed basis. Will assess year-end Self Assessment Report and determine need for on-site validation.

 

Functional Area: Environment, Safety and Health

1. System Measures:

Calculate quarterly OSH Cost Index (EH1).

Definition: The OSH Cost Index is calculated from the direct and indirect dollar costs of injuries. The index is computed as follows:

100[1,000,000 D+500,000 T+2,000
CI= LWC +1,000 WDL+400 WDLR+2000 NFC]
HRS

CI = Cost Index

D = The number of deaths

T = The number of permanent transfers or termination’s due to occupational illness or injury

LWC = The number of lost workday cases

WDL - The number of days away from work

WDLR = The number of restricted workdays

NFC = The number of non-fatal cases without days away from work or restricted workdays

HRS = The total hours worked

(Data Source: Laboratory records)

2. Compliance Items:

None

3. Assessment Scope:

Assess the effectiveness of the Integrated Safety Management Systems implementation Readiness Review Process, Lessons Learned program, Work Smart Standards and Line Management (Laboratory Director on down to first line supervisor) involvement in and accountability for ES&H.

What is the status of existing ES&H systems? Are they effective? Are staff implementing as required? Are policies and procedures understood at the worker level?

4. Report:

Provide year end Self-Assessment Report.

5. DOE Operational Awareness:

DOE interactions on an as needed basis. Regular visits by Ames Group Facility Representative. Will assess year-end Self Assessment Report and determine need for on-site validation.