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ORD's Extramurals Management Specialist Position Appendices
March 26, 1997
OFFICE OF REARCH AND DEVELOPMENT
MEMORANDUM
SUBJECT:
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Response to OIG Draft Report of Audit No. E1BBF6-23-0001
Review of ORD's Extramural Management Specialist Positions
FROM:
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Robert J. Huggett, Ph.D.
Assistant Administrator
for Research and Development (8101)
TO:
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Elissa R. Karpf
Deputy Assistant Inspector General
for Acquisition and Assistance Audits (2421)
Purpose
This memorandum responds to the Office of Inspector General's Draft Report of Audit No. E1BBF6-23-0001, Review of ORD's Extramural Management Specialist (EMS) Positions, dated February 21, 1997.
Discussion
We reviewed the draft report and concur with the findings and recommendations. We do, however, have an attached set of comments which, we believe, will improve the overall quality of the report.
We greatly appreciate the assistance of the Auditor-in-Charge in working closely with us on position papers and for his presentation at the ORD EMS Training Conference held at Las Vegas, NV, in January 1997. We believe the OIG's attention to the issues identified in the report will help us improve ORD's extramural management.
Should you have any questions, or require additional information, please contact Arnie Bloom on 260-9496.
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cc: Henry L. Longest, II (8101)
Debbie Dietrich (8102)
Peter Durant (8102)
ORD Management Deputies
ORD EMS Network
Jim Morant (8102)
Colleen Lentini (8102)
Arnie Bloom (8102)
Attachment
Introduction
We appreciate the opportunity to review the subject draft report on ORD's Extramural Management Specialist (EMS) Positions. We have several comments and concerns regarding the issues presented in the draft report. Our comments are organized by chapter with page numbers referenced to the draft report. We concur with the stated recommendations and appreciate the OIG's attention to considering our thoughts to clarify and enhance the report's content and message.
Chapter 3
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p. 13 - EMSs Performed PO Duties - EMSs are not to become POs, but EMSs are to assist and advise the POs. At the PO's request, EMSs should provide support to the PO by attending and participating in meetings. It must be clear that the EMS participation is as an advisor to the PO. The CO has the final call on the issues.
p. 15 - Position Descriptions Needed Revision - We concur with Recommendation 3-1 to develop a standardized EMS position description that entails core duties and responsibilities for the EMS. We hope to develop this standardized position description with the input and concurrence of the ORD Management Council.
p. 15 - OAM and GAD Unclear About EMS Role - We concur that EMSs should help OAM staff understand the EMS role. EMSs should emphasize to OAM that OAM's first point of contact should be the PO. The EMS only serves as an advisor to the PO.
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p. 20 - Support Staff Assisted EMSs Who Were Less Knowledgeable in Assistance Area - ORD never intended that EMSs would replace all other support for POs. EMSs are to augment controls, not become the sole source of information. Support staff serve as POs and are not EMSs.
The EMS is the principal source of advice on extramural issues for laboratory management. ORD will ensure that any EMS in need of additional training in the assistance area or any other area will be trained
p. 22 - Support Staff Also Served as POs - "Support staff performing EMS-related duties should not be allowed to be POs for the same reason that EMSs are not." We agree the EMSs cannot be POs. However, POs and support staff who show leadership in mentoring and advising co-workers on how to do a good job should be encouraged, not restricted because they are experienced and competent. As stated earlier, the EMS is the principal source of advice in extramural issues for laboratory management.
Deputy Directors cannot arbitrarily assign current staff to be an EMS. ORD experience requirements, careful training, recruiting from the outside, or an approved deviation to the qualification requirements are necessary before the Senior Resource Official appoints the EMS.
p. 23 - Recommendation 4-1 - We agree with Recommendation 4-1 that we should identify and be aware of others besides EMSs who serve to advise or help POs. As we conduct our analysis of this issue, we also will consider the need to develop, clarify and communicate policies regarding the appropriate role of support staff in extramural matters, including whether support staff can be POs.
Appendix 2
AA Assistant Administrator
CA Cooperative Agreement
CMD Contracts Management Division
EMS Extramural Management Specialist
EPA Environmental Protection Agency
FMFIA Federal Managers' Financial Integrity Act
GAD Grants Administration Division
IAG Interagency Agreement
NCEA National Center for Environmental Assessment
NCERQA National Center for Environmental Research and Quality Assurance
NERL National Exposure Research Laboratory
NHEERL National Health and Environmental Effects Research Laboratory
NRMRL National Risk Management Research Laboratory
OAM Office of Acquisition Management
OARM Office of Administration and Resources Management
OCI Organizational Conflict of Interest
OIG Office of Inspector General
ORD Office of Research and Development
ORMA Office of Resources Management and Administration
PD Position Description
PO Project Officer
POS Program Operations Staff
PRES Policy Review and Evaluation Staff
RPES Resources Planning and Execution Staff
RTP Research Triangle Park
SRO Senior Resource Official
Appendix 3
Acting Inspector General (2410)
Assistant Administrator for Research and Development (8101)
Deputy Assistant Administrator for Management, ORD (8101)
Director, Office of Resources Management and Administration, ORD (8102)
Associate Director, Office of Resources Management and Administration, ORD (8102)
Chief, Policy Review and Evaluation Staff, Office of Resources Management and Administration, ORD (8102)
Director, Office of Acquisition Management (3201)
Special Assistant, Office of Acquisition Management (3801F)
Director, Grants Administration Division (3903F)
Audit Liaison, Grants Administration Division (3903F)
Audit Liaison, Office of Acquisition Management (3201)
Audit Liaison, Office of Administration and Resources Management (3102)
Audit Liaison, Office of Research and Development (8102)
Director, Program & Policy Coordination Office (3102)
Agency Follow-up Official (3101)
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Attention: Acting Chief Financial Officer
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Attention: Director, Resources Management Division
Audit Follow-up Coordinator (8102)
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Attention: Office of Resources Management and Administration
Headquarters Library (3404)
GAO Issue Area Planner
Extramural Management Specialists
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Created May 6, 1997