Tag Archive: services


The General Services Administration has issued guidance to federal agencies on how to consolidate their mail management practices to help reduce both economic and environmental waste.

A bulletin GSA issued earlier this month directs federal agencies to examine their internal policies and to look for ways to consolidate mail, such as presorting, reducing hard copy agency-to-agency mailings and ensuring teleworkers properly receive their mail.

GSA makes several specific suggestions for mail consolidation in the memo, including using U.S. Postal Service flat-rate boxes, eliminating inefficient postage metering, scheduling mailings in advance and coordinating with other agencies to qualify for discounts, and training employees in USPS address management tools to reduce the number and expense of returned mail.

It also suggests using email rather than hard copies where possible, and scanning first-class and standard incoming hard copy mail and delivering it electronically.

In addition, federal agencies can earn a work-sharing discount if they reduce the effort USPS must put into mail processing. The Postal Regulatory Commission also has expressed interest in the issue: At a May 2 public meeting, the USPS watchdog discussed a related 2011 paper written by PRC staff. That research suggests USPS could save up to $100 million if the federal government further presorted its mail, and up to $250 million from centralizing state agency mail operations.

Although mail volume overall is slowly declining — junk revenue climbed in 2010 but USPS delivers less first-class mail today than it did five years ago — mail communication in the federal government differs, in part because nongovernment mailers can use alternative electronic communications, according to PRC.

“Nongovernment mailers can offer incentives and penalties to convert customers from the mail channel to electronic channels,” PRC stated. “In contrast, a government entity must serve everyone, and thus does not possess the same type of operational flexibility. Most government use of mail is mandated by laws that both obligate and specify the use of the mail channel. For example, the U.S. government mandates that federal agencies notify affected citizens following electronic data breaches.”

The guidance, addressed to heads of federal agencies, is slated to take effect this month. It is unclear whether target dates or metrics for implementation have been established.

At the same time the House passed a bill requiring civilian federal employees to contribute more to their pensions, lawmakers on the Armed Services Committee rejected the Obama administration’s proposals to increase the amount military retirees pay for their health care insurance.

The committee advanced the fiscal 2013 National Defense Authorization Act Thursday, approving a 1.7 percent pay raise for military service members next year as well as limiting increases to enrollee pharmacy co-pays under the TRICARE program. A fact sheet from Armed Services called the TRICARE-related hikes in the markup “modest” vis-à-vis the administration’s recommendations for the program outlined in its fiscal 2013 budget proposal.

The panel’s bill would increase co-pays for brand and nonformulary drugs in 2013, ranging from an additional $4 to $19 either monthly or every three months, depending on the enrollee’s prescription refill schedule. It also would cap pharmacy co-pays beginning in 2014 so that such fees are in line with the annual retiree cost-of-living adjustment. The costs associated with the fee increases would be offset by a five-year pilot program requiring TRICARE for Life recipients to obtain maintenance drug refills through the mail.

But the panel rejected the administration’s recommendations to raise premiums for military retirees based on their retirement pay, among other fee hikes. “These proposals went too far and were not included in the bill,” committee Republicans said in a statement. TRICARE serves 9.3 million beneficiaries, including 5.5 million military retirees.

Under Obama’s plan, premiums for TRICARE retirees under the family plan would increase between $31 and $128 per month, with those in the upper-income bracket seeing the biggest hike. The White House in its budget recommendations also proposed new co-pays, initiation of standard and extra annual enrollment fees, and adjustments to deductibles and catastrophic coverage caps, all in an effort to keep pace with medical inflation. The president proposed increases for drug co-payments in the brand and nonformulary categories that range from an additional $14 to $26 per month or every three months, depending on the refill schedule.

TRICARE beneficiaries would retain the $5 monthly co-pay for generic drugs under both the House and administration proposals.

The administration said its recommended changes to TRICARE would save the Defense Department an estimated $12.9 billion in discretionary funding and generate $4.7 billion in mandatory savings on Medicare-eligible retiree health care over the next five years. It is projected to save the department $12.1 billion over the next 10 years.

Increasing health care costs for service members and retirees has long been a politically sensitive subject, with lawmakers and military advocates wary of appearing ungrateful for the sacrifices of service members. Participant fees under TRICARE were set in 1995 and have remained at $460 per year for the basic family plan. “This has become one of those third-rail issues in American politics,” said Todd Harrison, a senior fellow at the Center for Strategic and Budgetary Assessments, who follows Defense issues.

Defense implemented TRICARE Prime fee increases for new retiree enrollees beginning in fiscal 2012. New beneficiaries in TRICARE Prime now pay an additional $2.50 per month for individual members and $5 per month for family enrollment — bringing the total annual fee to $260 and $520, respectively. Costs for retirees already in the program, as well as survivors of active-duty service members and medically retired participants, remain at $230 per year for individuals and $460 per year for families.

Like most federal agencies, Defense is under pressure to cut costs and streamline its operations. The $554 billion authorization bill Armed Services approved is $3.7 billion more than Obama’s 2013 request, which has put lawmakers and administration officials at odds over where and how to make budget cuts. “They [committee lawmakers] are making the cost of military personnel higher than it would have been under the president’s request,” said Harrison. That means the department and Congress will have to come up with savings elsewhere, possibly in areas such as troop readiness, research and development, or procurement, he added.

The Senate’s version of the authorization legislation, including the provisions related to TRICARE, likely will be different from the House version, Harrison said. As it relates to TRICARE, the Senate’s bill will look more like the administration’s plan, according to Harrison. “They’ll be more inclined to let some of these savings stand,” he said.

It was a given that travel for General Services Administration employees was going to become much more closely scrutinized following news of extravagant spending on the agency’s 2010 Western Regions Conference. Now a document reveals just what kind of travel will be allowed.

According to an April memo from GSA acting commissioner Dan Tangherlini and reports Thursday by Federal News Radio, the agency has suspended all travel for agency employees through the end of fiscal 2012 for “internal GSA meetings, trainings, conferences, seminars, leadership or management events, etc.” The suspension does, however, come with exceptions.

Travel to approved conferences for external audiences still is allowed, as well as travel for the purpose of performing the routine mission functions of GSA. Management will determine which employees are essential to the performance of the relevant function.

In addition, travel will be permitted for routine management meetings, provided that other options such as teleconferencing have been exhausted, according to Federal News Radio. Training-related travel for essential job skills will be allowed, as will travel to conferences for the purpose of expanding services or reaching out to clients, though these requests must be approved by several levels of management before any procurement activity can take place.

These new conference policies will be tested as early as next week, when employees attend the annual GSA Expo in San Antonio. Federal News Radio reports as many as 50 Federal Acquisition Service employees have been cut from the conference’s travel budget since the scandal. More than 35 other GSA conferences have been cut. Agency participation in vendor events such as dinners also may be cut by half.

As the November elections draw nearer, the budget debate will not be about whether to cut government spending, but how, Rep. Chris Van Hollen, D-Md., told an audience of federal workers on Monday. While Democrats tend to focus on how to make the government more efficient, most Republicans seek ways to dismantle it, he said, imploring employees to “help tell the story” and “carry forward the great cause of providing service to the American people.”

Speaking to the Excellence in Government conference put on by Government Executive Media Group under the theme: “Innovation: More Mission for the Money,” the ranking member of the House Budget Committee said, “Every day I meet hard-working federal employees who give you a sense of pride, so it burns me up when Republican colleagues try to gain political points by talking down federal employees. It’s so easy for those who want to cut spending to talk about faceless bureaucrats.”

Van Hollen, whose suburban Maryland district is home to numerous major agencies, said when “a small handful of employees betray the federal trust,” as happened recently with “a small part” of the General Services Administration, “it makes it that much harder for those who believe in government [to counter those] who cynically use the events not to improve government but to dismantle it.”

That’s a reason employees must maintain the highest ethical standards, he added.

Noting the House Budget Committee is preparing to alter the 2011 Budget Control Act and pave the way for further cuts in domestic spending, Van Hollen said that law already mandates $900 billion in discretionary spending cuts over 10 years, which will take agency budgets “down to the lowest percentage of the economy since the Eisenhower years.” He called that sufficient.

He touted the Democrats’ alternative, “a balanced approach” that combines new revenues with spending cuts, but held his party open to tax reform and some cuts “on the mandatory side,” such as direct farm subsidies. The Republicans, he said, have signed a pledge saying “not one penny” in new revenues for deficit reduction as part of a long-term plan to “strangle government in the bathtub.”

Their math is simple, said Van Hollen, whose parents both worked at the State Department. “If there’s no new revenue, we can whack programs,” he said, mentioning the Medicare “guarantee” and food and nutrition programs as examples. The current proposal for a hike in federal workers’ pension contributions, he added, is a 5 percent cut in federal pay. “Everyone knows the impact will make it more difficult to hire and retain federal employees,” he said, and managers will “face a vicious circle” in which fewer services are delivered, which in turn will prompt calls for more cuts.

He implored agencies to “be creative and innovative in doing more with less,” but said: “There comes a point when it simply means fewer services, less research at the National Institutes for Health and fewer FBI law enforcement personnel. We can’t tell the American people we can continue to provide services while decimating the budget.”

Danny Werfel, the U.S. controller, likened the current budget stalemate to the crisis the government faced in February 2009 when hustling to implement the Recovery Act. The new Obama administration was “presented with an enormously daunting challenge of implementation — a Mount Everest — with lots of money to distribute and extreme pressure to distribute it quickly and efficiently to help state and local economies,” but few checks against waste and fraud, Werfel said.

The response, with “a clarity” of priorities from the president and Cabinet, was an unprecedented partnership among senior officials and other stakeholders who “wore their agency hats and their governmentwide hats” to brainstorm sessions. With no time to put out proposals and receive public comment, they used conference calls and tapped technology to build the Recovery.gov website, “the most multidimensional public website ever created,” Werfel said.

What he called a “seminal moment” occurred when a citizen in South Florida called the new Recovery Board’s hot line and reported that one of the recipients of stimulus money, according to the website, was a private home on the waterfront in her neighborhood. That led Washington-based analysts, without “leaving their chairs” and spending money on flights and hotels, to compile data and discover that numerous corporations receiving federal money were using that same address. A proper investigation then ensued.

This story of “using the stress of the situation to collaborate” contains “some of the ingredients of how we need to innovate,” Werfel said. “Government is learning to manage risks and deploy resources better” as “the federal family” modernizes for the 21st century.

He reviewed some advances through the Campaign to Cut Government Waste, such as reducing improper payments and saving money on travel through greater use of videoconferencing. Agency leaders are better defining program goals, which helps to organize resources, and they are committing to greater transparency, Werfel said. “It’s an exciting time to be a federal employee. I don’t want to come to work every day and have a lazy day — I want to be challenged,” he added.

“I’ve seen government meet the challenge, and I believe we will meet it again,” Werfel said.

Dave Wennergren, assistant deputy chief management officer at the Defense Department, offered 10 observations on how the Pentagon — particularly in information technology — is creating a sense of urgency for change to reflect the digital revolution and the up-and-coming workforce. At a time of “financial challenges, it gets tough and people tend to hunker down so that the first things that fall off the bus are the new things,” he said. “Some of the Pentagon business systems are old, but they have constituencies and they love their babies,” he said. “We have to let some people know their babies are ugly.”

Wennergren stressed the need for data-based decision-making, noting Wal-Mart knows, when hurricane season approaches, exactly which products to stock up on. Data scientists, he said, were just named by The Economist magazine as “the sexiest job.”

But technology is only part of the picture for agency managers challenged with becoming a “lightning rod for change,” he said. The most important element is people, who sometimes are slowed by mistrust, Wennergren added, but most of whom are “change-neutral.”

The workforce of the future will be “radically different,” he said. “They grew up digital, are not willing to work for the same company for 40 years, and have a need to contribute and innovate.”

For seven months in 2011, the General Services Administration offered to give a tax break to contractors that made federal buildings more energy efficient. The agency, however, wanted a little something in return, the Associated Press reported Thursday.

From May 18 to Dec. 23, GSA told contractors they would receive a tax deduction for environmentally friendly building enhancements, but only if they qualified and wrote the agency a check for 19 percent of the value, according to AP. The offer raised concern on Capitol Hill over whether it is legal for GSA to try to raise money without congressional approval.

Rep. Charles Boustany, R-La., House Ways and Means Committee oversight panel chairman, announced his intent to investigate the allegations on Thursday. He sent letters to 17 agencies and Cabinet-level departments, including GSA, asking if they had similar policies, according to AP.

The policy’s giveback requirement was dropped after “basically, no one had taken part in it,” GSA spokesman Adam Elkington told AP. In the initial letter to contractors, GSA’s building operations division director, Patrick Fee, said the agency would use the revenue “to invest in additional energy-efficient projects.”

AP reported the proposal fell under the definition of a 179D deduction, established in 2005 to encourage energy-efficient buildings. Under the terms of the tax code, if the federal, state or local government owns a building that qualifies as energy efficient, they are allowed to pass the deduction to the entity they consider most responsible for the design.

Elkington told AP that agency officials believe the policy was legal. He cited a separate law that allows money “from rebates or other cash incentives related to energy savings” to go into a government building management fund and said that while the law does not specifically allow agencies to request paybacks from the energy tax deduction, the Internal Revenue Service has not placed any limits on how agencies go about granting the deduction.

The General Services Administration may be in hot water with the rest of government, but in the field of telework, it’s enjoying praise as a trailblazer.

GSA’s Office of the Chief Information Officer received a Tele-Vision Award for innovative technology on Wednesday. Presented by the Telework Exchange at the Washington Convention Center, the award was in recognition of the office’s A3 (Any Device, Anywhere, Anytime) Strategy, which allows employees to telework using laptops, smartphones and tablets.

The Homeland Security and Agriculture departments also were honored with Tele-Vision Awards. DHS claimed the honor for Largest Leap in Telework. Its Enhanced Telework Program, employed in the Office of the Chief Administrative Officer, had its pilot year in 2009. Three years later, all the office’s 143 employees telework with varying levels of frequency, and more than half work remotely at least 50 percent of the time.

USDA received the Excellence in Telework Leadership award for initiatives such as its weekly Let’s Talk Telework! webinars, while two Agriculture employees — William Milton Jr. and Mika Cross — received the Mid-Atlantic Telework Advisory Council Telework Driver Award for their efforts in developing and promoting their department’s telework program nationwide.

In addition, DHS’ Customs and Border Protection bureau earned an honorable mention for its Telework Advantage program, which has seen a more than 2,000 percent increase in employee telework participation in the past two years..

Speaking with Government Executive prior to the announcement of the awards, Telework Exchange General Manager Cindy Auten praised GSA and USDA in particular, calling the agencies’ accomplishments “aggressive and tremendous.”

Telework Exchange announced the awards in a press release on the heels of its findings from Telework Week 2012, which ran March 5 to March 9. Seventy-one percent of participating organizations reported increased productivity, and 94 percent of the more than 71,000 employees who made telework pledges were federal workers.

(Image via sukiyaki /Shutterstock.com)

More for the Money

 

Federal employees have had to endure a lot in the past couple of years: a pay freeze, looming benefits cuts, and steep budget and workforce reductions that could kick in starting at the beginning of 2013. As if that weren’t enough, public servants got another black eye in April with the revelations of excessive partying and questionable contracting practices in connection with a 2010 conference held by the Western regional offices of the General Services Administration’s Public Buildings Service. 

Before that scandal unfolded, few Americans were aware of what GSA does, much less PBS. Now they have an image burned into their minds: feds gone wild, partying in Las Vegas at catered affairs while being entertained by clowns and mind readers. And all of this, members of Congress haughtily pointed out, took place inside an agency whose job it is to help keep federal spending under control by negotiating low prices for everything from major information technology systems to pencils. But here’s the thing: GSA employees across the agency were doing exactly that, and continued to do it while some of their colleagues justifiably took it on the chin for exercising poor judgment. 

It is the former group of public servants we had in mind when we developed the Excellence in Government conference, the first session of which for 2012 takes place at the Ronald Reagan Building in Washington on May 7. Excellence in Government is fundamentally the antithesis of the infamous GSA conference: a gathering designed for federal leaders of today and tomorrow to share ideas and practices for making government work better and cost less. 

The theme of our spring conference (we’ll hold another daylong event in September) is Innovation: More Mission for the Money. That’s certainly the imperative in government these days, as the Office of Management and Budget’s Shelley Metzenbaum told Excellence in Government attendees last fall. 

Our scheduled keynoters promise to bring a wealth of ideas and creative thinking. They include Internal Revenue Service Commissioner Doug Shulman, featured on last month’s Government Executive cover; Danny Werfel, who holds the management portfolio at OMB; Beth McGrath, deputy chief management officer at the Defense Department; and Stephen Shapiro, author of Best Practices Are Stupid (Portfolio, 2011). Throughout the day, attendees will have the opportunity to attend sessions in three tracks: Technology, Human Capital and Management, and Performance and Mission Efficiency. 

I’m excited about one discussion I’ll be privileged to lead, involving a set of emerging leaders in federal agencies:

  • Brandon Friedman, director of online communications at the Veterans Affairs Department, who is featured in this  issue’s Thinking Ahead.
  • Erica Navarro, director of strategic planning and performance management at the U.S. Agency for International Development.
  • Bridget Roddy, Virtual Student Foreign Service Program manager at the State Department.
  • Jaqi Ross, associate director of the Recruitment Office at the IRS.
  • Dave Uejio, lead for talent acquisition at the Consumer Financial Protection Bureau.

They’ll describe their reasons for joining government and maintaining their commitment to public service, and share their thoughts on what agencies need to do better to attract, retain and develop the next generation of leaders. With the specter of a sequester of agency funds, we think it’s more important than ever that federal officials hear from key leaders, and learn from one another, about how to wring the most out of every taxpayer dollar.

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Since the General Services Administration regional conference scandal erupted a couple of weeks ago, the agency has had few public defenders. Even GSA’s top officials and former leaders have gone out of their way to acknowledge the wrongdoing and declare there’s no excuse for what happened at the Western Regions Conference in 2010. 

But now comes one man brave enough to step up and attack those who are attacking GSA. Alan L. Greenberg, a.k.a “The Government Man,” has posted a video on YouTube in which he rips into members of Congress for conducting a “witch hunt” against GSA. But Greenberg is not exactly defending GSA’s honor. In the rambling video, he shows off a variety of GSA swag he collected in his 39 years working at the agency, and touts a book about his experiences that he says “would make the IG report [about the conference scandal] look like tales out of Sunday school.”

Here’s the video:

(Hat tip: FedInsider)

Tom Shoop is vice president and editor in chief at Government Executive Media Group, where he oversees both print and online editorial operations. He started as associate editor of Government Executive magazine in 1989; launched the company’s flagship website, GovExec.com, in 1996; and was named editor in chief in 2007.

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Conservative commentator Peggy Noonan parsed the General Services Administration’s spending scandal on Sunday during her regular appearance on ABC News “This Week.” But apparently she never got the memo about the Obama administration’s ongoing Campaign to Cut Waste.

“The U.S. government has been spending a lot since 2009, since before that, of course, but we’ve been spending a lot the past few years,” Noonan said. “You would think the word would go out from the White House, ‘Guys, we got lot of money sloshing through the system. Be serious about this. Don’t go crazy. You have to go by the rules.’ …You have to communicate a certain maturity, I guess, about how the money is spent and what you’re doing. That was never — it seems to me — communicated.”

In a brief rebuttal, Democratic strategist Donna Brazile mentioned the executive order President Obama issued Nov. 9, 2011, and she pleaded, “We can’t change Washington overnight. That culture is embedded.”

Charlie Clark joined Government Executive in the fall of 2009. He has been on staff at The Washington Post, Congressional Quarterly, National Journal, Time-Life Books, Tax Analysts, the Association of Governing Boards of Universities and Colleges, and the National Center on Education and the Economy. He has written or edited online news, daily news stories, long features, wire copy, magazines, books and organizational media strategies.

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The Secret Service and General Services Administration scandals are two very disparate situations — one revolves around sex, the other around lavish spending. But it’s no coincidence that both took center stage on Sunday’s political talk shows, as both indicate a government lacking oversight, characterized by a culture of autonomy run amok.

Sen. Joe Lieberman, I-Conn., was an outspoken critic of both organizations. As chairman of the Senate Committee on Homeland Security and Government Affairs, he’ll have a large say in deciding what role Congress will have in addressing the issues. He characterized both the Secret Service scandal, which has implicated 12 agents in misconduct with prostitutes while preparing for Obama’s recent visit to Colombia, and the GSA’s excessive spending as problems with the ethic of the organizations.

“From what we know of what was happening in Cartagena, they were not acting like Secret Service agents, they were acting like a bunch of college students away on spring weekend,” he said on Fox News Sunday.

And he wondered if the GSA was similarly flouting regulations.

“They have had a tradition of having each of their regions have a lot of autonomy. That autonomy was clearly abused in Region Nine. I want to make sure it’s not happening in other regions, and never happens again in region nine,” Lieberman said.

Though former Secret Service Director Ralph Basham said that the Secret Service misconduct was an “aberration,” Rep. Darrell Issa, R-Calif., chairman of the House Committee on Oversight and Government Reform, gave voice to widespread murmurs that the events in Cartagena, Colombia, were indicative of a wider problem in the culture of the agency.

“Obviously, nobody believes that something with 11 or 12 people involved couldn’t have happened before,” Issa said on NBC’s Meet the Press. “The real point is will we have confidence that it will never happen again, particularly for nationals having access to our men and women in the Secret Service.”

Regardless of whether the incident was one of many, lawmakers said one such event is enough to hurt the agency’s reputation to a dangerous degree.

“It’s not only important that you be excellent, but we also don’t want people to even imagine that they can pierce the shield of the Secret Service,” said Oversight Committee ranking member Elijah Cummings, D-Md., on CNN’s State of the Union.

Lawmakers did seem to find a contrast between the GSA scandal and the Secret Service scandal in terms of accountability. Most absolved the Obama administration of responsibility for the Secret Service misconduct, with Sen. Tom Coburn, R-Okla., saying he’s “not critical of what the administration has done” to address the issue and multiple lawmakers commending Secret Service Director Mark Sullivan for his handling of the situation.

But numerous lawmakers said the responsibility for GSA overspending does fall on Obama’s shoulders.

“In the case of GSA, the administration clearly bears responsibility, because the head of that agency received an alert from the inspector general way last year that there were problems, and took no action,” Sen. Susan Collins, R-Maine, Homeland Security and Governmental Affairs’ ranking Republican, said on ABC’s This Week. “The president is responsible in that case.”

Lieberman, however, made a distinction between the president being held responsible for the events and being held accountable. He said that while the incidents weren’t Obama’s fault, it’s up to Obama to deal with them properly.

“The buck stops at the president’s desk. He’s the leader of our government. He now has to be acting with a kind of relentless determination to find out exactly what happened, and to make sure that people who work for him at the Secret Service and GSA and everywhere else in the government don’t let anything like this happen again,” he said.

Lieberman didn’t say how Obama should do that, although he did say that a suggestion by his colleague Sen. Chuck Grassley, R-Iowa, that the White House launch an internal investigation, was a good one.

Missing from the conversation was a definite path forward. Lawmakers called for further investigations into both scandals, with Lieberman saying the GSA Inspector General should look at all ten GSA regions, not just the one in which the overspending occurred. But with those investigations still underway, the outcome is unclear.

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