Monday, February 6, 2005 Permanent Change of Station (PCS) and Temporary Change of Station (TCS) Steve Futch HR (CS) Elizabeth Kerry HR (SP)

Monday, February 6, 2005

Permanent Change of Station (PCS) and Temporary Change of Station (TCS)

Steve Futch HR (CS)

Elizabeth Kerry HR (SP)

2

NASA Shared Services CenterNASA Shared Services Center

PCS and TCSNSSC/HR-ORR-

AgendaAgenda

• Transition Activity Specific

• Concept of Operations

• Customers/Stakeholders

• Training/Certification

• Operational Sustainment

• Risk Assessment

• Operational Enhancements

• Cost Containment Measures

• Functional Responsibilities

• Waiver to $500K GHS Limit

3



Transition Activity SpecificTransition Activity Specific

• What is the Activity? – The NSSC:

• Will Provide Services for Permanent and Temporary Relocation Moves, including Entitlement Counseling, Home Sale Services, Moving and Storage Services, Destination Area Services, and Property Management Services.

• Has Contracted Directly with Cartus, the Incumbent, to Provide Relocation Services for the Agency in FY07.

• Shall Issue a “Request for Offer” to Select the Relocation Services Contractor for FY08 and future years.

– The NSSC SP Will:

• Facilitate and Support the Administrative Processes for PCS/TCS Relocation Services

• Provide Technical Support, Knowledge and Expertise to Assist Government in Monitoring the Quality of Services Provided by the Relocation Contractor

• Track Utilization and Cost of PCS and TCS Orders by Center

• Monitor and Report Performance Management Criteria in Direct Support of the PCS and TCS Program with Customer Surveys and Metrics

4



Transition Activity Specific Cont.Transition Activity Specific Cont.

Step 1Submit Invoices

to NSSC

Step 2Review and

Audit Invoices

Step 4 Process

Reimbursement

NSSC HR (SP)

Step 5Receive Payment

Relocation Financial Processes Overview

Cartus NSSC FM (SP) Cartus

Step 3Approve Invoices

NSSC HR (IG)

Step 1Notify NSSC of

Employee Relocation

Step 2Review Form and Initiate Process

Step 3 Relocation

Authorization Process

NASA

HR OfficesNSSC (SP) NSSC (IG)

Step 4Execute

Relocation Orders

Employee

Relocation Process Overview

Coordinate Relocation Orders between Cartus, NSSC (IG), and NSSC (FM) Cost Estimates, Form 1450 Approval/Distribution, and Funding Obligations

NSSC HR (SP)

Step 5Submit

Voucher

Cartus

5



Concept of OperationsConcept of Operations

ORIGINAL CONTRACT NASA Center Cartus NSSC Prepare Relocation Authorization Form 2007 Counsel Selectees/Hires on Entitlements 2007 Estimate Entitlement Costs 2007 Prepare and Obtain Approval of Travel Orders 2007 Secure Moving and Storage Services (Including Autos and Mobile Homes) 2007 2007 Provide Property Management Services 2007 Arrange Home Sale Services (Amended and Guaranteed) 2007

CONTRACT REVISION NASA Center Cartus NSSC Prepare Relocation Authorization Form 2007+ Receive and Process Relocation Authorization Form 2007+ Prepare and Obtain Approval of Travel Orders 2007 2008+ Track Utilization Costs by Center 2007+ Distribute and Monitor Travel Documentation to Support Function 2007+ Counsel Selectees/Hires on Entitlements 2007 2008+ Assist HR (CS) in Monitoring the Relocation Contractor Quality of Service 2007+ Monitor and Report Performance Management Criteria 2007+ Secure Moving and Storage Services (Including Autos and Mobile Homes) 2007+ 2007+ Provide Property Management Services 2007+ Arrange Home Sale Services (Amended and Guaranteed) 2007+ Review and Audit Invoices 2007+

6



Customers/StakeholdersCustomers/Stakeholders

– NASA

• Program Offices

• Directorates

• Center Human Resources (HR) Offices

• Center Financial Management (FM) Offices

• Office of Human Capital Management

• Office of Chief Financial Officer (OCFO)

• Employees

– Vendors/Contractors

7



Training/CertificationTraining/Certification

– Required

• Transitioned Activity Specific Training

– GSA-TDY Training

– GSA-PCS Allowances

– Benefit/Entitlement Allowances Training

• Specific Training Related to Transitioning Activities

• Supplemental Training to Augment Existing Skills

– NASA Specific Rules and Regulations

– FTR Regulations

– Tech Doc and Remedy (NSSC) Training

– On-going

• On the Job Training

• Preparation Toward Providing Objective and Documented Advisory Assistance

8



Operational SustainmentOperational Sustainment

• Weekly Telecons with Center HR Offices and Center FM Offices

• Frequently Asked Questions and Answers Posted on NSSC Portal

• How Do I’s Posted on NSSC Portal

• Resource Links Posted on NSSC Portal

• Quick Reference Guides Posted on NSSC Portal

• Relocation Request Web Form Posted on NSSC Portal

• Service Delivery Guides Detailing Process/Procedures Posted on NSSC Portal

• Communication with Cartus

• Communication with Resources and Finance Community to Facilitate PCS/TCS Funding Requirements (Purchase Request Process)

9



Risk AssessmentRisk Assessment

Description of the Risk Mitigation Strategy

Centers Utilization Volume Exceeds Estimate 5 4 H If Center Goes Over Projected Utilization, Actual Costs of GHS and HHG will be Billed to Center

Insufficient Budget (Actual Unit Cost Exceeds the Projected Unit Cost)

4 4 H Request Reprogramming

Increase of NSSC Workload Volume 4 3 M Reallocation of Resources

Pro

bab

ility

Co

nse

qu

ence

Ris

k

Probability of Occurrence

1 Very Low

2 Low

3 Medium

4 High

5 Very High

Consequence

1 Minimal or no impact

2 Acceptable impact with no change in approach

3 Acceptable impact implementing workarounds

4 Major impacts in technical, cost, or schedule

5 Total work stoppage

Pro

ba

bil

ity

Risk Matrix

5 L L M H H

4 L L M H H

3 L L M M M

2 L L L M M

1 L L L L L

1 2 3 4 5

Consequence

10



Operational EnhancementsOperational Enhancements

• Improve Utilization and Projection Data for Future Years

• Timeliness of Requests to Ensure Delivery of Documents to Customer

• Consolidation of Move Management Services to Enhance Buying Power

• Ensure Uniformity of FTR and NASA Regulations

11



Cost Containment Measures for Future Contract Consideration

• $500K Waiver Requirement Remains Policy

• Home Marketing Incentive (HMI) Cap to 3% of $500K

• Preferred Broker Concept for Real Estate

• Develop Agency Requirement for Real Estate Marketing

12



Functional Responsibilities

Cartus

Customer

NSSC HR (SP)

NSSC FM

Employee

NSSC HR (IG)

NSSC HR (IG/SP)

NSSC FM (SP) creates cost

estimate, forwards to NSSC HR (IG) for

approval

NSSC HR (IG) forwards cost

estimate to NSSC FM (IG) for cost

allocation

Relocation complete. Employee files claim with

NSSC FM (SP)

End

NSSC HR (SP) distributes

the approved Form 1450

Form 1450

approved?

Cartus begins working directly with employee,

begins relocation effort

HR Center

NASA Employee

Cartus

HR Center

NASA Employee

Cartus

HR Center

NASA Employee

Cartus

NSSC HR (IG) approves invoices, forwards to NSSC

FM (SP)

Employee Requests Amendment or

Extension of Orders, sends to NASA Center

HR Office

Center Approves?

Amendment or Extension Request

Yes

NSSC FM (IG) allocates cost and forwards approved

cost estimate to NSSC HR (SP)

Refer employee to

NASA Centers’Transportation

Office

Prepare GBLPay CarrierInvoice back to NASA

CartusCartus provides invoices to NSSC

*Extended TDY processed through Travel Manager and handled by NSSC FM (SP) per NASA request.

September 13, 2006

NSSC HR (SP) assists the NSSC HR (IG) with

monitoring of Relocation Service

Delivery

Cartus verifies completeness of

package, completes Form 1450, sends to NSSC HR (SP)

Entitlement Counseling Assistance

Guaranteed Home Sale(Including: Appraisal Services,

Property Management Services, Home Marketing Services, Home Marketing

Assistance)

Destination Services

Household Goods Movement & Storage (Including

Automobile, Boat, and Mobile Home Shipment

October 1st

All Centers will be using

Home Sale and

All Customers will be using Entitlement

Counseling & Destination

Services

NSSC FM (SP) forwards charge back to each NASA Center

NSSC HR (SP) reviews invoices, tracks utilization and cost by Center, then

forwards to NSSC HR (IG) for approval

NSSC HR (SP) ensures accuracy of package, forwards package to

NSSC FM (SP) for cost estimate

NSSC HR (SP) monitors and reports

on performance management criteria

NSSC HR (SP) will provide entitlement counseling services (beginning FY08)

OR

PCS Process Flow

Customer(NASA HR Office)

completes Relocation

Authorization Form

PCS/TCS*Relocation Need

Identified

NSSC HR (SP) receives Relocation

Authorization Form via Remedy, reviews form

for completeness

YesNSSC HR (SP) forwards Relocation Authorization Form to Cartus, provides

TA # to employee, informs employee to anticipate

contact from Cartus

Form Completed?

Cartus contacts employee, forwards Relocation Services

Package to employee and provides

entitlement counseling

Employee completes

relocation forms, returns to Cartus

PWSPWS

PWS

PWS

PWSPWS

EmployeeNSSC FMNSSC HR (IG)NSSC HR (SP)CustomerCartusNSSC HR (IG/SP)

13



Waiver to $500K GHS Limit ForPermanent Change of Station

NASA’s policy provides a $500,000 limit on the Guaranteed Home Sale Program currently managed by the NASA Shared Services Center and Cartus.

If the waiver is not granted, the employee is responsible for the portion of the contractor’s fees in excess of the $500,000 sales price.

Example of cost to NASA for Mickey Mouse’s home sale estimated at $640,000:

If the employee sells the home under Amended Sale Program, NASA is billed 11.40% of the sale price and the employee receives a 3% Home Marketing Incentive (HMI).

$640,000 X 11.40% equals $72,960.

With the $500,000 limit, NASA is billed $57,000.

If waiver isn’t granted, employee responsible for paying difference $15,960

Additional HMI Cost at 3% equals $19,200

If Cartus purchases the home under Appraised Value Offer scenario, NASA is billed 20.70% of the sale price.

$640,000 X 20.70% equals $132,480.

With the $500,000 limit, NASA is billed $103,500.

If waiver isn’t granted, employee responsible for paying difference $28,980