NASCOE Program Submission Response: Continuous Acreage Certification

ISSUE:

To obtain the FSA-578C Continuous Certification form in CARS, an acreage report must be certified before the form can be printed.

FACTS:

According to 2-CP par 35, continuous acreage certification was developed to streamline the acreage reporting process and reduce producer visits to the County Office as well as reduce network congestion.  A lot of times, acreage reports are taken over the phone and printed for when the producer stops by to sign.  In order to get the 578C continuous coverage form that goes with the acreage report, some County Offices are certifying the acreage report, printing the form, then removing the certification dates after the form has been obtained.  In doing this, incorrect dates could potentially be entered back into the system.  A blank form can also be obtained from the FSA forms site but County Office staff must input all pertinent information when all of this information is already located in CARS. 

In doing this, it is only an attempt to provide the best customer service to our producers.

SOLUTION:

Remove the mandatory certification date in CARS in order to obtain the FSA-578C.  The producer is not signing up for continuous certification until they mark “Yes” in the boxes on the 578C and sign.

WDC Response: 

Policy requires at least one field of the crop, type, and intended use to be certified.  Because of this CARS requires the certification in order to obtain the FSA-578C.  I will work with policy to see if this functionality can be changed to not tie the printing of the FSA-578C to the continuous signature date.

NASCOE Program Submission Response: Acreage Reporting in CARS

ISSUE:

I absolutely love the auto populated initials on the 578, but I had an incident this morning where my producer spilled his Dr. Pepper on the farm folder after it was signed. I went in to the software to print a new 578 to resign the one that took place of the destroyed copy. When I went to print without revising, it put my initials down as a revision.

FACTS:

All revisions have to be documented in the COC minutes according to 2-CP. When initials are placed on a 578 as a revision, it will make it look like an erroneous revision.

SOLUTION:

Adjust the CARS software to read if a field was truly revised or if it is just a reprint.

WDC Response:

I will add this item to the list of IT enhancements for discussion and consideration.

2017 NASCOE Convention Question and Answer Session

Thursday, August 3, 2017
Saint Charles, Missouri

Panel members included:
Chris Beyerhelm – Acting Administrator     Brad Karmen – Acting DAFP
John Chott – Acting DAFO                                  Darren Ash – FSA Chief Information Officer
Radha Sekar – CFO                                                 Thomas Mulhern – HRD
Mark Rucker – DAM                                               Glenn Schafer – Bridges to Opportunity
Doug Nash – OCIO-CIO                                        Francisco Salguero – OCIO
Jim Radintz – DAFLP                                               Brenda Carlson – Regional Public Affairs
Bob McGrath- OBF BPMS                                  Catherine Kuhlmeier – OBF BPMS

Q:     AGI, 941 Form: Are there any plans to simplify this process with IRS?

A:      Brad Karmen – Acting DAFP: AGI is required as a condition of eligibility under statute and congress and FSA work closely with IRS on this matter.  The largest problem has been the name difference in the different agencies.  They have been talking to IRS to determine just what the problem is with keying in the names.

Q:     When working on the budgets, there is a projected 8% cut, so what is the starting point for this?

A:      Radha Sekar – CFO: the original cut was 10.5% and they looked at the ceiling for 2016 and that was used for 2018 projections.  Currently they are looking at keeping the 2016 level with the senate version and the House version is less, but nothing is complete at this point.

Q:     Wetland determinations can take up to 3 years to get back.  Is there any way to get these done faster?

A:      Chris Beyerhelm – Acting Administrator: the reorganization will help with this problem because NRCS will be organized under the same Under Secretary with FSA and that should help with logistics.  Brad Karmen – Acting DAFP:  With only one mission area, this should help with some of these local problems.

Q:     What is the timeline for release of the workload numbers?

A:      Radha Sekar – CFO: these reports should be released to the field soon.  Chris Beyerhelm: If and when we decide to look at ARS data for staffing decisions we will engage the associations for input.

Q:     Hiring Freeze: what criteria is being used for critical positions and do you expect the hiring freeze to be lifted soon?

A:      Chris Beyerhelm – Acting Administrator: OMB lifted the freeze and the Secretary put it back on.  In the meantime the Secretary is allowing agencies to submit critical hiring requests. DAFO reaches out to the states who compile their requests which are bundled and submitted to the Secretary for consideration  The Secretary has already approved approx. 160 internal hires, 30 external hires , and 30 additional temps.  Since the NASCOE convention the Secretary has approved an additional 200 external and 98 internal positions to be advertised. This should get us close to the 98% level.  John Chott – Acting DAFO: Internal hires should be good.

Q:     Temporary employees hired after 1989 cannot buy back their retirement time.  Is this going to be changed?

A:      John Chott – Acting DAFO: DAFO has confirmed with HRD that temporary time, GS or CO, cannot be bought back for time after 1989.  This affects a good number of FERS field, state and national employees.  As noted, CO employees were being denied service credit for temporary time before 1989 because it was not considered Federal service.  FSA worked closely with OGC, who, in turn, worked with USDA and the OPM General Counsel to reverse this decision.  There are some exceptions for the post-1989 situation but none affects USDA and most apply to Foreign Service positions.

Q:     BTO pilot counties received full training and will the rest of the counties receive full training?

A:      Glenn Schafer – BTO: right now they are in a holding pattern for training due to budget, but there are plans to do such training in the future, budget allowing.

Q:     What were the results of the survey pertaining to BTO?

A:      Glenn Schafer – BTO: Receipt for Service is the main use of BTO at this time.  The receipt for service of BTO is separate from RFS and those that did not like RFS reflected that in their comments and blamed all of BTO.  The software is powerful and they were able to develop it quickly but it is not as user friendly as they hoped and they want to improve many of the components in BTO.  They will be using the comments in the survey as a guide.

Q:     Where is the President’s picture?

A:      Mark Rucker – DAM: they have not received it yet.

Q:     If there are any changes to a position description, it will delay the announcement, so how does that really work?

A:      Chris Beyerhelm – Acting Administrator: As part of the strategy to reduce the time to hire HRD has established “express lane” positons most of which are in the county offices. These positions are already classified which makes the process much quicker. If the hiring official changes the positon description it requires a new classification which slows the process down.

Q:     Skills for Success training is not mandated and allows the states to hold the training based on budget.  The PT’s are the ones on the front lines with the producers and are one of our greatest assets and this training would be beneficial to them.  Can this training be mandated rather than dependent on state budgets?

A:      John Chott – Acting DAFO: Chris Beyerhelm: they had a meeting with a list of items they wanted based on budget and they chose to have more staff as a greater priority but it will be put back on top of the list. DAFO will put in requests for FY 18 an amount which will cover most of the state training for 6000 GS and CO PTs. We hope that this will be approved.

Q:     From a state affected by drought, the emergency haying and grazing is appreciated.  The 150 mile radius that was added later, was there any discussion to keep the hay in the drought stricken areas? 

A:      Chris Beyerhelm – Acting FSA Administrator: they did not add that restriction because it would be more burdensome for the county offices to track this.

Q:     We have not gone far enough in guidance regarding extra time worked in ARS and there needs to be some training.  The county offices will get the jobs done and that is not always reflective in ARS, so how do we navigate this?  Do we just let the work sit?  We need guidance on this subject.

A:      Chris Beyerhelm – Acting Administrator: Recognize that the employees are dedicated but we need to be more judicious about how we are documenting our time.  We need to plan to be done by the end of the day if at all possible while looking for ways to do our work more efficiently.  The concern is that if we get our work done by working after core, overtime, and comp time allowances it gives Congress and others the impression that the job got done in the reported hours. This gives a false impression because it actually took longer to get the work done. When we tell congress that we need more people they see we are getting the job done with what we have.  Acting Administrator Beyerhelm also advised to use the new Web Access availability only when needed so as not to further skew the reported time.

Q:     Importance of coding WEBTA correctly, and can there be a line item for processing AGI’s?

A:      Bob McGrath- OBF: they hear that we need less programs and then some ask for more.  If this is sent in, they will run it through the MCA team.

Q:     Late filed crop reports cannot be accepted and with the November 15 deadline, it makes it impossible with large workloads.  Can they still be accepted as long as evidence of the crop exists?

A:      Brad Karmen – Acting DAFP: there was no deadline to accept late-filed crop reports until into the next year and in many cases, there was no evidence, so they felt that 12 months would be adequate for accepting late filed reports.  Trying to create data that is very old in order to participate in a program is the problem.   Additionally, if you are referring to the deadline for late-filed acreage reports which is 12 months after the ARD, anything filed more than 12 months after the previous year’s ARD would be well into the next or subsequent crop reporting year.  So any physical evidence would be contemporaneous and not necessarily illustrative of what was present on crop acreage more than a year before.  (NASCOE will continue this conversation with DAFP)

Q:     Some offices have tried to stick to the regular time schedule, but there will be pressure from the state offices to get the job done.

A:      Radha Sekar – CFO: What programs that are impacted by things that cannot be done must be identified.  Chris Beyerhelm – Acting Administrator: They have had discussions with state offices regarding expectations in program delivery and will continue to do so.

Q:     The crop report comes in timely and reports hay, but then in the spring, reports the hay plowed up and planted to corn, then he is required to pay the $46 fee.  This is wrong since he timely filed.

A:      Brad Karmen – Acting DAFP: There is simply not enough information to frame a response on this.  Offices need to follow 2-CP and submit specific questions relative to the procedure that is causing concern.  But in the question above, the corn would be viewed as subsequent crop acreage.  If reported by the corn’s ARD, not sure why there is reference to a fee.

Q:     Some offices are doing work for other offices that is not credited correctly.

A:      Catherine Kuhlmeier – OBF: they are looking into reporting for work done in specific counties.  There are many parts in this problem.  They don’t want to make it more difficult to document the time.  Daniels: this was a negotiation item to show that the work is done where it should be but we must be careful that the office where the work is actually done does not hurt the home office that shared employees, in regard to workload.  They are trying to figure out how to adjust this.

Q:     MIDAS, BTO are both systems we work with, but BTO seems to have a lot of capabilities.  Can BTO take over MIDAS functions?

A:      Darren Ash – Chief Information Officer: This concept has been discussed internally previously.   MIDAS is used by other agencies, such as NRCS, but BTO is not.  NRCS does use the same underlying software (Salesforce) as Bridges.   Any changes going forward must be able to support FSA and NRCS.  In addition, there are license complications that would need to be resolved.  The current licensing approach enabled nationwide rollout of BTO, but constrains expansion for other purposes.  BTO has potential to unite the two systems, but there is a lot more involved in the process to determine the right course of action.

Q:     There was Geo spatial pilot and it was ended when CARS came out and many producers have the capability of using geo special maps.  Can FSA use this type of software for our producers?

A:      Darren Ash – Chief Information Officer: Yes, eventually. Our overall objectives is to allow producers to submit their data to us by different means, including the use of electronic, geospatial maps.  This is one of the proposed system changes, but will depend on additional resources. Brad Karmen – Acting DAFP: They have heard that the producer makes the report with FSA and then takes the information to RMA.  Less than 10% of crop reports taken are done with RMA first.

Q:     In donating leave, it would be nice if it were determined in dollars because a grade 12 donating to a grade 5, gets hour for hour right now and not the true value based on leave.

A:      Thomas Mulhern – HRD: He believes this issue has been raised in the past, and OPM does not appear to be flexible on this and USDA does not have the ability to change that statute.  Chris Beyerhelm – FSA Acting Administrator: This is a budgetary issue when passing leave between grades.

Q:     They have an acting CED and is now in a shared management situation, and there is no extra pay for the extra work for the CED.

A:      Chris Beyerhelm – FSA Acting Administrator: there is no room to do this at this time, the positions are capped out at certain grades.  There is spot cash award money that could be available in this case.

Q:     There is an initiative coming for beginning farmers and in many of our current programs, many beginning farmers come in, and many times a late filed crop report was necessary.  The fee could be waived in the past and now the fee cannot be waived unless there was a catastrophic event.  The answer was that a notice was issued and the farmers should be aware of the crop report requirement.  If we are to charge all producers that come in, they will not participate.  Can 4-CP be considered common reading?  Why are the late filed provisions different for LFP?

A:      Brad Karmen – Acting DAFP: the beginning farmer can have some fees waived so give them a break.  Late-file acreage reporting fees, however, are not penalties and should not be viewed as such.  They are charged to reimburse FSA for the costs incurred in verifying the accuracy of the acreage report.  In the new farm bill, this could be discussed.  Memos are not official policy but they are working on getting this into the handbook.  There are continuous crop reports available and this could help in some cases.

Q:     What are the thoughts behind the new FSA/NRCS/RMA together on a long range basis?

A:      Bob Stephenson – Acting Chief of Staff of the Farm Production and Conservation Mission Area: the reorganization will not affect field level work, but more on a national basis.  The IT perspective can be integrated for the agencies to improve customer service to farmers.

Q:     In many cases, NRCS is not in the office very much, but in reality this will increase our workload more to cover NRCS issues.  Where does the conservation district fit in the reorganizational concept?

A:      Bob Stephenson: Conservation districts (CD’s) are part of State government and we are aware there is some bartering done with CD and NRCS for space and share work; however, CD is not federal.  They will probably be a player in this situation, but it is not clear how this will be done in the future. Chris Beyerhelm: it is expected that there will be joint staff meetings done on the local level between FSA and NRCS and there will be program sharing between the agencies.  Sharing facilities will also be part of this.  The Secretary wants an open concept between agencies.  There should be conversational knowledge of programs between agencies.

Q:     The postcard that will be coming out to the non-resident land owners regarding the mentoring/sale of land to a beginning farmer will have an impact on current rental situations and what are we supposed to tell them?

A:      Chris Beyerhelm: This was discussed when we decided to roll this program out—there is a very close analogy to this policy as there is to CRP –both have the consequence of displacing an existing renter if the landlord decides to put their land in CRP or rent to a beginning farmer –While it is understandable that an existing farmer or rancher would be concerned about the loss of land, in both cases USDA has decided it is equally important to practice conservation practices and/or provide opportunities for beginners.

Q:     Some offices have staffing shortages due to illness, etc, so the COF looked for a volunteer and was able to find a very qualified candidate, but they have very limited access to the computer even though they have to clear the background check, so is there a way to get volunteers more access?

A:      Thomas Mulhern – HRD: This is a challenge when looking a federal employment.  There is a lack of flexibility involved and there are limitations put on volunteers vs a federal employee.  Darren Ash – CIO: After researching this question (post NASCOE convention), from a security perspective, there are no security policies explicitly preventing a volunteer access.

Q:     ARS: what type of quality control is being done to ensure items are entered correctly? 

A:      Catherine Kuhlmeier – OBF: there will be more AgLearn training on validity and consistently for item entries.  They are working on this type of improvements in ARS.

Q:     Why can’t there be a code for doing things on a “national” level, so that it can be recorded for work done outside of the normal county operations in ARS?

A:      Catherine Kuhlmeier – OBF: they are working ways to capture the work without adding more of a burden on the office. Radha Sekar – CFO: this is a good option to use the national code to document how the time is being spent without taking away from the county doing the work.

Q:     MPP: there are proposed changes to help the dairy farmers and some extension agents have commented that the changes will do no good.  Without a floor on the MPP program, it does not good for the farmer.

A:      Brad Karmen – Acting DAFP: everyone acknowledges that the program is ineffective and improvements cost money and the question is always: where is the money going to come from.

Q:     They have been in shared management since 1999, and now shared management is pretty standard.  There is no way to document the work done in the sub office.  Is there a way to account for that time?

A:      Chris Beyerhelm: there is a task force on shared management and they are trying to establish uniform ways of handling shared management.    Should it be treated as one big area or should it be separate?  Let Chris Hare know and he will relate that information through the task force. Catherine Kuhlmeier – OBF: there are options that are being worked on in this case.

Q:     Can we develop a method to freeze information so it doesn’t change information done prior to the date the information is loaded in MIDAS.

A:      Brad Karmen – Acting DAFP: This will be looked into

Q:     Can it be discussed with the SED’s to become aware that the 10 hour spot awards can be approved by the direct supervisor, but in some cases, the SED’s are reviewing these and it is backing up the process

A:      Chris Beyerhelm – Acting Administrator: This will be looked into

Q:     Will supervision be allowed for CO to GS in this new reorganization?

A:      Chris Beyerhelm: This has not been discussed in the reorganization efforts so far, however, current regulations do not allow for CO employees to supervise GS employees.

Q:     NM restricted COC meetings to quarterly meetings and doing so by conference calls due to budget and do not let the producers know about such.  Did the national office approve this?

A:      John Chott – Acting DAFO: To the best of our knowledge, DAFO did not specifically approve this.  However, meetings should not be held if there is not business at hand.  However, DAFO does support monthly meetings when there are business items.

Q:     Gov Delivery is a good concept, but is there a way to make this more personal to the county offices?

A:      Brenda Carlson – Regional Public Affairs (Gov Delivery): texting: they are adding subscribers at 6,000/month.  In the cases of non-opening emails, they can monitor this and the engagement rate is about 58% and the federal government rate is about 38%.  For the $150,000 to $200,000/year investment in this process provides a good return on the investment for communication.  County offices are doing a good job in sending out bulletins and if there is an overload from COF and STO, then let her know, but keep in mind that not all producers subscribe to both.  She is open to suggestions and NASCOE was were the texting idea came from.  She is a communications specialists and supports the most effective means of communication.  Gov Delivery is very cost effective and effective means to get out information.  Texting is becoming a very effective means to communications.  Orth: they do use the information in Gov Delivery.

Q:     Will you take into consideration that a CRP takes more time than an ARC/PLC contract for workload purposes?

A:      Radha Sekar – CFO: There is enough data to show the difference in the signup times between contracts in different programs.  The analysis will reveal these types of difference in the metrics of working with programs.

Q:     We need someone to fix WebTA because there are many issues with data loading.

A:      Thomas Mulhern – HRD: there are lot of issues with 4.2 and there are changes in the system.  There is an ongoing work group that address different issues.  If there are issues we are not aware of, please send them in.  He cannot give a date on when the changes will be made and it is a continuous process.

Q:     Is there any way to lift the CAP on CRP acres?

A:      Brad Karmen – Acting DAFP: no, this would require legislation.

Q:     Is there a way to change the crop reporting deadlines?

A:      Brad Karmen – Acting DAFP: there is big issue with this and it was determined to have common reporting dates with FSA and RMA.  Different dates are confusing for producers, so the dates were made the same regardless if producers had insurance or not.

Q:     There are many issues with district directors and their disregard to the role of the COC in the county office.  Will there be a reminder sent to the state offices regarding this?

A:      This was answered First, that DAFO acknowledges and supports the fact that COCs are the supervisor of the CED.  Second, it was answered that DD’s have 12 or 13 delegated supervisory and oversight responsibilities over the county office but we do not support DD’s being heavy handed; Third that DD”s are an integral part of our field operations and, finally, we need to know case where DD’s may be overstepping their bounds.

Programs Submission Response: CARS Enhancement for Printed FSA-578

ISSUE:
It would be more efficient if CARS software printed our name or initials on the 578.

FACTS:
We are supposed to initial the 578 when entered or revised. That’s an easy step to forget when the office is the busiest. It also is counted against you in a COR.

SOLUTIONS:
Since we all log in to each workstation by Lincpass and the web application can identify the user, isn’t there a way that CARS could just print the initials or name of the user on the 578 and save us a step in the reporting process?

NATIONAL OFFICE RESPONSE:
This suggestion will be added to the list for discussion/consideration as a future enhancement.

 

Updates from the NASCOE President

I just got home from an amazing trip for NASCOE that started in Dayton, Ohio, with the MWA Rally. Acting FSA Administrator Chris Beyerhelm thanked everyone for their service to the American Rancher and Farmer. He reminded us that we made $22 billion in payments that truly strengthens the economy in rural America. He emphasized that we need to tell our story to the American people and Congress. We need to tell them what the 22 billion dollars that we disperse does. Mr. Beyerhelm also said that he was hopeful that budget cuts would not be as bad as originally thought and to remember it’s a process and that Congress will ultimately determine our funding. We are important to rural America; especially to agriculture. He also encouraged us to recognize our peers with nominations for Administrator and other awards. You could hear the passion that our Administrator has for recognizing our employees for their excellent work; this is an opportunity to show case our best employees and is something management is encouraging us to do. As the NASCOE President, I was impressed that he knew how many outstanding and superior performance ratings CO employees had earned nationwide and compared that to the number of nominations for Administrator Awards they had received. We also heard from Brad Karmen, Acting DAFP. He shared with everyone that, as he arrived at our meeting, the Whitehouse was trying to gather information on the devastating fires in several SWA states. The Whitehouse wanted the information by 12:00 p.m., which gave them less than 1.5 hours to get it together. This information was collected from each state, compiled, and delivered to the Whitehouse by 11:59 a.m. This is just another example of why FSA is known as the “can do” agency. We were reminded that Congress is aware of the job we do and dollars we disperse across the country. It’s important that we continue to do our jobs to the best of our ability.

The next stop was Washington, D.C., for the NASCOE Negotiations Meeting with FSA Management. We met in a conference room in the Whiten Building that has been used by Presidents of the United States of America and numerous Secretaries of Agriculture. Sitting in this esteemed room gave me the sense of how important our negotiations process is. Where it may not compare to discussions between a United States President and his cabinet, it did make me appreciate the seriousness of our dialogues with management. The NASCOE team did an amazing job representing you and the issues you asked us to discuss on your behalf with Management. We were very successful in reaching positive agreements with Management on most of the items. A detailed report will be forthcoming when the final results are released by Management. Thanks to FSA Management for listening and working with NASCOE to help all of us do the best job we can in serving our producers. I also want to thank the NASCOE team for all of their preparation and professionalism in presenting your issues and concerns. We also worked with Management on the possibility of some relief for recent CP Notice concerning late-filed certification and, as always, strengthening COC authorities.

Next I flew to Fargo, North Dakota, with MWA Executive Chris Hare to attend the MNASCOE Convention in Alexandria, Minnesota. We flew into Fargo because our good friend Gwen Uecker had offered to pick us up at the airport and show us a lot of the farming around Cass County and carry us to and from Alexandria, Minnesota. Some good friends joined us on our tour, and while we discussed all aspects of our various FSA jobs, we really enjoyed the vast countryside and all the rich soil and abundance of water. The convention was well attended and very informative. There is an exciting trend happening at recent conventions and rallies. There were 17 first-timers in attendance at MNASCOE Convention. I was impressed and excited as I got to visit with them and encourage them to become active members of NASCOE.

As I have traveled around the country, I have become very concerned about the County Committee (COC) delivery system and especially the COC’s authorities and responsibilities. We all should know that the COC hires and supervises the CED. The CED hires and supervises the program technicians in their office or offices. The CED manages the office. District Directors are liaisons between the State Committee and the County Committee, supervise farm loan managers, and are a tremendous resource for the county offices. DD’s have an important role in FSA, but they do not supervise county offices, as some assume. Because COC members do not have access to our government computers, DD’s electronically approve the CED’s time and attendance for the COC in WEBTA. NASCOE has also received a small number of concerns across the country with District Directors changing the COC’s performance evaluation of their CED. DD’s should always consult with the COC’s and provide factual information to support or lower the COC’s appraisal of the CED. These discussions should be taking place throughout the rating period and documented in the COC Executive Minutes. We hear too many instances where our COC’s are not adequately involved. County Committees and CED’s must understand their obligations to document performance metrics and operational progress in the monthly county committee minutes. Are you documenting sign-up numbers and your efficiency of meeting deadlines? Are you doing a good job documenting your outreach efforts and anything you do above your normal duties? It is very important to keep your COC well-informed and involved in everything going on in your office. Keep your DD informed of your COC’s actions and requests. Remember, we are a team and ultimately it is about serving our farmers and ranchers. When we need to improve, let’s recognize that and hold ourselves accountable. When we excel, let’s highlight our accomplishments. As our Acting Administrator, Chris Beyerhelm, said in Dayton, let’s recognize our employees that are doing superior and outstanding work.

It’s good to be home after an extended NASCOE trip. I tremendously enjoyed getting to spend the last ten days working with the NASCOE Team. From the bottom of my heart, thank you for all you do for our membership! I would like to thank my FSA office staff, Christel Youmans and Tiffany Howard, for all they do for the producers of Dillon County, SC. I simply could not serve NASCOE if it were not for them and the support of my COC. Last, but not least, thanks to my wife, Anne, for supporting my efforts and travels on behalf of NASCOE, and to my son, Will, for taking care of our livestock while I am away from home.

Respectfully Submitted by,

Wes Daniels
NASCOE President

Programs Submission Response: Corn Intended Use Policy

ISSUE:
Corn silage acreage must be loaded as forage for FSA and then for ACRSI we must clarify the intended use to silage.

FACTS:
Many years ago the RMA crop information screen used corn silage before it was switched to forage. Since there are thousands of corn silage fields in the country, is there any thought to switching back to silage so COFs don’t have to address a silage field every time it is loaded in a crop report?

SOLUTIONS:
Amend handbook 2-CP and CARS so that all corn silage acres are loaded as corn silage, not corn forage or have the ability to load a default that addressed the RMA intended use. At one time FSA did report as silage.

NATIONAL OFFICE RESPONSE:
Submit your request to add SG as a valid intended use for corn according to 2-CP, subparagraph 41 B.

 

Programs Submission Response: CARS & MIDAS Interface

ISSUE:
Re-entering FSA-578 information into the CARS software after a reconstitution has been performed.

FACTS:
The amount of time it takes to re-enter crop certification after a recon has been performed on the farm is inefficient and time consuming. We are replicating data that has already been manually loaded once.

SOLUTIONS:
Link MIDAS CRM Farm Records software, specifically the reconstitution aspect to CARS. When completing a recon, the software could ask us whether we want to retain or discard the current FSA-578 information on the child farm(s). Most of the time, the basic field level data from CARS will remain the same. It would be much more efficient if there was a way to roll the information over into the child farm(s) in CARS, and prevent the need for reloading the information.

NATIONAL OFFICE RESPONSE:
This is something that we have been wanting to do for years. We have this item in our list of enhancements.

 

President’s Notes from NASCOE Meetings with Management

 

NASCOE Vice President, Dennis Ray, and I recently visited WDC and feel that we had a really productive trip. We met with the following people in management:

  • Val Dolcini, FSA Administrator
  • Mark Rucker, Deputy Administrator of management (DAM)
  • Greg Diephouse, Deputy Administrator of Field Operations (DAFO)
  • Radha Sekar, Chief Financial Officer (CFO)
  • Brad Pfaff, Deputy Administrator of Farm Programs (DAFP)
  • Chris Beyerhelm, Associate Administrator
  • Mike Schmidt, Associate Administrator
  • Thomas Mulhern, Human Resources Director
  • Darren Ash, Chief information Officer (CIO)

We met with the Deputy Administrator of Management (DAM), Mark Rucker, on leasing, phone, and office environmental conditions, space issues and wavier requirements. DAM understands our county office environment and needs. We also talked about the CISCO phone system and the upgrades that seem to be helping improve the system. There are a few environmental issues across the country that were discussed, and DAM agreed to follow up on those. DAM is always receptive to improving our working conditions.

We met next with Greg Diephouse, Deputy Administrator of Field Operations (DAFO) and his staff Linda Treese, Pat Spalding, Rick Pinkston, and Trina Brake. DAFO agreed to send out a NASCOE Membership Packet for STO use with new CO hires. DAFO has mailed every SED and STO a NASCOE Membership packet. DAFO encourages all employees to join their respective associations and realizes the importance of each association’s mission. NASCOE appreciates DAFO’s effort and support with this, and many other issues. The status of the shared management negotiation item was discussed. There should be an amendment out soon that requires written confirmation that a proposed shared management arrangement has been discussed with all the COC’s involved, as well as with the NASCOE State Association President. Other topics included COC authority, BTO update, staffing issues, temps, county office footprint and structure, performance issues and the NAPA Study.

Radha Sekar, FSA Chief Financial Officer (CFO), and Bob McGrath discussed budget, workload, and staffing. The CFO says we are not tremendously understaffed, as most CO employees think, because we continue to meet most of our program deadlines and get payments out timely. We discussed several staffing issues, including that our FTE’s aren’t figured considering the permanent disaster programs like LFP and ECP. It was agreed that some administrative funds should come with the implementation of these types of programs. There currently are no provisions for this, and it was suggested that NASCOE work with DAFP on this issue. NASCOE asked about the workload tool and its release. NASCOE still feels strongly that we are understaffed across the country and that a workload measurement tool is needed. The CFO has agreed to share some data from the proposed workload tool with NASCOE for constructive feedback.

Brad Pfaff, Deputy Administrator of Farm Programs (DAFP), and his staff Brad Karman and Kim Viers (on a detailed assignment) met with us on COC authorities in 2-CRP. NASCOE has asked for DAFP to reinstate COC authority to approve CRP-1’s and delegate that authority to CED’s. The current handbook policy allows the CED to approve CRP-1’s without delegation. DAFP has promised to try and reinstate this policy. DAFP recently has asked NASCOE to review certain information on ACRSI as it would pertain to county office operations. NASCOE has had a task force working on ACRSI for over a year-and-a-half and appreciates management allowing us to provide constructive feedback on its impact to the field. NASCOE had asked DAFP for some relief for those states that just learned that their forage reporting date would now become November 15th. DAFP waived late file fees for those states for thirty days. NASCOE also shared some concerns with other agencies having the ability to make MIDAS edits. DAFP didn’t feel that any of these edits would interfere with FSA, but agreed to go back and look at a few concerns that NASCOE membership had. We wrapped up the DAFP session discussing our geospatial needs.

Dennis and I met next with Chris Beyerhelm, Associate Administrator, on directives, staffing, cost analysis update, county office footprint, COC authorities, WEBTA, and GovDelivery. The Associate Director intends to get all of our directives updated and simplified. As always, staffing and budget issues dominate most of the conversations with our Associate Administrator.

Val Dolcini, FSA Administrator, discussed what he thought FSA’s future looked like. He felt that NASCOE’s role with employee issues and negotiations has been very effective. He hopes we will continue to have the all-association negotiation sessions. The Administrator feels that there is a benefit to all the associations being in WDC at one time. The Associations, including NASCOE, feel that the joint negotiations meetings have been successful. NASCOE thanked Val for his leadership and the support he has given NASCOE during his administration. He has allowed us to work with all of FSA’s management personnel on a lot of different issues during his time in WDC.

Mike Schmidt, Associate Administrator, and his assistant, Katina Hanson, met with us on ACRSI and COC authority. The Associate Administrator supports the COC system and its role. As new farm bill talks begin, NASCOE will continue to stress the importance of a strong COC delivery system.

Thomas Mulhern, Human Resource’s Director, and Barbara Boyd, Deputy Director for Human Resources, met with us on the status of the PT position description task force. This task force has met with some success on rewriting PT position descriptions. NASCOE had asked for a task force, which resulted from a negotiation item from last year. The task force is also looking at adding a position with promotion opportunities for PT’s as well as continuing to look into the possibility of a grade reclassification. We also discussed the CO hiring process. It has been mandated that the CO hiring process will start using a questionnaire to replace the current KSA’s. NASCOE will have representation on this task force as well.

Darren Ash, Chief Informational Officer (CIO), met with us and gave us an update on IT issues. We discussed MIDAS edits and ACRSI. The CIO addressed our ability to have reports and query information that we need to perform our job at a more efficient level. There should be some much awaited information on this coming soon. We discussed the IT Steering Committee and its future. Darren has worked hard to communicate well with the field on all of our concerns and issues and is making progress in resolving them. NASCOE appreciates the time that the CIO gives us and the personal touch he has given the field in addressing our needs.

Respectfully Submitted by,

Wes Daniels
NASCOE President

Programs Submission Response: FSA-578C Enhancements

ISSUE #1:
Limited reports available to determine FSA-578C Continuous Certification enrollment.

FACTS:
Each farm must be accessed individually to determine if enrollment exists OR select Report of Farms with Active Continuous Certification, which lists all farms in the county.

SOLUTIONS:
Add an additional status to indicate continuous certification on the reporting screen: “Fully Certified/Fully Reported/Enrolled Continuous” and/or if possible add an additional report similar to a Producer Print Report which lists farms by producer name that are enrolled in continuous certification.

NATIONAL OFFICE RESPONSE:
I believe adding an additional status of “Enrolled Continuous” to the Crop Acreage Reports screen will be confusing to the user as the current the statuses “Fully Certified/Fully Reported” displayed on the Crop Acreage Reports screen are specific to the farm being reported while continuous certification is specific to the producer who made the election. We will review the request for an additional report  to list all farms enrolled in continuous certification by producer and will make a determination for inclusion based level of effort, priority, and budget.

ISSUE #2:
FSA-578C prefills all items except producer signature and title. In order to print the form, it is automatically marked as enrolled.

FACTS:
Automatically enrolling the farm by the date the form was printed is not necessarily the date the producer may have signed the certification.

SOLUTIONS:
There should be an option available to print the FSA-578C and later access the form to load a signature date for enrollment, similar to being able to access FSA-578 at a later date and enter a certification signature date. This is necessary when documents are mailed for signature, hand carried for signature, etc.

NATIONAL OFFICE RESPONSE:
This software modification has been implemented and is currently available.

Programs Submission Response: CARS Reports Enhancement

ISSUE:
CARS report “Farms with ARCPLC Contract and Unreported Cropland” only lists farms for which an ARCPLC contract is enrolled, and the farm has an initiated but incomplete/uncertified FSA-578.

FACTS:
The report currently ignores farms for which an ARCPLC contract is enrolled but the FSA-578 is not created (not initiated). If COFs rely on this report to assist producers in identifying farms that aren’t fully reported, a farm that has been missed altogether will not be identified.

SOLUTIONS:
The report “Farms with ARCPLC Contract and Unreported Cropland” should compare enrolled ARCPLC contracts to CARS and return all results for which a crop report is any status other than fully reported/fully certified, including all of the following statuses: *Not Created (no acreage report created for the farm); *Not Certified/Not Reported (no reported field are certified and no cropland is reported and certified); *Partially Certified/Partially Reported (not all reported fields are certified and not all cropland is reported and certified); and *Partially Certified/Fully Reported (not all reported fields are certified and all cropland is reported and certified).

NATIONAL OFFICE RESPONSE:
As indicated CARS report “Farms with ARCPLC Contract and Unreported Cropland” list farms with an active ARCPLC contract and the farm has a 578 initiated in CARS only.  This report will cover the following statuses:

  • *Not Certified/Not Reported (no reported field are certified and no cropland is reported and certified); and
  • *Partially Certified/Partially Reported (not all reported fields are certified and not all cropland is reported and certified)

The following status is not included because in this case all cropland is reported and certified:

  • *Partially Certified/Fully Reported (not all reported fields are certified and all cropland is reported and certified).

County Office may use CARS report “Farms with No FSA-578 in CARS” to determine the following status:

  • *Not Created (no acreage report created for the farm), including farms with an active ARCPLC contract but not initiated in CARS.