ML20044B942
| ML20044B942 | |
| Person / Time | |
|---|---|
| Issue date: | 03/05/1993 |
| From: | Murley T Office of Nuclear Reactor Regulation |
| To: | Office of Nuclear Reactor Regulation |
| References | |
| NRRL-115, NUDOCS 9303150113 | |
| Download: ML20044B942 (9) | |
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- o UNITED STATES NUCLEAR REGULATORY COMMISSION l
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- e March 5, 1993 MEMORANDUM FOR:
All NRR Employees FROM:
Thomas E. Murley, Director Office of Nuclear Reactor Regulation
SUBJECT:
NRR OFFICE LETTER NO. 115, REVISION 1,
" RESPONSIBILITIES AND PROCEDURES FOR TIMELY AND ACCURATE DOCUMENTATION.0F ACTUAL HOURS" l
t PURPOSE j
This office letter reaffirms responsibilities and establishes new internal
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control procedures for the timely and accurate documentation of actual hours -
spent by the Office of Nuclear Reactor Regulation (NRR) staff. This revision supersedes NRR Office Letter No.115, July 19,1991. Changes and additions l
are indicated by a bar in the right margin.
j BACKGROUND The timely and accurate documentation of actual hours is important to the office and the Agency for managing, budgeting and for recovering fees from licensees and vendors.
Public Law 101-508, enacted on November 5, 1990, requires the Agency to collect approximately 100 percent of its budget through fees beginning with FY 1991 and continuing through FY 1995.
The Agency uses the Regulatory Information Tracking System (RITS) to record j
hours expended and to calculate fee recovery information for billing purposes.
t Actual hours spent by all NRR employees are documented on RITS sheets which i
are collected and entered into the Workload Information and Scheduling Program (WISP) each week by data entry contractors. On December 4, 1991, NRR began
- l using WISP as its sole system for recording hours and updating all NRR workload and staff resource information.
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RESPONSIBILITIES AND AUTHORITIES i
Associate Directors. Division Directors. and Branch Chiefs 1.
Ensure that their staff adhere to requirements and procedures contained in
..this office letter.
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Review exception reports. submitted by first-line supervisors on missing.
RITS sheets and review summary reports generated by RITS to ensure that their organizations are complying with the standards for timeliness and
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accuracy.
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CONTACT: TMeek, PMAS 504-1230 9303150113 930305 PDR ORG-NRRB
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All NRR Employees -
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'i Reaffirm the responsibility and accountability of all _ supervisors for 3.
ensuring the timely and accurate submittal of RITS sheets.
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Take prompt corrective action to resolve any problems.
4.
Imm.Jiate Supervisors All supervisors are responsible and accountable for ensuring the accurate and All timely documenta. tion of actual hours spent by the staff they supervise.
supervisors should:
Ensure that employees submit timely and accurate weekly RITS sheets which 1.
q are due to the RITS Coordinator by noon every Monday following the reporting week.
Review and sign weekly RITS sheets each week, certifying that the actual j
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hours (regular and non-regular) documented by each employee reasonably reflect the employee's effort and that the number of regular hours equal the paid ho s in that week. Complete and sign the RITS sheet for an absent emp'
.e so that it can be submitted on time.
l Notify the employee immediately of missing RITS sheets or inaccur?te data
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and ensure that the employee responds promptly.
Submit exception reports to their next-level supervisor, with a copy to 4.
the appropriate Division Director and Associate Director, listing the 7
i names of individuals whose RITS sheets have not been submitted according j
to the format and schedule contained in this office letter by noon Monday following the reporting week with a copy to the RITS Coordinator..
Ensure that assignments and the status of employee tasks shown on the RITS 5.
sheets and maintained in WISP are accurate.
Proiect Manaaers and Task Manaaers I
Project managers are those individuals responsible for the. headquarters Task oversight of licensing and regulatory activities at particular plants.
managers are those supervisors of organizations which have NRR lead-Their responsibilities for responsibility and oversight of particular tasks.
a this office letter follow:
Ensure that the fee-recoverable nature of each task they manage is 1.
accurately indicated at the time the task is opened in WISP.
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. Ens are that the completion status of all tasks they manage is accurate an 2.
entered in WISP in a timely manner to prevent the staff from charging l
y effort to closed tasks.
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All NRR En?loyees,
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Each quar'ter, review the actual hours charged by the NRR staff to completed tasks to ensure that no unreasonable or unjustified charges are made.
All NRR Employees 1.
Complete their weekly RITS sheets so that they accurately reflect hours (regular and non-regular) spent on each assignment and ensure that their total regular hours equal their paid hours for that week.
Employees should sign their RITS sheets and turn them in to their supervisor by close of business Friday of the reporting week.
2.
Employees contacted by their line management about missing RITS sheets or errors should supply the required information within 3 working days of initial notification.
3.
Employees in divisions not using WISP should annotate the RITS sheets to ensure that their current assignments and the status of their assignments are recorded in WISP.
System Support Staff 1.
Ensure that RITS sheets are distributed to NRR divisions by the close of business on Tuesday of the reporting week and that completed RITS sheets are provided to contractors for data entry by the close of business on Monday following the reporting week.
2.
Oversee data entry activities by contractors and ensure these activities are performed accurately and timely.
3.
Perform the required biweekly edits of actual hour data to ensure that all NRR employee data are complete and error-free 3 weeks following the biweekly period. As necessary, contact the cognizant Associate Director i
to obtain missing RITS sheets or to rectify _ errors.
4.
Prepare and submit the required summary reports on missing RITS sheets and error rates to the appropriate Associate Director.
BASIC RE0VIREMENTS Enclosure I contains the basic requirements for the timely and accurate documentation of actual hours.
All NRR Employees i SCHEDULE The schedule for the timely completion and submission of RITS sheets is listed below.
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Reportina Week Monday RITS sheets are printed Tuesday RITS sheets are distributad Thursday (CWS)
Employee completes, signs, Friday (non-CWS) and submits RITS sheets to the supervisor by close of business.
Fo110 wino Week Monday Supervisor reviews, signs, and submits l
RITS sheets to RITS Coordinator by noon.
Supervisor submits exception report in the event of a missing RITS sheet by noon.
EFFECTIVE DATE This office letter revision is effective immediately.
i Arah.'Jpna t
Thomas E. Murley, Director ffice of Nuclear Reactor Regulation Enclosure w/ Attachments:
h As stated L
cc:
JTaylor, EDO JSniezek, DEDR l
THartin, RI SEbneter, RII ADavis, RIII JMilhoan, RIV i
JMartin, RV OGC-SECY NRC PDR r
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DISTRIBUTION:
Central Files IMS R/F NRC PDR' RIngram (Orig + 5)
TMeek RVillafranco
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AGody TMurley FMiraglia i
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0FFICE:
T&A:PMSB IMS:PMS
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PMSB:NRR PMSB:N NAME:
TMee RVillafranco RIngrarI RWessmk-0*/1S/93 01/1/ /93 ~
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0FFICE:
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ENCLOSURE 1 NRR OFFICE LETTER NO. 115 BASIC RE0VIREMENTS NRR is required to document all actual hours spent by the staff to provide the necessary resource information to effectively manage tasks and programs, determine the budget and resource allocation, and comply with fee recovery requirements. The process to document actual hours should be timely and accurate and should comply with the basic requirements described below.
1.
Documentation of Actual Hours Actual hours will be documented weekly on a RITS sheet by each NRC employee assigned to NRR (on a permanent, temporary, or rotational basis longer than 30 days). Actual hours will consist of " regular" and "non-regular" hours. Regular hours should match paid hours for the week. Non-regular hours represent all overtime, both voluntary and compensated.
i Actual hours will be documented so that they accurately reflect the employee's effort on each assignment.
Hours will be charged only to valid i
tasks that are considered open by the project manager or the task manager.
All direct-effort hours will be charged to a valid, open technical
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assignment control (TAC) number for non-inspection effort or to a valid inspection report number for inspection effort.
General overhead effort is the only eff ort that can be charged directly to a planned
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accomplishment number in the absence of a TAC number for a specific task.
The employee must sign and date all completed RITS sheets and submit them to the immediate supervisor for review and verification.
If the employee is absent, the immediate supervisor will complete, sign, and submit the completed RITS sheet on time for the absent employee.
2.
Maintainino Current the Status of Tasks and Emoloyees' Assianments Maintaining current the status of tasks and employees' assignments is essential to the proper documentation of actual hours.
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Tasks Project managers and task managers of non-inspection activities
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should ensure that the work is properly documented as fee-recoverable at the time the TAC form is submitted.
Upon completion t
of the task, the appropriate completion status code should be entered in WISP within 3 working days to preclude charging actual hours to closed tasks.
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ENCLOSURE 1
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The Division of Reactor Inspection and Licensee Performance (DRIL) should ensure that the appropriate inspection' codes for headquarters inspections are entered to properly document the inspection as fee-recoverable. DRIL also should submit a list of closed or completed I
headquarters inspections to the Planning, Program and Management i
Support Branch (PMSB) within 5 days after the inspection report is i
signed or the inspection is cancelled, j
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Employee Assignments l
i All employee assignments shown on their RITS sheets will be j
maintained current. Only-assignments considered "open" by the first line suparvisor will be specified as active.. All assignments completed or cancelled will be annotated accordingly during the 3
reporting week the assignment is closed.
j The first-line supervisors will manage and control assignments,
'i schedules, and the status of employee assignments in WISP, and this information will be reflected hutomatically.on the employees' RITS sheets. The employees will. list current assignments on their RITS sheets and submit them to their supervisors for review and
.i verification.
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3.
Review and Verification by Suoervisors The immediate supervisor will review, verify, and sign RITS sheets submitted by employees and forward the RITS sheets to the RITS Coordinator (mail stop 12 G 18) on. time. By signing the RITS sheet, the supervisor -
indicates that he or she verified that (1) actual hours documented by the employee reasonably reflect the employee's effort that week on each assignment, (2) the total number of regular hours charged equals _ the.
l number of paid hours for that week, and. (3) the status of each employee's assignments is current.
If an employee's RITS sheet is missing for the reporting week, or for past j
weeks, the supervisor will complete an exception report (format shown in
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'the appropriate Division Director and Associate Director.
4.
Manaaement Oversicht and Edit Process The edit process will be conducted in such a way that actual hours for.
each biweekly period are complete and er.or-free 3. weeks after the end of j
the biweekly period. To achieve this; goal, NRR supervisors, managers, 'and a
directors must closely oversee-this process. Attachment 2 is.a summary of, the edit process and associated management reporting.
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ENCLOSURE I.
Managers 'and Associate Directors receiving exception reports on missing RITS sheets should ensure that missing RITS sheets are submitted to the RITS coordinator within 3 work days of the end of the reporting week.
Individuals contacted by management about missing RITS sheets or errors should supply the required-or corrected information no later than 3 working days from the date of contact.
The following summary reports will be submitted to the Associate Director with a copy to the appropriate division directors and branch chiefs in the format shown in Attachment 3.
A weekly report printed from RITS which shows the number of weekly a.
RITS sheets missing by division and branch, including the names of individuals responsible.
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A biweekly report printed from RITS showing the overall error rate for the biweekly period.
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SUPERVISOR'S EXCEPTION REPORT ON HISSING RITS SHEETS b
TO:
(Next-level Supervisor)
FROM:
(Immediate Supervisor)
SUBJECT:
MISSING RITS SHEETS i
Emoloyee Weeks of Reason t
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1 cc:
(Appropriate Associate Director)
ATTACHMENT l-l 4
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