UNCLASSIFIED
Info Office: / HR_ICASS, GENERAL
MRN: / 14 STATE 131198
Date/DTG: / Nov 12, 2014 / 121419Z NOV 14
From: / SECSTATE WASHDC
Action: / AMEMBASSY MINSKROUTINE; AMEMBASSY BANGUIROUTINE; ALL DIPLOMATIC AND CONSULAR POSTS COLLECTIVEROUTINE
E.O.: / 13526
TAGS: / AMGT, KICA, AFIN, ABUD
Pass Line: / FOR MGT COUNSELOR, FMO, ICASS COUNCIL CHAIR, BUDGET COMMITTEE CHAIR, AND ALTERNATE SERVICE PROVIDER REPRESENTATIVE.
Subject: / UPDATE TO ICASS WITHDRAWAL POLICY (6 FAH-5 H- 016.5 TERMINATION OR WITHDRAWAL NOTICE)
1. SUMMARY: The ICASS Executive Board (IEB) approved a
change to the ICASS policy for withdrawing from ICASS
services. The change specifically affects the withdrawal
from an ICASS service in order to obtain the service
elsewhere or to self-provide. In these cases the
withdrawing agency must now provide a business case as
part of their Notification of Withdrawal to the post ICASS
Council. END SUMMARY
2. The Department of State, Foreign Operations, and
Related Programs Appropriations Act for FY2014 included a
requirement directing the Secretary of State to develop,
in coordination with the International Cooperative
Administrative Support Services (ICASS) Service Center and
participating agencies, "an efficient process by which an
agency participating in the ICASS program provides a cost
analysis and justification for the agency's decision to
opt out of any ICASS services." The change in policy
approved by the ICASS Executive Board (IEB) addresses
these issues. The new policy can temporarily be found at:
http://go.usa.gov/GheP while the ISC works to codify the
new policy in the FAH.
3. Currently, when an agency withdraws from a service,
formal notification of withdrawal must be provided per the
guidance in 6 FAH-5 H-016.5d. This policy has been
amended so that in those cases where the purpose of
withdrawal is to obtain the service elsewhere or to self-
provide the service, the withdrawal notification must
include a business case for the decision to withdraw
consisting of: an explanation (i.e., reason) for the
withdrawal; a description of how the agency plans to
obtain the service; and an analysis detailing the cost
impact on the agency.
4. Reasons for withdrawal may include mission related
factors (such as centralizing services at the agency or
regional levels) as well as cost savings or other factors.
5. The agency must identify the costs to be incurred in
receiving the service through the alternate mechanism.
The comparison of the agency's cost for the alternate
service mechanism to the ICASS cost of service to the
agency is critical to the business case. Agencies
withdrawing from cost centers at post(s) are encouraged to
work with the service provider to ensure that all ICASS
components (including ICASS Redistribution) for the
service have been properly included in the cost analysis.
6. Within 30 days of the agency's delivery of
notification to the service provider, the service provider
must prepare an analysis of the impact of the agency's
withdrawal on the post ICASS platform, including an
estimate of how much (if any) the ICASS funding target
would shrink. Both the agency's business case and the
service provider's analysis should be submitted to the
ICASS Service Center as soon as they are completed.
7. A template for the Withdrawal Notice including a
business analysis can be found as an exhibit to the policy
posted to the ICASS sharepoint site (see link above) and
then in the FAH section when published. The ICASS Service
Center will collect such withdrawal information and report
to the IEB on an annual basis.
8. Minimize considered.
Signature: / Kerry
Drafted By: / CGFS/ICASS:SGIBSON
Cleared By: / M:GCAMPBELL
CGFS:BDAVISSON
AF/EX:WHALEY
EAP/EX:AGARRISON
EUR-IO/EX:CNAGLE
NEA-SCA:CCASTRO
WHA/EX:JHARLAN
USAID:JKRAMER
S/ES-O:JSHELSTAD
WASHDC\KernsVV
Approved By: / CGFS/ICASS:RBOOHAKER
Released By: / DOM IRM_OPS_MSO:Kerns, Venod V
Action Post: / NONE
Dissemination Rule: / DIS_HR_ICASS, DIS_GENERAL
UNCLASSIFIED