Comprehensive Study Notes on Departmental Financial Planning, Fund Control Points, Procurement Protocols, and Administrative Workflows

Fund Control Point (FCP) Review and De-Obligations

  • FCP 442 Fund Reclamation Process:

    • Unused funds across all disbursement fields for FCP 442 must be de-obligated and returned to Fiscal.
    • Fiscal will process the returned funds and transfer the money back to the central office.

  • FCP 113 Status:

    • The account is largely finalized, with almost all funds obligated.
    • CMEs (Continuing Medical Education) are no longer touching FCP 113, with a single remaining pending transaction.
    • The final transaction from FCP 113 is for Dr. Zakakani, amounting to approximately $1,000.00.
    • FCP 113 will return approximately $30,000.00 to $33,000.00 (specifically close to $32,000.00 or $33,000.00) in unused funds back to the central office.
    • FCP 113 is designated specifically for clinical providers and clinical staff requiring educational training.

  • FCP 2113 Status and Recent Charges:

    • As of September 4, the account showed an unobligated balance of $1,462.02, with a total balance reported at $14,022.60.
    • Recent transactions processed under FCP 2113 include:
    • Purchase of 6 new audience response clickers for conference rooms.
    • Processing of Tiffany's Amazon order (resubmitted after being pushed back).
    • Drina's request: Initially submitted for $1,800.00; Tanika reduced the requested quantity, adjusting the final transaction total to $2.37.
    • Poster boards for Drina: Submitted via Amazon after office stock was depleted, with Mr. Shee attempting to source the order through Staples.
    • All current operational needs under FCP 2113 have been fully obligated and accounted for.

  • FCP 062, FCP 3113, FCP 8001, and FCP 987 Status:

    • FCP 062: Returning $100.00 in unused funds. The library relies on this fund for a single annual expense: paying for the SIP online subscription.
    • FCP 3113 (Engineering / TTF):
    • Holds an unused balance exceeding $3,000.00; no transactions have been executed under this account for over a year.
    • Historically designated for Engineering TCF (Technical Career Field) intern training and travel, previously managed by Jeff Edge.
    • FCP 3113 was not requested in the upcoming fiscal year budget call. Unused funds will be de-obligated and control transferred back to Engineering after consulting Jeff Edge.
    • FCP 8001: Previously associated with the Wayne County grant; currently inactive with zero balance.
    • FCP 987: Former nursing fund control point used by Deborah for purchasing educational pamphlets; currently inactive and surrendered.

Crucial Conversations and CME Expenditures

  • Crucial Conversations Procurement Quotes:

    • Quotation Option 1: Approximately $30,000.00 originally estimated for Fiscal Year 2027 (FY27).
    • Quotation Option 2: Total cost of $22,000.00, which includes 57 learner licenses and 2 trainer licenses, fully prepared for submission under FY27 budget.
    • Quotation Option 3: Standard quote package valued at $13,700.00.
    • Team evaluated utilizing remaining balances in FCP 2113 or FCP 113 to purchase a portion of the learner licenses immediately, while reserving the remainder for FY27.

  • Budget Projection Rationale:

    • Budget allocations for FCP 113 and FCP 2113 were requested based on prior-year spending projections.
    • Crucial Conversations funding will remain aligned with FY27 allocations rather than depleting current expiring balances prematurely.

Scholarship Obligations and Tuition Assistance Controversies

  • Miss Woody Tuition Assistance Case Study:

    • Total tuition cost: Approximately $5,000.00 covering two consecutive semesters (Spring/Summer and Fall).
    • Spring/Summer Semester: Paid out of FCP 113 in the amount of $2,331.00.
    • Fall Semester: Outstanding payment of $2,331.00 (totaling ~$5,000.00 across both terms) required out of FCP 113 or FCP 2113.
    • Root Cause of Funding Issue:
    • The tuition was originally funded via central national office funds under FCP 692 ($12,573.00 total allocation).
    • Miss Woody attended a for-profit/non-profit institution requiring students to secure external clinical preceptors independently.
    • Due to delays in securing an approved preceptor, Miss Woody postponed her coursework.
    • Nursing education and Fiscal failed to obligate the FCP 692 national funds within the required fiscal year timeframe.
    • Because the fiscal year expired, the central national funds lapsed and could no longer be accessed or re-obligated from FCP 692.
    • Administrative Decision & Leadership Ruling:
    • A formal conference was conducted with VISN leadership, Fiscal, and CFO Mr. Joe Becker.
    • Mr. Becker ruled that FCP 692 funds were strictly inaccessible due to the lapse in obligation.
    • Authorization was granted to utilize local facility education fund control points (FCP 113 or FCP 2113) to cover the $5,000.00 tuition balance so the student would not incur out-of-pocket expenses resulting from administrative process failures.

  • Policy Corrective Measures & Scrutiny Moving Forward:

    • Identified Process Failures:
    • Lack of formal contractual agreements or enforced deadlines regarding student preceptor acquisition timelines.
    • Failure by administrative staff to extend VISTA obligation end-dates prior to fiscal year-end closeouts.
    • New Departmental Rules:
    1. Mandatory National Fund Utilization: If national funds or nationally authorized travel funds are granted, employees must utilize them within the designated window. Local FCPs will strictly non-cover lapses caused by employee delay.
    2. Scrutiny on Preceptor Forfeiture: Moving forward, if an employee fails to meet preceptor requirements or deadlines, local education funds will not compensate for forfeited national scholarships.
    3. Obligation Extension Standard Operating Procedure: For ongoing obligations (such as resident meals or multi-term courses), administrative officers must proactively modify commitment end-dates in VISTA prior to fund expiration.

Purchase Orders and FCP 422 Resident Disbursements

  • FCP 422 Financial Breakdown:

    • Designated primary fund for affiliate and resident disbursements.
    • Year-to-Date Operating Budget: $7,784,006.45.
    • Obligated Amount: $700,482.00 (recorded in ledger as $700,000,482.00).
    • Unobligated Balance Remaining: $3,030.02.
    • Central Office Return: $2,225,000.00 transferred back to central office out of available reserves.

  • De-Obligation Schedule for FCP 422 Purchase Orders (POs):

    • Detroit Wayne County Authority Health:
    • PO ending in 2363937 (Base line $75,000.00): De-obligate remaining $22,006.39.
    • PO ending in 279000: De-obligate remaining $90.83.
    • PO ending in 65024: De-obligate remaining $23,639.37.
    • E-Number Verification: Transaction associated with Detroit Wayne County Authority logged under E-Number 65144 (dated September 2).
    • Detroit Medical Center (DMC):
    • PO ending in 2900: De-obligate remaining $10.00 (logged as 1000 balance unit).
    • Wayne State University:
    • De-obligate outstanding balances on PO ending in 20 and PO ending in 25.
    • Workflow Execution: Ashley and Corey assigned to process de-obligations in VISTA, routing to Tanika for final approval.

Delinquent Obligation Memos and VISTA Processing

  • VISTA System Error & Leaf Date Conflict:

    • System Error Message: The ending date cannot come before the commitment date.
    • Case Study (Dr. Mikalomowski):
    • Dr. Mikalomowski submitted a leave request form for CME ($20.40 / $240.00 scale) with non-travel dummy dates of August 28 (08/28).
    • Executive Leadership Team (ELT) approved the request on September 3.
    • Because the commitment approval date (September 3) occurred after the leave start date (August 28), Fiscal flagged the submission as a delinquent obligation.
    • Case Study (Dr. Wells):
    • Requested $240.00 of his $1,000.00 annual CME allowance.
    • Uploaded leave documentation and receipts; ELT approved the submission.
    • Form SF-1034 was processed and disbursed by Fiscal, but subsequently kicked back demanding retroactive Delinquent Obligation (DO) paperwork.

  • Standardized Delinquent Obligation Memo Instructions:

    • Charice instructed to complete required DO paperwork for flagged 1358 forms.
    • Mandatory Memo Language: The memo must explicitly state that Education operating practice contained no errors, as the transaction was fully signed off and authorized by both ELT and Fiscal leadership prior to submission.

VHRC Equipment Needs and Infrastructure Constraints

  • Veterans Health Resource Center (VHRC) Operational Requirements:

    • Staff require dedicated VA-issued devices (iPads or laptops) capable of bypassing external firewalls without utilizing personal employee devices to photograph and upload Veteran identification.
    • Hardware sourcing: Approved vendors (e.g., Apple Direct) must be engaged via existing PO channels.

  • Cellular Signal and Connectivity Deficits in Welcome Center Basement:

    • Text Verification Barriers: Veteran enrollment in My HealtheVet, id.me, and login.gov requires 5 to 6 sequential SMS short-code verification texts during account setup and application downloading.
    • Infrastructure Deficit: The Welcome Center/basement facility severely blocks cellular signals. Short-code texts fail to deliver over standard Wi-Fi on non-iOS/Android cellular connections.
    • Wi-Fi Limitations: Guest Wi-Fi bandwidth severely throttles when multiple staff and visitors connect concurrently.
    • Solutions Identified:
    • Dedicated Cellular Hotspots: Request dedicated mobile hotspots through IT (Michelle) or Simulation Service.
    • Private Wi-Fi Networks: Request establishment of an independent Wi-Fi network managed via CDCE / Volunteer Services (Beth / Teresa / Allen Bray).
    • Signal Boosters: Technical requirement identified for commercial signal enhancers (AT&T, Verizon, T-Mobile) to enable short-code SMS receipt indoors.
    • Historical Note: Basement cellular interference historically triggered automated international roaming notifications ("Welcome to Canada") on staff devices in downtown Detroit.

Internal Administrative and Personnel Management (VISTA Access)

  • VISTA Access Protocols & Employee Compliance (Ashley):

    • VISTA access is mandatory for processing Form 1358 patient de-obligations.
    • VISTA access automatically revokes if a user fails to log in at least once every 30 days.
    • Directives dictate that administrative staff must maintain active VISTA credentials to fulfill core functional statements.

  • Separation of Duties Rule:

    • Federal financial control rules prohibit personnel with active VISTA/Fiscal access from holding concurrent modification access in IPPS (Integrated Procurement Processing System).
    • In the departmental workflow, Tanika executes supervisory approvals to prevent conflicts of interest.

  • Written Guidance to Staff:

    • Formal email correspondence dispatched to Ashley directing confirmation of active VISTA credentials.
    • Instructed Ashley to schedule structured training with Charice for Form 1358 de-obligation execution.
    • If credentials have lapsed, an electronic Personnel Access System (ePAS) reactivation request must be submitted immediately via Corey.
    • Documented history of support offers established across prior dates (July 10, July 21, and August 27).

Questions & Discussion

  • Q (Dr. Bayou): Regarding FCP 2113, how much are we anticipating for the remaining balance as of September 4?

    • A (Charice): Purchased 6 new clickers, processed Tiffany's Amazon order, adjusted Drina's $1,800.00 request down to $2.37, and put in an order for poster boards.

  • Q (Dr. Bayou): How much is the Crucial Conversations package quote?

    • A (Tiffany): The updated quote standardizes to $22,000.00 for 57 learner licenses and 2 trainer licenses. Another scaled quote option is available at $13,700.00.

  • Q (Dr. Bayou): Why are we compensating an employee's tuition out of local funds if they failed to find a clinical preceptor in time?

    • A (Tanika): Miscommunication occurred between the program coordinator (TJ) and the employee (Miss Woody). Because the preceptor was delayed, national funds in FCP 692 expired. Following a meeting with VISN and Mr. Joe Becker, leadership directed the use of local FCP 113/2113 funds to honor the commitment, but moving forward strict policy controls will prevent recurrence.

  • Q (Dr. Bayou): Why is FCP 3113 under our control if it belongs to Engineering?

    • A (Tanika & Team): Engineering TCF interns previously used it for travel. Control will be de-obligated and surrendered back to Jeff Edge in Engineering.

  • Q (Charice): Why is Fiscal kicking back Dr. Mikalomowski's 1358 and demanding delinquent obligation memos when ELT already approved it?

    • A (Dr. Bayou): Fiscal is enforcing system date logic (commitment date vs. leave start date). Complete the delinquent obligation paperwork, but explicitly document in the memo that Education followed approved ELT protocols and no operational practice could be altered.