[Senate Hearing 112-]
[From the U.S. Government Publishing Office]
LEGISLATIVE BRANCH APPROPRIATIONS FOR FISCAL YEAR 2013
----------
THURSDAY, MARCH 22, 2012
U.S. Senate,
Subcommittee of the Committee on Appropriations,
Washington, DC.
The subcommittee met at 2:33 p.m., in room SD-124, Dirksen
Senate Office Building, Hon. Ben Nelson (chairman) presiding.
Present: Senators Nelson and Hoeven.
U.S. SENATE
Office of the Secretary
STATEMENT OF NANCY ERICKSON, SECRETARY OF THE SENATE
OPENING STATEMENT OF SENATOR BEN NELSON
Senator Nelson. The subcommittee will come to order.
Good afternoon, everyone, and welcome. My colleague and
friend, the Ranking Member, Senator Hoeven, is on his way. He
should be here shortly, and when he arrives, we will ask him to
make any opening comments that he would like to make.
We welcome today, to take the testimony for the fiscal year
2013 budget request for the Secretary of the Senate, the Senate
Sergeant at Arms, and the U.S. Capitol Police.
This is our final hearing for fiscal year 2013, and I would
like to thank everyone for being here. I would like to thank
Nancy Erickson, the Secretary of the Senate; Terrance W.
Gainer, the Senate Sergeant at Arms (SAA); and Phillip D.
Morse, Sr., the Chief of the United States Capitol Police
(USCP).
This is our last hearing of the year for fiscal year 2013
budgets for the agencies of the legislative branch. In the near
future, my ranking member and I, along with our colleagues,
will begin making those tough funding decisions.
And I want to thank everyone today, particularly the
witnesses and everyone else who has testified thus far before
this subcommittee.
The testimony has been vital and will continue to be vital
in helping us prioritize everybody's priorities. That is what
the process is all about. Lean budgets do not mean that
employees are not doing their job. It simply means that we are
in tough economic times, and we have to ask our employees to do
more with less.
The dedication and hard work of all of your staffs under
these circumstances is commendable, and we mean that.
The Senate is a very demanding place to work, whether it is
behind-the-scenes requirements that allow both Senate floor and
the committees to proceed to operate smoothly, or maintaining
the infrastructure that allows our staffs to do their jobs
efficiently, or ensuring the safety of everyone who enters the
Capitol Grounds against the daily threats and those who visit
the Capitol Grounds, as well.
We're grateful to all of the men and women who keep the
Senate operating flawlessly, except for the floor, and the
Capitol a safe place to work and to visit every day.
Ms. Erickson, we are pleased to have you here this
afternoon, and I look forward to your testimony. For fiscal
year 2013, your office is requesting a total of $30.1 million,
which is the same level of funding recently provided to your
office in fiscal year 2012. You are requesting $4.2 million for
the Senate Information Services (SIS) program, which was
transferred to your office from the SAA in fiscal year 2011.
I look forward to hearing more about the specifics of your
budget request, and how you are clearly doing more with less,
because, obviously, that is what you are doing.
I also look forward to receiving an update on the progress
of the new Senate payroll system.
Mr. Gainer, first I want to commend you for your handling
of the recent mail threats. It was a matter of grave concern
for all who work here and who visit here. We have come a long
way since the anthrax attack, and your diligence in keeping our
staffs who handle the mail safe is greatly appreciated by all
of our colleagues across the entire Senate.
SAA's requests for fiscal year 2013 total $205 million, an
increase of $1.7 million more than the fiscal year 2012 enacted
level. I look forward to hearing your priorities, given the
tight budget that you submitted.
Finally, Chief Morse, your fiscal year 2012 request totals
$373.8 million, which is an increase of $34 million, or 10
percent more than the fiscal year 2012 enacted level.
Clearly, we're going to need to look carefully at the
request, given how tight the budgets are going to be and
continue to be in fiscal year 2013.
In particular, we will be reviewing your request for
overtime, given that it is a 15-percent increase when you
include your overtime costs that are in the Architect of the
Capitol's (AOC) budget.
Further, your request for a total increase of $5.1 million
in overtime is in addition to your request to increase your
total number of sworn officers by 17. I look forward to
receiving an update on the radio modernization project, as
well.
In anticipation that Senator Hoeven will be here shortly,
perhaps we can go ahead and begin with the witnesses. As
always, we try to hold the statements to about 5 minutes, but
it is not a hard-and-fast rule. It is just sort of a guideline.
With that in mind, Ms. Erickson, the floor is yours.
SUMMARY STATEMENT OF NANCY ERICKSON
Ms. Erickson. Chairman Nelson, I appreciate this
opportunity to provide testimony on behalf of the Office of the
Secretary. I ask that my statement, which includes our
department reports, be included in the record.
In 1789, the first Secretary of the Senate, Samuel Otis,
was tasked with legislative, financial, and administrative
responsibilities that remain the hallmark of our organization
today. While Otis founded the office, Secretary Asbury Dickins,
who served from 1836 until 1861, was credited with stabilizing
the office with a staff of six people.
After hearing Senator complaints about staff
disorganization, Dickins prepared a manual of job descriptions
and instructed his staff that their hours of business would be
9 a.m. until 3 p.m., until such later hour as the Senate may
remain in session, and that it would be expected of a gentleman
of the office to be ready at all times.
Today, I have the good fortune to be surrounded by a
strong, but lean organization of men and women with
institutional and subject expertise, who are always ready to
serve the Senate, no matter the time of day. They are the
people who support the legislative process, including the first
female Senate parliamentarian; the people who process your
office vouchers, I might add 23-percent faster than last year;
the people who ensure our public Web site, www.senate.gov, is
updated with the latest legislative and educational
information; the people who counsel members and senior staff on
employment laws, process staff security clearances, respond to
staff research requests, implement the lobbying disclosure
laws, and educate our Senate pages.
I recognize that you have asked our legislative branch
agencies to lead by example again. Our budget request for
fiscal year 2013 is $30,101,459. The salary budget represents
an increase of $91,000 more than fiscal year 2012 as a result
of the costs associated with the cost-of-living adjustment. No
increase is requested for operating expenses, and we have not
requested an increase in the operating budget for the SIS
program.
From fiscal year 2008 to fiscal year 2011, our operating
budget had remained flat, despite new statutory mandates. I
believe this is a reflection of the careful spending decisions
over the past few years.
In fiscal year 2012, our operating budget was cut 19
percent in order to shield cuts to the online research and new
services provided to Senate staff through the SIS program.
Despite the condition when the program was transferred from SAA
to the Secretary's budget that there be a firewall between the
SIS budget and the Secretary's budget, we knew the SIS program
would not survive the magnitude of cuts last year. As a result,
we felt we had no choice but to offer to take a larger cut in
our operational budget in order to save online information
services that Senate staff rely on to do their jobs.
I hope to keep the firewall next year.
Even though the SIS program was shielded from fiscal year
2012 budget cuts, because of vendor price increases, we were
still required to cut two information contracts from the
program. My staff has projected that the overall cost of
providing the current mix of research services to the Senate
through fiscal year 2016 could escalate at a rate as much 2.8
percent per year.
With respect to our financial responsibilities, the
Disbursing Office staff, along with our colleagues in the SAA
technical support office, is working closely with the vendor
that was awarded the SAA contract to implement the PeopleSoft
payroll software. We're working extremely hard toward a fall
implementation.
I think it is fair to say that our staff is spread
extremely thin while they continue with their enormous
responsibilities to correctly administer the Senate's payroll
twice a month.
Mr. Chairman and Senator Hoeven, the Senate generates a
great many records, some published, some not. As Secretary, it
is my responsibility to oversee the regular transfer of Senate
Committee records to the National Archives, where they can be
preserved both for the Committees' future use and for
historical research. The archivists in the Senate Historical
Office are also providing advice to the individual Senators on
how and where to archive the records of their own offices.
The task has grown exceedingly more complex with the
enormous expansion of electronic communications.
Recently, President Obama directed all executive branch
agencies to reform their records management to improve
performance, accountability, and increase Government
transparency by better documenting their actions and decisions.
I am pleased to report that the Senate began well before and is
well ahead of the executive branch. The Senate has preserved an
average of 3,000 to 4,000 feet of textual records for each
Congress. Those papers have been supplemented by 2.6 terabytes
of electronic records that are stored at the Center for
Legislative Archives.
Finally, the Office of the Secretary continues to support
the Senate's emergency preparedness program with our
legislative partners. Our staff who support the chamber can
vouch that years of training paid off on August 23, 2011, when
an earthquake forced the temporary evacuation of the Capitol.
The Senate was scheduled to convene in a pro forma session
that day and did so at a nearby alternate facility with the
support of SAA and the party secretaries.
All materials required to support a session of the Senate
had been remotely stored for just such an occurrence. Not since
1814 had the Senate relocated to an alternate facility to
conduct business.
PREPARED STATEMENT
History happens every day in the Senate, and the
Secretary's staff remains proud of our role in supporting the
Senators and their staff in their important work, as well as
preserving this institution's great history.
Thank you.
[The statement follows:]
Prepared Statement of Nancy Erickson
Mr. Chairman, Senator Hoeven, and members of the subcommittee,
thank you for your invitation to present testimony in support of the
budget request of the Office of the Secretary of the Senate for fiscal
year 2013.
It is a pleasure to have this opportunity to draw attention to the
accomplishments of the dedicated and outstanding employees of the
Office of the Secretary. The annual reports which follow provide
detailed information about the work of each department of the office,
their recent achievements, and their plans for the upcoming fiscal
year.
My statement includes:
--presenting the fiscal year 2013 budget request;
--implementing mandated systems, financial management information
system (FMIS), and the legislative information system (LIS);
--continuity of operations planning; and
--maintaining and improving current and historic legislative,
financial, and administrative services.
sos deg.presenting the fiscal year 2013 budget request
I am requesting a total fiscal year 2013 budget of $30,101,459. The
request includes $24,285,115 in salary costs and $5,816,344 for the
operating budget of the Office of the Secretary. The salary budget
represents an increase of $91,000 more than the fiscal year 2012 budget
as a result of the costs associated with the annual cost of living
adjustment. No increase is requested for our operating expenses. In
addition, the operating budget for the administration of Senate
Information Services (SIS) program that was assumed by this office in
2011 has not been increased.
OFFICE OF THE SECRETARY APPORTIONMENT SCHEDULE
----------------------------------------------------------------------------------------------------------------
Amount Budget
available estimates
Items fiscal year fiscal year Difference
2012 2013
----------------------------------------------------------------------------------------------------------------
Departmental operating budget:
Executive office............................................ $444,495 $444,495 ..............
Administrative services..................................... 5,323,359 5,323,359 ..............
Legislative services........................................ 48,490 48,490 ..............
-----------------------------------------------
Total operating budget.................................... 5,816,344 5,816,344 ..............
----------------------------------------------------------------------------------------------------------------
sos deg.implementing mandated systems
Two systems critical to our operation are mandated by law, FMIS and
LIS, and I would like to spend a few moments on each to highlight
recent progress, and to thank the committee for your ongoing support of
both.
Financial Management Information System
FMIS is used by approximately 140 Senate offices. Consistent with
our strategic plan, the Disbursing Office continues to modernize
processes and applications to meet the continued demand by Senate
offices for efficiency, accountability, and ease of use. Our goals are
to move to an integrated, paperless voucher system, improve the WebFMIS
system, and make payroll and accounting system improvements.
During fiscal year 2011, specific progress made on the FMIS project
included two upgrades of WebFMIS:
--FMIS 2011-2 was implemented in June 2011. This release included an
enhancement to electronic invoicing that allows an office (or
an auditor in the Disbursing Office) to split a single charge
on an invoice into two accounting lines. The expense summary
report (ESR) line entry module was also updated to implement
some minor enhancement and corrections. Release 2011-2 also
implemented the third of three major phases in WebPICS, which
effectively replaces and improves ADPICS (the mainframe
procurement application). The first two phases of WebPICS
provided functionality for requisitions and vouchers. This
release allowed purchase orders to be created, approved, and
posted.
One of the larger changes in this release was the addition of
online access to the month end ledger statements (Statement of
Funding Authorization and Expense Activity). A pilot group was
given access to their May 2011 statements first. After positive
feedback, all offices were given access to their June 2011
statements, and paper distribution was eliminated.
--FMIS 2011-3 was implemented in August 2011. The most significant
feature in release 2011-3 was the image viewer and repository
that allows users to attach documentation to their vouchers. A
pilot of three offices began attaching their supporting
documentation electronically only--the paper vouchers
themselves were still required to provide approving signatures.
Unfortunately, system performance for the auditors fell less
than acceptable levels, and Disbursing asked its pilot offices
to suspend testing until the issue was resolved. The matter was
quickly identified, and we are now positioned to scale up for a
Senate-wide rollout. Initial testing at the end of the year
showed a vast improvement.
The most significant improvement to WebPICS was the
implementation of an insufficient funds limitation, on the
submission and approval of requisitions. The entry of specific
limits will be rolled out in 2012. After this release, the
information technology (IT) section discontinued granting new
procurement users access to mainframe ADPICS.
The computing infrastructure for FMIS is provided by the Sergeant
at Arms (SAA). Each year SAA staff upgrades the infrastructure hardware
and software. During 2011, SAA implemented two upgrades to the FMIS
infrastructure. These included a maintenance update to the database
(DB2), and a maintenance update to the mainframe operating system (Z/
OS).
In October 2010, a task order for the adding document imaging and
electronic signatures to WebFMIS was signed. This task order outlines
work to be completed between then and spring 2013 in three phases. The
revised schedule is:
--Phase 1.--Imaging only pilot--fall 2011;
--Phase 2.--Office imaging and signatures pilot (March 2012), and
full roll-out (June 2012); and
--Phase 3.--Staffer imaging and signatures pilot (fall 2012), and
rollout (spring 2013).
During 2008, the Disbursing Office and SAA worked together to
develop detailed system requirements desired for our new payroll
system. We reviewed several different products and in 2009 selected a
new software program for the system. In March 2010, the Senate selected
a system integrator to assist with implementing the new software. The
system integrator began work on the project in November 2010 with a
very aggressive implementation plan of 15 months.
--The Senate Payroll System (SPS) includes several phases. The
initial phase is the implementation of functions for processing
payroll and managing Senate office budgets and payroll
projections. The second phase is to implement and conduct a
pilot test for self-service applications which will allow
Senate employees to enter and change certain personal data and
benefits selections. The third phase will be replacement of the
current Senate Office Personnel System (SOPS).
--The first phase of the project is currently scheduled to go live
the first week of September. The systems integrator has
experienced several delays in the course of the project. As the
project lead, SAA has maintained a close review of contract
expenditures and is working closely with the vendor to ensure
costs remain within the existing contracted levels.
During the remainder of fiscal year 2012 the following FMIS
activities are anticipated:
--Coordinating with SAA the timeframes for the implementation of the
smart card ID project for electronic signatures;
--Continuing the implementation and the required updates to the
Hyperion Financial Management application to provide the Senate
the ability to produce auditable financial statements;
--Continuing the implementation of online financial reports;
--Participating in the yearly disaster recovery test;
--Implementing FMIS 2012-1, which includes imaging infrastructure
upgrade and voucher printing fixes;
--Implementing FMIS 2012-2, imaging and signatures roll out--this
release will provide capacity and stability enhancements to
support rollout to all offices and committees, as well as
enhancements to the pilot functionality based on feedback
gained through user group meeting and training sessions and new
ESR functionality;
--Continuing with SPS implementation, conversion, training and user
acceptance, and parallel testing for Phase I; and
--Reviewing existing systems and develop a long-term modification and
replacement plan for key financial systems.
Anticipated projects for fiscal year 2013:
--Implementing FMIS 2013-1, deployment of an imaging and electronic
signatures pilot for staffers;
--Implementing FMIS 2013-2, deployment of an imaging and electronic
signatures pilot for all Senate staff;
--Continuing to coordinate with SAA and participate in the yearly
disaster recovery activities;
--Continuing to support the SAA in any upgrades to the infrastructure
software and hardware; and
--Continuing with the postimplementation support for SPS and the roll
out of Phase II--employee self-service.
A more detailed report on FMIS is included in the departmental
report of the Disbursing Office.
sos deg.legislative offices
The Legislative Department provides support essential to Senators
in carrying out their daily chamber activities as well as the
constitutional responsibilities of the Senate. The Legislative Clerk
sits at the Secretary's desk in the Senate Chamber and reads aloud
bills, amendments, the Senate Journal, Presidential messages, and other
such materials when so directed by the Presiding Officer of the Senate.
The Legislative Clerk calls the roll of Members to establish the
presence of a quorum and to record and tally all yea and nay votes. The
office staff prepares the Senate Calendar of Business, published each
day that the Senate is in session, and prepares additional publications
relating to Senate class membership and committee and subcommittee
assignments. The Legislative Clerk maintains the official copy of all
measures pending before the Senate and must incorporate into those
measures any amendments that are agreed to. This office retains custody
of official messages received from the House of Representatives and
conference reports awaiting action by the Senate. The office staff is
responsible for verifying the accuracy of information entered into the
LIS system by the various offices of the Secretary.
Additionally, the Legislative Clerk acts as supervisor for the
Legislative Department, responsible for overall coordination,
supervision, scheduling, and cross-training. The department consists of
eight offices:
--the Bill Clerk;
--Captioning Services;
--the Daily Digest;
--the Enrolling Clerk;
--the Executive Clerk;
--the Journal Clerk;
--the Legislative Clerk; and
--the Official Reporters of Debates.
Summary of Activity
The Senate completed its legislative business and adjourned on
January 3, 2012. During the first session of the 112th Congress, the
Senate was in session 170 days, conducted 235 rollcall votes and 5 live
quorum calls. There were 185 measures reported from committees and 17
special reports submitted to the Senate. There were 402 total measures
passed or agreed to. In addition, there were 1,467 amendments submitted
to the desk.
Cross-Training and Continuity of Operations Planning
Recognizing the importance of planning for the continuity of Senate
business, under both normal and possibly extenuating circumstances,
cross-training continues to be strongly emphasized among the
Secretary's legislative staff. To ensure additional staff are trained
to perform the basic floor responsibilities of the Legislative Clerk,
as well as the various other floor-related responsibilities of the
Secretary, approximately one-half of the legislative staff are
currently involved or have recently been involved in cross-training.
Each office and staff within the Legislative Department
participated in numerous ongoing Continuity Of Operations (COOP)
discussions and exercises, including an off-site mock session,
throughout the past year. These discussions and exercises are a joint
effort involving the Office of the Secretary, the party secretaries,
the U.S. Capitol Police (USCP), and SAA.
Succession Planning
The average number of years of Senate service among the Secretary's
Legislative Department supervisors is 22 years. It is critical that the
Secretary's Legislative Department attract and keep talented employees,
especially the second tier of employees just behind the current
supervisors because of the unique nature of the Senate as a legislative
institution. The arcane practices and voluminous precedents of the
Senate make institutional experience and knowledge extremely valuable.
sos deg.BILL CLERK
The Office of the Bill Clerk collects and records data on the
legislative activity of the Senate, which becomes the historical record
of official Senate business. The Bill Clerk's Office keeps this
information in its handwritten files and ledgers and also enters it
into the Senate's automated retrieval system so that it is available to
all House and Senate offices through the LIS. The Bill Clerk records
actions of the Senate with regard to bills, resolutions, reports,
amendments, cosponsors, Public Law numbers, and recorded votes. The
Bill Clerk is responsible for preparing for print all measures
introduced, received, submitted, and reported in the Senate. The Bill
Clerk also assigns numbers to all Senate bills and resolutions. All the
information received in this office comes directly from the Senate
floor in written form within moments of the action involved, so the
Bill Clerk's Office is generally regarded as the most timely and most
accurate source of legislative information.
Assistance From the Government Printing Office
The Bill Clerk's Office maintains an exceptionally good working
relationship with Government Printing Office (GPO) and seeks to provide
the best service possible to meet the needs of the Senate. GPO
continues to respond in a timely manner to the Secretary's request,
through the Bill Clerk's Office, for the printing of bills and reports,
including the expedited printing of priority matters for the Senate
chamber.
Legislative Activity
For comparative purposes, the following table provides summaries of
the first sessions of the 111th and 112th Congresses:
----------------------------------------------------------------------------------------------------------------
111th 112th
Congress, 1st Congress, 1st Percentage
Session Session change
----------------------------------------------------------------------------------------------------------------
Senate bills.................................................... 2,920 2,031 -30.44
Senate joint resolutions........................................ 25 33 +32.00
Senate concurrent resolutions................................... 48 33 -31.25
Senate resolutions.............................................. 387 351 -9.30
Amendments submitted............................................ 3,298 1,467 -55.52
House bills..................................................... 382 188 -50.79
House joint resolutions......................................... 10 7 -30.00
House concurrent resolutions.................................... 67 23 -65.67
Measures reported............................................... 199 185 -7.04
Written reports................................................. 113 130 +15.04
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Total legislation......................................... 7,449 4,448 -40.29
===============================================
Rollcall votes.................................................. 397 235 -40.81
House messages \1\.............................................. 292 178 -39.04
Cosponsor requests.............................................. 7,205 6,621 -8.11
----------------------------------------------------------------------------------------------------------------
\1\ This number reflects how many messages from the House are typed up by the Bill Clerks for inclusion in the
Congressional Record. It excludes additional activity on these bills.
sos deg.CAPTIONING SERVICES
The Office of Captioning Services provides real-time captioning of
Senate floor proceedings for the deaf and hard-of-hearing and
unofficial electronic transcripts of Senate floor proceedings to Senate
offices on Webster, the Senate Intranet.
General Overview
Captioning Services strives to provide the highest-quality closed
captions. The overall accuracy average rate for the Office is a stellar
99.57 percent. This marks the 18th year in a row the Office has
achieved an accuracy rate more than 99 percent. Overall caption quality
is monitored through daily translation data reports, monitoring of
captions in real-time, and review of caption files on Webster. In an
effort to decrease paper consumption and printing costs, accuracy
reviews, and reports were completed and archived in electronic form.
Also, newspaper and magazine subscriptions used for preparation and
research were cancelled to achieve added cost savings and replaced with
already available electronic copies.
The real-time searchable closed caption log, available to Senate
offices on Webster, continues to be an invaluable tool for the entire
Senate community. Legislative floor staff, in particular, continues to
depend upon its availability, reliability, and contents to help them in
the performance of their duties. The Senate caption log will undergo an
upgrade during 2012, and work has begun to develop and enhance the
software while maintaining the accuracy and dependability the Senate
community has come to expect from the caption log.
Continuity of Operations Planning
COOP planning and preparation continue to be a top priority to
ensure that the Office is prepared and confident about the ability to
relocate and successfully function from a remote location in the event
of an emergency. Continual updates and review of the COOP plan and
discussion with staff throughout the year prepare individuals to have
confidence if called upon to execute the plan. The Office participates
with the Senate Recording Studio in two off-site location exercises
related to COOP annually and also tests monthly the reliability of
equipment and readiness of staff to relocate to additional sites in the
event of an emergency.
sos deg.DAILY DIGEST
The Office of the Senate Daily Digest is pleased to transmit its
annual report on Senate activities during the first session of the
112th Congress.
Chamber Activity
The Senate was in session a total of 170 days, for a total of 1,101
hours and 44 minutes. There were five quorum calls and 235 record
votes. (See the following chart for 20-Year Comparison of Senate
Legislative Activity).
20-YEAR COMPARISON OF SENATE LEGISLATIVE ACTIVITY \1\
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
1992 1993 1994 1995 1996 1997 1998 1999 2000 2001
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Senate convened..................................... 1/3 1/5 1/25 1/4 1/3 1/3 1/27 1/6 1/24 1/3
Senate adjourned.................................... 10/9 11/26 12/01 1/3/96 10/4 11/13 10/21 11/19 12/15 12/20
Days in session..................................... 129 153 138 211 132 153 143 162 141 173
Hours in session.................................... 1,09109" 1,26941" 1,24333" 1,83910" 1,03645" 1,09307" 1,09505" 1,18357" 1,01751" 1,23615"
Average hours per day............................... 8.5 8.3 9.0 8.7 7.8 7.1 7.7 7.3 7.2 7.1
Total measures passed............................... 651 473 465 346 476 386 506 549 696 425
Rollcall votes...................................... 270 395 329 613 306 298 314 374 298 380
Quorum calls........................................ 5 2 6 3 2 6 4 7 6 3
Public Laws......................................... 347 210 255 88 245 153 241 170 410 136
Treaties ratified................................... 32 20 8 10 28 15 53 13 39 3
Nominations confirmed............................... 30,619 38,676 37,446 40,535 33,176 25,576 20,302 22,468 22,512 25,091
Average voting attendance........................... 95.4 97.6 97.02 98.07 98.22 98.68 97.47 98.02 96.99 98.29
Sessions convened before 12 noon.................... 112 128 120 184 113 115 109 118 107 140
Sessions convened at 12 noon........................ 6 6 9 2 15 12 31 17 25 10
Sessions convened after 12 noon..................... 10 15 17 12 7 7 2 19 24 21
Sessions continued after 6 p.m...................... 91 100 100 158 88 96 93 113 94 108
Sessions continued after 12 midnight................ 9 7 3 1 ............ ............ ............ ............ 2 3
Saturday sessions................................... 2 2 3 5 1 1 1 3 1 3
Sunday sessions..................................... ............ ............ ............ 3 ............ 1 ............ ............ 1 ............
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20-YEAR COMPARISON OF SENATE LEGISLATIVE ACTIVITY--Continued
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
2002 2003 2004 2005 2006 2007 2008 2009 2010 2011
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Senate convened..................................... 1/23 1/7 1/20 1/4 1/3 1/4 1/3 1/6 1/5 1/5
Senate adjourned.................................... 11/20 12/9 12/8 12/22 12/9 12/31 1/2 12/24 12/22 1/3/12
Days in session..................................... 149 167 133 159 138 189 184 191 158 170
Hours in session.................................... 1,04323" 1,45405" 1,03131" 1,22226" 1,02748" 1,37554" 98831" 1,42039" 1,07440" 1,10144"
Average hours per day............................... 7.0 8.7 7.7 7.7 7.4 7.2 5.37 7.44 6.8 6.5
Total measures passed............................... 523 590 663 624 635 621 589 478 569 402
Rollcall votes...................................... 253 459 216 366 279 442 215 397 299 235
Quorum calls........................................ 2 3 1 3 1 6 3 3 8 5
Public Laws......................................... 241 198 300 169 313 180 280 125 258 90
Treaties ratified................................... 17 11 15 6 14 8 30 1 6 2
Nominations confirmed............................... 23,633 21,580 24,420 25,942 29,603 22,892 21,785 23,051 23,327 19,815
Average voting attendance........................... 96.36 96.07 95.54 97.41 97.13 94.99 94.36 96.99 95.88 97.08
Sessions convened before 12 noon.................... 119 133 104 121 110 156 147 148 116 127
Sessions convened at 12 noon........................ 12 4 9 1 4 4 4 2 6 4
Sessions convened after 12 noon..................... 23 23 21 36 24 32 33 41 36 39
Sessions continued after 6 p.m...................... 103 134 129 120 129 144 110 152 116 120
Sessions continued after 12 midnight................ 8 2 3 3 4 4 2 2 1 1
Saturday sessions................................... ............ 1 2 2 2 1 3 5 2 2
Sunday sessions..................................... ............ 1 1 2 ............ 1 1 4 1 1
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\1\ Prepared by the Senate Daily Digest--Office of the Secretary.
Committee Activity
Senate committees held a total of 939 meetings during the first
session, of the 112th Congress, as contrasted with 827 meetings during
the second session, of the 111th Congress.
All hearings and business meetings (including joint meetings and
conferences) are scheduled through the Daily Digest and are published
in the Congressional Record, on the Digest's Web site on Senate.gov,
and LIS, the Web-based applications system. Meeting outcomes are also
published by the Daily Digest in the Congressional Record each day and
continuously updated on the Web site.
Computer Activities
The Daily Digest staff continues to work closely with Senate
computer staff to refine the LIS/document management system (DMS),
including further refinements to the Senate Committee Scheduling
application which will improve the data entry process.
sos deg.ENROLLING CLERK
The Enrolling Clerks prepare, proofread, input amendments, and
print all legislation passed by the Senate prior to its transmittal to
the House of Representatives, the National Archives, the Secretary of
State, the United States Claims Court, and the White House.
During the first session of the 112th Congress the Enrolling
Clerk's office prepared the enrollment of 20 Senate bills (transmitted
to the President); 4 Senate enrolled joint resolutions (transmitted to
the President); 8 Senate concurrent resolutions (transmitted to the
National Archives); and 143 Senate appointments (transmitted to the
House of Representatives). In addition, 192 House of Representatives
bills, 25 House Concurrent Resolutions, 7 House Joint Resolutions, and
three conference reports were either amended, passed, or acted on by
the Senate requiring the Enrolling Clerk's office staff to process
hundreds of amendments in a tightly managed schedule prior to messaging
the legislation to the House of Representatives for further action. In
all, there were 69 messages delivered to the Clerk's office and 42
delivered to the House Chamber by the Enrolling Clerk's office relative
to Senate action and passage of legislation. The Enrolling Clerk's
office also delivered to the House Clerk's office of approximately 62
House enrolled bills and 4 House joint resolutions after they had been
signed by the President pro tempore as customary.
A total of 402 pieces of legislation were passed or agreed to
during the first session of the 112th Congress. Many other Senate bills
were placed on the calendar, all of which were processed in the
Enrolling Clerk's office including 61 Senate engrossed bills, 4 joint
resolutions, 17 concurrent resolutions, and 234 Senate simple
resolutions. The Enrolling Clerk's office keeps the original official
copies of bills, resolutions, and appointments from the Senate floor
through the end of each Congress. At the end of each Congress, the
Enrolling Clerk's office carefully organizes all official papers
sequentially in archival boxes, each labeled accordingly, accompanied
by a report detailing the contents of each box which are then
transmitted to the Senate Archivist for proper storage at the National
Archives.
The Senate Enrolling Clerk's office is also responsible for
transmitting the original files of all Senate bills and resolutions
engrossed and enrolled in the Senate to GPO.
Continuity of Operations Planning
The Enrolling Clerks participated in two continuity of operations
(COOP) exercises in 2011. In addition to testing printers for the COOP
fly-away kits, the exercises also encompassed the important details of
our operations necessary for the engrossment and enrollment of
legislation involving the use of printers and specific paper stock
supplied by GPO.
sos deg.EXECUTIVE CLERK
The Executive Clerk prepares an accurate record of actions taken by
the Senate during executive sessions (proceedings on nominations and
treaties) which is published as the Journal of the Executive
Proceedings of the Senate at the end of each session of Congress. The
Executive Clerk also prepares daily the Executive Calendar as well as
all nomination and treaty resolutions for transmittal to the President.
Additionally, the Executive Clerk's office processes all executive
communications, presidential messages and petitions and memorials.
Nominations
During the first session of the 112th Congress, there were 1,200
nomination messages sent to the Senate by the President, transmitting
20,517 nominations to positions requiring Senate confirmation and 23
messages withdrawing nominations sent to the Senate during the first
session of the 112th Congress. Of the total nominations transmitted,
503 were for civilian positions other than lists in the Foreign
Service, Coast Guard, National Oceanic and Atmospheric Administration,
and Public Health Service. In addition, there were 3,469 nominees in
the ``civilian list'' categories named previously. Military nominations
received this session totaled 16,545 (5,983 B Air Force; 5,908 B Army;
3,405 B Navy and 1,249 B Marine Corps). The Senate confirmed 19,815
nominations this session. Pursuant to the provisions of paragraph six
of Senate Rule XXXI, 12 nominations were returned to the President
during the first session of the 112th Congress.
Treaties
There were four treaties transmitted to the Senate by the President
during the first session of the 112th Congress for its advice and
consent to ratification, which were ordered printed as treaty documents
for the use of the Senate (Treaty Doc. 112-1 through 112-4).
The Senate gave its advice and consent to two treaties with various
amendments, conditions, declarations, understandings and provisos to
the resolutions of advice and consent to ratification.
Executive Reports and Rollcall Votes
There were five executive reports relating to treaties ordered
printed for the use of the Senate during the first session of the 112th
Congress (Executive Report 112-1 through 112-5). The Senate conducted
51 rollcall votes in executive session, all on or in relation to
nominations and treaties.
Executive Communications
For the first session of the 112th Congress, 4,400 executive
communications, 62 petitions and memorials, and 35 Presidential
messages were received and processed.
Environmental Impact
In an effort to save money and eliminate the use of unnecessary
paper, the Executive Clerk reduced the copies of treaties, executive
reports of treaties, and the Executive Calendar printed for
distribution as they are available online.
Online Archive of Executive Calendars
At the request of committees and the public for more information on
past nominations and treaties, an archive of Executive Calendars from
1997 to present can now be viewed through Senate.gov. This historical
information was compiled by the Senate Library through files provided
by the Executive Clerk. The Secretary's Office of Web Technology was
responsible to converting and placing the archived files on the
Senate.gov Web page. Calendars created prior to 1997 will be placed in
the online archive as they are converted.
sos deg.JOURNAL CLERK
The Journal Clerk takes notes of the daily legislative proceedings
of the Senate in the ``Minute Book'' and prepares a history of bills
and resolutions for the printed Journal of the Proceedings of the
Senate, or Senate Journal, as required by Article I, section V of the
Constitution. The content of the Senate Journal is governed by Senate
Rule IV, and is approved by the Senate on a daily basis. The Senate
Journal is published each calendar year.
The Journal staff take 90-minute turns at the rostrum in the Senate
chamber, noting the following by hand for inclusion in the Minute Book:
--all orders (entered into by the Senate through unanimous consent
agreements);
--legislative messages received from the President of the United
States;
--messages from the House of Representatives;
--legislative actions as taken by the Senate (including motions made
by Senators, points of order raised, and rollcall votes taken);
--amendments submitted and proposed for consideration;
--bills and joint resolutions introduced; and
--concurrent and Senate resolutions as submitted.
These notes of the proceedings are then compiled in electronic form
for eventual publication of the Senate Journal at the end of each
calendar year. Compilation is efficiently accomplished through
utilization of the LIS Senate Journal Authoring System. The Journal
Clerk completed production of the 925-page calendar year 2010 volume in
2011, and it is anticipated that work on the calendar year 2011 volume
will conclude by September 2012.
Continuity of Operations Planning
In 2011, in support of the Office of the Secretary's commitment to
continuity of operations programs, the Office of the Journal Clerk
participated in the annual Chamber Protective Actions/Briefing Center
exercise, the alternate chamber exercise in May, and legislative staff-
specific exercises. Real-world implementation of emergency procedures
occurred when the Senate met in an alternate location in the immediate
aftermath of the August earthquake. Additionally, monthly tests of
BlackBerry emergency notification and laptop remote access procedures
are conducted. The Journal Clerk continued the practice of scanning the
daily Minute Book pages into a secure directory. The files are also
copied onto a flash drive storage device weekly, and transported off-
site each night. Although the actual Minute Books for each session of a
Congress are sent to the National Archives a year following the end of
a Congress, having easily accessible files, both on a remote server and
on portable storage device, will ensure timely reconstitution of the
Minute Book data in the event of damage to, or destruction of, the
physical Minute Book.
Cost Savings
In 2011, the Office of the Journal Clerk undertook efforts to
reduce already-conservative consumption of paper volume used in a
traditionally paper-driven office. Lesser consumption of paper used in
the office resulted from reduction in printing of draft copies of work
product as updated, and from elimination of the paper copies of daily
Minute Book pages used by the Journal Clerk team in production of the
Senate Journal, by the Daily Digest office in compiling statistics, and
the Senate Library, for reference by Senate staff. Instead, electronic
copies are accessed via an office network drive and are emailed to the
Library and Daily Digest staffs.
sos deg.OFFICIAL REPORTERS OF DEBATES
The Office of the Official Reporters of Debates is responsible for
the stenographic reporting, transcribing, and editing of the Senate
floor proceedings for publication in the Congressional Record. The
Chief Reporter acts as the editor-in-chief and the Coordinator
functions as the technical production manager of the Senate portion of
the Record. The office interacts with Senate personnel on additional
materials to be included in the Record.
On a continuing basis, all materials to be printed in the next
day's edition of the Record are transmitted electronically and on paper
to GPO. Much of the transcript of Senate floor proceedings and Morning
Business is sent to GPO electronically to allow for production of the
Record in a cost conscious and timely manner. In most instances, the
paper copy of the Record is delivered by GPO within 2 to 3 hours of its
content being placed on the Internet at approximately 7 a.m. every day.
The Chief Reporter, in conjunction with Senate office and committee
staff, works to ensure compliance with the ``2-page rule'' to cut down
on the printing costs of the Record by controlling the amount of
extraneous printing to be done by GPO. As a result, these materials are
often condensed so as not to exceed the rule and/or are cited and
printed on Web sites with referencing so that they are available to the
interested public.
The Official Reporters of Debate purchased three new ProCat Stylus
stenotype machines for continuity of operations purposes. This purchase
also allows this office to have a stenotype machine in reserve should a
malfunction occur with a machine used for the daily floor proceedings.
sos deg.PARLIAMENTARIAN
The Parliamentarian's Office continues to perform its essential
institutional responsibilities to act as a neutral arbiter among all
parties with an interest in the legislative process. These
responsibilities include advising the chair, Senators and their staff,
as well as committee staff, House members and their staffs,
administration officials, the media and members of the general public,
on all matters requiring an interpretation of the Standing Rules of the
Senate, the precedents of the Senate, and unanimous consent agreements,
as well as provisions of Public Law affecting the proceedings of the
Senate.
The parliamentarians work in close cooperation with the Senate
leadership and their floor staffs in coordinating all of the business
on the Senate floor. The Parliamentarian or one of her assistants is
always present on the Senate floor when the Senate is in session, ready
to assist the Presiding Officer in his or her official duties, as well
as to assist any other Senator on procedural matters. The
parliamentarians work closely with the staff of the Vice President of
the United States and the Vice President himself whenever he performs
his duties as President of the Senate.
The parliamentarians serve as the agents of the Senate in
coordinating the flow of legislation with the House of Representatives
and with the President, and ensure that enrolled bills are signed in a
timely manner by duly authorized officers of the Senate for
presentation to the President. The parliamentarians are a critical
point of contact for emergency planning for representatives of the
President.
The parliamentarians monitor all proceedings on the floor of the
Senate, advise the Presiding Officer on the competing rights of the
Senators on the floor, and advise all Senators as to what is
appropriate in debate. The parliamentarians keep track of time on the
floor of the Senate when time is limited or controlled under the
provisions of time agreements, statutes or standing orders. The
parliamentarians keep track of the amendments offered to the
legislation pending on the Senate floor, and monitor them for points of
order. In this respect, the parliamentarians reviewed more than 1,400
amendments during 2011 to determine if they met various procedural
requirements (such as germaneness).
The Office of the Parliamentarian is responsible for the referral
to the appropriate committees of all legislation introduced in the
Senate, all legislation received from the House, as well as all
communications received from the executive branch, State and local
governments, and private citizens. In order to perform this
responsibility, the parliamentarians do extensive legal and legislative
research. During 2011, the parliamentarians referred 2,203 measures and
4,496 communications to the appropriate Senate committees. The office
worked extensively with Senators and their staffs to advise them of the
jurisdictional consequences of countless drafts of legislation, and
evaluated the jurisdictional effect of proposed modifications in
drafting.
During 2011, as has been the case in the past, the staff of the
Parliamentarian's Office was frequently called on to analyze and advise
Senators on a great number of issues arising under the Congressional
Budget Act of 1974, the Trade Act of 1974, the Congressional Review
Act, and many other provisions of law that authorize special procedural
consideration of measures.
In the early weeks of 2011, the parliamentarians held many meetings
with the proponents and opponents of changes to the Senate's rules and
procedures, and counseled all interested parties in the intricacies of
both the content of these proposals and the disputed processes for
bringing about these changes. The Parliamentarian's Office was also
heavily involved in the legislative procedures to address the debt
ceiling and has been interpreting the text of what eventually became
the language of the law ever since. Finally, in October 2011, the
Senate confronted the issue of Motions to Suspend the Rules in a
postcloture procedural situation in which the ruling of the Chair,
given on the advice of this office, was overturned creating a new
precedent for the Senate.
The parliamentarians participated in multiple orientation sessions
for new staff in 2011 as part of the ongoing effort to inform the
Senate community about its various procedures and the avenues of
assistance available to them. As in the past, the parliamentarians also
conducted several briefings on Senate procedure to various groups of
Senate staff and visiting international parliamentary staff, on a
nonpartisan basis.
Continuity of Operations Planning
The parliamentarians have taken the lead in the Senate in analyzing
the need for emergency procedural authorities of the Congress
generally, and the Senate in particular. The parliamentarians have each
been trained on and successfully remotely accessed the office's
computers and hard drives, facilitating communications, research, and
other work after hours, and enabling them to have the office function
during possible emergencies. The Parliamentarian's Office continues to
participate extensively in emergency preparedness training for the
Senate Chamber.
Of note with respect to emergency procedures in 2011 was the
earthquake that struck Washington, DC on August 23. The Senate was
scheduled to hold a pro forma session that afternoon and of necessity
was forced to hold a session outside of the Capitol building. The
situation tested our emergency response protocols, and we are proud of
our contributions that day to ensure the seamless functioning of the
Senate in emergency situations.
sos deg.FINANCIAL OPERATIONS
sos deg.DISBURSING OFFICE
The mission of the Senate Disbursing Office is to provide efficient
and effective central financial and human resource data management,
information and advice to the offices, Members, and employees of the
United States Senate. The Senate Disbursing Office manages the
collection of information from the distributed accounting locations
within the Senate to formulate and consolidate the agency-level budget,
disburse the payroll, pay the Senate's bills, and provide appropriate
counseling and advice. The Senate Disbursing Office collects
information from Members and employees that is necessary to maintain
and administer the retirement, health insurance, life insurance, and
other central human resource programs and provides responsive, personal
attention to Members and employees on an unbiased and confidential
basis. The Senate Disbursing Office also manages the distribution of
central financial and human resource information to the individual
Member offices, committees, administrative and leadership offices in
the Senate while maintaining the confidentiality of information for
Members and Senate employees.
The organization is structured to enhance its ability to provide
quality work; maintain a high level of customer service; promote good
internal controls, efficiency, and teamwork; and provide for the
appropriate levels of supervision and management. The long-term
financial needs of the Senate are best served by an organization
staffed with highly trained professionals who possess a high degree of
institutional knowledge, sound judgment, and interpersonal skills that
reflect the unique nature of the United States Senate.
Executive Office
The primary responsibilities, among others, of the Executive Office
are to:
--oversee the day-to-day operations of the Disbursing Office;
--respond to any inquiries or questions;
--maintain a fully and properly trained staff;
--ensure that the office is prepared to respond quickly and
efficiently to any disaster or unique situation that may arise;
--provide excellent customer service;
--assist the Secretary of the Senate in the implementation of new
legislation affecting any of her departments;
--handle all information requests from the Committee on
Appropriations and the Committee on Rules and Administration;
and
--provide budget information and financial assistance to all
accounting locations within the Senate.
During the first half of 2011, the Disbursing Office continued to
offer administrative support to the Congressional Oversight Panel
established by Public Law 110-343. Final payment from the Department of
the Treasury was received in June, and this task order has been closed.
The Disbursing Office, GPO, the Committee on Rules and
Administration, and the Secretary of the Senate webmaster held meetings
to finalize the development of the online version of the Report of the
Secretary of the Senate for the 6-month period ending September 30,
2011. On November 29, 2011, the online version of The Report was
accessible on Senate.gov and the GPO Web site.
The Budget Control Act of 2011, Public Law 112-25, authorized the
establishment of the Joint Select Committee on Deficit Reduction (JSC).
Section 401(b)(5) of the act authorized the Senate to disburse the
actual and necessary expenses of the JSC. The Senate Disbursing Office
is responsible for the payment of the expenses and the House of
Representative has been billed for its respective share. The expenses
for the JSC ceased with the termination of the Committee on January 31,
2012.
The Financial Clerk and senior Disbursing management have been
attending status meetings held by our payroll implementers and received
2 weeks of training on the new SPS. Disbursing is in the process of
finalizing a final cutoff schedule for Phase I and is working closely
with SAA, the project manager and the Committee on Rules and
Administration to implement this new payroll system as seamlessly as
possible.
Front Office--Administrative and Financial Services
The Front Office is the main service area for all general Senate
business and financial activity. The Front Office staff maintains the
Senate's internal accountability of funds used in the group's daily
operations. The reconciliation of such funds is executed on a daily
basis. The Front Office staff also provides training to newly
authorized payroll contacts along with continuing guidance to all
contacts in the execution of business operations. It is the receiving
point for most incoming expense vouchers, payroll actions, and employee
benefits related forms, and is the initial verification point to ensure
that paperwork received in the Disbursing Office conforms to all
applicable Senate rules, regulations, and statutes. The Front Office is
the first line of service provided to Senators, officers, and
employees. All new Senate employees (permanent and temporary) who will
work in the Capitol Hill Senate offices are administered the required
Oath of Office and Personnel Affidavit in the Front Office. Staff is
also provided verbal and written detailed information regarding pay and
benefits. Advances are issued to Senate staff authorized for official
Senate travel through the Front Office and cash and check advances are
entered and reconciled in WebFMIS. After the processing of certified
expenses is complete, cash travel advances are repaid.
Numerous inquiries are handled daily, ranging from pay, benefits,
taxes, and voucher processing to reporting, laws and Senate
regulations; and must always be answered accurately and fully to
provide the highest degree of customer service. Cash and checks
received from Senate entities as part of their daily business are
handled through the Front Office and become part of the Senate's
accountability of federally appropriated funds and are then processed
through the Senate's general ledger system. The Front Office maintains
the Official Office Information Authorization Forms that authorize
individuals to conduct various types of business with the Disbursing
Office. The Front Office also provides Notary services for Members and
staff. Nearly 500 documents were notarized for Members during 2011. We
anticipate a larger number of documents to be notarized in 2012 as it
will be an election year. Such items that will be notarized in 2012 are
absentee ballots and primary election ballots.
The Disbursing Office was relocated from August through November
2011 due to the Disbursing Office renovation project. Preparations for
the move took months of planning, purging, archiving, and packing. The
Front Office successfully conducted business as usual during the moves
and renovation. Success during this transition was truly a team effort
and many sacrifices were made as the Disbursing Office operated out of
three different locations. Our return was equally successful and staff
members are enjoying the modern facilities.
General Activities
Processed approximately 500 cash advances during the year and
initialized more than 1,000 check/direct deposit advances.
Received and processed more than 20,000 checks.
Administered Oath of Office and Personnel Affidavits to more than
1,600 new Senate staff and advised them of their benefits eligibility.
Maintained brochures for 12 Federal health insurance carriers and
distributed more than 3,000 brochures to existing staff during the
annual Federal Benefits Open Season and to new Senate employees during
their Federal Employees Health Benefits (FEHB) selection process.
Assisted employees with electronic resources for researching and
comparing benefit plans and programs, as we continue to move away from
paper.
Provided training sessions to 16 new and existing administrative
managers and assisted them in getting their offices up and running.
For the first time since 2009, the Internal Revenue Service (IRS)
increased the annual limit on elective deferrals. This resulted in
approximately 900 employees filing new Thrift Savings Plan (TSP)
elections in December alone. Many customers sought assistance from the
Front Office with the TSP calculations.
The Front Office advises eligible staff of their TSP catch up
provisions and advises enrollees of changes in their plans.
Due to the congressional changeover, there was a large volume of S.
Res. 9 certifications to be processed and monitored. This required
additional processing of documentation to facilitate the continuance of
compensation to certified employees.
Payroll Section
The Payroll Section maintains the human resources management system
(HRMS) and is responsible for processing, verifying, and warehousing
all payroll information submitted to the Disbursing Office by Senators,
committees, and other appointing officials for their staff, including
appointments of employees, salary changes, title changes, transfers,
and terminations. It is also responsible for input of all enrollments
and elections submitted by Members and employees that affect their pay
(e.g., retirement and benefits elections, tax withholding, TSP
participation, allotments from pay, address changes, direct deposit
elections, levies, and garnishments) and for the issuance of accurate
salary payments to Members and employees. The Payroll Section is
responsible for the administration of the Senate Student Loan Repayment
Program (SLP) and for the audit and reconciliation of the Flexible
Spending Accounts (FSAs) and Federal Employees Dental and Vision
Insurance Program (FEDVIP) bill files received each pay period. The
Payroll Section jointly maintains the automated clearing house (ACH)
FedLine facilities with the Accounts Payable Section for the normal
transmittal of payroll deposits to the Federal Reserve. Payroll
expenditure, projection, and allowance reports are distributed
electronically to all Senate offices semimonthly. The Payroll Section
issues the proper withholding and agency contribution reports to the
Accounting Department and transmits the proper TSP information to the
National Finance Center. In addition, the Payroll Section maintains
earnings records, which are distributed to the Social Security
Administration and employees' taxable earnings records, which are used
for W-2 statements. This section, is also responsible for the payroll
expenditure data portion of the Report of the Secretary of the Senate
and calculates, reconciles, and bills the Senate Employees Child Care
Center for their staff employee contributions and forwards payment of
those contributions to the Accounting Section. The Payroll Section
provides guidance and counseling to staff and administrative managers
on issues of pay, salaries, allowances, and projections.
General Activities
In January 2011, the Payroll Section conducted all year-end
processing and reconciliation of pay records and produced W-2 forms for
employees and Federal and State tax agencies. They also facilitated the
imaging of those documents to the Document Imaging System. The Payroll
Section maintained the normal schedule of processing TSP election
forms. Other minor changes were made to the HRMS as the need arose as a
result of regulated and policy changes.
A major objective of the Payroll Section is the design and
implementation of a new Payroll System. The Payroll staff participated
in Fit-Gap sessions, development and design sessions, and one-on-one
meetings to share their system expertise with the system implementers.
The staff received extensive training and helped to develop
requirements, business processes, and specifications. The staff
provided procedural guidance and input on document and report design,
interfaces, and customizations. The Payroll Section began duplication
of all Payroll system documents for parallel testing that will occur in
2012. Their continued participation, expertise, and dedication will be
required as design, testing, and implementation efforts continue.
In April 2011, the Payroll Section began extensive research and
preparation for a potential furlough, including working with the SAA on
plans to cease Senate pay to employees in the event of such an event,
and the contingencies based on the anticipated potential outcomes.
As a result of the 2011 congressional changeover, the Payroll
Section provided assistance and guidance to the offices of the 13
incoming and 13 outgoing Members. The Payroll staff also worked with
the staff of a resigning and appointed Senator and administered
provisions of S. Res. 9.
Administration of the SLP includes initiation, tracking, and
transmission of the payments; determination of eligibility;
coordination and reconciliation with office administrators and program
participants; provision of monthly SLP reports, fiscal year report to
oversight committees; and administration of SLP repayment. Due to
regulatory changes within the Department of Education, extensive vendor
processing changes continue to be needed. This leads to a higher than
usual need for payment tracking, reconciliation and check reissue. The
SLP Administrator continues to improve processes for administration of
the program and documenting procedures as well as implementation of
procedural changes as required.
Employee Benefits Section
The primary responsibilities of Employee Benefits Section (EBS) are
administration of health insurance, life insurance, TSP, and all
retirement programs for members and employees of the Senate. This
includes counseling, processing of paperwork, research, dissemination
of information, and interpretation of retirement and benefits laws and
regulations. EBS staff is also expected to have a working knowledge of
the FSA program, the Federal Long Term Care Insurance Program (FLTCIP),
and FEDVIP. In addition, the sectional work includes research and
verification of all prior Federal service and prior Senate service for
new and returning appointees. EBS provides this information for payroll
input. It also verifies the accuracy of the information provided and
reconciles, as necessary, when official personnel folders and
transcripts of service from other Federal agencies are received. Senate
transcripts of service, including all official retirement and benefits
documentation, are provided to other Federal agencies when Senate
Members and staff are hired elsewhere in the Government. EBS is
responsible for the administration and tracking of employees placed in
leave without pay to perform military service, including counseling
with regard to continued benefits, TSP make-up contributions and
reservist differential payments. EBS participates fully in the
Centralized Enrollment Clearinghouse System (CLER) program sponsored by
the Office of Personnel Management (OPM) to reconcile all FEHB
enrollments with carriers through the National Finance Center. EBS is
responsible for its own forms inventory ordering and maintenance, as
well as all benefits, TSP, and retirement brochures, for the Disbursing
Office. EBS processes employment verifications for loans, bar exams,
the Federal Bureau of Investigation, OPM, and the Department of Defense
(DOD), among others. Unemployment claim forms are completed and
employees are counseled on their eligibility. Department of Labor
billings for unemployment compensation paid to Senate employees are
reviewed in EBS and submitted by voucher to the Accounting Section for
payment, as are the employee fees associated with FSAs. Designations of
Beneficiary for Federal Employees' Group Life Insurance (FEGLI),
retirement, and unpaid compensation are filed and checked by EBS.
General Activities
The year began with EBS finalizing retirement estimates and
processing many retirement cases associated with 13 outgoing Senators
and their staffs, as well as those staff on committees who were
affected by the changes. All outgoing offices were given an ``Outgoing
Office Presentation'' by a member of the EBS. Many regular retirement,
death, and disability cases were also processed throughout the year.
EBS met with all new Senators to go over benefit choices available
to them. New Members appointed numerous employees from the House of
Representatives and the executive branch, and many other employees left
with their outgoing Members, many of whom were appointed to positions
in the executive branch. This caused a dramatic increase in
appointments to be researched and processed, retirement records to be
closed out, termination packages of benefits information to be compiled
and mailed out, and health insurance enrollments to be processed.
Transcripts of service for employees going to other Federal agencies,
and other tasks associated with employees changing jobs were at a high
level this year. These required prior employment research and
verification, new FEHB, FEGLI, FSA, FEDVIP, Civil Service Retirement
System, Federal Employees Retirement Service (FERS) and TSP
enrollments, and the associated requests for backup verification. EBS
also counseled many employees who were affected by these employment
changes.
FLTCIP experienced significant plan changes in 2009 with unexpected
rate increases and the creation of FLTCIP 2.0. Due to the significant
changes in the plan, FLTCIP held an Open Season (OS) in the spring of
2011. EBS worked directly with our FLTCIP account manager, to inform
Senate employees of the FLTCIP OS and what options were available to
them. EBS attended meetings at OPM related to the FLTCIP OS and
developed the Senate's plan for informing employees of their options.
EBS created Senate wide emails announcing and reminding employees of
the FLTCIP OS and what their options were and ordered OS materials
including brochures and posters. EBS also created a 1-page summary of
FLTCIP and the OS information to include in a mass mailing sent to all
Senate employees. EBS worked with the Secretary's Webmaster to create
an FLTCIP OS Webster page containing articles and links to assist
employees with decisions regarding long-term care insurance as well as
information on how to attend one of the webinars available to those who
could not attend an in-person workshop. EBS organized two onsite
workshops in which FLTCIP representatives explained what long-term care
insurance is and what opportunities employees had during open season.
The feedback from employees regarding these presentations was very
positive. Our FLTCIP account manager was very pleased and impressed
with our organized approach and the steps we took to inform Senate
employees of the OS and stated that the Senate really went above and
beyond to assist them with the FLTCIP OS.
With the design and implementation of a new Payroll System
underway, EBS has been extensively involved in participation in fit-gap
sessions, design sessions, training, procedural review meetings,
developmental sessions, data clean-up, and conference room pilots. EBS
staff have provided their expertise in SME meetings. The staff has
participated in development of specifications, customizations,
configurations, interfaces, and needed reports. The staff have drafted
and collected documentation relating to procedures and in preparation
for the various testing phases. EBS staff has provided and continues to
provide expertise and feedback throughout this process.
Many employees changed health plans during the annual benefits open
season. These changes were processed and reported to carriers very
quickly. The Disbursing Office also hosted an Open Season Benefits
Fair, which was informational and well-attended. The Benefits Fair
included representatives from local and national FEHB plans, as well as
representatives from FLTCIP, FSA, and FEDVIP.
Beginning January 1, 2011, the Affordable Care Act extended health
benefits to children until age 26. The Health Care Reform changes also
redefined dependent eligibility rules for both FEHB and FSA. EBS
fielded many calls regarding these changes and also took all necessary
steps to update our Web page on Webster and all literature given out by
the Disbursing Office to reflect these very important changes.
EBS conducted agency-wide FERS seminars for Washington, DC area
employees, as well as a live video seminar for offices located in the
States. EBS attended interagency Benefits Officers and TSP meetings.
This was especially important this year due to the many ongoing changes
to many of the benefits programs, including the upcoming offering of a
Roth investment option in the TSP program.
Disbursing Office Financial Management
Headed by the Deputy for Financial Management, the mission of
Disbursing Office Financial Management is to coordinate all central
financial policies, procedures, and activities; to process and pay
expense vouchers within reasonable timeframes; and to provide
professional customer service, training and confidential financial
guidance to all Senate accounting locations. In addition, the Financial
Management group is responsible for the compilation of the annual
operating budget of the United States Senate for presentation to the
Committee on Appropriations, and for the formulation, presentation and
execution of the budget for the Senate. On a semiannual basis, this
group is also responsible for the compilation, validation, and
completion of the Report of the Secretary of the Senate. Disbursing
Office Financial Management is segmented into three functional
departments:
--Accounting;
--Accounts Payable; and
--Budget.
The Accounts Payable Department is further subdivided into three
sections:
--Vendor Administration;
--Disbursements; and
--Audit.
The deputy coordinates the activities of the three functional
departments, establishes central financial policies and procedures, and
carries out the directives of the Financial Clerk and the Secretary of
the Senate.
Accounting Department
During 2011, the Accounting Department approved more than 55,000
expense reimbursement vouchers and vendor uploads including deposits
for items ranging from receipts received by the Senate operations, such
as the Senate's revolving funds, to cancelled subscription refunds from
Member offices. General ledger maintenance also prompted the entry of
thousands of adjustment entries that include the entry of all
appropriation and allowance funding limitation transactions, all
accounting cycle closing entries, and all nonvoucher reimbursement
transactions such as payroll adjustments, budget uploads, stop payment
requests, travel advances and repayments, and limited payability
reimbursements. The Department continues to scan all documentation for
journal vouchers, deposits, accounting memos, and letters of
certification to facilitate both storage concerns and COOP planning.
The section also completed the 2011 year-end process to close and reset
revenue, expense, and budgetary general ledger accounts to zero.
The Disbursing Office also continued working with Member offices
and the Senate Stationery Room to establish and design an online flag
ordering system using the Department of the Treasury's Pay.gov system.
The Member offices and Stationery went live in the production region of
Pay.gov. As a result of this usage, we experienced almost a 30-percent
increase in the volume of credit card transactions. Two more offices
were slated to start using Pay.gov toward the spring of 2012, and the
pilot is expected to expand to include additional offices during the
upcoming year.
The Department of the Treasury's monthly financial reporting
requirements includes a ``Statement of Accountability'' that details
all increases and decreases to the accountability of the Secretary of
the Senate, such as checks issued during the month and deposits
received, as well as a detailed listing of cash on hand. Also,
Disbursing provides the ``Statement of Transactions According to
Appropriations, Fund and Receipt Accounts,'' to the Department of the
Treasury on a monthly basis. The statement is the summary of activity
of all monies disbursed by the Secretary of the Senate through the
Financial Clerk of the Senate. All activity by appropriation account is
reconciled with the Department of the Treasury on a monthly and annual
basis. The annual reconciliation of the Treasury combined statement is
also used in the reporting to OMB as part of the submission of the
annual operating budget of the Senate. The FAMIS system report, tested
and implemented in 2010, was used in 2011 to calculate the Treasury
Combined Statement which is used for the OMB budget submissions.
The Accounting Department continues to transmit Federal tax
payments for Federal, Social Security, and Medicare taxes withheld from
payroll expenditures, as well as the Senate's matching contribution for
Social Security and Medicare to the Federal Reserve Bank through the
IRS Electronic Federal Tax Payment System (EFTPS). EFTPS is also be
used to transmit the quarterly 941 reports to the IRS. Payments for
employee withholdings for State income taxes were reported and paid on
a quarterly basis to each State with applicable State income taxes
withheld. System modifications installed in 2008 allow ACH payment of
quarterly State taxes has resulted in a 64-percent participation rate
by taxing jurisdictions. Twenty-seven of 42 tax jurisdictions are
receiving their quarterly State tax payments via ACH. System
modifications are necessary to transmit the remaining 15 tax
jurisdictions via ACH because of the unique State requirements for
their transmissions. Monthly reconciliations were performed with the
National Finance Center regarding the employee withholdings and agency
matching contributions for the TSP.
There are also internal reporting requirements, such as the monthly
ledger statements. These ledger statements detail all of the financial
activity for the appropriate accounting period with regard to official
expenditures in detail and summary form. It is the responsibility of
the Accounting Department to review and verify the accuracy of the
statements before Senate-wide distribution. During 2011, the Accounting
Department worked with the SAA computer staff to implement electronic
distribution of these monthly reports. The reports have been
distributed electronically since July 2011 as part of WebFMIS release
2011-2.
The Accounting Department, in conjunction with the Deputy for
Financial Management and the Assistant Financial Clerk, continues to
work closely with the SAA Finance Department in creating Senate-wide
financial statements in accordance with OMB Bulletin 01-09, ``Form and
Content of Agency Financial Statements'' and any updates required by
OMB Circular A-136, ``Form and Content of the Performance and
Accountability Reports.'' Work continues toward the implementation of
the fixed asset system and the financial management software has been
upgraded and the license renewed.
Accounting also has a budget division whose primary responsibility
is compiling the annual operating budget of the United States Senate
for presentation to the Committee on Appropriations. The Budget
division is responsible for the preparation, issuance, and distribution
of the budget justification worksheets. The budget justification
worksheets for fiscal year 2013 were mailed to the Senate accounting
locations and processed in November 2011. The budget baseline estimates
for fiscal year 2013 were reported to OMB by mid-January 2012. The
budget analyst is also responsible for the preparation of 1099s and the
prompt submission of forms to the IRS before the end of the January.
Accounts Payable: Vendor Administration
The Vendor Administration Section maintains the accuracy and
integrity of the Senate's central vendor (payee) file for the prompt
completion of new vendor file requests and service requests related to
the Disbursing Office's Web-based payment tracking system. This section
also assists the IT department by performing periodic testing and by
monitoring the performance of the vendor system. Currently, more than
17,300 vendor records are stored in the vendor file, in addition to
approximately 10,000 employee records. Daily requests for new vendor
addresses or updates to existing vendor information are processed
within 24 hours of receipt. Besides updating mailing addresses, the
section facilitates the use of ACH by switching the mode of vendor
payment from paper check to electronic deposit. Whenever a new
remittance address is added to the vendor file, a standard letter is
mailed to the vendor requesting tax and banking information, as well as
contact and email information. If a vendor responds indicating they
would like to receive ACH payments in the future, the method of payment
is changed.
All WebFMIS users are using the Staffer Functionality exclusively,
and new offices are automatically established with it. Senate employees
can electronically create, save, and file expense reimbursement forms,
track their progress, and get detailed information on payments using
this system. The most common service requests are for system user
identification and passwords and for the reactivation of accounts.
Employees may also request an alternative expense payment method.
Employees can choose to have their payroll set up for direct deposit or
paper check, but can have their expenses reimbursed by a method that
differs from their salary payment method.
The Vendor section works closely with the Accounts Payable (A/P)
Disbursements group to resolve returned ACH payments. ACH payments are
returned periodically for a variety of reasons, including incorrect
account numbers, incorrect routing numbers, and, in rare instances, a
nonparticipating financial institution.
The Vendor section electronically scans and stores all supporting
documentation of existing vendor records and new vendor file requests.
When this section receives replies asking for ACH participation, the
vendors are asked if they wish to be notified by email when payments
are sent. Currently, more than 95 percent of ACH participants also
receive email notification of payment.
During 2011, the Vendor section processed more than 2,100 vendor
file additions, completed more than 2,700 service requests, mailed
approximately 950 vendor information letters, and converted more than
400 vendors from check payment to electronic payment.
Accounts Payable: Disbursements Department
The Disbursements Department is the entry and exit point for
voucher payments. The department physically and electronically receives
all vouchers submitted for payment. It also pays all of these vouchers,
as well as the items submitted by upload and the various certifications
and adjustments that are submitted periodically. The department
received approximately 108,000 vouchers. All of these items were paid
by the department via Treasury check or ACH. Multiple payments to the
same payee are often combined. As a result, 17,000 checks were issued,
while 69,700 ACH payments were required. The volumes of both were down
slightly from the previous year which is a reflection of newly elected
Senators starting out and others leaving.
After vouchers are paid, they are sorted and filed by document
number. Vouchers are grouped in 6-month ``clusters'' to accommodate
their retrieval for the semi-annual Report of the Secretary of the
Senate. Files are maintained in-house for the current period and one
prior period, as space is limited, due mainly to the office renovation
which took place in the fall. One result is that more documents are
stored in the Senate Support Facility (SSF). The inventoried items are
sorted and recorded in a database for easy document retrieval. Document
retrieval missions increased, but were successfully conducted, and the
department continues to work closely with warehouse personnel. The
renovated area has led to more efficient use of space here and at the
SSF.
A major function of the department is to prepare adjustment
documents. Adjustments are varied, and include re-issuance of items
held as accounts receivable collections, re-issuance of payments for
which nonreceipt is claimed, and various supplemental adjustments
received from the Payroll Department. Such adjustments are usually
disbursed by check, but an increasing number are now handled
electronically through ACH. The department maintains a spreadsheet that
tracks cases of nonreceipt of salary checks, including stop payment
requests and re-issuance.
The department also prepares the stop payments forms as required by
the Department of the Treasury. Stop payments are requested by
employees who have not received salary or expense reimbursements, and
vendors claiming nonreceipt of expense checks. The Treasury Check
Information System (TCIS) allows the department to electronically
submit stop-payment requests and provides online access to digital
images of negotiated checks for viewing and printing. Once a check is
viewed, it is printed and may be scanned. Scanned images are then
forwarded to the appropriate accounting locations via email. During
2011, approximately 500 digital images of negotiated checks were
provided, and an additional 77 requests were received for stop
payments. The stop payment volume is a significant reduction of 39
percent from 2010, and is attributable to increased ACH payment and
TCIS check copy retrieval. TCIS saves the Disbursing Office time, a
$7.50 processing fee for each request, is Web-based, and is accessible
from multiple workstations in Disbursing.
Accounts Payable: Audit Department
The Accounts Payable Audit Section is responsible for auditing
vouchers and answering questions regarding voucher preparation and the
permissibility of expenses and advances. This section provides advice
and recommendations on the discretionary use of funds to the various
accounting locations; identifies duplicate payments submitted by
offices; monitors payments related to contracts; trains new
administrative managers and chief clerks about Senate financial
practices and the Senate's Financial Management Information System; and
assists in the production of the Report of the Secretary of the Senate.
The Report was issued electronically for the first time in November
2011, concurrent with the printed version. The printed version is
available as always, and the online version is available through the
Senate and GPO Web sites.
The section is organized at three different levels. The first level
is the supervisor. In addition to performing managerial tasks, the
supervisor also audits and sanctions vouchers as needed, and
coordinates testing related to system implementation and upgrades.
Eleven auditors process all incoming vouchers and uploads, and 3 of
them have the authority to sanction, on behalf of the Committee on
Rules and Administration, vouchers not exceeding $100. They also
sanction all travel and petty cash advances as well as non-Contingent
Fund items such as Legal Counsel, Legislative Counsel, and the Office
of Congressional Accessibility Services, as well as the for the
Congressional Oversight Panel.
A major function of the section is monitoring the fund advances for
travel and petty cash. Travel advances must be repaid within 30 days of
trip completion and petty cash advances must be repaid whenever new
funding authority is established. The system accommodates the issuance,
tracking, and repayment of advances. It also facilitates the entry and
editing of election dates and vouchers for Senators-elect. In addition
to other functionality, an advance type of petty cash was created and
is in use. Regular petty cash audits are performed by the section, and
all petty cash accounts were successfully audited in 2011.
The Accounts Payable Audit Section processed more than 108,000
expense items in 2011. Audit sanctioned approximately 53,000 vouchers
under authority delegated by the Committee on Rules and Administration.
This translates to roughly 9,800 vouchers processed per auditor, and
10,500 vouchers posted per certifier. The voucher processing consisted
of providing interpretation of Senate rules, regulations and statutes
and applying the same to expense claims, monitoring of contracts, and
direct involvement with the Senate's central vendor file. On average,
vouchers greater than $100 that do not have any issues or questions are
received, audited, and/or sanctioned electronically by the Senate
Committee on Rules and Administration using WebFMIS, and are expected
to be paid within 8 to 10 business days. These vouchers comprised
approximately 50 percent of all vouchers, and, as in the previous year,
Disbursing passed two postpayment audits performed by the Committee on
Rules and Administration for items of $100 or less. In 2011, the
average for Committee on Rules and Administration-sanctioned items was
4.83 days, and the average for Disbursing sanctioned items was 2.73
days, roughly 12-percent faster overall and 23-percent faster than the
previous year.
Uploaded items are of two varieties:
--certified expenses; and
--vendor payments.
Certified expenses have been around since the 1980s, and include
items such as stationery, telecommunications, postage, and equipment.
Currently, the certifications include mass mail, franked mail, excess
copy charges, Photography Studio, and Recording Studio charges.
Expenses incurred by the various Senate offices are certified by SAA to
the Disbursing Office on a monthly basis. The expenses are detailed on
a spreadsheet which is also electronically uploaded. The physical
voucher is audited and appropriate revisions are made. Except for
telecommunications charges, concentrated effort is put forth to ensure
certified items appear as paid in the same month they are incurred.
Telecommunications charges usually run 1 month behind as the SAA must
wait for the bills from external vendors.
Vendor uploads are used to pay vendors for the Senate Stationery
Room, Senate Gift Shop and State office rentals, and refund security
deposits for the Senate Page School. The methodology is roughly the
same as that for certifications, but the payments rendered are for the
individual vendors. Although these items are generally processed and
paid quickly, the State office rents are generally paid a few days
prior to the month of the rental, which is consistent with the general
policy of paying rent in advance.
The Accounts Payable Audit Group provided training sessions in the
use of new systems: the process for generation of expense claims and
the permissibility of expenses. They also participated in seminars
sponsored by the Secretary of the Senate, the SAA, and the Library of
Congress. The section trained 13 new administrative managers and chief
clerks and conducted five informational sessions for Senate staff
through seminars sponsored by the Congressional Research Service (CRS).
The Accounts Payable group also routinely assists the IT department and
other groups as necessary in the testing and implementation of new
hardware, software, and system applications. The implementation of
WebFMIS 2011-1 enhanced document creation and document search. WebFMIS
2011-2 enhanced the expense summary report and electronic invoicing.
WebFMIS 2011-3 allowed the SAA to use a Web-based system more
extensively for purchase orders and requisitions and created new
posting logic as well as increased system security.
The Accounts Payable Department has participated in the testing of
the new imaging project that the IT department has been tasked with.
The staff has provided valuable feedback to the IT department on system
problems, system restraints, and areas that need improvement. A/P has
devoted a lot of time in detailing system problems and reporting them
to the IT department. There were several performance problems
experienced during the first testing phase, resulting in the project's
suspension until system performance could be improved.
The Accounts Payable Department has participated and helped to
design an itinerary wizard. A/P consistently provided feedback about
itinerary situations and variables to aid the IT department with this
project.
Disbursing Office Information Technology
Financial Management Information System
The Disbursing Office Information Technology department provides
both functional and technical assistance for all Senate financial
management activities. Activities revolve around support of WebFMIS
which is used by staff in all Senate accounting locations (i.e., Senate
personal offices, committees, leadership and support offices, the
Office of the Secretary of the Senate, the SAA, the Senate Committee on
Rules and Administration Audit section, and the Disbursing Office).
Responsibilities of the department include:
--supporting current systems;
--testing infrastructure changes;
--maintaining contact with system users to ensure their needs are
met;
--managing and testing new system development;
--implementing changes for the 112th Congress;
--planning upgrades to systems and hardware;
--managing the FMIS project, including contract management;
--administering the Disbursing Office's local area network (LAN); and
--coordinating the Disbursing Office's disaster recovery activities.
The Disbursing Office is the ``business owner'' of FMIS and is
responsible for making the functional decisions about FMIS. The SAA
Technology Services staff is responsible for providing the technical
infrastructure, including hardware (e.g., mainframe and servers),
operating system software, database software, and telecommunications;
technical assistance for these components, including migration
management and database administration; and regular batch processing.
The office utilizes the support of a contractor, along with the SAA who
are responsible for operational support and application development.
The three organizations work cooperatively.
Highlights of the year include:
--supporting more than 4,800 FMIS users, of which 87 percent are
staff preparing ESRs;
--implementing two releases of FMIS, including one pilot for
attaching imaged documentation to vouchers, and completing the
move to Web-based interfaces for the SAA;
--implementing an improvement to the WebFMIS reporting extract
program;
--testing infrastructure changes that included upgrades to the Z/OS
and the DB2;
--increasing the number of offices using the electronic invoicing
module--there are now 41 offices participating;
--implementing changes for the 112th Congress;
--resuming the effort to convert all user identification to a format
that does not include any portion of an individual's SSN--this
effort will continue into 2012.
Supporting Current Systems
IT supports WebFMIS users in all accounting locations, the
departments in the Disbursing Office (e.g., A/P, Accounting,
Disbursements, Vendor Administration, and Front Office sections), and
the Senate Committee on Rules and Administration Audit staff. The
activities associated with this responsibility include:
User Support.--
--providing functional and technical support to all Senate FMIS
users;
--staffing the FMIS help desk;
--answering hundreds of questions; and
--meeting with chiefs of staff, administrative managers, chief
clerks, and directors of various Senate offices as
requested;
Technical Problem Resolution.--Ensuring that technical problems
are resolved;
Monitor System Performance.--Checking system availability and
statistics to identify system problems and coordinate
performance tuning activities such as those for database access
optimization;
Security.--Maintaining user rights for all ADPICS, FAMIS, and
WebFMIS users;
System Administration.--Designing, testing, and making entries to
tables that are at the core of the system;
Support of Accounting Activities.--Performing functional testing
and production validation of the cyclic accounting system
activities. This includes rollover, the process by which tables
for the new fiscal year are created, and archive/purge, the
process by which data for the just lapsed fiscal year are
archived for reporting purposes and removed from the current
year tables;
Support of the Senate Committee on Rules and Administration
Postpayment Voucher Audit Process.--providing the data from
which the Committee on Rules and Administration Audit staff
selects a statistically valid sample of vouchers for $100 or
less. In this way, the Committee on Rules and Administration
Audit staff review vouchers sanctioned under authority
delegated to the Financial Clerk; and
Training.--Providing functional training to all Senate FMIS
users.
Testing Infrastructure Changes
SAA provides the infrastructure on which FMIS operates, including
the mainframe, the database, security hardware and software, and the
telecommunications network. Activities for changes to the
infrastructure include testing of all functionality prior to
implementation and validating critical functionality post
implementation. During 2011, the SAA implemented two upgrades to the
FMIS infrastructure. These included a maintenance update to the DB2,
and a maintenance update to the Z/OS.
Maintaining Contact With System Users To Ensure Their Needs
Are Met
Communicating with our large user base is critical to provide the
excellent service. IT meets on a regularly scheduled basis with
representatives from Accounting, A/P, and the SAA. In addition, IT
meets with user groups as it gathers requirements for new
functionality. Meetings are advertised, and users self-select to
participate. This year, IT met with SAA users who prepare vouchers to
discuss voucher and inquiry functionality developed in the third phase
of ``WebPICS'', a Web-based front end to ADPICS with additional
functionality developed to address SAA user needs.
Managing and Testing New System Development
During 2011, IT supervised development, performed extensive
integration system testing, and implemented changes to FMIS subsystems.
The implementation and production verification activities were
completed over a weekend in order to minimize system downtime to users.
Since 2006, multiple subsystem upgrades have been consolidated into 2
or 3 releases each year. This reduced the amount of regression testing
required. In order to accurately reflect the variety of changes in each
release, the releases are now numbered by fiscal year. During 2011,
Disbursing implemented the following two major releases:
--FMIS r2011-2, implemented in June 2011; and
--FMIS r2011-3, implemented in August 2011.
FMIS 2011-2--June 2011
This release included an enhancement to electronic invoicing that
allows an office (or an auditor in Disbursing) to split a single charge
on an invoice into two accounting lines. This allows an office to
distribute a charge across locations and/or split a charge into two
expense categories.
The ESR line entry module was also updated to implement some minor
enhancement and corrections, most notably:
--certain expense types now allow an optional location (it is no
longer required); and
--ESR printing is disabled until after the ESR is submitted. This
reduces the likelihood of submitting and printing different
data.
Release 2011-2 also implemented the third of three major phases in
WebPICS, which effectively replaces and improves ADPICS (the mainframe
procurement application). The first two phases of WebPICS provided
functionality for requisitions and vouchers. This release allowed
purchase orders to be created, approved, and posted. One of the
features included was direct requisition, which automatically directs
the user to immediately create the purchase order. Other WebPICS
improvements included the addition of commodity table maintenance, and
functionality for the last two types of change orders. After
implementing this release, the vast majority of ADPICS users were able
to abandon the mainframe application in favor of the more user-friendly
WebPICS.
One of the larger changes in this release was the addition of
online access to the Month End Ledger Statements (Statement of Funding
Authorization and Expense Activity). A pilot group was given access to
their May 2011 statements first. After positive feedback, all offices
were given access to their June 2011 statements, and paper distribution
was eliminated.
Financial Management Information System 2011-3--August
2011
The most significant feature in release 2011-3 was the image viewer
and repository that allows users to attach documentation to their
vouchers (see more in the FMIS Imaging and Electronic Signatures
section below). A pilot of three offices began attaching their
supporting documentation electronically only--the paper vouchers
themselves were still required to provide approving signatures.
Unfortunately, system performance for the auditors fell below
acceptable levels, and Disbursing asked the pilot offices to resume
attaching paper documentation to their vouchers. In each case, they
also continued to attach documentation electronically. The cause was
quickly identified, which was the low resource availability for the
image viewer when running in the mainframe environment. The solution,
which is included in the first release for 2012, was to move the image
viewer onto Windows virtual servers, which will also allow significant
room to scale up for a Senate-wide rollout. Initial testing at the end
of the year showed a vast improvement.
As part of the continuous effort to keep information secure,
Disbursing implemented a limit of five unsuccessful login attempts for
WebFMIS. Users whose accounts are locked after the fifth failed
attempts must contact Disbursing to have their account unlocked and a
new temporary password issued.
New staffer accounts are created automatically when an
administrative director requests. The staffer profile feature improved
to show administrative directors the date the staffer's account was
created, date password last changed, and provides option to send
request to reset staffer's password.
The most significant improvement to WebPICS was the implementation
of an insufficient funds limitation, on the submission and approval of
requisitions. The entry of specific limits will be rolled out in 2012.
After this release, the IT section discontinued granting new
procurement users access to mainframe ADPICS. This significantly
simplifies user training and account maintenance.
Other WebPICS improvements included:
--a fix to purchase order viewer balance display;
--a fix to allow update to effective date and delivery date on
requisitions while in approval phase; and
--fixes for preparing and approving vouchers from purchase orders.
Financial Management Information System Imaging and
Electronic Signatures
During 2008, Disbursing implemented a prototype imaging system in
which paper vouchers and supporting documentation were imaged by
Disbursing staff and routed electronically. The hands-on experience of
this prototype was especially useful in refining system requirements.
Under the FMIS Imaging Product Analysis project, begun in 2009 and
completed in 2010, software for the image database and image viewer was
selected, and imaging and electronic signature requirements were
finalized. This information was coordinated with a separate SAA smart
ID card project. The smart cards will be used for electronic
signatures.
In October 2010, a task order for the adding document imaging and
electronic signatures to WebFMIS was signed. This task order outlines
work to be completed between then and the spring 2013 in three phases:
--Phase 1: imaging only pilot--fall 2011 (originally spring 2011);
--Phase 2: office imaging and signatures pilot--winter 2012
(originally summer 2011), (extended pilot--combined with the
initial pilot, originally winter 2012), and full roll-out
(summer 2012); and
--Phase 3: staffer imaging and signatures pilot (winter 2012), and
rollout (spring 2013).
Planning
The Disbursing IT department performs two main planning activities:
--schedule coordination: planning and coordinating a rolling 18-month
schedule; and
--strategic planning: setting the priorities for further system
enhancements.
Schedule Coordination
In 2011, this department continued to hold two types of meetings
between Disbursing and the SAA to coordinate schedules and activities.
These were:
--project specific meetings: a useful set of project-specific working
meetings, each of which has a weekly set meeting time and meets
for the duration of the project (e.g., archive/purge meetings
and WebFMIS budget function meetings); and
--technical meetings: a weekly meeting to discuss the active
projects, including scheduling activities and resolving issues.
Strategic Planning
During 2010 Disbursing drafted a 5-year schedule based on earlier
meetings to ``envision the future''. This is still under discussion and
review and will be affected by the schedule for implementing a new
payroll system, which will require substantial changes to current
systems, including the interface from payroll into the General Ledger
(FAMIS) of payroll expenditures and projections, the interface from the
payroll system into the master vendor file (in FAMIS), and the payroll
reports provided to the offices via WebFMIS.
In 2011 the IT section decided to build a design backlog of FMIS
features, where desired features are designed and planned well in
advance of the release for which they are scheduled. This process has
occurred at a strategic level for many years, but is now being
implemented at a more tactical level. The design backlog will provide
for a more continuous and fluid process for identifying, designing,
building, testing, and implementing the features. This should result in
a slightly faster design-build cycle.
Managing the Financial Management Information System
Project
The responsibility for managing the FMIS project was transferred to
the Disbursing IT department in 2003, and includes developing the task
orders with contractors, overseeing their work, and reviewing invoices.
In 2011, the Service Year 2012 Extended Operational Support task order
was executed, which covers activities from September 2011 to August
2012.
Work also continued under the Service year 2011 Extended
Operational Support (covering activities from September 2010 to August
2011).
Administering the Disbursing Office's Local Area Network
The Disbursing Office continued to administer its own LAN, which is
separate from the network used by the rest of the Secretary's Office.
It is used by more than 50 staff. Upkeep of the LAN infrastructure,
including performing routine daily tasks and replacing equipment
regularly, is critical to providing services. In addition, there are a
number of specialized administrative applications that are housed on
the Disbursing Office LAN. During 2011, LAN administration activities
included:
--performing maintenance on the LAN;
--installing specialized software;
--maintaining projects for the payroll and benefits section; and
--upgrading existing workstations with appropriate upgrades
including:
--installation of an automated client software cataloging and
updating program. This software provides a more aggressive
approach toward applying software patches that address
vulnerabilities in our platform; and
--imaging critical PCs for easy recovery from hard disk crash or
other PC failure.
Maintaining Projects for Payroll and Employee Benefits
Sections
During 2011, Disbursing supported three specialized applications
for the Payroll and Employee Benefits Sections:
--imaging system, developed by SAA staff, that electronically
captures and indexes payroll documents submitted at the front
counter, and is critical for the Payroll and Employee Benefits
sections;
--CLER application, a health insurance benefits validation service;
and
--retirement benefit software, which enables benefits counselors to
easily estimate retirement benefits based on different
scenarios, is also supported.
Continuity of Operations Planning
Disaster recovery activities are an important part of Disbursing's
COOP Plan. We work closely with SAA to coordinate our planned
exercises. Basic tests were performed to ensure our recovery
capabilities with more extensive plans for testing in 2012.
sos deg.ADMINISTRATIVE OFFICES
sos deg.CHIEF COUNSEL FOR EMPLOYMENT
The Office of the Senate Chief Counsel for Employment (SCCE) is a
nonpartisan office established at the direction of the Joint Leadership
in 1993 after enactment of the Government Employee Rights Act (GERA),
which allowed Senate employees to file claims of employment
discrimination against Senate offices. With the enactment of the
Congressional Accountability Act of 1995 (CAA), as amended, Senate
offices became subject to the requirements, responsibilities, and
obligations of 12 employment laws. The CAA also established the Office
of Compliance (OOC). Among other things, the OOC accepts and processes
legislative employees' complaints that their employer has violated the
CAA.
The SCCE is charged with the legal defense of Senate offices in all
employment law cases at both the administrative and court levels. The
SCCE attorneys also provide legal advice to Senate offices about their
obligations under employment laws. Accordingly, each of the employing
offices of the Senate is an individual client of the SCCE, and each
office maintains an attorney-client relationship with the SCCE.
The areas of responsibilities of the SCCE can be divided into the
following categories:
--Litigation (defending Senate offices in courts and at
administrative hearings);
--Mediations to resolve lawsuits;
--Court-ordered alternative dispute resolutions;
--Occupational Safety and Health Act (OSHA) compliance;
--Union drives, negotiations, and unfair labor practice charges;
--Americans with Disabilities Act (ADA) Compliance;
--Layoffs and office closings in compliance with the law;
--Management training regarding legal responsibilities; and
--Preventive legal advice.
Litigation; Mediations; Alternative Dispute Resolutions
The SCCE provides legal advice to and defends Senate employing
offices in all court actions, hearings, proceedings, investigations,
and negotiations relating to labor and employment laws. The SCCE
handles cases filed in the District of Columbia and cases filed in any
of the 50 States.
Compliance With the Occupational Safety and Health Administration and
the Americans With Disabilities Acts
The CAA mandates that, at least once each Congress, OOC shall
inspect each Senate office to determine whether each office complies
with the OSHA and the public accommodation portion of the ADA. The CAA
authorizes the OOC to issue a public citation to any office that is not
in compliance.
The SCCE provides legal assistance and advice to each Senate office
to ensure that it is complying with the OSHA and the ADA. The SCCE also
represents each Senate office during OOC inspections and advises and
represents each Senate office when a complaint of an OSHA or ADA
violation is filed against the office or when a citation is issued.
In 2011, the SCCE pre-inspected 1,977 Senate rooms and work areas
to ensure that Senate offices are complying with the OSHA and the ADA.
The SCCE conducted pre-inspections of member offices, SAA, offices of
the Secretary of the Senate, the Senate Child Care Center, the Webster
Hall Page Facilities, and offsite buildings used by the Senate.
At the conclusion of the OOC's inspection process, Senate offices
had no significant ADA problems and no citations were issued in 2011.
The OOC has not yet issued a report regarding its OSHA inspections.
Management Training Regarding Legal Responsibilities
The SCCE regularly conducts legal seminars for the managers of
Senate offices to assist them in complying with employment laws,
thereby reducing their liability.
In 2011, the SCCE gave 85 live, legal seminars to Senate offices,
including, among others:
--The Congressional Accountability Act of 1995: Management's Rights
and Obligations;
--Conducting the Interview: Effective and Legal Methods of Getting
the Best Employees for Your Office;
--Maintaining a Harassment-Free Workplace;
--Management Staff Beware: Your Office Can Be Sued: Employment Laws
You Must Comply With;
--The Genetic Information Non-Discrimination Act: Practical Guidance
for Managers;
--A Manager's Guide to Preventing and Addressing Harassment in the
Workplace;
--But He Interviewed So Well: How to Interview Job Applicants, Check
References and Backgrounds, and Give References;
--Military Service Academies Interview Training; and
--Diversity in the Workplace.
In addition to the previously mentioned 85 seminars, the SCCE
conducted a series of monthly seminars covering all major employment
laws that govern Senate offices. The purpose of the seminars was to
educate all Senate management staff about their responsibility to
ensure that their respective offices comply with the CAA. The series
was open to all chiefs of staff, staff directors, administrative
directors, chief clerks, and office managers. Individuals who complete
the series receive a certificate of completion signed by the Secretary
of the Senate. The SCCE, working with the Senate Recording Studio,
streamed these monthly seminars to State offices so that all State
managers could participate and to allow staff members in Washington, DC
to view the seminars from their offices. In addition, the SCCE
rebroadcast each of its monthly seminars on the SCCE Web site to
accommodate managers who were unable to attend the initial seminars.
Further, the SCCE online registration technology was used extensively
by Senate management staff in 2011 to register online for attending the
seminars in the series.
The SCCE also held 11 1-hour, lunchtime meetings, referred to as
``Brownie Brown Bags'', open to all office managers and administrative
directors of member offices and all chief clerks of committees. The
purpose of the Brownie Brown Bags is to allow attendees to ask the SCCE
attorneys any legal issues they would like to discuss. These meetings
have been well-attended.
Legal Advice
The SCCE meets daily with Members, chiefs of staff, administrative
directors, office managers, staff directors, chief clerks, and counsel
at their request to provide legal advice. For example, on a daily
basis, the SCCE advises Senate offices on matters such as disciplining
and terminating employees in compliance with the law; handling and
investigating harassment complaints; accommodating the disabled;
determining wage law requirements; meeting the requirements of the
Family and Medical Leave Act (FMLA); management's rights and
obligations under union laws and the OSHA; management's obligation to
give leave to employees for military service; veterans' rights; and
interviewing, hiring and counseling employees. In 2011, SCCE had more
than 2,544 client legal advice meetings.
Also, the SCCE provides legal assistance to Senate offices to
ensure that their office policies, supervisors' policies, intern
policies, job descriptions, interviewing guidelines, and performance
evaluation forms comply with the law. In 2011, the SCCE significantly
revised or prepared 197 policy manuals for Member offices and
committees.
To keep clients abreast of legal developments, the SCCE prepares
and distributes timely client alerts to all Senate offices and
committees explaining the impact of newly enacted employment-related
laws. In 2011, the SCCE prepared and distributed eight such alerts.
Union Drives, Negotiations and Unfair Labor Practice Charges
In 2011, the SCCE reviewed one union contract and provided guidance
to managers and supervisors regarding their legal and contractual
obligations under union contracts.
Environmental Impact and Cost Savings
In 2011, for the third consecutive year, the SCCE continued with
its project of eliminating a significant amount of hard copy legal
reference materials to further benefit the environment, cut costs, and
clear valuable office space. This project has resulted in cost savings
of more than $9,200 and has reduced the area required for storing our
hard copy legal reference materials from 129 square feet to 50 square
feet.
sos deg.CONSERVATION AND PRESERVATION
The Office of Conservation and Preservation develops and
coordinates programs directly related to the conservation and
preservation of Senate records and materials for which the Secretary of
the Senate has statutory and other authority. Initiatives include:
--deacidification of paper and prints;
--phased conservation for books and documents;
--collection surveys;
--exhibits; and
--matting and framing for the Senate leadership.
Senate Library
As mandated in the 1990 Senate Library Collection Condition Survey,
the office continued to conduct an annual treatment of books identified
by the survey as needing conservation or repair. In 2010, conservation
treatments were completed for 173 volumes of a 7,000-volume collection
of House hearings. Specifically, treatment involved recasing each
volume as required, using alkaline end sheets, replacing acidic tab
sheets with alkaline paper, cleaning the cloth cases, and replacing
black spine title labels of each volume as necessary. The Office of
Conservation and Preservation will continue preservation of the
remaining 3,410 volumes.
Preservation
The Office of Conservation and Preservation completed 106 volumes
of House and Senate hearings and Congressional Records for the Senate
Library. These books were rebound with new end sheets and new covers
using the old spines when possible.
Committees
Conservation and Preservation assisted the Committee on the Budget,
Select Committee on Ethics, and the Joint Economic Committee with their
books being sent to GPO for binding.
Exhibition
Conservation and Preservation assisted the Senate Historical and
Curator's offices in the installation of a new exhibition to mark the
150th anniversary of the Civil War. The exhibition replaced the
Inauguration exhibit in the Senate wing's first floor connecting
corridor.
sos deg.CURATOR
The Office of Senate Curator, on behalf of the Senate Commission on
Art, develops and implements the museum and preservation programs for
the United States Senate. The Curator collects, preserves, and
interprets the Senate's fine and decorative arts, historic objects, and
specific architectural features; and the Curator exercises supervisory
responsibility for the historic chambers in the Capitol under the
jurisdiction of the Commission. Through exhibitions, publications, and
other programs, the Curator educates the public about the Senate and
its collections.
Collections: Commissions, Acquisitions, and Management
Forty-nine objects were accessioned into the Senate collection this
year. A large number of the items catalogued included tickets,
invitations, programs, and other ephemera related to events in which
the Senate participated. The Curator's office actively collects
contemporary artifacts in an effort to preserve and document the
present for future generations. Other items added to the collection
included three historic writing tables, several historic chairs, three
memorial drapes and two vases used on the desks of Senators who have
passed away, mementos from the 1985 Presidential Inauguration, a 1892
wax seal used by the Secretary of the Senate on envelopes, a diagram of
the Senate Chamber from the 78th Congress, and a painted plaque
previously displayed in the Vice President's Ceremonial Office.
The new Architectural Fragment collection, comprising original,
significant, or unique objects or building fabric removed from Senate
spaces, was created in 2011. The collection was established to better
understand the architecture, ornamentation, and decoration of Senate
spaces within the Capitol complex; to serve as a resource for historic
reconstructions; and to enhance knowledge of the Senate. It is based on
similar collections at other historic sites, and standard museum
management procedures and documentation have been established for the
Senate's collection.
Twenty-nine new foreign gifts were reported in 2011 to the Select
Committee on Ethics and deposited with the Senate Curator's office on
behalf of the Secretary of the Senate. The office currently is
responsible for 217 foreign gifts, which are catalogued and maintained
in accordance with the Foreign Gifts and Decorations Act. Appropriate
disposition of 26 foreign gifts was completed following established
procedures.
The Curator's office continued to work with the Capitol Visitor
Center (CVC) project staff, Architect of the Capitol (AOC)
representatives, and their consultants to resolve problems with the
heating, ventilating, and air conditioning (HVAC) equipment in the
Curator's two CVC collection storage spaces. In February 2011, project
staff turned one room to the AOC, following successful completion of
testing for its new HVAC system. It is the largest storage space for
the Senate collections available in the Capitol complex and has
provided much needed temporary storage for items during renovations of
spaces in the Senate, as well as for long-term storage. Testing for the
HVAC system in the second room was successfully completed in November
2011 and final preparation of the room is underway. The space will
provide cooler temperature storage for paper-based items, in support of
the Curator's mission to preserve the Senate's significant collections.
Procedures and policies have been established for use of the two rooms,
and include disaster preparation plans.
The office continued its multi-year project to photograph all
objects for the collection database. More than 250 objects were
photographed and a total of 252 images out of 4,598 were resized for
consistency. Staff also worked with the Senate Photographic Studio and
the AOC Photography Branch to capture special events and projects, such
as moving art and the extensive work in the Old Senate Chamber. Such
documentation is important for recordkeeping, disaster preparedness,
use on Senate.gov, and for publications promoting the Senate's
collections.
In keeping with scheduled procedures, all Senate collection objects
on display were inventoried this year, noting any changes in location.
In addition, as directed by S. Res. 178 (108th Congress, 1st Session),
the office submitted inventories of the art and historic furnishings in
the Senate to the Senate Committee on Rules and Administration (Rules
Committee). The inventories, which are submitted every 6 months, are
compiled by the Curator's office with assistance from the SAA and the
AOC's Superintendent of Senate Office Buildings (Superintendent). This
year the Curator's office worked with the SAA to physically inventory
all of the assets listed in the Senate's historical furnishings
inventory. More than 800 objects were inspected and their location
verified. As part of this internal review effort, the Curator's office
developed a master list of assets and established procedures for adding
and deleting objects from the inventory. This documentation is part of
the Curator's standard procedures and applies equally to all
collections under the auspices of the Commission on Art. Next year the
Curator's office will work with the SAA and the Superintendent to
ensure their policies and procedures for historic items are consistent
with the Senate Curator's Collections Management Policy.
Staff worked with the SAA Cabinet Shop to complete a comprehensive
survey of the writing boxes that are part of the Senate Chamber desks.
The project included collecting detailed information on the
construction, size, and mode of attachment to the top of each desk,
along with condition information. During the 19th century, mahogany
writing boxes were added to the desktops to provide more space for
books and papers. Today, only one desk--the ``Webster Desk''--lacks a
writing box. Many of the writing boxes have sustained damage over the
years from daily use, and the survey is part of a comprehensive effort
to preserve the desks. The survey results were used to create
prioritized reports and computerized drawings that will guide the
Cabinet Shop's efforts to refurbish the writing boxes.
The Curator's office continued to advance documentation and care of
the historic Russell Senate Office Building furnishings by surveying
the mirrors. Fourteen historic mirrors were identified, recorded,
assessed, and added to the Senate collection. Guidelines were drafted
and shared with the Superintendent to ensure proper protection of the
mirrors during building projects and housekeeping. Information on the
significance of the mirrors and care practices will be provided to the
occupants. The historic Russell Senate Office Building mirrors have
been included in the established maintenance program conducted by the
Curator's staff.
Of special interest as it regards the Russell Senate Office
Building furnishings are the historic flat-top desks. Beginning with
the 110th Congress, the Curator's office has conducted a yearly
inventory and inspection of these desks. Each desk location and
occupant information is added to the Curator's database, which
documents the use and location of the remaining 62 historic desks.
Electronic recordkeeping and collection guidelines related to the
Senate's Capitol historic mirrors again received considerable
attention. In 2010, the paper files and the database entries were
addressed, and this year the effort expanded to the electronic files
and digital images of all 94 mirrors. The electronic records were
reviewed and updated based on established registration and file
standards. Another initiative that improved the mirror collection
administration was the approval of a scope for the collection. With a
clear scope in place, the office reviewed existing objects and will
deaccession those few without historic significance.
The official Senate chinaware was used at 12 receptions for
distinguished guests, both foreign and domestic, including a tea for
the President of Mexico, luncheon for the King of Jordan, and tea for
the Prime Minister of New Zealand. The Secretary's chinaware was used
at three receptions sponsored by the chairman of the Senate Foreign
Relations Committee.
Conservation and Restoration
Providing for the conservation needs of the Senate's historic clock
collection continues to be a priority. Although the floor clock in the
Vice President's Ceremonial Office was originally scheduled for
conservation this year, the Seth Thomas perpetual calendar clocks in
the collection became a priority. The floor clock received some interim
treatment in 2009 to repair problems with the second hand, and has been
running accurately ever since, whereas the calendar clocks, which date
to the late 19th century, have had ongoing problems, especially related
to their calendar functions. The earthquake on August 23 caused both
calendar clocks to stop running, and after they were restarted, their
timekeeping was erratic. In addition, the paint on the dials of one of
the clocks was actively flaking, making prompt conservation treatment
imperative to stop further losses. The clocks were conserved and are
now in working order.
The most prominent and extensive project the Curator's office
undertook this year was the renovation of the Old Senate Chamber. Prior
to the start of this effort, two iconic works of art that were
displayed in the room beginning in the 1830s--the gilded Eagle and
Shield and the 1823 painting by Rembrandt Peale, George Washington,
(Patri* Pater)--were removed for conservation. In 2010, a comprehensive
review of records pertaining to both art works began and was used to
develop a report outlining the history of their treatments and
placement during their time in the Capitol. These histories, along with
condition analyses conducted by conservators in 2004, provided
necessary information to solicit treatment proposals. Conservation
experts from the Senate Curatorial Advisory Board and the National
Gallery of Art aided in the process. Three separate conservations were
undertaken, one for treating the Eagle and Shield, and one each for the
painting and the frame of George Washington, (Patri* Pater). Treatments
for the painting and the frame were completed, and the portrait will
remain in storage until the renovations in the Old Senate Chamber are
completed. Treatment for the Eagle and Shield requires more time, and
it will return to the Capitol in spring 2012.
The office completed the restoration of the eight Senate Reception
Room Flemish oak benches purchased in 1899. This project was undertaken
as part of the Reception Room restoration project. Over time, the
original carved back panels were removed, the seats and backs
upholstered, and the benches poorly refinished multiple times. The
conservation sought to return the furnishings to their original
appearance. The process included research into the original carved
panels and finish, and the difficult repair of the extensive upholstery
damage. The benches returned to the Capitol in September, and the
Curator's office is working with the SAA to ensure proper housekeeping
and handling practices regarding these historic benches.
Regular care of the Senate's gilded objects was a priority in 2011.
A program to provide routine, on-site professional care for the
Senate's gilded mirror and picture frames, as well as other gilded
objects, continued. Eleven gilded pieces were treated. Additionally, to
increase the skill and knowledge of the Curator's office, several staff
participated in hands-on training related to basic gilded frame repair.
This will reduce the need for professional conservators, improve the
response to urgent repairs, and save the Senate time and money.
Historic Preservation
The Senate's historic preservation program seeks to formulate a
solid preservation policy reflective of the Senate's interests and the
need to preserve the Capitol's historic fabric and historical artistic
intent. Through various initiatives, the preservation program has
positioned itself as a valuable resource for the Senate, ensuring that
all projects are carefully considered and weighed in light of sound
preservation practices.
The Curator's office continued to work closely with the AOC and the
SAA to review, comment, plan, and document Senate-side construction
projects (many of which are long-term initiatives) that involve or
affect historic resources. Such construction and conservation efforts
included smoke purge system installation, Senate Reception Room wall
and ceiling restoration; scagliola conservation; third floor plaster
repair; Brumidi Corridors restoration; Strom Thurmond Room wall and
ceiling restoration; fire grate installation; storm window
installation; Republican Whip's suite improvements; first responder
radio system; and ceiling repairs. Through this work, the Curator's
office was able to ensure that the highest preservation standards
possible were applied to all Capitol projects. In order to provide
further protection to the Senate's architectural elements, the
Curator's office drafted guidelines for the preservation of restored
spaces and the protection of historic assets.
The protection of public spaces and historic assets remained a
focus of the Curator's office, with continued participation in a
working group (whose other members are the SAA, the AOC, and the Rules
Committee) to devise uniform furnishings and protection solutions. In
the areas with conserved and faux scagliola, the office continued
working with the SAA and AOC to stop unauthorized furniture storage and
to install much needed protective measures. Related to this charge, the
rounds program, which was established in 2007 to monitor the
collections on display, was expanded to include maintenance issues. The
program now helps identify preventable damage so staff can address the
root cause. The rounds program also reports needed maintenance, so
public spaces can look their best for Capitol staff and visitors.
The pilot phase of the Senate Reception Room wall conservation was
successfully completed. The original wall decoration comprised a very
complex pattern of surface treatments with delicate toned glazes and
precise application methods. Over the years, layers of overpaint
obscured the original fresco, and conservation was necessary to reveal
the true colors. Throughout the pilot project, the Curator's office
kept Capitol staff and visitors informed through regularly updated
signage. The Reception Room restoration and rehabilitation project is a
joint effort between the Senate Curator and the AOC Curator, and
includes various work in the room. In addition to restoring the
historic Reception Room benches, the Curator's office developed a
furnishing plan for the room, based on use surveys. As a first step,
one of the historic benches was replaced with a row of chairs, thus
allowing easy access to a closet and better use of the space by Members
and Senate staff. The office is also working with the Senate Committee
on Rules and Administration, the AOC, and the SAA on various furnishing
initiatives for the room.
The office continued to assist the AOC in the procurement process
for a 5-year plan for finishing the Brumidi Corridors restoration.
Curator's staff reviewed the proposal request and will serve on the
selection board. Similarly, the office was involved in the procurement
for the Strom Thurmond Room restoration and subsequent treatment.
The Curator's office provided significant input on the AOC smoke
purge project. After requesting an air flow study to better predict how
air will move through the building and at what speed, the Curator's
office engaged a team of environmental and art experts to review the
project plan, identify potential threats to Senate art, establish an
area of impact during construction and testing, and determine
appropriate levels of protection measures. Curator's staff developed an
art protection needs document, detailing expectations, and presented it
to the AOC. In reaching agreement with the AOC, conversations centered
on physical protection, climate control, and dust control. An updated
set of art protection specifications were drafted and incorporated into
the scope of work, thus ensuring a satisfactorily plan of protection
for the Senate's art treasures during this complex project, which is
scheduled to begin in 2013.
Historic Chambers
During 2011, the Curator's office, with assistance from the AOC and
SAA, initiated a long anticipated project to address major plaster
repairs in the Old Senate Chamber, which had been restored in 1970. The
initial scope included removing failing areas of plaster and lead
paint, patching, and repainting with the existing 1975 colors.
Additionally, the Curator's staff requested paint analysis, which had
never been undertaken in the room, in order to better understand the
chamber's architectural history and to increase the Senate's knowledge
of the space. Given the long history of major work in the room, early
paint layers were not expected to be discovered, but to everyone's
great surprise they were. Working closely with the AOC's historic
preservation officer, the Curator's office combined microscopic paint
analysis with exposures of target paint layers and archival research to
identify an historic paint scheme. The early colors consisted of a warm
gray on the ceiling, a slightly darker version of the gray on the
walls, and a cream color on the trim. The effect will be a
monochromatic scheme in contrast to the highly accented style used in
the 1975 restoration which featured shades of peach and salmon with
metallic highlights. Given this new knowledge, it was decided to
repaint the chamber to a more correct historic appearance. Along with
painting the walls, ceiling, and trim, the project expanded to include
repainting the extensive 1975 faux marble, badly yellowed due to
multiple layers of varnish.
With the support of the Senate Commission on Art, the Old Senate
Chamber was closed and the task of repairing and repainting the room
began. One exciting discovery was an original section of marble cornice
that had been painted over. The marble was stripped and cleaned and it
will remain exposed. Throughout the project, the Curator's office has
continued to conduct extensive research as new questions arise that
require immediate curatorial decisions. The staff is overseeing the
schedule to ensure all tasks are completed and that thorough
documentation occurs, both photographic and written. Justification for
each and every decision and action is important for the historic
record.
The Old Senate Chamber project is on schedule, and the new and more
historically correct chamber will be reopened to the Senate and public
in March 2012.
The Curator's staff continued to maintain the Old Senate and Old
Supreme Court Chambers and coordinated periodic use of both rooms for
special occasions. The staff worked with USCP to record after-hours
access to the historic chambers by current Members of Congress. Sixty-
eight requests were received from Members for after-hours access to the
Old Senate and Old Supreme Court Chambers.
Loans to and From the Collection
A total of 66 historic objects and paintings are currently on loan
to the Curator's office on behalf of Senate leadership and offices in
the Senate wing of the Capitol. The staff returned two loans,
accessioned one loan into the collection, coordinated seven new loans,
and renewed loan agreements for 54 other objects. More than 20 loans
are projected to be renewed next year.
The Curator's office was proud to have contributed the Senate's
only landscape painting, Niagara, Table Rock-Winter by Francois Regis
Gignoux, to the Smithsonian American Art Museum exhibition The Great
American Hall of Wonders. The show examined the 19th-century American
belief that the people of the United States shared a special genius for
innovation. The exhibition featured 161 objects and ended January 8,
2012.
Publications and Exhibitions
A new exhibition was installed in the Hart Senate Office Building
atrium highlighting the maquette, or model, of Alexander Calder's
monumental sculpture Mountains and Clouds. It is the sculptor's last
project and his only creation combining a separate mobile and stabile
in a single sculptural work. The display explores the commissioning of
the sculpture, the career of Calder, and the ongoing care and
conservation of the sculpture itself. The display was the result of a
collaborative effort coordinated by the Curator's office with the
Secretary's Office of Preservation and Conservation, the SAA Printing,
Graphics and Direct Mail branch (PGDM), the AOC Sheet Metal and Paint
Shops, and the Creative Services Division of GPO. The exhibit was built
using in-house resources at minimal cost to the Senate.
The office continued to increase its presence on Senate.gov this
year by supplementing the Senate collections already featured with
information on new objects. More than 30 artifact pages were added to
the sections on decorative art, ephemera, and graphic art. Objects
highlighted include ballot boxes, Sevres vases, inkstands, Argand
lamps, stereographs, and gallery tickets for the 1868 Andrew Johnson
impeachment trial.
Collaborations, Educational Programs, and Events
A painting of Senator William H. Frist by artist Michael Shane Neal
was unveiled in the Old Senate Chamber on March 2, 2011, as part of the
Senate Leadership Portrait Collection.
In conjunction with the Office of Web Technology and the Senate
Historical Office, the Curator's staff developed a comprehensive
bibliographic and publications site, combining various lists in one and
organizing publications by subject. Viewers may now access all
bibliographies and available publications from links throughout the art
and history section of Senate.gov site.
Curator's staff assisted with numerous CVC-related projects
throughout the year, including participating in the morning briefings
to the Capitol Visitor's Service, conducting exhibition lectures for
the public, reviewing exhibition text and images, and evaluating
products and publications for the CVC gift shop.
The Curator's staff also gave lectures on the Senate's art and
historical collections to various historical groups and art museums, as
well as to members of the USCP Chamber Division. The office continued
to assist with the Secretary's Senate staff lecture and tour series,
and was a regular contributor to UNUM, the Secretary's newsletter.
Office Administration and Automation
The Senate Curatorial Advisory Board for the 112th Congress was
empanelled. Two new and five returning members were welcomed. Composed
of respected scholars and curators, this 13-member board provides
expert advice to the Commission on Art regarding the Senate's art and
historic collections, preservation programs, and review and acquisition
of new objects for the collection. As an improvement to the Senate
Curatorial Advisory Board empanelment procedures, the staff developed a
standardized system to chart the appointment process for future board
members.
The Curator's office coordinated with staff from the Government
Accountability Office (GAO) as they conducted an audit of the Senate
Preservation Fund: Audit of fiscal years 2009 and 2010. The final
result of the audit was that the Commission on Art and the Secretary of
the Senate continue to be in compliance with all applicable laws and
operating standards as deemed by GAO.
In the area of file management, the Curator's office continued to
advance the implementation of the new organizational matrix, file
naming protocols, and improved project documentation through a series
of file work days. This effort has greatly improved the usability of
the office resources, streamlined office recordkeeping, and enhanced
research capabilities.
The Rights and Reproductions program was improved by subscribing to
the Large File Transfer System, a program administered by the SAA. This
allows Senate collection images to be transmitted to customers
digitally, providing cost and time savings as well as an environmental
alternative to mailing disks.
Continuity of Operations Planning
In the area of COOP, the office conducted monthly exercises to
develop the ability to work remotely. The exercises proved effective in
identifying problems and troubleshooting issues in advance of a true
emergency.
Objectives for 2012
Conservation and preservation of the Senate's collections continue
to be a priority, and several major projects are planned for 2012. The
office has already contracted with a professional conservator to
restore two companion tables that were purchased around 1860 for the
Vice President's Ceremonial Office. Repair and treatment is also
planned for the 100 inkwells and 100 sanders in the Senate Chamber
desks. Over time these containers have suffered from daily use,
resulting in heavy corrosion, loose or broken hinges, and chipped or
missing glass liners. The containers are no longer used as originally
intended, and treatment will focus on cleaning and stabilizing the
containers. The office will continue to expand the care of the Russell
mirrors by completing the comprehensive, on-site conservation of one of
the impressive committee room mirrors. Repair work will begin on the
Senate Chamber desk writing boxes.
A major initiative will begin to provide on-site conservation
treatment to preserve the collection of historic furnishings that are
in daily use by the Senate. Of particular note in the collection are
the Senate Chamber desks. In August 2011, Curator's staff visited the
Department of State to observe and consult about a similar program in
place for the furnishings in the Diplomatic Reception Rooms. A multi-
step procurement process, coordinated through the SAA Procurement
Office, began in fall 2011 to select conservation studios with the
required experience and technical ability to provide periodic condition
assessments and treatment for the collection. As a result of this
program, ongoing care of the Senate's historic furnishings will be
provided on a regular basis, to maintain their appearance and ensure
their preservation for future use. The contract is anticipated to be in
place before the end of 2012.
In conjunction with the AOC's work in the Senate Reception Room,
the Curator's office will oversee the refinishing and reupholstering of
the existing table and six chairs in the room. Similarly, during the
wall conservation in the Strom Thurmond Room, the office will restore
the historic 19th century overmantel mirror.
Several sculpture moves are anticipated for 2012, including:
--moving the original marble pediment sculpture, Justice and History,
from its location in the Senate subway area to the vestibule
outside the Old Supreme Court;
--moving the three plaster reliefs made by Lee Lawrie from their
location in the Senate subway area to the main corridor on the
third floor of the Capitol; and
--relocating the marble bust of George Washington to the entrance of
the President's Room.
These new locations will help preserve the objects by offering more
protected environments, and will provide more convenient and enjoyable
viewing for staff and visiting public.
The four sculptures currently in the Senate subway area will
receive conservation treatment to repair damage to their surfaces in
conjunction with their planned moves. Of particular concern to Justice
and History, is the grease now coating the surface due to its current
proximity to the Senate subway.
All of the prints in the Senate collection will be re-housed using
advanced archival methods and materials. Advantages to this project
include sturdier protection for individual prints, front and back
viewing capabilities, and easier access to objects.
The Curator's staff will confer with the AOC regarding preservation
issues related to Senate restoration and remodeling projects, establish
project records as appropriate, disseminate project information to the
Senate, develop preservation projects at the request of the Senate,
conduct condition inspections, and arrange necessary maintenance. The
bulk of the office's project management will involve advancing the
restoration and rehabilitation of the Brumidi Corridors, the Senate
Reception Room, and the Strom Thurmond Room. The brochure for the Strom
Thurmond Room will be updated following the completion of the
restoration work.
An exhibit will be mounted for four Constantino Brumidi paintings.
These oil-on-canvas sketches, painted as studies for Capitol murals,
will be displayed in a public area so staff and visitors can appreciate
these important works of art.
The office will assist the Joint Congressional Committee on
Inaugural Ceremonies in various capacities for the 2013 Presidential
Inauguration.
In the area of COOP preparedness, the office will conduct its
annual table top exercise, and will continue with its series of remote
desktop exercises to best prepare staff for an emergency situation.
sos deg.education and training
The Joint Office of Education and Training provides employee
training and development opportunities for all Senate staff in
Washington, DC and the States. There are two branches within the
office:
--Education and Training; and
--Health Promotion.
The Education and Training branch is responsible for providing
management and leadership development, training on human resource
issues, writing, editing, legislative research and time management, as
well as offering technical training support for approved software
packages and equipment and new staff and intern orientation in either
Washington, DC or the State offices. This branch provides training as
instructor-led classes, one-on-one coaching sessions, specialized
vendor provided training, video teleconferencing, webinars, Internet-
based training, documentation, job-aids, and quickcards. The Health
Promotion branch provides seminars, classes and screenings on health
and wellness issues. This branch also coordinates an annual health fair
for all Senate employees and plans blood drives every year.
Capitol Hill Training Events
The Office of Education and Training offered 1,058 classes and
events on Capitol Hill in 2011, drawing more than 12,000 participants.
The registration desk handled more than 25,000 email and phone requests
for training and documentation.
The previous total includes 160 customized training sessions for
2,667 staff members. These sessions ranged from in-depth training of
Senate office system administrators, conflict resolution, and
organizational development. The office provides individual consultation
on Web site development and office systems training, as well as classes
in resume and interviewing skills building for staff whose Members have
announced their retirements.
The Senate's intern program is also a focus of the office. The
office provides training for intern coordinators as well as 10
orientation and training sessions for approximately 1,225 interns.
The biannual Senate Services Expo for Senate office staff had 36
presenters from the offices of the Secretary of the Senate, SAA, AOC,
USCP, and the Library of Congress providing an overview of their
services to 260 staff. This is part of the orientation for new staff
and the aides to the Senators-elect in addition to the eight
orientation sessions held January through March.
State Training Events
The Office of Education and Training provided 94 learning
opportunities and training sessions to State office for which 2,625
State staff registered.
The office continues to offer the State Training Fair Program and
video teleconferencing and webinars as a means to train State staff. In
2011, one session of the State Training Fair was attended by 40 State
staff. In addition, 42 State administrative managers and directors
attended the State Directors Forum, 57 State staff participated in a
Constituent Services Forum, and 41 staff attended the Outreach
Conference.
Education and Training also provided advanced all-staff meeting
facilitation to more than 30 offices that were attended by more than
500 staff. Additionally, the office offered 20 video teleconferencing
classes for which 718 State staff registered and 22 webinars that were
attended by 200.
To date, 826 State and Washington, DC staff have registered and
accessed a total of 1,780 different lessons and publications using
Internet-based training covering technical, professional, and language
skills. This allows staff in both Washington, DC and State offices to
take training at their convenience. Education and Training also
provides 64 Senate-specific self-paced lessons that have been accessed
more than 4,800 times.
Health Promotion
In the Health Promotion area, approximately 2,000 staff
participated in 64 activities throughout the year. These activities
included:
--lung function and kidney screenings;
--eight blood drives;
--the Health and Fitness Day;
--seminars on health related topics; and
--the Annual Senate Health Fair.
Cost-Saving Measures
This office reduced each of our Washington, DC-based State training
sessions by one-half day to reduce per diem costs to the offices. We
have added to our catalog of self-paced training to allow State and
Hill staff to learn at their own time and place. Video teleconferencing
and webinar training offerings have also been expanded. Education and
Training continues to distribute documents electronically to reduce
paper costs.
Continuity of Operations Planning
This office has upgraded the video and audio in the spaces used as
the Emergency Operations Centers for SAA and Secretary of the Senate.
We have begun work with the SAA Continuity and Emergency Preparedness
Operations Office to provide staffing for alternate office space,
alternate computing center, and alternate chamber support. Our office
is also working with the Senate Employee Assistance Program Office to
develop, deliver, and staff our response to emotionally challenging
events.
sos deg.GIFT SHOP
Since its establishment in 1992 (2 U.S.C. 121d), the Senate Gift
Shop has continued to provide outstanding service and products that
maintain the integrity of the Senate while increasing the public's
awareness of its mission and history. The Gift Shop serves Senators,
their spouses, staffs, constituents, and the general public, including
many visitors to the U.S. Capitol complex. The products available
include a wide range of fine gift items, collectibles, and souvenirs
created exclusively for the U.S. Senate.
Facilities
In addition to providing products and services from three physical
locations, the Gift Shop has an online presence on Webster, the
Senate's intranet. The Web site currently offers an increasing
selection of products that can be purchased by phone, email, or by
printing and faxing the order form provided on the site. Along with
offering over-the-counter and walk-in sales, as well as limited
intranet services, the Gift Shop Administrative Office provides mail
order service via phone or fax, and special order and catalogue sales
via in-person visit, email, phone, or fax.
The Gift Shop maintains two warehouse facilities. The bulk of the
Gift Shop's stock is held in the Senate Storage Facility (SSF), an
offsite warehouse. While SAA is in charge of the overall management of
the SSF, the director of the Gift Shop has responsibility for the
operation and oversight of the interior spaces assigned for Gift Shop
use. Storing inventory in this centralized, climate-controlled facility
provides protection for the Gift Shop's valuable inventory in terms of
physical security as well as improved shelf life for perishable and
nonperishable items alike.
The second Gift Shop warehouse is maintained within the Capitol
complex. This facility serves as the point of distribution of
merchandise to the Gift Shop store and the Capitol Gift Shop counter,
both of which have limited storage space. This warehouse accommodates
the Gift Shop's receiving, shipping, and engraving departments, as well
as supplying the inventory sold through the administrative and special
order office.
Sales Activities
Sales recorded for fiscal year 2011 were $1,608,728.55. Cost of
goods sold during this same period was $1,216,191.66, accounting for a
gross profit on sales of $392,536.89.
In addition to tracking gross profit from sales, the Senate Gift
Shop maintains a revolving fund and a record of inventory purchased for
resale. As of October 1, 2011, the balance in the revolving fund was
$3,149,788.37. The inventory purchased for resale had an end of the
year value of $3,101,301.
Additional Activity
Government Accountability Office Audit
At the request of the Secretary of the Senate, in September 2010,
GAO conducted an inventory observation and audit of the Gift Shop
financial operations. The formal results of this audit were received in
April 2011. The established departmental procedures and policies
implemented on a daily, monthly, and annual basis proved to be
instrumental in the Gift Shop's achieving a positive review. The
recommendations provided by GAO at the conclusion of their observation
had either already been implemented or have been adapted.
Environmental Fair
The Gift Shop participated in the 2011 U.S. Senate Environmental
and Energy Fairs sponsored by AOC. Environmentally friendly products
that were displayed included wooden flag and desk boxes, wooden pens,
custom-designed wrapping paper produced from recycled paper, aluminum
water bottles, Nalgene BPA-free water bottles, biodegradable travel
mugs, and a travel mug produced from 100-percent U.S. natural corn
products.
Selected Accomplishments in Fiscal Year 2011
Official Congressional Holiday Ornaments
The Official 2011 Congressional Holiday Ornament features a view of
the east front of the Capitol backed by a translucent blue window. The
ornament is crafted of layered cutwork brass with a 24 karat gold
finish and multicolored enamel detailing.
Sales of the 2011 holiday ornament exceeded 26,000 ornaments, of
which more than 6,400 were personalized with engravings designed,
proofed, and etched by Senate Gift Shop staff. This is an increase in
engraved ornaments of more than 12 percent. This highly successful
effort was made possible by the combined efforts of our administrative,
engraving, and store staffs.
Candlesticks
The Members' staircases in the Capitol feature railings that are
masterworks of bronze casting. The banisters of the railings,
embellished with finely detailed foliate decoration, have been
replicated in miniature as 12-inch tall solid pewter candlesticks. They
are available in either a polished silver or a matte gold finish, and
are sold singly or in sets of two.
Webster Intranet Site
The Web site continues to expand with the addition of new
merchandise, photographed with assistance from the Senate Photography
Studio. Product descriptions are written in-house.
The Gift Shop contributes an article highlighting products and
services to each issue of the Secretary's UNUM newsletter. In turn, the
Web site links to the electronic version of UNUM, a practice that has
increased traffic to the Web site and may be responsible for an
increase in the use of Gift Shop services by State offices.
Projects Recently Produced and New Initiatives for 2012
Capitol Visitor Center
The Senate Gift Shop continues to supply them with a wide variety
of inventory product, offering service when needed and advice on
purchase order, invoice, and operational processes.
Congressional Plate Series
The latest 8-year, four-plate series of the 112th, 113th, 114th,
and 115th Congress has been produced. The 112th plate is currently
being offered for sale. The plates for each of the future congresses
will be made available during that respective congressional session.
The designs depict art and architecture from four of the most
historically significant rooms in the Capitol:
--the Senate Appropriations Room;
--Old Senate Chamber;
--Old Supreme Court Chamber; and
--President's Room.
Laser Engraver
Recently purchased and soon to be installed, the laser engraver
will allow the Senate Gift Shop to expand engraving services to include
additional materials including wood, acrylic, glass, plastic, stone,
marking metals, and anodized aluminum.
New Color Printer
The Senate Gift Shop acquired a color printer which prints in
quantity on card stock, allowing in-house production of educational
inserts for merchandise in smaller quantities than would be possible
using outside printers. This results in cost, time, and resource
savings.
sos deg.HISTORICAL OFFICE
Serving as the Senate's institutional memory, the Historical Office
collects and provides information on important events, precedents,
dates, statistics, and historical comparisons of current and past
Senate activities for use by Members and staff, the media, scholars,
and the general public. The Office staff advises Senators, officers,
and committees on cost-effective disposition of their noncurrent office
files and assists researchers in identifying Senate-related source
materials. The historians keep extensive biographical, bibliographical,
photographic, and archival information on the more than 1,900 former
and current Senators. The staff edits for publication historically
significant transcripts and minutes of selected Senate committees and
party organizations, and conducts oral history interviews with key
Senate staff. The photo historian maintains a collection of
approximately 40,000 still pictures that includes photographs and
illustrations of Senate committees and nearly all former Senators. The
Office staff develops and maintains all historical material on the
Senate Web site, Senate.gov.
Editorial Projects
Sesquicentennial of the Civil War
In connection with the commemoration of the 150th anniversary of
the Civil War, the Historical Office published and distributed a
booklet on ``The Senate's Civil War'', which is also available to the
public for purchase in the CVC gift shops, an arrangement that reduced
printing costs. The historians, working with the Office of the Senate
Curator, designed and mounted a 13-panel exhibit in the Senate wing of
the Capitol exploring the role played by the Senate and its Members
during the war years. The historians have also posted online and
updated monthly features relating to the Senate's Civil War experiences
on the Senate's Web site, and have worked with the CVC staff in
selecting items for display related to the Civil War and
Reconstruction.
Documentary Histories of the U.S. Senate
The Historical Office continued working on its online documentary
history series, which presents case studies and primary-source
documentation for all contested Senate elections, censure and expulsion
cases, impeachment trials, and major investigations. Intended for use
within the Senate and by the general public, these documentary
histories are particularly valuable for teachers who seek to include
primary-source documents in their lesson plans. This project also
allows the Historical Office to update case studies of past events and
add recent case studies, eliminating the need for new print editions of
past publications, reducing costs, and paper use. Existing case studies
in three categories (contested elections, censures, and expulsions) of
this five-stage project have been completed and posted on Senate.gov,
with new revisions and updated cases added throughout this year.
Substantial progress also has been made in the remaining two categories
(impeachment trials and investigations). Three case studies were added
into the investigations category, on the Truman Committee, the
investigation into air and ocean mail contracts, and the investigation
of the attack on Pearl Harbor.
States in the Senate
The States in the Senate project, featured on Senate.gov,
highlights persons and events in each State's history that relate to
the U.S. Senate, which informs Senators, staff, and constituents alike.
Historians and staff have collaboratively created timelines and
compiled selected illustrative images for each of the 50 States. A Web
design for the project was created in partnership with GPO and the
Office of Web Technology that provides an interactive timeline for each
State with links to relevant documentary and visual material, along
with a table of Senators from each class with service dates. Staff
entered data and collected more than 1,000 images for all of the
States.
Administrative History of the Senate
The associate historian continued to prepare a historical account
of the Senate's administrative evolution since 1789. This study traces
the development of the offices of the Secretary of the Senate and SAA,
considers 19th and 20th century reforms that resulted in reorganization
and professionalization of Senate staff, and looks at how the Senate's
administrative structure has grown and diversified.
Rules of the United States Senate, Since 1789
In 1980, Senate parliamentarian emeritus Floyd M. Riddick, at the
direction of the Senate Committee on Rules and Administration, prepared
a publication containing the eight codes of rules that the Senate
adopted between 1789 and 1979. In the 1990s, the Senate Historical
Office staff, in consultation with Dr. Riddick, developed a project to
incorporate an important feature not contained in the 1980 publication.
Beyond simply listing the eight codes of rules, the Office's goal is to
show how--and why--the Senate's current rules have evolved from earlier
versions. The Senate's historian emeritus has continued work on this
project, which will contain eight narrative chapters outlining key
debates and reasons for significant changes. Appendices will include
the original text of all standing rules and, for the first time in one
publication, all changes adopted between each codification.
Biographical Directory of the U.S. Congress, 1774-Present
The Historical Office continues to expand and update the
Biographical Directory of the U.S. Congress as needed, including adding
new Member biographical entries and bibliographical citations that
incorporate recent scholarship. The Senate historians work closely with
the historical staff of the House of Representatives to maintain
accuracy and consistency in this joint Senate-House database, and to
promote this valuable resource among historians, teachers, students,
and the public. Senate and House historians and technical staff for the
House of Representatives continue to collaborate on a planned update of
the online site in appearance and functionality and have approved a new
template and overall appearance for the Directory. The Senate archivist
and her deputies continue to expand and revise the ``Research
Collections'' aspect of the database, taking advantage of new resources
on archival collections.
Senate Manual and Congressional Directory
The Historical Office has assisted the Senate Committee on Rules
and Administration with the preparation of the statistical data
sections of the Senate Manual and the Congressional Directory. Staff
worked to research, edit, and revise statistical information on the
1,931 Senators who have served since 1789, along with Senate officers,
executive Cabinet members, and sessions of Congress.
Party Conference Minutes, 1965-1977
Previously, the Historical Office staff edited, indexed, and
published the Minutes of the Senate Democratic and Republican
Conferences covering the years prior to 1964, and they are currently
preparing a similar volume for the Democratic Conference including its
minutes from 1965 to 1977. After January 1973, verbatim transcripts
were prepared for each Conference meeting, considerably enlarging the
documentation. This project has involved scanning and editing 2,869
pages of transcripts for 102 meetings of the Conference and inclusion
of an index and explanatory annotations. With the approval of the
Conference, the minutes will be published, and a similar editorial
project will be proposed for the Republican Conference minutes for this
time period. The office has scanned an additional 3,115 pages of
transcripts for the 73 conferences between 1977 and 1982, for future
publication.
Dirksen Senate Office Building Exhibits
Senate historians, working with the staff of the Senate Curator and
the Senate Library, continue to prepare new exhibits for the entrance
room to SDG-50 in the Dirksen Senate Office Building. The first
exhibits dealt with the life and career of Senator Everett M. Dirksen
and on the design and functioning of the office building named in his
memory. These are being replaced with exhibits on the changing design
of Senate committee rooms in the Capitol and Senate office buildings,
and on some of the notable investigations held by Senate committees.
Oral History Program
The Historical Office staff conducts a series of oral history
interviews to record personal recollections of various Senate careers.
Interviews were conducted with former Senator Edward E. (Ted) Kaufman,
who previously served as chief of staff to Senator Joseph R. Biden,
Jr.; Richard Murphy, who served on the staff of Senator Hugh Scott;
Barry Piatt, former communications director for Senator Byron L.
Dorgan; Rufus Edmisten, deputy counsel to the Watergate committee; and
Barbara Hines, one of the Senate's first female pages. An interview
with Senate telecommunications personnel was released for research. The
complete transcripts of 35 interviews conducted since the 1970s have
been posted on Senate.gov. That site features a different oral history
interview series each month, including digital audio-clips along with
the interview transcripts. The Historical Office has worked with the
National Archives to digitize past oral history interviews, which had
been archived on magnetic tape, for preservation purposes. Digitization
also allows for inclusion of short audio segments on Senate.gov. For
UNUM, the Secretary of the Senate's newsletter, the staff has created a
regular series entitled ``Senate Voices'', which includes excerpts from
the oral histories with a contextual introduction.
Member Services
Educational Outreach
The historian and associate historian delivered a series of
``Senate Historical Minutes'' at the weekly Democratic and Republican
Conference luncheons. These ``minutes'' highlighted significant events
and personalities associated with the Senate's institutional
development. Many of them are now included on Senate.gov as
``Historical Minute Essays''.
Members' Records Management and Disposition Assistance
Whenever Senators announced their retirements, the Senate archivist
held meetings with their staffs to discuss schedules for closing and to
ascertain specific archiving needs. A new ``closing an office''
notebook was compiled to better address the numerous and recurring
issues involved in preserving a Senate collection. H. Con. Res. 307,
adopted on June 20, 2008, serves as the introduction to the notebook
and has proved to be an effective outreach tool to Senators and their
senior staff. As a result of these meetings, some Senators have hired
archivists to assist with this specialized process; others have
dedicated staff to perform the necessary work. All offices appear to be
working more closely with their selected archival repository. This
planning has become increasingly valuable in the digital era.
Eighteen offices closed at the end of the 111th Congress. This
presented a good opportunity to observe recordkeeping practices in 18
percent of Members' offices. While some offices still relied on paper
to transact business, the majority used a variety of electronic
systems. Senators increasingly used computer notepads to view their
daily briefing memos. Senators have also made use of social media,
particularly YouTube, Facebook, and Twitter. Offices showed variations
in levels of understanding how to preserve these files, and were
curious about what services a research repository can provide. These
insights led to an Office Archives Toolkit specifically designed for
new offices. Amid the demands of setting up the office, staff can begin
to create filing systems that not only can be of immediate use but can
lead to long-term archival preservation. The Toolkit contains 18
readily accessible ``tools'' ranging from an office policy statement to
a records management control table. It includes suggestions for the
systems administrator, personal records management advice, and
archiving email strategies sandwiched in between. The Toolkit is
available in hard copy, on a disk or on the Senate's intranet, Webster.
The Toolkit points out that from the start there will be archival
records in the form of constituent communications that need to be
managed. It also covers what Senators should look for in an archival
repository and what they should keep for their research collections.
The archivist made extensive revision of the Records Management
Handbook for U.S. Senators and Their Archival Repositories. Archival
guidance in the form of ``Quick Cards'' were updated and augmented by a
fourth card on social media communications archiving. A staff exit-
interview form designed to provide better context of their records, was
supplemented by a new checklist for locating records among portable
media.
The Senate archivist held a series of brown-bag lunch discussions
for archivists in committees and Senators' personal staffs. These
focused on records management, storage and electronic records. Informal
meetings of Capitol Hill Archivists and Records Managers (CHARM)
focused on description standards, electronic records description, and
improving capture of email.
The archivist listserv serves as an effective means for updating
archival staff about records management and archival guidance. The
Senate archivist continues to work with the repositories receiving
senatorial collections to ensure the adequacy of documentation and the
transfer of records with adequate finding aids, helping to lower costs
for the receiving repositories and providing guidance on electronic
records. The archivist and Senate historian presented a talk on the
history of the Senate's archives to Senate staff. The talk was also
presented to a graduate class on documentation at the University of
Maryland.
Committee Records Management and Disposition Assistance
The Senate archivist provides Senate committees with staff
briefings, guidance on preservation of information in electronic
systems, and instructions for the transfer of permanently valuable
records to the National Archives' Center for Legislative Archives. A
survey conducted of the committees' electronic archiving revealed that
almost all committees had voluminous electronic record backlogs that
require archival review. The backlogs fall into three categories:
--files of committee staff that have departed the committee;
--share drives; and
--accumulated email.
Because of the Senate's increasing employment of electronic
records, the Senate archivist continues to encourage committees to hire
their own archivists. Over the past year, the Committee on the Budget
and Select Committee on Indian Affairs added archivist positions,
making a total of nine archivists on eight committees. The result has
been a positive improvement in the quality of historical documentation
of these committees.
There remains a danger of losing electronic records that are
sitting in backlogs. This year the archivist began offering direct
electronic records processing assistance to committees and is currently
working on electronic records backlogs of six committees, some dating
from the 1990s. Thirteen of the 17 committees (75 percent) are engaged
in archiving electronic records. The Senate now has 2.5 terabytes of
data stored at the National Archives and Records Administration's
Center for Legislative Archives. There is a growing gap between the
documentary qualities of the records being archived from committees
that have archivists as opposed to those without archivists or those
that have not sought specific help with their electronic records.
Direct processing of electronic records rendered valuable insights
about contemporary staff record-keeping. Close evaluation of staff
email accounts for the purposes of description, revealed some unusual
gaps indicating that staff members were not totally aware of how to use
the email archive folder function. These were addressed with targeted
guidance. Dealing with large digital backlogs also has allowed for a
refinement of the description of digital records.
Working with the Office of Senate Security, the archivist created
an appraisal chart specifically for classified records. The chart is
designed for use by security officers and archivists to identify
historically valuable classified records and to eliminate the hundreds
of feet of such material regularly sent in multiple copies to the
Senate. A top concern is the preservation of the classified notes staff
take at briefings, usually the only record of such meetings.
Three new archives IT initiatives began during the past year. A
large file transfer system for transferring records accessioning and
description documentation to the Center for Legislative Archives was
implemented and has cut down substantially on the use of paper. The
archivists compiled specifications for a Senate archives virtual server
that eventually can archive electronic records. The archivists also
worked with the Center for Legislative Archives Holding Maintenance
System to provide better tracking of loans back to the Senate.
The Senate Committee on Rules and Administration has accepted a
gift of five original Senate Appropriations Committee ledgers covering
the period from 1870 to 1909. The ledgers were purchased privately by
an antiquarian bookseller, who then donated them back to the Senate.
They provide an inventory of appropriations ``by item and by Congress''
and fill a significant gap in the historical record of the committee.
The five ledgers are divided as follows:
--Agriculture;
--Army;
--Fortifications;
--Pensions; and
--Post-Office;
--Diplomatic and District of Columbia;
--Legislative;
--Military Academy; and
--Naval and Sundry Civil Appropriations.
During 2011, the Senate archivist oversaw the transfer to the
Archives of 607 accessions of Senate records totaling 2,303 cubic feet
of textual records and 732.78 gigabytes of electronic records. The
archivist and deputy archivists responded to 155 requests for loans of
archived records back to committees. Responsibility for archiving the
records of the Joint Select Committee on Deficit Reduction was assigned
to the Senate archivist, who briefed the committee staff as the office
was setting up. Archiving of those records continues into 2012.
Advisory Committee on the Records of Congress
This 11-member permanent committee, established in 1990 by Public
Law 101-509, meets semiannually to advise the Senate, the House of
Representatives, and the Archivist of the United States on the
management and preservation of the records of Congress. Its membership
representing the Senate includes the Secretary of the Senate, who is
chairing the panel during the 112th Congress; the Senate Historian; and
appointees of the Secretary and the Majority and Minority Leaders. The
Historical Office furnishes support services for the Advisory
Committee's regular meetings. The archivist and deputy archivist served
as appointed members of the Next Generation Finding Aid Task Force
established by the Advisory Committee to develop criteria to improve
the finding aids for the Senate's archival records. The task force's
report, which was approved by the Advisory Committee at its June
meeting, outlines significant steps needed to bring finding aids to
Senate collections up to contemporary standards. Implementation of its
recommendations began with training for the archivists in metadata,
EAD, EAC-CPF, DACS, and Archivists Toolkit, all standards and systems
required to automate accessioning and description of the Senate's
historical records. A Task Force on a New Descriptive Tool has been
created to compile system requirements for a new accessioning and
description system. When fully implemented, the system will streamline
the description, accessioning, and management of the Senate's archival
collections from their origin within committees to their use for
research.
Educational Outreach
The Historical Office's correspondence with the general public has
increasingly taken place through Senate.gov. The historians maintain
and frequently update the Web site with timely reference and historical
information, and each month select related material to be featured on
the site. During the past year, the Office responded to more than 1,500
inquiries from the public, the news media, students, family
genealogists, congressional staffers, and academics, through the public
email address listed on Senate.gov. The diverse nature of their
questions reflected varying levels of interest in Senate operations,
institutional history, and former Members.
Working closely with the Webmaster's staff, the historians have
substantially redesigned all the principal pages of Senate.gov, to
better utilize the online environment to provide timely, accurate, and
interesting historical material. Beginning in October 2011, the
historians began monthly thematic presentations of historical essays,
images, cartoons, and statistics, along with exhibition of primary-
source documents from the National Archives, Library of Congress, and
other sources, to better serve Senators, staff, and the public.
Underway are major revisions to the online oral history collection and
the ``historical minutes'', to make these valuable features more
interesting and easier to navigate.
Staff presented seminars on the general history of the Senate,
Senate committees, women Senators, Senate floor leadership, relations
between the press and the Senate, the U.S. Constitution, the history of
Senate impeachment trials, and notable Senate investigations. The
historians also participated in Senate staff seminars and conducted
briefings for specially scheduled groups. The associate and assistant
historian met with teachers from the National Council for the Social
Studies, and offered specialized tours to Senate staff, including a
tour of Capitol locations associated with the Civil War.
Photographic Collections
The Senate photo historian consulted with other image professionals
in planning the renovation of the collection space, to create an
environment conducive to the preservation and access of the image
collection. She successfully oversaw the physical transfer of the
Senate's image collection to the newly renovated office space, and
arranged for the transfer of thousands of historic negatives to the
Center for Legislative Archives.
The photo historian ensured history-focused photographic coverage
of the contemporary Senate by photographing Senate committees,
collecting formal photo portraits of new Senators, and capturing
significant Senate events in cooperation with the Senate Photographic
Studio. She provided timely photographic reference service by phone and
email, while cataloging, digitizing, relocating, and expanding the
Office's 40,000-item image collection. She assisted several Senate
offices in creating collages of all the Senators who previously served
in that seat.
The photo historian assisted in the creation and production of the
brochure, ``The Senate's Civil War'', selecting images to illustrate
the text and sought permissions to use the images, and collaborated
with the historical editor and GPO staff to design and publish the
brochure. The photo historian also selected and obtained an estimated
1,500 images for the upcoming online exhibit, ``States in the Senate'',
for its illustrated timelines.
The photo historian collaborated with the Senate Curator's Office,
the Center for Legislative Archives, and the Senate Office of
Conservation and Preservation to select and obtain historic images and
documents for the Senate Committee on Rules and Administration.
As the founder of CHARM, an informal group of Senate archivists,
the photo historian planned tours and professional development events
for committee and member archivists, and planned its 10th anniversary
luncheon.
Continuity of Operations Planning
As the Historical Office's COOP Action Officer and Emergency
Coordinator, the Senate photo historian continued to update the
Office's COOP plan in the emergency preparedness database. She made
regular back-ups of the office's electronic records to store off-site
in a secure environment. She trained new staff members and interns in
the Office's emergency evacuation procedures. She updated staff
members' contact information in the ALERTS system. She provided SAA's
Continuity and Emergency Preparedness Office with an after-action
report after the August 2011 earthquake incident and worked to ensure
that staff members have the resources needed to work off-site in the
event of an evacuation of the office.
Capitol Visitor Center
The historians supplied information and guidance to the staff of
the CVC related to the educational component of the exhibition gallery.
They have provided material and general editorial review for a new Web-
based training program for staff and tour guides. They made regular
presentations on the history of the Senate in training seminars for
Senate staff and interns, and gave morning briefings to the Capitol
Guide Service. They gave exhibit talks in the CVC, contributed to the
training of visitor assistants who guide visitors through the
exhibition gallery, worked with exhibit staff to plan rotations of
documents and images, and advised the CVC staff on its educational
outreach programs.
sos deg.HUMAN RESOURCES
The Office of Human Resources was established in June 1995 by the
Secretary as a result of the CAA. The office focuses on developing and
implementing human resources policies, procedures, and programs for the
Office of the Secretary of the Senate that fulfill the legal
requirements of the workplace and complement the organization's
strategic goals and values.
These responsibilities include:
--recruiting and staffing;
--providing guidance and advice to managers and staff;
--training; performance management;
--job analysis;
--compensation planning, design, and administration;
--leave administration;
--records management;
--maintaining the employee handbooks and manuals;
--internal grievance procedures;
--employee relations and services; and
--organizational planning and development.
The Human Resources staff administers the following programs for
the Secretary's employees:
--the Public Transportation Subsidy program;
--SLP;
--FMLA program;
--parking allocations; and
--the summer intern program that offers college and other
postgraduate students the opportunity to gain valuable skills
and experience in a variety of Senate support offices.
Human Resources staff has completed migration of eligible commuters
to the Smart Benefits Program, which is operated by the Washington
Metropolitan Area Transit Authority.
Recruitment and Retention of Staff
Human Resources has the ongoing task of advertising new vacancies
or positions, screening applicants, interviewing candidates, and
assisting with all phases of the hiring process. Human Resources staff
coordinate with SAA Human Resources Department to post all SAA and
Secretary vacancies on the Senate intranet, Webster, so that the larger
Senate community may access the posting from their own offices. In an
effort to reach a larger and more diverse applicant pool, the
department uses multiple posting forums to reach potential applicants
for employment. As a result, the Human Resources Department processed
more than 3,000 applications for vacancies in the Secretary's Office,
including review of applications, coordinating scheduling of candidates
for interview, sending out notices to both successful and unsuccessful
candidates, and finalizing new hire paperwork. All new hires also
receive orientation from the Human Resources staff when they come on
board.
Training
In conjunction with the Senate Chief Counsel for Employment, staff
continues to develop and deliver training for department heads and
staff. Training topics include sexual harassment, interviewing skills,
FMLA administration, and an overview of the CAA. Human Resources staff
also works with different department employees on topics specific to
their group in outreach efforts to enhance teamwork in the workplace.
Veterans Employment Opportunity Act of 1998
In 2011, the rights and protections of the Veterans Employment
Opportunity Act of 1998 (VEOA) became applicable to the Office of the
Secretary of the Senate through the CAA. Eligible veterans now receive
hiring preferences over nonveterans for most of the job openings in the
Secretary's Office and can seek legal redress if they believe they have
been denied their veterans' preference rights. Consistent with its new
obligations under the VEOA, the Secretary's Office has identified more
than 204 VEOA preference-eligible positions within its organization,
has instituted a process for proper application of the veterans'
preference law and, to date, has invited preference-eligible veterans
to apply for 19 job openings.
Congressional Internship for Individuals With Intellectual Disabilities
In February 2012, the Office of the Secretary of the Senate
received approval to participate in a unique internship program for
students with intellectual disabilities--the Congressional Internship
Program for Individuals with Intellectual Disabilities. The internship
program, which lasts 12 weeks, gives students with intellectual
disabilities the same educational and enrichment opportunities
typically afforded to congressional interns here in our Nation's
capital. Interns work for one 2-hour session each week. The interns
work with their congressional offices, as well as job coaches
specifically trained to assist the students, to complete various office
tasks as assigned.
Interns
Human Resources manages the Secretary's internship program. From
posting vacancies, conducting needs analyses, communicating, screening,
placing and following up with all interns, the staff keeps a close
connection with these program participants in an effort to make the
internship most beneficial to them and the organization.
Operation Warfighter
In December 2010, Human Resources, on behalf of the Secretary,
received approval to host Wounded Warriors from DOD's Operation
Warfighter (OWF) program. The unpaid internship program is open to all
wounded and ill servicemembers assigned to a Military Treatment
Facility, an Army Warrior Transition Unit, the USMC Wounded Warrior
Regiment, the Air Force Wounded Warrior Program, or the Navy Safe
Harbor Program. The program positively impacts the recuperation
process, and provides meaningful activity outside of the hospital
environment that positively impacts wellness.
Combined Federal Campaign
The office has again taken an active role in the Combined Federal
Campaign for the Senate community at-large. The office serves as co-
directors of the program. The staff participates in kick-off meetings,
identifies key workers in each office, and disseminates and collects
necessary information and paperwork.
sos deg.INFORMATION SYSTEMS
The staff of the Department of Information Systems provides
technical hardware and software support for the office of the Secretary
of the Senate. Information Systems staff also interface closely with
the application and network development groups within SAA, GPO, and
outside vendors on technical issues and joint projects. The department
provides computer-related support for all LAN servers within the office
of the Secretary of the Senate. Information Systems staff provide
direct application support for all software installed workstations,
initiate and guide new technologies, and implement next-generation
hardware and software solutions.
Mission Evaluation
The primary mission of the Information Systems Department is to
continue to provide the highest level of customer satisfaction and
computer support for the office of Secretary of the Senate. Emphasis is
placed on creating and transferring legislative records to outside
departments and agencies, fulfilling Disbursing Office financial
responsibilities to the Member offices, and complying with office
mandated and statutory obligations.
Fiscal Year 2011 Technology Initiative Summary
The department technology initiatives concentrated in four specific
areas:
--Improvements in workflow process, efficiency, and security;
--Deployment of improved hardware and software technologies;
--Business continuity planning and disaster recovery improvements;
and
--Network Perimeter and End Point Security Awareness.
Improvements in Workflow Process Efficiency and Security
Each Secretary of the Senate department has adopted IT security
policies and improved procedures for the handling and migration of
business-related electronic documents. In partnership with the SAA
Security and Operation staff, educational awareness training is now
mandated for all staff, intern, and contractor personnel. Each
department head is required to assess the data involved, how it might
be accessed on a variety of devices, and insures all data is encrypted
when migrated out of the office environment.
Since November 2008, Information System staff has worked in
partnership with SAA development staff testing improved access methods
of virtual private networks. In 2010, new technology was implemented to
provide the Senate community with improved access to their office
workstations when working from home or outside of the office. Improved
Web-based secure access is now available to establish secure network
routing to an employee's office workstation when working remotely.
Improved security token hardware and software was installed in 2011
to ensure compliance with evolving security standards and to minimize
threats to the Senate network.
Implemented and installed an improved version of legislative
reporting in order for staff to run LIS reports via a Web browser
session. This feature allows all of the reporting features of the
existing clerk LIS application and eliminates the installation of
client software at each workstation. Additionally it provides the
Senate Library staff additional research tools when accommodating
requests from the senate community.
Deployment of Improved Hardware and Software Technologies
Completed third phase of network printer hardware replacement
program by replacing all color network printers with improved high-
speed models that reduce energy use up to 50 percent with instant-on
technology.
Improved BlackBerry devices support by utilizing new Web-based
administrative tools to manage devices, and applied backup process in
managing service accounts. This provides a much quicker response to
securely lock down devices in the event of a misplaced or stolen
device.
Upgraded the reporting functionality for the hardware server
application which remotely deploys system and application patches for
server and workstation hardware. Improved reporting means higher levels
of asset management and additional accuracy when deploying patches to
hardware systems.
Completed laptop hardware upgrades for all department head staff
and legislative floor dais staff. Upgraded all COOP laptop hardware
located on campus at the emergency operations center and at the
leadership coordination center. Replaced and refreshed all COOP laptop
hardware located at multiple offsite locations.
Retired three hardware servers in the Office of Public Records and
virtualized the primary office database applications. This project, in
part, minimized the impact of the office renovations in August 2011,
providing the staff the ability to continue business as usual in their
alternate location.
Completed 21 major LIS software upgrades and installed updated LIS
application software in all legislative clerk offices, alternate
computing facility, and offsite home laptop locations. Virtualized the
LIS applications for the Senate Library staff which streamlined the
availability of application for LIS users. Added LIS web reporting
functionality to allow staff to retrieve reports via a secure Web
browser.
Retired hardware server in the office of Human Resources.
Virtualized the human resource information system application and
relocated the application to an existing platform located at the
datacenter in Postal Square (higher availability).
Replaced three hardware platforms at the primary computing facility
(PCF) and upgraded the BlackBerry Exchange server hardware platforms to
a virtual infrastructure. This was accomplished for the Secretary of
the Senate, Disbursing, and SCCE offices. Additionally, three hardware
platforms for each respective office were retired at the alternate
computing facility (ACF). These ACF servers are the major active
directory server for each office and critical in the failover
capability when moving network resources to an alternate location.
Upgraded unclassified workstations in the Office of Senate
Security. Finalized the design and delivery of a new improved
SharePoint server hardware platform for the office classified network.
This new design will accommodate the increase workload with the room
reservation system, and provide additional efficiency using a virtual
server instance to manage classified data.
Information Systems staff initiated new technologies to reduce
ongoing application support cost by introducing a ``virtual
application'' in the office. Virtual applications are installed once
and available on a centralized server and need not be installed
multiple times on all workstations. The first application candidate for
all staff use is an XML editing application and this is now hosted as
the first Secretary ``thin application'' for staff use.
Evaluated multiple portable teleconferencing solutions to be used
by the executive office staff.
Implemented a low-cost computing terminal emulation hardware
solution for the Office of Public Records, the Office of Printing and
Document Services, and the summer internship program. This evolving
hardware technology is a network appliance that replaces the standard
office personal computer with a low-cost hardware device. Multiple
appliances can then be networked to a single host to run software
applications. A cost saving is realized not only in foregoing the
purchase of additional personal computers, but also with the reduction
of ongoing support for the additional system patches and updates.
Business Continuity Planning and Disaster Recovery
Improvements
Replaced all laptop hardware for department heads, the Disbursing
Office, and SCCE.
Added portable servers in the Disbursing office at the ACF. This
solution provides a nightly scheduled backup and a replica of the Hart
location data to the ACF facility.
Upgraded legislative staff with improved laptop hardware at the
dais chamber location for a more streamlined and secure connection to
the Senate network.
Created a ``virtualized'' and encrypted software solution for the
Senate Enrolling Clerk in order to process legislation when staff
reside offsite. Virtualization of mission critical workstation
applications provides for a way to lower the support time and cost
required to keep offsite laptops updated with current software
revisions. It also provides a more efficient process to migrate
existing applications to numerous systems thus making it available to a
wider range of key personnel who require the application access.
Parallel in completing the Enrolling Clerk virtual host project,
Information System staff partnered with GPO technical staff to provide
two functional offsite hardware printers for use during a COOP event.
This functionality provides the Enrolling Clerk staff the ability to
print multiple types of parchment style documents for delivery to the
White House in the event of an office closure or relocation.
Updated and migrated the Member accountability client application
to function with the SAA Windows SQL 2008 Server platform. Configured
four virtual hosts, one reserved specifically for training purposes,
and one virtual ``always on'' instance that resides at the PCF
datacenter. Configured and made this available virtual solution for the
Secretary of the Majority and the Secretary of the Minority offices.
Demonstrated the capability during the COOP offsite exercise in May
2011 to transfer data files directly from the Official Reporters of
Debate Stentura device to GPO. During a COOP event key personnel may
not always be available, and this test functionality eliminated three
personnel in the floor proceeding data transfer process. The test data
transferred to GPO was compiled successfully by their staff to produce
the Congressional Record for the exercise.
Configure http protocol ``quick links'' on the improved Senate Web
portal appliance for staff to remotely connect to the office
workstation. Presently 70 percent of the staff has some method of
secure remote access to Senate network resources.
In the event GPO ``fails-over'' their operation at North Capitol
Street, NW. changes to the legislative file transfer process to support
transactions between the Secretary's office and GPO have been
implemented. A secondary backup (encrypted) file transfer method has
also been implemented between GPO, the Senate Office of Legislative
Counsel, and the Office of the Secretary. Demonstrated secure file
transfer capability during the May 2011 offsite exercise.
In partnership the SAA Security Operations Center, selected and
tested COOP offsite laptops operation using the Senate vulnerability
assessment software tool. This software tool is now available to the
Senate community. Future testing in 2012 will involve the testing of
the Executive office workstation.
IT staff continue to monitor email spam filtering applications.
Present rate of undesirable email messages average 6,000 messages per
day, which is approximately a 30-percent reduction from fiscal year
2010. Email messages to staff who are no longer employed by the
Secretary's office continue to be removed from the messaging server.
Information Systems staff continue to monitor network security
ensuring best practice information is available to all staff. Developed
global security server policies to automatically lock computer
terminals after 1 hour of application inactivity.
Staff continues to provide a BlackBerry scanning service for staff
prior to travel outside of the United States.
Staff continues to manage the alerts notification database for all
Secretary staff. Database information is verified nightly to ensure
email, voice, and BlackBerry personal identification number information
is valid and will function during an emergency.
After implementation of the Lumension Deployment server,
Information Systems staff continues to maintain the inventory of all
applications for 300 workstation installations. The office now has the
ability to review in real time which systems require application
updates, and can deploy security patches without interruption to the
business owner.
Ongoing and Future Projects in 2012
As server and laptop hardware nears the end of the maintenance
lifecycle, replace older hardware servers with virtual server
solutions. All active directory server hardware was updated in fiscal
year 2010. PCF and ACF domain controllers were virtualized for fail-
over capability in 2011.
Evaluate new Senate active directory enterprise solution for
Secretary of the Senate, Disbursing Office, and SCCE.
Migrate to next generation of Microsoft Exchange E-mail Server.
This was accomplished in January 2012.
sos deg.office of interparliamentary services
Office of Interparliamentary Services (IPS) is responsible for
administrative, financial, and protocol functions for all
interparliamentary conferences in which the Senate participates by
statute, for interparliamentary conferences in which the Senate
participates on an ad hoc basis, and for special delegations authorized
by the Majority and/or Minority Leaders. The office also provides
appropriate assistance as requested by other Senate delegations.
The statutory interparliamentary conferences are:
--NATO Parliamentary Assembly;
--Mexico-United States Interparliamentary Group;
--Canada-United States Interparliamentary Group;
--British-American Interparliamentary Group;
--United States-Russia Interparliamentary Group;
--United States-China Interparliamentary Group; and
--United States-Japan Interparliamentary Group.
In 2011, IPS was responsible for organizing the following
interparliamentary conferences:
--the U.S.-China Interparliamentary Group;
--the Mexico-U.S. Interparliamentary Group; and
--the British-American Parliamentary Group.
As in previous years, all foreign travel authorized by the Majority
and Minority Leaders is arranged by the IPS staff. In addition to
delegation trips, IPS provided assistance to individual Senators and
staff traveling overseas. Senators and staff authorized by committees
for foreign travel continue to call upon this office for assistance
with passports, travel arrangements, and reporting requirements.
IPS receives and prepares for printing the quarterly consolidated
financial reports for foreign travel from all committees in the Senate.
In addition to preparing the quarterly reports for the Majority Leader
and the Minority Leader, IPS assists staff members of Senators and
committees in filling out the required reports.
IPS maintains regular contact with DOD, the Department of State and
foreign Embassy officials. The office staff organizes visits for
official foreign visitors and assists them in setting up meetings with
leadership offices. The staff continues to work closely with other
offices of the Secretary of the Senate and SAA in arranging programs
for foreign visitors. In addition, IPS is consulted by individual
Senate offices on a broad range of protocol questions. Occasional
questions come from state officials regarding congressional protocol.
On behalf of the Senate Majority and Minority Leaders, IPS arranges
official receptions for heads of state, heads of government, heads of
parliaments, and parliamentary delegations. Required records of
expenditures on behalf of foreign dignitaries under authority of Public
Law 100-71 are maintained by IPS.
Continuity of Operations Planning
IPS regularly reviews its COOP plan with ongoing discussions,
updating materials kept offsite, evaluating evacuation procedures, and
working from remote sites.
sos deg.LEGISLATIVE INFORMATION SYSTEM PROJECT
LIS is a mandated system (section 8 of the 1997 Legislative Branch
Appropriations Act, 2 U.S.C. 123e) that provides desktop access to the
content and status of legislative information and supporting documents.
The 1997 Legislative Branch Appropriations Act (2 U.S.C. 181) also
established a program for providing the widest-possible exchange of
information among legislative branch agencies. The long-range goal of
the LIS Project is to provide a ``comprehensive Senate Legislative
Information System'' to capture, store, manage, and distribute Senate
documents. Several components of the LIS have been implemented, and the
project is currently focused on a Senate-wide implementation and
transition to a standard system for the authoring and exchange of
legislative documents that will greatly enhance the availability and
re-use of legislative documents within the Senate and with other
legislative branch agencies. The LIS Project Office manages the
project.
Background: Legislative Information System Augmentation Project
An April 1997 joint Senate and House report recommended
establishment of a data standards program, and in December 2000, the
Senate Committee on Rules and Administration and the Committee on House
Administration jointly accepted XML as the primary data standard to be
used for the exchange of legislative documents and information.
Following the implementation of LIS in January 2000, the LIS Project
Office shifted its focus to the data standards program and established
LIS Augmentation Project (LISAP). The over-arching goal of the LISAP is
to provide a Senate-wide implementation and transition to XML for the
authoring and exchange of legislative documents.
The current focus for LISAP is the continued development and
implementation of the XML authoring system for legislative documents
produced by the Office of the Senate Legislative Counsel (SLC), the
Office of the Enrolling Clerk, the Senate Committee on Appropriations,
and GPO. The XML authoring application is called LEXA, an acronym for
the Legislative Editing in XML Application. LEXA replaces the DOS-based
XyWrite software used by drafters to embed locator codes into
legislative documents for printing. The XML tags inserted by LEXA
provide more information about the document and can be used for
printing, searching, and displaying a document. LEXA features many
automated functions that provide a more efficient and consistent
document authoring process. The LIS Project Office has worked very
closely with the SLC, the Enrolling Clerk, and the editorial and
printing staff of the Committee on Appropriations to create an
application that meets the needs for legislative drafting.
Legislative Information System Augmentation Project: 2011
The LIS Project Office continued to provide support to the SLC, the
Senate Committee on Appropriations, and the Senate Enrolling Clerk in
their use of LEXA for drafting, engrossing, and enrolling. In addition,
drafters in the Committee on Commerce began using LEXA in mid-2011 to
create measures in XML instead of locators. With the addition of the
Commerce drafters, it is now possible that all measures in the second
session of the 112th Congress will be produced in XML. In addition, GPO
uses LEXA to complete measures for printing. Several new features and
fixes were added in LEXA releases to make the drafting process faster,
more efficient, and more consistent. LIS staff trained new drafters and
interns in the use of LEXA.
Changes to LEXA included upgrading all users to Xmetal 6.0 and to
Perl 5.8.9 libraries. Xmetal is the underlying software for LEXA, and
the 6.0 version is compatible with Vista and the 32-bit version of
Windows 7. Perl is the main programming language used in building the
LEXA application. The upgrade projects required extensive testing of
LEXA on multiple operating systems including XP, Vista, and Windows 7.
Several new features and improvements were made to LEXA in the past
year. One new feature allows a user to easily create a valid XML
document from multiple XML documents. The Enrolling Office often has to
work with very large documents, and changes were made to speed up the
printing of large documents. The project to convert, edit, and print
the compilations of existing laws continued with improvements to
printing to portable document formats and quicker access to open
compilations from an index document. Several enhancements were made to
correctly set form, endorsement, and printing parameters for bills
reported by the Senate Committee on Appropriations. New document
templates and printing procedures were created for the Committee on
Commerce. Because the text of new documents can come in many different
formats, an important update to LEXA is improvements in copying non-
XML-formatted text and pasting into LEXA in a valid XML format. The
previous paste process added the text, but a great deal of time and
effort was required to conform the document to valid XML.
Continuity of Operations Planning
Several procedures have been implemented to provide for COOP. All
source code and data files are backed up nightly to a drive in the
office, and each LIS Project Office staff member carries an encrypted
flash drive containing the office COOP plan, documentation, and the
most recent version of LEXA. All the software and documentation
required to create the development environment and a LEXA end user
environment are available in duplicate copies of the LIS Project Office
fly-away kit. The COOP plan and the fly-away kits are updated
frequently, and one fly-away kit is kept in an off-site location.
Regular testing of the ability to work remotely is conducted via Senate
laptops and personal computers to ensure that application development
and user support can continue if access to the office is not possible.
Legislative Information System Augmentation Project: 2012
The LIS Project Office will continue to work with and support all
the Senate offices now using LEXA and will continue to work with the
House, GPO, and the Library of Congress on projects and issues that
impact the legislative process and data standards for exchange. Several
offices within these organizations will participate in two projects.
The LIS Project Office is working with staff from the Legislative
Computer Systems (LCS) in the Office of the Clerk and GPO on a pilot
project to create and print committee reports in XML. A second group
project to collaborate on changes needed for using XML for codification
bills and the U.S. Code includes participants from the Law Revision
Counsel, the Senate and House Legislative Counsel, and LCS.
Xmetal 7.0 will be released in 2012, and the LIS Project Office
will conduct extensive testing before upgrading LEXA users. Xmetal 7.0
will be certified to operate on the 64-bit version of Windows 7, and it
will provide interfaces to content management systems. Following the
Xmetal upgrade, testing will begin on an interface between Xmetal and
Sharepoint and on upgrading to the .Net4 framework.
sos deg.LIBRARY
The Senate Library provides legislative, legal, business, and
general information services to the United States Senate. The Library's
collection encompasses legislative documents that date from the
Continental Congress in 1774; current and historic executive and
judicial branch materials; an extensive book collection on American
politics, history, and biography; a popular collection of audiobooks;
and a wide array of online resources. The Library also authors content
for three Web sites--LIS.gov, Senate.gov, and Webster, the Senate's
intranet.
The Library marked 140 years of service to the Senate with the
complete transfer of the SIS program from the SAA, a full program
review, the launch of a redesigned FrontPage portal to include all
electronic resources available Senate-wide, the release of a new State
NewsWatch portal focused on regional and local news sources, the
upgrade and replacement of the Senate's Westlaw custom search
interface, the continued development of a redesigned custom search
interface for LexisNexis, the full implementation of new internal
processes and a Web-based application to log SIS support requests, and
the issuance of new contracts for the procurement of online research
services for the delivery beginning in fiscal year 2012.
Senate-wide access to several specialized products was terminated
as of December 31, 2011. In light of price increases incurred in
several online products, overall Senate usage of these news and
research services did not justify the cost of continuing access.
Available SIS program funds were reallocated to preserve Senate-wide
access to core services identified in the Senate research services
survey conducted in November 2010. These changes in service were
authorized by the Secretary of the Senate with the approval of the
Senate Committee on Rules and Administration and are a consequence of
reductions in program funding.
The Library's creation of new Web-based content, judicious
selection and investment in online resources, expanded outreach and
training opportunities, and use of technology to support alternative
means for information delivery continues to meet the Senate's
increasing demand for information.
Notable Achievements
Successful outreach efforts contributed to an increase in Library
usage in the following areas over the past year:
--the Library catalog experienced a 24-fold increase in visits from
3,804 Senate staff;
--patron computer accounts are up 66 percent; and
--online book requests are up 23 percent. Loans of audiobooks
increased 13 percent and travel books by 46 percent.
Targeted efforts to reach underserved State staff and interns were
rewarded with a total of 830 staff participating in 150 classes, tours,
and webinars. This represents a 65-percent increase in the number of
training opportunities offered and a 119-percent increase in the number
of staff trained.
The Library catalog now provides Senate staff with desktop access
to more than 39,649 full-text electronic documents and online
resources, an increase of 15 percent more than 2010.
Library staff and interns completed the retrospective digitization
of Senate Executive Calendars from 1997 to the present, creating the
only digital archive of this material with the goal of making it
publicly available.
Catalog records for confirmation hearings on appointments to the
Federal judiciary and the armed forces have been enhanced to allow
searching by the names of all individual nominees.
Three well received display cases were completed on African
Americans in the Civil War;Philip Reid and the Slaves Who Built the
Capitol; and 19th Century Gilded Book Bindings in the Senate Library.
The online Senate Services Directory (Red Book) was released on
Webster, featuring a new taxonomy developed by the Library in
collaboration with the Office of Web Technology and the Sergeant at
Arms' Assistant Sergeant at Arms (ASAA)/Chief Information Officer (CIO)
Office.
Senate Library Inquiries, Online Book Requests, and Patron Accounts
The increase in requests for online materials, the availability of
new and enhanced database offerings, and the expanded availability of
resources on the Web have not dampened the overall demand for high-
quality Library resources and services. Librarians answered 25,123
walk-in and email reference requests in 2011.
Senate staff continued to demonstrate an increasing preference for
Web-accessible resources. Use of Library-created resources on Webster
increased to 184,551 page visits, an increase of 108 percent from 2010.
Links to the Library's Hot Bills, appropriations, and cloture table
content from LIS added 13,954 page visits while referrals from LIS to
FrontPage and the Library's Web site totaled 6,924. Usage statistics
for Library's popular Virtual Reference Desk on Senate.gov are not
available for 2011 as a consequence of a change in the overall site
architecture.
The January launch of the Library's new FrontPage electronic
resources portal marked a seamless transition of the site from the SAA
to the Library. The new portal received 82,016 page visits in its first
year. Senate staff turned to SIS program support 147 times for help
with accounts, resource access, and custom news profile requests.
Program staff logged an additional 150 requests with program vendors
related to program site maintenance and support during 2011.
The Library received 818 online book requests in 2011, a 23-percent
increase more than the previous year. The increase can be attributed to
the online book request form on the Library catalog, as well as to the
promotion of online topical bibliographies that highlight the Library's
collections of audiobooks, travel books, and new books. Audiobook loans
increased by 13 percent, travel books increased by 46 percent, and new
books decreased by 8 percent from 2010 levels.
ONLINE BOOK REQUESTS
------------------------------------------------------------------------
Number
------------------------------------------------------------------------
2006....................................................... 127
2007....................................................... 192
2008....................................................... 332
2009....................................................... 489
2010....................................................... 666
2011....................................................... 818
------------------------------------------------------------------------
Seventy-two percent of the Library's patrons are Senate office and
committee staff members while the remaining users include support
office staff, members of the accredited press, and government agencies.
A total of 889 new patrons were registered in 2011, a decrease of
10 percent more than the number of new staff registered in 2010.
Targeted outreach to Senate interns resulted in an increase of 63
percent in the number of intern borrowing accounts during the same
period.
Other activities for 2011 included setting up 458 new computer
accounts for our patron workstations, a 67-percent increase from 2010,
as well as providing the following document printing and delivery
services:
INFORMATION SERVICE SUPPORT ACTIVITIES, 2011
------------------------------------------------------------------------
Category Total
------------------------------------------------------------------------
Circulation:
Document deliveries.................................... 4,391
Item loans............................................. 3,371
Pages printed:
Microform pages printed................................ 648
Photocopies............................................ 51,278
------------
Document delivery total.............................. 59,688
------------------------------------------------------------------------
Senate Library Content Creation
Senate.gov Web site Content
A new page, New Senators, 2001-present, was launched in May that
lists all new Senators by Congress as they are sworn in, including
Senators whose service begins at the start of a Congress as well as
those whose service begins later that year or during the second
session. The table is arranged in reverse chronological order by
Congress and Senate service start date.
Dates of Sessions of the Congress, present to 1789 was revised in
November. The page lists the convening and adjournment dates for both
the House and Senate for every session of Congress beginning in 1789.
Senate Webster Content
Senate Information Services Program Content
The Library's new SIS FrontPage portal was launched in January with
the collaboration of the Office of Web Technology featuring a tabbed
format highlighting online resources for news, legislative, legal, and
general policy research. Key parts of the site include a display of
current course offerings and a graphical ad that are linked to current
service promotions. The addition of a linked program news page provides
an efficient and timely means to alert users to changes in SIS program
services.
A new portal, State NewsWatch, focused on regional and local news
sources, was also launched in January. The site was created in response
to an expressed need by Senate staff for more access to local news. The
design was the result of a collaborative effort of a team of Library
staff and the platform vendor. In 2011, Senate staff viewed 28,561
pages on the site that now includes all news feeds authorized for
redistribution by SIS program vendors.
A revised Senate Westlaw custom search interface was released in
August. The new site highlights frequently used business, news,
legislative, and legal content. Development was a collaborative effort
between a team of Library staff and the vendor.
Senate Library Web Site Content
A Library team revised and updated the Library training related
pages on the Library's Web site to create a unified page presenting
Library and SIS vendor course offerings, to modify course listings to
accommodate the new webinar format, and to provide a link to the
Library's monthly promotional flyer. All training related pages on the
Library's site received 27,424 visits from Senate staff.
Other Digital Content
Library staff completed the first phase of the retrospective
digitization of the Senate Executive Calendars from 1997 to the present
in response to staff requests for older editions of the calendar. Work
will continue on the digitization of the remaining Executive Calendars
in the Library's collection. This collaborative project between the
Library, the Senate Executive Clerk, the Office of Web Technology, and
the LIS Project Office will build a complete digital collection from
the Library's bound editions and form the basis for a future online
digital archive available on Senate.gov and Webster.
In anticipation of an update to Senate Committee Print 99-95,
Senate Cloture Rule, substantial improvements were made to the
Library's XML cloture tables by adding Congressional Record volume and
page numbers for each motion and vote from 1917 to the present. Summer
interns collaborated on this project helping with research and data
entry.
Senate Knowledge Base
The Senate knowledge base is an institutional repository of data to
support the Webster site taxonomy project and Webster search
enhancement. To date, 1,129 document records, 1,960 term records, and
480 organization records in the Senate knowledge base are supporting
the Webster taxonomy and search projects. The 45-percent increase in
the number of terms and 19-percent increase in the number of documents
created this year is a result of a restructuring of the database to
support the online Senate Services Directory (Red Book) and reporting
for ``keymatches''.
Webster Online Services Directory (Red Book)
The online Services Directory was launched in January as a joint
effort between the SAA ASAA/CIO office and the Library. The online
directory combines Web page links to internal and selected external
services, links between related terms and services, along with contact
information contained in the Red Book. The Red Book was a printed
directory (last published in November 2010) created by the Senate
telephone operators as a finding aid for commonly requested numbers and
services. The online Senate Services Directory is driven by a
completely new taxonomy that is managed through the Senate knowledge
base.
Webster Search Enhancement
Librarians improve Webster search results by analyzing popular
search terms and matching them with topically relevant pages or search
engine ``keymatches'' (which are managed through the Senate knowledge
base). This improves the chances a searcher will find what he or she is
looking for on Webster. During 2011, 237 ``keymatches'' were
established and 719 changes were made to update Web page links.
Instruction and Outreach Programs
Reference librarians conduct a wide variety of classes and tours
for Senate staff, including Insider's Guide to Webster, Introduction to
LIS, Research Tools on Your Desktop, Services of the Senate Library,
and Got Questions? Targeted efforts to reach underserved State staff
and interns were rewarded with a total of 830 staff participating in
150 classes, tours, and webinars. This represents a 65-percent increase
in the number of training opportunities offered and a 119-percent
increase in the number of staff trained. Library trainers offered no
cost Web-based training using Watson conference sessions targeted at
State staff. Webinars proved to be extremely popular with State office
staff, which constituted the majority of the 190 session attendees.
SIS program sponsored vendor training was expanded to include both
in person and Web-based training from LexisNexis and Westlaw in an
effort to reach underserved State staff.
A new course offering titled ``Using the Legislative Information
System (LIS)'' was taught to 50 participants as part of the Legislative
Survival Guide training series in collaboration with the Joint Office
of Education and Training in the fall of 2011.
The Library gave numerous tours to outside library professionals
including each semester's Senate Page School class, law library interns
from the Library of Congress, Catholic University library school
students, Federal Depository librarians, CRS librarians, and a group of
visiting Special Library Association member librarians. The Library
also participated in the CRS District State Institute, instructing 30
State staff, and participated in the Senate Services Fair, making
contact with 60 Senate staff.
Efforts to reach Senate staff more directly though the use of small
graphics with links to featured resources in staff email signatures and
by engaging mobile device users with quick response (QR) codes in
promotions in posters and flyers resulted in 378 click throughs on
email signatures and 42 page views using mobile devices. The QR codes
and email signatures change monthly to coordinate with the Library's
overall promotional program. In 2011, a total of 24 Webster ads for
Library services were run and 660 flyers were distributed.
Monthly book displays and online bibliographies highlight the
Library's collections and stimulate interest in reading new titles.
Five new bibliographies were created during the year, including From
the Gilded Age to the Information Age; September 11: A Look Back; Bill
of Rights: Then and Now; Award Winning Books from the Senate Library;
and War Stories: Remembering Veterans. The graphical ads featured on
Webster that linked to the reading lists have resulted in 2,023
downloads of the new bibliographies and an increase in books requested
online and in the number of books loaned. October's Award Winning Books
from the Senate Library proved to be the most popular with staff,
accounting for 1,150 downloads. The Library's Great Reads for New
Senate Staff continued to draw in readers as did the Library's 140th
anniversary promotional list From the Gilded Age to the Information
Age. The Library's permanent online bibliographies, travel guides, and
style guides received 28,718 visits from Senate staff.
Collection Development
Audiobooks
The Library acquired 45 new audiobook titles in 2011, bringing the
total number to 170 titles. Designed to assist users with diverse
needs, including those who may be visually challenged, as well as to
draw patrons into the Library, the program remains popular with patrons
whose 902 loans were equivalent to circulating each item in the
collection more than five times over. An online bibliography of
audiobooks on Webster contains links to the catalog and the online book
request form.
New Digital Resources
The overall number of searches using the Serials Solution A-Z list
was 3,156, 60 percent of which were the result of users finding and
using SIS program content from LexisNexis, ProQuest, and Westlaw. The
26-percent decline in usage following the launch of the State NewsWatch
platform in January was because of improved access to State and local
newspapers and Library efforts to focus training on and increase user
awareness of the new site. Content was updated to include two new
databases that resulted from changes in vendor offerings.
The Library added the Bar Journals Library to its Hein Online
subscription expanding digital access for librarians to more than 80
journal titles, and also subscribed to the online version of the legal
encyclopedia Corpus Juris Secundum on Westlaw which provides a
thorough, contemporary statement of American laws as derived from
reported cases and legislation. Senate-wide access was provided to the
2011 e-book edition of the Gale Directory of Publications & Broadcast
Media. These resources increase the scope of material available and the
efficiency with which reference librarians can answer questions from
Senate staff.
The Library began offering Senate-wide access to a legislative
histories database on the ProQuest Congressional platform. The
legislative histories database provides information on all hearings and
reports associated with a law and provides direct links to the full
text of these congressional documents.
Government Documents
As a participant in GPO's Federal Depository Library Program, the
Library receives selected categories of legislative, executive, and
judicial branch publications. The Library received 8,997 Government
publications in 2011. In response to the trend of issuing Government
documents in electronic format, 5,206 links were added to the Library
catalog, bringing the total number to 39,649, an increase of 15 percent
more than last year. The links provide Senate staff desktop access to
the full text of each document.
ACQUISITIONS, 2011
------------------------------------------------------------------------
Category Total
------------------------------------------------------------------------
Congressional documents.................................... 7,048
Executive and judicial branch publications................. 1,949
Books (including audiobooks and e-books)................... 841
Electronic links........................................... 5,206
------------
Total acquisitions................................... 15,044
------------------------------------------------------------------------
Legislative Validation
The Library's Legislative Validation Clerk verifies and edits the
accuracy and consistency of data and legislative information published
by Secretary of the Senate staff in LIS, DMS, the Congressional Record,
Senate.gov, and Webster. The clerk's work also requires the
verification of selected Congressional Record Index entries (print and
electronic) and includes comparing electronic entries made by
legislative staff or data entry clerks from various agencies with the
printed Congressional Record Index and notifying the offices of
discrepancies.
Between January and December 2011, the Legislative Validation Clerk
submitted 271 corrections out of hundreds of thousands of verified
legislative actions that took place during the year.
LEGISLATIVE VALIDATION CLERK CORRECTIONS, 2011
------------------------------------------------------------------------
Number
Office submitted
------------------------------------------------------------------------
Bill, Enrolling, Executive, Journal, and Legislative Clerks 88
Reporters of Debates, Morning Business Editor, and Daily 146
Digest....................................................
GPO and Library of Congress--LIS........................... 37
------------
Total corrections.................................... 271
------------------------------------------------------------------------
Cataloging
The Library's productive cataloging staff draws on years of
experience to produce and maintain a catalog of more than 217,000
bibliographic items. During 2011, they added 4,673 new titles to the
catalog (an increase of more than 25 percent from the previous year)
and performed 28,137 record maintenance and enhancement activities (an
increase of 18 percent from the previous year), including correcting
subjects and names that have become obsolete and retrospectively adding
links to full-text content and book jacket images to existing records.
Catalogers' time and skills at categorizing and describing content
are increasingly in demand for taxonomy-related projects designed to
enhance Webster. These include creating the records that drive
functionality in the new online Red Book Senate Services Directory,
analyzing logs of unsuccessful searches to create ``keymatches'' that
target Webster search results, and developing a topical framework to
support the development of news alerts, improve content organization,
and enhance the effectiveness of predefined searches in Senate
NewsWatch and the InfoViewer client.
Catalogers created 623 bibliographic records for Senate hearings
not yet printed using information in the Congressional Record Daily
Digest and the combined hearings schedule on Webster. This includes
field hearings that are not listed in the Daily Digest. These records
provide preliminary access for Senate staff and remain in the catalog
until the printed hearing is received and cataloged.
The catalog is updated nightly to ensure that Senate staff will
retrieve accurate and current information on Library holdings. The
addition of 740 book jacket images in 2011, an increase of 38 percent,
enhanced the catalog's visual appeal.
2011 was a milestone for the Library catalog, marking its first-
time availability to Senate users via remote access through the
Senate's virtual private network gateway. Visitors to the catalog
increased 24 fold as a result of promotional efforts to highlight the
Library's collection coupled with this expanded access. The Library
catalog was used by 3,804 Senate staff accounting for 7,210 visits in
2011.
Library Automation
An upgrade to the Library's integrated library system was installed
in September. Among the many fixes, the patch provided support for
various fields and codes recently introduced by the Library of
Congress, including a new genre/form thesaurus code and new fields
intended to support the future implementation of the Resource
Description and Access (RDA) cataloging rules. The OCLC Connexion
software, used to create bibliographic records for the catalog, was
also upgraded on Technical Services staff computers in October.
The Library purchased a Cognos report writer authoring license as
an add-on for the integrated library system. This product will enable
Library staff to write structured query language queries against the
cataloging and circulation database to create custom reports as needed,
facilitating catalog maintenance projects, streamlining data exports
from the catalog, and improving the gathering of statistics.
The Library and the Information Systems Office worked with SAA
staff to upgrade and fully implement a Web-based, off-the-shelf call
tracking application to log, track, and route incoming SIS support
requests. Clearly defined processes and procedures were also
established to monitor email and telephone requests and establish data
entry and statistical requirements prior to use. The result has been
efficient tracking of calls, vendor support requests, and prompt
response to the needs of Senate staff.
Preservation, Binding, and Collection Maintenance
Technical Services staff continued to participate in book repair
training sessions led by the director of the Office of Conservation and
Preservation. Trainees repaired 281 volumes, making significant
progress in the preservation of the Library's bound book collection.
The Library continues to preserve and protect rare and fragile
print materials in its collections using commercial binding services
procured through GPO. In 2011, a total of 48 volumes were sent out for
binding, and 153 volumes were completed, with excellent results.
Budget
Budget negotiations with database vendors resulted in flat or
reduced pricing for online research services and subscriptions. Budget
savings from price reductions in 2011 online research services and cuts
in subscriptions totaled $6,000. After 14 years of budget monitoring,
savings total $155,013. This continual review of purchases eliminates
materials not meeting the Senate's current information needs. This
oversight is also critical in containing and offsetting cost increases
for core materials and for acquiring new materials.
Special Projects
UNUM, Newsletter of the Office of the Secretary of the
Senate
UNUM, the Secretary's quarterly newsletter, has been produced by
Senate Library staff since October 1997 and is distributed throughout
the Senate and to former staff and Senators. It serves as an historical
record of accomplishments, events, and personnel news in the Office of
the Secretary of the Senate. Highlights from the 2011 UNUM issues
include articles on letters donated by Senator Fred Harris that shed
light on the process for choosing the ``Famous Five'' Senators whose
portraits now hang in the Senate Reception Room; a feature on the
Senator Bill Frist leadership portrait; an article on the 20th
anniversary of the Office of Captioning Services; book reviews on Civil
War books and on ``great reads for new Senate staff''; an article by
Senate Associate Historian Betty Koed setting the record straight about
the Russell Senate Office Building basement as a horse stable; and the
continuation of the ``Senate Voices'' series prepared by the Historical
Office that contains excerpts of oral histories of former staffers.
National Library Week
James Swanson, author of Bloody Crimes: The Chase for Jefferson
Davis and the Death Pageant for Lincoln's Corpse, was the featured
speaker at the Library's 13th annual book talk in honor of National
Library Week with 90 people in attendance. Other events included a book
display, Rarities and Oddities of the Senate Library, and a well-
attended dessert reception.
Display Cases
Hallway display cases continue to educate staff and visitors alike
while highlighting the Library's collections. Display cases featured
this year include:
--African Americans in the Civil War;
--Philip Reid and the Slaves Who Built the Capitol; and
--19th Century Gilded Book Bindings in the Senate Library.
Cooperative Projects
Hearing Universal Resource Locator (URL) data from the Library
catalog is exported weekly to provide LIS and THOMAS with full-text
links to Senate hearings. The Library contributed 2,905 new Senate
hearing links to the LIS database during 2011, a 176-percent increase
more than 2010.
Major Library Goals for 2012
Implement a rebuilt Senate NewsWatch platform to accommodate
anticipated changes in news feed delivery with better integration and
presentation of available State and local news content on the site.
Continue team evaluation and enhancement of instructional course
offerings, review available applications to create online course
offerings, and expand Web-based training opportunities to reach State
staff.
Complete project to create an online archive of the Senate
Executive Calendar, in collaboration with the Senate Executive Clerk
and the Office of Web Technology.
Complete and release a redesigned LexisNexis customized user search
interface for the Senate.
Begin the collaborative development of a topical framework for
Senate NewsWatch to support the development of news alerts, improve
content organization, and enhance the effectiveness of predefined
searches in Senate NewsWatch and the InfoViewer client.
Create and install two new displays for the entrance to the Dirksen
Senate Auditorium, SDG-50, under the direction of Senate Committee on
Rules and Administration in collaboration with the Office of Senate
Curator and the Senate Historical Office.
Prepare for the anticipated implementation of new cataloging rules,
called RDA by the Library of Congress and other libraries worldwide in
2013.
Begin project to improve access to the Library's collection of
unpublished Senate hearings on microfiche by adding item-level records
to the catalog with links to full-text content.
SENATE LIBRARY ACQUISITIONS STATISTICS FOR CALENDAR YEAR 2011
--------------------------------------------------------------------------------------------------------------------------------------------------------
Books Government documents Congressional publications
------------------------------------------------------------------------------------------
Reports/ Total
Ordered Received Paper Fiche Hearings Prints Bylaws Documents
--------------------------------------------------------------------------------------------------------------------------------------------------------
January............................................ 21 63 108 49 320 15 65 227 847
February........................................... 18 72 60 80 311 42 137 107 809
March.............................................. 14 48 401 72 335 39 123 141 1,159
----------------------------------------------------------------------------------------------------
1st Quarter.................................. 53 183 569 201 966 96 325 475 2,815
====================================================================================================
April.............................................. 12 64 103 83 239 30 91 140 750
May................................................ 14 45 68 11 257 20 110 165 676
June............................................... 15 41 82 70 232 11 112 208 756
----------------------------------------------------------------------------------------------------
2nd Quarter.................................. 41 150 253 164 728 61 313 513 2,182
====================================================================================================
July............................................... 26 131 39 2 283 7 169 294 925
August............................................. 35 90 83 70 452 7 109 171 982
September.......................................... 74 63 66 85 283 9 88 226 820
----------------------------------------------------------------------------------------------------
3rd Quarter.................................. 135 284 188 157 1,018 23 366 691 2,727
====================================================================================================
October............................................ 23 105 95 79 228 6 99 166 778
November........................................... 20 50 52 82 188 10 100 197 679
December........................................... 22 69 97 12 188 14 92 185 657
----------------------------------------------------------------------------------------------------
4th Quarter.................................. 65 224 244 173 604 30 291 548 2,114
====================================================================================================
2011 Total......................................... 294 841 1,254 695 3,316 210 1,295 2,227 9,838
2010 Total......................................... 299 761 1,589 699 3,719 135 1,210 2,726 10,839
Percentage change.................................. -1.67 +10.51 -21.08 -0.57 -10.84 +55.56 +7.02 -18.31 -9.24
--------------------------------------------------------------------------------------------------------------------------------------------------------
SENATE LIBRARY CATALOGING STATISTICS FOR CALENDAR YEAR 2011
--------------------------------------------------------------------------------------------------------------------------------------------------------
Bibliographic records cataloged
S. ---------------------------------------------------------------------------------------------
Hearing Books Government documents Congressional publications Total
numbers --------------------------------------------------------------------------------------------- records
added to Documents/ cataloged
LIS Paper Audio/ E- Paper Fiche Electronic Hearings Prints Publications/
Books Reports
--------------------------------------------------------------------------------------------------------------------------------------------------------
January.............................. 17 80 3 19 ......... 19 174 126 103 524
February............................. 64 47 4 10 ......... 19 185 55 47 367
March................................ 18 39 5 4 18 9 273 170 61 579
------------------------------------------------------------------------------------------------------------------
1st Quarter.................... 99 166 12 33 18 47 632 351 211 1,470
==================================================================================================================
April................................ 40 16 4 3 31 10 158 38 47 307
May.................................. 13 12 9 ......... ......... 10 206 9 28 274
June................................. 48 13 2 3 ......... 13 140 60 61 292
------------------------------------------------------------------------------------------------------------------
2nd Quarter.................... 101 41 15 6 31 33 504 107 136 873
==================================================================================================================
July................................. 47 24 1 6 ......... 10 120 74 74 309
August............................... 73 40 6 4 3 26 315 76 65 535
September............................ 7 41 11 4 ......... 7 227 73 55 418
------------------------------------------------------------------------------------------------------------------
3rd Quarter.................... 127 105 18 14 3 43 662 223 194 1,262
==================================================================================================================
October.............................. 10 63 6 2 ......... 9 89 3 156 328
November............................. 38 34 7 3 5 23 163 1 121 357
December............................. ......... 41 6 7 1 16 174 1 137 383
------------------------------------------------------------------------------------------------------------------
4th Quarter.................... 48 138 19 12 6 48 426 5 414 1,068
==================================================================================================================
2011 Total........................... 456 450 64 65 58 171 2,224 686 955 4,673
2010 Total........................... 312 338 46 58 7 122 1,796 234 1,135 3,726
Percentage change.................... +46.15 +33.14 +39.13 +12.07 +728.57 +40.16 +23.83 +193.16 -15.86 +25.42
--------------------------------------------------------------------------------------------------------------------------------------------------------
SENATE LIBRARY DOCUMENT DELIVERY STATISTICS FOR CALENDAR YEAR 2011
----------------------------------------------------------------------------------------------------------------
Micrographics Photocopiers
Volumes Materials Facsimiles center pages pages
loaned delivered printed printed
----------------------------------------------------------------------------------------------------------------
January........................................ 245 433 26 50 4,629
February....................................... 251 361 25 47 4,652
March.......................................... 249 369 41 11 3,996
----------------------------------------------------------------
1st Quarter.............................. 745 1,163 92 108 13,277
================================================================
April.......................................... 255 415 19 63 3,570
May............................................ 239 388 14 85 3,089
June........................................... 296 307 22 101 5,696
----------------------------------------------------------------
2nd Quarter.............................. 790 1,110 55 249 12,355
================================================================
July........................................... 273 328 17 101 5,256
August......................................... 339 313 28 64 2,998
September...................................... 331 366 19 52 3,879
----------------------------------------------------------------
3rd Quarter.............................. 943 1,007 64 217 12,133
================================================================
October........................................ 298 385 15 22 5,776
November....................................... 296 361 16 47 3,002
December....................................... 299 365 9 5 4,735
----------------------------------------------------------------
4th Quarter.............................. 893 1,111 40 74 13,513
================================================================
2011 Total..................................... 3,371 4,391 251 648 51,278
2010 Total..................................... 3,251 4,349 223 857 71,983
Percentage change.............................. +3.69 +.97 +12.56 -24.39 -28.76
----------------------------------------------------------------------------------------------------------------
sos deg.PAGE SCHOOL
The United States Senate Page School exists to provide a smooth
transition from and to the students' home schools, providing those
students with as sound a program, both academically and experientially,
as possible during their stay in the Nation's capital, within the
limits of the constraints imposed by the work situation.
Summary of Accomplishments
Accreditation by the Middle States Commission on Secondary Schools
continues through April 2013. The midpoint re-accreditation process
began with review of the standards by staff in the fall of 2011.
Two page classes successfully completed their semester curriculum.
Closing ceremonies were conducted on June 10, 2011, and January 27,
2012, the last day of school for each semester.
Orientation and course scheduling for the spring 2011 and fall 2011
pages were successfully completed. Needs of incoming students
determined the semester schedules.
English usage pre- and post-tests were administered to students
each semester and the results were reviewed by faculty to determine
what usage instruction or remediation was needed.
A general study skills tutorial was presented to all students, and
study skills sessions were provided to identify students in need of
training in specific areas.
Faculty and staff provided extended educational experiences to
pages, including 21 field trips, four guest speakers, opportunities to
play musical instruments and vocalize, and foreign language study with
the aid of tutors. Summer pages took eight field trips to educational
sites and heard two guest speakers as an extension of the page
experience. In addition, a panel of former pages spoke with current
pages during the fall semester. They presented their views on the value
of the program and advice on how to make the experience meaningful.
Fourteen pages took 27 Advanced Placement (AP) exams in eight
subjects for qualification in scholarship programs.
The community service project embraced by pages and staff in 2002
continues. Items for gift packages were collected, assembled, and
shipped to military personnel serving in various locations. Pages
included letters of support to the troops.
All Page School staff attended continuing education and training
classes.
New tutors were trained in evacuation procedures.
All Page School staff attended continuing education and training
classes.
Communication among SAA, Secretary of the Senate, Party
Secretaries, Page Program, and Page School is ongoing.
Equipment purchased included an Optoma Projector for enhanced
teaching and communication in social studies classes, three power
supply units for the science laboratory, an electronic lab for science
classes, dry erase board overlays for use in math and social studies
classes, and additional copies of a novel for English classes.
Continuity of Operations Planning
The evacuation plan and COOP have been reviewed and updated. Pages
and staff continue to practice evacuating to primary and secondary
sites. Pages participated in escape hood training.
Summary of Plans
Our goals include:
--Individualized small group instruction and tutoring by teachers on
an as-needed basis will continue to be offered, as well as
optional academic support for students preparing to take AP
tests.
--Foreign language tutors will provide assistance to students.
--The focus of field trips will be sites of historic, political, and
scientific importance which complement the curriculum.
--English usage pre- and post-tests will continue to be administered
to students each semester to assist faculty in determining
needs of students for usage instruction. Pre- and post-tests
will be devised to administer to students each semester to
assist faculty in determining course placement and achievement
in both math and science.
--Staff development options include attendance at seminars conducted
by Education and Training and subject matter and/or educational
issue conferences conducted by national organizations.
--The community service project will continue.
--Continuation of the work for re-accreditation will proceed.
sos deg.PRINTING AND DOCUMENT SERVICES
The Office of Printing and Document Services (OPDS) serves as
liaison to GPO for the Senate's official printing, ensuring that all
Senate printing is in compliance with title 44, United States Code as
it relates to Senate documents, hearings, committee prints, and other
official publications. The office assists the Senate by coordinating,
scheduling, delivering and preparing Senate legislation, hearings,
documents, committee prints and miscellaneous publications for
printing, and provides printed copies of all legislation and public
laws to the Senate and the public. In addition, the office assigns
publication numbers to all hearings, committee prints, documents, and
other publications; orders all blank paper, envelopes, and letterhead
for the Senate; and prepares page counts of all Senate hearings in
order to compensate commercial reporting companies for the preparation
of hearings.
Printing Services
During fiscal year 2011, OPDS prepared 3,568 requisitions
authorizing GPO to print and bind the Senate's work, exclusive of
legislation and the Congressional Record. Since the requisitioning done
by OPDS is central to the Senate's printing, the office is uniquely
suited to perform invoice and bid reviewing responsibilities for Senate
printing. As a result of this prepared office's cost accounting duties,
OPDS is able to review and assure accurate GPO invoicing as well as
play an active role in helping to provide the best possible bidding
scenario for Senate publications.
In addition to processing requisitions, the Printing Services
Section coordinates proof handling, job scheduling and tracking for
stationery products, Senate hearings, Senate publications and other
miscellaneous printed products, as well as monitoring blank paper and
stationery quotas for each Senate office and committee. OPDS also
coordinates a number of publications for other Senate offices, such as
the Curator, Historian, Disbursing, Legislative Clerk, Senate Library,
as well as the U.S. Botanic Garden, USCP, AOC, and the CVC. These tasks
include providing guidance for design, paper selection, print
specifications, monitoring print quality, and distribution. Last year's
major printing projects included:
--Semi-Annual Report of the Secretary of the Senate;
--The Senate Civil War brochure;
--The U.S. Senate Leadership Portrait Collection brochure;
--The U.S. Senate Appropriations Committee brochure;
--The Senate Manual;
--Authority and Rules of Senate Committees;
--2011 Senate Telephone Directory;
--Senate gallery passes and visitor badges; and
--CVC tour tickets and informational brochures.
Hearing Billing Verification
Senate committees often use outside reporting companies to
transcribe their hearings, both in-house and in the field. OPDS
processes billing verifications for these transcription services to
ensure that costs billed to the Senate are accurate. OPDS utilizes a
program developed in conjunction with the Sergeant at Arms Computer
Division that provides greater billing accuracy and information
gathering capacity; and adheres to the guidelines established by the
Senate Committee on Rules and Administration for commercial reporting
companies. During 2011, OPDS provided commercial reporting companies
and corresponding Senate committees a total of 894 billing
verifications of Senate hearings and business meetings, a 9-percent
increase more than fiscal year 2010 levels. More than 62,920
transcribed pages were processed at a total billing cost of $573,974.
During fiscal year 2011, the office processed all file transfers
and billing verifications between committees and reporting companies
electronically ensuring efficiency and accuracy. Department staff
continues training to apply today's expanding digital technology to
improve performance and services.
Secretary of the Senate Service Center
The Service Center within OPDS is staffed by experienced GPO
detailees who provide Senate committees and the Secretary of the
Senate's Office with complete publishing services for hearings,
committee prints, and the preparation of the Congressional Record.
These services include keyboarding, proofreading, scanning, and
composition. This allows committees to decrease, or eliminate,
additional overtime costs associated with the preparation of hearings.
Additionally, the Service Center provides work for GPO detailees
assigned to legislative offices during Senate recesses.
Document Services
The Document Services Section coordinates requests for printed
legislation and miscellaneous publications with other departments
within the Secretary's office, Senate committees, and GPO. This section
ensures that the most current version of all material is available, and
that sufficient quantities are available to meet projected demands. The
Congressional Record, a printed record of Senate and House floor
proceedings, Extension of Remarks, Daily Digest and miscellaneous
pages, is one of the many printed documents provided by the office on a
daily basis. In addition to the Congressional Record, the office
processed and distributed 7,770 distinct legislative items during the
first session of the 112th Congress, including Senate and House bills,
resolutions, committee and conference reports, executive documents, and
Public Laws.
The demand for online access to legislative information continues
to be strong. Before Senate legislation can be posted online, it must
be received in the Senate through OPDS. Improved database reports allow
the office to report receipt of all legislative bills and resolutions
received in the Senate which can then be made available online and
accessed by other Web sites, such as LIS and Thomas, used by
congressional staff and the public.
Customer Service
The primary responsibility of OPDS is to provide services to the
Senate, but documents are also made available to the general public and
other Government agencies. During 2011, more than 10,000 requests for
legislative material were received at the walk-in counter, through the
mail, by fax, and electronically. Online ordering of legislative
documents and the Legislative Hot List Link, where Members and staff
can confirm arrival of printed copies of the most sought after
legislative documents, continued to be popular. The site is updated
several times daily each time new documents arrive from GPO to the
Document Room. In addition, the office handled thousands of phone calls
pertaining to the Senate's official printing, document requests, and
legislative questions. Recorded messages, fax, and email operate around
the clock and are processed as they are received, as are mail requests.
The office stresses prompt, courteous customer service while providing
accurate answers to Senate and public requests.
On-Demand Publication
The office supplements depleted legislation when needed by
producing additional copies in the DocuTech Service Center, staffed by
experienced GPO detailees who provide Member offices and Senate
committees with on-demand printing and binding of bills, reports and
other legislation. On-demand publication allows the department to cut
the quantities of documents printed directly from GPO and reduces
waste. In particular the decrease in the number of documents routinely
received by Senate Committees during the last quarter of 2011 increased
the need for DocuTech services. OPDS anticipates that need to further
increase over the next year. The office produced 132 on-demand jobs for
committees during 2011, a 94-percent increase more than the previous
year. Total jobs run on the DocuTech increased 62 percent more than
2010. The DocuTech is networked with GPO, allowing print files to be
sent back and forth electronically. This allows OPDS to print necessary
legislation for the Senate floor, and other offices, in the event of a
GPO COOP situation.
Accomplishments and Future Goals
Over the past year, OPDS has faced challenges by providing new
services for customers and improving existing ones. Of particular note
is the office's commitment to help ``green'' the Senate. During 2011
more than 12.9 million sheets of 100-percent recycled paper were
ordered by Senate offices, representing a 235-percent increase in the
use of recycled paper over the previous year. Additionally, the office
anticipates its print-on-demand capabilities will continue to grow in
2012, answering the Senate's needs in light of decreased GPO
distribution of legislative documents. The office works diligently to
track document requirements, monitor print quantities, and reduce waste
and associated costs.
The office continues working with the GPO on behalf of its
customers to improve efficiency and help answer the evolving needs of
the Senate. Focus on COOP planning and emergency preparedness will
continue.
sos deg.PUBLIC RECORDS
The Office of Public Records receives, processes, and maintains
records, reports, and other documents filed with the Secretary of the
Senate that involve the Federal Election Campaign Act, as amended; the
Lobbying Disclosure Act of 1995 (LDA), as amended; the Senate Code of
Official Conduct: Rule 34, Public Financial Disclosure; Rule 35, Senate
Gift Rule filings; Rule 40, Registration of Mass Mailing; Rule 41,
Political Fund Designees; and Rule 41(6), Supervisor's Reports on
Individuals Performing Senate Services; and Foreign Travel Reports.
The office provides for the inspection, review, and publication of
these documents. From October 2010 through September 2011, the Public
Records office staff assisted more than 2,000 individuals seeking
information from reports filed with the office. This figure does not
include assistance provided by telephone or email, nor help given to
lobbyists attempting to comply with the provisions of LDA, as amended.
In addition, the office works closely with the Federal Election
Commission, the Senate Select Committee on Ethics, and the Clerk of the
U.S. House of Representatives concerning the filing requirements of the
aforementioned acts and Senate rules.
Fiscal Year 2011 Accomplishments
The office continued to implement S. 1, the Honest Leadership and
Open Government Act, which amended the LDA and the Senate Code of
Conduct. The office posted two LDA guidance updates and concentrated on
developing additional research tools to assist with LDA compliance
issues, referring 305 cases of potential noncompliance to the U.S.
Attorney for the District of Columbia. The Senate Office of Public
Records continued to test COOP plans and pandemic response plans.
Plans for Fiscal Year 2012
The Public Records office will continue to assess technology
infrastructure needs, as well as continue to work with the Clerk of the
House of Representatives (Clerk) and her staff to semiannually review
and update the LDA Guidance as needed. Additionally, the office will
work with the Clerk to initiate a review and update of the LDA filing
system. The office will also continue to develop and implement
educational information and tools that will help all report filers
comply fully with the law and assist customers in accessing the
information they seek.
Automation Activities
During fiscal year 2011, the Senate Office of Public Records
continued to work with SAA to enhance database performance for all
issue areas and improve public query programs.
Federal Election Campaign Act, as Amended
The act requires Senate candidates to file quarterly and pre- and
postelection reports. Filings totaled 4,740 documents containing
394,676 pages.
LDA, as Amended
The LDA requires semi-annual contribution reports, and quarterly
financial and lobbying activity reports. As of September 30, 2011,
there were 4,738 registrants representing 18,510 clients. The total
number of individual lobbyists disclosed on 2011 registrations and
reports was 13,609. The total number of lobbying registrations and
reports processed was 124,849.
Public Financial Disclosure
The filing date for Public Financial Disclosure Reports was May 16,
2011. The reports were made available to the public and press by June
15, 2011 as required by statute. Public Records staff provided copies
to the Select Committee on Ethics and the appropriate State officials.
A total of 3,765 reports and amendments were filed containing 23,923
pages. There were 293 requests to review or receive copies of the
documents.
Senate Rule 35 (Gift Rule)
The Senate Office of Public Records received 223 Gift Rule/Travel
reports during fiscal year 2011.
Registration of Mass Mailing
Senators are required to file mass mailing reports on a quarterly
basis. The number of pages submitted during fiscal year 2011 was 380.
sos deg.STATIONERY ROOM
The Senate Stationery Room is the provider of office and
administrative supplies, health and personal security supplies,
personalized stationery, and special order items for official
Government business. The Stationery Room serves all Members, both
current and retired; support offices, and other authorized
organizations.
The Stationery Room fulfills its mission by:
--Utilizing open market, competitive bid or General Services
Administration (GSA) schedules for supply procurement.
--Maintaining sufficient in-stock quantities of select merchandise in
order to best meet the immediate needs of the Senate community.
--Developing and maintaining productive business relationships with a
wide variety of vendors to ensure sufficient breadth and
availability of merchandise.
--Maintaining expense accounts for all authorized customers and
preparing monthly activity statements.
--Managing all accounts receivable and accounts payable
reimbursement.
--Ensuring the integrity and security of all funds and Government
assets under our control.
------------------------------------------------------------------------
Statistics
-----------------------------------
Fiscal year 2011 Fiscal year 2010
------------------------------------------------------------------------
Gross sales......................... $3,535,526.90 $3,343,167.00
===================================
Sales transactions.................. 36,198 44,626
Purchase orders issued.............. 6,041 6,354
Vouchers processed.................. 6,441 7,022
Office deliveries................... 6,578 5,986
Number of items delivered........... 142,132 136,021
Number of items sold................ 351,408 390,528
Total cartons received offsite...... 25,192 22,583
Total of all items received......... 161,431 149,762
Average office deliveries per day... 27 25
------------------------------------------------------------------------
Fiscal Year 2011 Overview
Wireless Point of Sale System
During fiscal year 2011, the Stationery Room purchased mobile
point-of-sale licenses for three existing MC-70 handheld computers.
Used primarily for inventory control and merchandise ordering, the MC-
70 can now be used as a wireless mobile sales station. These devices
are used in conjunction with the Stationery Room's retail management
system (RMS) and can be deployed at times of extremely heavy sales
volume to shorten checkout lines or to improve customer service with
``concierge'' type personal shopping, whereby the sales associate can
accompany the customer around the store, scan the desired items,
finalize the sale, and package the order for delivery.
Credit Card Acceptance
Continuing to improve customer service, the Senate Stationery Room
began accepting credit card payments for in-store purchases. The stand-
alone terminals utilized to process payments via local area network
connection are secure and compliant with industry standards. No fees
are incurred by the Stationery Room or the customer. Purchases are
accepted from all Members, staff, and others who are authorized.
Credit Card Payment for Flags
Utilizing the Pay.gov service offered by the Department of the
Treasury, the Stationery Room began to accept flag requests and
payments online from constituents. Five offices are currently utilizing
this service, and feedback has been very positive. Wait time for the
constituent has been drastically reduced, payment inaccuracies have
been almost eliminated, and the workload for office representatives is
much more manageable. The service will eventually be offered to all
offices.
Permit Mailing of Flags
With the assistance and support of SAAs' PGDM branch, the
Stationery Room has begun the transition from using a postage meter to
mail flags to a much more economical permit mailing and manifest
process. PGDM personnel will utilize their experience with this process
(already in use by several other offices) to mail flags, saving the
Stationery Room approximately $2,000 per year in fees for rent,
maintenance, and supplies. Additionally, the Stationery Room will
realize savings in general postage fees and, while no accurate estimate
is possible until the process is fully operational, these savings could
amount to several more thousand dollars each year.
sos deg.WEB TECHNOLOGY
The Department of Web Technology is responsible for the Web sites
that fall under the purview of the Secretary of the Senate:
--the Senate Web site (Senate.gov)--available to the world;
--the Secretary's internal Web site (Webster.senate.gov/secretary)--
available to the Senate Staff;
--central portions of the Senate Intranet (Webster.senate.gov)--
available to the Senate Staff; and
--the Senate Legislative Branch Web site (Legbranch.senate.gov)--
available to the Senate, House of Representatives, Library of
Congress, AOC, GAO, GPO, Congressional Budget Office (CBO), and
USCP.
The Senate Web Site--Senate.gov
The Senate Web site content is maintained by more than 30
contributors from seven departments of the Secretary's office and three
departments of SAA. Content team leaders regularly share ideas and
coordinate the posting of new content. All content is controlled
through the Secretary's Web content management system (CMS) managed by
the Office of Web Technology.
Major Additions to the Site in 2011
Civil War Sesquicentennial Exhibit.--This exhibit has provided a
continuing series of online features exploring the Senate's wartime
experiences. The components of this exhibit have been updated monthly
to highlight various events, people, and locations related to the
Senate during the war and connecting users to rich historical
information throughout the site.
Nine featured documents were also added as part of the Civil War
exhibits. These provide pictures of the original historic documents,
portable document format versions of the text, and in some instances
transcripts. These documents are a great primary source reference and
range in topics from Charles Sumner's speech on the Trent Affair to
Civil War era petitions.
http://www.senate.gov/artandhistory/history/common/civil_war/
CivilWar.htm
http://www.senate.gov/artandhistory/history/common/civil_war/
Petitions_
FeaturedDoc.htm
http://www.senate.gov/artandhistory/history/common/civil_war/
TrentAffair_
FeaturedDoc.htm
Civil War Chronology Based on the interactive display created for
the Senate Chronology page, this tab-based exhibit groups Civil War-
related Senate events on a yearly basis. This page has a great wealth
of knowledge displayed in a small amount of space with a useful display
leveraging Web 2.0 technologies that appeals to a wide audience.
http://www.senate.gov/pagelayout/history/one_item_and_teasers/
CivilWar_
chronology.htm
Civil War Senate Virtual Reference Desk Page.--The virtual
reference desk provides links to all the various features that
comprised the Civil War Sesquicentennial Exhibit along with additional
resources relating to the Senate and the Civil War. The page is useful
to many different audiences and conveniently organizes this vast
information set by chronology, featured documents, historical minutes,
powers and procedures, and Senators.
http://www.senate.gov/reference/Index/Civil_War_Senate.htm
Historical Senate Floor Reports.--Legislative floor reports are now
available for the previous 5 legislative days. An archive of previous
reports is also now available online and is being incorporated to other
ongoing projects to increasing their usefulness and accessibility.
http://www.senate.gov/pagelayout/legislative/
g_three_sections_with_teasers/legislative_home.htm
Report of the Secretary of the Senate.--In conjunction with the
Disbursing Office, Web Technology enabled online electronic access of
the Report of the Secretary of the Senate. The display housing the
links will expand nicely to serve as a hub to access various Secretary
Reports for many upcoming years, while ensuring accuracy and security
of the information via GPO's electronic certification and hosting.
http://www.senate.gov/legislative/common/generic/report_secsen.htm
Executive Calendar Archive.--Web Technology created new display,
upload method, and automatic updating routines to display historic
executive calendars. The archive goes back to 1997 and includes star
prints and multiple versions for the same day when they exist. The
fully automated system does not require any human intervention for the
updates to appear nightly.
http://www.senate.gov/legislative/LIS/executive_calendar/2011/exec_
calendar.htm
Custom 404 Page.--The new advanced error page provides more options
for missing content through providing a listing of current Senators by
State, access to the search box, webmaster email, and general
navigation. In revamping the global error page, we provide assistance
to public users accessing the central, Committee, and Member sites that
may have lost their way.
http://www.senate.gov/pagelayout/general/one_item_and_teasers/
file_not_
found.htm
This Week in Senate History.--Senate.gov added an exciting new
interactive slideshow displaying what happened on a particular date in
Senate history. The repurposing of this legacy content makes it much
more interesting for the user, provides more information on a single
page, links to related content, and utilizes Web 2.0 technologies.
http://www.senate.gov/pagelayout/history/
g_three_sections_with_teasers/
origins.htm
Officers and Staff.--This revamped historical section includes
richer content and a more visually pleasing display. Pictures are now
associated with various categories making browsing more intuitive and
interesting. Greater depth of content is provided for each officer
section in an easier to update format.
http://www.senate.gov/pagelayout/history/one_item_and_teasers/
officers.htm
Party Leadership.--Newly developed side-by-side images helped
rework this historical section and maintain equal emphasis on multiple
parties. The visually pleasing display presents updated content in a
useful and interesting way, and the new format is much easier to
maintain and update for content authors.
http://www.senate.gov/pagelayout/history/one_item_and_teasers/
leader.htm);
Senators.--Leveraging new content templates and organization
methods, the new historical Senators page provides an even greater
wealth of information on previous Members than was available online
before. The new format makes access easier and more logically presents
information about featured Senators and distinctions.
http://www.senate.gov/pagelayout/history/one_item_and_teasers/
senators.htm
Timepieces.--The Decorative Arts section on Senate.gov was expanded
to include timepieces of the Senate. These artifacts were added as
individual pages then grouped using an advanced browse list with a
searching feature as well.
http://www.senate.gov/artandhistory/art/common/collection_list/
Timepieces.jsp
Information About the Archives.--New pages were added on various
aspects of archiving in the Senate, related reports, and other useful
resources for scholars. Complex reports broken down by section
facilitating quick browsing and more robust searching, making pages
useful and relevant to a wide audience.
http://www.senate.gov/artandhistory/history/common/generic/
Information_
about_Senate_Archives.htm
Enhanced Calendars and Schedules Virtual Reference Page.--The
greatly improved calendars and schedules virtual reference page makes
finding information on the various Senate calendars much easier for all
audiences. Also, now included are useful links to similar House
information and resources to find out more about schedules,
adjournments, and recesses.
http://www.senate.gov/reference/Index/Calendars_schedules.htm#
BrowseExecutiveCalendars
New Officers and Treaties Virtual Reference Pages.--The virtual
reference pages continue to be some of the most popular and useful on
the public site. The new versions of the officers and treaties provide
a great wealth of information in well-organized and easy to use matter.
http://www.senate.gov/reference/Index/Officers.htm
http://www.senate.gov/reference/Index/Treaties.htm
Senate Art and History Publications.--The new display groups all
Senate Art and History publications in one place making them much
easier to locate and take advantage of the cleaner bibliography
displays.
http://www.senate.gov/reference/bibliography/Art_History/
index.shtml
Privileged Nominations.--The new report lists privileged
nominations received. Initially, the report is posted as a simple text
file in the same manner as other nominations on Senate.gov. Web
Technology is working with the LIS/DMS group to make this XML-based and
the foundation for a new format for delivering reports that will
provide greater flexibility for display.
http://www.senate.gov/pagelayout/legislative/one_item_and_teasers/
nom_
priv.htm
Biographies and Oral Histories.--Seven featured biographies and
five oral histories conducted by the Senate Historical Office were
added to Senate.gov this year.
http://www.senate.gov/pagelayout/history/one_item_and_teasers/
featured_
biographies.htm
http://www.senate.gov/pagelayout/history/
g_three_sections_with_teasers/oralhistory.htm
Homepage Feature Articles.--
--What Happens When a New Congress Begins?
--Locate Senate Speeches
--Discover the Senate Chamber Desks
--Locating Senate Legislation
--Notable Senate Investigations
--Focus on the Constitution: The Seventeenth Amendment
--Learn about the Senate: Officers & Senate Leaders
--Advice & Consent: Treaties
--The Senate and the Second World War
Secretary's Intranet--Webster.senate.gov/secretary
The Secretary of the Senate intranet (http://webster.senate.gov/
secretary) continued to expand in information and services offered.
Web-based order forms were maintained, expanded, and enhanced for the
requesting of specific legislative documents, class registration, blank
paper, room reservations, and stationery product suggestions.
The catalog-based ordering system developed for the Stationery
Office continues to be a large success. The system is managed with the
content directly from the Stationery Office's existing Microsoft RMS,
which underwent several successful inventory updates during this past
year. For the 2011 calendar year, 145 orders were successfully placed
and filled using the online order form.
Web Technology added on-demand videos for required sexual
harassment courses on the SCCE site on Webster. These videos are
required to be viewed annually by Senate staff and interns. Having the
video on the intranet facilities the timely consumption of this seminar
by all staff.
A new Archiving in the Senate section adds many useful sources
regarding archiving. Utilizing Web 2.0 technologies we were able to
display lots of information in a small amount of space and have it
still be useful to a wide range of audiences (http://
webster.senate.gov/secretary/departments/Historical_office/Archiving/
archiving_services.htm).
Frontpage, the Web portal for SIS, continued to be heavily
utilized. Adjustments were made to accommodate information architecture
changes to guarantee consistent access on and off campus. A newly
launched interface for news.senate.gov was put in place seamlessly to
the users and an enhanced class registration system was launched.
A new survey template was developed and utilized for internal use.
The survey, http://webster.senate.gov/secretary/library/survey/
westlaw_survey.htm, was successfully used to collect information on a
newly launched Westlaw interface. It was designed and developed in a
way to easily be repurposed for any subject.
Webster Central Web site--Webster.senate.gov
In conjunction with SAA, Chaplain, and Senate Committee on Rules
and Administration, Web Technology continued administering, managing,
and enhancing the central section of Webster. We were happy to partner
with the SAA and the Senate Library to add a unique services directory
search. This was accomplished through the creation of a separate Google
onebox that enables automated creation of indexes based on XML files.
Enhancements made to the floor schedule include an RSS feed and
direct population of the information on the home page from the same
source file used on Senate.gov. These are both good examples of how
management of content on the central site continues to be streamlined
by repurposing additional files that are already updated through
existing systems on Senate.gov. The expansion of repurposed data
continues to reduce duplicative efforts, increase consistency,
relevancy, and timeliness of data displayed on Webster. Standardizing
XML across both sites and having them integrated into the CMS was
essential to making this possible.
Senate Legislative Branch Web site (Legbranch.senate.gov)
The legislative branch server is accessible by the Senate, House of
Representatives, Library of Congress, AOC, GAO, GPO, CBO, and USCP. The
Office of Web Technology maintains a basic Web site for a Capitol Hill
email messaging working group managed by the SAA. In the future the
server will be used to share more information with other Capitol Hill
entities.
Accomplishments of the Office of Web Technology in 2011
States in the Senate Project. Worked extensively over the past year
with the Historical Office and GPO in the design and implementation of
a new stand-alone site for States (http://www.senate.gov/states). The
interactive exhibit will be useful to many different audiences and
provides information about each State's history that relates to the
U.S. Senate in a fun and interesting manner. Links to contact
information for Senators from each State have contact information
linked to, which will further aid constituents with connecting to their
Senators. Dynamic pieces of content are pulled from existing lists,
making updating much more fluid, timely, and accurate.
Senate Floor Webcast on Senate.gov. In a joint project with the
SAA's Chief Information Officer and Senate Recording Studio and the
Committee on Rules and Administration, launched live streaming video of
its floor proceedings, along with a searchable archive of previous
proceedings (http://www.senate.gov/floor). An internal clipping tool
was also developed for staff, greatly streamlining the process of
generating and posting a video clip from the Senate floor to a Member's
Web site or social networking site.
SCCE Seminar streams added to SCCE internal Web site. The streaming
service allows for viewing of live events and on-demand viewing of
previous sessions in a secure manner. Worked in conjunction with SAA,
Senate Recording Studio, and SCCE to establish procedures to easily
produce, publish, and control the various streams from yearly seminar
serious. This is the first system of its kind at the Senate and sure to
be used for future developments.
Electronic Report of the Secretary of the Senate available online
for the first time (http://www.senate.gov/legislative/common/generic/
report_secsen.htm). Completed a year-long initiative with the
Disbursing Office, GPO, and the Senate Committee on Rules and
Administration on the generating, authenticating, securing, and
publishing of the report. The implemented solution guarantees accurate
and valid information is available for this first online report and all
future versions.
Senate.gov Web Audit. Audited pages regularly; updating, enhancing,
and correcting pages; verifying content; and reviewing individual page
designs throughout Senate.gov for accessibility and usability.
Additionally, attended training on the latest advances in coding
techniques to ensure accessibility and applied them to our sites.
Constantly monitored data feeds from the LIS/DMS system ensuring
content on Senate.gov was current and all processes were functioning
properly. This is of vital importance regarding information such as
Committee hearing schedules, vote data, and Member contact information.
Responded to approximately 1,204 emails from the general public
regarding senate.gov sites. Worked with various content providers, Web
support groups, SAA, Member, and committee offices to make suggestions
and resolve issues. This marks a slight increase from the previous
year.
Continually reviewed and adjusted search operations and canned
matches for both Senate.gov and Webster based on user tendencies and
requests. A major addition was the creation and maintenance of a new
Google onebox for services (Redbook) recently released. Also,
investigated other search technologies as alternatives to existing
searches and as ways to accomplish potential future projects.
Conducted user testing with Senate staff and interns to increase
understanding of current Web site interactions, desires, and best
practices.
Helped organize Capitol Hill-wide Webmaster meetings, where best
practices were shared across entities. Regularly gave presentations and
facilitated conversations during meetings.
Continually trained and practiced working from remote locations to
be prepared should the need arise. All staff members are fully capable
of accomplishing their job functions from any location with Internet
access. This was accomplished largely through configuring virtual
machines that mimic workstations on office laptops. Regardless of which
staff member uses which laptop, the experience will be ubiquitous and
consistent with being in the office. Additionally, completed new
emergency action plan and director completed the eight course Emergency
Coordinator Certificate Program.
Aided the Senate Library in aspects of SIS transition. The new
FrontPage interface exposes many more resources in an easy to use
manner. In leveraging advances in Web 2.0 technologies we are able to
take greater advantage of available space and provide robust
information concisely. Through designing and developing the system in
XML and leveraging the CMS, it is easy for nontechnical users to update
and maintain.
Worked extensively with the Senate Library in the continued
development, implementation, and maintenance of taxonomies utilizing
the knowledge base system. Participated in the planning, design,
development, and administration for including the ``Red Book'' data in
the knowledge base and then on Webster.
Maintained virtualized production and development server for the
Secretary's intranet. Also, maintained virtualized production server
for the Secretary's dedicated Google onebox server and transfer
mechanisms to keep indices current.
Administrated content management system constantly throughout year
and resolved issues as they arose. Modified existing system for
enhancement requests and changes in general Senate information
architecture for both production and development systems. Resolved
tricky update bug to ensure the CMS worked with most recent security
updates to our computer systems. Ensured continuity of operations with
fully functional alternate computer facility system.
Implemented new coordinated monthly features across Senate.gov,
highlighting various topics. Worked in conjunction with Historical
Office, Curator's Office, and the Senate Library to produce and publish
interesting content about historical events with current significance.
Generating this fresh content also helped emphasize other sections of
the public site by incorporating many useful hyperlinks.
Aided in the generation of a printed cloture brochure containing
information up to the 110th Congress. Worked in conjunction with the
Congressional Research Service, GPO, Senate Committee on Rules and
Administration, and the Senate Library to provide mapping of XML
content on senate.gov to print version. This marks the first time GPO
has produced a printed document on XML-based senate.gov content.
Utilizing the content in XML greatly simplified the overall workflow
and ensured the accuracy of information across delivery mediums.
A major architecture change was made to the hosting of the central
site in 2011. We worked closely with the SAA as a proof of concept for
a distributed network approach to hosting Senate Web content for the
public. This project has been highly successful and guarantees greater
security of our site and even faster response times to users. This
approach, fine tuned through the central site, is being implemented to
Member and Committee sites. The change in architecture has made our
methods for capturing Web statistics obsolete. We are currently
exploring new ways to capture this information.
Senator Nelson. Senator Hoeven, are there any opening
remarks you might like to make?
STATEMENT OF SENATOR JON HOEVEN
Senator Hoeven. Thank you, Mr. Chairman, I would like to
make some remarks.
I apologize for being late, and I appreciate the
opportunity be with you and want to thank all of you for coming
in today, but also for the really great job you do.
I've been here only a little more than 1 year, but I have
to tell you, I am impressed with the work you do and your
people. They don't treat it as just a job. They care about what
they do, and it shows. That is a reflection of them and their
good work, but it is a reflection of your leadership, too.
So I do thank you for that, and I appreciate it very much.
As a way of starting my comments, I want to note that this
will actually be the last hearing that Senator Nelson has as
chair of the Legislative Branch Subcommittee, so I just want to
take a minute to recognize him for his service here.
I actually first got to know Senator Nelson when he was
elected Governor of his State. He, of course, served two terms
as Governor of Nebraska. When I met him, he was just
transitioning from his governorship to coming down here and
serving in the Senate. I can remember, I was a new Governor or
maybe I was just running, I'm not sure. But I had come to
Washington, DC for some event and met him. Our States have a
lot in common, strong agriculture background.
But what I would say, having observed Senator Nelson, is
that he really brings a grounded, common-sense attitude and
approach, he is easy to work for and with, and he is very
straightforward in how he handles things. I think as I have
observed the legislative branch now over the past year, it has
made for a very, very good working relationship.
I think that has enabled all of you and others that are in
the legislative branch to do the outstanding job that you do.
It has helped support you in that effort, and particularly
helped do it at a time when it's really tough with the budget
situation.
It's one of those situations where we're going to have to
do more. You're going to have to continue to do more. That is a
reality, and you know that, and we know that.
My observation, though, would be that you are doing a good
job at finding savings, even when it is tough and in these
circumstances. You're doing a good job.
My overall sense is that, in terms of discretionary
spending, you are doing your share and what has to be done to
address the discretionary spending issues. I think there are
other drivers of our debt and deficit that are much bigger
factors, which I won't go into here, but that we're going to
have to address. We're going to have to try to find ways to do
more in terms of generating savings to really get on top of the
challenge we face.
So, number one, thank you, Senator Nelson, for your
leadership on the legislative branch. I appreciate the
opportunity to work with you.
I appreciate the great job all of you do. We are going to
have to continue to find more savings. As you know, we will get
a topline number, and we'll have to work to get there.
You did it last year, and you did a good job. We'll work
with you to do the best job again this year in finding savings
while doing the best job we can with the dollars we have, in
terms of trying to accomplish all the things, and covering all
the bases that you have to cover in your very important tasks.
Senator Nelson. Thank you, Senator Hoeven, for those kind
remarks. I want to thank the audience for their suppressed
applause when you said it was my last hearing.
Before you arrived, I already leaked out the word ``cheap''
in introducing Chief Morse, so I appreciate you not using that
word to describe me, but I have been described that way more
than once.
I appreciate working with you, because we've created a
partnership here where we can work together and share ideas.
Which makes this job a lot easier from this side of the bench,
and I think it makes it a lot more doable from the other side,
to know that we are all going to work together to get through
where we are, because we're all in it together. And if we begin
to think otherwise, then it is very hard for you to function
and it is impossible to function over here, so I want to thank
you very much for those nice remarks.
Senator Hoeven. Absolutely. Thank you, Senator.
Senator Nelson. Thank you.
Sergeant at Arms Gainer, the floor is yours.
SERGEANT AT ARMS AND DOORKEEPER
STATEMENT OF TERRANCE W. GAINER, SERGEANT AT ARMS
Mr. Gainer. Thank you very much, Mr. Chairman and Ranking
Member Hoeven, for the opportunity to appear before you today
on behalf of the Sergeant at Arms team and to present our
budget request for fiscal year 2013.
I do ask that my written testimony be submitted and made
part of the record.
Senator Nelson. It will be.
Mr. Gainer. Thank you.
Before I begin, in addition to my two colleagues here, I
would like to acknowledge in the audience House Sergeant at
Arms Paul Irving, who is new to his position, and Ken Eads, who
is representing the AOC. They are here because of our
partnership in our oversight of the police department and here
to affirm the work that the Chief has been doing.
As to my office, our primary goals for fiscal year 2013 are
to maintain a safe and secure environment, to support the
Senate's information and communications technology
infrastructure, and to deliver printing, parking, photography,
mail delivery, and other services to the Senate community in an
efficient, cost-effective manner.
The budget request, as you indicated for this year, totals
a bit more than $205 million. This is an increase of $1.7
million, or 0.8 percent more than last year's budget.
As I went through some of the remarks my staff was
preparing, I noticed that probably every paragraph we mentioned
something about tough budget.
I do want to talk a little bit about how we are maintaining
what we do and our slight budget increase.
Aside from additional funding for the State office security
programs, which is $1.2 million, our overall expense budget
would decline next year. The tragic shooting of Congresswoman
Giffords and the recent white powder letter event that you
referred to are just two examples of the necessity for this
extra security.
This increase is fully offset within our overall expense
budget. Mr. Chairman, and Senator Hoeven, as you know, the
Sergeant at Arms budget was reduced by nearly 7 percent in the
current fiscal year. We have worked through the impact of that
reduction. However, continued reductions in our budget will
eventually have an adverse impact on the way we support our
customers, especially in the areas of information and
communications technology.
We have had to reduce our services, scale back allocations,
reduce our subsidies for some services, and defer the critical
improvements that are required to keep pace with continued
demands for improved technology. At some point, the price will
be paid.
And even today, the Stop Trading on Congressional Knowledge
(STOCK) Act, which the Senate passed this afternoon and sent to
the White House, places new and expensive burdens on our
department. This legislation requires the Sergeant at Arms to
create and deploy a new electronic financial disclosure
application and database that will allow the public to search,
sort, and download filers' financial information. As worthy as
the policy goals of this legislation are, they do come with a
cost. We estimate that it will cost approximately $1.5 million
to develop the system and another $200,000 a year to maintain
it.
The range of services we provide to the Senate take place
both here in Washington and in the 454 State offices.
My written testimony covers our accomplishments and
challenges during the past year. Allow me to share some
highlights.
We are more than one-third of the way through the
installation of the new Watson phone system and are on track to
complete the project by the end of this fiscal year. This is
one of the largest communication projects in the history of my
office, replacing a more than 30-year-old telephone system. The
new system is based on modern, expandable, and cost-efficient
technology.
The new system's redundancy and flexibility will prove
invaluable in a continuity of operations event and in
accommodating the Senate's many changes, while reducing the
cost by more than $2 million annually. Working with Members and
other stakeholders, we adopted a schedule that reduced
installation time from 3 years to less than 1 year.
We had other major successes in the information technology
(IT) realm this year, including our ongoing server
virtualization project, where we reduce energy, maintenance,
and support costs by running more than 800 servers in a virtual
environment.
Our help desk team continued to perform extremely well, and
they achieved a customer satisfaction rate of 99 percent.
We successfully processed 356 million email messages during
the past calendar year while protecting our customers from spam
and malicious messages.
We also completed a major upgrade of our messaging
infrastructure that significantly increased mail storage
capacity, while reducing overall costs.
We continue to update and expand the tools available to
Senators and staff can use to stay connected with one another
and the people they represent. We are supporting the latest
Apple and BlackBerry smart phones and tablets as well as
enhancing email functionality on the Apple iPhone and iPad to
include file editing and local file storage. These functions
were demanded by many Members and staff.
We upgraded our already robust videoconferencing
capabilities to make it significantly more reliable and
resilient in the instance of a catastrophic event.
We also improved our IT security posture. Despite numerous
and extensive attempts, the Senate has not suffered any major
compromises of information security over the past year.
Our emergency plans and procedures ensure the safety of
Senators, staff, and visitors within our facilities, and equip
them with the necessary tools to respond to any emergency.
Mr. Chairman, the SAA always tries to be good stewards of
the funds appropriated to us. As you know, this subcommittee
granted us approval 2 years ago to relocate our printing,
graphics, and direct-mail printing function from Postal Square
here on Capitol Hill to a new facility in Landover, Maryland.
From July through September 2011, the relocation was completed
in a two-part move without any break in service to the Senate.
This new facility, which was completed on time and under
budget, projects a net cash flow of $2.8 million, which means a
3.6-percent return on investment over 20 years.
Fifty-nine staffers now work in Landover, and they remain
committed to providing exceptional service in a state-of-the-
art facility.
Another cost-saving project involves our cabinet shop,
which we will move from the basement of Postal Square to a
space in the Government Printing Office on North Capitol
Street. This move will not only improve the working environment
of our employees, it will also generate a saving of $2.4
million over the first 20 years, reflecting a 64-percent
reduction in cost.
The Senate Post Office processed the second-highest volume
since the year 2000. During the past year, the Senate Post
Office received and tested 18.5 million items to the Senate
offices, including U.S. mail, internal mail, packages, and
courier items.
During the same time period, the Senate Post Office off-
site staff intercepted 383 suspicious pieces of mail that were
addressed to Senators with the intent to disrupt Senate
business. All suspicious items were reported to USCP and
investigated by them and their partners.
Our dedicated postal employees, as you mentioned, Mr.
Chairman and Mr. Hoeven, did a great job on intercepting those
pieces of mail, working with USCP, the Senate Post Office, and
the Federal Bureau of Investigation (FBI) to ultimately bring
that offender to justice.
For the convenience of retail customers, our Senate Post
Office began accepting credit cards, which has improved service
and increased overall sales.
Our five Senate appointment desks, processed nearly 200,000
visitors during this past year, and we have had the second-
highest issuing of badges for those visits that we've had in 25
years.
The Senate Recording Studio produced 1,300 television
shows, 1,100 radio productions, and 845 Senate committee
hearings. They also played a vital role in launching a new
service, the live streaming of the Senate floor to the public
online at www.senate.gov.
Our offices work closely with the Secretary of the Senate,
USCP, AOC, the Senate Committee on Rules, and this subcommittee
to provide quality of service to the Senate.
I think our team do an outstanding job. They are
industrious. They are smart and honest. And I am very grateful
for the leadership of the Deputy Sergeant at Arms, Martina
Bradford. And I would just like to acknowledge Chris Dey, our
chief financial officer (CFO). He has served me and my
predecessors for more than 20 years. He is an unbelievable CFO.
This is the fifth agency I have been in, and fourth one in
which I have had a leadership role. I've never worked with a
finer individual than Chris. He does a great job.
PREPARED STATEMENT
We're here to serve you and answer any of your questions.
Thank you.
Senator Nelson. Thank you.
[The statement follows:]
Prepared Statement of Terrance W. Gainer
INTRODUCTION
Mr. Chairman and members of the subcommittee, thank you for
inviting me to testify before the subcommittee today. I am pleased to
report on the progress the Office of the Senate Sergeant at Arms (SAA)
has made over the past year and our plans for the coming year.
For fiscal year 2013, SAA respectfully requests a total budget of
$205,447,000. This is a modest increase of $1.7 million, or 0.8 percent
more than the fiscal year 2012 enacted level. This budget will allow us
to maintain the high level of service we provide to the Senate
community, while continuing to be good stewards of the public's
resources. Mr. Chairman, as you know the SAA is currently operating
under a 7-percent reduction less than last year's funding level. Our
funding was cut by $4 million in salaries and $11 million in expenses
from the fiscal year 2011 level. We understand the tremendous economic
challenges this subcommittee is facing and we are committed to doing
our part to reduce costs and streamline our operations.
Although we have taken extraordinary steps to mitigate the impact
of this reduction, continued decreases in our budget have had an
adverse effect on the way we support our customers, especially in the
areas of information and communications technology. We have had to
reduce services, scale back allocations, and reduce our subsidies for
some services, as well as defer the capital improvements that are
required to keep pace with continued demands for improved technology.
In addition, the pending STOCK Act, S. 4038, would place new and
expensive burdens on SAA, if enacted. For example, this legislation
would require us to create and deploy a new electronic financial
disclosure application and a data-base that will allow the public to
search, sort, and download filers' financial information. We estimate
that it will cost approximately $1.5 million to develop the system and
$200,000 annually to maintain it.
In developing our proposed fiscal year 2013 budget and our
operating plans, we are guided by priorities framed in our Strategic
Plan. These priorities include ensuring the U.S. Senate is as secure
and prepared for an emergency as possible, and providing the Senate
with outstanding service and support, including the enhanced use of
technology.
Our emergency plans and procedures are designed to ensure the
safety of Senators, staff, and visitors within our facilities and to
equip Senate staff with the necessary tools to respond to any emergency
situation. Throughout 2011 we were committed to improving these
procedures using industry best practices, training, and lessons learned
through exercises and scheduled events. We made significant strides to
ensure staff preparedness through enhanced Emergency Action Plans,
mobility-impaired evacuation procedures, internal relocation actions,
and the annual Chamber Protective Actions exercise.
Our preparedness efforts during the past year placed a premium on
our interaction with Senate offices. During 2011, 100 percent of Senate
offices possessed a customized Emergency Action Plan based on their
unique circumstances and needs. Over this past year, 85 percent of all
Senate office Emergency Action Plans were reviewed and validated using
guidelines set forth by the Occupational Safety and Health
Administration (OSHA) and the Congressional Accountability Act (CAA).
With a goal of maintaining current levels of protection while holding
down costs, my office, together with the House SAA, requested an
analysis of the current supply of emergency escape hoods to determine
whether their shelf life could be extended. The results of the analysis
showed the escape hoods were still effective and the procurement of
replacements could be postponed for another year. This allowed us to
defer more than $4.5 million in fiscal year 2013.
This year we continued our server virtualization efforts, whereby
we reduced energy, maintenance, and support costs by running more than
800 servers in a virtual environment. Our Help Desk team continued to
perform extremely well, with a customer satisfaction rating of more
than 99 percent at the very satisfactory or excellent level. Our
telecommunications modernization effort has moved into the deployment
phase; we are now in the process of installing the new Watson phones in
all Senate offices. We are about one-third complete, including all
Members' offices in the Russell Senate Office Building. We will
complete installations in Member offices by Memorial Day, and the
remainder of all Senate offices by the end of the current fiscal year.
In addition, we successfully processed 356 million email messages
during calendar year 2011, while protecting our customers from spam and
malicious messages. We also completed a major upgrade of our messaging
infrastructure that significantly increased email storage capacity yet
reduced overall costs. We continued to upgrade and expand the tools
that Senators and staff can use to stay connected with one another and
their constituents. We are supporting the latest Apple and BlackBerry
smartphones and tablets and enhancing email functionality on the Apple
iPhone and iPad to include file editing and local file storage. We
upgraded our already robust video conferencing capabilities to make
them significantly more reliable and resilient in the event of a
catastrophic event. We also continued to evaluate new equipment and
vendors to ensure that office equipment offerings stay current. In
addition, we launched a new, highly anticipated application that allows
offices to review their equipment inventories online and submit
corrections electronically, as well as to report stolen or lost
equipment and request moves. We also improved our IT security posture,
to ensure that the Senate does not suffer any major compromise of
information security.
I am also pleased to report that the Committee Hearing Room Upgrade
Project, which began in 2003, will be completed later this year. This
project provides the Senate community with greater flexibility and
audio/visual capability for committee hearings. This subcommittee has
been very generous over the years in allowing us to use end-of-year
Senate carry-over funds to accelerate this important project. When
completed in June, your constituents will have far more extensive
access to Senate committee and subcommittee hearings than ever before.
Mr. Chairman, as you know, this subcommittee granted us approval 2
years ago to relocate our Printing, Graphics, and Direct Mail (PGDM)
main printing function from the Postal Square building, on Capitol
Hill, to a new facility in Landover, Maryland. In September 2011 the
two-phase relocation was completed without any break in services to the
Senate. This new facility, which was completed on time and under
budget, projects a net positive cash flow of $2.8 million, a 3.6-
percent return on investment over 20 years. Fifty-nine staffers now
work in the Landover facility and remain committed to providing
exceptional service to the Senate from this state-of-the-art facility.
My organization continues to be a good steward of taxpayers'
dollars. Our productivity increased to unprecedented levels,
exemplified by the Senate Post Office processing the second-highest
volume of mail in the last decade, surpassed only by 2009. This past
year, 2011, was another busy year within the Capitol and for the SAA
units that support Capitol operations. From 2007 through 2011, the
Senate was in session an average of 178 days a year, a 19-percent
increase more than the previous 10 years. Once again, SAA staff
responded to this increased activity with professionalism, diligence,
and outstanding customer service.
For example, personnel staffing the five Senate Appointment Desks
processed nearly 195,000 visitors to the Capitol during 2011. The total
number of visitor badges issued was the second highest in any year
since the appointment desks were created more than 26 years ago.
Additionally, our Doorkeepers assisted more than 211,000 visitors to
the Senate Gallery.
The Senate Recording Studio helped Senators communicate more
efficiently with their constituents back home. During 2011, we produced
1,330 shows from our television studios and more than 1,100 radio
productions, as well as broadcast coverage of 845 Senate committee
hearings--all increases from 2010. The Recording Studio also provided
1,102 hours of gavel-to-gavel coverage of Senate floor proceedings, and
played a vital role in launching a new service: the live streaming of
the Senate floor to the public online at www.senate.gov.
These are just a few examples of how the SAA continues to respond
to the challenges of more activity and more demands with reduced
resources. Our customer satisfaction levels remain high.
As you can see, the SAA team continually works toward the vision of
our Strategic Plan: Exceptional Public Service. Exceeding the Expected.
Leading the efforts of the SAA is an outstanding senior management
team including Martina Bradford, who serves as my Deputy; Republican
Liaison Mason Wiggins; General Counsel Joseph Haughey; Legislative
Liaison Nancy Olkewicz; Assistant Sergeant at Arms for Continuity and
Emergency Preparedness Operations Rich Majauskas; Assistant Sergeant at
Arms for Intelligence and Protective Services Mike Stenger; Assistant
Sergeant at Arms and Chief Information Officer (CIO) Kimball Winn;
Assistant Sergeant at Arms for Operations Bret Swanson; Deputy
Assistant Sergeant at Arms for Capitol Operations Kevin Morison; and
Chief Financial Officer Chris Dey. The many goals and accomplishments
set forth in this testimony would not have been possible without this
team's leadership and commitment.
We are grateful for our relationship with USCP. I value the input
of the other members of the Capitol Police Board--newly appointed House
Sergeant at Arms Paul Irving, serving as Chairman; Architect of the
Capitol Stephen T. Ayers; and USCP Chief Phillip D. Morse, Sr., who is
an ex officio member of the Capitol Police Board.
SAA also works with other organizations that support the Senate. I
would like to take this opportunity to mention how important their
contributions have been in helping us achieve our objectives. In
particular, we work regularly with the Secretary of the Senate (SOS),
AOC, and the Office of the Attending Physician. When appropriate, we
coordinate our efforts with the United States House of Representatives
and the agencies of the executive and judicial branches. I am impressed
by the people with whom we work and greatly appreciate the quality of
the relationships we have built together.
I am very proud of all the men and women of the SAA team who help
keep the Senate running. While serving as Sergeant at Arms, I have seen
their great work and devotion to this institution. Our employees are
among the most committed and creative in Government. A perfect example
of this occurred last August 23, when a 5.8 magnitude earthquake shook
the Washington, DC, region and forced the evacuation of the Capitol--
just 30 minutes before a scheduled pro forma session of the Senate.
Working with leadership and the SOS, our personnel relocated to the
briefing center at the Postal Square building and made it ready for
Senate business. Thanks to the hard work, ingenuity, and practice of
our staff, Senator Coons was able to gavel in the historic session--the
first routine session of the Senate held outside the Capitol in 197
years--at just after 3:30 p.m., about 1 hour after the session was
originally scheduled to start.
As always, my staff and I are grateful for the support and guidance
of your subcommittee, the full Committee and the Senate Committee on
Rules and Administration.
saa deg.continuity and emergency preparedness operations
Emergency Planning
Our emergency plans and procedures are designed to ensure the
safety of Senators, staff, and visitors within our facilities and equip
them with the necessary tools to respond to any emergency situation.
Throughout 2011 we were committed to improving these procedures using
industry best practices, training, and lessons learned through
exercises and scheduled events. We made significant strides to ensure
staff preparedness through enhanced Emergency Action Plans, mobility-
impaired evacuation procedures, internal relocation actions, and the
annual Chamber Protective Actions exercise.
The central document that reflects our preparedness efforts across
the Senate is the Emergency Action Plan. In 2011, 100 percent of Senate
offices possessed a customized Emergency Action Plan based on their
unique circumstances and needs. Over this past year, 85 percent of all
Senate office Emergency Action Plans were reviewed and validated using
guidelines set forth by OSHA and CAA. Significant areas of improvement
included the addition of office-specific shelter-in-place locations,
emphasis on using the secondary assembly area as an AIRCON assembly
point, internal relocation actions, and AIRCON threat procedures.
Accommodating staff with accessibility needs is outlined in each
office's Emergency Action Plan and is an integral part of our training
efforts. A major enhancement to our program was the addition of Victim
Rescue Unit (VRU) public caches at each emergency staging area, with
each cache containing eight VRUs. The VRU is a special smoke hood that
is issued to self-declared mobility-impaired staff members and their
``buddies'' for use in an evacuation emergency. Another addition to our
mobility impaired program for 2011 was a new ADA-accessible exit
located at 1st and C Streets, NE. We trained Senate staff on the
location of the new exit and have updated all Russell Senate Office
Building Emergency Action Plans to reflect this new ADA-accessible
exit. We also collaborate with the House of Representatives to promote
emergency preparedness among our special needs community. In December,
we jointly hosted a seminar with the House Office of Emergency
Management on emergency planning for individuals with access and
functional needs.
The protection and preparedness of Senators, staff, and visitors
within the Senate Chamber continues to be a focus. Each year we test
and validate the Chamber Protective Actions Guide by conducting a full-
scale exercise. The guide serves as a comprehensive summary of the
complementary actions each organization will take if the Chamber is
required to evacuate, shelter-in-place, relocate, or don escape hoods.
The 2011 exercise addressed evacuation due to an AIRCON threat and
procedures to shelter in place. Additional areas of emphasis for this
exercise included setting up portable comfort stations, Doorkeepers'
duties in the Capitol Visitor Center (CVC) gallery check-in room,
fourth floor ALERTUS notification system activation, and transportation
of mobility-impaired Senators to the briefing center during an AIRCON
evacuation. The addition of a transportation capability for Senators
represents a further refinement in our plans and capabilities that was
previously absent.
Emergency Communications and Accountability
We continue to improve notification and communication programs to
ensure devices and systems are ready to support the Senate during local
or large-scale emergencies. The Accountability and Emergency Roster
System (ALERTS) is the primary alert and notification system that
provides a single interface for delivering emergency email, PIN, and
voice messages to the Senate community. Key achievements during 2011
included training 128 Office Emergency Coordinators on ALERTS and
remote check-in procedures, updating emergency contact information for
all Member offices, increasing the number of Senators receiving ALERTS
notifications from 35 to 51, and signing up all Senate chiefs of staff
to receive ALERTS and be listed on the emergency contact list.
We conducted monthly emergency notification tests for staff and
biannual tests for Senators in conjunction with the USCP, SOS, party
secretaries, and other stakeholders. These tests are designed to ensure
our emergency messaging system is reaching all intended recipients. We
conducted monthly communications tests with executive branch agencies
to verify contact information for each other's continuity sites.
In 2010, we introduced the ALERTS Dashboard to provide the Senate
and USCP with real-time accountability data through a user-friendly
graphic interface. This year we extended this capability to the USCP
Command Center SAA duty desk. This provides the USCP Command Center
with real-time accountability data for incidents that occur both after
hours while the Senate is in session and during normal duty hours. We
consistently reinforce the importance of accountability with Senate
staff by conducting remote check-in drills and training using
BlackBerry devices.
We provide ``watch standers'' in the USCP Command Center after
normal business hours when the Senate is in session or during emergency
incidents and special events. Watch standers are trained to use the
Senate Dialogic and Chyron systems to assist USCP as necessary and
provide senior leadership with amplifying information regarding ongoing
events. Because we rely on these two systems, the Dialogic Communicator
System was upgraded to improve our voice messaging connectivity to desk
and mobile phones. Upgrades were made to the Chyron Cable TV Alert
System to provide the capability to broadcast over digital and high-
definition channels. We are developing a new Chyron Web interface for
2012 that will improve our capability to edit and review alert messages
during an emergency and release them faster to the Senate community.
We procured and installed WebEOC Mapper Professional, a geospatial
information system that provides Senate emergency managers with the
ability to create a dynamic, geographically based operating picture of
an incident and its effects. Multi-layered mapping has proven to be a
highly effective emergency management technique for government and law
enforcement agencies throughout the country, and we successfully used
this feature during the last State of the Union Address. Recent
improvements to the core emergency operations center management
application provide better situational awareness during emergencies and
special events and were used to a limited degree following the August
2011 earthquake. These improvements include the ability to track the
setup of individual rooms in continuity facilities as they become
available and to track and report on the locations of contingency
staff.
Information sharing between legislative and executive branch
emergency managers was further improved through the installation of a
Homeland Secure Data Network (HSDN) terminal in February 2011. Our
mission requires access to classified email, messaging, data analysis,
and collaboration tools along with law enforcement, emergency
management, and National Capital Region intranet resources. The use of
HSDN assists in intelligence gathering, situational awareness,
decisionmaking, and event reporting.
Training and Equipment
Training and outreach programs are designed to provide interactive
classroom and personalized instruction to the Senate community. These
valuable programs give staff a wealth of preparedness and life-safety
awareness information to enhance office and personnel preparedness.
This year, we conducted 246 training sessions in which more than 5,000
staff were trained on a variety of preparedness topics. We initiated an
Office Emergency Coordinator (OEC) certification program in 2008 for
staff that completed requisite emergency preparedness courses. In 2011,
15 staff members received this certification.
The culmination of our emergency preparedness training and outreach
programs is the Senate's annual National Preparedness Day observance
held each September as part of National Preparedness Month. This event
invites members of the National Capital Region emergency management
community to set up equipment displays, provide program capability
awareness training, and demonstrate new products. More than one dozen
regional emergency preparedness partners participated in this past
year's event.
One of the keys to our preparedness posture is the continued
management and support of emergency protection and communication
equipment in each Senate office. Every office is issued escape hoods,
emergency supply kits, and wireless emergency annunciators. These
annunciators allow offices to receive notifications from USCP to
shelter in place, deploy to their designated internal relocation site,
receive situational updates, or use specified equipment to evacuate the
building. The SAA ensures functionality of all equipment through an
annual inventory and operations check of assigned equipment, and
replacement of faulty or expired items. More than 270 offices and more
than 28,000 pieces of equipment were inventoried in the past year.
Enhancements to the equipment preparedness posture included additional
emergency equipment for Continuity of Operations vehicles.
In 2011, we released an updated version of the Roadmap to
Readiness, which included a condensed Emergency Response Guide and
portable pocket guide providing concise critical emergency information.
The Roadmap to Readiness is a comprehensive guide designed to provide
offices with the necessary tools to create emergency plans for
Washington, DC, and State offices. It also outlines ways to educate and
train staff to respond appropriately in emergencies. New Web-based
training classes on personal preparedness and shelter in place have
been developed to provide staff with the means to educate themselves
from the convenience of their desktops. Additionally, we developed a
new Web site that provides staff with the resources and information
required to begin preparing for emergencies.
The Senate Emergency Operations Center (EOC) is utilized during
emergencies and special events to coordinate information, resources,
and our response efforts. Training for EOC staff is critical for
understanding roles and responsibilities. During 2011, two exercises
and several training classes were conducted to provide staff with the
opportunity to improve their skills.
Exercises
We continue to manage a comprehensive exercise program that ensures
Senate plans are practiced and validated regularly. The Test, Training,
and Exercise (TT&E) Program administered by the SAA serves to validate
our ability to respond in times of crisis as well as identify areas
where better planning and procedures would be beneficial. As the August
2011 earthquake event demonstrated, nearly every Senate support
organization has a role and responsibility that supports successful
implementation of Senate emergency plans. It is important that each
organization knows and is able to execute its respective tasks. A
viable Senate TT&E program provides training and includes practicing
individual and group responsibilities as well as overall emergency
plans on a regular basis to ensure preparedness to implement those
plans. Our program is outlined in an annual guidance document that is
coordinated with stakeholders and that I sign jointly with the
Secretary of the Senate. This document provides overarching guidance
for three TT&E program areas:
--a 6-year exercise program that focuses on areas relating to our key
capabilities;
--regular TT&E-supporting activities that occur throughout the year;
and
--a calendar of annual exercises that reflects contingency program
goals and objectives.
During 2011, in collaboration with the SOS, we led several joint
exercises with the USCP, AOC, Office of the Attending Physician, party
secretaries, and other key congressional stakeholders. Primary among
these were the Chamber Protective Actions; Briefing Center; Alternate
Office Space; and alternate Chamber exercises. We completed more than
20 exercises, tabletops, tests, and guided discussions in 2011,
covering all aspects of emergency response including Offsite Alternate
Chamber; Emergency Operations Center; Chamber Protective Actions;
Briefing Center; Transportation; Contingency Telecommuting,
Accountability Measures; Evacuation; Internal Relocation; Mass
Casualty; Alert Notification; Continuity of Government; and Alternate
Office Space. We successfully exercised an offsite alternate Chamber to
test our abilities to quickly set up a contingency facility away from
Capitol Hill in a timely manner. An offsite emergency operations center
exercise was conducted to test the ability to quickly move staff to a
location distant from Capitol Hill and begin operations. The general
exercise format included functional capabilities demonstrations and
tabletop scenarios designed to test the Senate's ability to function
during an event that requires relocating to alternate facilities or
contingency sites. After-action reports were generated for each of our
exercises to document lessons learned for future plan improvement. We
plan to conduct more than 15 exercises during 2012 in addition to
numerous training events and smaller-scale tests and drills designed to
maintain and strengthen existing capabilities while addressing emerging
needs.
Continuity of Operations
In 2011, we focused on developing contingency transportation and
site-specific plans while continuing to refine and validate other
existing plans and procedures. We continued collaborating with Member
offices and committees to develop internal COOP plans and train staff
accordingly. We acquired new transportation assets and developed
accompanying activation and operations plans. We worked with our
counterparts in the House to develop the Personnel Accountability
System to enhance accountability during contingency transportation. The
program is now in the final stages of development.
A full-scale exercise at the Postal Square Briefing Center was
conducted to validate movement of Members to a safe and secure
environment in the aftermath of an incident. We also improved plans to
utilize alternate office space in the event the Senate is no longer
able to occupy its regular office building work space. COOP materials
and vital records were placed at contingency facilities and on
classified networks for convenient access. We acquired space in the
Ford House Office Building for use as a briefing center should Senators
evacuate to the House side of the Capitol complex in an emergency. We
also recently negotiated with the Government Printing Office for use of
their auditorium and conference rooms for Senate and House briefing
centers.
We finalized the first edition of an Alternate Office Space Plan
that establishes set-up and operational procedures for the COOP space.
Our focus has been on establishing and validating connectivity to the
Senate network, and working with USCP security teams on establishing
access control requirements for the facility when the Senate is
operating there. We successfully tested our planning assumptions by
conducting a functional exercise at the alternate site.
Maintaining a viable COOP program is critical to the Senate's
ability to continue performing constitutionally mandated functions
during local emergencies. Our team worked closely with Member offices
and committees to produce individualized COOP plans utilizing a
simplified template which was designed and tested within my
departments. The resulting COOP template is a simplified and proven
tool for use by Member and committee offices throughout the Senate.
We conducted an exercise that validated that facilities at our
offsite location could be used as an alternate Chamber and identified
additional improvements to enhance the facilities' capabilities.
We established the COOP Council to assist planners in all SAA
departments with the development of coordinated plans for our COOP
sites. The inclusion of key stakeholders in a forum where critical
decisions may impact our operations during emergencies is essential
while planning for contingencies.
Continuity of Government
To assist in coordinating plans and resolving issues affecting the
House of Representatives as well as the Senate, we developed a
Congressional Contingency Planners Group that meets monthly to
coordinate Continuity of Government planning for the House and Senate.
That planning group has worked through issues concerning strategy,
design, and plan implementation. We expect this effort to continue to
help resolve issues as we encounter them in the joint planning
environment.
We are working with the House, USCP, and others to consolidate our
separate operational plans into a single coordinated plan. Progress has
been made, but additional work must be done to finalize the plans. This
will require all parties involved to remain focused on the objective--a
consolidated operational plan.
We developed and implemented the concept of a Continuity of
Government Council to provide invaluable planning guidance and internal
coordination at the executive level for continuity planners. This has
been extremely valuable in helping guide the development of site and
activation plans.
saa deg.INTELLIGENCE AND PROTECTIVE SERVICES
The Intelligence and Protective Services division of the Office of
the Sergeant at Arms represents the integrated plans and programs for:
--Execution of law enforcement support and coordination;
--Security of the Senate as both an institutional body and a campus;
and
--Protection of Members and staff in the District of Columbia and
their State offices.
Security Policy and Planning
The State Office Readiness Program is a single security and
preparedness resource that mirrors programs currently available to
Washington, DC offices. Nearly two-thirds of the 450 State offices
located across the United States occupy office space in commercial
buildings with no internal security. The remaining offices are located
in Federal buildings with some level of building security, but may be
routinely targeted for disruptive activity. Violent incidents in and
around State offices, including the January 8, 2011, shooting that
critically injured U.S. Representative Gabrielle Giffords, have
increased State office awareness of, and participation in, this
voluntary but critical program. Participating offices are provided with
a variety of security enhancements including secure reception areas to
screen visitors, emergency duress buttons, burglar alarm systems, and
closed-circuit camera systems. SAA pays for installation, maintenance,
and alarm monitoring services including annual inspections and
equipment testing.
During 2011, 333 or 73 percent of State offices received direct
assistance in completing or updating their Comprehensive Emergency Plan
(CEP). The CEP combines security, emergency preparedness, and
Continuity of Government processes into one document. It meets CAA
requirements and prepares offices to continue services during an event
with minimal negative impact. A streamlined template and an online
component to enter preliminary plan information allow us to offer CEP
assistance to the remaining offices not currently participating in the
program.
State office hazard overviews were completed or updated for 349
offices during 2011; these identify natural or manmade hazards to be
considered during plan development. Additionally, 79 new State offices
received program briefings and emergency equipment similar to
Washington, DC offices. A monthly Office Emergency Coordinator (OEC)
bulletin is distributed to all State offices and State OECs complete a
certification program. Online and video teleconferencing security and
preparedness training is now regularly offered to State office staff.
Security enhancements were provided for 90 State offices during
2011. The program has provided security enhancements in 86 percent of
all State offices including 90 percent of offices located in commercial
spaces and 76 percent of offices located in Federal buildings.
Additionally, more than 300 State office alarm systems were tested and
inspected this year.
For 2012 the focus of the State Office Readiness Program is on
using an all-hazard risk assessment to survey State offices and
offering security enhancements to nonparticipating offices. Site visits
and collaboration with USCP, GSA, Federal Protective Service, and U.S.
Marshals Service representatives will continue.
Police Operations
The Senate Campus Access Program coordinated inspections of
construction vehicles and special deliveries with the USCP during
recent renovations at the Sewell-Belmont House. The program also
processed 795 special requests for vehicle clearances, deliveries, and
bus access during 2011. Additionally, we developed the successful
Committee Hearing Security Assistance Program to provide a single point
of contact to coordinate USCP coverage at committee hearings. We
collaborated with USCP and other law enforcement agencies to monitor
and secure special events such as the State of the Union Address,
Senatorial party retreats, summer concert series, and various joint
sessions of Congress.
The SAA Duty Desk continues to assist in the USCP Command Center by
utilizing staff to monitor and track security events and incidents
within the National Capital Region during normal business hours and
after hours while the Senate is in session. Staff members monitoring
these events provide direct and timely information necessary to make
key decisions. The program provides a cost-saving measure as it uses
existing full-time equivalents (FTEs) with appropriate communication
training instead of vendor support.
The January, 2011 shooting of Representative Giffords prompted our
office to greatly expand monitoring law enforcement investigations
involving threats to Members. Our goal is to provide updates to
affected offices from case opening through adjudication. We routinely
process Senate office requests for local law enforcement assistance at
public events and coordinate security evaluations and assessments with
the USCP.
Intelligence and Threat Assessment
Our office recognizes the value of identifying potential security
risks early, so that appropriate awareness, mitigation, and prevention
strategies can be deployed. The Threat Assessment Program proactively
identifies and analyzes open-source online information in order to
detect potential security threats targeting the Senate community and to
enhance situational awareness of possible security risks. The program
is fundamentally designed as an effective security and prevention tool
to assess and mitigate risks in collaboration with the USCP.
We have been reviewing open-source information and creating daily
threat reports since December 2011. A total of 283 incidents, an
average of almost 7 incidents per work day, were reported between
December 2011 and February 2012. Each incident was reviewed and an
average of 2 incidents per work day, or a total of 86 incidents in 3
months, was forwarded to USCP for follow-up investigation. This program
has allowed us to provide important early warnings and situational
awareness of possible security risks. It has also guided protection and
prevention efforts regarding specific threats against Senators,
possible civil disobedience activities regarding specific topics, and
cyber threats to online Senate assets.
The Threat Assessment Program is a tool designed to help us
collaborate with the USCP and other partner agencies to stay ahead of
the curve in a constantly changing threat environment. The program was
initiated as a pilot effort to test processes and evaluate outcomes.
The next key step is to properly evaluate the program. We have engaged
the National Academy of Public Administration as an experienced,
knowledgeable, and independent organization to conduct the formal
program evaluation.
Even though a formal evaluation has not been completed, it is clear
the Threat Assessment Program has elevated situational awareness of
security-related issues and events among my organization, USCP, and
Member offices. The program supports the Senate's collective safety and
prevention efforts.
saa deg.INFORMATION TECHNOLOGY
Enhancing Service, Security, and Stewardship
We continue to provide a wide range of effective IT solutions to
facilitate the Senate's ability to perform its legislative, constituent
service, and administrative duties; to safeguard the information and
systems the Senate relies upon; and to be ready to respond to
emergencies and disruptions. As in our other areas, we also emphasize
stewardship--the careful use of all of our resources, including the
funding we are provided, our personnel, and the external resources that
we consume--in all aspects of our IT operation.
As we do each year, we have updated, and are performing under, our
2-year Information Technology Strategic Plan. The current version,
under which we will be operating in fiscal year 2013, continues to
emphasize our five strategic IT goals and their supporting objectives
that drive our programmatic and budgetary decisions:
Secure.--A secure Senate information infrastructure.
Customer-Service Focused.--A customer service culture top-to-
bottom.
Effective.--IT solutions driven by business requirements.
Accessible, Flexible, and Reliable.--Access to mission-critical
information anywhere, anytime, under any circumstances.
Modern.--A state-of-the-art information infrastructure built on
modern, proven technologies.
Our fourth strategic IT goal--Accessible, Flexible, and Reliable--
may be the most far-reaching of the five goals. This goal undergirds
everything we do from a technology standpoint. We must ensure that
almost every system and every service we deploy can withstand
disruptions to our operating environment, can be reconfigured if
necessary to cope with disruptions, and can be used regardless of the
user's location. We continuously re-evaluate existing services and
systems to identify areas for improvement and make those improvements
as soon as we can, in an effort to ensure the Senate can continue to do
its work under any circumstances.
From a budgetary standpoint, more than one-half of the CIO
organization's fiscal year 2013 request will cover the installation and
support of the equipment acquired by offices through the economic
allocation, and for other programs that benefit offices directly. One-
third will be devoted to providing services at the enterprise level,
such as information security, the Senate data network, email
infrastructure, and telephone systems. The remainder is almost equally
divided between supporting the office of the Secretary of the Senate
with payroll, financial management, legislative information, and
disclosure systems; and our own administrative and management systems.
saa deg.ENHANCING SERVICE TO THE SENATE
Customer Service, Satisfaction, and Communications
Our IT strategic plan stresses customer service as a top priority,
and we actively solicit feedback from all levels and for all types of
services. For instance, we ask for customer feedback on every Help Desk
ticket opened. In major contracts that affect our customers, we include
strict service levels that are tied to the contractors' compensation--
if they do well, they get paid more; if they do poorly, they get paid
less. Because of reductions to our budget, we have had to relax the
service level requirements, reducing services to our customers. During
the past year, the percentage of on-time arrivals for the IT
installation team never dropped less than 99 percent. The percentage of
Help Desk calls that were resolved during the initial call averaged 57
percent, and 99 percent of customer surveys rated the IT Help Desk and
installation services as either ``very satisfactory'' or ``excellent''.
We expect this excellent level of performance to continue through
fiscal year 2013.
We satisfy our customers' demands for the latest in mobile wireless
technology by keeping our catalog up to date with the latest offerings.
Last year, we made available several new models of iPhones, iPads and
BlackBerry devices, as well as enhanced iPhone and iPad email and tools
integration that include secure intranet browsing, and document editing
and storage features. We will continue to offer the Senate community
the latest smartphone technology as well as add MiFi mobile hotspots to
our technology catalog in fiscal year 2013. Our CIO staff also
continues to work extensively with third-party software providers to
enhance our iPhone and iPad corporate email client. Finally, we
continue to monitor and test Android devices for support with the goal
of supporting these devices when we can do so with adequate security.
In fiscal year 2013 we will continue to communicate effectively
with our customers through a well-developed outreach program that
includes IT newsletters, periodic project status reviews, IT working
groups, weekly technology and business process review meetings with
customers, and joint project and policy meetings with the Committee on
Rules and Administration, the Senate Systems Administrators
Association, and the administrative managers steering group.
Robust, Reliable, and Modern Communications
We provide robust, reliable, and modern data network and network-
based services that the Senate relies upon to communicate
electronically within and among offices on Capitol Hill and in the
States; to and from other legislative branch agencies; and through the
Internet to the public, other agencies, and organizations.
We continue to make progress toward modernizing the Senate's entire
telecommunications infrastructure to provide improved reliability and
redundancy in support of daily and emergency operations, and to take
advantage of technological advances to provide a more flexible and
robust infrastructure. We completed the replacement of the main
telephone switch this year, and have processed more than 3 million
phone calls since it came online. We are currently installing up to 250
new telephones a week in Senate offices and are scheduled to complete
the Watson phone migration by the end of the current fiscal year.
Moving forward, we will replace systems such as the cloakroom alerts
and conference services systems over the coming year. We are securing
the Watson implementation with the same high level of diligence as we
secure the whole of the Senate's IT infrastructure. We also conduct
rigorous vulnerability testing on Watson, which exemplifies our
proactive and preventive approach to information security.
Our wired and wireless data network forms the core of our IT
infrastructure. This past year we improved the ability of Members and
staff to gain access to the Senate network remotely, which is a
critical function for our customers and a key to success for our
support organizations. We integrated client-based and clientless remote
access services into a single platform. We did this without any
significant effects on our customers, while improving our internal
efficiency.
In 2011, we also enhanced the security of the Senate's wireless LAN
or ``WiFi'' service by introducing a new network--Odyssey--that
supports a more secure authentication mechanism and allows us to
support mobile devices such as the Apple iPhone and iPad. Over the
course of the next year, we will continue to enhance our wireless
network by replacing more than 700 access points.
We continued reducing costs for the wide area network services that
support State offices, achieving a $200,000 reduction in fiscal year
2012; less than the fiscal year 2011 cost. A portion of this reduction
results from better contract pricing for services in Alaska.
In order to support our new PGDM facility in Landover, Maryland, we
invested in a direct fiber-optic connection, both to provide high-speed
service to the location and to save money in the long-term less than
the cost of a leased connection. We received favorable monthly pricing
by using the same contract and vendor that provides us ``dark fiber''
service to the Alternate Computing Facility (ACF) and other locations
off Capitol Hill. The direct fiber-optic connection to this new
facility closely matches the connection PGDM had while on Capitol Hill
and does so at a reduced cost. The monthly rate for our direct
dedicated connection is approximately 40 percent less than comparable
shared bandwidth with a contract commitment of 10 years. Because it is
a private connection, we also eliminated the need for security
equipment, which is necessary when using a commercial-based service. We
plan to extend this service to the nearby Senate Support Facility to
substantially increase the level of network service there.
We continue to make effective use of our investment in performance
monitoring equipment to manage service levels on our connections to the
Internet. This has allowed us to keep service capacity levels constant,
without sacrificing performance for our customers. However, we will not
be able to ensure this critical resource meets our customers' demand
indefinitely without additional funding.
Because our data network is vital to everything we do, we must
continue to invest in performance monitoring equipment to proactively
identify and resolve problems within the network as quickly as
possible, including before our customers recognize a problem exists.
This also allows us to use statistical information for trend analysis
purposes so that we can be in front of the need for additional network
capacity. With more than 1,500 devices supporting our enterprise data
network, it is imperative that our CIO organization be well positioned
to identify problems (fault management), traffic levels (performance
management) and modifications (change management).
We use many tools in our efforts to monitor the health of the
Senate data network, which spans Capitol Hill, more than 450 State
offices, and two data centers. We processed more than 1,800 incident
tickets during calendar year 2011 and more than 1,400 network change
requests associated with data center services. As 2011 was the first
year of the 112th Congress, with attendant changes in Senate
membership, we provided 90 new State office connections and
decommissioned 60 others.
In partnership with other legislative branch agencies, our CIO
organization participated in the replacement of the legislative branch
intranet known as CapNet. This private network provides all legislative
branch agencies the ability to communicate with each other without
traversing the Internet. The Senate has been one of the leading voices
in promoting the value of this network for inter-agency communications
and business services. The replacement of older technology enables the
entire legislative branch to maintain existing services and expand into
new services. Our CIO organization led the effort to develop the
redundant CapNet solution centered at the Alternate Computing Facility.
In combination with the new primary network, we are well-positioned to
support new and expanding inter-agency services in a highly available
environment.
Another significant undertaking in 2011 was the upgrade of all of
the Senate's data network chassis equipment. This upgrade was
essentially a replacement of 100 chassis units spread across the Senate
campus to ensure we remained well-positioned for growth within the data
network. The upgrade also provided additional redundancy and increased
power supplies to support power over Ethernet for the new Watson
phones.
Also in support of telecommunications modernization, we designed
and implemented a quality of service architecture to ensure that voice
services are prioritized as they traverse the data network. Due to its
real-time nature, it is critical to the quality of a phone call that
the corresponding data traffic be properly processed and not be delayed
by other non-real-time communications.
In addition to our robust messaging infrastructure that processed
approximately 356 million Internet email messages during the past
calendar year, we also support effective communication through the use
of videoconferencing. Our videoconferencing infrastructure processes an
average of 300 video calls per day when the Senate is in session.
Recent enhancements include the ability to call anyone in the world
through a secure, publicly available client, as well as to make a
point-to-point call into a multipoint call regardless of bandwidth or
whether the system has multipoint capability installed. We are also
strengthening the resiliency of the core services we currently provide
by designing and deploying a high-availability infrastructure for those
core services. This will result in less downtime and increased
reliability.
This past year we upgraded the Microsoft Office Communicator
application to Microsoft's latest product, Lync, enabling a convenient
multi-party desktop sharing feature and preparing the environment so we
can deliver additional unified communication capabilities such as
integrated audio and Web conferencing. More than 5,000 people in 80
offices take advantage of the service.
In a more visible effort, we collaborated with the Secretary of the
Senate and the Committee on Rules and Administration to offer,
beginning with the second session of the 112th Congress, the ability to
view Senate sessions live on computers and many common mobile devices
via senate.gov. The public also will be able to use our video archives
as a powerful research tool by utilizing keyword searches for topics of
interest.
The new streaming capability enhances the ability of Members and
committees to incorporate video into communications with constituents
by offering the live video of floor activity on their official Web
sites. We also introduced a video clipping tool, to enable staff to
capture video segments from archived sessions to post on their official
Web sites.
The Large File Transfer System (LFTS), which has been in use for
nearly 2 years, has streamlined the process of sending large files.
Currently, 45 offices use it to correspond with other offices in the
Senate as well as with external entities, including other government
agencies, the media, and constituents. For example, during the weeks
and months following the Deepwater Horizon oil spill in the Gulf of
Mexico, the Committee on Environment and Public Works used LFTS to send
and receive video files containing extensive footage of the incident.
In addition, the Senate Recording Studio uses the LFTS to send video
files to Senators' offices not only on Capitol Hill, but also in their
home States. Since January 2011, LFTS has processed more than 3,800
files with 500 gigabytes of data.
Web-Based and Customer-Focused Business Applications
As in past years, we continue to add functionality to TranSAAct,
which is our platform for moving business online. Based on the business
requirements of offices and the Committee on Rules and Administration,
we continue to develop TranSAAct to eliminate paper-based manual
processes and move them to the Web. Because it is built on an
extensible modern database framework, TranSAAct allows indefinite
expansion as new requirements are identified. This year we completed
several enhancements to TranSAAct, giving staff the ability to make
telecommunications service requests online, and integrating with the
asset management system to allow administrative managers and chief
clerks to view the assets assigned to their office. They can report
inaccuracies and lost or stolen items and generate reports on the fly.
We also started development of a depot to house the forms and documents
that chief clerks use, with links to a collection of how-to documents
and checklists for chief clerks to collaborate on best practices. We
look forward over the coming months and years to moving additional
business processes to the Web; delivering increasing functionality to
administrative staff; and reducing the time, paper, and errors
associated with the current manual processes.
We are working in collaboration with the Secretary of the Senate to
replace the current payroll system with a new one that is built on a
modern technological platform. It will provide additional capabilities
to benefit members and employees, office management and the Secretary's
staff. We plan to implement Phase I of the new system, which replaces
the current payroll functionality, later this year. Phase II will
follow that implementation and will provide self-service capabilities
to Members and employees.
We expanded the services of other Web-based applications such as a
program that more than 60 offices use on their Web sites for accepting
service academy nomination requests, intern applications, budget
requests and other types of applications and requests. To date,
constituents have submitted more than 24,000 different requests through
this system. We also modernized CapFOR, the application that allows
offices to request services from our Capitol Facilities department.
We provide numerous Web-based systems to enhance the productivity
of office staff, such as one for the Placement Office that allows
external applicants to electronically submit job applications for
positions in Senate offices. Currently, there are more than 36,000
accounts in the system. We provided significant enhancements to the
lobbyist registration application to create more robust search
functionality as well as improve the application's overall performance.
Committees extensively use streaming video to broadcast their hearings
over the Internet. This year we transitioned from Flash video to the
more ubiquitous MPEG4 video standard. This is a huge improvement--using
the MPEG4 standard allows us to stream and archive video in high
definition with only a minimal increase in bandwidth usage.
Showcasing and Promoting Modern Information Technology in the Senate
We will continue to highlight new technologies in the Information
Technology Demonstration Center through demo days, which have been
well-attended in the past. After products are tested and validated in
our technology assessment laboratory, they are then available for staff
to try in the Demo Center. The demo days feature live demonstrations of
new and emerging technologies.
In order to perform technology assessments, feasibility analysis,
and proof of concept studies, and to ensure we are considering
technologies that will directly support the Senate's mission, we
continue to improve the capabilities in our technology assessment
laboratory. Technologies and solutions are vetted and tested here prior
to being announced for pilot, prototype, or mass deployment to the
Senate. To ensure we focus on the most relevant technologies and
solutions, the Technology Advisory Group, consisting of CIO staff and
our customers, performs high-level requirements analysis and
prioritizes new technologies and solutions for consideration for
deployment in the Senate.
We continue to work toward providing unified communications
capability, tying together voice, video, and data communications into a
single tool. This allows the user to choose the best communication
option available--based on the capabilities of the device they are
using and the preferred method of communication.
We will continue these efforts in fiscal year 2013 to ensure that
the Senate is always well-equipped to perform its functions. To keep
our customers informed of our efforts, we publish the results of our
studies on the emerging technology page of the CIO's area on Webster.
saa deg.ENHANCING SECURITY FOR THE SENATE
Enhancing Security Through System and Information Resiliency
As I mentioned earlier, we build security, accessibility,
flexibility, and reliability into every system and service. We continue
to test our technology in scenarios in which our primary infrastructure
and primary work locations have become inaccessible. This includes the
simulated loss of our primary data and network facilities, as well as
simulated loss of staff work spaces. All mission-essential Senate
enterprise information systems continue to be replicated at our ACF,
using our upgraded optical network and storage area network technology.
We have created a high-availability videoconferencing infrastructure
that operates simultaneously at the primary and alternate facilities.
This allows for automated recovery from a loss of either the primary or
alternate facility without loss of core videoconferencing network
services. We also upgraded the redundant active directory domain
controllers in the ACF to the latest operating system. The new servers
were deployed in virtual machines, removing more than 20 physical
servers from the facility. We conduct a variety of exercises to ensure
we are prepared from an IT standpoint to cope with events ranging from
a burst water pipe, to a pandemic, to an evacuation of Capitol Hill.
These exercises demonstrate our ability to support mission-essential
systems under adverse conditions, and the ability to support
substantial numbers of people working from home. We continue to
exercise the ability to support our Senate customers in the event of an
emergency situation which may limit our ability to get to work. This
includes weekly and monthly exercises designed to ensure technical
support is available from the ACF and other remote locations. Our
diligence in this initiative has proved worthwhile during various
weather events.
With the knowledge that the business of the Senate continued and
that State office locations were not affected by the weather in
Washington, DC, our staff continued to support the Senate community
remotely throughout these events. This included answering the phones
from home-based locations, highlighting the capabilities that our
current migration to IP telephony will bring to the rest of the Senate.
Securing our Information Infrastructure
As I have described in previous testimony, active and aggressive
adversaries continue to target Senate information and technology
assets. These adversaries use increasingly sophisticated tools,
techniques, and procedures; rapidly shift their attack methods in
response to new countermeasures; and continually refine their targeting
of Senate information. Our key strategy to meet this threat has been to
improve our coordination with other Federal agencies to share and adopt
current best practices. We have greatly improved and expanded our
relationships with other agencies over the past year. In addition we
have undertaken a number of other efforts that we will continue
throughout this fiscal year.
Training on information security awareness is mandatory for every
member of my staff. The information we provide in this training helps
our staff better identify and respond to suspected attempts to gain
unauthorized access to Senate resources. We have also made this
training available to the rest of the Senate community, and have
received positive feedback.
We continue to develop and conduct individual threat briefings for
system administrators, office leadership, and other staff to educate
them on the evolving threat environment and to recommend services that
we provide at no cost to help them reduce their risk. We incorporate
current best practices into our general awareness materials that we
provide through Webster and in-office presentations. In the last year
our training and awareness briefings have paid off as office staff
members are better equipped to detect and respond appropriately to
possible malicious events.
Last year's inclusion of an IT security briefing in the new system
administrator training process was a great success. In these briefings
we inform new system administrators of our services and help them
enroll, so that they may make the best use of our offerings soon after
they are hired. We also help system administrators identify critical
systems under their control that our adversaries would consider high-
value targets. This asset identification enhances situational awareness
for continuity of operations by allowing us to focus our efforts on
protecting IT assets for which we have actionable threat intelligence.
We work to continuously improve the quality of our training and, using
office feedback regarding such training, we have improved both content
and delivery.
Two other programs that support situational awareness and help us
maintain a common operating picture (giving stakeholders at all levels
the same relevant information) are the vulnerability assessment and
systems management services. Together, these programs help us identify
and remove threats as quickly as possible.
Our Systems Management Service (SMS) allows an office to
automatically apply critical security patches to non-Microsoft
software, saving staff time and effort and improving the security
posture of the individual workstations in an office. It has been widely
accepted with 134 offices enrolled, which is nearly 97-percent
participation. We saw an immediate decrease in the average security
vulnerability of systems as the service was implemented. SMS serves as
an excellent enhancement to our vulnerability assessment (VA) program
and to Windows Server Update Services, (WSUS) which automatically
patches Microsoft software. The vulnerability assessment program, SMS,
and WSUS combine well to serve as a ``success enabler'' for offices by
giving them the tools they need to continuously assess and improve
their IT security posture. We are looking at expanding our SMS service
within the next year to better reach perimeter systems, such as laptops
that remotely connect to the Senate network. We will also seek to
provide automated update capability for operating system and third-
party software security updates to Apple systems.
Our objectives call for maintaining strong relationships with our
customers and improving customer care processes. The Senate community
enthusiastically received both the SMS and the VA programs, which
operate synergistically to mitigate operational cybersecurity risk. We
devote considerable effort to helping the Senate community maximize
their benefit from the VA and SMS programs. We pay careful attention to
the feedback from offices concerning these vital programs, and this
attention to detail helps us strengthen our relationships with those we
serve and protect in the Senate community.
We also provide our staff and contractors with the tools, training,
and skills necessary to quickly respond to potential threats. These
ongoing skill training initiatives support our commitment to develop
and nurture an agile CIO team. Because we are continuously leveraging
and augmenting our knowledge base as technologies evolve, we quickly
and productively respond to the challenges that new technology poses.
To detect, defend against, and pre-empt threats when possible, we
are employing new operating concepts to protect networks and systems.
An example of our evolving conceptual innovation is that we employ and
continuously monitor a strong core of layered defenses. This defensive
posture enhances IT security. If our adversaries create a challenge at
one layer, we have multiple, robust security layers making it difficult
for them to successfully navigate all the security layers.
We strongly believe that integrating key concepts from the
Department of Defense's Active Defense doctrine with our strategic
goals bolsters our cybersecurity posture. As a result, we awarded a new
cybersecurity contract to a provider with extensive defense sector
experience. The new service provider is now applying its security
experience to the protection of Senate information assets. The
contractor has already taken the initiative to reconfigure network
monitoring tools for improved performance.
As mentioned earlier, we share our awareness material and best
practices with other agencies and adopt useful material and practices
they have shared with us. We have achieved improved cybersecurity as a
result of this cooperation, always with a view toward proactive risk
prevention. Sharing information with other government agencies and the
private sector also helps us fulfill our objectives of pre-empting
threats. Such cooperation enables us to put other agencies' experiences
to good use in effectively and confidently pre-empting threats that may
not yet have reached us.
Using best practices from other Federal agencies also helps us
ensure that the cybersecurity services we offer are aligned with and
support the Senate's business needs. We continue to expand our reach in
partnership with other government agencies and the private sector in
implementing reciprocal mutual trust mechanisms for exchanging email.
These mutual trust mechanisms guarantee that we can trust messages that
originate in participating agencies, and they can trust that our
messages are genuine as well. We described this trust program in last
year's testimony, and we continue to expand our exchange of encrypted
messages with more agencies and public-private partnerships.
Many Members and committees have embraced social media services and
technology, and are increasingly using these services to communicate
with constituents. Consequently, we forged direct partnerships with
leading social media companies to ensure quick and effective
communications with them. As a result, we are able to provide the
quickest possible cybersecurity response when required. In this way we
enable our community to maintain the confidence of constituents that
each message is actually from the member or committee.
We have also faced significant challenges. For instance, last March
we learned of a security breach associated with the company that is a
major supplier of user authentication devices, RSA. This affected the
Senate because we make extensive use of RSA's SecurID tokens and the
breach compromised the security of these tokens. In June, RSA initiated
the replacement of all ``hard tokens'', or SecurID devices. We were
tasked with replacing more than 2,500 SecurID tokens for our customers.
Additionally, we were able to reduce the number of tokens in service by
almost 1,100 units, working with each office to identify tokens that
were no longer being used. This saved the Senate approximately $43,000
in device costs alone and, by reducing the overall count, allowed us to
avoid a more costly upgrade in license support.
In an effort to protect data past the useful life of the systems it
is stored on, this past year we upgraded our on-site degausser to one
that is better able to erase data from increasingly denser media and
which will support future improvements and refinements to tapes and
disks as the data density increases. The model we have is also the only
degausser approved by the National Security Administration that can
accommodate multiple drives per cycle.
We continued our BlackBerry scanning program designed to detect
security intrusions on wireless devices used during international
travel. In fiscal year 2011, we upgraded our scanning software from
AutoBerry to Fixmo's Sentinel, allowing us to scan up to 10 devices
simultaneously. This past year, we scanned more than 370 BlackBerry
devices, some multiple times, and found no discrepancies that we could
not resolve. In fiscal year 2013 we will continue to seek ways to
improve and enhance our scanning program.
saa deg.ENHANCING STEWARDSHIP
Stewardship of our resources is integral to everything we do. We
are always looking for ways to improve our processes or technologies so
that we save time, money, electricity, paper, and other resources. Our
CIO organization is a good steward of the fiscal resources of the
Senate, consistently and continuously improving the services offered to
our customers while seeking only modest increases in funding. Many of
these initiatives can save an office hundreds or thousands of dollars
in costs that would otherwise be paid out of their official accounts.
As most of these initiatives save money due to a reduction in the
purchase of some commodity, they also fit in with our efforts toward
environmental stewardship. Following are some examples of our efforts
to enhance fiscal and environmental stewardship:
--We completed a major upgrade of our messaging infrastructure that
significantly increased email storage capacity yet reduced
overall costs. The upgrade also provided for further
consolidation and virtualization of the Senate's messaging
environment, reducing by more than half the physical servers in
use. Improvements in high-availability capabilities have
further reduced service disruptions for routine maintenance,
and a change to leverage native email archiving features
resulted in additional cost savings in software maintenance,
administrative support, and storage.
--Our SMS for automated deployment of applications and updates to
workstations and servers reduces the maintenance burden on
users and aids in maintaining a secure systems baseline. Almost
every office currently uses this service.
--We have continued our virtualization efforts, where we now reduce
energy, maintenance, and support costs by running more than 800
of our servers in a secure, virtual environment. We will
continue an aggressive campaign to virtualize every server that
can be virtualized.
--Offices have taken great advantage of our virtual machine
infrastructure that allows us to centrally host their file and
application servers on shared hardware at our primary and
alternate facilities. This greatly increases server hardware
efficiency, and, through system duplication and data
replication, offers enterprise class data redundancy and
recovery in the event of a critical local failure or crisis.
The virtual solution also relieves offices of considerable
noise and excess heat, and increases usable working area for
staff. It also removes the single point of failure from
existing office servers and meets continuity of operations and
data replication requirements for approximately one-half the
cost of existing solutions. To date we are providing 97 Member
and committee offices with a total of 131 virtual servers.
Virtual servers running in the data center consume only 25
percent of the energy of a comparable number of physical
servers. This means a reduction in power consumption and air
conditioning requirements, saving Senate funds, while enhancing
our ability to provide reliable and redundant services. Fewer
servers used by the Senate also mean fewer servers that need to
be disposed of at the end of their lives. This is greening on a
national scale.
--Work continues on offering offices the ability to host their
constituent support systems and SharePoint collaboration
systems offsite or in a virtual environment. This will provide
offices the opportunity to operate without any physical servers
in their offices. Three offices are currently participating in
the pilot test for this effort.
--We continue to use our catalog to highlight the energy-efficient
aspects of our supported IT and general office equipment, and
we participated in the Senate Environmental and Energy
Showcase.
--We continue our efforts to dispose of surplus electronic equipment
through such initiatives as the Computers for Schools program.
Last year we fulfilled 35 Member office requests and packed and
shipped 775 surplus computers to eligible public schools. We
send other surplus equipment to the GSA for redistribution or
resale.
--We also ensure that the devices we recommend to the Senate meet the
applicable ENERGY STAR guidelines and, where feasible, the
guidelines for the responsible manufacture of IT equipment.
saa deg.OPERATIONS
saa deg.PRINTING, GRAPHICS, AND DIRECT MAIL
PGDM provides high-level, direct customer support to the Senate
community through photocopying, graphic design, printing, mailing,
archiving, logistics, and security. During fiscal year 2011, in an
ongoing effort to continuously improve and serve Senate offices, PGDM
introduced 10 new products and services:
--retractable signs;
--pocket folders;
--Quick Response (QR) codes;
--CD/DVD high-level production;
--transportation of Library of Congress (LOC) books;
--Constituent Services System (CSS) letter address validation
reports;
--full-color CSS letter printing;
--secure scanning;
--Section 9 mail imaging; and
--panel panoramic picture printing.
As a good steward of fiscal resources, PGDM garnered notable
savings for the Senate. We saved more than $1.1 million in postage
costs by pre-sorting 6.9 million pieces of outgoing Senate franked
mail; $55,000 in postage by using new software to identify 124,960
undeliverable addresses before they were introduced into the United
States Postal Service mail stream; and approximately $687,000 by
producing 7,731 charts in-house for Senate floor proceedings and
committee hearings.
PGDM continued to improve operations and responded to 65,810
individual Senate job requests in fiscal year 2011, an increase of 8
percent more than fiscal year 2010. PGDM met Senate office demands for
archiving by scanning and digitizing 3.8 million pages of Senate
documents during fiscal year 2011, an increase of 23 percent more than
fiscal year 2010. PGDM recently expanded its document scanning service
to include special requests for very large volumes of documents from
Members' storage attics and from the Suitland storage facility. In one
such request, PGDM converted more than 451,000 documents from paper to
digital media. This conversion service helps offices organize documents
from their desktop and reclaim scarce storage space.
PGDM's document management system, OnBase, continues to gain
popularity among Senate office staff. This service, which allows
offices their own private document management space, imported more than
78,500 documents to individual office accounts during fiscal year 2011
compared to 27,600 in fiscal year 2010, an increase of 184 percent.
Senate offices increased requests for CD/DVD production by 16
percent--PGDM produced 7,383 CDs/DVDs in fiscal year 2011 as compared
to 6,361 in fiscal year 2010. PGDM offers secure disposal for obsolete
documents, and during fiscal year 2011, we shredded and disposed of
4,615 boxes of obsolete documents as compared to 3,898 boxes in fiscal
year 2010, an increase of 18 percent. Printing volumes PGDM-wide
totaled more than 30 million printed pages during fiscal year 2011, and
more than 4 million pages were produced utilizing self-serve copy
centers. In an effort to assist Member offices to more efficiently
direct constituent mailings, PGDM can individually address and seal
mail pieces simultaneously. In fiscal year 2011, PGDM individually
addressed 1,649,794 mail pieces to target specific constituents, as
compared to 1,354,304 in fiscal year 2010, an increase of 22 percent.
PGDM's commitment to teamwork and excellent customer service
extends to its legislative branch partners as well. Collaborative work
with AOC fulfilled 94,045 flag requests during fiscal year 2011, an
increase of 14 percent compared to fiscal year 2010. By working in
tandem with the Government Printing Office, PGDM delivered more than 2
million documents (Pocket Constitutions, Our Flag, Our American
Government, etc.) to requestors.
Through effective communication and teamwork, PGDM's Senate Support
Facility upheld the SAA mission for operational security during fiscal
year 2011 by receiving 1,006,337 items from the USCP off-site
inspection facility and transferring them to the Senate Support
Facility. This process eliminated 460 truck deliveries to the Capitol
complex, reducing traffic, and allowing the USCP to focus on other
aspects of safety.
PGDM is committed to assisting the USCP with innovative methods of
managing crowds and access for special events taking place on Capitol
Hill. PGDM provides large format printing of signs and banners for
major events, plus security enhancements for tickets, badges, and
placards through the use of hologram foil stamping and clear toner
technology that cannot be easily reproduced.
During fiscal year 2011, SAA successfully relocated 2 of the 3
sizeable sections that make up PGDM. The Logistics and Operations
section was relocated in early fiscal year 2011 to allow for structural
renovation on the lower level of the southwest corner of the Russell
Senate Office Building. Later in the year, the Printing, Mailing, and
Archiving sections were relocated from the Postal Square building to
Landover, Maryland, to improve efficiency of production and reduce
facility lease costs. This relocation will generate substantial savings
in the years to come.
During fiscal year 2011, PGDM's Logistics and Operations staff
worked very closely with the AOC to relocate the PGDM Logistics and
Operations section from SR-B31F to the Hart Senate Office Building
loading dock, now SH-B08. Construction of the Hart Senate Office
Building location began in early January and was completed by early
April. PGDM and AOC staff collaborated on the design of the space to
efficiently accommodate material, documents, and staff in less square
footage than had been available in SR-B31F.
From July through September 2011, PGDM relocated its main printing,
mailing, and archiving facility from the basement of Postal Square to
the new Landover Print Facility (LPF). This facility, which was
completed on time and under budget, projects a net positive cash flow
of $2.8 million, a 3.6-percent return on investment over 20 years. All
equipment and the significant PGDM computer infrastructure was re-
established at Landover without any break in services to the Senate.
During this move, PGDM produced more than 1,577,400 mass mailing pieces
and more than 704,200 town meeting notices as well as standard printing
requests that happen year-round. Fifty-nine staffers now work at LPF,
and they remain committed to providing exceptional service to the
Senate from this state-of-the-art facility.
saa deg.CENTRAL OPERATIONS
Smart Card Programs--ID Office
The implementation of Homeland Security Presidential Directive
(HSPD) 12, the Policy for a Common Identification Standard for Federal
Employees and Contractors, will significantly impact Senators and staff
whose State offices are located in Federal buildings across the
country. While the legislative branch adoption of HSPD-12 is optional,
compliance will allow Senators and staff unhindered access to work
freely within Federal facilities. Staffers from the ID Office and
Technology Development Services are collaborating with executive branch
counterparts to implement compatible access cards to paid staff within
the 112th Congress.
Although a substantial cost is associated with system architecture,
we continue to explore advantages of Smart Card deployment.
Sophisticated Smart Card credentials can provide multiple functions
beyond current ``flash pass'' identification badges. While maintaining
proximity technology used in USCP's current physical access control
system, digital certificates on Smart Cards may be used for encryption
of personally identifiable information exchanged with executive branch
agencies in the processing of constituent casework. Other future
benefits within the Senate community for digital certificates include
digital signatures on financial documents and a secure, single network
sign-on.
The ID Office continues to research the expanding field of
biometric security and study potential applications for this enabled
technology.
Parking Operations
Having implemented numerous changes to policies and procedures at
the beginning of the 112th Congress, the Parking Operations team
continues to seek areas of improvement. Parking Operations has
increased monitoring of parking usage in order to effectively manage
the Senate's limited number of spaces and maximize space utilization.
Enhancements to TranSAAct, SAA request processing application, and
modifications to SPARK, the Senate Parking Operations' management
system, have improved customer service experiences for office
administrators.
Parking operations continues to accommodate all permit holders,
even though repair and renovation projects frequently impact parking
spaces. Projects such as sidewalk replacement, window repair, steam
tunnel rehabilitation, and building revitalizations resulted in a
temporary reduction of available spaces in almost every parking area
during calendar year 2011. Parking operations continues to work with
USCP and the District of Columbia government to reach viable solutions
regarding appropriate enforcement measures in order to ensure spaces
are available to permit holders.
Transportation and Fleet Operations
Transportation and fleet operations safely and securely procures,
manages, and maintains SAA vehicles; provides transportation
information to offices; and manages the Senate Parking Shuttle service.
The SAA fleet includes trucks, vans, buses, SUVs, and a handicapped-
accessible van to support the Senate community. Transportation and
Fleet Operations is responsible for completing work orders, equipment
installations, tag/registration renewals, and vehicle inspections for
all fleet vehicles. Fleet staff transported more than 20,500 passengers
through the SAA Fleet Shuttle service in fiscal year 2011.
Transportation and Fleet Operations is a leader in ``go green''
initiatives with flex-fuel/E-85 vehicles, gas-electric hybrids, all
electric vehicles, Segway Personal Transports, diesel exhaust fluid-
certified trucks, and a MAXXFORCE-equipped diesel engine with Exhaust
Gas Recirculation (EGR) to meet the latest EPA standards.
Photography Studio
The Photography Studio provides photography and imaging services
for Senate offices, capturing more than 74,000 photo images and
producing more than 95,000 photo prints in fiscal year 2011. The
studio's popular image archiving service was used to scan, organize,
and transfer more than 47,000 photo images for archiving purposes in
fiscal year 2011.
In fiscal year 2011, the Photo Studio converted photo print
production to chemical free, inkjet printing systems, eliminating the
use of photo chemicals for the majority of the photos produced. The
Photo Browser application continues to provide Senate offices a secure
location to store and organize photos with the capability to download
and upload photos, as well as place orders for photo prints through a
Web-interface.
saa deg.OFFICE SUPPORT SERVICES
The Office Support Services team continues to ensure all SAA
services to Senate offices are provided efficiently through timely
communication, and consistently meet high-quality standards.
Office Support Services staff serve as liaison between Senators'
State offices and the commercial or Federal landlords. The State Office
Liaison oversees 450 State offices and assists Members in negotiating
leases for commercial and Federal office space and mobile offices in
their home States.
Staff continue to consult Members, leadership, and committees
regarding the most efficient use of office automation, and analyze
functional operations and workflow in Senate offices to determine how
new office technology might improve efficiency and productivity. We
continue to provide training on Office Application Manager, a secure
Web-based, user-friendly application that allows Senate office staff to
create and manage online forms such as service academy nominations,
flags, internships, and fellowships.
During fiscal year 2011, Customer Support assisted 16 newly elected
Senators and one appointed Senator in setting up DC offices. The State
Office Liaison negotiated 101 leases for State Senate offices,
including 72 in new commercial space, 27 in new Federal buildings, and
82 renewals. Customer Support and the State Office Liaison have begun
preparations for upcoming elections by ensuring all documentation and
procedures are current.
saa deg.SENATE POST OFFICE
The Senate Post Office continues to be a good steward of taxpayers'
dollars as it continues to elevate performance. Productivity increased
in unprecedented levels, exemplified by processing the second-highest
volume of mail since 2000, surpassed only by 2009. For the convenience
of our retail customers, the Senate Post Office began accepting credit
and debit cards in February 2011. Our customers have praised this
service upgrade and overall retail sales exceeded $946,000.
Mail remains a key medium for constituents to communicate with
Senators and their staff. During fiscal year 2011, the total volume of
mail addressed to the Senate's Washington, DC offices was significant.
The Senate Post Office received, tested, and delivered 18,432,995 safe
items to Senate offices, including 11,703,600 pieces of U.S. Postal
Service (USPS) mail; 6,729,395 pieces of internal mail routed within
the Senate and to/from other government agencies; 72,108 packages; and
302,122 courier items. Mail received by the Senate has increased
substantially over the past 3 years as compared to the nationwide trend
showing USPS mail volumes declining.
All mail and packages addressed to the Senate's DC offices are
tested and delivered by Senate Post Office employees. During fiscal
year 2011, highly trained Senate Post Office off-site mail staff
intercepted 383 suspicious pieces of mail that were addressed to
Senators with the intent to disrupt Senate business. All suspicious
items were reported to USCP and investigated.
Senate Post Office management has also worked with the Committee on
Appropriations and the Committee on Rules and Administration to build
and operate one of the best facilities within the Government to process
time-sensitive documents delivered to the Senate. The Congressional
Acceptance Site ensures all same-day documents are xrayed, opened,
tested, and are safe for delivery to Senate offices. During fiscal year
2011, more than 300,000 items were successfully tested with zero safety
incidents. Working in conjunction with the USCP, the Senate Post Office
was able to upgrade xray technology and redesign monitoring stations to
improve the flow of mail intake.
The Senate's method for processing mail has become the model for
other Government agencies.
The Senate Post Office has demonstrated its procedures and
showcased its facilities for some of the Nation's allies, as well as
other government agencies, including the Department of Defense,
Department of Homeland Security, FBI, and the Secret Service.
Organizations that know the most about mail safety cite our highly
trained staff and the Senate mail facilities as among the most
efficient and secure in existence.
Additionally, Senate Post Office staff worked collaboratively with
its scientific subject matter experts to introduce the first device
designed to provide Senate staff who work in State offices with a level
of protection when handling mail. The scientific subject matter experts
believe that the Postal Sentry, if used properly, provides the best
level of protection to State offices and their staff should they
receive mail containing a potentially harmful substance. The Senate
Postmaster has requested that all Senate State office staff utilize the
Postal Sentry mail processing system whenever mail is opened in their
offices. All newly elected Senators' State offices have been equipped
with the Postal Sentry and many other Senators have opted for the
device as well. Currently, 268 State offices have the Postal Sentry, an
increase of 30 units since 2010.
The Senate Post Office initiated a recycling program of the Tyvek
suits utilized by Post Office Mail Specialists when testing the mail.
To date more than 4,000 pounds of Tyvek suits have been successfully
recycled.
saa deg.CAPITOL FACILITIES
Capitol facilities serves the Senate community by providing a clean
and professional work environment through its Environmental Services
branch. This branch cleans Capitol spaces, moves Capitol furniture, and
provides special event setups in the Capitol--including 10 event spaces
in the CVC Senate expansion space among other service requests. To meet
cyclical customer demands during peak event setups and furniture moves,
Capitol facilities ensures labor cost efficiency by supplementing the
full-time workforce with contracted labor in place of additional FTEs.
This resulted in a third-year cost savings of $150,000.
During fiscal year 2011, Capitol facilities completed 3,532 special
event setups in the Capitol and CVC Senate expansion space. Service
requests from Capitol offices for moving furniture and supplies totaled
4,735, an increase of nearly 3 percent more than fiscal year 2010.
Staff also completed 520 service calls to Capitol offices for minor
repairs, furniture touch-ups, and lock changes by the Cabinet Shop, an
18-percent increase more than fiscal year 2010.
The Furnishings branch provides framing services to all Senators
and committees. Demand for framing services increased by nearly 14
percent more than fiscal year 2010 with a total of 4,031 orders
completed. The branch also provides custom cabinets and other high-
quality furniture, carpeting and draperies to Capitol offices. During
fiscal year 2011, the Cabinet Shop designed, built, and installed 165
pieces of furniture including cabinets and a work station in the highly
visible area outside the Senate Lobby near the Clay painting.
Capitol facilities, with the assistance of the Senate Curator,
Senate Historian and other individuals responsible for the appearance
of the Capitol public spaces, was able to produce a set of furnishing
standards to ensure a cohesive appearance of furniture built for
Capitol public spaces in the future. These standards have been approved
by the Committee on Rules and Administration and are being used for
other projects. To support SAA ``green'' initiatives, Capitol
facilities implemented a recycling program for sawdust generated by the
Cabinet Shop. Sawdust is now converted into compostable material for
the U.S. Botanic Garden.
saa deg.CAPITOL OPERATIONS
Senate Appointment Desks
Personnel staffing our five Senate Appointment Desks collectively
processed 194,776 visitors during 2011. The total number of guest
badges issued was the second highest in any year since the appointment
desks were created more than 26 years ago. Our appointment desk system
enables visitors to the Capitol to be processed in an efficient, safe
and customer-friendly manner.
Capitol Appointment Desk staff alone processed 40,094 guests
through the North Door in 2011, up more than 7 percent from the 37,577
guests in 2010. Another 57,499 visitors entered the Capitol through the
CVC with its state-of-the-art security features and accommodations.
Processing visitors through the CVC Appointment Desks has improved
safety, reduced wait time for official business visitors entering the
Capitol through the North Door, improved visitor flow, and reduced
congestion within the Capitol proper.
Assisting guests with getting to the Capitol and CVC from the
Senate office buildings is an important role of the Senate Appointment
Desks. In 2011, 88,053 guests entered the Capitol via the Russell
Appointment Desk, including 69,914 who were destined for the CVC. This
represented the most badges issued by personnel at the Russell
Appointment Desk in its history. Another 13,804 visitors entered
through the Hart Appointment Desk. Begun as a pilot project in May
2010, the Hart desk was made permanent in 2011. We have worked
collaboratively with the Senate Committee on Rules and Administration,
USCP, and the AOC to design a secure and welcoming process for staff
who escort Senate guests to the Capitol from the Hart building. This
desk is now contributing to the safe and efficient processing of
visitors from the Senate office buildings.
saa deg.DOORKEEPERS
Facilitating the Needs of the Senate
Our Doorkeepers play an important role in supporting the Senate.
Doorkeepers provide access to those with Senate floor privileges and
enforce the rules of the Senate while facilitating the needs of
Senators, Senate floor staff, and Pages. They also assist the tens of
thousands of people who visit the Senate Gallery each year. Demands on
our Doorkeepers, and expectations for excellence, have increased in
recent years. From 2007 through 2011, the Senate has been in session an
average of 178 days. This represents a 19-percent increase from the 150
average days the Senate was in session from 1996 through 2006.
Doorkeepers train and regularly exercise procedures for performing
their duties outside the Senate Chamber. As a result, when the Capitol
was evacuated due to an earthquake last summer, our team stood ready to
support the historic offsite pro forma session that took place that day
in the Postal Square building.
Doorkeepers provide exceptional support for a number of special
events attended by Senators, their families, and special guests. In
2011, these events included the swearing in of Senators elected for the
112th Congress, the reenactments that followed in the Old Senate
Chamber, and the movement and seating of Senators during the 2011 State
of the Union Address and three Joint Sessions of Congress conducted in
the House of Representatives. Congressional tributes and Congressional
Gold Medal ceremonies also require the services of Doorkeepers who
assisted with professionalism and poise at these historic events which
included the 50th Anniversary of the Inaugural Address of President
John F. Kennedy, the September 11th Congressional Remembrance Ceremony,
the Apollo 11/John Glenn Congressional Gold Medal Ceremony, and the
Japanese-American World War II Congressional Gold Medal ceremony.
Improving the Senate Gallery Visitor Experience
For many people who visit the Capitol, sitting in the Senate
Gallery is a highlight. Doorkeepers ensure their experiences are
memorable and safe. Last year, Doorkeepers assisted 211,004 visitors in
viewing the Senate Chamber both when the Senate was in session and when
it was in recess. Reopening the Gallery during scheduled recesses has
provided thousands of people with the opportunity to take in the beauty
of the Chamber and see where the ``world's greatest deliberative body''
conducts its business. The increased use of pro forma sessions in
recent years has also provided our Doorkeepers with the opportunity to
educate visitors about the practice and purpose of this procedure.
Doorkeepers routinely collaborate with USCP and CVC representatives
at working group meetings and information sharing sessions with Senate
office staff in an effort to provide the best possible experience to
our visitors. As part of that effort, Doorkeepers have become
increasingly skilled at welcoming visitors to the Capitol and educating
them on the history of the Senate Chamber. The visitors' experience has
improved over the past year as a result of continued training for the
Doorkeeper staff and the development of handout materials. The feedback
that we have received from Senate Gallery visitors has been
consistently positive. Senate Gallery visitors regularly comment on our
Doorkeepers' ability to process groups in an efficient, friendly, and
helpful manner.
saa deg.SENATE RECORDING STUDIO
Expanded Broadcast Capability
The Senate Recording Studio had another busy and productive year in
2011. Staff produced a total of 1,330 television shows for Senators, a
25-percent increase from the year before. Radio productions increased
as well, from 1,074 in 2010 to 1,108 in 2011. Additionally, last year,
we provided 1,102 hours of gavel-to-gavel coverage of Senate floor
proceedings and broadcast coverage of 845 Senate committee hearings.
Recording Studio staff successfully tested, installed, and commissioned
eight new high-definition cameras on the Senate floor which replaced
the first generation high-definition cameras that were installed more
than a decade ago. In an era of rapidly changing technology, the
Recording Studio strives to stay abreast of the latest solutions that
will allow the Senate to stay accessible to the public and enable
Senators to communicate with their constituents across the country.
Noteworthy Efforts and Groundbreaking Firsts
Support of major congressional events is another important role for
the Recording Studio. This past year, our Recording Studio provided
full coverage of the Apollo 11/John Glenn Congressional Gold Medal
ceremony and transmitted the coverage to the National Aeronautics and
Space Administration (NASA) to air on NASA TV. Similarly, coverage of
the Japanese-American WWII Veterans Gold Medal ceremony was shared with
the Department of Defense for airing on the Pentagon Channel, as well
as to the CVC overflow rooms (Congressional Auditorium, North and South
Orientation Theaters), allowing more than 1,000 guests to view the
ceremony. These collaborative efforts highlight the important work of
the Recording Studio beyond coverage of Senate floor business.
The Senate Recording Studio demonstrated its flexibility,
commitment, and expertise on the afternoon of August 23, 2011, when an
earthquake forced the evacuation of the Capitol complex just 30 minutes
before a scheduled pro forma session in the Chamber. Recording Studio
staff quickly assembled at the Postal Square building and were ready to
capture the extraordinary session when it was gaveled in a short time
later. Studio staff ensured the continuity of the public's access to
witness the Senate conduct its business, despite the unique and
challenging circumstances.
In 2011, the Recording Studio began providing support for the live
streaming of the Senate floor, on www.senate.gov. Studio staff played a
vital role in upfront planning, technical specifications, and
installing, testing, and maintaining equipment in the Recording Studio.
They worked closely with the SAA CIO, Senate Committee on Rules and
Administration, and the contractor to make sure this innovative service
went online smoothly and on time. Now, anyone with access to a computer
can witness the Senate at work with the click of a mouse.
Reducing Costs by Leveraging Technology
The Committee Hearing Room Upgrade Project, which began in 2003,
continued through 2011. This project provides the Senate community with
greater flexibility and audio/visual capability for committee hearings.
State-of-the-art technology being installed includes digital signal
processing audio systems and broadcast-quality robotic camera systems,
improved speech intelligibility, and software-based systems that are
configured based on individual committee needs. This project is
scheduled for completion in June of this year.
In conjunction with the Committee Hearing Room Upgrade Project, the
Recording Studio installed technologies to enhance our ability to
provide broadcast coverage of more hearings simultaneously without
having to add staff. As a result of these efficiencies, staff has been
cross-trained in several areas of the Recording Studio's operation in
an effort to maximize the talents of each individual and do more
without adding staff.
saa deg.MEDIA GALLERIES
The Senate Media Galleries comprise the Senate Daily Press Gallery,
the Senate Periodical Press Gallery, the Press Photographers' Gallery,
and the Senate Radio and Television Gallery. The unique structure of
the four Media Galleries requires them to work closely with their
respective Standing and Executive Correspondents' Committees, SAA,
USCP, and the Senate Committee on Rules and Administration in order to
facilitate media arrangements and credentials for the more than 7,000
members of the media who cover Senators, Senate committees, and related
media events on Capitol Hill.
The growth of 24-hour news outlets and Web sites, and the explosion
of social media, has made the demand for news constant. As a result,
the Congress is being covered more vigorously and in greater depth than
ever before. Given this new dynamic, the staff of the Media Galleries
has worked hard to accommodate the ever-changing technology environment
that shapes how the news media do their job and how Americans get their
news. For example, the four Media Galleries worked with the office of
the SAA CIO to upgrade the technical infrastructure, including
incorporating Wi-Fi in all four galleries and across the Senate campus.
This wireless system is secure, and can be accessed only through a log-
in script. Committee press secretaries, in particular, appreciate that
the wireless system aids in the press coverage of their hearings. In
addition, the credentialing process has been enhanced, taking into
account recent technological advances in the media industry and the
security needs of the Capitol.
Senate Daily Press Gallery
Our Daily Press Gallery staff provides the growing ranks of
reporters with background information on legislation on a daily basis.
Chief among their responsibilities is assisting Senators and staff in
making information available to the public and generally assisting the
press dedicated to covering the Congress. Our Daily Press Gallery staff
monitors Senate floor activities and schedule changes, prepares for big
events and ceremonies, and researches and assesses the flood of new
credential applicants in conjunction with the Standing Committee of
Correspondents. Any given day, the Daily Gallery staff will monitor and
assist with access on the Capitol's second floor and other locations
where news is breaking, facilitate coverage of major hearings, and
answer numerous press inquiries on legislation, floor action, and
parliamentary procedure from media and Senate staff.
Reaccreditation of Gallery members occurs every year, and in 2011
approximately 1,800 reporters were credentialed for the Daily Press
Gallery alone. As we head into a Presidential election year, the
Gallery is gearing up to credential reporters for the Democratic and
Republican national conventions. This past year, staff conducted site
visits to each city where the respective conventions will be held.
Gallery staff must have intimate knowledge of the locale and the
positions their members will have to cover the events. Planning for the
2013 Inaugural ceremonies, which draws more interest and requests for
credentials than in a non-Presidential election year, has also begun.
Senate Periodical Press Gallery
The Senate Periodical Press staff focuses much of its work on
supporting media arrangements and logistics for Senate committee
hearings. In 2011, Gallery staff worked with new committee and
Senators' press secretaries to familiarize them with the Gallery's
functions at committee hearings. Regular collaboration allows various
Senate committees to set up media arrangements for a number of widely-
viewed hearings, including confirmation hearings for all Presidential
nominations, Senate budget consideration, and Senate Committee on
Appropriations events. In addition to hearings, Senate Periodical Press
Gallery staff also works to monitor press conferences, stakeouts,
Rotunda events and various other media events in the Capitol and Senate
office buildings throughout the year.
The Periodical Press Gallery staff maintains a daily Senate floor
log on its Web site, which has become a valuable resource to both
Gallery members and Senate staff. The log tracks legislative activity,
votes, and schedule updates in order to assist reporters covering the
Senate and staff monitoring floor activity. In the past 2 years, the
Gallery's Web site has attracted nearly 140,000 page views from more
than 53,000 unique visitors. Traffic to the Web site continues to grow,
with an all-time high of 16,000 page views in January 2012.
The Senate Periodical Press Gallery handles press accreditation for
the National Presidential Nominating Conventions. This is a year-long
process that involves logistical planning and coordination with the
Executive Committee of Periodical Correspondents and the Democratic and
Republican Convention Committees. Immediately following the
conventions, the Senate Periodical Press Gallery manages press
accreditation for the Presidential Inaugural Ceremonies.
Coordination between the Executive Committee of Periodical
Correspondents, Gallery staff, Senate Committee on Rules and
Administration staff, and Senate Sergeant at Arms staff has already
begun.
Press Photographers Gallery
The primary role of the Press Photographers Gallery is to
credential photographers and to assist at news events at the Senate.
Gallery staff also has the unique responsibility of assisting at large
news events and hearings in the House of Representatives. The demand
for news images has increased dramatically in recent years, as Web-
based publications have expanded and social media has gained in
popularity. Today, deadlines for images are immediate, as organizations
and publications strive to have the latest pictures available for
online publications. These radical changes in how events are captured
have increased the number of photographers covering Capitol Hill on a
daily basis. Ten years ago, a ``big'' event might attract 10 to 12
photographers. Today, it is standard to have 10 photographers at a
routine event while a popular hearing will draw between 20 and 30
photographers, and a large event, such as the State of the Union
Address, can attract more than 50 photographers.
The Press Photographers Gallery was involved with a number of
events in 2011 including the State of the Union Address; a portrait
unveiling ceremony for Senator Frist in the Old Senate Chamber; three
Joint Sessions of the Congress with Australian Prime Minister Julia
Gillard, Israeli Prime Minister Benjamin Netanyahu, and the President
of the Republic of Korea, Lee Myung-bak; debt ceiling meetings
involving Vice President Biden, as well as numerous hearings in both
the House and Senate on the subject; and two Congressional Gold Medal
Ceremonies in Emancipation Hall.
Senate Radio and Television Gallery
The staff of the Radio and Television Gallery works closely with
Senate staff and more than 3,600 credentialed members of the electronic
media to facilitate coverage of Senate news and events in and around
the Capitol. Senate staff relies on Radio and Television Gallery
personnel for information on legislative business and press conference
details in the Gallery's state-of-the-art studio.
In an effort to address new requirements for electronic media
coverage of Senate events, improvements were made in the technical
infrastructure of Senate committee hearing rooms and other news event
locations throughout the Senate campus. For example, in a collaborative
effort with the Senate Committee on Rules and Administration, Gallery
staff oversaw the installation of fiber optic cable in 18 Senate
committee rooms. Several meeting rooms in the Capitol and the Senate
wing of the CVC were also outfitted with fiber optic cable. This
project allows reporters and Senate staff ease and flexibility with
transmitting information during meetings, hearings, and media events.
In 2011, Gallery staff, along with the staff of the Senate
Committee on Rules and Administration, AOC, and media representatives,
finalized installation of fiber connectivity in the Russell Rotunda
media area. The scope of the project not only encompassed the
installation of new fiber optic cable but also the upgrading of the
rotunda's electrical infrastructure. The Russell Rotunda media area is
used daily by Senators for conducting interviews and has become a
favored interview location for Senators following the State of the
Union Address and other major events.
The Radio and Television Gallery was given an opportunity to
demonstrate its technical prowess and organizational acumen in 2011,
when on July 27, Brian Williams and several NBC News camera crews were
granted unprecedented access to the Capitol to produce a special report
entitled, ``Taking the Hill: Inside Congress''. Working with the
Committee on Rules and Administration, Radio and TV Gallery staff
organized the placement of cameras throughout the Senate campus and
provided the necessary oversight with respect to broadcast coverage
rules. Along with interviewing Members, NBC's crews chronicled a ``day-
in-the-life'' of Senate staff while they performed their essential
services in supporting Capitol operations.
saa deg.SENATE OFFICE OF EDUCATION AND TRAINING
The Senate Office of Education and Training provides training and
development opportunities for Senate staff in Washington, DC and the
States. There are two branches within the office:
--the Education and Training branch; and
--the Health Promotion branch.
The Education and Training branch provides training opportunities
for all Senate staff in areas such as management and leadership
development; human resources management; legislative and staff
information; new staff and intern orientation; and training support for
approved software and equipment used in Washington, DC, and State
offices. This branch also coordinates and provides major training
events for State and DC staff.
Training and education are provided through instructor-led classes;
one-on-one coaching sessions; specialized vendor-provided training;
Internet and computer-based training; webinars; video teleconferencing;
informal training and support services; documentation, job aides; and
quickcards.
The Health Promotion branch provides seminars, classes and
screenings on health and wellness issues. This branch also coordinates
an annual Health Fair for all Senate employees and plans blood drives
throughout the year.
Capitol Hill Training
The Office of Education and Training offered 1,058 classes and
events in 2011, drawing more than 12,000 participants. This office's
registration desk handled more than 25,000 email and phone requests for
training and documentation.
The above total includes 160 customized training sessions for 2,667
staff members. These sessions ranged from in-depth training of Senate
office system administrators to conflict resolution and organizational
development. We provided individual consultation on Web site
development and office systems training. We provided specialized
training for many of the newly elected Senators' offices.
The Senate's Intern Program is also a focus of the office. We
provide training for intern coordinators as well as ten orientation and
training sessions for approximately 1,225 interns.
Annually, we provide a Senate Services Expo for Senate office
staff. This year we had 36 presenters from our office as well as the
offices of the Secretary of the Senate, AOC, USCP, and LOC providing an
overview of their services to 260 staff. This is part of the
orientation for new staff and the aides to the Senators-elect. During
the first quarter of this year, we held eight orientation sessions for
chiefs of staff and administrative directors with a total attendance of
105.
State Office Training
The Office of Education and Training provided 94 learning
opportunities to State offices for which 2,625 State staff registered.
Our office continues to offer the State Training Fair Program and video
teleconferencing and webinars as a means to train State staff. In 2011,
a session of a State Training Fair was attended by 40 State staff. We
also conducted the State Directors Forum, which was attended by 42
State administrative managers and directors, and a Constituent Services
Forum attended by 57 State staff. We introduced a conference for
outreach staff that was attended by 41 staff. We also provided advanced
all-staff meeting facilitation to more than 30 offices; more than 500
staff members attended. Additionally, the office offered 20 video
teleconferencing classes, for which 718 State staff registered, and
offered 22 webinars that were attended by more than 200.
We provide sources of Internet-based training covering technical,
professional, and language skills and an online research library of
30,000. This allows staff in both DC and the States to take training at
their convenience. To date, 826 DC and State office staff have
registered and accessed 1,780 different lessons and publications using
this training option. Education and Training also provides 64 Senate-
specific self-paced lessons that have been accessed more than 4,800
times.
Health Promotion
In the Health Promotion area, 2,000 staff participated in 64 health
promotion activities throughout the year. These activities included
lung function and kidney screenings, eight blood drives, the Health and
Fitness Day, seminars on health-related topics, and the Annual Senate
Health Fair. We also coordinate Weight Watchers, yoga, and Pilates
sessions using the revolving fund for health promotion.
We continue to develop job-specific training and resources for
Senate staff. Currently we are developing training for Legislative
Directors, Legislative Correspondents, Schedulers, and Chief Clerks. We
are also developing training specifically for those who regularly
interact with Senate floor staff.
We will be working with the SAA technical staff to develop and
build a new Learning Management System. This will provide Senate staff
with a user-friendly method for finding and registering for training.
It will become a part of our Education and Training portal which will
provide a variety of means for staff to obtain the training they need.
We will expand online training options for Hill and State staff. We
are planning for additional training for security and mental well-being
in the State offices, job-specific training and, as the need arises,
training on floor policy and procedures.
Cost-Saving Impacts
The Office of Education and Training reduced each of our DC-based
State training sessions by one-half day to reduce per diem costs to the
offices without sacrificing quality. We have added self-paced training
modules to our catalog to allow State and Hill staff to learn at their
own time and place. Video-conferencing and webinar training offerings
have also been expanded.
saa deg.EMPLOYEE ASSISTANCE PROGRAM
Our Employee Assistance Program (EAP) offered a variety of services
to pages, interns, staff, and their family members. In 2011, nearly 1
in 20 Senate employees utilized the services of an EAP counselor; 170
employees took a mental health on-line screening; 3,489 employees
attended an EAP training activity; and 1,489 employees accessed
resources for personalized information and referrals addressing
childcare, parenting, adult care, aging, education, legal concerns, or
financial issues.
Early problem recognition and referral is a critical component of
the EAP. To that end, EAP counselors work closely with Senate managers
and supervisors. Through presentations, handouts, and individual
consultations, the EAP supports managers and supervisors who are
addressing challenging employee or staff issues. In 2011, EAP consulted
with more than 175 managers or supervisors.
An invaluable characteristic and goal of EAP services is to utilize
outreach to effectively reach our client base. Working toward this goal
in 2011, EAP renovated our Web site, providing a more interactive and
user-friendly resource. These changes included confidential mental
health screenings, an increased number of self-paced training modules,
and greater access to mental health, management, and trauma response
resources. In addition to refining our Web site, EAP continued to
update materials on a wide array of mental health topics while offering
a variety of time-sensitive and community-focused training programs,
including video teleconferencing programs for State offices. Last year
EAP also continued to hone, expand, and utilize the skills of the 32-
member Senate Peer Support Team through a series of presentations,
trainings, and informational lectures.
With regard to specific incidents in 2011, EAP responded to a
multitude of events, including the emotional needs and concerns that
arose from the shooting of Representative Giffords; the 10th
anniversary of 9/11; the offices impacted by the May tornadoes; the
offices impacted by the June floods; the deaths of employees and the
family members of employees; and employees who requested support after
other critical incidents.
saa deg.appendix a--financial plan for fiscal year 2013
OFFICE OF THE SERGEANT AT ARMS--UNITED STATES SENATE--EXECUTIVE SUMMARY
[Dollars in thousands]
----------------------------------------------------------------------------------------------------------------
Fiscal year 2013 vs. fiscal
year 2012
Fiscal year Fiscal year -------------------------------
2012 budget 2013 request Increase/
Amount decrease
(percentage)
----------------------------------------------------------------------------------------------------------------
General operations and maintenance:
Salaries.................................... $73,000 $75,274 $2,274 3.1
Expenses.................................... 79,874 79,567 (307) -0.4
---------------------------------------------------------------
Total, general operations and maintenance. 152,874 154,841 1,967 1.3
Mandated allowances and allotments.............. 44,786 44,414 (372) -0.8
Capital investment.............................. .............. .............. .............. ..............
Nondiscretionary items.......................... 6,062 6,192 130 2.1
---------------------------------------------------------------
Total..................................... 203,722 205,447 1,725 0.8
===============================================================
Staffing........................................ 959 957 (2) -0.2
----------------------------------------------------------------------------------------------------------------
To ensure that we provide the highest levels and quality of
security, support services, and equipment, we submit a fiscal year 2013
budget request of $205,447,000, an increase of $1,725,000 or 0.8
percent compared to fiscal year 2012. The salary budget request is
$75,274,000, an increase of $2,274,000 or 3.1 percent, and the expense
budget request is $130,173,000, a decrease of $549,000 or 0.4 percent.
The staffing request is 957.
We present our budget in four categories:
--General operations and maintenance (salaries and expenses);
--Mandated allowances and allotments;
--Capital investment; and
--Nondiscretionary items.
The general operations and maintenance salaries budget request is
$75,274,000, an increase of $2,274,000 or 3.1 percent compared to
fiscal year 2012. The salary budget increase is due to a cost-of-living
adjustment, merit funding, and other adjustments.
The general operations and maintenance expenses budget request for
existing and new services is $79,567,000, a decrease of $307,000 or 0.4
percent compared to fiscal year 2012.
The mandated allowances and allotments budget request is
$44,414,000, a decrease of $372,000 or 0.8 percent compared to fiscal
year 2012. This budget supports State office rents, $18,022,000;
purchase of computer and office equipment, $11,504,000; voice and data
communications for Washington, DC and State offices, $7,035,000;
procurement and maintenance of Member office constituent services
systems, $4,115,000; State office security enhancements, $2,147,000;
and wireless services and equipment, $1,351,000.
No capital investments are requested in fiscal year 2013.
The nondiscretionary items budget request is $6,192,000, an
increase of $130,000 or 2.1 percent compared to fiscal year 2012. The
request funds projects that support the Secretary of the Senate:
--contract maintenance for the Financial Management Information
System, $3,283,000;
--support for the payroll system, $2,299,000; and
--maintenance and necessary enhancements to the Legislative
Information System, $610,000.
UNITED STATES CAPITOL POLICE
STATEMENT OF PHILLIP D. MORSE, SR., CHIEF
Senator Nelson. Chief Morse.
Chief Morse. Chairman Nelson, Ranking Member Hoeven, I am
honored to be here today, and I appreciate the opportunity to
present the United States Capitol Police (USCP) budget request
for fiscal year 2013. I also ask that my written testimony be
entered into the record.
Senator Nelson. It will be.
Chief Morse. First, I would like to thank the subcommittee
for its sustained and unwavering support for the men and women
of the USCP. You and your staffs have continued to generously
support both our mission as well as our personnel.
Due in large part to your support and the support of the
Capitol Police Board, the department continues to successfully
execute our mission with a strong operational presence and
under established business practices, controls, and
efficiencies.
Our fiscal year 2013 budget request provides for those
critical mission and mission support requirements necessary for
the department to address the security of the Congress, so that
it may conduct its constitutional responsibilities in an open
and safe manner without disruption from crime or terrorism.
Our mission-focused request is grounded in USCP strategic
goals that describe our mission and help us frame our budget
planning: assessing the threat to the Capitol community; taking
proactive measures to mitigate the threat so as to prevent
disruption to the legislative process, responding in the event
of a disruption so the Congress can continue to operate; and
supporting USCP missions through constructive internal business
processes and controls that foster effective and efficient
mission delivery.
This budget is strong in support of those goals with modest
increases in initiatives to address identified risks and
threats. Yet it is flexible enough to achieve and maintain
solid mission-critical results with efficient use of the
resources provided to the department.
In addition, it contains requests for a few new initiatives
that provide additional security for the Capitol. Finally,
there is an emphasis in this request to ensure the necessary
level of training for the department staff in 2013, which has
been deferred in previous fiscal years.
The department's fiscal year 2013 request totals $374
million and represents an overall increase of 10 percent, or
$34 million more than the fiscal year 2012 enacted funding
level of $340 million.
This request includes salary funding to support 1,775 sworn
and 370 civilian employees, as well as overtime funding to
support mission requirements that exceed the utility provided
by our funded personnel to include the 2013 Presidential
Inauguration.
The second area of detail that I wish to provide today is
an overall net increase in our requested general expense
budget. It includes hiring, outfitting, and training new sworn
personnel; supplies and equipment; life-cycle replacement for
critical systems and assets; and, management systems.
While we are requesting an overall increase more than the
fiscal year 2012 funding levels, a portion of this general
expense funding increase is related to new initiatives totaling
$4.9 million.
Additionally, we are requesting $800,000 in general expense
funding to support security and law enforcement activities
associated with the 2013 Presidential Inauguration.
The department continues to use management and budget
planning methodology, which we call force development process.
It provides for a transparent decisionmaking process, including
reviews and approvals by an investment review board made up of
key agency management, and provides a structure that is
results-driven and based on meeting operational needs.
In addition, in order to ensure the accuracy of our budget
request, the fiscal year 2013 budget went through multiple
layers of review and validation, and is traceable to supporting
documentation for each budget element.
I'm pleased to report that we recently received an
unqualified or clean opinion on our fiscal year 2011 financial
statements.
In addition, my staff and I have worked with the Office of
Inspector General over the past 5 years to close audit
recommendations to improve our programs and operations. We had
189 recommendations. We have 38 remaining, and we closed 27
just in the past 6 months.
Finally, operationally for this fiscal year, the department
has screened nearly 3 million visitors to the Capitol complex.
It has effected more than 300 arrests, conducted more than
54,000 K-9 sweeps, and screened more than 13,000 vehicles. In
fiscal year 2011, the department screened more than 10 million
visitors, effected 900 arrests, and conducted more than 160,000
K-9 sweeps.
These are just a few examples of the many operational
elements that are conducted daily to ensure the success of the
department's core mission. I want to thank all the men and
women of the USCP for their dedicated service.
We are well aware and we understand the economic climate
that affect our country, the legislative branch, and the entire
Federal Government. I want to assure you that the USCP will
successfully adapt our resources and continue to safeguard the
congressional community with the resources available.
PREPARED STATEMENT
Again, I want to express my appreciation for allowing me to
appear today, and I will be glad to answer any questions that
you have at this time.
[The statement follows:]
Prepared Statement of Phillip D. Morse, Sr.
Chairman Nelson, Ranking Member Hoeven, and members of the
subcommittee, I am honored to be here today, and I appreciate the
opportunity to present the United States Capitol Police (USCP) budget
request for fiscal year 2013. I am joined here today by Assistant Chief
Thomas Reynolds, who was recently promoted to lead our operational
elements of the USCP, and Mr. Richard Braddock, our Chief
Administrative Officer, as well as some of the members of my executive
management team.
First, I would like to thank the subcommittee for its sustained and
unwavering support for the men and women of the USCP. You and your
staffs have continued to generously support both our mission as well as
our personnel--not just in a monetary way, but also in private and
public recognition of our role and responsibilities. The security and
protection of this great institution is not only our job, but we
consider it a sacred duty and privilege to serve you, the congressional
staff, and the millions of visitors from every corner of the world who
come to the U.S. Capitol complex every year. Due in large part to your
support and that of the Capitol Police Board, the USCP continues to
successfully execute our mission with a strong operational presence and
under established business practices, controls and efficiencies.
Specifically, I would like to express our appreciation to the
subcommittee and the Congress for providing the necessary salaries and
general expenses funding for fiscal year 2012 to support our personnel
and operations, while absorbing several activities within our base
funding, such as the conventions and pre-Presidential Inauguration
planning.
As I begin my testimony, I would like to emphasize that my
management team and I are keenly aware of the economic situation our
Nation continues to face. I understand the responsibility I have to
submit a budget request that is not only accurate, but that is
reasonable, based on only critical requirements necessary to mitigate
and address threats and risks. Our fiscal year 2013 budget request
provides for those critical mission and mission-support requirements
necessary for USCP to address the security of the Congress, so that it
may conduct its constitutional responsibilities in an open and safe
manner without disruption from crime or terrorism.
To do so, USCP utilized our Force Development Business Process,
which develops our budget based on analysis of threats and risks, while
involving multiple levels of the organization in the process, to
include coordination and vetting of our budget with the Capitol Police
Board.
Our mission-focused request is grounded in the USCP strategic goals
that describe our mission and frame our budget planning:
--assessing the threat to the Capitol community;
--taking proactive measures to mitigate the threat so as to prevent
disruption to the legislative process;
--responding in the event of a disruption so that the Congress can
continue to operate; and
--supporting the USCP's mission through constructive internal
business processes and controls that foster effective and
efficient mission delivery.
This budget is strong in support of those goals--with modest
increases and initiatives to address identified risks and threats--yet
it is flexible enough to achieve and maintain solid mission-critical
results with efficient use of the resources provided to USCP.
The proposed fiscal year 2013 budget contains a base budget that
will address and mitigate identified security challenges that may
potentially affect the safety of the Capitol complex and our ability to
keep up with the changing security environment and threat level. In
addition, it contains requests for a few new initiatives that provide
additional security for the Capitol. Finally, there is an emphasis in
this request to ensure the necessary level of training for USCP's staff
in fiscal year 2013.
Over previous fiscal years, USCP has greatly reduced its training
activities in order to meet other mission requirements within available
funding. Training has been limited to only those areas that are
critical and mandatory as required by law, rule, or regulation; or
necessary to meet core mission activities. This budget includes the
overtime funding that specifically relates to the training needs of
sworn staff to give them the time needed to be offline and receive
training in a number of key areas. In addition, training costs are
being requested for what USCP has deemed as mandatory or mission-
essential training. This includes resources to develop a qualified pool
of eligible succession sworn and civilian candidates. With this
emphasis, USCP will ensure that the workforce is prepared to address
our mission using current and emerging methods, as well as be well
suited to address leadership needs into the future.
We realize that USCP's funding levels have grown in recent years,
as opposed to other legislative branch entities, due to requirements
set forth to support an expanding mission load, such as the merger with
the Library of Congress (LOC) police to include absorbing the
jurisdiction over LOC buildings and grounds, and the opening of the
Capitol Visitor Center. Both of these activities resulted in additional
protection responsibilities for the security operations of this
critical addition to the Capitol. In the upcoming year, we will also be
gaining an additional protective responsibility with the opening of the
Federal Office Building 8 (FOB8) scheduled to reopen in fiscal year
2013. An additional fiscal dynamic we are managing is our
implementation of a complex Radio Modernization Project. Further, USCP
is managing the need to implement critical life-cycle replacement for
key security and technical systems within limited available funding. We
realize that the subcommittee has limited resources with which to
support all legislative branch entities and will continue to prudently
request and execute the resources needed to meet this challenge.
At this time, I would like to offer the subcommittee an overarching
summary of our fiscal year 2013 request. I will follow this summary
with a discussion of specific budget items of particular significance
to you and USCP.
USCP's fiscal year 2013 request totals $374 million and represents
an overall increase of 10 percent, or $34 million more than the fiscal
year 2012 enacted funding level of $340 million.
The first subject area for which I would like to provide more
detail is in the area of personnel salaries and overtime.
USCP's fiscal year 2013 personnel request reflects our continuous
efforts at all levels of management to effectively manage our existing
resources to achieve the best possible balance of staff-to-mission
requirements. We are constantly analyzing our workforce to align job
functions, assignments, workload, risk management, and organizational
readiness along with the ever-changing threat assessments and mandatory
mission requirements of a dynamic congressional community.
To operate within our current budget, we are currently carrying out
our mission requirements with 1,775 of our 1,800 sworn positions and
370 of our authorized 443 civilian positions, and with only limited
training. Much of our overall increase allows the USCP to operate at
our current staffing levels.
With regard to our funding request related to personnel, we are
requesting an overall increase of 9 percent more than the fiscal year
2012 enacted funding levels, which include funding for two new civilian
positions for the Office of Inspector General, as well as new sworn
positions to address operational requirements.
USCP's current sworn strength does not entirely provide the
necessary resources to meet all our mission requirements within the
number of work-hours in a year that each officer is available to
perform work. This ``utility'' number is used to determine overall
staffing requirements, and balances the utility of available staff with
annual salary and overtime funding along with known mission
requirements such as postcoverage, projected unscheduled events such as
demonstrations, late sessions, holiday concerts, et cetera, and
unfunded requirements that occur after the budget is enacted, such as
unforeseen critical emergency situations.
Thus, mission requirements in excess of available personnel must be
addressed through the use of overtime, identification of efficiencies
such as postrealignment and/or reductions, technology, and cutbacks
within the utility, such as reductions in the number of hours provided
for training. To address some of these mission drivers, we continue to
work closely with the Capitol Police Board and our oversight committees
to review such options to offset mission requirements where possible,
such as closing lower-priority doors, which will reduce the total hours
at posts and overtime costs needed to perform those activities.
Over the last 2 years, we have also been very strategic in the
hiring of civilian positions to best align our resources to our needs.
In particular, vacancies in the civilian ranks are reviewed biweekly to
prioritize requirements for backfilling operational and mission-support
vacancies. Through this process, USCP continually monitors and
justifies the needs of every civilian position as it becomes available.
With this comes increased responsibility of onboard staff and a greater
need to invest in training to gain and maintain skills needed to
perform these duties.
With that in mind, our requested fiscal year 2013 personnel costs
support the current funded staffing levels of 2,145 positions, as well
as a request for 19 sworn and civilian positions previously mentioned.
This will result in an increase from 2,145 to 2,164, which is still
less than our authorized levels.
At current staffing levels, USCP's fiscal year 2013 basic and
Inauguration overtime projection of approximately $36.5 million
reflects an increase more than the $33.4 million that was provided for
basic and convention overtime in fiscal year 2012. This increase
primarily is a result of operating at fewer officers than our current
authorized strength.
Other requested increases to overtime include an additional $1.5
million in funding to take staff offline for additional training
requirements, and $400,000 for the overtime needed for the FOB8 initial
operations until new officers are trained and deployed. These items
bring the total fiscal year 2013 overtime request to $38.4 million
which is an increase of $3.3 million more than the total fiscal year
2012 overtime level of $35.1 million.
The second area of detail that I wish to provide today is an
overall net increase in our requested general expenses budget, which
includes hiring, outfitting, and training of new sworn personnel;
supplies and equipment; life-cycle replacement for critical systems and
assets; and management systems; et cetera. While we are requesting an
overall increase more than the fiscal year 2012 funding levels, much of
the increase request is for new initiatives to address identified
threats and risks, and for support of the 2013 Presidential
Inauguration.
A portion of this general expense funding increase is related to
new initiatives totaling $4.9 million. Additionally, we are requesting
$800,000 in general expense funding to support security and law
enforcement activities associated with the 2013 Presidential
Inauguration.
With your support, USCP continues to successfully perform our
operational mission and has achieved several key accomplishments over
the last year that have resulted in greater efficiencies for USCP,
which include addressing several administrative challenges and
improving corresponding business practices.
Operationally, so far this fiscal year, USCP has screened more than
3 million visitors to the Capitol complex; affected more than 300
arrests; conducted more than 54,000 K-9 sweeps; and screened more than
13,000 vehicles. In fiscal year 2011, USCP screened more than 10
million visitors, affected more than 900 arrests; and conducted more
than 160,000 K-9 sweeps. These are just a few examples of the many
operational elements that are conducted daily to ensure the success of
USCP's core mission.
As I mentioned briefly, USCP continues to use a management and
budget planning methodology which we call the ``Force Development
Process''. It provides for a transparent decisionmaking process,
including reviews and approvals by an Investment Review Board made up
of key agency management, and provides a structure that is results-
driven and based on meeting operational needs. We also expanded the
process for program evaluations for selected existing programs. For the
process that led to the fiscal year 2013 budget request, the Investment
Review Board reviewed an additional 20 of USCP's existing programs than
were selected in the previous fiscal year. In addition, in order to
ensure the accuracy of our budget request, the fiscal year 2013 budget
went through multiple layers of review and validation, and is traceable
to supporting documentation for each budget element.
Further, we continue our work to close audit recommendations and to
address our material weaknesses from prior audits by working closely
with our Inspector General to address issues which have arisen and by
providing the evidence necessary to close findings. In particular, I am
pleased to report that we recently received an unqualified or ``clean''
opinion on our fiscal year 2011 financial statements. Further, we are
working on the resolution of a number of recommendations in order to
achieve efficiency and effectiveness of our administrative programs
through long-term resolution of areas of concern. The long-term
resolution of the remaining recommendations related to internal
controls, business processes, and material weaknesses remain of the
highest importance to our management team.
As I mentioned in the beginning of my testimony, we are well aware
of and understand the economic climate that affects our country, the
legislative branch and the entire Federal Government, and I want to
assure you that USCP will successfully adapt our resources and continue
to safeguard the congressional community within the resources
available.
I appreciate the opportunity to appear before you today and would
be glad to answer any questions you may have at this time.
Senator Nelson. Thank you very much, Chief Morse.
Why don't we do 5-minute questions, if that is okay,
Senator Hoeven?
Senator Hoeven. Sure.
Senator Nelson. Ms. Erickson, first of all, again, I want
to commend you for taking extraordinary steps to control costs
and submitting such a lean budget.
You took on the SIS Program in fiscal year 2011 at a
funding level of $4.2 million, and you have been able to hold
that funding to the same level in fiscal year 2012.
Can you give us some ideas of what the impact, positive or
negative, of holding to such a no-growth level has had on the
implementation of the program?
Ms. Erickson. Sure. Well, the historic cost for this
program has been an average of 3- to 5-percent increase every
year.
And I just want to say, I am extremely proud of our Senate
library staff as well as Terry's procurement staff, who have
been tough negotiators with these online vendors that provide
our services to the Senate.
And the contracts that we negotiate are on a calendar year
basis, not on a fiscal year basis, so for example, we were
negotiating a 5-year contract with these vendors during fiscal
year 2011 when we were in a continuing resolution, so as a
result, the SIS program was subject to the 5-percent cuts. We
were working with less money, and as a result, we had to cut
two information services from the program, limiting business
and economic resources for Senate staff.
I think it's fair to say that we are providing core
services right now, and I think the Senate is getting a very
good deal.
To give you an example, one of the services that we cut was
charging the Senate $25 per user. The industry rate is $12,000
per user. If your office manager now wants to purchase this
information service for their Senate office, they will be
charged $900 per user. So you can see that the enterprise model
produces a good deal for the Senate.
We expect a $27,000 shortfall in fiscal year 2013. We
anticipate that since our funding is multiyear, the cost
savings we achieved in the past 2 years will be able to make up
that difference.
But I have to say, going forward in fiscal year 2014, we
welcome sitting down with your subcommittee, as well as the
Rules Committee, to have a discussion about the long-term
future of this program.
Senator Nelson. Well, I would agree that you can make some
adjustments to get to where you are, but going forward, it is
going to require some discussion back as to what the real
demands and needs are, so I appreciate that.
On the payroll replacement project, first, you and Terry
may want to respond. The disbursing office and the SAA
technical support division have been implementing a new payroll
project. How is this working? Is it working very well?
First, Nancy.
Ms. Erickson. Sure. Well, as you know, we're replacing a
system that uses mainframe technology. And I was reminded
recently by one of Terry's staff, who told me that nowadays
when they hire people in their technology departments, they
can't find people anymore who have training and experience in
mainframe technology.
It is very complex project that we are working on together,
jointly. I believe we have gone about it in a very methodical
manner.
In 2008, we worked with the Sergeant at Arms office and
Booz Allen Hamilton in identifying more than 1,000 requirements
for our payroll system. In 2009, through a competitive bid
process, we selected the PeopleSoft software for the system.
And in 2010, we selected an integrator, which is basically the
implementer who is working with us on the project.
We've set an aggressive 18- to 24-month schedule for
launching the new payroll system. We've said all along that
before we can launch, the following milestones must be
achieved. The pension piece, which is probably the most
problematic right now, is the ability for the Disbursing Office
to calculate individual retirement records. We have to have the
budgeting piece in place, which allows the Disbursing Office to
provide payroll projections to Senate offices. We need the
successful conversion of employee work history records;
training of Disbursing Office staff, not just the payroll
staff, but the front office staff and the benefits staff; and
then successful parallel testing with the current system.
We should have a better idea of our launch schedule after
the May user acceptance testing by the Disbursing Office staff.
I think the project will probably end up costing the SAA,
and Terry can speak to this, probably a little bit more money
than they had originally anticipated.
The vendor has indicated they need more time to work on the
pension piece of the project. And I understand that the SAA is
also factoring in extra contract support after we launch,
because of the fact that they have limited staff to work on
this.
When we started the project, we met with our colleagues on
the House side, who had also launched a payroll system, to get
their lessons learned. And one of the things they told us is do
it right, don't set premature deadlines. And I think it's fair
to say that we all understand the high stakes with this project
and the need to watch costs. But I also think it's important
that we make good decisions now that won't cost us more money
down the road.
Mr. Gainer. Mr. Chairman, I would strongly agree with
Nancy's remarks.
It is a very complicated system, and our best estimate is
that it is going to require additional funding. We are working
with your staff and Ranking Member Hoeven's staff, to identify
some of those funds. It will likely come from our prior year
unobligated balances.
Nancy hit the nail right on the head, being slow and
methodical and getting this right will pay long dividends for
the Senate for many years.
Senator Nelson. Those are my questions.
Senator Hoeven.
Senator Hoeven. Thank you, Mr. Chairman.
I would start with Ms. Erickson, and also commend you for
the good work you've done on the budget. Clearly, you've worked
hard to submit a good budget, a thoughtful budget, which is not
an easy thing to do, but you've already done a great job.
Essentially, my questions are going to be, if we have to
find further savings, describe how you would go about doing
that.
Then also the second question that I have, which kind of
follows on, is: Are you getting any pushback now in terms of
services, having Members say to you, we miss this service or
miss that service, or why am I not getting it? Where are you
getting push back?
If we do have to find some further savings, what do you
anticipate in terms of impacts?
Ms. Erickson. Well, I just want to say as a South Dakotan,
I think South Dakotans from my State, like North Dakotans and
Nebraskans, would approve of the fact that they have been good
stewards of our limited resources.
And we have made tough decisions. And I want to single out
the fact that beginning in 2010, we suspended our merit bonus
program. So for the past 2 years, going on 3 years now, our
staff have not received any bonuses for outstanding merit
performance. And I have to say that has been one of the
toughest decisions that I have had to make as an administrator,
that coupled with the----
Senator Hoeven. May I ask, how did that bonus system work,
formerly?
Ms. Erickson. Well, we have a formal evaluation process
annually for our employees. And depending on the rating that an
employee received, they would get--and I want to say, these
were small bonuses, ranging anywhere from 1 to 3 percent. I
think the highest an individual would get was 5 percent. So it
was a very small program.
But it was an important way to recognize people who work
extremely hard. And like I said, that coupled with the fact
they haven't had a cost of living adjustment (COLA) for 2
years, I admire the fact that their positive attitudes and
their work ethic and commitment to this institution haven't
wavered.
We are a small operation. We, between fiscal year 2008 and
2011, had a $2 million operating budget that hadn't increased.
We're down to small potatoes in the bigger scheme of
things, but cutting newspaper subscriptions for legislative
staff and our executive office achieved roughly $5,500 in
savings.
Our Office of Public Records moved a post office box from
Alexandria to Union Station--that is where we receive our
certificates of election and our campaign committee reports
from candidates--saving $200.
Our curators canceled $1,000 in magazine subscriptions.
They trained their staff in repairing the gilded mirrors in the
Capitol, so we wouldn't have to bring a conservator onsite to
do those repairs.
And in fact, the Curator's Office recently reused another
office's discarded furniture, saving the SAA between $30,000
and $45,000 in new furniture.
And with respect to the SIS program, again, our staff was
able to cut program costs the last 2 years by 1.5 percent,
which had never happened before in the history of this program.
I do have some concerns, like Terry, in terms of our
ability to continue to serve the Senate. We also have
responsibilities under the STOCK Act in putting the STOCK Act
transactions on the Internet within 90 days and implementing
the e-filing of financial disclosures.
The Congressional Budget Office has estimated that those
responsibilities will cost our office $424,000.
Other priorities that I will likely have to postpone is a
precedents database for our Parliamentarian's Office, which
would be utilized by Senate staff, captioning software for
continuity purposes, supplies for Conservation and Preservation
Office.
I am also concerned that this will be the first year that
we are unable to set aside money for repairs to our historic
furnishings and artwork in the Capitol.
Senator Hoeven. Thank you.
Really, that's the only question I have. I do recognize
that you are doing a very good job within your budget, and I
appreciate it.
Senator Nelson. Thank you. What you have identified are the
steps that have to be taken in order to do the work. The
discussion on the floor of the Senate, the discussion outside
the Beltway, is always about cutting. But the details are where
things really begin to happen.
It is not easy. It is hard work, and it is hard all the
time to do it. We commend you for your efforts in that regard.
It's easy to say, you'll find additional ways to cut, and
perhaps so. But they will never be easy decisions to make.
With the new STOCK Act, on the floor of the Senate, the
discussion is never about what does it cost for all these
additional reports. It is just assumes that somewhere, once
they are filed, they will end up somewhere and somebody will do
something with them and they will be available, and nobody will
spend the time to identify in advance what the costs are for
that.
So it is more than an inconvenience to elected officials.
It is a cost to the taxpayer to have this additional
information.
We have a couple questions.
Terry, you requested, for salaries, it's about $2.3 million
more than fiscal year 2012, which is a 3.1-percent increase, I
understand about one-half of that request increase is for the
COLA and merit funding. Could you tell us what the other $1.1
million increase in funding for salaries would consist of?
Mr. Gainer. Yes, Mr. Chairman. Approximately one-half of
that increased funding will pay for additional political
appointments or patronage positions. Last year, we budgeted
less funding for that purpose in the hopes that we could
convince those in charge of those positions to reduce the
number of them. That was not very successful.
With the workload and commitments that were made, the
patronage positions were completely filled, and this is really
to make up for the cost of all those.
Senator Nelson. Excuse me, could you give me an example or
two of what that might consist of, these positions?
Mr. Gainer. They range from elevator operators, to some
Post Office positions, to the largest group, the doorkeepers.
They are all vital to our mission, even if the word
``patronage'' sometimes takes on a negative connotation.
We looked at whether the elevator operator system ought to
be eliminated, and everybody could work the elevators by
themselves like they do in so many places. But there's also a
problem and a consequence to that, with the speed with which
votes come up and the Members have to move. It is easy to say
that it looks like low-hanging fruit, but it makes working
around here more difficult when you witness the number of
visitors we have.
The other portion of that salary increase $540,000, is for
increased overtime in connection with the Inauguration. We,
like the Rules Committee and others, the police department, are
already deep in the midst of preparing for that. So we are
anticipating those costs.
Senator Nelson. Another area in your relatively flat budget
that has grown a little bit in the last couple years is the
intelligence and protective services account. You are asking
for a $2.6 million increase, which is about a 62-percent
increase more than the current year. Under that account, your
proposed funding level for State office security enhancements
would increase by 125 percent from $950,000 to $2.1 million.
Maybe you can help us understand more about that and why we
would need to expect that kind of increase.
Mr. Gainer. Yes, Mr. Chairman.
Over the years, the usage of the funds by the offices for
those security measures continued to drop. After the shooting
of Congresswoman Giffords, there was a lot more attention on
the 454 State offices. We helped force that attention by
working with the police department, the USCP, the local police,
the FBI, and others to review what was going on in those
offices. More of the offices that are taking advantage of our
security surveys and recommendations of the different tools
that they can utilize to make their office safer. That is a
large part of it.
Senator Nelson. That's understandable. I think having
accessed help in one of our offices in Nebraska, I appreciated
it. So I understand the additional need for that.
I have already, and I know my colleague and all of our
colleagues agree about the very professional way in which you
responded to the powder mail issue. Without revealing
information that would probably be better discussed behind
closed doors, can you give us some idea of what kind of
increase, let's say an operation tempo increase that you may
have internally within the office in dealing with threats to
the Members and to the staff and to the offices?
Mr. Gainer. Yes, Senator.
There has been an increase. It has not been dramatic. Last
year, at the same time we were doing the healthcare debates, we
saw some tremendous spikes that affected what we and USCP were
doing.
The offices are much more sensitive now at our direction
and urging, to be mindful of threatening calls, threatening
emails, and threatening letters. That has increased the
workload a bit. As I mentioned in our testimony, the amount of
mail we are receiving in our Washington office is substantially
higher.
In the local offices, we had developed the Postal Sentry
program with the approval of the Rules Committee and working
with many of you and your staff. Initially, it was not very
well received, and there were some complaints about it, mainly
that it was too big, too noisy, and took up too much space. it
might have been too noisy
Again, after some of these recent postal scares, the
requests for the Postal Sentry program--those have gone up--and
we have deployed the program to all of the offices. Many of us
visit those offices. I do not think they are all in use, and we
are in the midst of developing a newer, smaller model that we
hope will make the offices a bit safer.
Senator Nelson. Thank you very much.
Senator Hoeven.
Senator Hoeven. Thank you, Mr. Chairman.
Mr. Gainer, again, I also want to commend you on the work
you've done on your budget. But the same question, if we have
to find some more savings, how would you go about doing that?
Would you look to staff, your IT systems, your data processing,
or even your security initiatives? What would be affected? How
would you go about looking for more savings if required to do
so?
Mr. Gainer. Senator, I do not believe it will be prudent to
scale back the security measures. That is a primary
responsibility, and we would have to turn to other initiatives.
Like Nancy and her staff, we have not had a cost-of-living
increase. We factor that in as well as some merit pay or bonus-
type opportunities. Clearly, we would have to look at that and
try to somehow balance the effect that has on the morale of the
staff. That is the quick, easy, low-hanging fruit.
I think we would try to help change the expectation of the
Members and their staffs about our responsiveness with the
services we provide. Clearly, the largest portion of our budget
is in the IT area, and we have standards for which we respond
to problems. Some of those responses are as quick as 60 minutes
or 2 hours when a problem comes up on IT, and by scaling back
those types of responses, you can save money. But that requires
Members and staff to be a bit more patient with us.
We can continue to defer the purchase of the equipment and
the replacement of equipment, and we can probably get away with
that for another year or so. By not keeping up with this
technology, there will be negative impacts.
I am reminded, and I think both of you having been
Governors will respect this, of having run a State police
agency for Governor Edgar in Illinois for some 8 years. The way
we always seemed to save money was by not purchasing or
replacing cars, and we drove their mileage up. Well, in the
midst of my tenure, we suddenly had a large fleet that we could
not drive.
While it seems to be so sensible today, it is going to
impact someone tomorrow. So we would work closely with you and
your staffs to figure out where we are, but I really do think
we are at that point now that if we fail to invest in our
infrastructure, then we are going to be in the very position
that Nancy was referring to before when we have mainframes and
no one around who knows how to use them.
Senator Hoeven. What is your feeling about the overall
security situation today in terms of your system, both in terms
of people, but also as far as your data-processing integrity
and all those kinds of things in general, your sense of the
security?
Mr. Gainer. I think they do a great job, and Kim Winn, who
runs that end of the operation, is involved with about 31 other
Federal agencies in sharing information and sharing ideas. We
feel we are very much on top of what is going on.
I would like to put in context the type of battle we are
fighting and the success we have. Our information security
staff responded to an average of 33 confirmed security
incidents each month, and we successfully resolved those. Our
firewalls have rejected 10 million connection requests each
month. Our anti-virus controls detected and countered nearly
90,000 virus-related events. Our client computer-based
firewalls detected some 23,000 exploited events. We experienced
some 202 spear phishing attacks on our computers. We fought and
defeated those, and referred some to the proper authorities to
investigate.
I think we are a model agency because over the years you
have allowed us to invest in the technology and hire the right
people to accomplish the mission.
Senator Hoeven. Are there any things that you feel you
particularly need in that area, in either cybersecurity or
people-related security that are big expense items that you are
looking at?
Mr. Gainer. No, Kim Winn, our CIO, has crafted a good long-
term plan. I think we are where we want to be. There are some
things we did not ask for in this budget. Deferring purchases
is another interesting way that we have saved. I would have to
collaborate more with my technologists to evaluate the
downstream impact of deferring purchases.
I think we are in a good position as we work with other
Federal agencies nationwide in the prevention area.
Senator Hoeven. All right. Thank you.
Senator Nelson. Thank you.
I understand that you have been working on an initiative
for some time to issue smart ID cards. Maybe you can give us
some idea of what the benefit of the program would be and how
we could use it, let's say back in the State offices as well.
Mr. Gainer. The State offices will be one of the primary
beneficiaries, because around 200 of our 454 State offices, are
in Federal buildings. As the Federal Government goes to a
secure ID process, it has been getting more difficult in those
various Federal buildings to get your State employees in and
out.
So I think they will be the ones who will see the benefit
of that soon.
Eventually with these new smart ID cards will be
incorporated into new systems or processes, including payroll
electronic signatures on vouchers, and electronic ordering via
the catalogs, making them more secure. Another important
benefit for the Members and their staff, is the ability to
encrypt casework messages that are developed for your
constituents in your various offices and to feed those into the
executive branch.
It is a cutting-edge system, that I admit we seem to have
struggled with over the years. But our ID card processing
department, operations under Bret Swanson, and the CIO
organization under Kim Winn, have pledged to me that we are
very close. By the fall, it will be in full swing in the State
offices.
USCP deg.UNITED STATES CAPITOL POLICE PRIORITIES UNDER A
FUNDING FREEZE
Senator Nelson. Chief Morse, you are requesting a 9-percent
increase in funding for salaries and a 12-percent increase in
funding for general expenses for fiscal year 2013. Obviously,
we are talking about watching the growth in funding, but if you
had to sustain a freeze as opposed to these increases, what
would be your priorities for fiscal year 2013?
Chief Morse. Well, I think that first I should say that we
strive to have as lean a budget as we possibly can. And in my
opening statement, I remarked about how we do our budgets. It
really starts there with zero-based budgeting, a force
development process, where we're looking at environmental
assessment. We are building our budget around detecting,
deterring, responding, and mitigating threats. And I think that
having a lean budget specific to our mission starts right
there.
Some of the things that we have been doing with the
resources that you have provided, we constantly are scrubbing
programs. We have testified in previous hearings of savings
that have come from that. We are currently working on a project
where technology will reduce overtime. It will reduce the
number of vehicles that we use with our truck interdiction and
monitoring programs.
So we continue to scrub our programs and find savings.
The other thing that we have been doing is working with our
partners. We work at the direction of the Capitol Police Board,
and their assistance and support in committees of jurisdiction,
to look at hourly changes, door closures, and things of that
nature, to make savings where we don't disrupt the flow of
business, but we also at the same time have some level of
savings.
We have also deferred, and Mr. Gainer spoke about deferring
life-cycle replacement and things of that nature, life-cycle
replacement. We have deferred training for our police officers.
And although, again, we could, in fact, perhaps limp our way
through 1 more year. If we were to do that, it's really at a
critical time where life-cycle replacement is something we can
no longer defer.
And the training of our officers, we can't defer any
longer. The degradation of their proficiencies may impact
critical response to defending this campus. So we can continue
to make the tough decisions. But many of the decisions we're
making now do impact security. And that is one thing that we
pledge that we won't do if we don't have to. And certainly, we
can prioritize the risks. We can prioritize the necessity of
the programs that provide a level of security. But I think that
we have to be just cautious that we don't want to defer those
much longer than we already have in order to stay abreast of
the current and emerging threats that we face.
Senator Nelson. If you're going to close any of the
entrances, Senator Hoeven hopes you won't do it in Russell
Senate Office Building and I don't want it done over in Hart
Senate Office Building.
Mr. Gainer. That leaves 98 other Senators in trouble.
USCP deg.NEW INITIATIVES
Senator Nelson. You have got four new initiatives that you
are talking about. Could you help us a little bit more with
those four initiatives, and tell us how any kind of a reduction
in the request or a freeze would affect those initiatives?
Obviously, it would impact, but maybe you could tell us
about the initiatives and give us some idea of what impact it
would have.
Chief Morse. Once again, the initiatives are derived from
an environmental assessment or threat assessment or emerging
threats. They're also derived from how we might better mitigate
any the threats that may be out there that we don't see.
Much like physical security, we want to detect the threat
before it gets here, and so that is what a lot of our physical
security is all about, before the threat gets to the campus and
before it gets to the building.
One of our threat initiatives is the threat assessment.
This enables us to have another tool to detect threats against
Members of Congress, Members of the United States Senate,
before any actionable violence takes place.
The threat assessment initiative is one that also we're
requesting additional personnel to support, but my partners,
the Capitol Police Board, we are looking at other options as
well, because we have Federal partners who do the same type of
work. So we are working with our Federal partners assisting us
with maybe existing infrastructure and sort of economizing how
we go about finding the threat to our Members and to our
Government officials and to our community.
So we are very mindful that increases are there and a part
of these initiatives, but we are also, on the other hand,
looking for ways to make them the most efficient using some of
our partners.
And let me just say, the increase of personnel related to
the threat assessment initiative is not a growing of the police
department but simply asking for more funding within our
current authorized strength of 1,800, because we are working at
1,775, currently, which is 25 personnel less than that level.
Another initiative is related to the opening of a Federal
Office Building 8 (FOB8) in the southwest area of the campus.
And the security model is one that we follow throughout the
campus. And obviously, it would follow there.
But again, we're working with the Capitol Police Board to
minimize the number of personnel or assets and resources that
we need to make security happen there.
Garage security is a campus-wide issue. It enables us to
stop any sort of incursion very quickly through our garages. We
have, obviously, the ability to detect that now and mitigate
it, but this enhances that ability. And I think it's something
that is very, very important to the security of our facilities.
And then we have an Alternate Computer Facility, which
houses assets and resources for our police department, our new
radio modernization project. It supports the House and the
Senate. Therefore, we have to ensure that the security there is
robust and defends the facility and the assets and resources
that we have provided there.
In addition to that, one of the reasons that we have had to
increase some of the security there through our assessment is
because some of our neighbors who were leasing there have
departed and now the building is more vulnerable to access than
it has been in the past.
So those are the four initiatives related to safety and
security.
And then some of our increases related to overtime that I
would consider a new initiative is related to our training. And
we have about 24,000 hours of training in what we call
mandatory and priority training, which are liabilities, risks,
and certifications.
And we have absorbed that 24,000 hours, but the increase
that we're asking for is related to the practical exercise, the
proficiency of our officers, getting them in actual situations
that they would see here daily, keeping them up-to-date on the
security screening equipment that we have, the emerging threats
that we're seeing that are being detected across the country
that we are sharing with our partners. All this is necessary
for our officers to stay the best in this country to defend
this place.
And so we're asking for funding to go beyond where we have
been and what we have deferred. And we can't absorb the costs
of that any further because of the increase in salaries.
So that is where we are right now. And we will continue to
work with your subcommittee and your staff and the Capitol
Police Board to make this as lean as possible without any
degradation of training for our police officers or security of
the campus.
Senator Nelson. Thank you, Chief. I will come back to the
overtime in my next round.
Senator Hoeven.
Senator Hoeven. Unless you would like to now.
Senator Nelson. No, go ahead.
USCP deg.INAUGURATION PREPARATION
Senator Hoeven. Chief, I appreciate very much the work that
you do and recognize the challenges that go with it.
As far as preparing for the Inauguration, is most of the
cost in this fiscal year budget, 2013? Pretty much all of the
costs are included in this budget cycle?
Chief Morse. Yes. We have, I believe it is about $1.6
million in overtime for moving toward the Inauguration and the
Inauguration itself. And then there is an $800,000 cost
associated with security equipment, screening equipment, and
things that we can't take off-line for the Inauguration.
But I wanted to add that, once that is purchased, the plan
obviously is to integrate that into our life-cycle replacement.
So that only happens every 4 years, but that is in fact what we
do with the equipment that we purchase for the Inauguration
itself.
USCP deg.IMPACT OF A FLAT BUDGET
Senator Hoeven. If you had to get back to essentially a
hold-even budget with the exception of perhaps some of the
expenses that are associated with the Inauguration and so
forth, how would you go about doing that? What would be the
impacts? And how would the Members see that in terms of
services and so forth?
Chief Morse. Well, if we were to freeze, what we would do
is back to deferring life-cycle replacement, deferring
training, some of the things that we could probably stand to
do, but not recommend to do for another year.
We would continue to scrub our budget or our programs and
operations. We would continue to look for efficiencies with
respect to the operation of the campus.
But at this time, anything that we do is going to degrade
or impact security or the operations of the Congress, because
we would have to pick between security and operations. And so
we would be first reducing our force, which we have already
done through attrition, being about 100 personnel under our
authorized strength--25 for sworn and around 73 or 74 for
civilian.
And I would just note that, even today, my staff in my
office, I reorganized my own office and my staff. Some of my
staff is moving today, moving out, because we have
consolidated. We have been able to take some of their expertise
and put them in other areas of the police department to save
contracting money, to make my office smaller and to sort of be
efficient as we possibly can, even in my office.
So that is how far down into the weeds that we are getting
to make sure that we save money, and we are operating as
efficiently and effectively as I can.
So when I left my office, there were people who have been
with me for 5 years. And when I go back after this hearing,
they will be in other places in the police department.
Let me just say, they went very proudly, and they're
willing to make those sacrifices. So that's really where we are
with making sure that we do the right thing with the taxpayers'
money.
If we went below just a flat budget, we would be looking at
further personnel cuts, or we would be looking at further
security program cuts, or we would be looking at further
operational cuts, or a combination of all three.
So we're at bare-bones at this time, and I think we have
done a good job of getting us there. But any further cuts
definitely will impact those things that I mentioned.
USCP deg.NEW POSITIONS
Senator Hoeven. Now go through what the roles are of the 17
new sworn and two civilians and where they are stationed and so
forth.
Chief Morse. The two civilians are requests for the Office
of Inspector General. And the threat initiative is for eight
sworn positions, and that is based on a work analysis that was
done during the testing period of the threat assessment
initiative. And then the remaining number would be for active
police patrol and response at the new FOB8.
Senator Hoeven. Which is what?
Chief Morse. It is a new building, supporting the Congress
that is next to the Ford House Office Building down on Second
Street, Second and D Street, Southwest. And it is going to be
federally protected by FPS. There are a number of floors in
that building that will house congressional staff in the
community.
Senator Hoeven. That new facility comes online when? This
year? In the next fiscal year?
Chief Morse. In fiscal year 2013.
Senator Hoeven. So about one-half of them pertain to that
new facility and the other one-half pertain to the threat
initiative?
Chief Morse. Yes, Sir.
USCP deg.THREAT ASSESSMENT
Senator Hoeven. How is the threat initiative going? I mean,
do you feel like it is working well and making a difference?
Chief Morse. Well, yes. The threat initiative or
assessment----
Senator Hoeven. Threat assessment, I'm sorry.
Chief Morse. Yes, it is something that is really in an
evaluation stage. It is something that we have been working
very hard to make sure that it's very specific to our needs,
that it meets the Department of Justice (DOJ) criteria for a
threat, and that we can get it to where it is most beneficial
to detecting a threat before it gets here to the campus, so
that we can go out and interdict, interview, and investigate
any criminal statements that are made in the public domain.
Therefore, we could potentially stop an attack against this
campus and/or Members, staff, or the community.
So I think it is a worthwhile initiative for the types of
threats that we face, the type of individuals that commit these
types of crimes, and we simply are trying to be as imaginative
as we could. And, therefore, this initiative was born.
It is not something that is new in the law enforcement
community. Many of our Federal partners use this tool. And like
I said, we want to try to levy that as much as we can to be as
efficient as we can without duplication of effort.
Senator Hoeven. I do have one follow-up, but I could----
Senator Nelson. Go ahead.
Senator Hoeven. Okay, the final follow-up would be, so this
is being done on the five senior Members. Is it your
expectation or intention to extend it? If so, what is it going
to require in terms of resources, because you are fairly
people-intensive already when you're talking seven or eight
people?
Chief Morse. Well, first, we are evaluating it, and we
will, you know, have to tweak it as we go, to make sure it is
the most efficient and effective as we can get it.
But when it comes to people, because other agencies that we
interact with currently on threats against Members use this
type of investigative tool, we are looking at partnering with
them so that we don't duplicate effort or have to increase the
number of people that we have.
So it's something that we are currently discussing. And it
is not finalized yet, but I think that we have sort of a
strategic plan of making that happen. And perhaps this request
will be less than it is, and we will utilize the people within
the organization that we currently have by leveraging the other
assets and resources of our Federal partners.
It also benefits them, because we jointly work, as you see
with the Inauguration, we work at the events, all these events
throughout the country. We utilize each other's assets and
resources all the time, so this is really not something that is
out of line with what we currently do when we share in security
initiatives with other events or protection of our Members.
Senator Hoeven. Thank you, Chief.
Senator Nelson. Before we go into overtime, just for a
second, could you give us an example of what you would do for
this kind of threat assessment? What kind of threat would you
hear about or would come to somebody's attention then that is
brought to your attention?
Chief Morse. First, a threat against a Member is clearly
defined in statute. There are certain criteria, prosecutorial
criteria, that have to be met. We follow a DOJ standard. And
basically, that is what we look for. Someone has to actually
make that threat, meet that criteria, and show that there is a
potential for violence. And that is when we would investigate
that.
Senator Nelson. Would it be most likely reported to you by
someone else, because you're not going to be outside of this
area in communities to pick it up? How would it come to your
attention? In what way or ways would come to your attention?
Chief Morse. Well, there are companies that do this and
have the ability to do this on a very large scale, and that is
part of the request, as well as the people to actually perform
the analysis of that, to ensure that it meets the criteria of a
threat against a Member.
And then, in fact, we would investigate that threat against
a Member with our partner agency, the FBI.
Now many times, and currently, people who are here,
Members, staff, family, or community, will send us information
that is in the public domain, that is what they believe is
threatening or of interest or suspicion. And we do the same
thing. We would analyze that. We would determine whether or not
it was a threat, if there was any potential for violence, and
then we would act accordingly within the law.
The other thing that we have, and just I want to bring out
some of the other resources associated with this, is we have
embedded personnel, special agents who are within all of our
intelligence communities. But we also have an agent who is with
the behavioral science section with the FBI.
We also have a staff psychologist who performs a function
for us of reviewing direction of interest cases. Whether they
be in an email, whether they be on a voicemail, or in person,
they evaluate whether or not there is a potential for violence.
And that also gives us a direction.
So there are many things that we do to review this
material, analyze it. And when we believe that a crime is being
committed, or we believe that there is a potential for
violence, we quickly interdict, so that we can deter that from
happening.
Senator Nelson. Okay, thank you.
USCP deg.OVERTIME AND ARCHITECT OF THE CAPITOL PROJECTS
On overtime, during the conference last December, we agreed
with the House on a modified version of House language to
transfer overtime costs associated with AOC projects to the
AOC. And at that time, we had some concerns about the approach
being used to hide the true extent of what USCP overtime costs
were.
We conceded and went with the House's point about getting a
true accounting with a major construction project like the dome
rehabilitation project that we are looking at. So we
compromised.
I don't know how we can continue, because you're asking for
an increase of $3.2 million, or 9.3 percent in overtime. When
you add the estimated $1.8 million in USCP overtime that will
be paid for by the AOC, then the total increase in your
overtime budget is actually 14.6 percent.
How do we make that work? It looks to me like we've got two
trajectories going now. One with the AOC and one just with the
regular USCP, but you need to tie them together to get the true
costs.
Chief Morse. Well, first I want to say that our base
overtime--in other words, what USCP uses to do our mission each
day--if you look at the last three fiscal cycles, you will see
that has stabilized and that is something that has been managed
very closely by us. And at the request of the committees and
their concerns, we wanted to make sure that happened. And we
did.
In addition to the increases, once again we have the
training increase that we're asking for, because the number of
officers that we have, the utility that we have, does not meet
the mission, so there's a gap. And in that gap is an overtime
gap.
One of the things that is very similar to overtime related
to AOC projects is the Library of Congress reimbursable events.
So with the overtime related to AOC projects, I believe it
simply made it easier to reimburse versus perhaps overrun into
other fiscal years of the project delays and things of that
nature.
So what we have done is we have simply mirrored and are
mirroring our memorandum of understanding with the AOC, to
mirror that with the memorandum of understanding with the
Library of Congress so that the transfer of funds will happen
efficiently and, in fact, when the work is actually
accomplished.
But the other overtime is related to some of the other
initiatives and things that are beyond our control. For
instance, the $1.6 million associated with the Inauguration,
the money that is associated with backfill overtime until we
would be able to bring on 17 new personnel to fill the roles in
those two new initiatives that we briefed on.
So the overtime increases are not core or base, but they
are related to the Inauguration, some training initiatives that
we have deferred and believe that we can't defer any longer,
and they are related to the backfilling of personnel for those
two initiatives.
Senator Nelson. Well, in the case of the Architect and the
AOC projects, who has the final say in determining overtime
requests? Would it be you or the Architect? Or is it done
jointly or some other way?
Chief Morse. It depends on what the project is, and we
would assess the level of security that would need to be
provided. And certainly, that can be adjusted, so that gives us
a level of flexibility throughout the project to adjust that
level of security.
And you know, the planning of it and things of that nature
makes it more flexible. And I would say or hope to say that it
would help us manage that easier.
So we would give them an assessment of what it takes to
secure that facility and provide that, and then we would tell
them how much it costs. And through the process, we would be
reimbursed for that.
Senator Nelson. Okay.
Senator Hoeven.
Senator Hoeven. I have concluded my questions for the
Chief. Again, I want to thank not only the Chief but all three
of you for. We have more work to do here, but you have all done
good work.
Tell all your folks we really appreciate the job you do.
Thank you.
USCP deg.RADIO MODERNIZATION PROJECT
Senator Nelson. Let me add my appreciation as well, but I
have one more question, and that is about how are we doing on
the radio modernization project. Maybe just a quick update.
Chief Morse. Okay, I will be very quick, but I do have to
thank people, because our successes so far have been because of
our partnerships. I have to thank the Capitol Police Board for
their direction and support throughout this project; the
Architect of the Capitol, Stephen T. Ayers, who is here today
supporting me; the House Sergeant at Arms, Paul Irving, who is
also behind me, supporting me.
We recently went to NAVAIR and reaffirmed our partnership
and thanked them for their efforts. I just wanted to thank Rear
Admiral Randy Mahr, USN and Vice Admiral David Architzel, USN
for all the support in this project.
And also good friends at the Government Accountability
Office (GAO), Dr. Hai Tran has been incredibly supportive of us
throughout this process and has helped us in so many ways with
respect to the technical difficulties of a project of this
magnitude.
Currently, we finished our construction and build-out of
our primary and secondary mirror sites. There are a couple
punch-list items, that are left, but they are prepared to take
on the technology once that order is complete.
Outdoor infrastructure is at least 98-percent complete. Our
indoor infrastructure, depending on which area you are
referring to, could be anywhere between 54 and 65 percent
complete, and on target to be completed in time for receiving
the technology.
We have two final procurements. One we call the larger of
our procurement, which is the technology and the handhelds,
along with a smaller request for proposal that is out there.
But we want to thank the subcommittee for giving us the
flexibility to use the money, any savings that we derive from
the hard work of the people that I just thanked, for other
areas of the project.
And I feel like right now we are in a very good place with
this project, and I think that going live--and the definition
of going live is--testing is complete, it is turned on, the
officers are trained, our dispatchers are trained, and the
system is operational, will be in the spring or summer of 2013.
And we have done some great work here and great success.
And like I said, I feel like we're in a really good spot, and
it is because of all the hard work of those people that support
us, so I want to thank you for that.
Senator Nelson. Well, thank you for the update. With all
the people you had to thank, I think it was obviously a timely
question for me to ask.
I thank them as well. We understood the nature of this
project, multiyear, very expensive, but very necessary. So we
appreciate the progress that is being made.
Before we conclude, is there anything else that any of the
three of you might want to add to what we have asked or what we
didn't ask? Is there anything else?
Mr. Gainer. No.
Senator Nelson. Well, you have our best wishes and our
gratitude for what you have been able to do. And of course, we
wouldn't be doing our job if we didn't ask you to continue to
find these ways to work together and improve the quality of the
service at the same time watching the costs of delivering them.
CONCLUSION OF HEARINGS
Senator Nelson. So thank you so very, very much. I
appreciate it.
We're recessed.
[Whereupon, at 4:05 p.m., Thursday, March 22, the hearings
were concluded, and the subcommittee was recessed, to reconvene
subject to the call of the Chair.]