Page 81 - VYSNOVA PROGRAM MANAGEMENT GUIDE 20200625

ANNEX I: Field Office Administration

cases, Vysnova may work through a local subcontractor that can issue a debit or credit card to staff
and bill Vysnova. The Controller and Chief Financial Officer will provide authorization for this
procedure should it be required. With individual accounts, the same guidelines are followed. Copies
of all documents will be sent to the home office.

The PM must also consider whether a dollar account or a local currency account is more beneficial. If
it is decided to use a local currency account, it is preferable that the account accept the wire transfers
in dollars, both into and out of the account.

Field Office Security

Physical Security
Physical security provides for the safety and physical protection of Vysnova personnel, facilities, and
property. When project staff travels overseas, the PM or their designee will be required to inform the
US embassy in-country of travel plans to make the Embassy aware of US citizen presence in the
country.

If establishing an OCONUS office, within 1 week of contract award, the PM will request a security
briefing from the U.S. Embassy cleared through the appropriate Client office. In countries with a strong
United Nations (U.N.) presence (i.e., peacekeeping force), the PM will request a security briefing from
the appropriate U.N. official.

If a project requires a specific security plan, the PM will request guidance the Vysnova COO on
approved local security companies and collaborate with the local security company to develop a
tailored security plan that meets the contract requirements within 1 month of award, utilizing any
information gleaned from the Embassy and UN briefings. PMs may utilize the Vysnova Security Plan
Template located in Vysnova Standard PgM Docs > PgM Templates & Forms > Security.

The PM will also generate a list of medical services, ranging from doctors, dentists, ambulance services
and location and services provided at local hospitals. The U.S. Embassy and other international
organizations can give advice on the best medical facilities in the area.

OCONUS Emergency Planning/Continuity of Operations
Emergency planning enables Vysnova to continue its essential functions and fulfill its major
responsibilities during all types of domestic or foreign emergencies that may affect the availability of
Vysnova facilities, information resources, or personnel. The PM is responsible for developing an
Emergency Plan tailored to each project within 30 days of starting a project. This plan is a living
document and will be reviewed and updated on an as-needed basis but no less than once a year.

Some field offices may be in environments where an emergency evacuation plan is necessary. In these
cases, it is imperative that the plan be known and well-practiced prior to its need. In the case of USG-
funded projects, the PM will collaborate with the U.S. Embassy in the development of the evacuation
plan. In countries with a heavy U.N. presence, the PM will also take the U.N. security system into
account. The PM may use the Vysnova Evacuation Plan Template located in Vysnova Standard PgM
Docs > PgM Templates & Forms > Security.

Field Office Communications
A field office is required to maintain ledgers to record all incoming and outgoing mail as well as courier
packages. These ledgers serve as a reference tool in the event it becomes necessary to ascertain if a
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