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Commonwealth of Virginia2012 Strategic Planning Workshop

The Executive Progress Report and National Rankings

September 17 and 27, 2012

Office of the Secretary of FinanceDepartment of Planning and Budget

Opening Remarks

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Agenda

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Executive Progress Report (EPR) Overview

EPR Structure EPR Development Process National Rankings Performance Budgeting System

Modules for National Rankings and EPR Lessons Learned and Tips from the EPR

Pilot

Workbook – page 1

Learning Objectives

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At the end of today’s session, you should be able to:

Explain the purpose and value of the EPR

Define the audiences for your EPR Describe the structure of the EPR Explain the purpose of the National

Rankings section of the Strategic Plan

Workbook – page 1

EPR Purpose

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Provides a concise, strategic profile of a state agency that describes the agency’s responsibilities, challenges, performance highlights, and priorities

Designed to succinctly tell your agency’s story in a common form across Executive Branch Agencies

Workbook – page 2

EPR Audience

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General Assembly Members and Staff

Provides context for communications with the General Assembly

Governor and Secretary

Provides an overview of the agency, it’s accomplishments, challenges and opportunities.

Incoming Administrations

Provide a synopsis of each agency in a consistent format to help members of an incoming administration become acquainted with the agency

Citizens of the Commonwealth

Provides an avenue for state agencies to help citizens understand an agency’s functions and associated budget

Workbook – page 2

Evolution of the EPR

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PRIOR VERSION NEW VERSIONIn the agency’s strategic plan Standalone document

No limitations on length 4-5 pages maximum; character limitations

Current Service PerformanceProductivity

Major Initiatives & Related Progress

Virginia Ranking & TrendsCustomer Trends & CoverageFuture Direction, Expectations

& PrioritiesImpediments

At a GlanceBackground & History

Key Risk FactorsPerformance Highlights

Management Discussion & Analysis

Freeform narratives New, standardized formatUpdated at the discretion of

the agency within the normal planning cycle

Regularly scheduled updates plus on-going updates as needed to convey new or

critical informationStatic financial and staffing

dataLatest financial and staffing

data

Workbook – page 2

How it Fits in the Planning Process

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Workbook – page 3

SWOT Analysis

Strategic Plan

Service Area Plan

EXECUTIVE PROGRESS REPORT

Agency Base Budget and Decision Packages

Structure

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Five main sections2,000 character limit for all narrative

sections (including spaces) Caution: Do not hit “enter” at the end of a

narrative section. Use “tab” instead. Narrative sections will be populated with

information from your last strategic plan, but will be truncated at 1,500 characters.

Dropdown menus for several sections and tables

Some automatically-populated sections

Workbook – page 3

Executive Progress Report Example

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No Workbook Page

At-a-Glance Section

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PURPOSE - Provide a brief overview of the agency.

AUTOMATICALLY POPULATED SECTIONSSecretariatAgency NameAgency Head NameMissionStaffingFinancials

Workbook – page 4

At-a-Glance

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SECTIONS REQUIRING DATA ENTRY & DROPDOWN MENUSTrends

Increase Steady Decrease

Key Performance Areas (must have 3)Productivity (must have 1)Both areas are limited to 3.

Increase Steady Decrease

Workbook – pages 4-5

Background & History Section

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PURPOSE - Convey what the agency does, for whom, and at what cost.

SUBSECTIONSAgency Background StatementPrimary Products & ServicesCustomer Summary & Data TableStatistical Summary & Data TableFinancial Summary & Fund Sources TableRevenue Summary & Revenue Collection Table

Workbook – pages 6-8

Activity – Statistical TableWork with others near you.Identify potential statistics for the table.

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Workbook – page 7

Key Risk Factors Section

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PURPOSE: Provide information on three to five factors that will have the most significant impact on the agency over the next few years.Agency’s internal weaknesses and external

challenges (threats from your SWOT)May relate to trends and key performance areasSeparate title and paragraph for each factorNarrative - 2,000 character limit

Workbook – page 9

Performance Highlights Section

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PURPOSE: Show critical performance data over time, with explanations and trend information, as appropriate.

HIGHLIGHTS NARRATIVEDiscussion of significant performance results and metricsMajor changes in performanceAnticipated changes in performanceFactors contributing to the changes2,000 character limit

Workbook – page 10

Performance Highlights Section

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STATISTICS TABLELists results of agency’s operations

discussed in the narrativeCan select up to 8 key or other

performance measures from dropdown menu

Data and targets will be populated upon selection of the measure

Recommend selection and discussion of measures in the At-a-Glance section

Workbook – page 10

Management Discussion & Analysis

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PURPOSE: Explain the agency’s priorities and plans for maintaining or improving performance and addressing the key risk factors. What you are doing and what you plan to

do to produce desired resultsShould be based on funding level in the

current Appropriation Act5 subsections – 2,000 character limit each

Workbook – page 11

Management Discussion & Analysis

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SUBSECTIONS High-level information about strategically

important initiatives aimed at improving performance and addressing key risk factors and executive priorities

Information technology Workforce development issues and how

you plan to address them Physical plant issues and how you plan to

address them

Workbook – page 11

EPR Development

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Prepare a draft EPR.

Past plans and

SWOT

Agency results

Additional data,

studies, projects

Agency leaders’

perspectives

Get feedback. Enter data to performance budgeting system. Finalize and send to

DPB.

Workbook – page 12

EPR Development Tips

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Think of EPR as your agency’s story. What does the audience most need to

know? Provide information relevant for decision

processes. Keep it strategic. Focus attention on critical factors affecting

the agency's performance.  Present the agency's most important

strategic challenges and opportunities. Use the time horizon that is most

appropriate for your agency.

Workbook – page 13

National Rankings

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PURPOSE: Build your business case for initiatives that are vital to the achievement of your agency’s mission and goals. Demonstrate your agency’s accomplishments.

Use only for measures where comparable national data are readily available.

Must enter data for Virginia.

Workbook – page 14

Activity - National Rankings

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Work in groups.Identify measures where national rankings

are possible.

Workbook – page 14

Performance Budgeting Modules

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Workbook – pages 15-22

Q&A – Executive Progress Report

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Thank you pilot agencies!

Department of Criminal Justice Services

Department of Motor VehiclesDepartment of Social ServicesDepartment of Transportation

Workbook – page 23

Need Help?

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DPB for policy-related questions Help features built into the performance

budgeting system VITA’s Customer Care Center to open a

ticket for performance budgeting system problems

Workbook – page 24