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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