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Office of Governmentwide PolicyCenter for Policy Evaluation

January 9, 2008

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BECKY RHODESDeputy Associate Administrator

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Agenda

• Background• Purpose• Methodology• Website• Program Review Tool• Follow-up activities

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Background and Mission

• Outgrowth of OMB PART evaluation

• Facilitate government-wide reform:– Measuring and improving policy– Adopting best practices– Implementing innovative tools

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Federal Mail Executive Council

Interagency Committees/Councils

Interagency Committee for Aviation Policy

Property Management Executive Council

Executive Relocation Steering Committee

Executive Travel Steering Committee

Motor Vehicle Executive Council

Interagency Mail Policy Council

Interagency Council on Property Management

FedFleet Policy Council

Interagency Travel Management Committee

Transportation Management Policy Council

E-FAS Executive Steering Committee

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Policy Cycle

Role

Continuous Improvement

Discuss policies

w/Interagency Committees

and OMB

GSA establishes or changes

policy

APO/AOO implement

or supplement OGP policy

AOO writes SOPs

and internal guidance

APO verifies policy is followed

within Agency

APO reports to GSA

GSA Evaluates

GSA identifies SWOTs

GSA – Office of Governmentwide Policy APO - Agency Policy Office AOO - Agency Operations Office

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Linking: Policies, Goals and Measures

Mandates & Best Practices linked to:–Policy, guidance, industry best practices –Suggested performance measures–Strategic goals:

• Efficiency/Effectiveness• Accountability• Safety & Environment

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Link Example

Question Reference

Suggested Performance Measure Category

MANDATES      

Do you ensure that your agency-wide fleet acquisitions meet the fiscal year average fuel economy standards for passenger automobiles and light trucks?

41 CFR 102-34.30/55

Provide your agency's average mpg for new acquisitions in the most recent fiscal year.

Safety/Environment

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Our Approach

• Conduct annual agency evaluations via Internet • Evaluate data, provide initial on-line response • Provide agencies final written evaluation • Evaluate and post government-wide data

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Submission Roles & Responsibilities

AA

Agency Users (AU):•Complete data responses•Submit to Agency Approvers (AA)•Revise as needed & resubmit to AA

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Submission Roles & Responsibilities

AA

Agency Approvers (AA):•Review AU submissions•Approve or disapprove w/ comments•Submit to GSA

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Submission Roles & Responsibilities

AA

GSA: Evaluate responses, identify SWOTS, provide agency and government-wide evaluation.

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Performance Targets

• Establish baseline/SWOTS – 1st year• Produce annual government-wide report • Produce policy trend analysis – 3rd year

2008 Schedule

Action required from… Process description Dates

Customer Agency Complete interim assessment Jan 11-Feb 13

GSA Conduct evaluations & provide feedback Feb 14-Mar 13

Customer Agency Complete final assessment Mar 14-Mar 31

GSA Conduct final evaluations Apr 1-Apr 30

GSA & Customer Agencies Hold group & individual agency out-briefs May 1-May 31

GSA Produce agency reports Jun 1-Jul 31

GSA Produce annual report Dec 15

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Questions

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Agenda for Users & Approvers

• Website• Program Review Tool (PRT)• Next steps

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www.gsa.gov/cpe

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Components of PRT

4 Parts: Help, Forms, Reports, Tools • Help: Detailed instructions, FAQs• Data Collection Forms (DCF): Data input • Reports: Output• Tools: Define users & approvers

https://gsa.inl.gov/prt

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Data Collection Forms (DCFs)

• Mandates: – GSA policy, your agency, IG, OMB, GAO, PART

• Best Practices• GSA Feedback:

– Unscored questions on what works & needs improvement• Do GSA’s government-wide reports and agency

feedback provide your agency with useful information?

• Do you provide policy development input and is it considered?

• Does your agency have any best practices that you recommend for government-wide consideration?

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Mandate & Best Practice DCF Layout

Six sections:A. Question & whether you follow it (Yes/No)

B. Is adherence checked or addressed (Yes/No)

C. Provide supporting documentation & narrative;

if “No” to A/B, select reason for noncompliance

D. GSA interim response & assessment

E. Agency follow-up reply (if needed)

F. GSA final response

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7 Reasons for Non-Compliance

1.Other priorities precluded compliance

2. Lack of resources - funding

3. Lack of resources - personnel

4. Compliance planned for later date

5. Unaware of requirement

6. Received GSA waiver

7. Other

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Submission Process

1. AU completes three sections: – Mandates, Best Practices, GSA feedback

2. AA submits to GSA

3. GSA provides agency interim scores

4. Agency adds info and resubmits

5. GSA scores Mandates/Best Practices sections, and evaluates GSA Feedback

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Login to PRT

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Select “help” to get this screen

LoisMandell@gsa.gov 202.501.2824

System problems “Oops”

Other questions

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DCF Selection for Program Areas

2008

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Data Input

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Overall Progress: 13%3 of 23 Complete

Completion Status

• Completion status for policy by section (Mandates, Best Practices, GSA Feedback)

• Overall progress towards policy area completion

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Send for Agency Approval

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Agency Approver sees all policy areas they are responsible for approving.

Status for Agency Approver

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AA can’t change or comment on individual questions

Comments from Agency Approver

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Agency Approver Submits

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GSA Evaluates Responses

If GSA rates a response “Strong” no additional response is needed

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Emails from WebApps

Emails are sent when:• New users or passwords reset• DCF status changes:

– AU submits DCF for review– AA rejects or approves DCF– GSA completes initial/final agency scoring

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Reports and Analytical Tools

• Create or use saved queries• Quick Reports show performance by:

– Program Area & Strategic Goal – Comparison by Program Area & Strategic Goal– Across All Program Areas & Strategic Goals– Government-wide by Question

• Report Creator

Benchmark – Agency/Government-wide

Government-wide Summary-All Programs

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What Happens after Evaluation?

• Post evaluation survey for process improvement: – Accuracy of the evaluation– Quality of feedback received – Assess impact of evaluations– Professionalism of evaluators

• Evaluate agency and government-wide results• Share SWOT’s (Interagency Executive

Councils/Committees, focus groups)• Third Party survey

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Policy Cycle

Continuous Improvement

Discuss policies

w/Interagency Committees

and OMB

GSA establishes or changes

policy

APO/AOO implement

or supplement OGP policy

AOO writes SOPs

and internal guidance

APO verifies policy is followed

within Agency

APO reports to GSA

GSAEvaluates

GSA identifies SWOTs

GSA - Office of Governmentwide Policy APO - Agency Policy Office AOO - Agency Operations Office

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Additional Information

• Janet Dobbs, CPE Dir., Janet.Dobbs@gsa.gov 202.208.6601• Website: www.gsa.gov/cpe

Aircraft Jay Spurr 202.208.0519

Mail Management Stewart Randall  202.501.4469

Motor Vehicle Ed Lawler  202.501.3354

Personal Property Rick Bender  202.501.3448

Relocation Ed Davis 202.208.7638

Transportation Stewart Randall  202.501.4469

Travel Lois Mandell 202.501.2824

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Questions