Integrated Accountability System Embracing Opportunities and Building a New Tomorrow

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Integrated Accountability System Embracing
Opportunities and Building a New Tomorrow
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Basic Accountability Questions

• What needs to be done and where?
• How much time and dollars will it take?
• Do we have the necessary resources and are they
  in the right place and have the right skills?
• What is being done and how long did it take to
  do for how many dollars?
• What environmental benefits were achieved?

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IAS Vision

• Integrated accountability system
• Web-based, user-friendly
• Standard reports, available to public and
  employees
• Customized analyses for leadership
• Data warehouse with linked databases
• Access defined by position to ensure security
• Data entered only once
• Decision Support System Scenario building

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Steps to Elevating Accountability

• Fully involving Partnership in on-going
  development and enhancement of IAS
• Integrating Budgeting, Allocations, Strategic and
  Annual Planning, and Performance Measurement
• Providing training to agency and partnership in
  accountability system
• Use of Knowledge in Management Reviews and
  Oversight and Evaluation

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Integrated Accountability System
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Presidents Management Agenda

• In August the President launched a Management
  Reform Agenda targeted to "address the most
  apparent deficiencies where the opportunity to
  improve performance is the greatest." Working
  with the Presidents Management Council, the OMB
  developed standards for success in each of the
  five government-wide initiatives
• Strategic Management of Human Capital
• Expanded Electronic Government
• Competitive Sourcing
• Improved Financial Performance and
• Budget and Performance Integration.

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Presidents Management Agenda

• An Executive Branch Management Scorecard will be
  used to show
• How well a department or agency is executing the
  management initiatives, and
• Where it scores at a given point in time against
  the overall standards for success.
• This scorecard will be provided to the Department
  and the President on a regular basis.

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Presidents Management Agenda

• The progress side will track whether a
  departments work plan for the initiatives is
  being successfully executed according to
  established timetables.
• In the OMB pass back in November 2001, the
  Department received their scorecard for the five
  initiatives. The current status show a red
  status for all initiatives except E-Government
  which is yellow.

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Presidents Management Agenda

• In the Budget and Performance Integration
  Initiative
• OMB stated that the Department shall
• provide revised performance plans that
  integrate planning and budgetingand demonstrate
  progress in linking budget resources with program
  performance.

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Goals of the IAS

• A complete system with all data integrated
• Easy access web based user friendly
• Minimized field reporting and side records
• Maximized information usage
• Centralized data links
• Responsive to customers/conservation partners

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Full IAS Component Integration

• Development of WebFarm
• Common Data Dictionary
• Full Integration of Planning, Managing,
  Accounting, Reporting

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Improved Accountability Tools

• Performance and Results Measurement System
• Time and Cost Accounting (TCAS)
• Quarterly Goals
• Conservation Journal (future)
• Conservation Information System (CIS)

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• Create visibility for national goals at the
  local level
• Recognize that all national goals are implemented
  locally
• Build a system valued both by national and local
  users

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Strategic Planning
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Geographically-based Decision Support System

• Natural Resource and Socio-economic Needs
• Short- and Long-term Workload
• Current and Future Workforce and Skills
• Real-time Performance Reporting
• Integration of Needs and Performance
• Geographically-based Information

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NRCS Strategic Goals

• Enhance natural resource productivity to enable a
  strong agricultural and natural resource sector.
• Reduce unintended adverse effects of natural
  resource development and use to ensure a high
  quality environment
• Reduce risks from flooding and drought to protect
  public health and safety
• Deliver high quality services to the public to
  enable natural resource stewardship

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National Resources Inventory
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Resource Concerns - WLA2001
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Resource Concerns - WLA2001

• 7 major resource concerns

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National Census of Agriculture, 1997
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Conservation Programs
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Workload Analysis

• Describes the time required by discipline for
  what employees do at the field level as described
  in 28 Core Work Products.
• Captures the core field activities and the time
  to accomplish them for the NRCS field staff and
  our Conservation Partners field staff.
• Used to estimate the staff years required to
  complete fiscal year projected workload and total
  resource conservation needs.

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Workload Analysis by Partnership
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Skill Needs Assessment for Conservation
Planning Workload Analysis
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Workforce Management

• Field- and State Office-level Staff
• NRCS and Partnership
• Permanent vs. Temporary
• Filled vs. Vacant

Are staff sufficiently trained? Are staff in the
right place? Is there the correct mix of
skills? What skills do our partnerships bring?
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Workforce Planning

• Assist leadership in making staffing
  determinations that will result in securing the
  appropriate skills needed to meet the customers
  changing needs.
• Identifies skills needed
• and potential gaps
• Forecasts and projects
• Based on resource needs
• and locally led priorities
• Identifies strategies to bridge gaps

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Geospatial Coverages
Congressional Districts
Federal Lands
Soils
Major Land Resource Areas
Land Resource Regions
Soil Conservation Districts
2, 4, 6, and 8 digit Hydrologic Units
Counties
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FY2001 Performance by County
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FY2001 Performance by Congressional District
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Objective Maintain, restore, and enhance
cropland productivity
Measures Targets
Maintaining soil productivity depends on
controlling erosion and maintaining organic
content, tilth, soil fauna, and soil chemical
balance. These challenges vary in degree by state
and region across the Nation. While much progress
has been made in addressing conservation needs,
more remains to be done.
Strategies -

• Promote conservation planning and management that
  addresses multiple soil factors
• Focus efforts on the most serious erosion
  problems
• Promote crop residue management to increase soil
  organic matter and store carbon
• Strengthen assistance to help operators to remain
  in compliance with HEL provisions
• Assist operators to examine alternatives for
  cropland where existing systems are inadequate to
  protect the resource.

NRI
WLA
Baseline - In 1999, about 232 million cropland
acres (or 61 percent of total cropland) were
found to be in need of conservation treatment to
sustain productivity and quality.
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Objective Maintain, restore, and enhance
cropland productivity (continued)

• Recent Accomplishments -
• During Fiscal Year 2000
• 10,200,000 acres of Conservation Plans were
  applied on Cropland to the Resource Management
  System level.
• 4,100,000 acres of cropland that were eroding
  above two times the soils tolerable level are
  now protected against excessive erosion

Annual Performance Goals

• Performance Target -
• By 2005, 89 percent the annual conservation need
  will be met - 20 million acres will be treated
  each year.

Related Annual Performance Measures -
Conservation Systems Applied on Cropland to the
Resource Management System (Acres)

• Resource Management Systems Applied on Cropland
  (Acres)
• Excessive Erosion Controlled on Cropland (Acres)
• Conservation Tillage Applied on Cropland (Acres)

• FY 2001 Performance Goals -
• 11 million cropland acres with conservation
  systems applied
• 4 million cropland acres protected against
  excessive erosion

Source NRCS, Performance and Results Measurement
System data, 2001
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Business Planning

• Completed at the National, Regional, State
  levels.
• Roadmap to successful completion of goals.
• Contains real, concrete, tangible actions with
  specific completion dates, and responsible
  individuals.
• Updated at least quarterly.

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PRMS Simplified Data Entry (SDE)
Current PRMS
Simplified Data Entry PRMS
Customer Assisted
Conservation Systems
Erosion Control
Conservation Tillage Applied
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Map-based Data Entry Simplified System
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Simplified Input Reporting

• Map-based data entry

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Resource Need vs. Performance
Resource Need
Performance
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State and Local Options
State and Local Programs
State and Local Measures
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State and Local Options - Meets Accountability
Data Needs at the State Level

• Voluntary
• Consistent with National PRMS guidelines
• Does not duplicate national measures
• Includes Partners in data needs decisions
• Customizable by the user to specific counties

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State and Local Options Data
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Time and Cost Accounting

• Salaries and Benefits of Employees by Activity
  and Program

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SLState and Local Programs

• This code is available to states for capturing
  time associated with assistance to State or local
  programs.
• Monitored programs will be selected by the State
  Conservationist and will be assigned a 6-digit
  code.
• State Local Programs will be linked to
  appropriate national programs modifiers

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TCAS Provides Time
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Journal Approach
Quick date selection
Journal approach adds convenience. One screen
lists multiple journal entries. Can select for
edit by simple click.
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Conservation Journal Approach

• Collects Journal information such as
• Date and Time
• Customer Reference
• Program
• Activity
• Program Modifier
• Affiliation
• Location
• Multiple Performance Measures

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Conservation Journal Approach
Simplified, single-entry screen for user-selected
performance measures, driven by what the user
selected on the prior screen.
Entry fields for multiple measures (example shows
3) appear on the same screen. No need to enter
customer information, location, program or
affiliation multiple times.
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Conservation Journal Approach
Review data entered, make edits and submit.
Conservation Journal submits data to both PRMS
and Web TCAS.
Conservation Partnership Timecould be stored in
data warehouse for contributions reports and
partnership use such as timekeeping.
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Conservation Journal

• Optional
• Can enter time and performance
• Will populate Web TCAS and PRMS
• FlexibleState and local options
• Useful by partners

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Whats In It for the Partnership?

• Saves time
• Improves efficiency
• New system for time and performance
• Available anywhere, anytime
• Management tool for all levels
• Partners can use it
• Improves data integrity
• Validates what we do as an Agency
• Takes advantage of latest technology

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Quarterly Goals - Benefits

• Supports field bottom up approach of working with
  the partners
• Provides NRCS and Partners a real-time management
  tool
• Simple and easy web-based software

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FY2002 Performance Goal-setting Input
Screen Goals by Conservation Program by Quarter
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Completion of the quarterly goal process

• Gather resource data
• NRI, AG Census, etc
• WLA FY amount for county
• PRMS 2000 and 2001 accomplishments
• 2001 performance goals (if available)
• Develop County Goals
• Subdivide goals by applicable program
• Use of PRMS Summary report by program
• Develop goals by quarter
• Use of PRMS Summary report by quarter
• Enter Data

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CIS Example of Quarterly Goal Report
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Conservation Information System
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What is the Conservation Information System?

• a tool that provides direct on-line access to
  relevant information in a useful and navigable
  format
• timely, accurate, and navigable
• allows management at all levels in the
  conservation partnership to easily access data
  for management, analysis and planning and
• renamed from the Executive Information System to
  convey usefulness to users at all levels.

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• The NRCS CIS should accommodate the following
  user groups
• Congress
• NRCS and District Field Employees
• Top Management
• National, Regional, and State Office Employees
• Conservation Partners
• General Public (linked to FirstGov)

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What is the Conservation Information System?

• The Conservation Information System (CIS) is a
  tool that provides direct on-line access to
  relevant information in a useful and navigable
  format.
• The CIS is timely, accurate, and navigable.
• Allows management at all levels in the
  conservation partnership to easily access data
  for management, analysis and planning

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• The NRCS CIS should accommodate the following
  user groups
• Congress
• NRCS and District Field Employees
• Top Management
• National, Regional, and State Office Employees
• Conservation Partners
• General Public (linked to FirstGov)

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CIS Report Examples
CIS Standard Report
CIS Ad-hoc Report
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CIS Report Metadata
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Conservation Information System
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Goals, Progress, and Performance by County and
Affiliation Report Example
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Full IAS Component Integration

• Development of WebFarm
• Common Data Dictionary
• Full Integration of Planning, Managing,
  Accounting, Reporting

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Progression from Data to Knowledge

• Integration of Assorted Databases into WebFarm
• Use of Assorted Analytical Tools
• On-line Analytical Processing (OLAP)
• Customized User Views Through Portal Technology

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Example Trending Analysis
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In closing...

• Much has been made of the fact that government
  management have no bottom line of profit and
  loss by which success can be measured. But
  bottom line for government does exist. Goals can
  be set, deadlines established, and output
  measured. Hard decisions can be made and
  progress accomplished. The bottom line in
  government is not profits it is performance.
  And it is that bottom line for which we are
  accountable to the public, the Congress, and the
  President.

Alan Campbell, Former Director, U.S. Office of
Personnel Management (Quote from Management
Magazine)
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Thank you!