Office of Governmentwide Policy Center for Policy Evaluation

1. Office of Governmentwide PolicyCenter for Policy Evaluation January 9, 2008

2. BECKY RHODESDeputy Associate Administrator

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

4. Background and Mission • Outgrowth of OMB PART evaluation • Facilitate government-wide reform: • Measuring and improving policy • Adopting best practices • Implementing innovative tools

5. Interagency Committees/Councils Federal Mail Executive Council Property Management Executive Council Motor Vehicle Executive Council Interagency Mail Policy Council Interagency Council on Property Management FedFleet Policy Council Executive Travel Steering Committee Interagency Committee for Aviation Policy Executive Relocation Steering Committee Interagency Travel Management Committee E-FAS Executive Steering Committee Transportation Management Policy Council

6. Policy Cycle 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 Continuous Improvement Role APO verifies policy is followed within Agency GSA identifies SWOTs GSA Evaluates APO reports to GSA GSA – Office of Governmentwide Policy APO - Agency Policy Office AOO - Agency Operations Office

7. 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

8. Link Example

9. 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

10. Submission Roles & Responsibilities AA • Agency Users (AU): • Complete data responses • Submit to Agency Approvers (AA) • Revise as needed & resubmit to AA 10

11. Submission Roles & Responsibilities AA • Agency Approvers (AA): • Review AU submissions • Approve or disapprove w/ comments • Submit to GSA 11

12. Submission Roles & Responsibilities AA GSA: Evaluate responses, identify SWOTS, provide agency and government-wide evaluation. 12

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

14. 2008 Schedule

15. Questions

16. Agenda for Users & Approvers • Website • Program Review Tool (PRT) • Next steps

17. www.gsa.gov/cpe

18. 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

19. 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?

20. Mandate & Best Practice DCF Layout Six sections: • Question & whether you follow it (Yes/No) • Is adherence checked or addressed (Yes/No) • Provide supporting documentation & narrative; if “No” to A/B, select reason for noncompliance • GSA interim response & assessment • Agency follow-up reply (if needed) • GSA final response

21. 7 Reasons for Non-Compliance • 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

22. Submission Process • AU completes three sections: • Mandates, Best Practices, GSA feedback • AA submits to GSA • GSA provides agency interim scores • Agency adds info and resubmits • GSA scores Mandates/Best Practices sections, and evaluates GSA Feedback

23. Login to PRT

25. Select “help” to get this screen Other questions System problems “Oops” LoisMandell@gsa.gov 202.501.2824

26. DCF Selection for Program Areas 2008

27. Data Input

28. Completion Status • Completion status for policy by section (Mandates, Best Practices, GSA Feedback) • Overall progress towards policy area completion

29. Send for Agency Approval

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

31. Comments from Agency Approver AA can’t change or comment on individual questions

32. Agency Approver Submits

33. GSA Evaluates Responses If GSA rates a response “Strong” no additional response is needed

34. 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

35. 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

36. Benchmark – Agency/Government-wide

37. Government-wide Summary-All Programs

38. 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

39. Policy Cycle 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 Continuous Improvement APO verifies policy is followed within Agency GSA identifies SWOTs GSA Evaluates APO reports to GSA GSA - Office of Governmentwide Policy APO - Agency Policy Office AOO - Agency Operations Office

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

41. Questions