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Effective Agency Management Practices for Organizational Success

Learn strategic management practices including planning, organizing, coordinating, and leading to enhance agency performance. Explore cooperative agreement requirements, CPR reporting, self-evaluation, and peer review processes for optimal agency management.

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Effective Agency Management Practices for Organizational Success

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  1. National Training InstituteAgency ManagementMike CriscuoloCharlie RoweDan WellmanGina Wekke

  2. Agency Management • Management Practices • Cooperative Agreement (New for 2019 – formerly Acquisition Contract and a Business Plan) • Compilation Performance Report/Formerly known as the Quarterly Report • Self Evaluation • Joint Peer Review Group (JPRG) • DVA Site Visit • NASAA Mentorship Program

  3. Agency Management “Organizational success comes from the combination of competent management and leadership along with a cohesive and proactive staff.”

  4. Management Practices – Planning • Planning • Identify goals & objectives, resources, methods for accomplishing tasks, completion • what to do, how to do it, when to do it • Performance requirements are identified in the CA and should be reviewed and incorporated into planning to successfully track the metrics starting October 1

  5. Management Practices - Organizing • Organize fiscal and human resources to implement the plan • Span of control – who is assigned what – who supervises • Determine lines of communication and coordination among staff

  6. Management Practices - Coordinating/Controlling • Monitor progress – conduct meetings to discuss, make changes, solve issues • SAA director provides oversight, problem solving, direction, coordination

  7. Management Practices - Leading • Influence staff and adopt behavior necessary to achieve organizational performance • Establish good working environment, value staff, tasks and direction clearly set • Good lines of communication

  8. Management Practices - Problem Solving and Decision Making • Leadership responsibility • Define and analyze problem – identify solutions – decide on best approach • Implement, monitor and verify solution is working

  9. Cooperative Agreement • Cooperative Agreement (15 Page Document) • Appendix 1 (Accredited and Non-Accredited Programs of Education • Appendix 2 (Apprenticeship and OJT Programs of Training) • Appendix 3 (Licensing and Certification Exams) • Appendix 4 (Personnel: Names and Titles) • Appendix 5 (Personnel: Employee Qualification Statements) • Appendix 6 (Payments: Maximum Reimbursement for Salary, Administrative Expense, Travel, and Subcontracts)

  10. Compilation Performance Report (CPR) • SAAs are required by the Cooperative Agreement (formerly referred as Contract) to report data through the NASAA web site. These metrics include: • Number of IHL/NCD/OJT-APP approvals, disapprovals or other approval actions; • School visits, compliance surveys, technical assists; • Outreach, staff development, liaisons. • SAAs are required to annually self-evaluate for the Joint Peer Review Process and provide additional metrics for evaluation purposes. This is due in mid-October to the VA. Data reported includes: • Active facilities and the annual aggregated approvals, disapprovals, etc., and performance (90 – 100%) on timely and accurate approvals, etc. • In 2016, an Ad Hoc Committee was appointed to review all contract reporting, deadlines and performance requirements, and self-evaluation report. After a pilot was conducted in 2017 and 2018 by a group of states, The CPR was adopted by NASAA and VA for 2019.

  11. Self Evaluation • Part 1 – Agency Rating • Part 2 – Descriptive Data • Part 3 – Narrative • ELR Annual Assessment

  12. Joint Peer Review Group • Convenes in Washington DC at a predetermined date • Composed of DVA and NASAA Representatives • Assigns a rating to an SAA - Satisfactory, Minimally Satisfactory, or Unsatisfactory • SAA has right to appeal the rate • Appellate officers are Director of Education Service and President of NASAA

  13. DVA Site Visit • Organization              Organizational Structure            Training       Analysis of Operations – Day to Day Operations              Quality (Forms, Tracking and Reporting Procedures) Program Integrity (Sensitive records management)

  14. DVA Site Visit • Fiscal Management              Bills/Invoices • Records to support disbursement of funds            Payroll system/records Administrative Expense Account

  15. DVA Site Visit • Outreach             Methods Outreach materials • Approval             Approval Process             School/Facility Visits • Cooperative Agreement Requirements            Compliance             Performance             Contract Management

  16. NASAA Mentorship Program

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