Commonwealth of Virginia 2012 Strategic Planning Workshop

1. Commonwealth of Virginia 2012 Strategic Planning Workshop The Executive Progress Report and National Rankings September 17 and 27, 2012 Office of the Secretary of Finance Department of Planning and Budget

2. Opening Remarks

3. Agenda Workbook – page 1 • 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

4. Learning Objectives Workbook – page 1 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

5. EPR Purpose Workbook – page 2 • 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

6. EPR Audience Workbook – page 2

7. Evolution of the EPR Workbook – page 2

8. SWOT Analysis Strategic Plan Service Area Plan EXECUTIVE PROGRESS REPORT Agency Base Budget and Decision Packages How it Fits in the Planning Process Workbook – page 3

9. Structure Workbook – page 3 • Five main sections • 2,000 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

10. Executive Progress Report Example No Workbook Page

11. At-a-Glance Section Workbook – page 4 PURPOSE - Provide a brief overview of the agency. AUTOMATICALLY POPULATED SECTIONS • Secretariat • Agency Name • Agency Head Name • Mission • Staffing • Financials

12. At-a-Glance Workbook – pages 4-5 SECTIONS REQUIRING DATA ENTRY & DROPDOWN MENUS • Trends • Increase • Steady • Decrease • Key Performance Areas (must have 3) • Productivity (must have 1) • Both areas are limited to 3. • Increase  • Steady  • Decrease 

13. Background & History Section Workbook – pages 6-8 PURPOSE - Convey what the agency does, for whom, and at what cost. SUBSECTIONS • Agency Background Statement • Primary Products & Services • Customer Summary & Data Table • Statistical Summary & Data Table • Financial Summary & Fund Sources Table • Revenue Summary & Revenue Collection Table

14. Activity – Statistical Table Workbook – page 7 • Work with others near you. • Identify potential statistics for the table.

15. Key Risk Factors Section Workbook – page 9 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 areas • Separate title and paragraph for each factor • Narrative - 2,000 character limit

16. Performance Highlights Section Workbook – page 10 PURPOSE: Show critical performance data over time, with explanations and trend information, as appropriate. HIGHLIGHTS NARRATIVE • Discussion of significant performance results and metrics • Major changes in performance • Anticipated changes in performance • Factors contributing to the changes • 2,000 character limit

17. Performance Highlights Section Workbook – page 10 STATISTICS TABLE • Lists results of agency’s operations discussed in the narrative • Can 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

18. Management Discussion & Analysis Workbook – page 11 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 results • Should be based on funding level in the current Appropriation Act • 5 subsections – 2,000 character limit each

19. Management Discussion & Analysis Workbook – page 11 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

20. EPR Development Workbook – page 12 Get feedback. Enter data to performance budgeting system. Finalize and send to DPB.

21. EPR Development Tips Workbook – page 13 • 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.

22. National Rankings Workbook – page 14 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.

23. Activity - National Rankings Workbook – page 14 • Work in groups. • Identify measures where national rankings are possible.

24. Performance Budgeting Modules Workbook – pages 15-22

25. Q&A – Executive Progress Report Workbook – page 23 Thank you pilot agencies! Department of Criminal Justice Services Department of Motor Vehicles Department of Social Services Department of Transportation

26. Need Help? Workbook – page 24 • 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