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Department of State PAR Pilot Perspective

Department of State PAR Pilot Perspective. Federal Financial Management Conference Washington, DC. March 12, 2009. Sid Kaplan – Deputy Assistant Secretary Office of Strategic and Performance Planning. PAR Pilot Overview.

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Department of State PAR Pilot Perspective

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  1. Department of State PAR Pilot Perspective Federal Financial Management Conference Washington, DC March 12, 2009 Sid Kaplan – Deputy Assistant Secretary Office of Strategic and Performance Planning

  2. PAR Pilot Overview • PAR Pilot established by OMB in May 2007 to explore different formats for enhancing the presentation of financial and performance information to Congress and the public. • PAR Pilot Program reporting structure currently includes four reports: • Annual Financial Report (AFR):Provides overview of Department’s financial performance and results regarding the financial resources entrusted to us. • Budget, Performance and Financial Snapshot:Agency two-page report that includes the mission statement, financial performance, accomplishments, challenges and strategic goals with a few representative performance measures. • Citizens’ Report (formerly the Highlights Report): 25-page summary of agency mission, key goals, how funds are spent, performance relative to goals, and actions planned to build on successes or address shortcomings. • Annual Performance Report and Performance Plan (APR/APP):Includes FY 2008 annual performance report and FY 2010 performance plan in the Congressional Budget Justification.

  3. PAR Pilot Advantages • Improved budget and performance information integration • All essential full PAR content retained • Reduced costs in preparing full PAR • Performance indicators fully incorporated into CBJ • Separate timing of report deadlines allows for improved reporting quality • More time to produce performance reporting components • Snapshot and Citizens’ Reports provide extremely condensed, concise and readable view of agency performance • Tailored report substance meets needs of various audiences • Opportunity to innovate – creative use of graphs, photos, charts, compact discs and Podcasts

  4. PAR Pilot Challenges • Financial statements summarized and published with budget highlights, but not connected to or integrated with budget information (applies to FY 2007 PAR). • Agency Financial Reports have less exposure and distribution when not included as part of full PAR. • Intensity of work on Citizens’ Report during same timeframe as the preparation and negotiation of the FY 2010 budget. • OMB guidance not final until late in the cycle.

  5. PAR Pilot Challenges, continued • OMB Snapshot Report software not fully tested and de-bugged. • A-11 language on performance rating categories changed. • Citizens’ Report page length can be restrictive. • Sequencing of report submission dates. Snapshot Report due before full Citizens’ Report summary materials prepared. • Transition year caused unique issues.

  6. Recommendations For The Future • Timing: Harmonize submission schedules to avoid sequencing issues. Recommend Citizens’ Report due date of approximately 2/15 to ensure inclusion of performance results and out-year budget data. • OMB Guidance: Finalize all guidance and related circulars early in the PAR Pilot cycle. • Duplication: To avoid AFR and Citizens’ Report duplication, recommend no performance indicators in AFR. • Integration: Recommend better integration of budget information into performance section and analysis of resources requested, resources invested and results obtained. Include out-year budget data in Citizens’ Report.

  7. Recommendations For The Future • Content: Recommend use of approved material as much as possible (Strategic Plan, CBJs, Hill testimony, other planning documents). Avoid new text (and clearances) as much as possible. • Distribution/Marketing: Recommend including PAR Pilot content in other forums such as web resources and hyperlinks. Leverage annual budget roll-out events, press releases and internal agency communications. • Report Composition: Preserve multi-report structure. Recommend retaining Snapshot Report and the Performance Report of the Federal Government. • Innovation: Allow agency flexibility on report content and design. • Scope: Incorporate new CPO agenda and PIO letter in reporting structure.

  8. Unique State PAR Pilot Experiences State-USAID produced a FY 2007Joint Highlights Report • State and USAID fully integrated for budget purposes • Combined report problematic for nuanced requirements • Decision-making time-consuming • Retaining agency-specific identity and branding • Different points of view on reporting substance

  9. Contact Information Sid Kaplan Deputy Assistant Secretary Office of Strategic and Performance Planning Bureau of Resource Management KaplanSL@state.gov (202) 647-0300 http://spp.rm.state.gov

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