Governmentwide Policy Overview

1. Governmentwide Policy Overview Derrick Miliner Mail Communications Policy Department of Defense Official Mail Management Workshop August 25, 2004 Arlington, VA

2. Objectives for Today Overview of the Office of Governmentwide Policy (OGP) Which agencies are governed by our regulation Share new information from the GSA Office of Governmentwide Policy Sec. 102-192.25 defines a federal agency Federal agency (or agency) means: (1) Any executive department as defined in 5 U.S.C. 101; (2) Any wholly owned Government corporation as defined in 31 U.S.C. 9101; (3) Any independent establishment in the executive branch as defined in 5 U.S.C. 104; and (4) Any establishment in the legislative branch, except the Senate, the House of Representatives, the Architect of the Capitol, and all activities under the direction of the Architect of the Capitol (44 U.S.C. 2901(14)).Sec. 102-192.25 defines a federal agency Federal agency (or agency) means: (1) Any executive department as defined in 5 U.S.C. 101; (2) Any wholly owned Government corporation as defined in 31 U.S.C. 9101; (3) Any independent establishment in the executive branch as defined in 5 U.S.C. 104; and (4) Any establishment in the legislative branch, except the Senate, the House of Representatives, the Architect of the Capitol, and all activities under the direction of the Architect of the Capitol (44 U.S.C. 2901(14)).

3. OGP Overview GSA has three large business lines Public Building Service Federal Supply Service Federal Technology Service

4. OGP Overview Acquisition Policy Aircraft Management Electronic Government and Technology Federal Regulations Policy (FAR) Mail Management Management of Federal Advisory Committees

5. OGP Overview Motor Vehicle Management Personal Property Real Property Regulatory Information Service Center Transportation and Personal Property Travel Policy

6. What is our Mission? To provide expert policy and leadership in mail communications. Through collaboration, we make it easier for federal employees to accomplish their agencies’ missions.

7. Four Strategies for Better Mail Management OGP goal is clear. OGP wants to ensure that Governmentwide policies allow and encourage agencies to develop and utilize the best, most cost effective management practices for the conduct of their specific programs. The new model calls for involvement of other federal agencies, the private sector, interested parties, and other stakeholders from the very onset of policy review and/or formulation. Such collaborative efforts are seen to offer numerous advantages, not least of which is to ensure "buy-in" from the policy customers. What are best practices: know practices that work, know ways of doing business that are efficient and effective for you the manager of your function. We want to share those with the world. Mail has no secrets. We all want to do it better and at less cost.OGP goal is clear. OGP wants to ensure that Governmentwide policies allow and encourage agencies to develop and utilize the best, most cost effective management practices for the conduct of their specific programs. The new model calls for involvement of other federal agencies, the private sector, interested parties, and other stakeholders from the very onset of policy review and/or formulation. Such collaborative efforts are seen to offer numerous advantages, not least of which is to ensure "buy-in" from the policy customers. What are best practices: know practices that work, know ways of doing business that are efficient and effective for you the manager of your function. We want to share those with the world. Mail has no secrets. We all want to do it better and at less cost.

8. Federal Mail Regulation 102-192.10 What authority governs this part? This part is governed by Section 2 of Public Law 94-575, the Federal Records Management Amendments of 1976 (44 U.S.C. 2901-2904), as amended, which requires the Administrator of General Services to provide guidance and assistance to Federal agencies on records management and defines the processing of mail by Federal agencies as a records management activity

9. Federal Mail Regulation Federal Mail Regulation Interim Rule (41CFR Parts 101-9 and 102-192) defines agency as: 1) Any executive department as defined in 5 U.S.C. 101;(2) Any wholly owned Government corporation as defined in 31 U.S.C. 9101;(3) Any independent establishment in the executive branch as defined in 5 U.S.C. 104; and (4) Any establishment in the legislative branch, except the Senate, the House of Representatives, the Architect of the Capitol, and all activities under the direction of the Architect of the Capitol (44 U.S.C. 2901(14)). Sec. 102-192.25 defines a federal agency Federal agency (or agency) means: (1) Any executive department as defined in 5 U.S.C. 101; (2) Any wholly owned Government corporation as defined in 31 U.S.C. 9101; (3) Any independent establishment in the executive branch as defined in 5 U.S.C. 104; and (4) Any establishment in the legislative branch, except the Senate, the House of Representatives, the Architect of the Capitol, and all activities under the direction of the Architect of the Capitol (44 U.S.C. 2901(14)). OGP goal is clear. OGP wants to ensure that Governmentwide policies allow and encourage agencies to develop and utilize the best, most cost effective management practices for the conduct of their specific programs. What are best practices: know practices that work, know ways of doing business that are efficient and effective for you the manager of your function. We want to share those with the world. Mail has no secrets. We all want to do it better and at less cost. Sec. 102-192.25 defines a federal agency Federal agency (or agency) means: (1) Any executive department as defined in 5 U.S.C. 101; (2) Any wholly owned Government corporation as defined in 31 U.S.C. 9101; (3) Any independent establishment in the executive branch as defined in 5 U.S.C. 104; and (4) Any establishment in the legislative branch, except the Senate, the House of Representatives, the Architect of the Capitol, and all activities under the direction of the Architect of the Capitol (44 U.S.C. 2901(14)). OGP goal is clear. OGP wants to ensure that Governmentwide policies allow and encourage agencies to develop and utilize the best, most cost effective management practices for the conduct of their specific programs. What are best practices: know practices that work, know ways of doing business that are efficient and effective for you the manager of your function. We want to share those with the world. Mail has no secrets. We all want to do it better and at less cost.

10. Federal Mail Regulation Cont’d New Requirements Discontinue using the Official Mail Accounting System (OMAS) December 31, 2003 Identify mail costs at the program level Use performance measures Develop and implement security plans Annual Mail Management Reports

11. Best Practices Knowledge sharing Innovative policies and/or practices in mail communications. Timesaving practices that improve our mail GSA awards two groups biannually: Federal Mail Manager of the Year Federal Mail Center Excellence GSA’s goal in presenting these awards is to recognize and publicize such innovations for the benefit of the entire Federal community. We encourage you to share creative, cost-effective, or timesaving practices or polices that have improved your mail communications all nominees help the government save money, make operations work better, implement strategic goals, sustain our environment, empower employees, and promote customer service. Recognizing and sharing best practices and policies creates a government that works better and smarter in a more cost-effective manner. GSA’s goal in presenting these awards is to recognize and publicize such innovations for the benefit of the entire Federal community. We encourage you to share creative, cost-effective, or timesaving practices or polices that have improved your mail communications all nominees help the government save money, make operations work better, implement strategic goals, sustain our environment, empower employees, and promote customer service. Recognizing and sharing best practices and policies creates a government that works better and smarter in a more cost-effective manner.

12. Collaboration Federal Mail Symposium February 8-10, 2005 DC Convention Center Regulation working group Best practice work group Interagency Mail Policy Council The new model calls for involvement of other federal agencies, the private sector, interested parties, and other stakeholders from the very onset of policy review and/or formulation. Such collaborative efforts are seen to offer numerous advantages, not least of which is to ensure "buy-in" from the policy customers. The new model calls for involvement of other federal agencies, the private sector, interested parties, and other stakeholders from the very onset of policy review and/or formulation. Such collaborative efforts are seen to offer numerous advantages, not least of which is to ensure "buy-in" from the policy customers.

13. Data and Performance Measurement Performance measures Data Collection Analysis of Data Reports Performance measures organize information for use by the decision-makers engaged in those activities. Through the measurement, analysis, and evaluation of performance data, public officials can identify ways to maintain or improve the efficiency and effectiveness of activities and provide the public with objective information on their results. Data collection must be organized Data must be from a reliable source Analyzing data: what do you want to look for, trends, high or low trends, that can vary according to what your agency is looking for. Reports: what type of reports does you manager require, you can develop all kind of reports with excel, word, etc..Performance measures organize information for use by the decision-makers engaged in those activities. Through the measurement, analysis, and evaluation of performance data, public officials can identify ways to maintain or improve the efficiency and effectiveness of activities and provide the public with objective information on their results. Data collection must be organized Data must be from a reliable source Analyzing data: what do you want to look for, trends, high or low trends, that can vary according to what your agency is looking for. Reports: what type of reports does you manager require, you can develop all kind of reports with excel, word, etc..

14. Contact Mail Communications Policy Office 202-208-7663 Website http://www.gsa.gov/mailpolicy Derrick Miliner 202 273-3564 Derrick.miliner@gsa.gov

15. Who Are We? Henry Maury, Director Marcerto Barr, Mail Policy Analyst Denise Love, Mail Policy Analyst Derrick Miliner, Mail Policy Analyst Phone: 202-208-7663 http://www.gsa.gov/mailpolicy

16. Questions ?