Integrated Accountability System New Accountability Tools

1
Integrated Accountability System New
Accountability Tools

• Ken Tootle, Integrated Accountability System
  Coordinator, Operations Management and Oversight
  Division
• Professional NRCS Black Employees Conference
• December, 2005

2
Objectives

• Accountability background
• New Field Office Tools and their integration
  TK, PRS, Protracts, CSGs
• PRS-Toolkit reporting errors
• CIS, POINTS, SCIMS, EAUTH, Executive Dashboard
• Answer questions

3
Accountability Process

• Identify needs--resource based
• Set goals and priorities
• Establish workload
• Formulate and request budget
• Allocate budget
• Plan and implement
• Measure and report
• Improved operations

4
Field Operations to Performance Outcomes
Customer Contact
Technical Assistance Provided
WebTCAS, Toolkit, Protracts, PRS
PHYSICAL EFFECT exported from CRA, Conservation
System Guides
NRI-CEAP utilizes information to refine outcome
models
OUTPUTS (Ex. Tons of sediment Planned to be
reduced)
PERFORMANCE MEASURES (Ex. Reduced soil erosion on
___ acres of working lands)
OUTCOMES (Ex. By 2007, reduce sedimentation to
avoid ___ of on-site and off-site damages.)
5
(No Transcript)
6
IAS Objectives

• Integrate Budget and Performance Measurement.
• Reduce time and effort required and simplify
  field requirements for progress and performance
  reporting.
• Avoid duplicate data entry and entry time in
  multiple systems.
• Provide the operational basis for outcomes,
  aligned with the Presidents Management Agenda.

7
IAS Vision

• Integrated accountability system
• Web-based, user-friendly
• Standard reports, available to public and
  employees
• Customized analyses for leadership
• Data warehouse with linked databases
• Access defined by position to ensure security
• Collects only key critical information
• Data entered only once
• What-if scenarios

8
Accountability Priorities

• Improving accountability credibility
• Reducing data collection burden
• Providing instant access to information
• Measuring results and outcomes

9
Basic Accountability Questions

• What work needs to be done and where?
• How much time and how many dollars will it take?
• Do we have the necessary resources and are they
  in the right place and have the right skills?
• What environmental benefits were achieved?

10
Accountability Why?

• The Bush administration is determined to put
  teeth behind the 1993 Government Performance and
  Results Act (GPRA), said Sean OKeefe, deputy
  director of the Office of Management and Budget.
• I believe we the Bush administration are
  doing our part to make GPRA implementation a
  success, OKeefe said Tuesday during a House
  Government Reform subcommittee hearing. First
  and most critically is the Presidents very clear
  signal that he wants his administration and our
  government to be results-oriented.
• June 20, 2001 GOVEXEC.COM (Government
  Executive)

11
(No Transcript)
12
What is OMB PART?

• Program assessment Rating Tool
• A Set of Questions that Evaluates Program
  Performance in Four Critical Areas
• Program Purpose and Design
• Strategic Planning
• Program Management
• Program Results and Accountability
• A Tool to Assess Performance Using Evidence
• Provides a Consistent Approach to Evaluating
  Programs Across Government

13
What is PART?

• A Rating Tool to Evaluate the Effectiveness and
  Efficiency of All Federal Programs
• Utilized in the Budget Evaluation for Each Budget
  Year
• Completed by Agency Program Staff and OMB
  Examiners using Guidance

14
PART Sections and Weighting

• Program Purpose and Design 20
• Strategic Planning 10
• Program Management 20
• Program Results / Accountability 50

15
PART Results CTA

• Program Purpose and Design 80
• Strategic Planning 63
• Program Management 100
• Program Results / Accountability 34
• Weighted Final Score 59
• OMB Note Results Not Demonstrated

16
Recognition

• Performance management think tanks
• The Performance Institute
• Advanced Learning Institute
• The Government Results Center
• USDA Secretarys Honor Awards, July 2002
• American Society for Public Administration,
  Center for Accountability and Performance, May
  2003
• Government Computer News (1/27/04)
• http//www.gcn.com/23_2/mgmt_edition/24667-1.html

17
Field Office Business Tools
18
Performance Results System (PRS)

• Goal is to create an Integrated and Highly
  Aligned Business Process
• Major Change during FY05 was to integrate PRS and
  CST
• Major change during FY06 is to integrate PRS and
  Protracts
• Current integration path is to fully integrate
  the happy path

19
The Happy Path for Integrated field business
processes a way to reduce time requirements for
customer assistance
Customer Contact
Planning Technical Assistance
Provided
Do your planning using Customer Service Toolkit
and report planning progress from CST or PRS
Assistance provided for applying a practice using
program cost sharing
Use Protracts for contracting and report progress
from Protracts or PRS
Physical Effect and resource concern information
is harvested from CSG application and computed
from CEAP
20
(No Transcript)
21
Check Out customer data from National
Conservation Planning Database
22
After Check Out select customer of interest
23
Customers contact information
24
Feature to enter assistance and follow-up notes
on the customer
25
Customers tract, field, and land use information
26
Practice Schedule
27
Reporting from Toolkit
28
Click Report After Check In
29
Data Errors in PRS data

• Data errors have been introduced through Toolkit
• Most data errors will be fixed with the release
  of CST Service Pack 2
• Users must correct any data errors before their
  data will show up in PRS reports

30
(No Transcript)
31
(No Transcript)
32
Warehouse Update date
33
New Tools in PRS
34
Data Warehouse Errors
35
PRS Newsflashes Note Data Errors in PRS dated
9-20-05
36
PRS Newsflash on Data Errors Note the attached
table
37
PRS data errors
38
PRS Data errors
39
Toolkit Tech Notes
40
Toolkit Technical Notes on CST Created Data
Errors in PRS
41
Missing Program Codes

• Toolkit Notice From Kathy Green on 12-9-05
• The PRS error reports for FY 2006 show an
  increasing number of practice records without a
  program designation. The count is 1,587 as of
  December 9. These errors are due to a known
  problem in Toolkit that is fixed and being tested
  for the Toolkit SP-2 release.
• In the meantime, Toolkit users can check for any
  missing program codes in PRS, then use Toolkit to
  enter the correct program codes for those
  practice records.
• We are re-sending the attached Toolkit Tech Note
  009 which describes the problem related to saving
  changes made in the Practice Schedule. To prevent
  these errors the user should only use the Save
  button at the bottom of the Practice Schedule to
  save any changes.
• Please distribute the attached Tech note 009 so
  that users will be informed on how to
  prevent/correct practices that are missing a
  program code. This should reduce the number of
  practices without a designated program in the PRS
  error reports.
• Contact ToolkitSupport_at_ftc.usda.gov if you
  require further assistance.

42
Do not use this button to save and do not use the
Tools ? Save Folder in the Toolkit Main Menu.
do not use the Tools ? Save Folder in the Toolkit
Main Menu.
(use this save button)
43
Invalid Lat Long
44
Invalid Lat Long PRS Summary Tab
45
Applied date is not FY2005 or is null
46
Applied date is not FY2005 or is null
47
Plan approval date is not FY2005 or is null
48
Plan approval date is not FY2005 or is null
49
PRS Future Improvements

• PRS 2006 Available October 1, 2006
• Improvements For FY2006 will include
• Reporting from Protracts March, 2006

50
Protracts Integration with the National
Conservation Planning DB

• Reduces duplicate data entry for field users of
  the Customer Service Toolkit (Toolkit) and the
  Performance Results System (PRS). Users will be
  able to
• Report progress for practices that are certified
  for completion in ProTracts and linked to
  conservation plans in the NCP.
• Update conservation plans when contract
  modifications are approved in ProTracts.
• Upload planned practices to ProTracts for
  contract development without having to develop
  contract items in Toolkit.

51
Reporting a practice from Protracts

• A practice must successfully pass all PRS
  business rules
• A ProTracts contract must be linked to at least
  one NCP conservation plan.
• A ProTracts contract item must be linked to at
  least one NCP practice.
• A contract item must be completed and certified.
• A partially completed contract item may be
  reported from ProTracts only when the last
  component is certified for completion.
• Reporting applied practices from ProTracts is
  optional.

52
Updating of CST plans from Protracts

• A conservation plan may be updated when these
  conditions are true
• The modification is approved.
• The contract is linked to at least one NCP
  conservation plan.
• The modified contract item is linked to at least
  one conservation practice.
• The conservation plan is not in use by a Toolkit
  or PRS user.

53
Reporting a practice from Protracts
Tract Land Unit Code Practice Units Applied
Applied Date Reported 12345 1 314
Brush Management Ac 100.0 10/21/2005
R 2005
54
Changes to CST plans from Protracts

• A conservation plan may be updated for the
  following types of modifications
• Add a practice.
• Delete a practice.
• Cancel or terminate a contract.
• Substitute a practice.
• Remove a land unit from a contract item.
• Add a land unit to a contract item.
• A contract is modified to change the planned
  year.
• A contract is modified to change the planned
  amount.
• A contract is modified to change the narrative.

55
Changes to CST plans from Protracts

• These types of modifications will not update the
  NCP
• Land transfer modifications. The impact of land
  transfers on the conservation plan will be
  considered at the time when reconstitutions are
  implemented in Toolkit.
• Making any type of change to contract item
  components.
• Deleting participants.
• Adding participants.
• Extending the contract expiration date.

56
PRS Future Improvements

• PRS 2006 Available October 1, 2006
• Improvements For FY2006 will include
• Reporting from Protracts March, 2006
• State and Local Programs available
• Additional quality assurance reports and features
• PRS2007 Practice based performance measures
• Physical Impacts from modeling
• NO CSG based performance measures

57
PRS Performance Measures definitions
58
PRS Performance Measures using Conservation
System Guide data

• Non-Federal Lands Managed for the Protection and
  Enhancement of Habitat for Species with Declining
  Populations
• Non-Federal Lands Treated for which Wildlife
  Habitat is the Primary or Secondary Resource
  Concern
• Irrigation Efficiency Improved
• Reduction in the Acreage of Cropland Soils
  Damaged by Erosion
• Soil Erosion Reduced

59

• Reduction in the Acreage of Cropland Soils
  Damaged by Erosion
• Soil Erosion Reduced

60
Performance measure progress computations
61
PRS 2007

• Effects Data Refined - Impacts data are refined
  through CEAP and models are verified and
  enhanced.
• PRS vision eliminate all workload for the field
  office in entering performance data. In the
  future we will be able to snapshot the NCPDB and
  compare changes to know field accomplishments.

62
Results of Linkages

• Allows field employees to focus on customer
• Managers have improved data for priority setting
• Monitoring improved
• Less time on accountability and more time on
  science and technology

63
(No Transcript)
64
POINTS
65
POINTS -Program applications needed

• Agricultural Management Assistance (AMA),
• Environmental Quality Incentives Program (EQIP),
• Farmland Protection Program (FPP),
• Wildlife Habitat Incentives Program (WHIP),
• Wetlands Reserve Program (WRP),
• Conservation Reserve Program (CRP),
• Watersheds (PL566, PL534, Planning and Dam
  Rehab),
• Resource Conservation and Development
  Program(RCD),
• National Dams Inventory (DAMS),
• Forestry Incentives Program (FIP),
• Great Plains Conservation Program (GPCP),
• Soil Survey (SOIL),
• Snow Survey (SNOW)
• Colorado River Basin Salinity Control Program
  (CRBSCP),
• Plant Material Centers Data
• Conservation Technical Assistance

66
POINTS
67
A Tool to Build Programs and Data Entry Screens
68
Adding State and Local Programs
69
Creating Customized Entry Screens
70
MY.NRCS Home of the CIS
Select the CIS tab
71
What is the Conservation Information System?

• A tool that provides direct on-line access to
  relevant information in a useful and navigable
  format.
• Timely, accurate, and navigable.
• Allows managers at all levels in the conservation
  partnership to easily access data for management,
  analysis, and planning.

72
Conservation Information System
73
CIS

• CIS will migrate to a visual data (charts,
  graphs, etc.)
• CIS will provide data analysis capabilities
• CIS will include other key management information
  (contracts, Program summaries, etc)
• CIS will use Information Builders technology

74
SCIMS
75
SCIMS

• SCIMS will provide RSNOD reports and other
  customer reports
• SCIMS may be replaced with USDA customer database

76
Executive Dashboard
77
Thank you!