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J4 Executive Agency RITExecutive Briefing
ReinventingThe Department of Defense Executive Agent
Policy and ProcessReport on RIT Findings and Recommendations
May 10, 2001
ForwardForward
“We must move from a perception of Executive Agents as merely one among many to a shared recognition and acceptance of Executive Agents as the First Among Equals”
AgendaAgenda
I. RIT Charter
II. Why reinvent the Executive Agent program?
III. What needs to change?
IV. Keys to success
V. Proposed model for achieving a breakthrough for Executive Agent performance
VI. Implementation strategy
RIT CharterRIT Charter
Reinvent the Executive Agent paradigm in order to: Significantly improve end-user satisfaction Eliminate redundancy where it makes sense Reduce costs of supply Improve cooperation and teamwork across the
process
RIT CharterRIT Charter
Develop recommendations for:
1. Criteria and process for designating new executive agents and validating existing ones
2. Definition of roles and responsibilities across the end-to-end executive agency process
3. Create Executive Agency Policy Directive
4. Redefinition of terms and establishment of a clear, common vocabulary
5. Assessment of existing and “to be” Executive Agent assignments
Why Reinvent the Executive Agent Program?Why Reinvent the Executive Agent Program?
Joint coalition warfare requirements Shift in Operations and missions…more humanitarian efforts Pressure to reduce non-combat support in theatre Greater reliance on outside contractors and fewer contractors available Budget reductions Changes in doctrine (increasing influence of CINCs..Goldwater-Nichols Act) Reduced infrastructure demanding more reliance on EA designations New Administration Parochialism reduced across Services Decreasing inventories and adoption of new supply chain technologies CINC and Services awareness of this issue Increasing roles of Defense Agencies as potential EAs Increased mandate for cross service integration* Effective Executive Agents are critical to ensuring National Military Strategy
objectives are met now and well into the 21st Century
What Are the Problems That Prompt What Are the Problems That Prompt the Need for Change?the Need for Change?
Lack of a central organization Lack of effective review process
Lack of linkage between defense planning and EA process
Lack of an accessible, comprehensive list of EA assignments in a central location
Lack of DoD policy, responsibilities and guidance
Lack of a roadmap to create EA assignments
Lack of a clear operational definition of EA (Duties and Responsibilities)
Lack of authority to assign and measure EA effectiveness
Lack of a clear funding policy to include joint budgeting process
Lack of a process to educate all stakeholders of EA process
CINCs have Authority and Services have responsibility and funding for resources
Keys to Making a Executive Agency Keys to Making a Executive Agency EffectiveEffective
Mechanism for coordinating and assessing requirements
Clear statement of requirements and responsibilities Flexibility to respond to changing conditions Meaningful EA performance measures and the
mechanism to provide feedback and ensure performance improvement
Full resources to the Executive Agents Inclusion of suppliers in operations plans and
process planning
Model for Executive Agent Model for Executive Agent EffectivenessEffectiveness
Consensus Mission
Disciplined End to End Process
Balanced Scorecard
Supporting Infrastructure
Clear and distinguishable definition for Executive Agents
Standard performance requirements tailored to each EA mission
Documented steps; defined roles and responsibilities; and clear Decision Authority
Resources, systems and sub- processes aligned and integrated to support EA execution
Executive Agent DefinitionExecutive Agent Definition
A DoD component assigned a function by the Secretary of Defense to provide defined levels of support for either operational or administrative missions that involves two or more organizations. This assignment is non-transferable and remains in effect until revoked. The exact nature and scope of authority delegated must be stated in the document designating the EA.
Executive Agent MissionExecutive Agent Mission
To provide defined levels of support for both operational and administrative missions that involve two or more organizations where efficiency and or effectiveness gains must be achieved
Criteria for Executive Agent Criteria for Executive Agent AssignmentAssignment
Efficiency is defined as: Common tasks where economies of scale in
providing goods/services can only be accomplished through assignment of single point responsibility and authority.
Everyone can do it, but only one can coordinate and deliver more efficiently than everyone doing it alone”.
Criteria for Executive Agent Criteria for Executive Agent AssignmentAssignment
Effectiveness is defined as : Common tasks where capability to perform
mission critical requirements, can not be duplicated without great expense and or risk.
“Everyone needs it but only one can do it at the level of performance required”.
Criteria for Executive Agent Criteria for Executive Agent AssignmentAssignment
EA assignments are designated based on rigorous business case analysis
EA assignments must demonstrate the ability to deliver levels of value to all stakeholders above the current baseline
Executive Agent AuthorityExecutive Agent Authority
Executive Agents are chartered only by signature of the Secretary of Defense or Deputy Secretary of Defense
Executive Agents are provided with “First Among Equals” status, authority and funding within their assigned support mission
In any situation where a lead agent assignment and EA assignment overlap, the EA is the dominant authority. The lead agent will make all necessary effort to work with the EA to avoid any conflicts or redundancies in the execution of the mission
Executive Agent ScorecardExecutive Agent Scorecard
Goal
1. End user satisfaction
2. Realization of dollar savings through economies of scale
3. Responsiveness to end-user mission requirement changes
4. Reduction in support footprint in end-users theater of operations
Metric
1. Performance against agreed upon plans
2. Performance against baseline unit costs
3. Performance on exercises
4. Performance against baseline
All Executive Agents are accountable for achieving the following goals tailored to their missions:
Executive Agent ScorecardExecutive Agent Scorecard
Goal
5. Single point of contact for communication of needs and problems by end-user
6. Provision of continuous, sustainable, and global support as required by end-user
7. Development of plans to anticipate end-user needs and matching resources
Metric
5. First call response
6. Y/N
7. Performance against plan and target mission capable rates; % of requirements planned for; top box scoring against agreed upon standards
Executive Agent Process StakeholdersExecutive Agent Process Stakeholders
Executive Authority
EA process Owner
Providers
Legal Authority
Executive Agent Candidates/Designates
Funding Authorities
End Users
Subject Matter Experts
Executive Agent Process Roles and Executive Agent Process Roles and ResponsibilitiesResponsibilities
Subject Matter Experts
Develop proposals for Executive Agents
Principal Staff Assistants
Provide input for business case decisions
Service executive agent representatives
Participate in EA proposal and business case decision
External consultants
Role Key Responsibilities Who Plays This Role?
Executive Agent Process Roles and Executive Agent Process Roles and Responsibilities (cont)Responsibilities (cont)
End-user Communicate needs and requirements throughout all phases of the EA process
CINCs
Provide “balanced” feedback on EA performance
Service executive agent representatives
Cooperate and collaborate with EA on problem resolution and performance improvement strategies
Role Key Responsibilities Who Plays This Role?
Executive Agent Process Roles and Executive Agent Process Roles and Responsibilities (cont)Responsibilities (cont)
Executive Agent Candidate Designees
Provide accurate, timely input on capabilities to EA process owner for proposal and business case development
Any DoD component and Service executive agent representatives
Upon assignment, coordinate and collaborate with support providers, end-users, funding authorities and other support resources to develop clear and comprehensive resource and execution plans
During assignment execution, gather end-user satisfaction feedback, conduct periodic provider reviews and cooperate with formal evaluations performed by the EA process owner
Role Key Responsibilities Who Plays This Role?
Executive Agent Process Core Roles Executive Agent Process Core Roles and Responsibilities (cont)and Responsibilities (cont)Role Key Responsibilities Who Plays This Role?
Providers Provide accurate and timely input of capabilities to EA to assist in accurate performance planning
Any DoD component, other Gov’t agencies, coalition partners, and commercial firms
During assignment execution, gather end-user satisfaction data, gather end-user satisfaction feedback, participate with EA in periodic performance reviews and cooperate with formal evaluation performed by the EA process owner
Executive Agent Process Roles and Executive Agent Process Roles and Responsibilities (cont)Responsibilities (cont)
EA Process Owner Facilitate effective and timely decisions on EA assignments/decommission proposals
Executive Agent program office
Provide support to EAs in preparation and support of their defined mission
Coordinate periodic evaluation of EA performance. Facilitate conflicts resolution between EAs, end- user, providers etc.
Role Key Responsibilities Who Plays This Role?
Executive Agent Process Roles and Executive Agent Process Roles and Responsibilities (cont)Responsibilities (cont)
Funding Authority Provide input and support for EA proposal and business case analysis.
DoD comptroller
PA& E office
Upon EA assignment, work with the EA to prepare budget and secure funds.
During EA assignment, assist in resolving funding problems and issues
Role Key Responsibilities Who Plays This Role?
Executive Agent Process Roles and Executive Agent Process Roles and Responsibilities (cont)Responsibilities (cont)
Legal Provide input and support for EA proposal and business case analysis.
DoD counsel
Provide support and review during the EA execution-planning phase.
Role Key Responsibilities Who Plays This Role?
Executive Agent Process Roles and Executive Agent Process Roles and Responsibilities (cont)Responsibilities (cont)
Executive Authority
Make final decision on EA assignment based on recommendation forwarded by the EA process owner.
Secretary of Defense
Deputy Secretary of Defense
Make final decision on EA funding proposal
Make final decisions on EA decommission based on recommendation forwarded by the EA process owner.
Role Key Responsibilities Who Plays This Role?
Executive Agent ProcessExecutive Agent Process
Step 4
Communicate the decision and educate on impact
Step 3
Make the decision to assign or not assign
Step 2
Create the business case
Step 1
Identify and Validate the need
An end-to-end roadmap for effective assignment, execution and evaluation of Executive Agents
Step 8
Decision to re-assess or divest
Step 7
Conduct formal EA performance evaluations
Step 6
Execute the EA assignment
Step 5
Resource and prepare to execute
Executive Agent Process Core RolesExecutive Agent Process Core Roles
Step One: Identify and validate the need
Purpose of These Step: Provide transparent, disciplined and efficient process for
bringing forward and qualifying proposals.
Keys to Success: Use of templates for EA proposal document
Output: EA proposal approved for business case analysis
Target Cycle Time: 45 days
Executive Agent Process Core Roles Executive Agent Process Core Roles (cont)(cont)
Step Two: Create the business casePurpose of This Step:
Provide a thorough data based cost-benefit analysis of the EA proposal.
Keys to Success: Use of a template EA business case document Assign of a cross-discipline business case analysis team
that can provide a timely and objective analysis. Access to provider and End-user performance data.
Output: A completed business case forwarded to the EA process
owner for decision coordination.
Target Cycle Time: 90 days.
Executive Agent Process Core Roles Executive Agent Process Core Roles (cont)(cont)
Step Three: Make the decision to assign/not assign
Purpose of This Step: Make a timely”consulted”final decision on Executive Agent
assignment.
Keys to Success: Use of a template decision process to expedite necessary
reviews prior to Secretary of Defense decision.
Output: A clear “go/no go decision on EA assignment Signed policy directive from Secretary of Defense giving EA
authority to execute its mission.
Target Cycle Time: 90 days
Executive Agent Process Core Roles Executive Agent Process Core Roles (cont)(cont)
Step Four: Communicate the decision and educate on Impact
Purpose of the Step: Ensure all parties impacted by and/ or in the EA assignment are
fully aware of the EA mission, authority and responsibility and the impact and implications for action
Keys to Success: Global education on the EA process prior to EA process
assignment Web based knowledge sharing and education portal
Output: EA assignment and implications are understood by all
impacted/involved parties.
Target Cycle Time: 90 days
Executive Agent Process Core Roles Executive Agent Process Core Roles (cont)(cont)
Step Five: Resource and Planning Purpose of the Step:
Effective joint communication and planning between the Executive Agent, End users, Providers and funding sources to ensure effective and timely execution of EA mission
Keys to Success: Use of a templated EA execution plan document
Output: EA, End users and support providers are fully prepared to
execute the EA mission.
Target Cycle Time: 90 days
Executive Agent Process Core Roles Executive Agent Process Core Roles (cont)(cont)
Step Six: Execute the EA assignment
Purpose of the Step: Execute the EA assignment in a manner that achieve all
goals specified on the balanced scorecard for the EA
Keys to Success: Process for periodic EA performance review Process for fairly resolving EA, End user, supplier conflicts
Output: End user requirements consistently met and
efficiency/effectiveness goals achieved.
Target Cycle Time: Situational
Executive Agent Process Core Roles Executive Agent Process Core Roles (cont)(cont)
Step Seven: Conduct Formal Performance Evaluations
Purpose of the Step: Perform an objective, rigorous analysis of EA performance
against The EA balanced scorecard
Keys to Success: Use of template EA evaluation process
Output: Objective assessment of EA performance and
recommendations for action forwarded to the EA process owner action
Target Cycle Time: 30 days
Executive Agent Process Core Roles Executive Agent Process Core Roles (cont)(cont)
Step Eight: Make the decision to Reassign or Divest
Purpose of the Step: Make a timely and analytically based decision to continue
or terminate an EA assignment
Keys to Success: Documented, transparent decision process.
Output: Decision to “Recommission” or “Decommission” an existing
EA
Target Cycle Time: 60 days
Barriers to ImplementationBarriers to Implementation
Political and cultural Resistance to change--What’s in it for me to support a new EA approach?
Lack of Dollars and Cents case for action No policy or Executive Champion to push the
proposal forward Getting data for business case analysis Lack of marketing plan poor promulgation Process as designed will dilute Other DoD processes will dilute this
Action Strategy for Rapid EA Program Action Strategy for Rapid EA Program ImplementationImplementation
Strategy 1: Accelerate development of all policy “backbone” required to prepare for signature of the recommended EA program
Strategy 2: Accelerate validation of the new EA process with “live” EA opportunities and develop all tools and guidance required for effective implementation
Action Strategy for Rapid EA Program Action Strategy for Rapid EA Program ImplementationImplementation
Strategy 3: Accelerate the “buy-in” to the new EA program by effective ; marketing of the case for action, key program feature and benefits
Strategy 4: Accelerate the development of a pro forma set of new EA assignments with a projection of benefits
Action Campaign Infrastructure Action Campaign Infrastructure
EA Executive Sponsors
EA Policy Backbone
Action Team
EA Pro Forma
Benefits Team
EA Marketing Team
EA Process Validation
Team
Action Campaign TimelinesAction Campaign Timelines
What Who When
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