office of governmentwide policy center for policy evaluation (cpe) february 4, 2009

Office of Governmentwide PolicyCenter for Policy Evaluation (CPE)

February 4, 2009

2

Agenda

Part 1:

1. Background

2. Methodology

3. Changes for 2009

4. Evaluation Criteria and Scoring

5. 2008 Results

6. 2009 Schedule

Part 2:

1. Website

2. Policy Review Tool

• Sections

• Submission Process

• System flow

• Emails

• Reports

3. Additional Information

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Background

• Outgrowth of OMB PART evaluation

• Facilitate government-wide reform:

– Measuring and improving policy

– Adopting best practices

– Implementing innovative tools

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Federal Mail Executive Council

Interagency Committees/Councils

Interagency Committee for Aviation Policy

Property Management Executive Council

Executive Relocation Steering Committee

Executive Travel Steering Committee

Motor Vehicle Executive Council

Interagency Mail Policy Council

Interagency Council on Property Management

FedFleet Policy Council

Interagency Travel Management Committee

Transportation Management Policy Council

E-FAS Executive Steering Committee

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Overall Process

Policy Evaluation Role

Continuous Improvement

OGP discusses policies w/

Committees & OMB

OGP establishes or changes

policy

Agency implements or supplements GSA policy

Agency writes Standard Operating

Proceduresand internal

guidance

Agency verifies policy is

followed in the agency

Agency reports to OGP

OGPevaluatesagency-provided

information

OGP identifies strengths,

weaknesses, opportunities and threats

OGP - GSA’s Office of Governmentwide Policy

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AircraftMotor Vehicles

Mail

TravelRelocation

Personal Property

Transportation

OGP

Roles and Responsibilities

TSA USCGCBP CIS USSSICE FEMA

DHS

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CPE’s Approach

• Conduct agency policy evaluations via Internet

• Provide initial/final assessment of mandates

– Evaluate Best Practices

– Capture OGP feedback from customers

• Final written evaluation and score

• Evaluate and post government-wide data

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Linking: Policies, Goals & Measures

• Mandates & Best Practices linked to:

– Policy, guidance, industry best practices

– Suggested performance measures

– Strategic goals:

• Efficiency/Effectiveness

• Accountability

• Safety & Environment

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Link Example

Statement Reference(s)Suggested Performance

Measure(s) Category

Agencies are required to have internal policies providing withholding tax allowances and relocation income tax allowances to all eligible transferred employees. FTR 302-17

Number of WTA and RITA payments/number of employees who relocated. Accountability

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Changes for 2009

1. Modified evaluation criteria and scoring

2. Fewer scored questions

3. Best Practices not scored by agency

4. Additional time built into schedule

5. Specific question regarding familiarity with mandate and greatest challenge to adhere to mandate

6. Required feedback to OGP/MT and CPE

7. Password reset functionality

8. Additional reports

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Evaluation Criteria

1. Written Policy:

Address the mandate, and provide evidence of current policy implementation

2. Awareness:

Evidence of communicating with affected agency personnel about the mandate, including policy or implementation changes

3. Verification:

Check adherence with applicable documented performance measures

More details available at www.gsa.gov/cpescoring

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Scoring Matrix

SCORING STANDARD Written Policy Awareness Verification

Effective Yes Yes Yes

Moderately Effective Yes Yes No

Yes No Yes

Ineffective No Yes Yes

No No Yes

No Yes No

Yes No No

No No No

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2008 Results

• Assessed 7 policy areas - 23 executive agencies

• 87% participation

• Focus Group: 100% planned to participate again

• Final assessments provided to agencies

• Published the 2008 Policy Evaluation Report

(See 2008 Report)

http://www.gsa.gov/graphics/ogp/2008CPEGovernmentwide_ReportOverall_December_2008.pdf

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All Policy Areas

All Policy Areas: Interim to Final Evaluation

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Key Findings

• OGP provides good advice, guidance and recommendations to agencies prior to finalizing policies

• Agencies have had some success in adhering to policies; however implementation rates are lower than ideal

• Agencies struggle to identify, adopt, and implement best practices

• OGP should develop tools for agencies to report required information, and make those reports available on its website.

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Strengths

Collaboration/policy development• Strong relationship between GSA and executive agencies

through interagency councils/committees

Evaluation criteria• The policy evaluation criteria is a strong model for agency policy

staff and serves as a catalyst for making changes

Adherence to regulations supports agency missions• 75% of stakeholders feel that participating in evaluation

increased agency's attention to policy area(s).

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Weaknesses

Policy implementation• Agencies struggle to implement some policies due to lack of resources,

other priorities, or adherence is planned at a later date.

GSA's mechanisms for collecting agency information• Internet tools are needed to collect required information for agency

annual reports.

Dissemination of information• GSA needs to develop mechanisms to disseminate information more

quickly and widely.

Best practices• Agencies struggle to adopt and implement best practices.

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Opportunities

Transparency of program information• GSA should improve its feedback to agencies and make annual

government-wide reports available on its website.

Web-based reporting tools• GSA should develop tools for agencies to provide standardized

annual reports.

Increase training and policy awareness• GSA should develop mechanisms to monitor the Policy Evaluation

program, and expand its efforts to provide training and education to executive agencies.

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Threats

Program-specific policy implementation• The failure to implement government-wide mandates poses a potential

threat to the effective and efficient management of government-wide programs.

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Independent Survey Feedback

• GSA needs more focus & involvement with agencies

• Additional training and more personalized interaction

• PRT participation increased attention to policy area

• Benefit worth effort

• Criteria made sense

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Actions taken…

Implement web-based tools for required annual reports• New web tools with reports published on OGP website

Agency adoption of Vehicle Management Information Systems• Motor Vehicle Executive Council and OGP are evaluating the

feasibility of using existing systems, like GSA’s FAS or DOE, to close this gap

Develop Aviation/Fleet Capital Asset Planning• OGP established an Interagency Integrated Project Team to develop

standard capital planning processes, procedures and tools.

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2009 CPE Schedule

Date(s) Responsible Party and Activity

2/4 Kick off meeting; PRT available for use

2/4-3/18 Agencies complete initial responses

3/19-4/30 CPE provide agency feedback

5/1-5/29 Agencies complete final responses

5/30-6/30 CPE respond to final submission

7/1-8/14 CPE complete policy area reports

8/15-9/30 CPE complete & post report

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CPE Web (www.gsa.gov/cpe)

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Components of PRT

4 Parts: Help, Forms, Reports, Tools • Help: Detailed instructions, FAQs

• Data Collection Forms (DCF): Data input

• Reports: Output

• Tools: Define users & approvers

https://gsa.inl.gov/prt

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Data Collection Forms (DCFs)

• Mandates– GSA policy, your agency, IG, OMB, GAO, PART

• Best Practices• MT and CPE Feedback

– Agency Respondents and Approvers provide feedback to both MT and CPE

– Questions are not scored

– Help identify what works & needs improvement

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Mandate & Best Practice Layout

Four sections:A. Mandate/Best Practice statement, adherence

questions, familiarity and challenges

B. GSA interim response & assessment

C. Agency follow-up reply (if needed)

D. GSA final response

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7 Challenges to Adherence

1.Other priorities precluded compliance

2. Lack of resources - funding

3. Lack of resources - personnel

4. Compliance planned for later date

5. Unaware of requirement

6. Received GSA waiver

7. Other

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Submission Process

1. AR completes four sections: – Mandates, Best Practices, MT and CPE feedback

2. AA completes MT & CPE feedback & submits to CPE3. CPE provides agency interim scores 4. Agency adds info and resubmits5. CPE provides final agency evaluation scores for Mandates,

government wide scores for Best Practice questions, and analyzes MT and CPE Feedback

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PRT Process & Roles/Responsibilities

Agency Respondent (AR) answers questions


AR submits to Agency Approver (AA) for reviewAR submits to Agency

Approver (AA) for review

AA reviews initial responses


AA submits initial DCF to CPE


CPE provides initial comments and scoresCPE provides initial

comments and scores

PRT opensPRT opens

Changesrequired?Changesrequired?

Yes

No

AA completes Initial GSA Feedback

section

AA completes Initial GSA Feedback

section

AR completes Initial GSA Feedback section


Agency Respondent (AR) Task

GSA/Center for Policy Evaluation (GSA/CPE) Task

Agency Approver (AA) Task

Key

Agency Respondent (AR):•Complete data responses•Submit to Agency Approvers (AA)•Revise as needed & resubmit to AA

*Process repeats for final evaluation

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GSA/CPE provides initial comments and scores


PRT opensPRT opens


Yes

No

AA completes Initial GSA Feedback section







Key

Agency Approvers (AA):•Review AU submissions•Approve or disapprove w/ comments•Submit to GSA


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PRT opensPRT opens


Yes

No








Key

GSA/CPE: Evaluate responses, identify SWOTs, provide agency, government-wide and MT evaluation feedback.


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Login to PRT

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What’s New Screen

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DCF Selection for Program Areas

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Navigation Screen

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Mandate Question: Data Input

Familiarity: Unfamiliar to expert

Best Practice questions have same format

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Data Input: Attachments


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GSA Feedback

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Send for Agency Approval

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Awaiting Initial Agency Review

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Agency Approver sees assigned policy areas and status

Status for Agency Approver

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AA Reviews & Provides MT FeedbackAgency Approver OGP/MT Feedback

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Comments from Agency Approver

AA can’t change info or comment on individual questions. If disapprove, AR must correct and resubmit to AA.

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AR Resubmits to AA

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Agency Approver Submits

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Awaiting GSA Review

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CPE Review-Mandates


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Emails from the PRT

1. New users or passwords reset

2. DCF status changes

3. System messages

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Reports & Analytical Tools

• Quick Reports show performance by:– MT & CPE Feedback Summary– Performance by Program Area & Strategic Goal– Performance Comparison by Program Area &

Strategic Goal, Across all areas– Performance by Question– Adoption Challenges– Performance Summary by Question

• Create or use saved queries (available later)

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Additional Information

Policy Area GSA/CPE POC

CPE Director [email protected] (202)208-6601

Aircraft [email protected] (202)208-0519

Mail [email protected] (202)501-9061

Motor Vehicle [email protected] (202)501-3354

Personal Property [email protected] (202)501-3448

Relocation [email protected] (202)501-2362

Travel & Deputy [email protected] (202)501-2824

CPE Website: www.gsa.gov/cpe

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Questions?

office of governmentwide policy center for policy evaluation (cpe) february 4, 2009

Documents

changes policy agency

policy areas

policy evaluation cpe

ogp ogp

supplements gsa policy

agency agency reports

additional information

information ogp