+-----------------------------------------------------------------------+
| **DATE**: 1/25                                                        |
+-----------------------------------------------------------------------+
| **ATTENDEES: Roy Arnold, Fernando Ayala, Rich Beck, LeRon Bielak,     |
| Michael Brown, Betty Buxton, Bill Corrington, Brendon DesPres,        |
| Kathryn East-Faushaugh, Angela Herring, Anthony Irish, John Kinley,   |
| Joel Lynch, Bob Misch, Carol Moore, Robert Moore, Jessica Rancourt,   |
| Chris Richey, Kylie Santini, Raymond Smith, Dot Sugiyama, Ramsay      |
| Tanham, Kathy Tynan, Mona Williams, Marlene Walker, Dave Murphy,      |
| Kathy Marshall, Quinntella Moore, Debra Burrell, Ralph Sokolowsky,    |
| Charlene Raphael, Becky Bageant, Barbara Newman, Daryl Koncer, and    |
| Philip Yoo.**                                                         |
+-----------------------------------------------------------------------+
| **ACTION ITEMS**                                                      |
+-----------------------------------------------------------------------+
| [WHAT WHO WHEN]{.underline}                                           |
|                                                                       |
| -   Meeting with Leron Bielak, representative from the Ramsay TBD     |
|                                                                       |
| strategic planning office 202 208-5340 to:                            |
|                                                                       |
| 1.  Compare the strategic planning schedule to GT project plan        |
|                                                                       |
| 2.  Review secretary offices, determine which ones should be          |
|                                                                       |
| > part of this task (management excellence - CIO and CFO              |
| >                                                                     |
| > office etc).                                                        |
|                                                                       |
| -   AOT meeting GT Team 2/9                                           |
|                                                                       |
| -   Set-up meeting with John Kinley and Angela to ensure we Fernando  |
|     Before 2/3                                                        |
|                                                                       |
| have the most current ABC information from MMS                        |
+-----------------------------------------------------------------------+
| **DETAILED MINUTES**                                                  |
+-----------------------------------------------------------------------+
| **Topic 1:** Introduction from Performance Perspective (Rich Beck)    |
+-----------------------------------------------------------------------+
| Benefits/Goals of the Budget, Cost and Performance Integration        |
| Initiative:                                                           |
|                                                                       |
| -   By linking ABC (Costing) and performance (Strategic Planning), we |
|     can understand how the work of the Department directly relates to |
|     execution of Strategic Plan goals/objectives.                     |
|                                                                       |
| -   Major step toward achieving Budget and Performance Integration    |
|     (BPI)                                                             |
|                                                                       |
| -   Ability to identify changes in funding and how they affect        |
|     performance                                                       |
|                                                                       |
| -   Even with the PAR it is not apparent how funding affects          |
|     performance -- this task will help DOI do that                    |
|                                                                       |
| -   Linking Budget, Cost and Performance is key to developing concise |
|     budget requests tied to performance.                              |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   This task will also help to strengthen DOI and bureau data        |
|     validation/verification procedures/processes.                     |
|                                                                       |
| -   Must link work done with what results from work done (Mercator    |
|     report).                                                          |
+-----------------------------------------------------------------------+
| **Topic 2:** Introduction from ABC Perspective (Dorothy Sugiyama)     |
+-----------------------------------------------------------------------+
| Benefits/Goals of the Budget, Cost and Performance Integration        |
| Initiative:                                                           |
|                                                                       |
| -   Additionally, ability to see what it costs to achieve a certain   |
|     level of effort/targeted level of performance.                    |
|                                                                       |
| -   "What it costs to get a product out the door"                     |
|                                                                       |
| -   Meaningful whole rather than two unassociated methodologies (ABC  |
|     and Performance Measurement / Budgeting)                          |
+-----------------------------------------------------------------------+
| **Topic 3:** Budget, Cost and Performance Integration Presentation    |
| (Kathryn East Faushaugh)                                              |
+-----------------------------------------------------------------------+
| **Project Goals:**                                                    |
|                                                                       |
| -   **Alignment:** Assess current bureau alignment to DOI strategic   |
|     plan end outcomes, measures and cost.                             |
|                                                                       |
| 1.  Gather pertinent documents that describe current performance      |
|     management structure                                              |
|                                                                       |
| 2.  Analyze the methodology, form and extent of alignment             |
|                                                                       |
| 3.  Synthesize bureau-level results and recommend action              |
|                                                                       |
|     -   If it is linked to the end outcome measures then we will      |
|         review; this include PART measures                            |
|                                                                       |
|     -   Want to account for all resources                             |
|                                                                       |
| -   **Integration:** develop methodology to integrate AMC and         |
|     performance measurement and identify gaps/overlaps and/or         |
|     dependencies                                                      |
|                                                                       |
| 1.  Gather pertinent documents and data to support budget and         |
|     performance integration                                           |
|                                                                       |
| 2.  Analyze the data, cost and bureau funds                           |
|                                                                       |
| 3.  Synthesize results and develop integration methodology            |
|                                                                       |
|     -   Show funding as it relates to performance                     |
|                                                                       |
|     -   Link ABC to performance                                       |
|                                                                       |
|     -   2/9/06 AOT meeting                                            |
|                                                                       |
| -   **Verification**: Assess bureau data validation and verification  |
|     processes.                                                        |
|                                                                       |
| 1.  Gather pertinent documents to support performance data            |
|     verification and validation                                       |
|                                                                       |
| 2.  Analyze data verification and validation process                  |
|                                                                       |
| 3.  Synthesize results and recommend process improvement              |
|                                                                       |
|     -   This task is a result of KPMG audit findings; need to         |
|         assess/identify weaknesses before DOI's next audit.           |
|                                                                       |
| **Implementation Strategy**:                                          |
|                                                                       |
| -   Strategic alignment approach                                      |
|                                                                       |
| -   ABC integration approach                                          |
|                                                                       |
| -   V&V remediation approach                                          |
|                                                                       |
| -   Key steps and action plan                                         |
|                                                                       |
| -   Timeline                                                          |
|                                                                       |
| -   Critical success factors                                          |
|                                                                       |
| **Project deliverables**:                                             |
|                                                                       |
| -   Bureau performance alignment draft due 2/24/06                    |
|                                                                       |
| -   Integration methodology draft due 3/24/06                         |
|                                                                       |
| -   Data validation and verification process draft due 3/31/06        |
|                                                                       |
| -   Overall implementation process draft due 4/12/06                  |
|                                                                       |
| **What you can expect:**                                              |
|                                                                       |
| -   Request for bureau information                                    |
|                                                                       |
| -   Meetings and workshops as required                                |
|                                                                       |
| -   Tools and templates applied to assess the performance management  |
|     framework (methodology to assess data sets)                       |
|                                                                       |
| -   Dedicated GT team member for your bureau                          |
|                                                                       |
| -   Draft work products for review                                    |
|                                                                       |
| -   Discovery                                                         |
+-----------------------------------------------------------------------+
| **Topic 4:** Question and answer session                              |
+-----------------------------------------------------------------------+
| Question 1: Will the team be looking at PART measures?                |
|                                                                       |
| -   Ramsay Tanham: Yes, we will be looking at these. We will take any |
|     documents that the bureaus use to report measures and look at     |
|     how/and if these link to the DOI Strategic Plan.                  |
|                                                                       |
| ```{=html}                                                            |
| <!-- -->                                                              |
| ```                                                                   |
| -   Rich Beck: We also plan on doing a gap analysis at some point in  |
|     this process to see how much of the agency's budget is being      |
|     accommodated in the Strategic Plan etc.                           |
|                                                                       |
| Question 2: What documents should (versions) the bureaus provide      |
| Grant Thornton with? The ones being proposed or the old ones?         |
|                                                                       |
| -   Rich Beck: We do not want a moving baseline. Provide the Grant    |
|     Thornton team with the most current approved documents.           |
|                                                                       |
| -   Kathy Tynan: requests that the GT team also be provided with      |
|     documentation of proposed changes.                                |
|                                                                       |
| -   Rich Beck: GT analysis will inform the FY07-FY12 strategic plan   |
|     update process.                                                   |
|                                                                       |
| Question 3: How/will we look at the work level activities at each     |
| bureau?                                                               |
|                                                                       |
| -   Kathryn East-Fausnaugh: will look at where the bureaus link to    |
|     the Department.                                                   |
|                                                                       |
| -   Rich Beck: Bureaus need to show if/how/where these activities     |
|     link to the DOI Strategic Plan                                    |
|                                                                       |
| Question 4: Will ABC overhead costs and bureau indirect costs be      |
| reviewed during this Task?                                            |
|                                                                       |
| -   Dot Sugiyama: No, Management Excellence measures and DOI and      |
|     bureau Sustain the Organization activities will not be part of    |
|     this task.                                                        |
|                                                                       |
| Question 5: Will the GT team look at only the formal measures that    |
| bureaus collect for the department or also informal bureau level      |
| measures?                                                             |
|                                                                       |
| -   Rich Beck: It depends on the level of these measures. This will   |
|     be determined on bureau by bureau basis. Bureaus can link and     |
|     build up their lower level activities but only need to show the   |
|     linkage to DOI.                                                   |
|                                                                       |
| Question 6: Which offices of the Secretary will be interviewed?       |
|                                                                       |
| -   Dot Sugiyama: Only offices with robust measures and ABC systems,  |
|     like OHA and OST.                                                 |
+-----------------------------------------------------------------------+