**Business Rules for Entering FY 2008 Reporting**

**Performance Actuals/Substitute Actuals in Enterprise Planning**

The Division of Cost and Performance Management (formerly the Planning
and Evaluation office) has established the following set of Enterprise
Planning (EP) business rules for reporting FY 2008 performance
actuals/substitute actuals.

**A) General Rules**:

(1) The Regional offices will be the primary Contributors for reporting
    FY 2008 Regional performance actuals/substitute actuals. The
    Washington program offices will serve as the Reviewers of
    performance information. The exceptions to this rule are the Law
    Enforcement and International Affairs programs, and several other
    Region 9 Washington program office responsibilities.

(2) All Washington and Regional reporting programs must have a primary
    and backup EP Contributor or Reviewer. This is necessary in order to
    ensure that the FY 2008 EP reporting process will be completed with
    the allotted timeframe.

(3) The Refuge, Environmental Contaminants, Endangered Species and
    Fisheries programs will enter most of their FY 2008 performance
    actuals/substitute actuals from automated date feeds from RAPPS,
    TESS/TAILS, ECARS, and FIS in EP. All other programs will hand enter
    performance data in EP.

(4) EP will contain two columns for entering FY 2008 performance data.
    Whenever possible, programs should report final FY 2008 performance
    data in (1) the [Actual column]{.underline}. If actual data is not
    available, estimated actual data are entered in (2) the [Substitute
    Actual column.]{.underline} EP will reopen in December 2008 to
    replace substitute actual data with final actual data.

(5) For the GPRA and PART measures, the Department of Interior (DOI) has
    required that all substitute actuals must include the methodology
    used to estimate the annual performance. Some of the criteria that
    may be part of the methodology include: (a) descriptions of any
    statistical techniques or mathematical operations applied to the
    source data, (b) describe assumptions used to estimate the
    target, (c) explain the confidence level with the estimate (high,
    medium, low). This information can be entered in EP with the
    annotation feature.

(6) [Definitions of met/exceeded and not met for 2008 data]{.underline}.
    Note: OMB has issued revised Circular A-11guidelines describing
    whether a GPRA or PART target was met/exceeded or not met. The
    plus/minus five percent rule used for prior years for measures that
    were met/exceeded or not met has been replaced by:

    a.  [Met/Exceeded:]{.underline} Greater than 100% of the FY 2008
        target.

    b.  [Not Met:]{.underline} Less that 100% of the FY 2008 target.

> \(7\) [Explanations regarding met/exceeded targets and not met
> targets]{.underline}. Explanations are required only for GPRA and PART
> measures. GPRA measures are identified by a G in front of the
> performance measure statement in EP. PART measures are identified by a
> P preceding each measure. Explanations should be entered as
> annotations in EP.
>
> \(a\) Met/Exceeded: If the performance actual or substitute actual
> data exceeds the target by greater than five percent, an explanation
> must be provided as to why the target was exceeded.
>
> \(b\) Not Met: If the performance actual or substitute actual data is
> less that 95% of the target, an explanation must be provided as to why
> the target was not met.
>
> \(c\) For percentage measures, EP will calculate the percentage change
> at the numerator level.
>
> \(d\) Explanations/annotations will be entered in the [% of variance
> total column,]{.underline} which will display the percentage change
> from FY 2008 target. This will inform the EP user if annotation
> comments are necessary for the GPRA or PART performance measures that
> either was met/exceeded or not met.
>
> \(8\) For FY 2008 percentage measures, the denominators for most
> measures may not be changed when reporting final FY 2008 performance
> data. These denominator fields will be made "read only" and are
> identified by "grey" shading in EP. If a performance measure
> denominator is not shaded, the target may be changed.
>
> \(9\) With few exceptions, EP will be read only, so, performance data
> cannot be corrected directly in EP. If, during the performance
> reporting process, a performance data error is discovered, the correct
> performance data must first be changed in the originating corporate
> database, RAPPS, TESS/TAILS, ECARS, and FIS before EP is corrected.
> The following is the suggested procedure for correcting performance
> actuals or substitute actuals:
>
> \(a\) Some programs have already developed a process for making
> corrections in the corporate database and re-downloading the revised
> measures in EP and they should follow that process.
>
> \(b\) For program that have not developed a process: When a
> contributor or reviewer discovers a performance error in EP, he/she
> should convert the EP screen to an Excel file. The program measure(s)
> should be highlighted with the correction(s).
>
> \(c\) The Excel file should be sent to the corporate database manager,
> related EP users in Washington/Regions and cc: Al Zara, Kim Howze, and
> Nate Zorich.
>
> \(d\) The corporate database should be corrected and the performance
> file should be sent to Nate Zorich to re-download into EP, and cc: Al
> Zara and Kim Howze.

**B) Examples of performance measures where lower values are better:**

Most of the FY 2008 performance measure actuals/substitute actuals are
considered met when the target was met or exceeded. However, there are
several measures when a final FY 2008 performance is lower than the
target. For example:

1\. For Facility Condition Index (FCI) measures:

e.g., Operational Plan no. 15.5.1: [Overall condition of NWRS buildings
and structures (as measured by the FCI) that are mission critical and
mission dependent (as measured by the API) with emphasis on improving
the condition of assets with critical health and safety needs
(GPRA)]{.underline}

Region 5 -- FY 2008 target is 0.152 (\$1,407,373/\$9,249,012)

[Numerator:]{.underline} \$1,407,373

[Denominator]{.underline}: \$9,249,001

[Met or exceeded:]{.underline} Actual value is LESS than 0.152

[Not met]{.underline}: Actual value is GREATER than 0.152

Note: The FCI is used to compare replacement versus repair cost on
facilities, e.g., buildings, etc. It is calculated as the ratio of
deferred maintenance needs to replacement costs. The goal of the various
programs is to reduce their FCI; thus, a LOWER FCI is better. For FCI
measures, the final numerators and denominators may both change from
their initial values at the beginning of the fiscal year.

2\. Operational Plan no. 15.2.22: [% of Rec Fee spent on
collections.]{.underline}

Region 9 -- FY 2007 target is 20%

[Met or exceeded:]{.underline} Actual value is Less than 20%

[Not met:]{.underline} Actual value is GREATER than 20%

Note. A LOWER percentage is better. As a program improves the efficiency
of how it collects recreation fees using new technology, the percent of
fees to cover collection costs will decrease.

**C) Definitions of Enterprise Planning column headings for performance
reporting**

[2005-FA, 2006-FA, and 2007-FA]{.underline}: These are the final fiscal
year actuals.

[2008 Target:]{.underline} The final Regional performance targets set
after Congressional appropriations.

[2008 Actual:]{.underline} The total actual performance reported as it
occurred during the fiscal year 2008. Section 230.2 of OMB Circular A-11
states: \"Actual performance is reported as it occurred during the
fiscal year covered by the report. For some programs, this performance
may have resulted from spending prior years monies during the fiscal
year.\" In addition, performance resulting from other resources such as
reimbursable funding, Federal and non-Federal partner matches, etc. is
also included.

[2008 Substitute Actual]{.underline}**:** If at the time a request for
actual performance is issued, the program does not have actual data, the
program may submit a \"substitute actual\" with an explanation of how
the substitute was determined. This is described in more detail in (4
and 5) above.

[2008 Total:]{.underline} The sum of the Actual and Substitute Actual
columns.

[08 Total -- 08 Target]{.underline}: This is the change from the FY 2008
Total to the FY 2008 Target.

[% Variance of Target:]{.underline} This is the ratio of the 08 Total to
the 08 Target. This ratio will indicate if the 2008 target was
met/exceeded or not met. This information will be useful to determine if
a reporting program should enter a brief explanation with the annotation
tool explaining why the target was met or exceeded or not met.

**D) Annotations**

The FY 2008 SES Annual Performance Plans must include a report on all
GPRA and PART performance measures. GPRA are identified by a G preceding
each measure in EP. PART measures are identified by a P preceding each
measure. The DOI requires SES managers to explain in their Annual
Performance Plans why the fiscal year GPRA and PART measure targets were
met/exceeded or not met. The Service has developed web-based SES
Performance Templates for the GPRA and PART measures that will be used
to prepare the FY 2008 SES Annual Performance Plans. All annotations
will be automatically entered in the Actual Accomplishment box for each
GPRA and PART performance measures in the SES Annual Performance Plan.
In October when the SES Annual Performance Plans are being prepared in
final form, the annotations in the box may be edited for clarity.

Please enter your annotations in the [% of variance total
column.]{.underline}

An annotation report will be available for review on a daily basis on
the ABC/M website under the Help icon.