# Presentation: 734195

## Office of Governmentwide PolicyCenter for Policy Evaluation

**January 9, 2008**

## BECKY RHODESDeputy Associate Administrator

## Agenda

- Background
- Purpose
- Methodology
- Website
- Program Review Tool
- Follow-up activities

## Background and Mission

- Outgrowth of OMB PART evaluation
- Facilitate government-wide reform:
- Measuring and improving policy
- Adopting best practices
- Implementing innovative tools

## Interagency Committees/Councils

**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****	**

## Policy Cycle

## Linking:  Policies, Goals and Measures

- Mandates & Best Practices linked to:
- Policy, guidance, industry best practices
- Suggested performance measures
- Strategic goals:
- Efficiency/Effectiveness
- Accountability
- Safety & Environment

## Link Example

| Question | Reference | Suggested Performance Measure  | Category |
| --- | --- | --- | --- |
| MANDATES |   |   |   |
| Do you ensure that your agency-wide fleet acquisitions meet the fiscal year average fuel economy standards for passenger automobiles and light trucks? | 41 CFR 102-34.30/55 | Provide your agency's average mpg for new acquisitions in the most recent fiscal year. | Safety/
Environment |

## Our Approach

- Conduct annual agency evaluations via Internet
- Evaluate data, provide initial on-line response
- Provide agencies final written evaluation
- Evaluate and post government-wide data

## Submission Roles & Responsibilities

**10**

## Submission Roles & Responsibilities

**11**

## Submission Roles & Responsibilities

**12**

## Performance Targets

- Establish baseline/SWOTS – 1st year
- Produce annual government-wide report
- Produce policy trend analysis – 3rd year

## 2008 Schedule

| Action required from... | Process description | Dates |
| --- | --- | --- |
| Customer Agency | Complete interim assessment | Jan 11-Feb 13 |
| GSA | Conduct evaluations & provide feedback | Feb 14-Mar 13 |
| Customer Agency | Complete final assessment | Mar 14-Mar 31 |
| GSA | Conduct final evaluations | Apr 1-Apr 30 |
| GSA & 
Customer Agencies | Hold group & individual agency out-briefs  | May 1-May 31 |
| GSA | Produce agency reports | Jun 1-Jul 31 |
| GSA | Produce annual report | Dec 15 |

**Notes:**
Annual schedule

## Questions

## Agenda for Users & Approvers

- Website
- Program Review Tool (PRT)
- Next steps

## Website (www.gsa.gov/cpe)

- Presentations
- Discussion/questions
- Table with seven policy areas:
- Questions, References, Measures, Strategic goal category, Evaluation example, POCs
- Links to Program Review Tool (PRT), government & non-government websites

## CPE Website-Continued

- FAQs
- Background
- Annual schedule
- Data Collection Form parts
- Instructions and scoring
- Reasons for non-compliance

## www.gsa.gov/cpe

- _[www.gsa.gov/cpe](http://www.gsa.gov/cpe)_

**Notes:**
From www.gsa.gov home page, select “Policy” tab, then “Center for Policy Evaluation” listed on left side.

## 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](https://gsa.inl.gov/prt)_

## Data Collection Forms (DCFs)

- Mandates:
- GSA policy, your agency, IG, OMB, GAO, PART
- Best Practices
- GSA Feedback:
- Unscored questions on what works & needs improvement
- Do GSA’s government-wide reports and agency feedback provide your agency with useful information?
- Do you provide policy development input and is it considered?
- Does your agency have any best practices that you recommend for government-wide consideration?

**Notes:**
Data Collection Forms (DCFs) developed with SMEs and Interagency groups.

## Mandate & Best Practice DCF Layout

- Six sections:
- Question & whether you follow it (Yes/No)
- Is adherence checked or addressed (Yes/No)
- Provide supporting documentation & narrative;
- 	if “No” to A/B, select reason for noncompliance
- GSA interim response & assessment
- Agency follow-up reply (if needed)
- GSA final response

## 7 Reasons for Non-Compliance

- 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

## Submission Process

- AU completes three sections:
- Mandates, Best Practices, GSA feedback
- AA submits to GSA
- GSA provides agency interim scores
- Agency adds info and resubmits
- GSA scores Mandates/Best Practices sections, and evaluates GSA Feedback

**Notes:**
See slide 7 for process flowchart

## Login to PRT

**Notes:**
Cookies
Email Friday with access info

## Slide 26

**Notes:**
House image: Continue to home page
Up arrow image: Dismiss news item
Stop circle image: Return to headlines

## Select “help” to get this screen 

- Select “help” to get this screen

- _[LoisMandell@gsa.gov](mailto:LoisMandell@gsa.gov)__ 202.501.2824_

**System problems “Oops”**

**Other questions**

## DCF Selection for Program Areas

## Data Input

**Notes:**
Default this year is 2008.  You won’t be able to change.  Next year and in the future, you will be able to review past year’s data.  

## Completion Status

**Completion Status**

- Completion status for policy by section (Mandates, Best Practices, GSA Feedback)
- Overall progress towards policy area completion

**Notes:**
Average of 24 questions for each policy area; mandates 11, best practices 6, gsa feedback 7

## Send for Agency Approval

**Send for Agency Approval**

## Status for Agency Approver

- _Agency Approver_ sees all policy areas they are responsible for approving.

**Status for Agency Approver**

## Comments from Agency Approver

**Comments from Agency Approver**

## Agency Approver Submits

## GSA Evaluates Responses

- If GSA rates a response “Strong” no additional response is needed

## Emails from WebApps

- Emails are sent when:
- New users or passwords reset
- DCF status changes:
- AU submits DCF for review
- AA rejects or approves DCF
- GSA completes initial/final agency scoring

## Reports and Analytical Tools 

- Create or use saved queries
- Quick Reports show performance by:
- Program Area & Strategic Goal
- Comparison by Program Area & Strategic Goal
- Across All Program Areas & Strategic Goals
- Government-wide by Question
- Report Creator

**Notes:**
7 types of “Quick” reports available with PRT.  Plus, custom or ad hoc queries available

## Benchmark – Agency/Government-wide 

**Notes:**
Compares an agency to government wide results for all 7 policy areas

## Government-wide Summary-All Programs

**Notes:**
Another report example

## What Happens after Evaluation?

- Post evaluation survey for process improvement:
- Accuracy of the evaluation
- Quality of feedback received
- Assess impact of evaluations
- Professionalism of evaluators
- Evaluate agency and government-wide results
- Share SWOT’s (Interagency Executive Councils/Committees, focus groups)
- Third Party survey

**Notes:**
Two post evaluations on process: 1) from CPE itself; 2) 3PS...Please don’t wait if you have comments/concerns.
Next Year Preparation:
	Annual selection of questions
	Changes planned for Center and PRT
	Agency results and optional close-out meetings

## Policy Cycle

- GSA - Office of Governmentwide Policy 		APO - Agency Policy Office           AOO - Agency Operations Office

## Additional Information

- Janet Dobbs, CPE Dir., _[Janet.Dobbs@gsa.gov](mailto:Janet.Dobbs@gsa.gov)_ 202.208.6601
- Website:  www.gsa.gov/cpe

| Aircraft  | Jay Spurr  | 202.208.0519 |
| --- | --- | --- |
| Mail Management  | Stewart Randall   | 202.501.4469 |
| Motor Vehicle | Ed Lawler  | 202.501.3354 |
| Personal Property | Rick Bender  | 202.501.3448 |
| Relocation | Ed Davis  | 202.208.7638 |
| Transportation  | Stewart Randall   | 202.501.4469 |
| Travel  | Lois Mandell | 202.501.2824 |

## Questions