# Presentation: 663883

## Grants Business Process 

**Grants Business Process **
**Re-Engineering (BPR) Overview**

**Rimas T. Liogys**
***Director***
***Policy, Planning, and Systems***

## Vision for Strengthening Financial and Administrative Services 
Grants Vision and Strategic Goals 
BPR Recommendations Overview 
BPR Implementation Approach

**Grants Vision and Strategic Goals **
**BPR Recommendations Overview **
**BPR Implementation Approach**

**Grants Operating Model**
**FY06 Performance Metrics **
**Expected BPR Implementation Results**

**Topics**

**Notes:**
Menu Slide

This is the context we are working in, and some opportunities and challenges that we face.
The 2004 election has brought the need to create new relationships on the Hill.

## Vision for Strengthening Financial and Administrative Services

**Vision**
**Clear, consistent policies and procedures **
**Properly resourced workforce with appropriate competencies and skills **
**Value-added business processes with maximum use of automation for improved timeliness and quality of service delivery **
**Performance metrics that enable program assessments, diagnostics, and customer satisfaction**
**Assurance that processes are aligned with NOAA goals, properly governed, and effectively managed**
**Increased organizational capabilities in new processes and improved performance in current processes**

**“****[W]e are working to improve the management and delivery of financial and administrative services.  Numerous studies... documented opportunities for improvements in financial and administrative service areas and recommended changes to both our organizational structure and business processes.”**
**	****	****	****-  Memorandum from Conrad C. Lautenbacher, Jr., **
**	****	****	****   ****Vice Admiral, U.S. Navy (Ret.), September 9, 2004**

## Grants Vision and Strategic Goals

**Grants Vision and Strategic Goals**

_**Grants Vision Statement:**_
-      **Enable achievement of NOAA's mission through **
**     ****effective and efficient grant program partnerships**

_**Grants Strategic Goals:**_
**Increase [internal and external] customer outreach, service and understanding of grant programs**
**Strengthen Grants Management coordination, planning, execution and monitoring**
**Measure Grant results against NOAA's mission**

## BPR  Approach

**Activities:**

**Participate in tailored training in BPR tools and techniques – to include approximately 60 NOAA and 40 other Department of Commerce staff**
**Complete an Action Learning Module that prepares participants for next phase**

**Perform a 90-day end-to-end assessment of 8 administrative business areas across NOAA with trained NOAA staff **
**Identify areas of duplication and redundancy as well as opportunities and recommendations for improvement**

**Participate in “To-Be” design effort with trained NOAA and Department staff**
**Focus areas:**
**Budget Formulation and Execution**
**Grants Administration**
**Workforce Management**
**Analyze current business processes, develop new business processes, and develop implementation plan**

**Execute the plan to implement new organization and business processes changes**
**Evaluate, measure, and adjust the new business processes**

**Implementation of BPR Transformation**

**Design of “To-Be” Processes**

**Assessment of “As-Is” Environment**

**Business Process Reengineering  Training**

**I**

**II**

**III**

**IV**

**BPR  Approach**

**Notes:**
Executive Leadership committed to strengthening NOAA’s Financial and Administrative Services
NOAA’s vision for the BPR effort:
Consistent policies and procedures across NOAA – eliminate the need to “shop for the best answer”
Properly resourced staff – “right people in the right jobs”; and the right number of employees
Value-added processes....leverage and enhance the IT systems we currently have to ease the manual work staff does and free time up for them to do more value-added work and analysis
Assurance processes are aligned.........
Increased organization (LO and corporate offices) capabilities
BPR effort initiated in September 2004
“As-Is” Phase II assessments for 8 functional areas completed and final report released April 11, 2005
“To-Be” Phase III activities started in March, 2005
TMT has conducted the majority of Phase III activities for Grants:  including best practices research, deep analysis of Phase II data, interviewed SME’s and conducted liaison meetings and focus groups; identifying major issues and developing improvement recommendations. Org/Change management activities including the impacts of the new process on roles and organization structure; culture gap analysis, capability and skill analysis.
Final Report released end of November; January 06 for Budget
Phase IV implementation (January ’06 for Grants)

## Grants Operating Model

**Grants Operating Model**

## BPR Recommendations Overview

**Summary of Grants BPR recommendations**
** **
**Increase emphasis on grants planning**
**Reduce transaction processing; Redistribute workload throughout the fiscal year**
**Realign roles and responsibilities to improve efficiency; Enhance NOAA-wide communication, collaboration, and outreach**
**Develop standard operating procedures, policies, and consistent processes across NOAA**
**Increase skill levels of Grants personnel**

## BPR Implementation Approach

**BPR Implementation Approach**

## Initial BPR Recommendation Results

**Updated FY06 Grants Performance Metrics**
**Increased focus on measuring Grant results in helping achieve NOAA’s mission goals**
**Balanced focus on critical metrics in addition to timeliness in processing grants, including:**
**Customer satisfaction**
**Employee skill proficiency**
**NMFS Grants Planning Pilot **
**Developing Broad Area Announcement**

**Notes:**
“Benefits from process reengineering to be identified by end of FY 06” 

## FY06 Performance Metrics

| 
FY06 Metrics
 | Baseline | Targets |  |  |  |  |
| --- | --- | --- | --- | --- | --- | --- |
|  |  | Year 1 | Year 2 |  | Year 3 | Long Term |
| % of GMS and FPO certified | 24% | 35% | 50% | 100% |  | 100% |
| % of grants awarded 30 days prior to the start/effective date | TBD | 55% | 70% | 85% |  | 100% |
| % of multi-year grant awards | 36% | 40% | 45% | 50% |  | 50% |
| % of non-competitive grants | 19% | 15% | 10% | 5% |  | 5% |
| % of grantee satisfaction (unsuccessful grant applicants and grant recipients) | ~70% | 75% | 85% | 95% |  | 95% |
| % of internal grant community satisfaction | TBD | 75% | 85% | 95% |  | 95% |
| % of grants awarded enhancing NOAA’s Mission Goals | TBD | TBD | TBD | TBD |  | 100% |

**FY06 Performance Metrics**

**Notes:**
For each proposed metric, the Grants BPR Team identified targets for the upcoming 3 fiscal years and a long-term target.  These metrics expand upon the As-Is performance metrics and enable NOAA’s Grants Community to measure additional elements beyond timeliness.

In addition, the Grants BPR Team developed a detailed process and approach to measure each proposed performance metric , detailing the frequency, approach/process, and considerations/assumptions.  

Examples – Hip Pocket 

## Expected BPR Benefits

**Reduce cost to process a grant**
**Increase grant processing capacity**
**Decrease cycle time to process a grant**
**Shift focus of grants personnel from low value added to high-value added activities**
**Improve grant workload distribution**
**Increase ability to award grants 30-days prior to their start date, leading to increased customer satisfaction**

## Backup Slides

## 19 Grants BPR recommendations help achieve several desired outcomes:

Increase emphasis on grants planning
Award existing multi-year grants/non-competitive continuations in first quarter
Formalize process for identifying Grant-related earmark recipients in a timely manner
Provide grants mission-related data to LO’s to assist with future funding decisions

Reduce transaction processing; Redistribute workload throughout the fiscal year 
Create an exception to the requirement to publish solicitations in the Federal Register
Increase the number of new multi-year Grant awards
Reduce the number of non-competitive Grants

_**Increase emphasis on grants planning**_
**Award existing multi-year grants/non-competitive continuations in first quarter**
**Formalize process for identifying Grant-related earmark recipients in a timely manner**
**Provide grants mission-related data to LO’s to assist with future funding decisions**
_**Reduce transaction processing; Redistribute workload throughout the fiscal year**__** **_
**Create an exception to the requirement to publish solicitations in the Federal Register**
**Increase the number of new multi-year Grant awards**
**Reduce the number of non-competitive Grants**

**BPR Recommendations Overview**

## Realign roles and responsibilities to improve efficiency; Enhance NOAA-wide communication, collaboration, and outreach
Establish GMD prioritization criteria for processing awards
Build collaboration between GMD and LO staff into the end-to-end Grants process
Conduct proactive site visits
Design and implement a comprehensive knowledge management website
Realign GMD and FALD responsibilities

**Establish GMD prioritization criteria for processing awards**
**Build collaboration between GMD and LO staff into the end-to-end Grants process**
**Conduct proactive site visits**
**Design and implement a comprehensive knowledge management website**
**Realign GMD and FALD responsibilities**

**BPR Recommendations Overview**

## Develop standard operating procedures, policies, and consistent processes across NOAA
Standardize electronic Grant package submissions
Develop consistent approach to the pre-application process
Develop consistent approach to conducting merit reviews
Implement enhanced NEPA grant requirements
Develop Construction Grants policies and SOP’s
Formalize/Publicize process for Grantee compliance

Increase skill levels of Grants personnel
Develop a NOAA-wide Federal Program Officer certification program
Develop a GMD Grants Specialist certification program

**Standardize electronic Grant package submissions**
**Develop consistent approach to the pre-application process**
**Develop consistent approach to conducting merit reviews**
**Implement enhanced NEPA grant requirements**
**Develop Construction Grants policies and SOP’s**
**Formalize/Publicize process for Grantee compliance**
_**Increase skill levels of Grants personnel**_
**Develop a NOAA-wide Federal Program Officer certification program**
**Develop a GMD Grants Specialist certification program**

**BPR Recommendations Overview**

**Notes:**
QW -

## BPR Implementation Approach

**BPR Implementation Approach**