"Rimas Liogys Business Process Reengineering"
Grants Business Process Re-Engineering (BPR) Overview Rimas T. Liogys Director Policy, Planning, and Systems Topics • Vision for • Grants Operating Strengthening Financial Model and Administrative • FY06 Performance Services Metrics • Grants Vision and • Expected BPR Strategic Goals Implementation • BPR Recommendations Results Overview • BPR Implementation Approach Vision for Strengthening Financial and Administrative Services “[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 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 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 Phases I II III IV Business Process Assessment of Implementation Design of “To- Reengineering “As-Is” of BPR Be” Processes Training Environment Transformation Activities: Participate in Perform a 90-day Participate in “To-Be” • Execute the plan to tailored training in end-to-end design effort with trained implement new BPR tools and assessment of 8 NOAA and Department organization and techniques – to administrative staff business processes include business areas changes approximately 60 across NOAA with Focus areas: NOAA and 40 other trained NOAA staff Budget Formulation Department of and Execution • Evaluate, measure, Commerce staff Grants and adjust the new Identify areas of business processes duplication and Administration Complete an Action redundancy as well Workforce Learning Module as opportunities Management that prepares and Analyze current participants for recommendations business processes, next phase for improvement develop new business processes, and develop implementation plan Grants Operating Model Collaborative, “One-NOAA ” Grants Administration Operating Model Management Operating Model Customer Service Operating Enablers Grant Services Teams OAR* NMFS* Outreach & Advisory Services Grants Online Grants.gov– Grants Website Grants Online Grants.gov– Grants Website GMD Reps GMD Reps LO Reps • Stakeholder Relationship Management LO Reps •Clear Roles • Grants-Budget Planning and Review NOS* NOS* • Proactive Site Visits GMD Reps GMD Reps •Accountability LO Reps LO Reps • Progress Reviews - - • Education and Outreach •GMS/FPO OAR/MSI* NMFS/MSI/NESDIS* Certification • Performance Measurement against Customers GMD Reps GMD Reps Mission Goals LO Reps LO Reps •End-to-End Performance Metrics Operational Services OAR/NESDIS/Corp/NWS* NMFS/Corp/NWS* GMD Reps GMD Reps • Federal Funding Opportunities LO Reps LO Reps •Efficient and Effective Processes • Merit Reviews • Minimum Requirements Reviews •Knowledge Management • NEPA Reviews FALD Attorneys FALD Attorneys • Award, Post -Award, and Close-out Processing NEPA Coordinators NEPA Coordinators *GMD Reps = Grants Officers, Policy Advisors, Audit Specialist, Team Leads, Specialists, and Technicians LO Reps = Grants Coordinator, Program Managers, Federal Program Officers, and Program Assistants 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 January June 2006 2007 Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Project Management Kickoff Project / Project Plan Phase IV Closeout Process Transformation BPR Recommendations Performance Management Implement New Performance Metrics Change Management / Communication Change Management / Communication Plan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May January June * Pre-work activities began prior to Dec 2005 2006 2007 Legend: Indicates Estimated Indicates Estimated Timeframe Needed Indicates Phase IV Implementation Timeframe to Realize All Recommendation Benefits Milestones 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 FY06 Performance Metrics Baseline Targets FY06 Metrics Year 1 Year 2 Year 3 Long Term % of GMS and FPO certified 24% 35% 50% 100% 100% % of grants awarded 30 days prior TBD 55% 70% 85% 100% to the start/effective date % 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 ~70% 75% 85% 95% 95% and grant recipients) % of internal grant community TBD 75% 85% 95% 95% satisfaction % of grants awarded enhancing TBD TBD TBD TBD 100% NOAA’s Mission Goals 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 BPR Recommendations Overview 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 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 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 BPR Implementation Approach January June Process Transformation 2006 2007 Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May BPR Recommendations A. Standardize Electronic Grants Package Submission 11 B. Reduce the Number of Non-Competitive Grants Issued by NOAA 17 17 C. Implement Enhanced NEPA Grant Requirements* 10 10 D. Enhance Grants Fiscal Year Budget Planning* 1 E. Establish a GMD Prioritization Criteria for Processing Grant Awards 4 F. Create an Exception to the Legal Requirements to Publish Competitive Grant Solicitations in the Fed Reg 8 8 G. Enhance Knowledge Management within the NOAA Grants Community 7 H. Develop Construction Grants Policies and Standard Operating Procedures 2 I. Publicize a Consistent Approach to Conduct Competitive Merit Reviews 12 12 J. Develop a Consistent Approach that can be used when conducting a Letter of Intent (LOI) / Pre-application process 9 K. Increase the Number of Multi-Year Awards 15 L. Develop a Federal Program Officer Certification Program Develop a Grants Specialist Certification Program 18/19 18/19 M. Formalize and Publicize the Process to Initiate and Inquire into Grantee Compliance 5 N. Improve Federal Program Officer and Grants Specialist Communication and Coordination 6 O. Ensure Grant Awards are able to Meet NOAA’s Mission Goals 16 P. Ensure Grantee Compliance with NOAA’s Grant Award Terms and Conditions through Proactive Site Visits 13 Q. Clarify GMD and FALD Roles and Responsibilities 14 R. Identify Grant-related Earmark Recipients in a Timely Manner 3 # Indicates Recommendation Indicates Estimated Timeframe Needed Indicates Phase IV Legend: Number and Estimated to Realize All Recommendation Benefits Milestones Implementation Timeframe