Joint ASIA BIA TRIBAL Data Management

Joint ASIA / BIA / TRIBAL Data Management Committee Update December 2008 A Proposed Centralized Data Management Function Sponsored by the Assistant Secretary for Indian Affairs Serving Recognized Indian Tribal Governments, Tribal Organizations, American Indians, Alaska Natives, Assistant Secretary for Indian Affairs, Bureau of Indian Affairs and other US Government Organizations 1

Activity Briefing Overview • Committee Activity Overview • Update on Data Management Policy • PPA Desk Officer Activities • Status of Resources • IA Performance Management System 2

Committee Activity Overview • Committee was formally established by the TBAC in November 2004. • Data management policy was drafted and approved by TBAC • Completed two surveys of Federal offices for BIA performance metrics • Committee action plan has been developed • New Survey instrument being prepared • $500, 000 was included in the FY 2007 Green Book for establishment of an Office of Program Data Quality (OPDQ). Funds are now part of the Office of Planning and Policy Analysis budget 3

Update on Data Management Policy • Indian Affairs Directives team is putting policy into appropriate Manual format • Will appear in Indian Affairs Manual – section to be determined • Additional Comments from Tribal programs were added and will continue coordination to assure that policy is comprehensive and inclusive • Will be sent out for Tribal comments early in new calendar year 4

Office of Planning & Policy Analysis Desk Officer Responsibilities • OPPA has instituted desk officers assigned to each major program area • Responsibilities include: – Helping programs manage Strategic Plan measures – Working with programs to update their ABC codes – Aiding programs in addressing PART reviews, measures and action plans – Acting as liaisons between programs and budget on developing budget performance tables and narratives – Working with programs to compile their data and narratives for the annual Performance Accountability Report (PAR) 5

Status of Resources 6

Costing Performance Determining the cost of performance is considered important to the government because it addresses the taxpayer’s question: “What return am I getting on my investment? ” We must ask ourselves: “What return is Indian Country getting for the investment? ” 7

Sequence for Determining Cost of Performance (Activity Based Costing) Time Reporting Staff reports time spent on activities * using the Quick. Time timekeeping system Activity Cost Activity costs include labor and non labor – e. g. , equipment, contracts Performance Measure Cost Activities are mapped to performance measures to determine total measure cost Unit Cost Total cost Number of successful results e. g. , road miles in acceptable condition External Reporting Cost of performance is reported to OMB and Congress v Activities are tasks that have been identified by Indian Affairs’ managers, and cover all work carried out by IA programs. Activities are defined in an ABC dictionary that is available to all employees 8

Illustration: Roads Maintenance Program Time Reporting Paved Road Maintenance 4, 000 hours Activity Cost Performance Measure Cost Unit Cost Paved Road Maintenance Cost $5 mil Gravel Road Maintenance 7, 000 hours Gravel Road Maintenance Cost $8. 2 mil Earth Road Maintenance 3, 000 hours Earth Road Maintenance Cost $3. 8 mil External Reporting Indian Affairs Budget Roads maintained in acceptable condition $17 mil divided by 4, 000 road miles in acceptable condition = $4, 250 cost per mile Performance and Accountability Report OMB PART Assessments 9

Why is the cost of performance useful for the Tribal Community? • Identifies potential inefficiencies and opportunities for improvement – ex. , why is the Program spending 30% more this year than in prior years in maintaining a mile of road? Are there ways that efficiencies can be improved? How much does it cost to get one more road mile in acceptable condition? • Provides a credible basis for defending the Indian Affairs budget – e. g. , if the Roads Maintenance Program is cut by x dollars, x fewer roads will be maintained in acceptable condition. • Gives Indian Affairs and the Tribal community more 'green lights' and favorable publicity – the new Administration will almost certainly have scorecards to publicize which programs are well managed and which are not 10

New Administration’s Focus on Cost and Performance Management [Quotes from President-elect Obama’s transition team] • “Root out waste by reviewing every line of the Federal budget to eliminate underperforming or unnecessary programs and to make more essential programs work better and cost less” • “Review will be conducted by a White House SWAT team composed of government officials and a new chief performance officer” • “Fundamentally reconfigure PART to focus more on congressional intent and include feedback from the people served by the program” • “. . Make our government open and transparent so that anyone can ensure that our business is the people’s business” Source: Government Executive 11/5/2008 11

IA Performance Management System • Provides an automated system for data collection and housing of required Strategic Plan, Program Assessment Rating Tool (PART) and Operational measurement data. • Measures are validated by Program managers as being useful to manage their program • Data is verified at Region and Certified by the Central Office • Next year plan to include Agencies in reporting data • Include Tribes in reporting and use of system to manage their data and report 638 data? 12