Grants Business Process Re-Engineering (BPR) Overview

1. Grants Business Process Re-Engineering (BPR) Overview Rimas T. Liogys Director Policy, Planning, and Systems

2. Vision for Strengthening Financial and Administrative Services Grants Vision and Strategic Goals BPR Recommendations Overview BPR Implementation Approach Grants Operating Model FY06 Performance Metrics Expected BPR Implementation Results Topics

3. 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

4. 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

5. BPR Approach Phases I II III IV Business Process Reengineering Training Assessment of “As-Is” Environment Design of “To-Be” Processes Implementation of BPR Transformation 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

6. Collaborative, Collaborative, “ “ One One - - NOAA NOAA ” ” Grants Management Operating Model Grants Administration Operating Model Customer Service Customer Service Operating Enablers Operating Enablers Grant Services Grant Services Teams Teams OAR* Outreach & Advisory Services Outreach & Advisory Services NMFS* GMD Reps GMD Reps Stakeholder Relationship Management Stakeholder Relationship Management • • LO Reps LO Reps Clear Roles Clear Roles • • Grants Grants - - Budget Planning and Review Budget Planning and Review • • Grants Online Grants Online NOS* NOS* Proactive Site Visits Proactive Site Visits • • GMD Reps GMD Reps Accountability Accountability • • Progress Reviews Progress Reviews • • LO Reps LO Reps - - Education and Outreach Education and Outreach • • GMS/FPO GMS/FPO • • Certification Certification NMFS/MSI/NESDIS* OAR/MSI* Performance Measurement against Performance Measurement against • • GMD Reps GMD Reps Mission Goals Mission Goals Grants.gov Grants.gov LO Reps LO Reps End End - - to to - - End End • • Customers Customers Performance Performance Operational Services Operational Services Metrics Metrics – – OAR/NESDIS/Corp/NWS* NMFS/Corp/NWS* GMD Reps GMD Reps Federal Funding Opportunities Federal Funding Opportunities • • LO Reps LO Reps Efficient and Efficient and • • Merit Reviews Merit Reviews • • Customers Effective Processes Effective Processes Minimum Requirements Minimum Requirements • • Grants Website Grants Website Reviews Reviews Knowledge Knowledge • • Management Management NEPA Reviews NEPA Reviews • • FALD Attorneys FALD Attorneys Award, Post Award, Post - - Award, and Award, and • • Close Close - - out Processing out Processing NEPA Coordinators NEPA Coordinators *GMD Reps = Grants Officers, Policy Advisors, Audit Specialist, *GMD Reps = Grants Officers, Policy Advisors, Audit Specialist, Team Leads, Specialists, and Technicians Team Leads, Specialists, and Technicians LO Reps = Grants Coordinator, Program Managers, Federal Program LO Reps = Grants Coordinator, Program Managers, Federal Program Officers, and Program Assistants Officers, and Program Assistants Grants Operating Model

7. 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

8. BPR Implementation Approach

9. 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

10. FY06 Performance Metrics

11. 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

12. Backup Slides

13. 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

14. 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

15. 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

16. BPR Implementation Approach