NIFA Reporting Web Conference

1. NIFA Reporting Web Conference December 10, 2009

2. Start the Recording…

3. Bart Hewitt Bart is the Accountability and Reporting Leader for the Office of Planning and Accountability. He leads the national effort for the State Plan of Work and Annual Report process under the Agricultural Research, Extension and Education Reform Act; manages the Multistate Research Fund Project Proposal approvals for NIFA; and develops performance information for the PART and NIFA Budget. (202) 270-0747 bhewitt@nifa.usda.gov www.nifa.usda.gov/opa E-mail questions to rwc@nifa.usda.gov

4. User Support • (202) 690-2910 orservicedesk@nifa.usda.gov • Do not contact Texas A&M support • FAQs and other information on the CSREES Reporting Web Conference web page at www.nifa.usda.gov/rwc E-mail questions to rwc@nifa.usda.gov

5. Format and Logistics E-mail questions to rwc@nifa.usda.gov E-mail topic suggestions to rwc@nifa.usda.gov Conferences are recorded and will be available on the Reporting Web Conference web page at www.nifa.usda.gov/rwc E-mail questions to rwc@nifa.usda.gov

6. To Receive Announcements An RWC e-mail list will notify interested parties on news, schedules, and other issues relating to the series. To subscribe: • Send an e-mail to lyris@lyris.nifa.usda.gov. • Skip your subject line and in the body of your message type: subscribe reportingwc.  • Be sure you receive an e-mail confirming your subscription. E-mail questions to rwc@nifa.usda.gov

7. Introduction to Plan of Work December 2009

8. Plan of Work – A Historical Perspective • 1984 – 1991 NARS • 1992 – 1995 PPARS • 1994 – 1996 PPARS GPRA Pilot • 1996 and 1997 PPARS Transition • 1998 and 1999 GPRA Planning and Reporting System • 2000 - Present - AREERA E-mail questions to rwc@nifa.usda.gov

9. Plan of WorkA Historical Perspective • NARS • Fully Narrative • Structured • Attempted to cover the total Extension Portfolio E-mail questions to rwc@nifa.usda.gov

10. Plan of WorkA Historical Perspective • PPARS • Focused on Targeted Programs • Narrative and Numeric Data • DOS Based Computer Template • Relational Database E-mail questions to rwc@nifa.usda.gov

11. Plan of WorkA Historical Perspective • PPARS – GPRA Pilot • 1994 – 1996 • Five States • Selected Targeted Programs • Targets for Each Year and a Baseline E-mail questions to rwc@nifa.usda.gov

12. PPARS Components • State Program Overview • Targeted Programs • Civil Rights E-mail questions to rwc@nifa.usda.gov

13. State Program Overview • Narrative • Described the total Extension Program in the State • Focused on Base Programs E-mail questions to rwc@nifa.usda.gov

14. State Accomplishment Overview • Narrative Executive Summary required each year • Stressed program results and documented benefits • Reflected significant achievements of the Base Programs E-mail questions to rwc@nifa.usda.gov

15. National Initiatives Food Safety and Quality Plight of Young Children Communities in Economic Transition Sustainable Agriculture Waste Management Youth at Risk Decisions for Health 3(d) and Specially Funded Items EFNEP Farm Safety Integrated Pest Management Pesticide Applicator Training Pesticide Impact Assessment Renewable Resource Extension Act Targeted Programs • Other Programs • Dislocated Farmers Assistance Grants • Urban Gardening Program • Conservation and Forestry Titles of the 1990 Farm Bill • Environmental Education • Limited Resource/Low Income Individuals and Families • Multicultural Diversity • Parenting and Family-Youth Programs • Sea Grant/Marine Extension Programs • Volunteer Development and Management E-mail questions to rwc@nifa.usda.gov

16. Targeted Programs – POW • Situation Statement • Research and Empirical Base • Objectives and Indicators • Data Collection Methodology • Target Audience • Implementation Plan • Staff Training • Internal and External Linkages • Volunteers • Key Components • Reaching Target Audience(s) • Mileposts • Estimated Program Cost • Estimated FTEs • Number of Volunteers • Plan of Work Contact E-mail questions to rwc@nifa.usda.gov

17. Targeted ProgramsAnnual Report • Narrative Overview • Success Stories • Exemplary Programs • Objectives and Indicators • Estimated Program Costs • Estimated FTEs • Number of Volunteers • State Contacts E-mail questions to rwc@nifa.usda.gov

18. PPARS - Sample Indicator E-mail questions to rwc@nifa.usda.gov

19. PPARS – GPRA Pilot E-mail questions to rwc@nifa.usda.gov

20. Civil Rights Plan • Goals and Procedures • Equal Employment Opportunity • Program Delivery • Public Notification • Civil Rights Training • On-site Compliance Reviews • Population and Clientele Projections • Reporting Options • Total (100%) Data Collection • Rotational Reporting • Independent Survey E-mail questions to rwc@nifa.usda.gov

21. Civil RightsAnnual Report • Narrative Accomplishment Summary • Success Stories • Goals and Procedures • Equal Employment Opportunity • Program Delivery • Public Notification • Civil Rights Training • On-site Compliance Reviews • Population and Clientele Projections E-mail questions to rwc@nifa.usda.gov

22. GPRA Planning and Reporting System • Based on PPARS GPRA Pilot database system • Used 5 GPRA Goals instead of Targeted Programs • Used GPRA Objectives • Used Targeted Indicators which could be aggregated across the nation E-mail questions to rwc@nifa.usda.gov

23. AREERA • Agricultural Research, Extension, and Education Reform Act of 1998 • Plan of Work • Annual Report of Accomplishments and Results • Multistate Extension • Integrated Research and Extension • Multistate Research name E-mail questions to rwc@nifa.usda.gov

24. 2000 – 2004 Plan of Work • Arranged around the 5 GPRA goals established by USDA when the 5 year Plan of Work began • Unstructured text driven by the states’ perceived need for maximum flexibility and an aversion to a database driven template • Annual Reports began using Key Themes as a means to try to gain some order to the unstructured text data E-mail questions to rwc@nifa.usda.gov

25. 2005 – 2006 POW Update • Submitted to Old CSREES by April 1, 2004 • Extended the current Plan of Work Cycle to include FY 2005 & 2006 • 5 – 10 page document • States could add any relevant information not included in 2000 – 2004 Plan of Work • Outlined changes in focus over two year period from the original Plan E-mail questions to rwc@nifa.usda.gov

26. Original Plans for New POW • 2007 – 2011 (Rolling 5 Year Plans) • New plan was due June 1, 2006 • Proposed written guidance published POW Cycle in June 2005 in Federal Register • 30 Day Comment Period • Final Guidelines published January 2006 E-mail questions to rwc@nifa.usda.gov

27. Initial Plan of Work Software • Web-based and database driven • Pilot testing in three phases • September • October • Released on November 16, 2005 • “Sandbox” version • Production Version Released in January 2006 E-mail questions to rwc@nifa.usda.gov

28. Structure of 5-Year POW • Plan Overview Section • Planned Programs Section • Multistate Extension and Integrated Research and Extension (Sections 105 & 204 of AREERA) E-mail questions to rwc@nifa.usda.gov

29. Structure of 5-Year POW • Plan Overview Section • Plan Overview Text • Overall FTEs/SYs • Stakeholder Input • Merit Review (Program Review) • Evaluation of the Multis & Joint Programs E-mail questions to rwc@nifa.usda.gov

30. Structure of 5-Year POW • Planned Programs Section • Name of State Defined Program Unit • Knowledge Area Classification • Program Duration • Basic Logic Model Format • Evaluation Strategy E-mail questions to rwc@nifa.usda.gov

31. Structure of 5-Year POW • Multistate Extension and Integrated Research and Extension (Sections 105 & 204 of AREERA) • Base Percentage • Target Percentage for All Future Years • Plan Target Dollars for Duration of Plan E-mail questions to rwc@nifa.usda.gov

32. Plan of Work – A Key Component of the One Solution • How does the Plan of Work relate to the One Solution Initiative? • Part of the larger One Solution • Web-based system for Formula Funds • Same goals as One Solution E-mail questions to rwc@nifa.usda.gov

33. One Solution Initiative • Goals of One Solution • Simplify Reporting • Reduce burden on Partners and NIFA • Improve quality of accountability data • Meet increasing performance & budget reporting expectations E-mail questions to rwc@nifa.usda.gov

34. Plan of Work Goals Why do we have a new Plan of Work Electronic System? • Responds to AREERA • Opportunity to reduce reporting burden over time • Maximize usefulness of information • Improve Plan of Work accountability • Improve Quality of the data received from States • Meet increasing performance & budget reporting expectations • Agency Program management • OMB and USDA • Congress E-mail questions to rwc@nifa.usda.gov

35. Plan of Work – What is Covered? • What State work must be included in the Plan of Work? • NIFA Formula and required Matching Funds • Federal Funds: • Hatch • Smith-Lever 3(b) and (c), [but NOT 3(d)] • 1890 Extension • Evans-Allen • All required non-federal matching funds E-mail questions to rwc@nifa.usda.gov

36. Plan of Work – Requirements • Approved Plan of Work is an integral requirement for release of funds to institutions • A completed plan needs to include: • Stakeholder Input Documentation • Peer Review for Research • Merit Review for Extension • Multi-state Extension and Integrated Research and Extension Financial Data • Planned Programs E-mail questions to rwc@nifa.usda.gov

37. Logic Model • Why organize Planned Program data around the Logic Model? • Conceptual depiction of key elements of any program or project • Endorsed by GAO • Commonly used by: • Federal Research Agencies • Private Research Organizations • Cooperative Extension Services • Useful for planning, describing & implementing programs, and designing evaluations E-mail questions to rwc@nifa.usda.gov

38. Planned Programs Structure • Each Planned Program in the Plan of Work contains these key components • Situation • What problems, needs, or opportunities will the program address? • Assumptions • Explains why particular activities to address situation were chosen • Validated by research, literature and experience • External Factors • That can help or hinder results, and alternative explanations • Inputs • What assets and resources will be applied? • Activities/Outputs • What program activities do you plan to do, who will you serve? • What are some of the products produced? • Outcomes • What changes in Knowledge, Action, and/or Condition are expected. • What changes in Knowledge, Action, and/or Condition will be measured? • Evaluation • What Types of Evaluation is Planned? • What methods will be used? E-mail questions to rwc@nifa.usda.gov

39. Generic Logic Model for NIFA Reporting NIFA – Office of Planning & Accountability(This model is intended to be illustrative guide for reporting on NIFA-funded research, education and extension activities. It is not a comprehensive inventory of our programs.) Description of challenge or opportunity - Farmers face increasing challenges from globalization - Opportunity to improve animal health through genetic engineering - Insufficient # of trained & diverse professionals entering agricultural fields - Youth at risk - Invasive species is becoming an increasing problem - Bioterrorism - Obesity crisis - Impaired water quality What we invest: - Faculty - Staff - Students - Infrastructure - Federal, state and private funds - Time - Knowledge - The collection of stakeholder opinions Occurs when there is a change in knowledge or the participants actually learn: - New fundamental or applied knowledge - Improved skills - How technology is applied - About new plant & animal varieties - Increased knowledge of decision-making, life skills, and positive life choices among youth & adults - Policy knowledge - New improved methods Occur when there is a change in behavior or the participant’s act upon what they’ve learned and: - Apply improved fundamental or applied knowledge - Adopt new improved skills - Directly apply information from publications - Adopt and use new methods or improved technology - Use new plant & animal varieties - Increased skill by youth & adults in making informed life choices - Actively apply practical policy and decision-making knowledge Occur when a societal condition is improved due to a participant’s action taken in the previous column. For example, specific contributions to: - Increased market opportunities overseas and greater economic competitiveness - Better and less expensive animal health - Vibrant & competitive agricultural workforce - Higher productivity in food provision - Better quality-of-life for youth & adults in rural communities - Safer food supply - Reduced obesity and improved nutrition & health - Higher water quality and a cleaner environment What we do (Activities): - Design and conduct research - Publish scientific articles - Develop research methods and procedures - Teach students - Conduct non-formal education - Provide counseling - Develop products, curriculum & resources Who we reach (Participation): - Other scientists - Extension Faculty - Teaching Faculty - Students - Federal, state & private funders - Scientific journal, industry & popular magazine editors - Agencies - Policy and decision- makers - Agricultural, environmental, life & human science industries - Public External Factors - A brief discussion of what variables have an effect on the portfolio, program or project, but which cannot be changed by managers of the portfolio, program, or project. For example, a plant breeding program’s success may depend on the variability of the weather...etc. Assumptions - These are the premises based on theory, research, evaluation knowledge etc. that support the relationships of the elements shown above, and upon which the success of the portfolio, program, or project rests. For example, finding animal gene markers for particular diseases will lead to better animal therapies. Situation Inputs Activities Outputs Outcomes Knowledge Actions Conditions - New fundamental or applied knowledge - Scientific publications - Patents - New methods & technology - Plant & animal varieties - Practical knowledge for policy and decision-makers - Information, skills & technology for individuals, communities and programs - Participants reached - Students graduated in agricultural sciences Version 1.2

40. Plan of Work – Benefits • Reduced reporting burden on institutions • Easier for Partners to review what other states are doing • POWs are Published in REEIS • Selected Data are published in the Leadership Management Dashboard • Easier for both Partners and NIFA to identify performance measures & track progress with structured format • States will receive better and more timely feedback on their Plan of Work and Annual Report from NIFA E-mail questions to rwc@nifa.usda.gov

41. POW– Benefits for NIFA • More efficient & timely plan reviews by our NPLs • Database queries make it easier to locate & analyze data • Annual Reports will Provide supporting documentation for Portfolio reviews, PART, budget submission, other external requirements • More efficient and accurate linkages to USDA Strategic Plan (Goals and Objectives) by linking Knowledge Areas to portfolios E-mail questions to rwc@nifa.usda.gov

42. Plan of Work Data Use • How does NIFA use the information from the Plan of Work for planning and accountability? • NPL State Liaison Communication • Portfolio Reviews • OMB PART process • Budget Performance Integration • GAO and OIG inquiries • Answer Congressional & Departmental inquiries • Brings greater visibility of successes of Formula Funded Programs E-mail questions to rwc@nifa.usda.gov

43. Evaluating Research & Education Efforts: Portfolio Approach • OMB demands led to development of the portfolio assessment tool and measures; • Portfolio analysis used to assess progress toward goals; guide RFAs/POWs • Tracking papers, citations, patents, products, educational efforts, adoption of products/ practices • Uses OMB R&D criteria (relevance, quality, performance) E-mail questions to rwc@nifa.usda.gov

44. Evaluating Research & Education Efforts: Portfolio Approach • Knowledge Areas (KA’s) for each Planned Programs • KAs for each Outcome in Annual Report • KAs are the link between Plan of Work and Portfolio Reviews E-mail questions to rwc@nifa.usda.gov

45. Cascading Alignment Mission Goal Strategic Objective Portfolio Knowledge Area code Planned Program/POW

46. Plan of WorkEvidentiary materials for Portfolios • Strategic and evaluation plans • Tracks papers, citations, patents, products, educational efforts, adoption of products/ practices • Evaluation studies and special analyses • Input tables to show portfolio priorities and emphasis E-mail questions to rwc@nifa.usda.gov

47. Hints for the 2009 Annual Report

48. Outputs and Outcomes • Limit Outputs and Outcomes • Report Outcomes that stand out • Most useful for our reports • Qualitative Outcome Statements in conjunction with Quantitative Measure E-mail questions to rwc@nifa.usda.gov

49. What does a Quality Outcome Statement Look Like? • Brief • Effective Impact Statements: • Provide quantifiable evidence of change or difference the program made. (It really is all about the money. Bucks are the gold standard. Audiences want to know the return of investment.) • Provide only enough detail to be easily understood. • Highlight public benefits, outcomes, payoffs. E-mail questions to rwc@nifa.usda.gov

50. Sample Qualitative Outcome • Issue: Producers, seedsmen, grain merchandisers, processors, crop consultants, plant breeders, and extension staff are interested in new cultivars that bring them increased revenue. E-mail questions to rwc@nifa.usda.gov