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Lean Six Sigma Grants Process (LSGP). Presented by Matthew Faulkner. Agenda. Grants Management Line of Business Lean Six Sigma Grants Process USDA/Consortia Fit Gap Assessments Next Steps Related Initiatives. 1. Grants Management Line of Business Overview.

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lean six sigma grants process lsgp

Lean Six Sigma Grants Process (LSGP)

Presented byMatthew Faulkner

agenda
Agenda

Grants Management Line of Business

Lean Six Sigma Grants Process

USDA/Consortia Fit Gap Assessments

Next Steps

Related Initiatives

1

3rd Annual APHIS Agreements Meeting

grants management line of business overview
Grants Management Line of BusinessOverview

In 2003, under the PMA, E-Gov initiative and PL 106-107 (Grants Streamlining), OMB established a Grants Management Line of Business (GMLOB) as a government-wide solution that supports end-to-end grants management.

The goals of GMLOB are:

Improve customer access

Improve efficiency of the submission process

Improve decision making

Integrate with Financial Management System

Improve efficiency of reporting procedures in order to increase usable information content

Optimize post-award and closeout actions

2

3rd Annual APHIS Agreements Meeting

lean six sigma grants process lean six sigma
Lean Six Sigma Grants ProcessLean Six Sigma

Lean and Six Sigma are process improvement methodologies designed to increase the effectiveness and efficiency of an organization.

Lean is about speed and efficiency

Six Sigma is about precision, accuracy, and customer satisfaction

Lean Six Sigma provides maximum value to consumers and clients with high quality products and services at the lowest possible cost.

DEFINE

MEASURE

ANALYZE

IMPROVE

CONTROL

3

3rd Annual APHIS Agreements Meeting

lean six sigma grants process usda s grants environment
Lean Six Sigma Grants ProcessUSDA’s Grants Environment

200 grant programs in 16 agencies

Over $60 billion in annual disbursements to over 134,000 grantees

Diverse mandatory and discretionary grants

Seven electronic systems and untold number of manual processes

Independent agency operations

Lack of a Department-wide view of the grants portfolio

68% of USDA grants processes are manual

Cycle times per phase range from 1-360 days

39% of initial applications received are unacceptable

4

3rd Annual APHIS Agreements Meeting

lean six sigma grants process goals
Lean Six Sigma Grants ProcessGoals
  • All common processes will be supported by a documented, integrated, streamlined, sustainable and transparent approach.
  • All exceptions will be justified and approved.
  • A means to measure and improve customer satisfaction will be designed.
  • Cost for managing grants will be reduced.
  • Number of payment methods will be reduced to two.
  • System will collect LSS metrics.
  • Service oriented architecture will be used.
  • A single interface with the financial system will be created.
  • Duplication of efforts will be eliminated.
  • Administrative burden for programs & customers will be reduced.

3rd Annual APHIS Agreements Meeting

lean six sigma grants process problems vs benefits
Lean Six Sigma Grants ProcessProblems vs. Benefits
  • Problem: Retiring workforce and high turnover (est. turnover is 15% in 2010).
    • Benefit: Business processes are formally documented and streamlined to eliminate non-value added steps. Provides a standard process across USDA organizations.
  • Problem: Inflation and pay increases must be absorbed into flat budgets.
    • Benefit: Lean Six Sigma targets reducing waste, time, and steps in business process while increasing customer satisfaction.
  • Problem: Financial and IT regulations increase cost.
    • Benefit: Lean Six Sigma creates a uniform process with minor exceptions.

3rd Annual APHIS Agreements Meeting

lean six sigma grants process aphis scope
Plant and Animal Disease, Pest Control, and Animal Care

CFDA # 10.025

FY07 $175,049,437

Wildlife Services

CFDA # 10.028

FY07 $8,584,881

Lean Six Sigma Grants ProcessAPHIS Scope

3rd Annual APHIS Agreements Meeting

lean six sigma grants process modernization challenge
Lean Six Sigma Grants ProcessModernization Challenge

200 Grants Programs

To-Be Process Model

1 common, standardized process

8

3rd Annual APHIS Agreements Meeting

lean six sigma grants process to be process model
Lean Six Sigma Grants ProcessTo-Be Process Model

9

3rd Annual APHIS Agreements Meeting

usda consortia fit gap assessments
USDA/Consortia Fit Gap Assessments

During the third quarter of FY2008, USDA validated the fit gaps conducted with the GMLOB Consortia leads to gain a better understanding of the Consortia offerings.

Following this analysis, USDA conducted a more detailed fit gap against the HHS solution.

3rd Annual APHIS Agreements Meeting

usda hhs detailed fit gap results
USDA/HHS Detailed Fit Gap Results
  • 570 Discrete Functional Requirements
    • USDA 59% fit
    • HHS 66% fit
    • 42% overlap between USDA and HHS functionality
    • 17% gap
  • Crosscutting Requirements not addressed by HHS
    • LSS Metrics
    • SOA
    • Common Desktop
    • Financial System Interface
  • Additional considerations
    • Grant processing volume
  • Reported to OMB on December 31, 2008

3rd Annual APHIS Agreements Meeting

usda next steps
USDA Next Steps
  • Entered a reevaluation mode
  • Conducting a detailed fit gap of the SAP software solution

3rd Annual APHIS Agreements Meeting

related initiatives
Related Initiatives
  • Grants.gov
  • Financial Management Modernization Initiative (FMMI)
  • Federal Funding Accountability and Transparency Act (FFATA)
  • American Recovery and Reinvestment Act (ARRA)

3rd Annual APHIS Agreements Meeting