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Commonwealth of Virginia 2012 Strategic Planning Workshop The Executive Progress Report and National Rankings September 17 and 27, 2012 Office of the Secretary of Finance Department of Planning and Budget. Opening Remarks. Agenda. Workbook – page 1.

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Commonwealth of Virginia

2012 Strategic Planning Workshop

The Executive Progress Report and National Rankings

September 17 and 27, 2012

Office of the Secretary of Finance

Department of Planning and Budget


Workbook – page 1

  • Executive Progress Report (EPR) Overview
  • EPR Structure
  • EPR Development Process
  • National Rankings
  • Performance Budgeting System Modules for National Rankings and EPR
  • Lessons Learned and Tips from the EPR Pilot
learning objectives
Learning Objectives

Workbook – page 1

At the end of today’s session, you should be able to:

  • Explain the purpose and value of the EPR
  • Define the audiences for your EPR
  • Describe the structure of the EPR
  • Explain the purpose of the National Rankings section of the Strategic Plan
epr purpose
EPR Purpose

Workbook – page 2

  • Provides a concise, strategic profile of a state agency that describes the agency’s responsibilities, challenges, performance highlights, and priorities
  • Designed to succinctly tell your agency’s story in a common form across Executive Branch Agencies
epr audience
EPR Audience

Workbook – page 2

evolution of the epr
Evolution of the EPR

Workbook – page 2

how it fits in the planning process
SWOT Analysis

Strategic Plan

Service Area Plan


Agency Base Budget and Decision Packages

How it Fits in the Planning Process

Workbook – page 3


Workbook – page 3

  • Five main sections
  • 2,000 character limit for all narrative sections (including spaces)
    • Caution: Do not hit “enter” at the end of a narrative section. Use “tab” instead.
    • Narrative sections will be populated with information from your last strategic plan, but will be truncated at 1,500 characters.
  • Dropdown menus for several sections and tables
  • Some automatically-populated sections
at a glance section
At-a-Glance Section

Workbook – page 4

PURPOSE - Provide a brief overview of the agency.


  • Secretariat
  • Agency Name
  • Agency Head Name
  • Mission
  • Staffing
  • Financials
at a glance

Workbook – pages 4-5


  • Trends
    • Increase
    • Steady
    • Decrease
  • Key Performance Areas (must have 3)
  • Productivity (must have 1)
  • Both areas are limited to 3.
  • Increase 
  • Steady 
  • Decrease 
background history section
Background & History Section

Workbook – pages 6-8

PURPOSE - Convey what the agency does, for whom, and at what cost.


  • Agency Background Statement
  • Primary Products & Services
  • Customer Summary & Data Table
  • Statistical Summary & Data Table
  • Financial Summary & Fund Sources Table
  • Revenue Summary & Revenue Collection Table
activity statistical table
Activity – Statistical Table

Workbook – page 7

  • Work with others near you.
  • Identify potential statistics for the table.
key risk factors section
Key Risk Factors Section

Workbook – page 9

PURPOSE: Provide information on three to five factors that will have the most significant impact on the agency over the next few years.

  • Agency’s internal weaknesses and external challenges (threats from your SWOT)
  • May relate to trends and key performance areas
  • Separate title and paragraph for each factor
  • Narrative - 2,000 character limit
performance highlights section
Performance Highlights Section

Workbook – page 10

PURPOSE: Show critical performance data over time, with explanations and trend information, as appropriate.


  • Discussion of significant performance results and metrics
  • Major changes in performance
  • Anticipated changes in performance
  • Factors contributing to the changes
  • 2,000 character limit
performance highlights section1
Performance Highlights Section

Workbook – page 10


  • Lists results of agency’s operations discussed in the narrative
  • Can select up to 8 key or other performance measures from dropdown menu
  • Data and targets will be populated upon selection of the measure
  • Recommend selection and discussion of measures in the At-a-Glance section
management discussion analysis
Management Discussion & Analysis

Workbook – page 11

PURPOSE: Explain the agency’s priorities and plans for maintaining or improving performance and addressing the key risk factors.

  • What you are doing and what you plan to do to produce desired results
  • Should be based on funding level in the current Appropriation Act
  • 5 subsections – 2,000 character limit each
management discussion analysis1
Management Discussion & Analysis

Workbook – page 11


  • High-level information about strategically important initiatives aimed at improving performance and addressing key risk factors and executive priorities
  • Information technology
  • Workforce development issues and how you plan to address them
  • Physical plant issues and how you plan to address them
epr development
EPR Development

Workbook – page 12

Get feedback. Enter data to performance budgeting system. Finalize and send to DPB.

epr development tips
EPR Development Tips

Workbook – page 13

  • Think of EPR as your agency’s story.
  • What does the audience most need to know?
  • Provide information relevant for decision processes.
  • Keep it strategic.
  • Focus attention on critical factors affecting the agency's performance. 
  • Present the agency's most important strategic challenges and opportunities.
  • Use the time horizon that is most appropriate for your agency.
national rankings
National Rankings

Workbook – page 14

PURPOSE: Build your business case for initiatives that are vital to the achievement of your agency’s mission and goals. Demonstrate your agency’s accomplishments.

Use only for measures where comparable national data are readily available.

Must enter data for Virginia.

activity national rankings
Activity - National Rankings

Workbook – page 14

  • Work in groups.
  • Identify measures where national rankings are possible.
performance budgeting modules
Performance Budgeting Modules

Workbook – pages 15-22

q a executive progress report
Q&A – Executive Progress Report

Workbook – page 23

Thank you pilot agencies!

Department of Criminal Justice Services

Department of Motor Vehicles

Department of Social Services

Department of Transportation

need help
Need Help?

Workbook – page 24

  • DPB for policy-related questions
  • Help features built into the performance budgeting system
  • VITA’s Customer Care Center to open a ticket for performance budgeting system problems