General Services Administration

Incorporate business metrics in program management

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GSA/PBS has over 20 programs they manage across 11 regions nation-wide. Most of these programs execute tasks based on policy, tradition or regulatory requirement without regard for priority or need. Annual budget requests cover all program task execution. It is suggested that GSA and other agencies create an annual business plan for each program, which spells out: the need for the program's existence, the breadth of the program, the tasks that make up the program and the annual goals of the program. The goals should incorporate the broader agency objectives or mission and should be feasible and measurable. From these goals, annual metrics or key performance indicators should be created (the how-to achieve the goals portion). At the end of the fiscal year, the program manager(s) review their success in meeting the key performance indicators and based on these results, update their business plans with new goals and metrics/KPIs. Annual budget requests will then be prioritized on those tasks needed to meet the metrics and goals. Program tasks that present the highest risk to the agency or mission would be high priority (example: severe fire safety risk to Federal facilities) while tasks that fulfill policy requirements but present little risk (example: annual measure of the number of people receiving routine security clearances) would receive low priority and less or no funding request. This process reduces budget requests, creates a summary status of an agency's programs very useful to management and to new program managers. The exact savings is uncertain but just within GSA Public Buildings Service, this could save over $1,000,000 annually in reduced labor costs and reduced budget requests.

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Idea No. 2275