Important Notes (May 30, 2013):
- The former "All," "Field," and "Region" user guides are now combined into one document due to their significant overlap. Note that most instructions apply to all users; special Regional actions are noted in green or are described separately, with links to sections describing the common operations.
- Use the linked Table of Contents above to jump to the sections relevant to your needs.
- These directions (column labels, screen captures) use the FY 2014 example. Your view in the system will reflect the current fiscal (reporting) year.
Accessing Target Setting
What Is Target Setting?
Target setting is a capability provided by the Performance Reporting system (formerly PRS; now called "Performance" or "Performance Reporting" for short) in ECOS. It allows targets to be set at the National, Regional, or Field Office level for each of the Reporting Year ( actually a specific fiscal year) performance measures. One can refer to last year’s target or last year’s actual reported value as a guide to setting the target for each measure. Once the target setting period is closed, completed targets are uploaded from Performance to PTrac (Performance Tracker) and are also displayed throughout the year in Performance alongside the running performance values for the current Reporting Year. [NOTE: "Reporting Year" as used here is a given fiscal year in which work is reported. Unless otherwise described, Reporting Year usually refers to the current fiscal year.]
Accessing the Performance Reporting Target-Setting Module
To access the Performance Reporting application to set your targets, first log into secure ECOS:
- Go to https://ecos.fws.gov
- Enter your Username (your complete FWS email address) and Active Directory password (the password you use every day to log into your computer).
- Click the Acknowledge and Login button.
- On the ECOS Home Page, click Performance.
Links to the main performance reports, user guides, and the target-setting module occupy the left side of the Performance Reporting home page. These are discussed by page section.
Review 2014 Performance Metrics (or current fiscal/reporting year)
In this section of the Performance home page, you will find a box with links to instructional guides.
Below that, most users will see links for the National performance report, their own Region’s performance report, and their Office’s report, depending on user role (next image).
2014 Target Setting (or current fiscal/reporting year)
Next is the informational box containing Instruction guides for target setting for the current fiscal year. Before starting, consider reviewing the Performance: Setting Targets.
Below this box is the link to the target-setting module. To open the report and set new targets, click on Set your 2014 targets (red circle, next image; will show your current reporting year).
Target-setting links on the Performance Reporting system home page.
Access Rules for Performance Reporting and Target Setting
Access to Performance Reporting and its Target-Setting module are restricted to FWS users (i.e., you must log in with a legitimate @fws.gov email address and associated Active Directory password). Rights and privileges in the Performance Reporting application are determined by your ECOS profile (including office affiliation). Anyone can view the information at any level but targets may be set/edited only at your own level or below. In addition, performance measures are scoped to the Field Office (FO), Regional Office (RO), or National level so you can only set targets scoped to your level of access.
- Field Office users, at the discretion of their Regional Office, may enter or edit their own office’s targets for those measures that are scoped to the Field Office level.
- Regional Office users may enter or edit Regional targets for those measures that are scoped to the RO or FO level. RO users may choose to set a target for each measure for the Region as a whole or they may apportion the target value to the FOs in that Region.
- Headquarter (HQ) users may enter or edit only those targets that are scoped at the National level.
Basic Target-Setting Instructions: Office Level
Click on the Set your 2014 targets link (will show your current reporting year) as shown above. The Performance Report for your Field or Regional Office (as opposed to the Regional Report) will be displayed with a special OP Target (Operational Plan Target) column (outlined in red in the example below, next image).
Typical Office Report page.
If you’d like to set targets for just certain programs, click the Choose link under the Program column heading (green circle, above) to display the Program Selection form (next image).
Note: The Program Selection screen (next image) will automatically pop up when you click the Set your 20XX targets link if it's your first time in the application for the current fiscal year. If it does, select and deselect Programs until you have the one(s) you want. Programs with checked boxes will be displayed for target setting. To hide a checked Program, click on the box to remove the checkmark. When you’re done defining the Programs you want to view in the Performance Reporting application, click the Save and Reload button. The regenerated report will display measures only for your selected Programs.
Program Selection popup (automatic or via Program column "Choose" link).
Note to Regional Office users:
To set measures for your own Regional Office, as opposed to the Region or offices in your Region, be certain you are viewing your specific Office’s report and not the Regional composite report. If, when you click on Set your 2014 targets, your Region's report opens, scroll to the right to find your specific Office’s report and click on the View link under your Office. (Hovering over the “View” link reveals a popup with the Office's full name; next image) This will close the region-wide composite report and display your individual Office's report (following image). Setting targets for your own individual Office follows the same process, regardless of hierarchical level.
Setting Individual Measure Targets for Your Office
To set a target for a measure related to your Office, be sure that you’re viewing the desired Program’s list of measures as instructed above. Scroll to the specific measure and/or use the pagination feature (shown in green below) to locate the desired measure. Note that in the target setting mode/report, the system displays a number of columns from your current FY report. These include
- Measure: The Measure ID and Title are displayed and provide general identifiers of the measure. Note that this column also provides sorting arrows (ascending as well as descending) and a [learn more] link, which provides details as to how that particular measure is calculated. You may also click on the View Descriptions hyperlink which provides a comprehensive listing of detailed descriptions of all performance reporting measures.
- Program: An identifier of the USFWS Program with primary responsibility for the measure. You may use the Choose link to define which Programs you want visible in the report. This column also provides sort arrows for organizing Programs by name in ascending (A-Z) or descending (Z-A) order.
- OP Target: The column in which you will define the current fiscal year performance targets.
- ECOS Value (Date): This represents the current “credits” for the measure for the current Reporting Year (fiscal year), as derived from logging in other ECOS modules such as TAILS. The Service generally starts setting targets after the initial days of the Reporting Year, so these numbers will generally be relatively small during target setting season. You’ll be setting targets for your expected full end-of-reporting-year value.
- Office Adjustments: This column represents a value that may have been entered by the Office/Region that “adjusts” (positive or negative) the ECOS Value in an attempt to report a more accurate value. This feature is available to only a very few measures and is generally only operational towards the very end of the reporting period.
- ECOS Value with Adjustments: This is the resulting, calculated value derived from the ECOS Value and any Adjustment and is used for ultimate reporting purposes.
While these last three columns provide insight into what your current “credits” are for the current reporting year at a given time, you’ll likely find it more valuable to have access to the full-year values from prior reporting years (and especially the immediately last reporting year) in order to best determine an appropriate target to enter for the coming/current year. To view the prior year full-year value (the ECOS Value) and associated information, click inside a given measure’s OP Target cell (red boxes, next image).
Example tooltip for an OP Target showing the prior fiscal year's performance figures. Similar in Field and Regional Office views.
The fields that are displayed in the prior year's target-value popup are as follows:
- FY 2013 [prior year] Target: Portrays the previous Reporting Year's target value for your office for this measure.
- ECOS Value (Date): Portrays the previous Reporting Year's logged or derived value (from TAILS or other ECOS Module) for your office for this measure.
- ECOS Value with Adjustments: Portrays the the previous Reporting Year's adjusted value (derived from logged value plus adjustments to the value) for your office for this measure.
- Reported in EP [PTrac 2013 and later]: Portrays the prior Reporting Year value that was reported to the Performance Tracker (PTrac). Note that generally, values are reported to EP/PTrac at the Regional level, so Office-level reports will show N/A when nothing was directly reported to EP/PTrac at the Office level (in other words, office values were rolled up and reported at the Regional level). [NOTE: "Reported in EP" column is being discontinued. Modify this text as needed when that occurs.]
Enter an OP Target Value
Scroll to the measure for which you wish to set a target, and follow these steps:
- Type or paste in a value in the OP target box. You can then press <Enter> or simply move the cursor from the box to save the target value for this measure.
In a few seconds the measure target value cell will be outlined in green and an OK will be displayed to indicate that the target was successfully set (next image). This value can be altered/edited at any time during the target-setting period and may be entered/edited by anyone meeting the access criteria given above.
OP Target change confirmation.
- Click the Comments link to explain the target value you set (red box, next image). Comments help track the rationale for the target value or provide supporting text for the value. Type or paste in your comments for that measure and click Save.
Example Comments box for an OP Target.
Bulk Editing Targets for Sets of Measures
The OP Target column also contains a Bulk Edit link, just below the column heading, that can be used to set targets based on the prior year’s values (targets or actuals). The Bulk Edit wizard also allows you to delete all displayed targets so as to reset them; see Deleting Targets for details.
Bulk edits can be used to
- Edit targets at the Office level scoped for your specific Regional or Field Office,
- Adjust Field-Office-scoped targets at the Regional level (Regional Office user only; see Setting Targets at the Regional Level).
- Delete Regionally scoped and/or Field-Office-scoped targets.
The Bulk Edit wizard will walk you through the process for setting targets for multiple measures, screen by screen (ensuing images). Still, heeding the following advice can help ensure your success the first time through!
- Before you use the Bulk-Edits Wizard check to see that you have selected only those Programs for which you wish to Bulk Edit measures. To do this, do as described earlier and go to the Program column, click on Choose, select or deselect the Programs, and click Save. (This guidance is repeated on the Bulk Edit Wizard's opening screen, next image.)
- Be sure you understand and control which measures you are bulk editing. It is a powerful feature that allows you, for example, to set your Section 7 targets to 10% lower than last year’s actuals with one bulk edit, but then set CPA values to 5% above last year’s targets in another bulk edit. Take advantage of this feature but be careful and control the measures (via Programs) to which the bulk edits will apply.
- When performing bulk edits, do not use your browser's Back button in an attempt to navigate to a prior step of the wizard. Doing this will exit the wizard and your selections will NOT be saved. Instead, use the links at the upper left (under Bulk Operations) to return to the Choose Options or Specify Values operation stages of the wizard.
- Only BLANK FIELDS will be updated with new targets as the result of a bulk edit. In this way, you can perform a bulk edit, and then readjust certain single measures as desired; or, you can set certain single measure targets and then use the bulk edit wizard to edit the remaining measures in a Program. When bulk edits are applied, fields with existing target values (including zero) will remain unchanged. If this is not desired, use the Delete function (see Deleting Targets) to permanently remove all target values for the selected Program(s). You may enter the bulk edits wizard again to update all applicable measure targets at that time.
- Regional Office users ONLY: For Regional users, bulk edits either change Regionally scoped targets and/or adjust Field-scoped targets set at the Regional Office level for measures associated with the programs you selected in your performance report. Changes at the Regional Office level will not change data entered by the Field Office—these data will remain unchanged during Regional editing.
The Bulk Edit Wizard
To begin, click Bulk Edit. at the top of the OP Target column. This opens the Bulk Edit Targets wizard.
- The first screen, Guidance, explains first steps and caveats (next image). Read it carefully! Then click Next to continue. (To go back to a prior screen, click the desired numbered item on the list at left in the Bulk Edit wizard. You can return only to the first three views—Guidance, Choose Options, and Specify Values.)
Bulk Edit Wizard: Guidance view.
- The Choose Options screen displays (next image). Here, you'll click in the checkbox associated with the action you want to take. (Field users will see only the option to update Field-Office scoped measures. Regional users will choose between measures scoped at the Field-Office level and those at the Regional level; following image.) When you click Next, the selected option will appear below the numbered screen view name (Choose Options) on the left.
Bulk Edit Wizard: Office-level Choose Options view.
Bulk Edit Wizard: Regional-level Choose Options view. Notice that editable targets for your own office appear as boxes, while at the Regional level, values that can be modified for all offices in the aggregate are instead linked numbers.
- To Specify Values, you’ll have to make a selection from the radiobutton list (to use last year’s Targets or Actuals), select either Increase or Decrease (from the radiobutton provided), and then use the slider bar to define the percentage of change (next image).
Bulk Edit Wizard: Specify Values view.
When setting targets via the Bulk Edit tool, you have basically 5 options during the Specify Values operation segment. (Setting targets in Bulk Edit via an absolute value increase or decrease is not provided in the system.) These are:
- Increase the immediately prior year Target by a uniformly defined percentage.
- Decrease the immediately prior year Target by a uniformly defined percentage.
- Increase the immediately prior year Actual by a uniformly defined percentage.
- Decrease the immediately prior year Actual by a uniformly defined percentage.
- Delete all values (to clear the slate and redefine targets).
When you click Next, Your selection will appear beneath the numbered screen view name (Specify Values) on the left (shown: FO; similar for RO).
- Use the Confirmation view (next image) to be sure that the selections you made during the Specify Values operation are accurate. (If they aren't, use the left navigation to return to prior views in the wizard, or if necessary, close the wizard and start over with Program Selection.) Note that this feedback includes an outline of the Office for which the targets will be set, the Program(s) under which the measures fall, the Bulk Edit Comments that summarize the settings defined (Target or Actual; Increase or Decrease; and percent change to impose) as well as a note stating that the processing of the target setting could take a few minutes to complete.
Bulk Edit Wizard: Confirmation view.
- If your settings are correct, click Execute. This process can take a minute or two (next image).
Bulk Edit Wizard: Execute view.
- Once the executed calculations are complete, a Summary displays (next image). The Summary is a scrollable, exportable/printable list of the measure targets, showing those target values that changed (a green YES) and those that were not changed (a red NO). A green box with a message confirming successful target-setting (and the values used) appears at the top of the window.
Bulk Edit Wizard: Summary view.
- You may print the Summary of your new targets or download it in any of 3 formats (CSV, Excel, PDF). To return to the target-setting page for your Office, click the "x" in the upper right corner of the wizard to close it.
- The subject report will refresh, showing yellow highlighting in cells where changes occurred (next image).
How updated OP Targets show in the refreshed report.
Setting Targets at the Regional Level
This section is for Regional Users only.
Setting Regional Targets for Individual Measures
- To set a target for a measure for your Region (either as a single value or apportioned by office), click on the value in the OP Target column for the desired measure (next image). Only linked values in this column can be edited.
Click on a linked value in the Regional report to set a measure target for your Region.
- This will bring up the Regional target-setting (Target Information) form that lists each office with its relevant data, allowing you to enter target values and comments for that measure office-by-office (apportioned; next image). The Target Information form provides some valuable office- and regional-level information, by Office, to help inform your target setting:
- FY2013 [prior year] Target: Portrays the prior Reporting Year target value for your office for this measure (2013 in this example).
- ECOS value (date): Portrays the prior Reporting Year logged or derived value (from TAILS or other ECOS Module) for your office for this measure.
- ECOS Value with Adjustments (date): Portrays the immediately past Reporting Year adjusted value (derived from logged value plus adjustments to the value) for your office for this measure.
- FY2014 [current year] Target: The current fiscal year value(s) you are setting (2014 in this example).
- To enter or edit current fiscal year Targets, type or paste in a value in the FY2014 [or other current year] Target box for the desired office(s). Then click just outside the box to save the change. Note: DO NOT hit <Enter> or you will be returned to the report page.
- In a few seconds the target value cell will be outlined in green and an “OK” will display to indicate that the target was successfully set. This value can be altered/edited at any time during the target-setting period and may be entered/edited by anyone with ECOS access permissions for the given office. Note that as you enter values office-by-office, the regional total will continuously update Office Total and the Region X sum (bottom number in FY2014 Target column; "665" in next image) that will be recorded. Both totals briefly highlight in yellow with each update.
- To help track the rationale or provide supporting text for the target value, click the Comments link to type or paste in a brief note about the target value you set.
Example 1: Setting a target for a selected measure for a specific Office for measures scoped at the Field level.
- Or, you may enter a single “Regional Adjustment” value, also with comments (following image).
Example 2: Setting a Regional Adjustment to the target for a specific measure.
- When you have finished entering data for all offices (if desired) or making the Regional Adjustment, click Done. You will be returned to the target measure report, showing your changes in cells highlighted in yellow (next image).
Regional target report showing the modified OP Targets for two example measures at the Regional level, reflecting the individual Office Adjustment made by the Regional Office (665; Example 1 above) and the Regional Adjustment (552; Example 2 above).
- You can also click on the View link of a given office to see your change reflected in the Office target report (next image).
Office target report showing the modified OP Target for this measure at the Field Office level, reflecting the individual Office Adjustment made by the Regional Office (Example 1 above).
Setting Regional Targets for Sets of Field-Scoped Measures
As with the Field-Office-level reports, the OP Target column in the Regional report also contains a Bulk Edit link below the column heading that can be used to set targets as a group based on the prior year’s values (targets or actuals). The Bulk Edit wizard also allows you to delete all displayed targets and begin resetting targets. See below, Deleting Targets.
The Bulk Edit wizard will walk you through the process of and options for setting targets for multiple measures based on the same (bulk) process, screen by screen. See the step-by-step directions in Bulk Editing Targets for Sets of Measures, above.
At the Regional level (only), bulk edits change Regionally scoped targets and/or adjust Field-scoped targets for a given measure set at the Regional level for the Programs you selected in your PRS report. Field-Office-entered data will remain unchanged.
Setting Regional Targets Using Both Individual Measure and Bulk-Editing Methods
As a Regional Office target setter, you may set targets by:
- defining some in bulk with the Bulk Edit wizard,
- apportioning a Regional total to select Offices, or
- combining both techniques.
This means that, in a given session, you can use either or both techniques in any order to set or modify targets for your Region. For example:
- Follow the directions in Bulk Editing Targets for Sets of Measures to set targets using the Bulk Editor, then go back into the target-setting report to modify individual targets for specific measures and offices.
- Alternatively, you can set office-specific targets first (see Setting Individual Measure Targets for Your Office), then bulk edit the remainder. This works because, remember, only undefined targets (with no value in the OP target box) are populated/affected by the Bulk Editor.
Any target that you have permission to set, you may also delete in one of two ways:.
- Delete targets individually (measure-by-measure) by navigating directly to the measure and selecting and deleting the value (and, ideally, its Comment).
- Use the Bulk Edit wizard to delete whole sets of targets. You should do this with great care and monitor your actions as you progress through the wizard. Importantly, the delete capability is controlled by the user by defining the Programs to which the deletion will be applied. Program selection for the sake of deleting targets is done exactly in the same manner as for setting targets (see BulkEditing Targets for Sets of Measures, above):
- On the target report, click “Choose” in the Programs ccolumn and select the specific Programs whose measures you wish to delete.
- THEN click “Bulk Edit in the OP Target column.
- In the Guidance view, click Next.
- In the Choose Options view, click the appropriate Field Office- or Regionally scoped "Bulk edit/adjust..." option.
- In the Specify Values view, click Delete ALL values.
- In the Confirmation view, once you are satisfied you are doing the right thing, click Execute.
- A warning popup will ask if you're sure. Click OK to continue or Cancel to exit the wizard.
- In a minute or two, the Summary view will display confirming your delete.
The following images illustrate what you'll see in the wizard from the Specify Values view forward:
Bulk Edit Wizard: Delete ALL values option of “Specify Values” operation segment.
Bulk Edit Wizard: Confirmation view for Delete ALL values.
Bulk Edit Wizard: Deleting targets confirmation popup. Click OK to forge ahead.
Bulk Edit Wizard: Deleting ALL values Summary view,with green confirmation message. Click close to close the wizard..
Viewing Targets/Actuals by Office in a Region, or by Regions: The Pivot Reports
Further instructions for customizing the Pivot Reports are forthcoming. The following describe the basics of these reports.
Need to see targets and actuals for selected Programs by Office or by Region? You may access, customize, and export a report portraying all targets set to date (1) for your Region by Office, or (2) for one or more Regions. Click on the Office Pivot or Region Pivot link under Summary Reports > Measure Pivot Reports on the Performance Measures home page (next image).
Accessing the Pivot reports.
Pivot reports can be exported (saved to your local drive) using the Export icon at the upper right of the report screen. Select from the many output formats available in the Export dropdown menu (next image).
Export options in Pivot reports.
Targets/Actuals by Office for Selected Fiscal Year, Region, and Programs: Office Pivot
Customize, view, and save or export a report portraying all targets set to date for your Region, by Office, by clicking on the Office Pivot link. In the window that opens (next image), select your parameters on the Options panel at left, then click Apply. (Use the Reset button to return to the default settings.)
- Enter only one fiscal year.
- Enter only one Region number (1–9).
- Choose one or more Programs. To select more than one, use <CTRL> + click.
- Each time you make a change to the parameters, you must click Apply to generate the new report.
The report refreshes and displays according to your latest selections. Use both scroll bars to view everything on larger reports. To Export the report and save it to your local drive, use the icon at the upper right of the report screen (shown below).
The Office Pivot (targets-by-Office) report.
Targets/Actuals by Region for Selected Fiscal Year and Programs: Region Pivot
Customize, view, and save or export a report portraying all targets set to date for your Region, by Office, by clicking on the Region Pivot link. In the window that opens (next image), select your parameters on the Options panel at left, then click Apply. (Use the Reset button to return to the default settings.)
- Enter only one fiscal year.
- Choose one or more Programs. To select more than one, use <CTRL> + click. Or select All, None, or Inverse.
- Choose one or more Regions. To select more than one, use <CTRL> + click. Or select All, None, or Inverse. (Default is All.)
- Each time you make a change to the parameters, you must click Apply to generate the new report.
The report refreshes and displays according to your latest selections. Use both scrollbars to view everything on larger reports.To Export the report and save it to your local drive, use the icon at the upper right of the report screen (shown below).
The Region Pivot (targets-by-Region) report.
For assistance with any ECOS feature (including the target setting module of the Performance Reporting application), you may send a help ticket to the ECOS help desk by clicking the Contact Us link at the bottom of either the ECOS home page or any Performance Report page.
You may also contact the ECOS Help Desk via phone at (970) 266-2999, M-F, 9 am–6 pm Eastern Time.