ECOS Application Help

Page tree

 

http://digitalmedia.fws.gov/utils/ajaxhelper/?CISOROOT=natdiglib&CISOPTR=470&action=2&DMSCALE=20&DMWIDTH=512&DMHEIGHT=467&DMX=0&DMY=0&DMTEXT=monarch!monarch&DMROTATE=0 US Fish & Wildlife


[This page intentionally left blank]

 

 

Table of Contents

Annual Target Setting & Reporting

Business Rules for Setting Targets and Reporting FY 2017 Annual Performance Actuals in PTrac for Operational Plan including GPRA Measures and Agency Priority Goals (APGs)

General Rules

Source System Automatic Loads (for Ops Plan Measures including GPRA)

Other Rules - Reporting

Performance Targeting/Reporting Deadlines for FY 2017 (Approximate)

Definitions of PTrac column headings for performance Reporting and Targeting

Ops Plan Application

Accessing the Annual Ops Plan including GPRA and Agency Priority Goals Applications


[This page intentionally left blank]


Annual Target Setting & Reporting

Business Rules for Setting Targets and Reporting FY 2017 Annual Performance Actuals in PTrac for Operational Plan including GPRA Measures and Agency Priority Goals (APGs)

 

The following set of Performance Tracking (PTrac) business rules have been established for setting annual performance targets and reporting annual performance actuals.

Note: The following programs will not contribute to the Annual target setting and reporting process at this time:  IRTM, BPHC, EA, ODIWM and BMO .

General Rules

(1)   The Regional offices will be the primary Contributors for target setting and reporting FY 2017 Regional performance actuals. The Headquarters (HQ) program offices will serve as the Reviewers of performance information. The exceptions to this rule are as follows:

  1. Ops Plan and GPRA Targeting and Reporting
    1. Only those few measures which can only be reported at the National level will be handled by Headquarters. These exceptions include the Law Enforcement, International Affairs and NCTC programs.  These Headquarters programs have both contributor and reviewer status.

(2)   All Washington and Regional targeting and reporting programs must have a primary and backup PTrac Contributor or Reviewer.  This is necessary in order to ensure that the Annual PTrac target and reporting process will be completed within the allotted timeframe.

  1. Contact Kim Howze if PTrac licenses need to be transferred or added to provide backup capability.

 

(3)   For percentage measures, the denominators for all measures may be changed when targeting performance measures.

(4)   When reporting performance data, the denominators for most measures may not be changed when reporting performance data. These denominator fields will be made “read only” and are identified by “grey” shading in PTrac.  If a performance measure denominator is not shaded, the target may be changed. 

Source System Automatic Loads (for Ops Plan Measures including GPRA)

(5)   For those measures that are imported from program source systems (i.e., RAPP and PRS) PTrac will be read only, so performance data cannot be corrected directly in PTrac.  If, during the performance reporting process, a performance data error is discovered, the correct performance data must first be changed in the originating corporate database (i.e., RAPP, PRS) before PTrac is corrected.  The corporate database should be corrected and the performance file should be sent to Stephen Keith to re-download into PTrac and cc: Kim Howze

Other Rules - Reporting

(6)   Definitions of met/exceeded and not met for 2017 GPRA data . Note: OMB has issued Circular A-11 guidelines describing whether a GPRA target was met/exceeded or not met.

(a)   Met/Exceeded:   Greater than 100% of the FY 2017 GPRA target.

(b)   Not Met:   Less than 100% of the FY 2017 GPRA target.

 

 

 

Performance Targeting/Reporting Deadlines for FY 2017 (Approximate)

FY 2017

Priority Goals (APGs)

GPRA and Other Program Performance Measures

Target Setting

11/22/16

11/22/16

Q1

1/19/2017

NA

Q2

N/A

NA

Q3

N/A

NA

Q4 *

N/A

10/03/2017**

** DOI/OMB require end-of -year reporting before end of year

 

Quarterly/Annual Reporting Timeframes

Q1 YTD = October 1 st through December 31 st

Q2 YTD = October 1 st through March 31 st

Q3 YTD = October 1 st through July 31 st

Q4 YTD = October 1 st through September 30 th

 

Annual performance accomplishments will be collected for all performance measures (Operational Plan measures including GPRA) in September 2017 - as usual.

 

Definitions of PTrac column headings for performance Report ing and Targeting

Ops Plan Application

 

Target Setting Columns

2017-Target (Final 2017 Target): The final Regional performance targets as set in November 2016.

Comment :  This column is provided to capture comments/explanations regarding the target as set by the Regions.  It is optional, except in cases where the target is set to zero. If a “zero” is reported as the target, a comment is required to ensure that all reviewers understand that the “zero” is legitimate target and not a missed measure.

Note for Ecological Services only : Please add the following comment to the new measures that will not be targeted for 2017.

 

New measure – establishing baseline”

 

Accomplishment Reporting Columns

Prior Year Actuals – The application will show two prior years of actuals to provide a historic view of reported accomplishments. Cells will be highlighted green (met) or red (not met) to give an index of prior year successes.

2017-Target (Final 2017 Target): The final Regional performance targets as set in November 2016.

2017 Actual YTD (cumulative Ops Plan Actual): The total year-to-date actual performance reported as it occurred during the fiscal year covered by the report. Section 260.9 of OMB Circular A-11 states: "Actual performance is reported as it occurred during the fiscal year covered by the report. For some programs, this performance may have resulted from spending prior years monies during the fiscal year."   Performance resulting from other resources such as reimbursable funding, Federal and non-Federal partner matches, etc. is also included.

2017 Substitute Actual: If a program does not have actual data to report at the time a request for actual performance is issued, the program may submit a "substitute actual", with an explanation of how the substitute was determined. PTrac will reopen in December 2017 for the program to replace substitute actual data with final actual data.

2017 Total: The sum of the Actual and Substitute Actual columns.

% of Target Met:    This column calculates the percent completed of the FY 2017 Ops Plan performance target.  This information will be useful to determine if a reporting program is on track for meeting or exceeding the Ops Plan Performance target. This column allows a quick read on where the accomplishment is compared to the target. Cells will be highlighted green (met) if the actual reported was 99% or better of the targeted performance.  Measures that are not met by more than 1% below the targeted value are highlighted in red. These measures – and any measures highlighted green (met) or red (not met) to give an index of prior year successes.

FY Actual YTD Comment :  This column is provided to capture comments/explanations regarding whether measures are not met by 1% or more below target; or the target is exceeded by 5% or more. 

 

Note: PTrac provides the availability for reviewers to see/edit/append comments on the reviewer worksheets.  This column is open to all contributors and reviewers.  Reviewers now have the ability to edit/append additional comments to those provided by the contributors.

 

Note: Comments are required for the following reasons :

  1. A comment is required for GPRA measures when the accomplishment is 1% or more below the target or when the target is exceeded by 5% or more
    • For example, if the % of target met column in PTrac shows a value that is equal to or less than 98.9% or is equal to or greater than 105%, a comment is required.
  2. If a “zero” is reported for the data field. 
  3. If a “zero” is reported as the target.  This ensures that the “zero” is legitimate target and not a missed measure.

Other comments are optional.  Please be brief, but keep in mind that your comments help explain the status of your program’s efforts.

 

Adaptive Management -Topic Guidance

The Partners and Fisheries adaptive management measures are variations of existing measures that will specifically measure the contribution ONLY of projects undertaken to mitigate Climate impacts. These measures have been added to the Program’s Ops Plan Worksheets.

 

C:\Users\KHowze\AppData\Local\Temp\1\SNAGHTMLbba3021.PNG Accessing the Annual Ops Plan including GPRA and Agency Priority Goals Applications

To log in to the PTrac “Ops Plan including GPRA and Agency Priority Goals Applications” to enter/review FY performance targets and actuals: (FWS Website: National Programs – Budget, Planning and Human Capital – Conservation Business Management.  Once the Home Page opens, click on the Organizational Performance Management Tab and you will see the Enter / Review Performance Data link under Performance & Budgeting Applications box on the right side of the screen. You can also access PTrac on the FWS Employee Applications Page.

Access to PTrac can also be attained from Inside.fws.gov

 

1. On the Inside.fws.gov home page click Regions to expand,  

2. Click the Headquarters link

3. Click BPHC on the top navigation bar

4. Click on Division of Conservation Business Management   on the top navigation bar

5. Click the Enter/Review Performance Data (PTrac) in the Quick links menu on the left

 

A window will open to the PTrac System. Select the appropriate application.  Each application will include up to two previous year’s annual accomplishments, the current year annual target column and the input columns for the current fiscal year-to-date accomplishments (at reporting time) and comments. 

Once inside any of the applications, you will need to save any data changes prior to submitting your worksheet to the next level.  In order to move between worksheets in the same application, use the close worksheet button.  To move to the other applications (as applicable) click the PTrac Home button inside the application on the top of open worksheet page.

Regional Reporting Responsibility:   All measures with Regional breakouts are the responsibility of the Regional program contributor to enter, review, and submit data into the performance applications in PTrac.  There are a few programs that will use automated downloads from program source systems (e.g., PRS and RAPP.  This imported data must still be reviewed and accepted in the PTrac application by the Regional/Headquarters contributor

Headquarters Program Office responsibility:   Headquarters Program staffs have a responsibility to review and accept Regional accomplishments in the performance applications.  Their role is one of overseeing the process from a national programmatic perspective. 

National Program reporting responsibility:   Some measures are only targeted and reported at a nationwide level.  Headquarters program staff is responsible for reporting on these measures for the Service as a whole.


The Division of Policy, Performance and Management Programs will be available to assist you and answer any questions. 

  • Questions?: Please contact Kimberly Howze (703 358-2588)
  • Technical/Computer problems re garding PTrac ?  Please contact Stephen Keith (703-358-1773). 
  • Changes to PTrac software licensees? Please contact Kimberly Howze (703 358-2588).

 

.