Section III - Measures - BudgetTool
Contents
1. Step 4 Step 5 ATTENTION The agency prior year cutoff amendment must be loaded before performance measure data can be entered into BudgetTool Agency administrator sets up agency performance measure users Go to OPB s web site http www opb georgia gov and click on the Links Tab In the dropdown menu click OPB Applications Click the BudgetTool icon Agency user logs onto system from the BudgetTool welcome screen by clicking the Start BudgetTool button The MS NET software will automatically load onto the user s PC For additional background and instructions for installing MS NET please read Sections and II of the BudgetTool User Manual located on the BudgetTool main page http budgettool opb state ga us Update the program measures and performance data in the BudgetTool system Detailed instructions for entering measures into BudgetTool follow Entering Measures into BudgetTool A Accessing the Program Performance Measures in BudgetTool Page 4 of 12 1 Click the Agency Setup Shield GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES 2 Click Program Performance Measure Agency Setup Agency Association Setup Program Base Setup Standard and Agencywide Descriptor Lis Program Performance Measure Update Program Purpose 3 Update Program Performance Measure Screen a Select the Agency from the menu list b Click the Show P2. 1 Or PE ee a Confirm or update the Measure Type Confirm or update the Measure Category Confirm or update Measure Sequence Enter most recent year s performance data Review the prior years data and related performance information and Click Validate This indicates to OPB that the agency attests to the accuracy of the data submitted Click the Save button 2 Adding New Measures a Click the Update Measures button to access the Measures screen ij Program Performance Measure AIX ve Select Agency Program Agency Department of Agriculture 402 Policy Growing Georgia Budget Year FY2015 Agency Department of Agriculture 402 Program Departmental Administration 0740101 Program Rank 0 Gov Policy Area Best Managed State EA Program Purpose Show Programs Code Name 0740201 Athens and Tifton Veterinary Laboratories 0740300 Consumer Protection 0740101 Departmental Administration 0740400 Marketing and Promotion 0740601 Payments to Georgia Agricultural Exposition Authority 0740501 Poultry Veterinary Diagnostic Labs Program Description Data Disclosure Page 8 of 12 Update Measures seve GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES b Click the Add button to create a new Measure Ejj Measure List Agency Department of Agriculture 402 Program Departmental A
3. GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGET TOOL USER MANUAL Section III Performance Measures 270 Washington Street SW 8 Floor Atlanta Georgia 30334 404 656 3820 opb georgia gov Page 1 of 12 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES Table of Contents PROGRAM MEASURES AND PRIORITIZED PROGRAM BUDGETING Edessa akan ae uae nae eras T 3 PROCESS OVER VE NV eset tea A E tn eect I ect chin ceees tm veccict O EOS 4 ENTERING MEASURES INTO BUDGET 1 OOM erriren irn E EEA EAEAN EA AERA cts 4 A Accessing the Program Performance Measures in Bud getTOo o ccccccccccsscccccccccccneeescccceeeenaeeeseeeeeeeeaaeseseeeseeaaaaaeeseees 4 Bo MID GOT O M CUSUTE iara Ghat hae Mielec loses ce Pasa wana R E OEA AAAA ene bd aia eee 7 C Managemen TEV LOW aie se utes E E cit cls vara sen wile Ba ced Saale tee RA a ela elder cecil anion ais 12 De SUOMES ON DUE ccc ch E EE EEE T ET EE ETE N E E E teses 12 Es OPIS RCV ICV oaeee EE a r ETE E E A E A alelaanaee 12 Page 2 of 12 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES Program Measures and Prioritized Program Budgeting Performance information helps agency officials and program managers monitor the effectiveness and efficiency of agency strategies and programs provides crucial information for state decision makers and establishes the context for the state s ann
4. OPB s website It is important to note that the measures in the Governor s Budget Report are published directly from the BudgetTool system Consequently agencies are responsible for ensuring that measures are entered correctly and the data is accurate Agency performance data are subject to periodic audits for completeness and quality Accordingly agencies need to keep all details of surveys and other data collection techniques for at least five years Agency records must be detailed enough to satisfy a thorough review of the data collection methodology This year agencies will validate their measures within Budget Tool to attest to the accuracy of performance information This user guide provides information on accessing the BudgetTool performance measures entry screens and step by step instructions on entering and updating the measure data If you have problems with the system please submit a ticket from the BudgetTool welcome page following the procedure in the appendix of this manual If you have other issues that cannot be resolved through the ticket system please call Tracie Wheaton at 404 463 5544 for technical assistance For assistance with developing measures please contact Alice Zimmerman at 404 657 7316 or via email at alice zimmerman opb state ga us Page 3 of 12 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES Process Overview Step 1 Step 2 Step 3
5. DGET BUDGETTOOL USER MANUAL SECTION III PERFORMANCE MEASURES ij Measure List Agency Department of Agriculture 402 Program Marketing and Promotion 0740400 Measure List Performance and Result a b Delete Measure Category Measure Type Description Seq Validate ZBB Measure Show In Book 7 Performance Number Total number of Georgia Grown participants 1 v Performance Percentage Percentage of total Farmers Market space leased to vendors 2 v Performance Number Number of farmers retailers and wholesalers utilizing the Atlanta Farmers Market 3 v L Result Percentage Percentage increase in total sales at the Atlanta Farmers Market n a F w Result Percentage Percentage increase in total users of the Atlanta Farmers Market 5 Add Measures Can Edit Sequence Nbr 4 Type Percentage w Category Result Measure Description Percentage increase in total sales at the Atlanta Farmers Market Deleting a Measure NOTE You cannot delete a measure that has been marked as ZBB or Show in Book You may contact your OPB budget analyst to discuss your reasoning for deleting one of these measures Deleting a measure will remove the measure from the measure list The sequence number for remaining measures will not automatically update following deletion You may update the sequence number manually to establish consecutive numbering C Management Review Onc
6. a and related performance measure information for accuracy and completeness and then click Validate This indicates to OPB that the agency attests to the accuracy of the data submitted e Click the Save button ij Measure List HAIK Agency Department of Agriculture 402 Program Marketing and Promotion 0740400 Measure List Performance and Result Delete Measure Category Measure Type Description Seq Validate ZBB Measure Show In Book Performance Number Total number of Georgia Grown participants E 7 Performance Percentage Percentage of total Farmers Market space leased to vendors 2 a v Performance Number Number of farmers retailers and wholesalers utilizing the Atlanta Farmers Market 3 A E v Result Percentage Percentage increase in total sales at the Atlanta Farmers Market Ce El E Result Percentage Percentage increase in total users of the Atlanta Farmers Market 5 a Measures Can Edit Sequence Nbr 4 j Fiscal Year Typ Percentage w Category Result Measure Description Percentage increase in total sales at the Atlanta Farmers Market 7 4 Deleting a Measure a Highlight measure to be deleted in the Measure List b Check the Delete box to delete the Measure If the box is shaded out then you cannot delete this measure without contacting OPB c Click the Save button GOVERNOR S OFFICE OF PLANNING AND BU
7. d be prepopulated based on the primary policy area for which your agency is funded Changes to this field may only be edited by the OPB f Program Purpose The purpose statement can only be edited by OPB The purpose statement should be the same as the program purpose statement in the most recent Appropriations Act Agency users cannot change this section The maximum character length is 4000 g Program Description and Data Disclosure Changes to this field can be made by the Performance Measure Agency Entry user Agencies should use this section to provide additional detail about program operations that are not included in the purpose This should help answer any questions about what the program does In addition the description should include significant data disclosures Data disclosures include the time period covered by the data key data definitions data collection methodology data limitations data corrections and the person responsible for reporting and explaining the data including e mail address The maximum character length is 4000 h Click the Close button to exit the screen or Click Update Measures to update performance measure information Page 6 of 12 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES DEOD loaner Hoei OTET iii rr e Pie ray mri Fromoka Edi Proger ripro IMPORTANT NOTICE Budge
8. dministration 0740101 Measure List Performance and Result Delete Measure Category Measure Type Description Seq Validate ZBB Measure Show In Book Measures c Sequence Number The sequence number will increment each time a new measure is added This sequence is how the agency s measures will appear in the Governors Budget Report The user may change the sequence numbers if needed d Measure Type Choose the Measure Type from the menu list 1 Cost per Unit 2 Dollars 3 Number 4 Percentage e Measure Category Choose the category from the menu list 1 Performance 2 Result Performance measures may include unit cost program completion rates workload ratios customer satisfaction indices and activity counts Typically performance measures are output or efficiency measures that answer the questions How much did we do How well did we do it Page 9 of 12 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES Result measures show whether program outcomes for clients are improving declining or stabilizing Such measures may also compare program client outcomes to a national benchmark or to other clients who do not receive program services Results measures should answer the question Is anyone better off f Measure Description Enter the Measure Description as you would like it to appear in the Governor s Bud
9. e you have updated your measures you may generate a performance measure report for management review and approval Refer to the Reports section of the BudgetTool User Manual Section II A Agency User Guide for detailed instructions If the management review results in changes to the performance information return to the performance measure data entry screen and make edits as appropriate Please note that any changes to the performance information will require the user to re validate the data in the system D Submission Date Final performance measure information is due in BudgetTool along with the agency budget requests Please ensure that all measures are Validated in the system before this date E OPB Review OPB staff will review the performance measures and data submitted in BudgetTool and may contact agency performance measure liaisons with questions about the measures Once the agency and OPB are satisfied with the content and all measures have been validated OPB will make the final determination about which measures to include in the Governor s Budget Report All final measures will be posted to OPB s website in a separate agency performance measure report Page 12 of 12
10. get Report OPB website g Fiscal Year Enter actual performance amounts or percentages for each fiscal year Tab through to each entry box or click in the field h Validate Once data for measure has been entered check the description fiscal year data and related performance measure information for accuracy and completeness and then click Validate This indicates to OPB that the agency attests to the accuracy of the data submitted i Click the Save button ij Measure List PRES IES Agency Department of Agriculture 402 Program Departmental Administration 0740101 Measure List Performance and Result Delete Measure Category Measure Type Description i S50 Validate ZBB Measure Show In Book Performance Dollars 1 Measures Can Edit Sequence Nbr 1 Fiscal Year Actual Type Dollars E2 Category Performance Measure Description 3 Changing or Editing Measures a Highlight the measure to be updated in the Measure List You may not change measures flagged as ZBB measures without approval from OPB b Edit the measure Type Category or Description as needed Page 10 of 12 Page 11 of 12 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES c Fiscal Year Enter actual performance amounts or percentages for each fiscal year Tab through to each entry box or click in the field d Validate Check the description fiscal year dat
11. rograms button LBK ve Select Agency Program Agency Name and State Code FY 2009 State Policy area ij Program Performance Measure Program Name and Code Budget Year FY2015 Agency Program Rank Gov Policy Area AA Program Purpose Program Description Data Disclosure c 1 Double click the program name or 2 highlight the program name and click the Edit Program Information button to view the Program Rank Gov Policy Area Purpose and Description Page 5 of 12 GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES Gj Program Performance Measure HERK ve Select Agency Program Agency Department of Agriculture 402 Program Departmental Administration 0740101 FY2015 Budget Year Program Rank 0 a Gov Policy Area Best Managed State m Agency Department of Agriculture 402 Program Purpose Show Programs Code Name 0740300 Consumer Protection 0740101 Departmental Administration 0740400 Marketing and Promotion 0740601 Payments to Georgia Agricultural Exposition Authority 0740501 Poultry Veterinary Diagnostic Labs Program Description Data Disclosure d Program Rank Changes to program ranking requires approval of the agency head and notification by email of the OPB analyst e Gov Policy Area The Governor s Policy Area shoul
12. tTool pre fills the measures based on what the agency submitted during the previous year s budget development process Users can access the measures submitted for the Governor s Budget Report from OPB s website at http opb georgia gov governors budget reports or by going to Planning and Evaluation link on OPB s website and then clicking on the Agency Performance Measures link The measures and data in this system will appear in the Governor s Budget Report exactly as they appear in BudgetTool Therefore agencies are responsible for ensuring that measures are entered correctly the data are accurate and that each measure has been validated in the Budget Tool system B Updating Measures The agency is responsible for updating the performance measures and the related performance data The steps to the process include Page 7 of 12 Reviewing the measure list and determining whether any measures need to be added changed or deleted Entering the most recent year s performance data ensuring accuracy of prior years data and updating information as needed Clicking validate to attest to the accuracy of the data submitted for each measure GOVERNOR S OFFICE OF PLANNING AND BUDGET BUDGETTOOL USER MANUAL SECTION IIl PERFORMANCE MEASURES Detailed descriptions for adding changing and deleting measures follow 1 No Changes to Measure List a If there are no changes to the list of measures then for each measure
13. ual budget Program measures are particularly important when revenue shortfalls result in program funding reductions Measures can tell the story of successful process improvements impact of budget reductions or doing more with less Agencies will enter their program measures in the BudgetTool system using the step by step instructions in this user guide Agency users and administrators should coordinate to access the BudgetTool system and enter the measures and data In most agencies the BudgetTool administrator is in the budget office The BudgetTool Program Measures module is currently available for data entry for approved users Agencies must update their program measures in BudgetTool as part of their agency budget requests The process for the program performance measure consists of three primary steps 1 Agencies review and update their program performance measures in BudgetTool 2 OPB reviews program measures and publishes select measures in the Governor s Budget Report 3 OPB publishes the Agency Performance Measures report on OPB s website OPB requests that agencies identify three measures per budgeted program including a workload measure an efficiency measure and an effectiveness measure Additionally agencies are to provide four years of historical performance results for each measure where possible OPB will publish select performance measures in the Governor s Budget Report and post a comprehensive list of agency measures on
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