Overview of the Plan of Work (POW) Guidelines

New Directors’ TrainingDecember 10, 2002

Plan of Work for land-grant institutions (P.L. 05-185) Expectations for accountability of

formula funds for agricultural research and extension.

Hatch; Smith Lever 3 (b) and (c); Evans-Allen (Section 1445 of the National Agricultural Research, Extension, and Teaching Policy Act of 1977); and 1890 Extension (Section 1444, NAREPTA of 1977).

Plan of Work (POW) Guidelines cover 10-1-99 thru 9-

30-04 (fixed 5-year time frame)

5-year POW was due 7-15-99

Review of POW to be completed by CSREES 90 days from receipt

Section 105 of AREERA Amended Smith-Lever Act requires

specified amount of extension funds be expended on multistate activities (25% or 2 times the 1997 base).

Renaming Regional Research Fund as MULTISTATE research fund (Hatch Funds) satisfied the intent of the match.

Section 204 of AREERA Amended Hatch Act and Smith-

Lever Acts require that specified amount of research and extension formula funds be expended on integrated research and extension activities.

Section 105 & 204 Exemptions American Samoa, Guam,

Micronesia, Northern Marianas, Puerto Rico and the Virgin Islands.

Extension funds received by the District of Columbia, except to the extent it voluntarily complies.

Multistate & Integrated Multistate extension activities

& integrated research and extension activities plans were due from states on 7-1-00.

CSREES-REPT (02/00) Form Multistate Extension Activities

Integrated Research and Extension Activities

And/or CSREES-WAIVER (2/00)

Annual POW Reports Did not receive a report in 1999. POW, originally due 12-31-00 for the

previous fiscal year ending 9-30. CSREES published Federal Register

notice changing due date to 3-1-01 (allowing adequate time for report preparation).

First report submitted 3-01 for FY 2000.

Use of Accomplishments Reports

Understand success in addressing issues identified in the 5-year POW for multistate, multi-institutional and multidisciplinary activities, and joint research and extension activities.

Reviews of reports FY 2000 reviews completed by

NPL’s and letters submitted to each university by CSREES.

Based on FY 2000 experiences, additional guidance published 12-01 for reports due on 3-1-02 (for FY 2001).

USDA OIG Audit Current AREERA audit initiated by

the Office of the Inspector General (3-02).

Role of CSREES in POW Process

Oversight responsibility for formula funds.

Annual Accomplishments report is principle source of documentation for funding decisions for states.

Reports demonstrate willingness to conduct programs consistent with congressional intent and system-wide commitments (Statements of Impact).

NPL review of Accomplishments Reports First step for identifying statistics and

attention-grabbing narratives about Nation’s cooperative extension and research system (budget explanatory notes & annual impact reports).

Forms basis (relevance & excellence) for approving formula funds allocation of $450 million to land-grant partners.

Executive Summary for Each Goal Stress extension and/or research results

supported with formula funds Highlight successes and any program/

research direction which has resulted in significant change within or among states

Document benefits to clientele and stakeholders

Contains State’s own assessment of accomplishments for the current reporting period.

Contains total expenditures by source of funding and full-time equivalents (FTEs) for the Goal.

Annual Report of Accomplishments and Results

Arranged around Five GPRA Goals Each Goal has an Executive

summary Key Themes identified for each

accomplishment under the Goals and aggregated to assist in reporting (not a POW requirement)

Integrated Research and Extension form(s)

Annual Report of Accomplishments and Results

Stakeholder Input Process Section Program Review Process Section Evaluation of the Success of Multi

and Joint Activities Section Multistate Extension Activities form

Accomplishments under Goals Reports related to the Five Goals? Appropriate key themes identified? Brief description of the activity Short impact/accomplishment

statement Source of funding (expanded) Scope of Impact reported (Selected)

Stakeholder Input Process Actions to seek stakeholder input to

encourage participation Provide statement of process by

institution to identify stakeholders and collect input

Provide statement of how collected input was considered by institution

(*) Failure to comply with this requirement may result in withholding institution’s funds and redistribution of funds to other eligible institutions.

Evaluation Criteria for POW (Stakeholder Input Rule) Did the planned programs address the

critical issues of strategic importance, including those identified by the stakeholders?

…address the needs of under-served and under-represented populations of the State(s)?

…describe the expected outcomes and impacts?

…result in improved program effectiveness and/or efficiency?

Reporting Requirement Actions taken to seek stakeholder

input that encourages their participation;

Brief statement of the process used to identify individuals and groups…, and to collect input from them; and

Statement of how collected input was considered.

Data Entry Work is underway to streamline

data entry—one-stop, efficient Work is underway to improve the

quality and usefulness of data – to all levels of decision makers

Review Focus per the Farm Bill (AREERA) Requires report be evaluated by

CSREES NPL’s to: Identify strengths, including

responsiveness to diverse audiences; Seek clarifications from state, raise

questions, and recommend ways to strengthen, redirect, or phase out programs; and

Recommend appropriate approval action on the report.

NPL’s as Reviewers Should: Recommend appropriate CSREES

approval action on the report and stakeholder input process--

1. approval; 2. approval with recommendations; or 3. non-approval).

Guidance to NPL’s

Results Review Checklist – Required signature of NPL, with recommended actions.

Review Team Summary - Prepared by reviewer and submitted to regional coordinator. (Serves as framework for institutional summaries, recommendations and approval letters).

Supplemental Information on AREERA Web Page

Key Themes Example of Exemplary Report Examples of good/ poor

accomplishment statements Frequently asked questions

and answers

AREERA WEB Page Relevant information on the

POW process is published on the CSREES Web Page:

http://www.reeusda.gov/part/areera

Common problems with Annual Report Impact Statements

Describe projected impacts, rather than evidence of actual impacts that have been documented.

Impacts are not impacts, but processes. Activities Outputs Plan to adopt, or adopted vague or

undisclosed practices.

Most common problems with Annual Report Impact Statements

Reliance on individual anecdotal data Individual success stories

Reliance on individual hard data One farmer increased income Inadequate to show statewide impact

Impacts we want to encourage Economic

Dollars saved by adopting a practice or new technology statewide

Increased profitability Cost Benefit Analyses (amount of dollars

saved or made per dollar invested) Production

Increase by adopting a practice or new technology

Decrease of loss

Impacts we want to encourage Food Safety

Decrease in illnesses Nutrition and Health

Improved eating habits Dollars saved Decrease in illnesses Decrease in low birthweights Decrease in infant mortality

Impacts we want to encourage

Environmental Reduced Pesticide Usage Reduced contaminants in Air, Water,

and Soil Increased Recycling Increased Waste Management

Impacts we want to encourage

Social Decreased truancy Increase in academic scores

(comparative) Decreased incidents of abuse

Employment and Consumer Jobs created Reduced debt

Direct Questions to: (Bart Hewitt) at

bhewitt@reeusda.gov