Identifying the Need: Tools

Objective: Identify the systems & tools available and their purpose in support of the management of your program’s budget.

Types of Funding Q. What does my Park/Program need? a. Operational base fund for recurring needs b. Project funds for non-recurring needs c. Both A. Both!

Available Tools Budget Cost Projection (BCP) Park Asset Management Planning (PAMP) Park Management Data System (PMDS) NPS Scorecard

Budget Cost Projection Designed to: Utilize baseline to formulate future costs for labor and non- labor expenses over the next five years. Provide you with bottom-line information identifying funding constraints, while detailing how these requirements were formulated.

BCP – Financial Framework Analyze overall fiscal position Determine how to reduce costs Reflect on positions you cannot afford to fill Reduce hours worked Defer additional non-labor requirements Operational Decisions & Uncontrollable Influences Present & Future Budgets ISSUE: BCP: Operational plan Live within means Maintain financially viable organization BCP Use Case

BUDGET COST PROJECTION

Park Asset Management Planning (PAMP) PAMP is planning portion of FMSS (Facility Management Software System) NPS Definition of Asset - a physical structure or grouping of structures, land features, or other tangible property which has a specific service or function. – Service’s asset portfolio includes over 30 asset types (roads, trails, buildings, utility systems, monuments, marinas, etc.)

PAMP PAMP = Systematic approach to addressing these key questions: What assets does the park own? What is the condition of each asset? What is the current replacement value of each asset? What is required to properly sustain the assets over time? What assets are the highest priorities relative to the park mission, and where should a park focus resources?

PAMP PROVIDES: Snapshot of park’s current assets HELPS: determine which assets will receive their limited funds. PROVIDES:plan bridging the gap between current funding and funding required to maintain the parks’ portfolio of built assets. PAMP Use Case

PARK ASSET MANAGEMENT PLANNING

 GPRA data entered by parks/programs  Reviewed annually by regions PERFORMANCE MANAGEMENT DATA SYSTEM (PMDS)

GRPA (Government Performance and Results Act of 1993) GRPA requires federal agencies to develop: – strategic plans with long-term goals – performance plans with annual goals – performance reports on prior year performance

GPRA GOALS DOI Level WASO Level Regional and Park Levels

GRPA The GPRA Modernization Act of 2010 created an annual process to reduce duplicative and outdated planning and reporting. The result: number of goals decreased from 44 to 8 goals for GRPA Use Case

NPS Scorecard The NPS Scorecard = tool used to evaluate performance and efficiency Service wide. – More analytical & transparent approach to budget formulation Scorecard – AFS4 – PMDS – FMSS – FPPS – SMIS Visible & Understandable

Informational Public Use Stats Plans Informational Public Use Stats Plans Financial AFS3 OFS Financial AFS3 OFS Performance SIRS FMSS PMDS Visitor Survey Cards Performance SIRS FMSS PMDS Visitor Survey Cards Organizational FPPS VIP Organizational FPPS VIP Scorecard SCORECARD DATA SOURCES

NPS Scorecard Measure Relative Efficiency & Relative Performance Relative Efficiency – Financial Flexibility – Personnel practices Relative Performance – Relies heavily on GRPA & PAMP

NPS Scorecard Scorecard contains: Universal Measure (parkwide measures) Programmatic Measures (division measures) Scorecard allows: PM/Superintendent – reviews measures against service wide averages or similar parks and benchmark standards – analyzes if change is needed for program efficiency or effectiveness Scorecard Use Case

SCORECARD

NPS Scorecard As a park manager or division chief, the Scorecard provides: Information for better informed management decisions Summary of park’s current conditions & trends Data to support funding requests (PMIS and OFS) At regional level, Scorecard provides: Identification of regional trends Justification of funding decisions At national level, Scorecard provides: Information on national trends in performance Justification for funding decisions (Greenbook justification)

Let’s Review What tools are available for us to use to identify the Park needs? Answer: NPS Scorecard BCP- Budget Cost Projection PAMP Park Asset Management Planning PMDS Performance Management Database System

Let’s Review Which tool is available in AFS4 to project cost for up to five years? Answer: BCP – Budget Cost Projection

Let’s Review Which tool helps determine level of maintenance/service for each built asset? Answer: PAMP – Park Asset Management Plan

Let’s Review Which tool measures a park’s efficiency and performance relative to other parks? Answer: Scorecard

Conclusion The 4 tools will help you: Develop a budget plan Set priorities & goals Justify budget requests They will help you identify WHAT you need for your park!

Thank You Questions? Bring them with you to your Park Program Management Course!