Fiscal Year (FY) 2021 Mid-Year Review, Third Quarter Review and End-of-Year Performance Certification
N/A
n/A, DC 20003
United States
March 10, 2021
In Reply Refer To:
1680 (780) P
EMS TRANSMISSION 03/11/2021
Instruction Memorandum No. 2020-019
Expires: 09/30/2021
To: Assistant Directors (AD), State Directors (SD), and Center Directors (CD)
From: Assistant Director, Business Management and Administration
Subject: Fiscal Year (FY) 2021 Mid-Year Review, Third Quarter Review and End-of-Year
Performance Certification
DD: 04/14/2021;04/21/2021;07/16/2021;07/21/2021;10/15/2021
Program Area: All program areas.
Purpose: This Instruction Memorandum (IM) transmits requirements for conducting the Bureau of Land Management (BLM) FY 2021 Mid-Year Review (MYR) and Third Quarter Review (TQR) to assess the financial health of all BLM offices. It also includes the End-of-Year Performance Certification requirements to validate and verify performance element data.
Administrative or Mission Related: Administrative.
Policy/Action: BLM States/Centers/Directorates are required to submit data on sub-activity spending, program element (PE) usage, special emphasis programs, and Bureau-wide expenditures for FY21. The BLM Headquarters (HQ) staff uses this information to assess the Bureau’s financial status at the end of March for mid-year and at the end of June for third quarter.
A. MYR and TQR Review
The budget and performance data contained in the Financial and Business Management System (FBMS) and the Performance Management Data System (PMDS) as of March 31, 2021 (MYR), and June 30, 2021 (TQR) will be the primary sources of information used to evaluate BLM spending and performance.
State/Center Actions:
1. Identify any sub-activity where carryover is expected to be greater than 2%, or any sub-activity projected to be overspent. Please report fund status by source year. (Use Attachment 1, Above 2% or Overspent).
2. Report obligation rates for the Management of Lands and Resources (MLR) and Fire (LF100 and LF310) sub-activities. For MYR, if any sub-activity is greater than 60% obligated, or less than 40% obligated, please provide a short statement identifying the reason and the expected resolution date. For TQR, if any sub-activity is greater than 85% obligated, or less than 65% obligated, please provide a short statement identifying the reason and the expected resolution date. (Use Attachment 2, Budget Obligation Rates).
3. State/Centers may seek exchange of funds among States and Offices. (Use Attachment 3, Funds Exchange Request). Contact the HQ Budget Officer directly for any reprogramming requests.
4. Workload Measure/PE Review: Negotiations for workload targets were conducted as part of the FY 2021 Planning Target Allocation (PTA) process and those negotiated targets were locked for the year in PMDS. Any additional changes or modifications to targets to reflect shifts in funding or priority should have an explanation of those changes and adjustments entered into PMDS using the Mid-Year Projected Accomplishment Update by Cost Center or by Functional Areas. Data entered into PMDS by March 31, 2021 and by June 30, 2021 must be accurate and verifiable and will be used to report status to date for the MYR and TQR. Identify any PE/Sub-activity combination which will not meet 90 percent of the original target or will exceed 110 percent of the original target. (Use Attachment 4, PE Workload Accomplishments).
5. Special Emphasis Items: The following programs of interest require State/Center feedback (Mid-Year Review only).
a. Wild Horse and Burro: Please provide the following information: a) number of gathers accomplished and planned for the rest of the year; b) number of sales and adoptions accomplished and planned for the rest of the year, and c) obligations YTD for gathers. (Use Attachment 5, Wild Horse and Burro Accomplishments).
b. Dingell Act: The John D. Dingell Jr. Conservation, Management, and Recreation Act of 2019 is an omnibus lands act that protected public lands and modified management provisions. Please provide a list of projects funded, or planned, to meet the requirements of the Dingell Act. Include name of project, description, location, sub-activity used, and amount obligated or planned to be obligated. (Use Attachment 6, Dingell Act Requirements).
HQ Directorates Actions:
Performance Measure Targets: Performance measure targets established using PE information from the PTA process will be used during the MYR and TQR to determine, to the extent possible, whether performance will fall short of the targets or will exceed targets. The HQ program leads responsible for each performance measure should identify the targets that will be exceeded, or will not be met, to the Division of Budget, HQ780, Budget Office. Identify any bureau-wide PE/Sub-activity combination which will not meet 90 percent of the original target or will exceed 110 percent of the original target using Attachment 7, Performance Measure Evaluation. Adjustments may need to be made during the MYR and TQR process to help the BLM meet the established targets. This is especially critical when anticipated bureau-wide end-of-year accomplishments will affect the ability to meet national performance measure targets. If this review reveals performance issues, the HQ780 analysts will work with the national program leads and the States/Centers to address them.
B. End-of-Year Performance Certification
The performance measure data and workload accomplishment data are used to report performance for the BLM in the Annual Performance Plan and Report, the Budget Justifications, and various other budget documents. In addition, the Government Performance and Results Act (GPRA) requires all agencies to describe how performance data will be validated and verified in annual performance plans. In FY 2021, the State/Center/HQ Directorates have access to PMDS until close of business on September 30th so that all performance accomplishments can be reported as actual numbers instead of estimates.
|
Performance Due Dates - FY 2021 / FY 2022 |
|
|
October 15, 2021 |
2021 actuals due in PMDS |
|
October 15, 2021 |
2021 State/Center Certifications due to HQ780 |
|
October 29, 2021 |
2022 targets due in PMDS submitted by State Budget Officers |
|
November 1 - 12, 2021 |
PMDS Target Negotiation between HQ and State program leads |
|
• State Program Leads provide negotiated results to SBOs |
|
|
• SBOs enter negotiated adjustments into PMDS |
|
|
• HQ program leads inform HQ780 of any negotiated difference |
|
|
December 10, 2021 |
PE targets locked for FY 2022 |
State/Center/HQ Directorate Actions:
Each Assistant Director (AD), State Director (SD), and Center Director (CD) will ensure that performance data entered into the PMDS is timely and accurate and that it can be easily validated and verified. Validation refers to the process of assessing the degree to which the data collected is a true reflection of the performance being measured and has a clear relationship to the mission of the organization. Verification is the process of assessing the accuracy, completeness, availability, and internal control practices that serve to determine the overall reliability of the data collected. Any data calls from program leads at HQ that are necessary prior to reporting on performance measure data should be completed in a timely fashion to prevent delay in the EOY process. To accomplish the end-of-year certification process, complete Attachment 8, Validation and Verification Checklist, and Attachment 9, Certification Memorandum.
Timeframe: 1. MYR and TQR: States/Centers/HQ Directorates submit their responses using the formats provided in the attachments to the Division of Budget, HQ780, attention Beverly Chappelle and Mary Laub, by April 14, 2021 for MYR and July 16, 2021 for TQR.
2. Workload Measures: Submit workload measures to Raymond Smith and Michael Asghedom by April 14, 2021 and July 16, 2021.
3. HQ Program Leads: National program leads are to submit their consolidated performance reviews by April 21, 2021 and July 21, 2021 to Beverly Chappelle, Mary Laub, Raymond Smith and Michael Asghedom. All submissions should be complete and transmitted as one package. A package received piecemeal could result in items being misplaced or overlooked.
Budget Impact: None
Background: The MYR and TQR process is part of the financial review cycle to ensure dollars are spent strategically, and no fund/functional area is over or under spent at year end. These reviews allow the BLM to redirect and/or adjust accordingly.
Manual/Handbook Sections Affected: None
Coordination: This IM has been coordinated with the HQ Directorates.
Contact: For budget questions please contact Beverly Chappelle, Budget Analyst at 202-742-0605 for Budget Execution. For performance questions please contact Raymond Smith, Program Analyst at 202-742-0615. For general or procedural questions please contact Mary Laub, Acting Budget Officer, at 775-750-3558.
Signed by; Authenticated by:
Barbara L. Eggers Robert M. Williams
Assistant Director Division of Regulatory Affairs and Directives,(HQ-630)
Business Management and
Administration
9 Attachments
1- Above 2% or Overspent (1p)
2- Budget Obligation Rates(1 p)
3- Funds Exchange Request (1 p)
4- State PE Workload Accomplishments (1 p)
5- Wild Horse and Burro Accomplishments (1 p)
6- Dingell Act Requirements (1 p)
7- Performance Measure Review (1p)
8- Validation and Verification Checklist (6p)
9- Certification Memorandum (1p)
This Instruction Memorandum (IM) transmits requirements for conducting the Bureau of Land Management (BLM) FY 2021 Mid-Year Review (MYR) and Third Quarter Review (TQR) to assess the financial health of all BLM offices. It also includes the End-of-Year Performance Certification requirements to validate and verify performance element data.
BLM States/Centers/Directorates are required to submit data on sub-activity spending, program element (PE) usage, special emphasis programs, and Bureau-wide expenditures for FY21. The BLM Headquarters (HQ) staff uses this information to assess the Bureau’s financial status at the end of March for mid-year and at the end of June for third quarter.
A. MYR and TQR Review
The budget and performance data contained in the Financial and Business Management System (FBMS) and the Performance Management Data System (PMDS) as of March 31, 2021 (MYR), and June 30, 2021 (TQR) will be the primary sources of information used to evaluate BLM spending and performance.
State/Center Actions:
1. Identify any sub-activity where carryover is expected to be greater than 2%, or any sub-activity projected to be overspent. Please report fund status by source year. (Use Attachment 1, Above 2% or Overspent).
2. Report obligation rates for the Management of Lands and Resources (MLR) and Fire (LF100 and LF310) sub-activities. For MYR, if any sub-activity is greater than 60% obligated, or less than 40% obligated, please provide a short statement identifying the reason and the expected resolution date. For TQR, if any sub-activity is greater than 85% obligated, or less than 65% obligated, please provide a short statement identifying the reason and the expected resolution date. (Use Attachment 2, Budget Obligation Rates).
3. State/Centers may seek exchange of funds among States and Offices. (Use Attachment 3, Funds Exchange Request). Contact the HQ Budget Officer directly for any reprogramming requests.
4. Workload Measure/PE Review: Negotiations for workload targets were conducted as part of the FY 2021 Planning Target Allocation (PTA) process and those negotiated targets were locked for the year in PMDS. Any additional changes or modifications to targets to reflect shifts in funding or priority should have an explanation of those changes and adjustments entered into PMDS using the Mid-Year Projected Accomplishment Update by Cost Center or by Functional Areas. Data entered into PMDS by March 31, 2021 and by June 30, 2021 must be accurate and verifiable and will be used to report status to date for the MYR and TQR. Identify any PE/Sub-activity combination which will not meet 90 percent of the original target or will exceed 110 percent of the original target. (Use Attachment 4, PE Workload Accomplishments).
5. Special Emphasis Items: The following programs of interest require State/Center feedback (Mid-Year Review only).
a. Wild Horse and Burro: Please provide the following information: a) number of gathers accomplished and planned for the rest of the year; b) number of sales and adoptions accomplished and planned for the rest of the year, and c) obligations YTD for gathers. (Use Attachment 5, Wild Horse and Burro Accomplishments).
b. Dingell Act: The John D. Dingell Jr. Conservation, Management, and Recreation Act of 2019 is an omnibus lands act that protected public lands and modified management provisions. Please provide a list of projects funded, or planned, to meet the requirements of the Dingell Act. Include name of project, description, location, sub-activity used, and amount obligated or planned to be obligated. (Use Attachment 6, Dingell Act Requirements).
HQ Directorates Actions:
Performance Measure Targets: Performance measure targets established using PE information from the PTA process will be used during the MYR and TQR to determine, to the extent possible, whether performance will fall short of the targets or will exceed targets. The HQ program leads responsible for each performance measure should identify the targets that will be exceeded, or will not be met, to the Division of Budget, HQ780, Budget Office. Identify any bureau-wide PE/Sub-activity combination which will not meet 90 percent of the original target or will exceed 110 percent of the original target using Attachment 7, Performance Measure Evaluation. Adjustments may need to be made during the MYR and TQR process to help the BLM meet the established targets. This is especially critical when anticipated bureau-wide end-of-year accomplishments will affect the ability to meet national performance measure targets. If this review reveals performance issues, the HQ780 analysts will work with the national program leads and the States/Centers to address them.
B. End-of-Year Performance Certification
The performance measure data and workload accomplishment data are used to report performance for the BLM in the Annual Performance Plan and Report, the Budget Justifications, and various other budget documents. In addition, the Government Performance and Results Act (GPRA) requires all agencies to describe how performance data will be validated and verified in annual performance plans. In FY 2021, the State/Center/HQ Directorates have access to PMDS until close of business on September 30th so that all performance accomplishments can be reported as actual numbers instead of estimates.
|
Performance Due Dates - FY 2021 / FY 2022 |
|
|
October 15, 2021 |
2021 actuals due in PMDS |
|
October 15, 2021 |
2021 State/Center Certifications due to HQ780 |
|
October 29, 2021 |
2022 targets due in PMDS submitted by State Budget Officers |
|
November 1 - 12, 2021 |
PMDS Target Negotiation between HQ and State program leads |
|
• State Program Leads provide negotiated results to SBOs |
|
|
• SBOs enter negotiated adjustments into PMDS |
|
|
• HQ program leads inform HQ780 of any negotiated difference |
|
|
December 10, 2021 |
PE targets locked for FY 2022 |
State/Center/HQ Directorate Actions:
Each Assistant Director (AD), State Director (SD), and Center Director (CD) will ensure that performance data entered into the PMDS is timely and accurate and that it can be easily validated and verified. Validation refers to the process of assessing the degree to which the data collected is a true reflection of the performance being measured and has a clear relationship to the mission of the organization. Verification is the process of assessing the accuracy, completeness, availability, and internal control practices that serve to determine the overall reliability of the data collected. Any data calls from program leads at HQ that are necessary prior to reporting on performance measure data should be completed in a timely fashion to prevent delay in the EOY process. To accomplish the end-of-year certification process, complete Attachment 8, Validation and Verification Checklist, and Attachment 9, Certification Memorandum.
None
The MYR and TQR process is part of the financial review cycle to ensure dollars are spent strategically, and no fund/functional area is over or under spent at year end. These reviews allow the BLM to redirect and/or adjust accordingly.
None
For budget questions please contact Beverly Chappelle, Budget Analyst at 202-742-0605 for Budget Execution. For performance questions please contact Raymond Smith, Program Analyst at 202-742-0615. For general or procedural questions please contact Mary Laub, Acting Budget Officer, at 775-750-3558.
This IM has been coordinated with the HQ Directorates.