Division of Finance and Administration (DFA)
Results Based Accountability (RBA) Measures
The Division of Finance and Administration (DFA) provides financial, administrative, and infrastructure support for DHHS. DFA is divided into four offices: Finance, Budget, Procurement & Contract Management (PCM), and Administrative Services (OAS); each with an office director. DFA supports the vision of DHHS by providing outstanding customer service and leadership in the areas of administrative services, finance, budget, procurement, and contracts.
Division of Finance and Administration partners:
- Department management and Operational Units (OU) -- fiscal leadership, administrative support/coordination for department and OU needs.
- State oversight entities; GOVOPS, GOPB and LFA -- budget, accounting, purchasing, and facility coordination with liaison responsibility involving GOVOPS, GOPB, and LFA.
- Federal Government -- federal financial reports and grant management responsibilities.
- DHHS employees -- responsibility involving building safety/maintenance, emergency preparedness support, and other services such as fleet coordination.
- Vendors and other governmental entities -- DFA processes agreements, purchases, and disbursements.
Each Fiscal Year Plan is available below (after the RBA Summary and Statement)
As part of the Utah Department of Health and Human Services (DHHS), DFA supports their vision in a variety of ways. DHHS and DFA utilize metrics to ensure we are progressing toward achieving this vision as a whole as well as an organization unit (OU).
DHHS applies the methods of Results-Based Accountability (RBA) as a framework to identify strategies intended to improve entrenched and complex social problems and achieve the vision that “all Utahns have fair and equitable opportunities to live safe and healthy lives.” Among the strengths of RBA is its emphasis on partnerships to affect positive change for whole populations.
DFA supports these partnerships as we establish RBA measures for our OU, as well as with DHHS as a whole. Collaboration amongst other OUs are encouraged and regularly occurring.
DFA Vision: We support the vision of DHHS by providing outstanding customer service and leadership in the areas of administrative services, finance, budget, procurement, and contracts.
DFA supports the vision of DHHS with our RBA plan
DHHS DFA partners receive timely and accurate information; DHHS employees work in a supported environment; and there is trust in DHHS stewardship of public funds. DFA is located in the operations section which serves internal and external stakeholders providing financial and administrative functions, such as DFA's finance, budget, administrative services, and procurement/contracts management. DFA works with DHHS management and OUs to support the provision of seamless systems assisting in the DHHS vision of healthy and safe Utahns.
Update October 2024: Public Copy of DFA RBA
Indicators
1. Successful close-out, budget submission, and session support
Closeout Status: Successful closeout as of 10/3/24 with sufficient funding.
Budget Status: Pending update. On target
2. Percentage of DHHS OU employees that report satisfied or greatly satisfied with DFA
Measured semi-annually.
Status: Trend is improving. As of May 2024, 33.60% of employees are Highly Satisfied, and 43.50% are Satisfied with DFA. This is an increase from the October 2023 Report as outlined in the graph below.
3. Reported percentage of burnout within DFA
Target: Baseline still being establish, focus is on improvement over time
Status: Trend is improving. As of July 2024, there is indication that burnout is improving within DFA.
Continued efforts will be placed on addressing burnout. DFA will provide ample resources and support within their culture and management styles to address burnout. We look forward to fostering safe and supportive environments for all team members.
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- Accountability, Empathy, & Support: 1:1 Supervisor and Employee monitoring for signs of burnout and appropriate interventions can be included as part of performance management plan if needed
- Efficacy:
- Training specific to burnout identification and management (provided by DHRM and leadership).
- Data tracking and quarterly reporting for RBA indicators associated with burnout (use DFA-lead surveys)
- Connection: Offer various avenues for employee feedback both anonymously and individually (google forms, physical box at front desk, scheduled meetings) and regular 1:1 meetings
- Impact & Support: Provide resources across all platforms that prioritize wellness (DHRM, EAP, etc) including stress management interventions and training opportunities
- Build Trust: Shift our culture - scheduling breaks and lunches, celebrating achievements, ending meetings 10 min before the hour, engaging employees in decision making when appropriate
Headline Performance Measures
1. Number of Audit Recommendations unresolved after one year [Line Item]
See ClearImpact for Data Dashboard and Story Behind the Curve.
Audit recommendations help organizations improve, but only if they are implemented or otherwise resolved. Some audit recommendations may take time to implement, and as such there is not an expectation for this measure to be zero. The goal for this measure is to have five or less unresolved recommendations at a given time. If it exceeds this amount, a decrease over time towards the goal indicates improvement.
Status: DFA will work with Internal Audit to update the reported information. Current data = 76 as of Q3 2024 which is above the target of 5.
2. Length of time for agreement processing (APR, Scope of Work, and Contracts approval/execution)
Status: Project on hold while data collection methods are implemented. Still pending as of 10/15/24
3. Number of Milestone achieved for SharePoint Implementation
Data measure still pending
Status: Improving
Here is a list of major milestones completed with SharePoint from July - September:
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- Purchasing site migrated to SharePoint online
- Contracts site migrated to SharePoint online
- additional functionality from old site
- Legislative reports is live
- Decommissioned old SharePoint servers
Secondary Performance Measures
1. Percent of Resolved DHHS Fiscal Issues
Target = 75% resolved each Quarter
Status: Trend is improving - target currently exceeded.
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- Story Behind the Curve: New tracking system implemented in FY23. Enhanced communication and follow-up efforts were initiated in FY23, including team and staff focus for resolution of reported issues.
2. Time for processing LHD payments
Target = still pending, focus on progress and improvement.
Status: Trend is improving
3. Percentage of completed monthly one on one's
Target: at least 90% of monthly 1:1's are completed.
Status: Maintaining Target
Fiscal Year 2024 Final Update:
- Space Utilization: See FY25 RBA plan for further information
- Number of Audit recommendations unresolved after one year: Current trend is decreasing. Updates to data from Q2 indicate a drop from 85 last quarter to 76 this quarter, but still higher than target goal of 5. Data was updated to reflect more accurate reported figures from previous quarters. Audit recommendations help organizations improve, but only if they are implemented or otherwise resolved. Some audit recommendations may take time to implement, and as such there is not an expectation for this measure to be zero. The goal for this measure is to have five or less unresolved recommendations at a given time. If it exceeds this amount, a decrease over time towards the goal indicates improvement.
- SharePoint Online: Trend is improving. Launched the first week of November. We are working through the last critical issues from launch for purchasing and Contracts in May 2024.
- Successful Budget forecasting and coordination: Trend is on target. All measures now complete. New Objectives will be outlined in the FY25 RBA Plan
DFA Headline Performance Measures |
Standard/ Target |
Trends |
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1. |
Space utilization analysis and implementation will identify better usage of facilities with an expected outcome of reduced costs |
Increase utilization and reduce costs for building support |
On Hold |
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2. |
Number of audit recommendations unresolved after one year. [ClearImpact Dashboard item] |
Target: 5 (Aligned to DHHS Operations RBA) This measure reflects the number of audit recommendations that are still unresolved after one year from the date the recommendation was made. To be resolved, a recommendation must be implemented, determined that it no longer is applicable, or show justification for why it will not be implemented. |
Q3 2023: 75 42 Q4 2023: 95 60 Q1 2024: 92 58 (improving still off target) Q2 2024: 85 (worsening) Q3 2024: 76 (improving still off target) |
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3. |
SharePoint Online is launched by November 15, 2023- allowing for implementation of at least 4 SharePoint projects by January 1, 2024 (such as contracts, purchasing, travel, budget) |
SharePoint Online will be successfully implemented by January 1, 2024. Four specific SharePoint projects will be identified and launched by the end of FY24. |
Target Met |
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4. |
Successful budget forecasting and coordination by their outlined and mandatory deadlines (see Standard/target) |
All five tactics in Strategy 3, Objective 3 are completed by end of FY24
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Completed |
April 2024 Updates:
- Space Utilization: Due to Hybrid Work Implementation this measure will need to be reevaluated and reconfigured. The expectation for all DHHS employees to work on-site at their assigned office two times per week (a hybrid schedule) will alter the need to reduce space and building usage. Further monitoring and assessments will need to take place and are ongoing.
- Number of Audit recommendations unresolved after one year: Current trend is decreasing from 95 to 92 (indicating improvement), but higher than target goal of 5. Audit recommendations help organizations improve, but only if they are implemented or otherwise resolved. Some audit recommendations may take time to implement, and as such there is not an expectation for this measure to be zero. The goal for this measure is to have five or less unresolved recommendations at a given time. If it exceeds this amount, a decrease over time towards the goal indicates improvement.
- SharePoint Online: Trend is improving. Launched the first week of November. Everything has been moved to SharePoint online except for contracts and purchasing. We are working through the last critical issues to be able to launch the online purchasing and contract sites in by mid May 2024
- Successful Budget forecasting and coordination: Trend is on target. The only pending RBA measure includes monitoring forecasts and budgets. All other Budget RBA measures are complete.
DFA Headline Performance Measures |
Standard/ Target |
Trends |
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1. |
Space utilization analysis and implementation will identify better usage of facilities with an expected outcome of reduced costs |
Increase utilization and reduce costs for building support |
On Hold |
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2. |
Number of audit recommendations unresolved after one year. [ClearImpact Dashboard item] |
Target: 5 (Aligned to DHHS Operations RBA) This measure reflects the number of audit recommendations that are still unresolved after one year from the date the recommendation was made. To be resolved, a recommendation must be implemented, determined that it no longer is applicable, or show justification for why it will not be implemented. |
Q3 FY23: 75 Q4 FY23: 95 Q1 FY24: 92 (improving) |
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3. |
SharePoint Online is launched by November 15, 2023- allowing for implementation of at least 4 SharePoint projects by January 1, 2024 (such as contracts, purchasing, travel, budget) |
SharePoint Online will be successfully implemented by January 1, 2024. Four specific SharePoint projects will be identified and launched by the end of FY24. |
Target Met |
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4. |
Successful budget forecasting and coordination by their outlined and mandatory deadlines (see Standard/target) |
All five tactics in Strategy 3, Objective 3 are completed by end of FY24
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3 of 5 completed On Target for completion by end of FY24 |
Jan 2024 Updates:
- Space Utilization: Trend is on target. OAS is working through various Hybrid return to work projects in preparation for returning for the April 8th deadline. Many spaces have been reduced drastically and coordination efforts are proving successful.
- Number of Audit recommendations unresolved after one year: Trend is maintaining
- SharePoint Online: Trend is improving. Launched the first week of November. We have a few sites already up and running. The following sites were built on-premise but are being transitioned to SharePoint online: Internal Audit (launched), DFA (cash status, launched), APR , Grants/Revenue, Data Sharing Agreements (DSE is testing), PRISM (DIH is testing), WIC (launched), Travel (will go live in the next couple of weeks), Purchasing (testing now), Contracts. We have some new applications that weren't on-premise but are being built directly into SharePoint online: Constituent Services and CHS (both are done, the divisions are training and rolling out), Contract monitoring, SOW review.
- Successful Budget forecasting and coordination: Trend is on target. Budget coordination and forecasting has been ongoing since the beginning of the fiscal year, including submitting detailed budget changes and requests to the Governor's Office in September and working with DHHS operational units on FY24 forecasts since October.
DFA Headline Performance Measures |
Standard/ Target |
Trends |
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1. |
Space utilization analysis and implementation will identify better usage of facilities with an expected outcome of reduced costs |
Increase utilization and reduce costs for building support |
Maintaining |
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2. |
Number of audit recommendations unresolved after one year. [ClearImpact Dashboard item] |
Target: 5 (Aligned to DHHS Operations RBA) |
Maintaining |
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3. |
SharePoint Online is launched by November 15, 2023- allowing for implementation of at least 4 SharePoint projects by January 1, 2024 (such as contracts, purchasing, travel, budget) |
SharePoint Online will be successfully implemented by January 1, 2024. Four specific SharePoint projects will be identified and launched by the end of FY24. |
Improving |
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4. |
Successful budget forecasting and coordination by their outlined and mandatory deadlines (see Standard/target) |
All five tactics in Strategy 3, Objective 3 are completed by end of FY24 |
Maintaining |