DFA RBA Measures - Department of Health and Human Services

Division of Finance and Administration (DFA)

Results Based Accountability (RBA) Measures

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
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
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)
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 [see ClearImpact]
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 Implement consistent forecast coordination processes (including fiscal note coordination) by June 30, 2023. [completed] Implement consistent budget coordination processes by June 30, 2024. [completed] Implement forecast indicators by June 30, 2024 [on target] Monitor forecasts and budgets for OU’s by June 30, 2024 [on target] Budget Request submission completed and submitted to GOPB by September 30, 2023 [completed]	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
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
2.	Number of audit recommendations unresolved after one year. [ClearImpact Dashboard item]	Target: 5 (Aligned to DHHS Operations RBA)	Maintaining
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
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

Link to all Objectives Monitoring

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. [link to DHHS RBA Plan]

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.

Link to all DFA Objectives Monitoring and Status

The Division of Finance and Administration (DFA) provides financial reporting and accounting, contract administration and facilities management and operations for DHHS. DFA is divided into four offices: Finance, Budget, Procurement & Contract Management (PCM), and Administrative Services (OAS); each with an office director. Finance and Budget provide financial stability and reporting in accordance with State and Federal requirements. PCM provides contract support for DHHS in accordance with applicable State requirements. OAS facilitates support and other services for DHHS and facilities. Key Partners of the Division of Finance and Administration: 1. DHHS Operational Units (OU): financial information for management purposes, federal and state reporting requirements -- impacts OUs throughout the Department. 2. GOPB and Legislative Fiscal Analyst Office: budget is coordinated by DFA with communication and liaison responsibility with GOPB and LFA. 3. Federal Government: DFA has responsibility for federal financial reports and grant management. 4. DHHS employees: DFA has responsibility involving building safety and maintenance, and other services such as fleet coordination; safety training related to buildings and vehicles are also a DFA function. 5. Vendors and other state departments: DFA processes agreements, purchases, and disbursements for the department; DFA works with other oversight entities in the Utah Department of Government Operations.