Strategic Goal 12: Management and Organizational Excellence - Performance Results for Performance Goal 1

FY 2005 Performance and Accountability Report
Bureau of Resource Management
November 2005
Report

VII. Performance Results

 

PERFORMANCE GOAL 1

A HIGH PERFORMING, WELL-TRAINED, AND DIVERSE WORKFORCE ALIGNED WITH MISSION REQUIREMENTS

 

INITIATIVE/PROGRAM (I/P) #1: RECRUIT AND HIRE TALENTED, DIVERSE EMPLOYEES


Indicator #1: Number of Individuals Taking the Foreign Service Written Exam (FSWE)
JUSTIFICATION (VALIDATION): Measures the general level of interest in employment as a Foreign Service Generalist. A greater pool of individuals taking the FSWE provides the Department with a broader and deeper talent pool for hiring purposes.
FY 2005
Performance
Target 20,342
Results 18,699
Rating Below Target
Impact A smaller pool of FSWE exam takers indicates a narrower talent pool, but is not an indicator of success in recruitment and hiring since our focus is quality not quantity. In addition, the results indicate a slight decline in general interest in the exam, which is not necessarily the same as interest in employment in the Foreign Service. Despite this slight increase, we have a sufficient pool of potential applicants to meet our FY 2006 hiring goal of 370. Our FY 2006 hiring target is slightly lower than the actual number - 382 - that we hired in FY 2005.
Reason for Shortfall The results reflect a small decrease in the number of people who registered to take the exam. The numbers do not show, however, the fact that the no-show rate slightly decreased this year.
Steps to Improve We will continue to have an active recruitment and outreach. Our existing program has won praise. In the past year, the Department was one of five organizations (private and governmental) nominated for the Webby Award given by The International Academy of Digital Arts and Sciences, a 500-member body dedicated to the creative, technical, and professional progress of the internet and interactive media. Additionally, because we are in the forefront of recruitment practices, we have been invited to speak at events hosted by GOVHR Summit, The Woodrow Wilson School at Princeton University, and the National Association of Colleges and Employers.
Performance Data Data Source Bureau of Human Resources, Office of Recruitment, Examination, and Employment.
Data Quality
(Verification)
Confidence in the data are high; the data are gathered at test sites, compiled in Washington, and analyzed for accuracy and trends by human resources professionals.
Past
Performance
2004 19,101
2003 20,342
2002 31,400

 

Indicator #2: Number of Applicants to Foreign Service Specialist Positions
JUSTIFICATION (VALIDATION): Measures the general level of interest in employment as a Foreign Service Specialist. A greater pool of individuals pursuing specialist positions provides the Department with a broader and deeper talent pool for hiring purposes.
FY 2005
Performance
Target 4,200
Results 5,966
Rating Significantly Above Target
Impact The increase indicates more interest in the Department of State as an employer of choice and, possibly, provides a greater pool of qualified applicants from which to hire.
Performance Data Data Source Bureau of Human Resources, Office of Recruitment, Examination, and Employment.
Data Quality
(Verification)
Confidence in the data quality is high; the data are captured electronically using the Department's position application system and are reviewed and analyzed by human resources professionals.
Past
Performance
2004 4,274
2003 4,800
2002 4,000

 

Indicator #3: Number of Minority Individuals Taking the Foreign Service Written Exam (FSWE)
JUSTIFICATION (VALIDATION): Measures the general level of interest among minority groups in employment as a Foreign Service Generalist. A greater pool of minority individuals taking the FSWE provides the Department with a broader and deeper talent pool for hiring purposes.
FY 2005
Performance
Target 10,700 - 34%
Results 5,684 - 30%
Rating Below Target
Impact A smaller pool of FSWE exam takers indicates a narrower talent pool, but is not an indicator of success in recruitment and hiring since our focus is quality not quantity. In addition, the results indicate a slight decline in general interest in the exam, which is not necessarily the same as interest in employment in the Foreign Service.
Reason for Shortfall The results reflect a small decrease in the number of minorities who registered to take the exam. The numbers do not show, however, the fact that the no-show rate for minorities decreased this year.
Steps to Improve We will continue to have an active recruitment program; however, a smaller pool of highly qualified minority applicants is not indicative of a need for improvement.
Performance Data Data Source Human Resources Office of Recruitment, Examination, and Employment.
Data Quality
(Verification)
Confidence in the data are high; the data are gathered at test sites, compiled in Washington, and analyzed for accuracy and trends by human resources professionals.
Past
Performance
2004 5,995, or 31% of total exam takers.
2003 6,238 - 31% of total exam takers.
2002 10,700 - 34 % of total exam takers.

 

Indicator #4: Percent of Authorized Strength Achieved At Year End
JUSTIFICATION (VALIDATION): This indicator is a direct measure of the Department's ability on an annual basis to recruit and hire qualified candidates based on need and resources.
FY 2005
Performance
Target 99%
Results 99%
Rating On Target
Impact By reducing the gap between funded employment and actual employment, staffing gaps and vacancies are reduced and the opportunity for training, including foreign language training, increases.
Performance Data Data Source Bureau of Human Resources, Office of Resource Management and Organizational Analysis.
Data Quality
(Verification)
Confidence in the data is high; the data are gathered using electronic means, then are reviewed and analyzed by human resources professionals in Washington.
Past
Performance
2004 99%
2003 99.3%
2002 98.4%

 

I/P #2: DIPLOMATIC READINESS AND OTHER PRIORITY TRAINING


Indicator #5: Mandatory Leadership Training Participation
JUSTIFICATION (VALIDATION): Course enrollments best validate the number of employees completing mandatory leadership and management training.
FY 2005
Performance
Target Mandatory Leadership/ Management training for twenty-five percent (1,725) of eligible target audience.
Results Through FY 2005, there were more than 6,700 completed enrollments in mandatory leadership training courses (about 87% of adjusted target, or 13% ahead of original end-of-FY target of 74%).
Rating Above Target
Impact Leadership/Management training promotes a "leadership culture" designed to improve the Department's management cadre and develop those who will eventually assume positions of leadership.
Performance Data Data Source The indicator is based on course enrollments generated from the Department's corporate training database, the Student Training Management System (STMS).
Data Quality
(Verification)
The indicator is based on course enrollments generated from the Department's corporate training database, STMS, and are reliable. Fluctuation in database records may, at any given time, reflect enrollments numbers that slightly differ, though with little, if any, appreciable impact.
Past
Performance
2004 As of end of FY 2004, 64% of original target audience of 7,000 has completed mandatory Leadership/Management training, exceeding end-of-FY 2004 target of 49%.
2003 Successful: 1,725
2002 Mandatory leadership/management requirements approved; target audience/numbers identified and planning begun for roll-out. Mandatory training implemented at the second quarter. Developed a four-year plan to meet requirement.

 

I/P #3: CORE TRAINING PROGRAMS


Indicator #6: Percentage of Employees Assigned to Language Designated Positions
who Meet the Requirements of the Position
JUSTIFICATION (VALIDATION): As an indicator of how well the assignments process works to get people with needed skills in place, this is a good indicator as it only measures filled positions (not vacancies). Note that while percentages have stayed relatively stable, the numbers of positions and employees have increased.
FY 2005
Performance
Target Eighty percent or better.
Results 83% fully met the requirements.
Rating On Target
Impact Diplomatic efforts will be more successful as employees with the appropriate language skills are deployed overseas. The Department will better engage host governments, local populations, and allies when implementing programs, communicating policies, and advocating positions.
Performance Data Data Source This indicator is calculated by the Bureau of Human Resources, Career Development and Assignments Division based on panel actions in the previous fiscal year (e.g. FY 2005 figures are based on FY 2004 panel actions). Actions for the current fiscal year are not available until the end of the fiscal year. This indicator is reported yearly to Congress as required by statute.
Data Quality
(Verification)
Confidence in the data is high: the data are reported electronically and stored in a database; post reports are solicited and verified by human resources professionals in Washington.
Past
Performance
2004 82.55% fully met the requirements. Another 9.89 % partially met the requirements.
2003 83% fully met the requirements. Another 12% partially met the requirements.
2002 88 percent fully met the requirements.

 

Indicator #7: Percent of Language Students Attaining Skill Objectives
JUSTIFICATION (VALIDATION): The data is screened and provides the most accurate measure for tracking performance as it tracks time spent in language training and resulting end-of-training test results.
FY 2005
Performance
Target 75% or better.
Results 87%
Rating Above Target
Impact The Department will deploy staff with the right language skills and improve the effectiveness of programs and policies.
Performance Data Data Source The Student Training Management System.
Data Quality
(Verification)
The indicator is based on test result scores maintained in the Department's corporate training database, and are reliable. Fluctuation in database records may, at any given time, reflect numbers that slightly differ, though with little, if any, appreciable impact.
Past
Performance
2004 88%
2003 77%
2002 77%

 

I/P #4: LOCALLY ENGAGED STAFF


Indicator #8: Percent of Eligible Family Members Employed in Local Economies Overseas
Through Spouse Networking Assistance Program (SNAP)
JUSTIFICATION (VALIDATION): An annual increase in the percentage of family members employed overseas contributes to increased retention rates of the Foreign Service and Civil Service employees.
FY 2005
Performance
Target 6%.
Results 24%. This result is comparable to the FY 2005 target using the new methodology described in the 2004 result.
Rating On Target
Impact The increase in the percentage of family members employed overseas has improved morale among staff. This assertion is based on the results of the SNAP survey that was done at 13 posts. Ninety-three percent of the respondents stated that it is important or very important to expand the program and that the impact of the program is greater than the numbers employed. Clearly, post morale is enhanced because of the career development assistance provided by the program.
Performance Data Data Source SNAP Monthly Reports submitted to the Family Liaison Office.
Data Quality
(Verification)
Data quality is high; SNAP reports are reviewed at post and are subject to analysis by human resources professionals in Washington.
Past
Performance
2004 24%. The figure is based on the number of Eligible Family Members (EFMs) employed through SNAP as compared to the number of EFMs participating in the SNAP program at 18 posts. The initial Target of 6% was based on a calculation of EFMs employed worldwide on the local economy relative to the entire EFM population overseas. Since many posts do not yet offer SNAP and since a significant portion of EFMs do not choose to seek employment, measuring positions secured through SNAP as a percentage of SNAP participants is a more accurate measure of SNAP success.
2003 4%.
2002 2%.

 

United Nations (UN) Under Secretary General for Management, Christopher B. Burnham, meets with UN Secretary General Koffi Annan. State Department Photo

Photo showing United Nations (UN) Under Secretary General for Management, Christopher B. Burnham, meeting with UN Secretary General Koffi Annan.

 

Indicator #9: Percent of Eligible Family Members Employed Overseas in Missions and Outside Missions
JUSTIFICATION (VALIDATION): An annual increase in the percentage of family members employed overseas contributes to increased retention rates of Foreign Service and Civil Service employees.
FY 2005
Performance
Target 50%
Results 35%
Rating Below Target
Impact While not all who wish to work have found jobs, the percentage employed has increased, improving morale.
Reason for Shortfall The FY 2005 target of 50 percent was not intended to be a one-year goal but rather a multi-year goal. It was developed with the expectation that the Department would steadily work towards the 50 percent spousal employment rate.
Steps to Improve We will work to develop additional opportunities for spousal employment inside the mission through the development of a Professional Associates program and other avenues to utilize the talents and experience of spouses overseas and through the expansion of the SNAP program to cover an additional 10 posts over the next fiscal year.
Performance Data Data Source Post data provided via the Family Employment Report reporting tool.
Data Quality
(Verification)
Data quality is high; reports are prepared and reviewed at post and are subject to analysis by human resources professionals in Washington.
Past
Performance
2004 33%
2003 33%
2002 Baseline: 47%

 

I/P #5: LEVERAGE TECHNOLOGY


Indicator #10: Technology-Based Distance Learning (DL) Enrollments
(SmartForce, FasTrac, and FSI-Produced Distance Learning Products)
JUSTIFICATION (VALIDATION): Completed DL training courses are the most objective data available for tracking progress towards attaining goal.
FY 2005
Performance
Target 3,500 DL enrollments.
Results About 6,000 DL enrollments for State employees and EFMs, and 1,000 DL enrollments for non-State persons.
Rating Above Target
Impact Distance Learning delivered training offers opportunities for training to those employees who cannot come to the FSI school house, flexibility for individuals to "take training" when time allows and as needed ("just in time" training).
Performance Data Data Source Student Training Management System.
Data Quality
(Verification)
The indicator is based on course enrollments generated from the Department's corporate training database, STMS, and are reliable. Fluctuation in database records may, at any given time, reflect enrollments numbers that slightly differ, though with little if any appreciable impact.
Past
Performance
2004 3,935 successfully completed DL courses. In addition, 50,805 successfully completed on-line, annual Computer Security Awareness refresher training that was put online.
2003 2,398 enrollments (State only); 2,410 successfully completed DL courses.
Note: Starting in FY 2004, the indicator tracks course completions instead of enrollments.
2002 1,697 DL enrollments.

 

I/P #6: AMERICANS EMPLOYED BY UN SYSTEM ORGANIZATIONS


Indicator #11: Percentage of UN System Organizations' Workforce That are American Citizens
JUSTIFICATION (VALIDATION): The annual targets and results are averages among international organizations where the U.S. is most inequitably employed or which attract a high level of interest. By tracking averages over a number of years, the Department will know whether it is increasing the percentage of Americans working in UN System organizations, which is our goal.
FY 2005
Performance
Target 11.1% (Revised. See Appendix for explanation).
Results CY 2004 Result: 10.7%
Rating Below Target
Impact The lack of progress in FY 2005 necessitates a downward adjustment to our out-year targets, which build on each other. The number of Americans matters because they bring values, ideals, skills, and experience to the job that can help the efficiency and effectiveness of international organizations.
Reason for Shortfall Employment of American citizens did not increase as fast as total employment in posts subject to geographical distribution in targeted organizations. Decisions on filling vacancies are made by selecting officials in international organizations over which the U.S. Government has limited influence and no control. Complicating factors include limited opportunities for spousal employment, insufficient language skills, political considerations, etc.
Steps to Improve
  1. Convene interagency working group to stimulate efforts by other U.S. Government agencies to identify and promote applicants for vacancies in targeted international organizations.
  2. Meet with senior officials of these international organizations to encourage recruitment of American citizens in their organizations.
  3. Ensure that efficient vacancy information dissemination procedures are in place.
  4. Expand outreach efforts on the Internet and elsewhere to identify American candidates.
  5. If funding is provided, hire a contractor to help identify applicants for select applicants for select positions in international organizations.
  6. Fill a new position in the State Office Unit responsible for encouraging Americans to apply for international organization jobs.
Performance Data Data Source Data are derived from annual Department requests to posts/missions to obtain information directly from individual international organizations for forwarding to the Department for analysis.
Data Quality
(Verification)
Each year the Bureau of International Organizations submits a report to Congress on this issue. Missions accredited to international organizations gather and report to Washington data needed to compile the report from those organizations.
Past
Performance
2004 CY 2003 Result: 11.5%
2003 CY 2002 Result: 11.6%
2002 CY 2001 Result: 11.8%

 


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