Administrative Measure Details

Virginia Commission for the Arts

2009

Goal	Measure	Rating	Explanatory Note
Emergency Preparedness
Emergency Preparedness	Percent of recommended preparedness actions taken Source: OCP Agency Preparedness Survey	75-100% 50-74% 0-49% Unavailable	The agency has a Continuity of Operations Plan that was certified by the Executive Director on March 26, 2009. The COOP is reviewed annually with the full staff. The Deputy Director attended a workshop on August 7, 2007 on Continuity of Operations Plan using the VDEM Planning Manual and Template to strengthen the agency's current COOP.
Financial Management
APA Audits	Number of recurring findings/material weaknesses Source: Comptroller's Quarterly Report	0 1 recurring 2+ recurring or 1 material Unavailable	The Commission completed two APA audits within a year. The first APA audit was the spring of 2008 and the 2nd APA audit was February / March 2009. Both APA audits found zero material weaknesses. The APA has not found any material weaknesses for this agency in over ten years.
Budget Plan	Percent of expenditures within budget plan Source: DPB Expenditure Variance Report -derived from CARS	0-100% N/A >100% Unavailable	An annual spending plan is established prior to the start of each fiscal year. The plan is reviewed and updated by the agency management at least twice per month. All expenditures are made in compliance with the Appropriations Act and with the directives from the office of the Governor.
Internal Control	Percent of compliance with ARMICS Source: Comptroller's Quarterly Report	100% N/A 0-99% Unavailable	The agency is responsible with State and Federal funds and adheres to all procedures. All of the Commission's financial data is processed through CARS. The agency has internal documentation that is compared and balanced against the records provided by the Department of Accounts. There have been no APA audit findings, management letter comments, or internal control weaknesses in the APA audit reports for at least the past 10 years. The Commission has completed its ARMICS review with no issues found. The APA reviewed the Commission's ARMICS during its audit conducted February / March 2009.
Prompt Pay	Percent of compliance with prompt pay act Source: Comptroller's Quarterly Report	95-100% Last Quarter 0-94% Last Quarter 0-94% Last 2 Quarters Unavailable	The Commission has 99.75% prompt pay for fiscal year 2008 - 2009 (July 2008 - June 2009).
Government Procurement
eVA Usage	Percent of procurement transactions made through eVA Source: DGS eVA Reports	95-100% 75-94% 0-74% Unavailable	The agency uses eVA for all purchases. We seek vendors that are eVA and SWAM registered.
SWAM Vendor Participation	Percent of (SWAM) Small, Women & Minority agency goal achieved Source: DMBE SWaM Dashboard	95-100% 90-94% 0-89% Unavailable	For fiscal year 2008 the Commission's SWAM expenditures was 56% of its overall discretionary spending. The Commission is working with the DMBE to increase its percentage of SWAM vendors. The Commission uses SWAM vendors whenever possible. The other purchases were through other state agencies or eVA vendors.
Human Resources
Fairness and Equity	Percent rating in EEO Assessment report Source: DHRM HR-at-a-Glance	100% 97-99% 0-96% Unavailable	The agency attracts qualified candidates and fills positions in a timely manner, 50 days or less from the job posting. Agency completed a multiyear plan to bring staff salaries more in line with the private sector.
Talent Acquisition	Percent of hiring offers accepted Source: DHRM HR-at-a-Glance	85-100% 75-84% 0-74% Unavailable
Talent Management	Percent turnover excluding internal promotions and transfers Source: DHRM HR-at-a-Glance	0-14% 15-24% 25-100% Unavailable	The Commission has had no turnover for fiscal year 2008 - 2009.
Telework	Percent of eligible employees that telework Source: DHRM HR-at-a-Glance	20-100% 5-19% 0-4% Unavailable	The Commission has one staff member with an alternate work schedule. This allows the employee to be home with her daughter when she gets out of school. Currently the Commission is evaluating its telecommuting polices for its staff of five. Based on the Tele-Eligible checklist and the Commission's current job descriptions there are no positions that fit the guidelines for telecommuting. The Commission is currently addressing the issues of not being able to access its database and files off-site. The Commission is also looking into the issue of not being able to access its email address books off-site through VITA's shared email server. Without access to the Commission's database, files and full access to email inhibits the ability for the staff to telecommute. The work done by the Commission staff is customer service oriented and requires the staff to be in the Richmond office during business hours to answer constituent questions.
Information Technology
Accessibility	Percent of compliance with IT accessibility standards Source: DRS Accessibility Report	90-100% 70-89% 0-69% Unavailable	The Commission is in full compliance with the state's IT (VITA) accessibility standards.
Information Security	Percent of compliance with information security standards Source: VITA Information Security Report	98-100% 95-97% 0-94% Unavailable	The Commission is in compliance with the state's information security standards. The Commission with VITA and the APA completed a information security review and found no issues.