11/23/2009   5:40 am

Department of Minority Business Enterprise (232)

Mission Statement

Working collaboratively with public and private industries, the Department of Minority Business Enterprise will aggressively pursue supplier diversity by creating contracting opportunities and promoting fairness in the state's procurement process for Small, Women- and Minority-owned Businesses.

Vision Statement

The Department of Minority Business Enterprise envisions a Commonwealth in which a system of fair contracting and equal business opportunities exist for its small businesses, and especially for women- and minority-owned businesses.

Service Performance and Productivity

• Summary of current service performance
  The enabling legislation of the Department of Minority Business Enterprise ("DMBE") is found in Section 2.2-1400 et seq. of the Code of Virginia. The DMBE charged with establishing, preserving, and strengthening small, women-, and minority-owned businesses and promoting the growth and development of such businesses.
  
  For over three decades, the Department has served as a catalyst in promoting and encouraging State procurement diversification and business opportunities for minority businesses. In 2002, the DMBE commissioned a disparity study that found substantial under-utilization of the Commonwealth’s minority and women-owned businesses. As a result of the disparity study, the DMBE's enabling legislation was expanded to include the certification of small and women-owned businesses, as well as the certification of disadvantaged business enterprises. The expansion of services has resulted in a significant increase in the level of the DMBE’s performance and organizational output, but has also created a "one-stop-shop" for certifying businesses in the Commonwealth for procurement purposes.
  
  The DMBE has four (4) core service areas: (1) Certification; (2) Procurement Reporting and Coordination; (3) Outreach; and (4) Administrative Services.
  
  The Certification Service Area is responsible for the certification of eligible small, women-, and minority-owned businesses to participate in the SWaM Procurement Initiative. This service area also certifies Disadvantaged Business Enterprises (DBEs) for participation under the Virginia Unified Certification Program (as part of the federal DBE Program).
  
  The DMBE works collaboratively with numerous state agencies to collect procurement data and provide statistical analyses and reports regarding the Commonwealth’s procurement of goods and services from SWaM vendors. The Procurement and Reporting Service Area focuses on the two very important aspects of the SWaM Procurement Initiative: increasing expenditures with SWaM vendors through match-making and providing accurate statistical data.
  
  The Outreach Service Area is charged with the following:
  • Developing and implementing a statewide marketing plan to improve the DMBE's image, and promote its services and programs;
  • Participate in and collaborate with state agencies to promote SWaM and DBE participation;
  • Provide SWaM and DBE (or eligible vendors) with certification, management and technical assistance;
  • Develop outreach collaborations between federal, state, and local governments, and non-governmental entities; and
  • Provide guidance and one-on-one counseling to vendors, procurement officials, agencies, and executives.
  
  The Administrative Services area focuses on the administration of the agency's operations, including but not limited to daily operations, human resources, fiscal transactions and compliance, reporting requirements, and staffing.
• Summary of current productivity
  The Department of Minority Business Enterprise's ("DMBE") productivity has significantly increased over the last 12 months with more focused and efficient operations. In addition to more aggressive and streamlined certification efforts, the DMBE has increased its match-making and outreach activities across the Commonwealth. DMBE has forged new collaborations and partnerships with various public and private entities in the areas such as certification reciprocity and procurement policy development.
  
  With a staff of 20 full time employees, the DMBE has re-organized its operations to produce efficiencies and implement expectations for accurate results. For example, staff assigned to the Certification service area and other core service areas are cross-trained on both the SWaM and Disadvantaged Business Enterprise Certification Programs to better ensure the prompt processing of certification applications as well as providing better customer service. Additionally, the agency has historically processed from 800 to 900 certification applications per year. As a comparison, the number of applications processed by end of Fiscal Year 2006 was 7,438, while the number processed by the end of Fiscal Year 2007 was 13,469.
  
  The DMBE, in response to feedback from applicants and the general public, explored different methods that would balance maintaining the integrity of the certification of businesses with making the certification process less burdensome or intrusive on the applicant. As a result, the DMBE streamlined the certification process by offering a 30-day certification option, eliminating unnecessary steps, and paring down the list of required supplemental documentation for applications to statutorily required documents. As a result, the turn-around time for processing an application for certification has been reduced from 30-60 days to an average of 5-14 days.
  
  The DMBE has also implemented creative solutions to increasing the number of certified businesses participating in the SWaM Procurement Initiative. For example, businesses that are currently certified as women- or minority-owned are targeted to apply for and receive dual-certification without substantial paperwork. Also, the DMBE has entered into a partnership with the Virginia Minority Supplier Development Council to offer their minority business members the SWaM certification without substantial paperwork. All of these efforts will result in increased numbers of certified SWaM businesses that are available to do business with the Commonwealth and ultimately, increase their participation in the procurement activities of the state.
  
  Since the end of Fiscal Year 2005, the DMBE also participated in over 1,000 outreach events and activities around the Commonwealth related to SWaM in support of partnering agencies, associations and private organizations. These events reached several thousand businesses and focused on conducting business transactions with the Commonwealth. In the past 12 months, the DMBE also provided one-on-one management and/or technical assistance to 1,152 firms across Virginia and over 500 meetings with state agencies.
  
  The reporting and tracking of the efforts of Commonwealth agencies have increased proportionally with the increased and required focus on the SWaM program. During FY 2005, the DMBE staff reviewed between 250,000 and 300,000 line items requests per month that were identified by state agencies on CARS and American Express, for reports to generate monthly, quarterly, and ad hoc SWaM totals. In FY 2006, the DMBE staff automated the process for generating statistical reports and is providing quarterly updates (and reports) to the Governor, his Secretaries and to the public. Today, the SWaM Dashboard (an electronic data capture application) allows for on-demand viewing of the Commonwealth's procurement activities as it relates to expenditures by State agencies with SWaM businesses. DMBE is continually seeking new methods by which the collection and analysis of procurement data can assist agencies in meeting their SWaM goals.

Initiatives, Rankings and Customer Trends

• Summary of Major Initiatives and Related Progress
  The Department of Minority Business Enterprise (“DMBE”) envisions a Commonwealth where a system of fair contracting and equal business opportunities exist for its small businesses, and especially for women- and minority-owned businesses. To accomplish this vision, the DMBE must work collaboratively with public and private industries, aggressively pursue access to the contracting opportunities for small, women- and minority-owned businesses, and ensure fairness in the procurement process.
  
  There are several initiatives in place that are intended to widen the scope of available small, women- and minority-owned businesses, increase the utilization of these businesses among public and private industries, and improve the quality of services being offered to our customers.
  
  Certification Partnership Arrangements
  Currently, DMBE serves as the certifying authority for many state agencies, Virginia localities, and for several private companies. In order to maximize the relationships and available resources, DMBE has set out to enter into partnership arrangements with local, state and private entities and organizations who register small businesses as part of their supplier diversity initiative or procurement process. A part of this effort is to offer DMBE certification services to these entities in a streamlined process that would ultimately increase the availability of SWaM vendors for contracting opportunities.
  
  
  Unified Certification Program
  The Unified Certification Program (or Virginia UCP) for the Commonwealth was developed to bring effectiveness and efficiencies to the various certification programs underway by state agencies and institutions. To further the one-stop-shop certification concept, the various certification programs were merged and housed within the DMBE. DMBE is also pursuing certification partnership arrangements with surrounding states and federal agencies to increase the availability of Disadvantaged Business Enterprises for transportation-related projects with counties, airports, cities, and other recipients of U.S. Department of Transportation funds.
  
  
  Match-Making
  Creating an opportunity for potential business is the focus of the Match-Making effort. DMBE Procurement Advocates, Field Engineers and Certification staff works on a daily basis to match SWaM and DBE vendors with upcoming contracts with the State, localities and sometime, private industries. A key measure of our success is not only the number of certified vendors that are available to perform on a contract, but also to increase the number of opportunities and expenditures spent with small, women- and minority-owned businesses.
  
  Data Integrity
  The collection expenditures from discretionary spending with state entities are an important gauge of how the Commonwealth is performing with the SWaM Procurement Initiative. Agencies are required, under Executive Order No. 33, to provide an annual plan on the SWaM Program will be integrated into their daily procurement activities. Providing an accurate, comprehensive and less burdensome system for the collection and input of data is the basis of the SWaM Dashboard System. This electronic system allows public entities to enter and track their SWaM expenditures from discretionary spending and provides a transparent look into how the Commonwealth is performing as a whole. Streamlined reporting policies and providing for “checks and balances” across the system supports the effort.
• Summary of Virginia's Ranking
  [Nothing entered]
• Summary of Customer Trends and Coverage
  Certification.
  Since the passage of House Bill 122 in July 1, 2006, the number of Small, Women- and Minority-owned business certifications increased from 6,688 to 13,469 (as of the end of Fiscal Year 2007). The largest increase has been with the Small Business certifications, followed by Minority-owned Businesses, then Women-owned Businesses.
  
  SWaM Expenditures.
  An in-house analysis was also conducted to determine which commodity services were most utilized by state entities within the past two (2) fiscal years, and the availability of SWaM vendors within identical commodity codes. The data indicates that within FY 06 and FY 07, the top commodity services remained relatively consistent among the agencies; with cumulative dollars rounded to millions, the top 10 services are:
  
  (1) Construction – Highways, with $822 million;
  (2) Highway Repair & Maintenance Services, with $775 million;
  (3) Architectural & Engineering Services with $585 million;
  (4) Management Services, with $368 million;
  (5) Construction – Bridges, with $348 million;
  (6) Construction – Building Improvements, with 328 million;
  (7) Construction – Buildings, with $229 million;
  (8) Skilled Services, with $207 million;
  (9) Charge Card Purchases of Supplies and Materials, with $167 million; and
  (10) Medical Services, with $158 million.
  
  Of the $6.2 billion reported through the Commonwealth’s financial reporting system (i.e., CARS) during this period, the top 10 most utilized services represent $3.9 billion or 63% of the Commonwealth’s expenditures.
  
  Impact of Aging Population on the Agency
  
  1. Number of persons who received services from the Agency in the past fiscal years who fell into each of the following age ranges: 65-74; 75-84; and 85 and older.
  No data available because this information—which includes the age of business owners—is not collected or requested by the Agency.
  
  2. Agency services that are utilized by senior citizens 65 and older in significant numbers.
  No data available because this information—which includes the age of business owners utilizing our services—is not collected or requested by the Agency.
  
  3. Current agency programs specifically designed to serve seniors 65 and older.
  None available or offered.
  
  4. Extent to which Agency provides “consumer-oriented” publications and websites online that are designed to be “senior-friendly.”
  The Agency’s website conforms to Level A of the W3C Web Content Accessibility Guidelines 1.0, including all Priority 1 checkpoints defined in the Guidelines. The Web Content Accessibility Guidelines 1.0 explains how to make Web content accessible to people with disabilities. Conformance to the Guidelines help make the Agency’s Website more accessible to users with disabilities.
  
  5. Effect that the aging of the Agency’s own workforce will have on its ability to deliver services.
  Less than 3% of the Agency’s workforce fall within the 60 to 65 years of age range with 0 employees aged 65 and older. Because of the nature of our work, the potential for upcoming retirements (of less than 3%) should not affect the operations of the Agency. Loss of institutional knowledge of procurement practices and policies, and programming knowledge may occur, however, the “replacement” of this segment of the workforce can be achieved successfully with promotions or transfers from other agencies.
  
  6. Any other services or programs that the Agency has implemented or plans to implement in the future to address the impact of the ageing of Virginia’s population.
  None at this time.

Future Direction, Expectations, and Priorities

• Summary of Future Direction and Expectations
  The Department of Minority Business Enterprise ("DMBE") is focused on increasing the availability and utilization of small, women, and minority-owned businesses, as well as disadvantaged business enterprises, in the Commonwealth’s procurement programs. One component of this process, the certification of small, women- and minority-owned ("SWaM") businesses and Disadvantaged Business Enterprise ("DBE"), require increased resources and services as the demand for these services continue to grow.
  
  The DMBE has developed a comprehensive and streamlined certification, re-certification, and appeals process that is consistently applied and interpreted, and that can be applied through partnership arrangements with localities and other public/private organizations.
  
  The DMBE plans to maximize the use of technology to achieve its mission and improve its performance. One example of this is the enhancement of the DMBE website which features an online certification application. There are continuous improvements to the certification application and certification database, which provides a wealth of information not only to certification applicants, but also to state agencies and private industry.
  
  The DMBE will also increase its efforts to enhance existing and develop new inter-departmental agreements for SWaM and DBE certifications. These agreements are essential to ensuring that the DMBE works cooperatively with other entities and without duplication in its efforts to deliver of its mandates and mission. The DMBE also recognize the need to ensure that current and future personnel have the appropriate skills and training to meet the demands of the agency’s mission. As such, the DMBE will work closely with the Commonwealth’s Human Resources Management Department to coordinate training programs that focus on developing optimal employment development and cross-training. DMBE will also pursue efforts to ensure that the increased visibility and demand for services are supported by an effective and efficient marketing strategy that focuses on the appropriate stakeholders, promotes effective programs, and ultimately results in jobs, business opportunities, and economic growth for small businesses, and for businesses owned by women and minorities.
• Summary of Potential Impediments to Achievement
  *Growing number of certification applications being received while the number of staff remains constant
  *Increasing demand for management and technical consulting services from vendors
  *Increasing demand for workshop and activity participation
  *Employee turnover and training (learning curve component)

Statutory Authority

The Department is an agency of the Commonwealth of Virginia that was created within the Office of the Governor and under the authority of the Code of Virginia, Title 2.2, Chapter 14 et seq. The DMBE is endowed with the following powers and duties:

1. Coordinate as consistent with law the plans, programs and operations of the state government that affect or may contribute to the establishment, preservation, and strengthening of small, women-, and minority-owned businesses.

2. Promote the mobilization of activities and resources of state and local governments, businesses and trade associations, universities, foundations, professional organizations, and volunteer and other groups towards the growth of small, women-, and minority-owned businesses, and facilitate the coordination of efforts of these groups with those of state departments and agencies.

3. Establish a center for the development, collection, summarization, and dissemination of information that will be helpful to persons and organizations throughout the nation in undertaking or promoting the procurement from small, women-, and minority-owned businesses.

4. Within constraints of law and availability of funds, and according to the Director’s discretion, provide technical and management assistance to small, women-, and minority-owned businesses, and defray all or part of the costs of pilot or demonstration projects that are designed to overcome the special problems of small, women-, and minority-owned businesses.

5. Manage the Capital Access Fund for Disadvantaged Businesses created pursuant to Section 2.2-2311, and, in cooperation with the Small Business Financing Authority, determine the qualifications, terms, and conditions for the use of such Fund.

6. Implement any remediation or enhancement measure for small, women-, or minority-owned businesses as may be authorized by the Governor pursuant to subsection C of § 2.2-4310 and develop regulations, consistent with prevailing law, for program implementation. Such regulations shall be developed in consultation with the state agencies with procurement responsibilities and promulgated by those agencies, in accordance with applicable law.

The DMBE is statutorily empowered to perform a number of delineated tasks, including but not limited to making recommendations for legislative and executive actions, as well as adopting reasonable regulations to implement a certification program for minority business enterprises.

• Chapter 1400 provides for the establishment of the department and the appointment of the Director.

• Chapter 1401 provides the definitions that govern the program.

• Chapter 1402 establishes the additional powers and duties of Department to enable the Department to work with several agencies to coordinate programs that establish, preserve and strengthen small, women-, and minority-owned businesses. Its primary mechanisms are through procurement conferences, formal and informal agreements, and the Interdepartmental Board. It also works closely with the state university system, HBCUs and individual colleges and universities to provide educational and technical assistance. It is the center for the state's business certification program and provides that information to state agencies, private businesses, and others interested in soliciting small, women- or minority-owned businesses. The Department, alone or in conjunction with other state agencies, federal entities and private sector associations will provide training seminars and workshops that offer technical and management assistance. The Department will work with various trades associations for the purpose of increasing growth among small, women- or minority-owned, and disadvantaged businesses. Directs the Department to manage the Capital Access Fund for Disadvantaged Businesses.

• Section 2.2-2311 provides for the creation, administration, and management of the Capital Access Fund for Disadvantaged Businesses.

• Chapter 1403 establishes the powers of the Director, as deemed necessary or appropriate, to better fulfill the duties of the Department; the Director must with other state agencies to “develop comprehensive plans and specific goals for minority enterprise programs and establish regular performance monitoring”, in accordance with the Virginia Public Procurement Act, Section 2.2-4310.

• Chapter 1404 establishes the Interdepartmental Board and requires cooperation between Departments.

• Chapter 1404.1 provides the authorization to the Departments to allow for use of vendors identified by public institutions of higher education as small, women-, and minority-owned business enterprises. While the Department retains overall authority over the Small, Women, and Minority, (SWAM), certification program, this section establishes the requirements for public institution of higher education to follow and delineates the Department's authority to review the public institution of higher education procurement records.

• Chapter 1405 establishes reporting requirements, solicitation of recommendations, and directs the Department to implement a data collection process.

• Section 2.2-3705.3 provides the exclusion of certain proprietary records or trade secrets from the Freedom of Information Act.

Customers

Anticipated Changes To Agency Customer Base

During the Inter-Secretarial Task Force sub-committee meetings there were some discussions of certifying firms owned by service disable veterans and firms in HUB Zones. The Department was charge with evaluating the possibility of certifying such firms and report on its feasibility by the end of 2005. Effective July 1, 2006, the Department of Veterans Services was charged with developing a certification program that would accommodate businesses owned by service disabled veterans who are also small business owners. The Department has already received a number of such requests and inquiries from firms seeking certification in one of those categories. Both agencies are working together to finalize the certification process for this constituency. Typically, new certifications designations are subsequently established generates a five (5) percent increase in the customer base and demand for services.

Partners

Products and Services

• Description of the Agency's Products and/or Services:
  Small, Women- and Minority-owned Business Certification
  Disadvantaged Business Enterprise Certification
  Management and Technical Assistance
  Procurement Advocacy
• Factors Impacting Agency Products and/or Services:
  *Staff turnover and learning curve for certification
  *Increased demand for outreach activities and participation
  *Increased demand for informal hearing services
  *Lack of investigatory/compliance powers (to pursue violations of the Code as it pertains to certification)
• Anticipated Changes in Products or Services:
  *Increased demand for shorter certification reviews
  *Increased usage of outreach and procurement staff for agency consultations (4 procurement advocates serving over 150 agencies)
  *Increased demand for workshops, presentations by state agencies, private organizations, etc.

Finance

• Financial Overview:
  DMBE's receives greater than 67% of its funding from non-general funds and less than 33% it’s funding from general funds. During FY 2005 DMBE accepted the responsibility for certifying small, women-owned, and DBE firms. Only the DBE certification process came with resources (non-general funds) to support the process. The small business (SBE) and women-owned business (WBE) certification responsibilities were transferred to DMBE with no resources (funding or personnel) and requires more than half of DMBE certification resources. The certification of service disabled veterans will also increase staff demand.
• Financial Breakdown:

  	FY 2009			FY 2010
  	General Fund	Nongeneral Fund		General Fund	Nongeneral Fund
  Base Budget	$753,413	$1,506,868		$753,413	$1,506,868
  Change To Base	$0	$0		$0	$0
  Agency Total	$753,413	$1,506,868		$753,413	$1,506,868

  This financial summary is computed from information entered in the service area plans.

Human Resources

• Overview
  The DMBE is allocated a total of 29 positions. Over the past years, the DMBE has experienced a high attrition rate among employees attributable primarily to transfers to other state agencies. By the end of Fiscal Year 07, the DMBE had a Director, a Deputy Director, three Procurement Advocate positions, four Field Engineers, a Business Manager, five certification positions, a Receptionist, two outreach specialist, and one Administrative Support position.
• Human Resource Levels

  Effective Date	7/1/2006
  Total Authorized Position level	29
  Vacant Positions	-9
  Current Employment Level	20.0
  Non-Classified (Filled)	0
  Full-Time Classified (Filled)	20		breakout of Current Employment Level
  Part-Time Classified (Filled)	0
  Faculty (Filled)	0
  Wage	2
  Contract Employees	0
  Total Human Resource Level	22.0		= Current Employment Level + Wage and Contract Employees

• Factors Impacting HR
  Additional personnel and funding to adequately support the SWAM certification program, the Virginia Unified Certification Program required by the U.S. Department of Transportation, and to make needed IT changes to facilitate both certification programs and DMBE's customers and partners. The additional resources needed are due in part to the increased emphasis on businesses becoming certified with the DMBE in order to participate in the Commonwealth's procurement activities.
• Anticipated HR Changes
  DMBE expects to have filled 90% of the FTE positions by the end of the second quarter of FY 2008.

Information Technology

• Narrative overview of the current state of IT in the agency:
  DMBE has continually evaluated its current application development capability to ensure that its business needs are met. With the assistance of the Virginia Interactive (formerly VIPNET), DMBE has developed most of the applications that DMBE customers and staff use to meet the responsibility of certification of small, women-, and minority-owned businesses in the Commonwealth.
  
  The online certification application requires continual updates for the MS Access databases to SQL. DMBE has maintained these critical applications as information technology hardware and software and management of information technology changes, without any in-house staff dedicated to IT matters.
  
  DMBE has also implemented a more efficient administrative cue for the input and maintaining of client information in the SQL database.
  
  DMBE has developed a VPN connection to the agency server to ensure field staff, which remotely accesses the network, can access outlook, Internet, and public files in a timely manner.
• Narrative description of the factors impacting agency IT:
  Changes driven by VITA transformation activities may change DMBE's ability to serve external agency and internal information technology customer needs. The transformation of the agency’s IT hardware and software has allowed the agency to become more up-to-date with available technology. However, associated costs have increased dramatically (from $35,000 per year to $86,889).
  
  DMBE customers are expecting to transact their business with DMBE across automated system expeditiously. This has required DMBE to expand electronic government services, and consider possible modification and enhancements to application currently in process.
  
  Under the Unified Certification Program, DMBE is required to provide a DBE directory to service all Virginia recipients of federal dollars from the U.S. DOT. The directory will require the ability to be searched.
  
  New requirements/commitments by VDOT to the Federal Highway Department will require changes to the DBE database to collect the required information for reporting DBE certification activities.
• Describe any anticipated or desired changes to agency IT:
  DMBE anticipates the several projects, which may require some procurement associated with current agency IT needs. The project will require the development of one vendor directory for DBE firms certified under the Unified Certification Program as required by the U.S. Department of Transportation and the ability to search the directory.
  
  DMBE anticipates receiving high quality and timely service from VITA, responsive to our locations and field staff across the state, with no increase in service cost.
• IT Current Services:

  	Cost - Year 1		Cost - Year 2
  	General Fund	Non-general Fund	General Fund	Non-general Fund
  Projected FY2010 VITA Service Fees	$0	$0	$0	$0
  Changes (+/-) to VITA Infrastructure	$0	$0	$0	$0
  Estimated VITA Infrastruture	$0	$0	$0	$0
  Specialized Infrastructure	$0	$0	$0	$0
  Agency IT Staff	$0	$0	$0	$0
  Non-agency IT Staff	$0	$0	$0	$0
  Other Application Costs	$0	$0	$0	$0
  Agency IT Current Services	$0	$0	$0	$0

  Comments:
  [Nothing entered]
• Proposed IT Investments

  	Cost - Year 1		Cost - Year 2
  	General Fund	Non-general Fund	General Fund	Non-general Fund
  Major IT Projects	$0	$0	$0	$0
  Non-major IT Projects From $100,000 - $1 Milliona Total Cost	$0	$0	$0	$0
  Non-major IT Projects Below $100,000 Total Cost	$0	$0	$0	$0
  Major IT Procurements - Stand-alone	$0	$0	$0	$0
  Non-major IT Procurements - Stand-alone	$0	$0	$0	$0
  Total Proposed IT Investments	$0	$0	$0	$0

• Projected Total IT Budget

  	Cost - Year 1		Cost - Year 2
  	General Fund	Non-general Fund	General Fund	Non-general Fund
  Agency IT Current Services	$0	$0	$0	$0
  Total Proposed IT Investments	$0	$0	$0	$0
  Agency Projected Total IT Budget	$0	$0	$0	$0

Capital

• Current State of Capital Investments:
  DMBE has neither capital investment nor plan to have any capital investment in the near future.
• Factors Impacting Capital Investments:
  Not applicable at this time.
• Capital Investments Alignment:
  Not applicable at this time.

Goal 1

The DMBE's Procurement Reporting and Coordination function generates data and reports to the Governor and the General Assembly the status of the state's utilization of small, women-, and minority-owned businesses in state procurement. This function supports the mission of the DMBE in that it provides direct statistical feedback to the Executive and Legislative branches, and to the public, on the Commonwealth's performance and impact on the growth and development of Virginia's small, women-, and minority-owned businesses. This function also supports other state agencies by providing assistance with locating certified businesses as well as helping agencies understand SWaM procurement policies.

• Elevate the levels of educational preparedness and attainment of our citizens.
• Be a national leader in the preservation and enhancement of our economy.

Goal 2

The DMBE's primary goals are to increase the number of SWaM certified businesses and increase the amount of state dollars allocated to SWaM vendors in state contracting.

• Be a national leader in the preservation and enhancement of our economy.

Goal 3

The Agency's goal is to provide timely and accurate reports to the Governor, his Cabinet, other state agencies, and to the general public.

• Be a national leader in the preservation and enhancement of our economy.

Goal 4

This goal is important because state agencies and vendors do not always connect. The DMBE and its Procurement Advocates fill in the gaps that may exist between both parties. Procurement Advocates provide direct assistance to agencies and vendors and primarily work to make the connection between the two.

• Engage and inform citizens to ensure we serve their interests.

Goal 5

This goals ensures compliance with federal and state regulations, policies and procedures for Commonwealth preparedness, as well as guidelines promulgated by the Assistant to the Governor for Commonwealth Preparedness, in collaboration with the Governor's Cabinet, the Commonwealth Preparedness Working Group, the Department of Planning and Budget, and the Council on Virginia's Future. The goal supports achievement of the Commonwealth's statewide goal of protecting the public's safety and security, ensuring a fair and effective system of justice and providing a prepared response to emergencies and disasters of all kinds.

• Protect the public’s safety and security, ensuring a fair and effective system of justice and providing a prepared response to emergencies and disasters of all kinds.

• We will be prepared to act in the interest of the citizens of the Commonwealth and its infrastructure during emergency situations by actively planning and training both as an agency and as individuals.
  Objective Strategies

  • The agency Emergency Coordination Officer will stay in continuous communication with the Office of Commonwealth Preparedness and the Virginia Department of Emergency Management.

  Objective Measures

  • Commonwealth Preparedness
    Measure Class:

    Other

    Measure Type:

    Outcome

    Measure Frequency:

    Annual

    Preferred Trend:

    Measure Baseline Value:

    Date:

    Measure Baseline Description: 2007 COOP Assessment Results (% out of 100)

    Measure Target Value:

    Date:

    Measure Target Description: Minimum of 75% or, if at 75%--increase the average by 5% each year

    Data Source and Calculation: The COOP Assessment Review is a 24 component assessment tool that helps measure the viability of a COOP Plan.

Goal 6

The Virginia Performs Management Scorecard program has served as a common gauge of the agency operations over the past several years. This goal allows for the agency to monitor its use of resources and management of programs in a manner that is consistent with applicable state and federal requirements.

• Be recognized as the best-managed state in the nation.

11/23/2009   5:40 am

Department of Minority Business Enterprise (232)

Minority Business Enterprise Procurement Reporting and Coordination (232 534 06)

The Department of Minority Business Enterprise ("DMBE") works collaboratively with numerous state agencies and institutions to collect procurement data, and to provide statistical analyses and reports regarding the Commonwealth’s procurement of goods and services from Small, Women- and Minority-owned ("SWaM") businesses. The Procurement and Reporting Service Area focuses on the two very important aspects of the SWaM Procurement Initiative, i.e., increasing expenditures with SWaM vendors through match-making and providing accurate statistical data on the progress of the SWaM Program.

In the past, DMBE produced quarterly expenditure reports that demonstrated the Commonwealth's progress with Executive Order No. 33 (2006) and achievement of the 40% goal of doing business with SWaM vendors. Today, the Commonwealth has an electronic data application, called the SWaM Dashboard, which allows state agencies to provide their quarterly expenditure data in a more consistent format and provides for instant viewing of the Commonwealth's progress via the Internet. Today, data on the SWaM Dashboard can be prepared for reports, in chart-formats, and provide detailed agency spend data. The Dashboard also tracks year-over-year growth, the number of contracts obtained by SWaM vendors, the size of the contracts, the number of solicitations, and number of different firms contacted in each of the aforementioned categories. Data trending is also available to the Governor, his Secretaries and to agencies, via the Dashboard.

• Factors Impacting the Products and/or Services:
  [Nothing entered]
• Anticipated Changes to the Products and/or Services
  [Nothing entered]
• Listing of Products and/or Services
  • Annual Procurement Report for the Governor and General Assembly.
  • Comprehensive SWaM data collection system.
  • Guidance to state agencies on preparing annual SWaM Plans.
  • Quarterly SWaM Reports for Governor and Secretaries.
  • Ad hoc SWaM reports to assist Procurement Advocates and agency buyers.

• We will increase the amount of contracting dollars spent with certified Small, Women- and Minority-owned vendors.
  Objective Description
  The amount of contract dollars spent by the Commonwealth of Virginia with Small, Women- and Minority-owned ("SWaM") businesses is an important gauge of the success of the SWaM Procurement Initiative. Executive Order No. 33 (2006) also provides for a 40% aspirational goal of spending with SWaM vendors in the Commonwealth. To achieve this objective, the progress of each Secretariat and all state agencies on spending with SWaM vendors is monitored and reported to the Governor, his cabinet, and to the public each quarter.
  Alignment to Agency Goals
  • Agency Goal: Procurement Reporting and Coordination: Enhance the procurement opportunities for SWaM businesses with the Commonwealth of Virginia; increase the proportion of State contract dollars allocated to DMBE-certified SWaM vendors.
  Objective Measures
  • Increase Expenditures with Small, Women- and Minority-owned ("SWaM") Businesses
    Measure Class:

    Governor's Key

    Measure Type:

    Output

    Measure Frequency:

    Quarterly

    Preferred Trend:

    Up

    Key Summary: We will increase the amount of contracting dollars spent with certified Small, Women- and Minority-owned vendors each year until 2010.

    Measure Baseline Value:

    40

    Date:

    6/30/2006

    Measure Baseline Description: $1,178,628,550 (end of Fiscal Year 07)

    Measure Target Value:

    45

    Date:

    6/30/2010

    Measure Target Description: $1,650,079,970 (40% increase by end of Fiscal Year 2008 and each year thereafter until 2010)

    Data Source and Calculation: SWaM Dashboard, Commonwealth Accounting & Reporting System, MasterCard, AMEX, self-reporting agency reports

• We will increase the number of contracts awarded to certified Small, Women- and Minority-owned vendors.
  Objective Description
  The number of contracts awarded to Small, Women- and Minority-owned ("SWaM") businesses is an important gauge of the progress of the SWaM Procurement Initiative. Executive Order No. 33 (2006) provides for a 40% aspirational goal of spending with SWaM vendors in the Commonwealth. The end result of this goal is that the number of contracts awarded to SWaM vendors will increase proportionately. To be successful, the spending of each Secretariat and all state agencies must be tracked; this information will be reported to the Governor, his cabinet, and to the public each quarter.
  Alignment to Agency Goals
  • Agency Goal: Procurement Reporting and Coordination: Enhance the procurement opportunities for SWaM businesses with the Commonwealth of Virginia; increase the proportion of State contract dollars allocated to DMBE-certified SWaM vendors.
  Objective Measures
  • Increase contracts awarded to Small, Women- and Minority-owned ("SWaM") Businesses
    Measure Class:

    Governor's Key

    Measure Type:

    Output

    Measure Frequency:

    Quarterly

    Preferred Trend:

    Up

    Key Summary: We will increase the number of contracts awarded to certified Small, Women- and Minority-owned Businesses by 20% each year until 2010.

    Measure Baseline Value:

    215829

    Date:

    6/30/2008

    Measure Baseline Description: 215,829 contracts by end of Fiscal Year 2008

    Measure Target Value:

    258995

    Date:

    6/30/2010

    Measure Target Description: 258,995 contracts by end of Fiscal Year 2009 and a 20% increase thereafter until 2010

    Data Source and Calculation: SWaM Dashboard, Commonwealth Accounting & Reporting System, MasterCard, AMEX, self-reporting agency reports

• To collect, report, and analyze data for utilization by the Governor, his Cabinet, state agencies, institutions and authorities.
  Objective Description
  To provide accurate statistical data which reflects the Commonwealth's progress with spending with Small, Women- and Minority-owned businesses and Disadvantaged Business Enterprises.
  Alignment to Agency Goals
  • Agency Goal: Procurement Reporting and Coordination: To provide a uniform method to collect and report SWaM data and provide guidance in the development of a data collection and reporting tool.
  Objective Measures
  • Accurate and timely reporting of agency expenditure data for Small, Women- and Minority-owned ("SWaM") businesses
    Measure Class:

    Other

    Measure Type:

    Output

    Measure Frequency:

    Quarterly

    Preferred Trend:

    Down

    Frequency Comment: Final reports depend on the submission and accuracy of data entered into the SWaM Dashboard from state agencies

    Measure Baseline Value:

    28

    Date:

    Measure Baseline Description: Provide reports 28 days after end of quarter

    Measure Target Value:

    25

    Date:

    6/30/2010

    Measure Target Description: Provide reports 25 days or less after end of quarter

    Data Source and Calculation: SWaM Dashboard, Agency Expenditure Reports, Annual Agency SWaM Plans, and Agency Weekly Reports

• To provide efficient and effective assistance to state agencies relative to SWaM procurement policies, opportunities and available vendors.
  Objective Description
  Providing efficient and effective assistance to state agencies is an important part of this Service Area's function, i.e., increasing contracting opportunities for Small, Women- and Minority-owned ("SWaM") Businesses and Disadvantaged Business Enterprise ("DBE") vendors through match-making and providing accurate statistical data. Cultivating relationships with state agencies and their procurement officers allows the Department of Minority Business Enterprise ("DMBE") to obtain insight on its procurement operations and potential contract opportunities. The match-making component requires that DMBE facilitate a "business connection" between SWaM and DBE vendors with state agencies.
  Alignment to Agency Goals
  • Agency Goal: Procurement Reporting and Coordination: Enhance the procurement opportunities for SWaM businesses with the Commonwealth of Virginia; increase the proportion of State contract dollars allocated to DMBE-certified SWaM vendors.
  Objective Measures
  • Assistance to state agencies relative to SWaM procurement policies, opportunities and available vendors
    Measure Class:

    Other

    Measure Type:

    Output

    Measure Frequency:

    Quarterly

    Preferred Trend:

    Up

    Frequency Comment: On-going: varies per quarter and events transpiring

    Measure Baseline Value:

    879

    Date:

    6/30/2008

    Measure Baseline Description: 879 events (including outreach activities, meetings, presentations, etc.)

    Measure Target Value:

    950

    Date:

    6/30/2010

    Measure Target Description: 950 events (including outreach activities, meetings, or presentations) each year until 2010

    Data Source and Calculation: One-on-one meetings, presentations to state agencies, workshops, direct agency assistance

11/23/2009   5:40 am

Department of Minority Business Enterprise (232)

Minority Business Enterprise Outreach (232 534 07)

The Outreach Service Area is charged with the following:
• Developing and implementing a statewide marketing plan to improve the Department of Minority Business Enterprise's ("DMBE") image, and promote its services and programs;
• Participate in and collaborate with state agencies to promote Small, Women- and Minority-owned ("SWaM") Business and Disadvantaged Business Enterprise ("DBE") participation;
• Provide SWaM and DBE (or eligible vendors) with certification, management and technical assistance;
• Develop outreach collaborations between federal, state, and local governments, and non-governmental entities; and
• Provide guidance and one-on-one counseling to vendors, procurement officials, agencies, and executives.

As part of its outreach efforts, the DMBE provides a number of services, including but not limited to:
• Certified Businesses and Specialized Vendor Lists
The Department’s provides DMBE-certified SWaM and DBE Vendors List. The requests for these lists come from various places: state and local governments, private firms seeking to incorporate SWaM or DBE firms in their bids, and procurement officers seeking to assure that SWaM or DBE firms are aware of potential solicitations. There are enormous requests for Specialized Vendor Lists of Certified Businesses from the state and local governments as well as private firms. The Department’s has made the list available on its website for downloading and has provided user with a means to search the list of Certified Businesses.

• Management Assistance and Technical Assistance to SWaM and DBE firms
The Department conducts business assessments of SWaM and DBE firms to determine the type of management or techical assistance needed. The assessment determines the sufficiency of the firm’s organizational structure, management team, business model, market and/or distribution area, and their business capacity to create value.

The Department’s technical assistance range from engaging select firms in a core curriculum designed to improve business operation to providing highly specialized direct services to assess internal controls, manufacturing and processing, estimating, bidding, cost analysis, and distribution. The management assistance and technical assistance are extended to the field, when possible, where the assistance is applied to the project.

• Other Services
Mentoring, marketing, financial assistance, and business training directly or through workshops, seminars, conferences and one on one counseling.

• Factors Impacting the Products and/or Services:
  The increase in the number of certified SWAM businesses needing this Service Area's services or products.
• Anticipated Changes to the Products and/or Services
  The number events that this Service Area will be able to support in the future and the time it takes to deliver service to SWAM business.
• Listing of Products and/or Services
  • "
  • "
  • "
  • "

• Identify SWaM, DBE, SWaM-eligible and DBE-eligible businesses in Virginia and provide them with management and technical assistance.
  Objective Description
  Identifyng Small, Women- and Minority-owned businesses ("SWaM"), Disadvantaged Business Enterprises ("DBEs"), SWaM-eligible and DBE-eligible businesses in Virginia and provide them with management and technical assistance is the foundation for capacity building for these businesses. Many small businesses require assistance in preparing solicitations, managing finances, and marketing themselves to a public entity.
  Alignment to Agency Goals
  • Agency Goal: Certification: Increase the pool of DMBE-certified SWaM vendors and DBEs.
  Objective Measures
  • Number of outreach activities
    Measure Class:

    Other

    Measure Type:

    Output

    Measure Frequency:

    Quarterly

    Preferred Trend:

    Up

    Measure Baseline Value:

    169

    Date:

    6/30/2008

    Measure Baseline Description: 169 (as of end of FY 08)

    Measure Target Value:

    200

    Date:

    6/30/2010

    Measure Target Description: 200 (by end of FY 09)

    Data Source and Calculation: DMBE weekly reports and Event Calendar

• To implement a statewide marketing campaign in collaboration with public and private organizations.
  Objective Description
  To promote the SWaM and DBE Certification Programs to small businesses across the Commonwealth of Virginia and increase the number of certified firms.
  Alignment to Agency Goals
  • Agency Goal: Certification: Increase the pool of DMBE-certified SWaM vendors and DBEs.
  Objective Measures
  • Promote the SWaM and DBE certification programs and the agency
    Measure Class:

    Other

    Measure Type:

    Output

    Measure Frequency:

    Quarterly

    Preferred Trend:

    Up

    Measure Baseline Value:

    3

    Date:

    6/30/2008

    Measure Baseline Description: 3 media placements (end of Fiscal Year 08)

    Measure Target Value:

    12

    Date:

    6/30/2010

    Measure Target Description: 12 media placements per year (by the end of Fiscal Year 09)

    Data Source and Calculation: DMBE Event Calendar and weekly reports.

11/23/2009   5:40 am

Department of Minority Business Enterprise (232)

Minority Business Enterprise Certification (232 534 14)

The Certification Service Area is responsible for the certification of eligible small, women-, and minority-owned ("SWaM") businesses to participate in the SWaM Procurement Initiative. This service area also certifies Disadvantaged Business Enterprises ("DBE") for participation under the Virginia Unified Certification Program (as part of the federal DBE Program).

• Factors Impacting the Products and/or Services:
  [Nothing entered]
• Anticipated Changes to the Products and/or Services
  [Nothing entered]
• Listing of Products and/or Services
  • Small Business Certification (SBE)
  • Women-owned Business Certification (WBE)
  • Minority-owned Business Certification (MBE)
  • Disadvantaged Business Certification (DBE)

• We will increase the availability of Small, Women- and Minority-owned ("SWaM") Businesses and Disadvantaged Business Enterprise ("DBE") certified vendors.
  Objective Description
  Increasing the number of certified SWaM and DBE vendors improves the availability and utilization of these vendors to compete and win contracting opportunities with the Commonwealth of Virginia.
  Alignment to Agency Goals
  • Agency Goal: Certification: Increase the pool of DMBE-certified SWaM vendors and DBEs.
  Objective Measures
  • Increase the number of certified Small, Women- and Minority-owned ("SWaM") and Disadvantaged Business Enterprise ("DBE") vendors
    Measure Class:

    Governor's Key

    Measure Type:

    Output

    Measure Frequency:

    Quarterly

    Preferred Trend:

    Up

    Key Summary: We will increase the number of certified Small, Women- and Minority-owned ("SWaM") Businesses and Disadvantaged Business Enterprise ("DBE") vendors by at least 50% each year until 2010.

    Frequency Comment: End of each quarter

    Measure Baseline Value:

    15773

    Date:

    6/30/2008

    Measure Baseline Description: 15773 certified firms (by end of Fiscal Year 08)

    Measure Target Value:

    20200

    Date:

    6/30/2010

    Measure Target Description: 20,200 certified firms (by end of Fiscal Year 09)

    Data Source and Calculation: The information is gathered from the DMBE certification database and weekly certification reports generated by the certification division. The numbers provided are actual vendor certifications.

11/23/2009   5:40 am

Department of Minority Business Enterprise (232)

Administrative Services (232 534 22)

The Administrative Services Area focuses on the administration of the agency's operations, including but not limited to daily operations, human resources, fiscal transactions and compliance, reporting requirements, staffing, and commonwealth preparedness.

• Factors Impacting the Products and/or Services:
  [Nothing entered]
• Anticipated Changes to the Products and/or Services
  [Nothing entered]
• Listing of Products and/or Services
  [None entered for this Service Area]

• To ensure that resources are used efficiently and programs are managed effectively, and in a manner consistent with applicable state and federal requirements.
  Objective Description
  To ensure that resources are used efficiently and programs are managed effectively, and in a manner consistent with applicable state and federal requirements.
  Alignment to Agency Goals
  • Agency Goal: Administrative Services: To ensure that resources are used efficiently and programs are managed effectively
  Objective Measures
  • Percent of Scorecard categories marked as "meets expectations" for the agency
    Measure Class:

    Other

    Measure Type:

    Outcome

    Measure Frequency:

    Quarterly

    Preferred Trend:

    Up

    Measure Baseline Value:

    83

    Date:

    Measure Baseline Description: 83% (the 2007 score of the agency at end of FY 2007)

    Measure Target Value:

    100

    Date:

    6/30/2010

    Measure Target Description: 100% (by end of FY 2008 and each year thereafter until 2010)

    Data Source and Calculation: Virginia Performs Management Scorecard

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