Service Area Strategic Plan
4/17/2014   11:46 am
Department of Agriculture & Consumer Services (301)
Biennium:
Service Area 1 of 1
Administrative and Support Services (301 599 00)
Description

This service area includes the Commissioner’s Office and other support offices which work with the Commissioner, Deputy Commissioner, and staff to provide the executive direction and philosophy for the operation of the department in order to support the programs, initiatives, and direction of the Governor’s Office and the Secretary of Agriculture and Forestry. In cooperation with the Secretary of Agriculture and Forestry, the Commissioner's Office serves as the liaison with the Virginia Congressional delegation, Congress, and federal agencies on matters affecting Virginia agriculture. It also provides assistance to the Secretary in the development of agricultural and consumer protection policy. Specific component offices within this service area include the Human Resource Office, Office of Internal Audit, Office of Communication, and the Office of Policy, Planning and Research.

The service area also provides administrative and support services of a technical nature to all programs of the agency and works with the Commissioner's Office to ensure agency operations are conducted in a manner to comply with State law and policy, and guidance received from the Governor’s Office and the Secretary of Agriculture and Forestry. These services are provided through the Office of Administrative and Financial Services, which includes these offices: Budget, Finance, Facilities Management and Capital Outlay, Purchasing and Support Services, and Information Systems.

Thus, the resources for the operation and maintenance of agency wide computer systems are include here. Expenses to VITA to operate the agency’s mainframe operation and local area networks in order to provide computer technology to all programs of the agency, and to assist the department in carrying out its administrative and financial management functions are included in this service area. The activities conducted here support the agency to address the critical issue relating to maximizing agency productivity through technology and new work procedures. This is accomplished through the computer systems which are developed and maintained for agency program and operational support areas which rely on agency automated systems to conduct daily operations.

In order to reduce administrative expenses for the department relating to the payment of certain categories of expenses, the agency budgets for these expenses in program 599; as opposed to budgeting for these items in each of the programs of the agency and then subsequently having to charge payments on a prorated basis to each of these programs during the fiscal year. Categories of the expenses budgeted and paid from this service area include operation and maintenance expenses of regional offices and laboratories throughout the state; payment for insurances as billed by the Division of Risk Management in the Department of Treasury; telecommunications expenses for the agency both in Richmond and in its field offices and laboratories; program, laboratory, and general office supplies; and postage. Additionally, resources for transfer funds appropriated to VDACS, to pay general fund rent expenses to the Department of General Services for space occupied by the agency on Capitol Square and the Consolidated Laboratory Building are included here.

This service area includes the positions and related resources which establish the Division Director’s Offices in the agency’s three large program divisions – Animal and Food Industry Services, Consumer Protection, and Marketing. Since the Division Directors provide general management and direction to all of the programs in each division, their work involves a significant amount of administrative work, in addition to working with subordinate program managers in the delivery of direct services to agency customers. Thus, the expenses of the offices are budgeted in this service area as opposed to being prorated among the twenty-one related service areas.
Background Information
Mission Alignment and Authority
  • Describe how this service supports the agency mission
    Executive direction and administrative support is given to the operational divisions to provide them with a framework and the necessary resources to meet the agency’s mission. The Agricultural Stewardship Unit within the Office of Policy, Planning, and Research is directly involved in environmental stewardship.
  • Describe the Statutory Authority of this Service
    Title 3.2 of the Code of Virginia establishes the powers for the Commissioner, the Board of Agriculture & Consumer Services, the Divisions and Program Areas within the Department, and other entities related to the promotion of agricultural interests and providing consumer protection.

    Section 3.2, Chapter 1directs the Board of Agriculture and Consumer Services to advise the Governor on the state of the agricultural industry and to work closely with all agencies concerned with rural resources development.

    Section 3.2, Chapter 1 requires the Commissioner to see to the proper execution of the laws relating to the subject of his agency. This section also requires the Commissioner to investigate and promote subjects relating to the improvement of agriculture.

    Title 3.2 and other titles establish responsibilities for the promulgation of regulations and the Commissioner’s duties for administering these regulations.

    The Virginia Administrative Process Act (Title 2.2, Chapter 40) establishes specific requirements that the Department must follow in reviewing and making regulations. Although not considered as mandates, agency public participation guidelines adopted as required by the APA affect the process for making regulations.

    The Virginia Register Act (Title 2.2, Chapter 41) establishes requirements relating to the public availability of information about state agency regulations. State agencies must file information concerning regulations with the Registrar of Regulations for publication in the Virginia Register of Regulations and the Virginia Administrative Code.

    The Virginia Freedom of Information Act (FOIA) (Title 2.2, Chapter 37) establishes requirements concerning the disclosure of records held by the Department that are requested by the public. This Act also establishes requirements concerning the conduct of board meetings. Based on the requirements of this Act, the Department has adopted certain policies relating to the conduct of board meetings and the disclosure of records that affect the agency’s handling of requests from the public for access to records.

    The FOIA also establishes requirements concerning public notification of meetings. State agencies, boards, etc., are required to provide notice of public meetings. Normally this notice is provided by publication of the meeting information in the Virginia Register of Regulations. Currently there are twenty boards associated with the Department that hold at least one meeting a year for which such notice must be provided.

    Section 58.1-3239 of the Code of Virginia, which relates to special tax assessment of land for preservation purposes, establishes the State Land Evaluation Advisory Council, which includes the Commissioner and certain other state officials.

    Section 58.1-3240 establishes the duties of the Commissioner for providing uniform standards to localities for determining whether real estate qualifies as being devoted to agricultural use for the purposes of tax assessment. The current standards make the Commissioner responsible for interpreting these standards at the request of local commissioners of revenue.

    Several state laws that create different boards, foundations and councils make the Commissioner a member of trustee with certain duties and responsibilities. Some of these include the following: Sheep Industry Board (Title 3.2, Chapter 21), Virginia Agricultural Council (Title 3.2, Chapter 29), Chippokes Plantation Farm Foundation (Title 10.1, Chapter 2), Virginia Horse Industry Board (Title 3.2, Chapter 17), Radiation Advisory Board (Title 32.1, Chapter 6), State Certified Seed Board (Title 3.2, Chapter 40), and Plant Pollination Advisory Board (Title 3.2, Chapter 28).

    The Agricultural Stewardship Act (Title 3.2, Chapter 4) establishes requirements concerning the Commissioner’s handling of complaints received about water pollution involving agricultural activities, the investigation of these complaints, the approval of plans to correct any pollution problems, assurance that such plans are implemented in accordance with a timetable established by the Act, and the publication of an annual report on the handling of complaints.

    The Virginia Personnel Act and related federal and state regulations and policies affecting personnel matters establish requirements that the Department must fulfill in the management of human resources.

    Equal Employment Opportunity (EEO) is mandated by federal and state laws regardless of race, color, national origin, religion, sex, age, or physical ability. The federal and state laws and executive orders listed below guarantee these rights. This list is not all-inclusive, but rather documentation of key mandates which govern personnel matters.

    -Title VII of the Civil Rights Act of 1964, as amended.
    -The Equal Employment Opportunity Act of 1972
    -Equal Pay Act of 1963
    -Higher Education Act of 1972, as amended.
    -Age Discrimination in Employment Act of 1967, as amended.
    -Executive Order 11246 as amended by Executive Order 11375
    -Rehabilitation Act of 1973, as amended.
    -Pregnancy Discrimination Act of 1978
    -Americans with Disabilities Act of 1990 (ADA)
    -Immigration Reform and Control Act of 1986
    -Uniform Guidelines on Employee Selection Procedures of 1978
    -Fair Labor Standards Act (FLSA) and Amendments Contract Work Hours and Safety
    -Family and Medical Leave Act

    State laws, policies and procedures affecting printing and the publication of materials impact the Department. The special mandate relating to VDACS publications is § 3.2-4725 that requires VDACS to publish notices of certain license revocations.

    There are no specific mandates which relate to this service area. However the same mandates which relate to the service area that involve programs which are administered by each Division, would also apply to the Division Director’s Office, as well as mandates which fall under the Commissioner’s Office that relate to the programs conducted in each of the three program divisions.

    Activities conducted in this service area are mandated under Title 2.2 of the Code of Virginia which relates to the administration of state agencies. Other mandates are contained in Chapter 935 of the 1999 Virginia Acts of Assembly and policies established by the central agencies of state government.

    Chapter 723 (Item 68 and Item 767, F1 and F2) approved May 3, 1991 authorized the Department of General Services to assess a rental charge to occupants of buildings it controls, operates and maintains.
Customers
Agency Customer Group Customer Customers served annually Potential annual customers
State & Local Governments Agency Divsions and Operational Programs 0 0
State & Local Governments Governor's Office 0 0
Virginia farmers Virginia Farmers 47,383 47,383

Anticipated Changes To Agency Customer Base
[Nothing entered]
Partners
Partner Description
United States Department of Agriculture
Virginia Agribusiness Council
Virginia Farm Bureau
Products and Services
  • Factors Impacting the Products and/or Services:
    Several factors are impacting the services provided by the offices within this Service Area. First and foremost is increasing workloads with fewer resources. For example, the Department of Charitable Gaming was merged into the agency on July 1, 2008 and became a fourth divison of the agency. This increased the workloads in all offices within the Commissioner's Office by at least 25% without additional resources. New mandates by Central Agencies are also impacting the services provided by this Service Area. The Finance Office absorbed the work related to the Agency Risk Management and Control Standard (ARMICS) and the American Recovery and Reinvestment Act (ARRA) without adding resources. The Information Systems Office absorbed the work related to managing the VITA / Northrop Grumman partnership projects within the agency and increased work related to Security Standards issued by VITA without additional resources. The Facilities Office picked up additional work related to telecommunications support that agency PC support staff handled in the past. The Internal Audit Office now must not only audit operational areas, but must also perform security audits. No additional resources are available for new policies and standards issued by VITA. The result of the additional work without additional resources has resulted in decreased administrative support to the operational programs within the agency. This means that time is not available to look at increased productivity through streamlining processes or new and improved information systems applications, e-government. Resources are stretched so thin that we are becoming more and more reactive and less and less proactive.
  • Anticipated Changes to the Products and/or Services
    We are hopeful that once the transformation efforts are completed by the Partnership that we will be able to refocus on application development projects as outlined in the Information Technology section of the agency plan. Also, we will open a Farmers' Market focused on seafood packaging and shipping on the Eastern Shore of Virginia this biennium as discussed in the Capital Outlay section of the agency plan.
  • Listing of Products and/or Services
    • Executive Direction and philosophy for the operation of the Department.
    • Publications, news releases, print media, and broadcast media to increase public awareness of agency programs and services.
    • Agency internet site – creation and maintenance.
    • Human Resource Services to the agency, including recruitment and selection, classification and compensation, employee benefits, employee relations, employee development and training, and equal employment opportunity.
    • Audit and consulting services for agency management and operational areas.
    • Analyses of current and proposed state and federal laws, policies, programs and regulations related to agriculture and consumer protection for agency operation managers.
    • Review and promulgation of state regulations pertaining to agriculture and consumer protection to meet the requirements of the Administrative Process Act.
    • Responds to citizens requests to the agency for information under the Virginia Freedom of Information Act.
    • Direct and coordinate the activities of the Division of Animal and Food Industry Services and the State Veterinarian's Office, the Division of Consumer Proteciton, and the Division of Marketing.
    • Support Services provided to agency operational areas that include: Budgeting; Financial Accounting, Processing and Reporting; Capital Outlay and Facilities Management; Information Systems; Purchasing; and Support Services (Mail Room, Print Shop, Fleet Management, Shipping and Receiving; and Records Management, Telecommunications).
    • Development of Agency Policies and Procedures to assure compliance with Statewide Policies, Regulations, and Procedures, and interpretation of such for directors and managers.
    • Liaison services between the agency and central agencies (DPB, DOA, VITA, DGS, DHRM, and VRS).
    • Development and maintenance of agency system applications, including data base administration and systems engineering.
    • Process and respond to complaints to the agency under the Agricultural Stewardship Act.
    • Support the direction of the Governor’s Office and the Secretary of Agriculture and Forestry.
    • Respond to requests for information from legislative offices and citizens of the Commonwealth of Virginia.
    • Strategic Planning development and monitoring activities
    • Agency intranet site - creation and maintenance
    • Develop, test and comply with the requirements for the Agency Risk Management and Internal Control Standard
    • Provide administrative support to the Virginia Wine Distribution Company, Inc.
    • Administer the agency's Small Purchase Charge Card, Travel Card and Small, Women, and Minority Purchasing programs.
    • Administer Federal grant programs and funds
    • Review and development of recommended positions on land and water policy issues
    • Operation and maintenance of the agency's fifteen owned office, laboratories and farmers' wholesale markets statewide
    • Budget development and execution, both operational and capital
    • Ensures that program services are effectively carried out within the limits of budgeted resources
    • Manages the daily operations of the Department
    • Agency liaison with the Virginia Information Technology Agency and Norhrop Grumman
    • Financial management, including reporting and payroll, revenue and expenditure processing activities
    • Construction planning and management of new facilities
    • Manage the agency's telecommunication services
    • Security of agency facilities and information systems data
Finance
  • Financial Overview
    The chief source of funding for this service area is general funds. Fifteen percent of the appropriation covers agency wide costs for facilities operation and maintenance, supplies, insurance, printing, postage, and telecommunications. Twelve percent covers general fund rent payments to DGS. Another 19% of this service plan’s funding is for information technology, including a non-major project in the first year to re-engineer and convert our legacy applications. The remaining 54% funds the Commissioner’s Office, Administrative & Financial Services, and administration in the three divisions.
  • Financial Breakdown
    FY 2011    FY 2012
      General Fund     Nongeneral Fund        General Fund     Nongeneral Fund  
    Base Budget $7,508,547 $1,191,540    $7,508,547 $1,191,540
    Change To Base -$194,378 $100,000    -$195,448 $100,000
               
    Service Area Total   $7,314,169  $1,291,540     $7,313,099  $1,291,540 
Human Resources
  • Human Resources Overview
    [Nothing entered]
  • Human Resource Levels
    Effective Date 7/1/2009    
    Total Authorized Position level 0    
    Vacant Positions 0    
    Current Employment Level 0.0    
    Non-Classified (Filled) 0    
    Full-Time Classified (Filled) 0    breakout of Current Employment Level
    Part-Time Classified (Filled) 0    
    Faculty (Filled) 0    
    Wage 0    
    Contract Employees 0    
    Total Human Resource Level 0.0   = Current Employment Level + Wage and Contract Employees
  • Factors Impacting HR
    [Nothing entered]
  • Anticipated HR Changes
    [Nothing entered]
Service Area Objectives
 
  • To ensure that resources are used efficiently and programs are managed effectively, and in a manner consistent with applicable state and federal requirements.
    Objective Strategies
    • Monitor legislation and take necessary actions to implement legislation through June 30, 2012.
    • Meet or exceed DOA's e-commerce performance measures (Prompt Pay, Employee EDI, Direct Deposit, GE Travel Card, SPCC) quarterly through June 2012.
    • Develop and implement the corrective action plan to respond to the APA Audit Report as needed.
    • Implement a work plan to monitor and test internal controls on fiscal processes to meet Agency Risk Managment and Internal Control Standards (ARMICS) requirements through June 30, 2012.
    • Continue to provide agency-wide training on the state travel regulations and agency policy through June 30, 2012.
    • Develop a plan to meet requirements of VA Enterprise Applications Program through June 30, 2012.
    • Develop and implement any interface needed between FINSYS and Enterprise Application Systems through June 30, 2012.
    Link to State Strategy
    • nothing linked
    Objective Measures
    • Percent of scorecard categories marked as "Meets Expectations" for the agency.
      Measure Class:
      Other
      Measure Type:
      Outcome
      Measure Frequency:
      Annual
      Preferred Trend:
      Maintain
      Measure Baseline Value:
      100
      Date:
      6/30/2009

      Measure Baseline Description: Received 100% on the administrative measures in FY 09

      Measure Target Value:
      100
      Date:
      6/30/2012

      Measure Target Description: Maintain the FY09 baseline of 100%

      Data Source and Calculation: Data Source: There are currently 13 administrative measures organized into five categories. Each measure has a different data source. These are located on the administrative measures data source information table. The table is located in Virginia Performs/Agency Planning and Performance / Administrative Measures. Calculation: The appropriate colored indicator (green, yellow, red) for each measure was selected, depending on the results. The agency administration measure is the percent of the administrative measures that have a green indicatior (meets expectations). Items with a gray indicator (data is unavailable) are excluded from the calculation.


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