Oregon Military Department, Annual Performance Report 2003

The agency’s mission statement and statutory authority concisely describes our existence:

The Oregon National Guard will provide the citizens of the State of Oregon and the United States with a ready force of citizen soldiers and airmen, equipped and trained to respond to any contingency, natural or man-made. When we are needed, we are there.”

Article X of the Oregon Constitution establishes a State Militia. The Oregon Military Department is established by ORS 396.305; while ORS Chapters 396, 398, and 399 contain the Oregon National Guard authorities and duties.

The Oregon National Guard has a long tradition and history dating back to 1843. The National Guard is found in both the United States Constitution and the Oregon Constitution. The tradition and history of the Oregon National Guard was grounded on the basis of its mission statement; “Ready force equipped and trained to respond to any contingency. When we are needed, we are there.” The Oregon Military Department’s agency focus is to administer, house, equip and train the Oregon National Guard – a ready force to support the Governor during unrest or natural disaster and as a reserve force to the United States Air Force and the United States Army.

The Oregon Military Department’s primary purpose is to advance the Oregon National Guard mission while maintaining the traditional service to the citizens of Oregon. The Oregon Military Department and the Oregon National Guard are both a state and federal agency able to access many resources to further its state and federal mission.

The Oregon National Guard is a unique instrument, it is commanded by the Governor, but the majority of its funding is derived from the federal government. It serves two masters. The Oregon Military Department’s focuses is on our state mission, the critical support we provide for the citizens of Oregon, while at the same time the Oregon National Guard maintains effective readiness and response in support of National Military Strategy. Issues concerning the Oregon National Guard’s federal mission and response are interwoven in our planning strategies, but the federal mission strategic planning will remain separate from our state mission strategic planning so as to concentrate on using the right tool for the right job.

Agency Goals: Assure a Ready Trained Force for Rapid Response to Statewide Emergencies, and Enhance Community Support and Readiness for Emergency Response.

The Oregon Military Department’s performance measures are developed to gauge progress toward achieving the agency goals of a ready-trained force and community support in responding to state emergencies, and the mission statement. Central emphasis toward achieving the agency goals rests with being able to recruit new members for assuring force strength, and maintaining the armories throughout the state to assure assembly places for the force and for providing community support centers when needed. Armories strategically located around the state are a vital component of Oregon's ability in providing timely and appropriate response during emergencies.

The key indicator of agency recruiting success is the annual index percentage, capturing the actual numbers of soldiers in the Oregon National Guard by the yearly target number of soldiers. Each year, force strength targets are set (the number of soldiers in the Oregon National Guard) and performance is measured through recruiting soldiers into our ranks based on the agency strength plan. An index percentage is used as the measure of our recruiting efforts by capturing the actual numbers of soldiers versus our force strength target. Each year the target is adjusted higher and performance is measured by the index percentage. The Oregon National Guard Recruiting and Retention Office is the lead activity within the agency responsible for this performance measure, and reports progress to the agency leadership on a quarterly basis.

The key indicator of Oregon armory readiness success is the percentage of armories maintained in adequate condition. The percentage of armories rated as adequate or better to enhance community support and readiness for emergency response is used as the measure of our maintenance and sustaining efforts. We rate Oregon armory condition as Below Standard (overall poor condition), Adequate (overall fair condition), and Meets Standard (overall good condition). Our target is to increase the percentage measurement each year based on appropriate funding. The Oregon Military Department Installations Division is the lead activity within the agency responsible for this performance measure, and reports progress to the agency leadership on a quarterly basis.

The Oregon Military Department’s performance measures are based on data compiled for mandatory federal reporting. The recruiting and force strength measuring is a component of the annual State Performance Indicator Reporting System (SPIRS). The primary goal of the SPIRS Program is to increase effectiveness and efficiency of the National Guard. It is designed as a management tool for use at all levels of the National Guard to assess the performance of the 50 states, 3 territories, and the District of Columbia against key measures of effectiveness and efficiency that support National Guard core processes. Performance metrics of SPIRS document best practices, benchmarks future goals, and helps in determining the most effective and efficient use of limited resources. The armory condition report is used to measure success in maintaining a higher percentage of armories at the ready, and is derived from the annual Installations Status Report (ISR). The ISR was developed by the Department of the Army in 1994 as way to assess installation level conditions and performance against Army-wide standards. Data is provided annually from all Army installations and State Military Departments. The report identifies shortcomings that may not have been discovered other ways. It assists the Army, the National Guard Bureau, and each State Military Department in tracking progress and justifying resources.

The ISR also provides estimated costs needed to sustain, renovate or construct facilities to achieve desired results. The ISR is the measuring system used at impacting the primary purpose of providing community-based facilities that integrate all functions required to sustain and enhance military unit readiness and community support. The SPIRS and ISR contain sensitive and classified data, and allow the Oregon Military Department to compare its performance to the same standard of performance among other States Military Department’s and a national mean.

Karl D. Jorgenson
Director of Financial Administration
Oregon Military Department

ANNUAL PERFORMANCE PROGRESS REPORT

PART I, MANAGING FOR RESULTS

ANNUAL PERFORMANCE PROGRESS REPORT

PART II, KEY MEASURE ANALYSIS OF PROGRESS

24800 – 1: % index (actual number of soldiers vs. force strength target number).

Agency Goal: Assure a ready trained force for rapid response to statewide emergencies.

The performance measure demonstrates continued recruiting efforts to assure sufficient human resources in maintaining a ready and trained force.

The data reveals positive recruiting effort toward meeting force strength targets. Oregon’s federal fiscal year 2002 performance was tenth in the nation (54 reporting entities – 50 states, the District of Columbia, Puerto Rico, Virgin Islands, and Guam at meeting assigned force strength targets. Stringent civilian education requirements slowed officer accessions into the Oregon National Guard.

The Recruiting and Retention Office actively pursue potential recruits. All employees, soldiers, and airmen of the Oregon Military Department and Oregon National Guard market the National Guard and provide leads to the Recruiting and Retention Office.

Tuition Assistance funded by State Appropriation has proven to be the best recruiting and retention incentive the Oregon Military Department has ever used. The Oregon Military Department will continue to present policy packages for tuition assistance funds in its budget requests.

The data source is the State Performance Indicator Reporting System (SPIRS). SPIRS is a National Guard Bureau initiative designed as a management tool for use at all levels of the National Guard to assess the performance of the 50 states, 3 territories, and the District of Columbia against key measures of effectiveness and efficiency that support GUARD core processes. Percentage index of actual soldiers vs. force strength target numbers is just one of many performance indicators reported by the 54 entities. Much of the data is classified.

The performance measure demonstrates the agency’s ability to maintain its armories throughout the state in adequate condition. Adequate condition means the armories are maintained at a level of readiness that allows for regional positioning of equipment, a place for military units to assemble, and for these facilities to be ready so as to operate as community resource centers during emergencies.

The data reveals the ability to maintain Oregon’s armories at an adequate level of readiness is dependant upon sufficient funding. Deferred facilities maintenance currently exceeds $25 million. The purpose has always been to have all armories at an adequate level of readiness. Annual federal reporting requirements have always had the agency tracking its armory condition status. The continual decline in armory readiness has been reported in the last five biennial budget requests and numerous Legislative Emergency Boards over the last decade. The condition of the armories directly affects the agency’s ability to carry out its mission, and the agency has made this a critical performance measure with established targets.

Funding is key to maintain and enhance Oregon’s armories. The agency will continue its pursuit of appropriate funding. Continual decline in the readiness of armories is viewed in federal reporting requirements and can impact how the National Guard Bureau decides where military organizations and their associated structure will be located. States that are not able to adequately support their armory readiness may loose military organizations and their force structure to states that are able to support armories.

The armory condition report is used to measure success in maintaining a higher percentage of armories at the ready, and is derived from the annual Installations Status Report (ISR). The ISR was developed by the Department of the Army in 1994 as way to assess installation level conditions and performance against Army-wide standards. Data is provided annually from all Army installations and State Military Departments. The report identifies shortcomings that may not have been discovered other ways. It assists the Army, the National Guard Bureau, and each State Military Department in tracking progress and justifying resources. The ISR also provides estimated costs needed to sustain, renovate or construct facilities to achieve desired results. The ISR is the measuring system used at impacting the primary purpose of providing community-based facilities that integrate all functions required to sustain and enhance military unit readiness and community support.

LINKS TO OREGON BENCHMARKS

PERFORMANCE MEASURE DATA SUMMARY

Performance Measure Definition (numbered as shown below)	Data					Targets
	1998	1999	2000	2001	2002	2000	2001	2002	2003	2004	2005
24800-01 % index (actual number of soldiers vs. force strength target number).			98	94	96	100	100	100	100	100	100
24800-02 % of statewide Armories in adequate condition readiness.			50	47	50				55	60	65

24800-1: The key indicator of agency recruiting success is the annual index percentage, capturing the actual numbers of soldiers in the Oregon National Guard by the yearly target number of soldiers. Each year, force strength targets are set (the number of soldiers in the Oregon National Guard) and performance is measured through recruiting soldiers into our ranks based on the agency strength plan. An index percentage is used as the measure of our recruiting efforts by capturing the actual numbers of soldiers versus our force strength target. Each year the target is adjusted higher and performance is measured by the index percentage.

24800-2: The key indicator of Oregon armory readiness success is the percentage of armories maintained in adequate condition. The percentage of armories rated as adequate or better to enhance community support and readiness for emergency response is used as the measure of our maintenance and sustaining efforts. We rate Oregon armory condition as Below Standard (overall poor condition), Adequate (overall fair condition), and Meets Standard (overall good condition). Our target is to increase the percentage measurement each year based on appropriate funding.

DATA SOURCES – MILITARY DEPARTMENT, OREGON STATE

Performance Measures Review

Final

Agency: Military Department, Oregon State

Date: January 3, 2003

Reviewer: Rita Conrad

Approved: Jeff Tryens

Summary

The DAS Performance Measure Review Committee finds that this agency’s two performance measures meet all five basic criteria as outlined in the guidelines. They gauge progress towards two key goals (ready-trained force and community support) and the mission statement. There are no primary benchmark linkages. The measures conform to standard definitions and have targets that appear to be ambitious but realistic. Verifiable data are from annual federal reports. The agency tracks many more measures, which are classified.

Comments and recommendations specific to criteria

1. Gauge progress towards goals and pertinent benchmarks

The agency offers two performance measures aligned with two goals (ready-trained force and community support) and the mission statement. The agency has no links to Oregon Benchmarks directly related to its core mission.

2. A few key measures

The two measures reflect the agency’s essential mission. The agency tracks other force readiness measures for the Department of Defense, but that this information is classified.

3. Conforms to standard concepts and definitions

Both performance indicators are measurable and fit the standard definitions for performance measures.

4. Targets

Both performance measures have targets. They appear to be ambitious, but realistic.

5. Accurate and reliable data

Data sources for both are annual federal reports, indicating the data will be verifiable.

Agency: Oregon Military Department
Contact: Karl D. Jorgenson	Phone: (503) 584-3875
Contact: Debbie P. Stratman	Phone: (503) 584-3873

The following questions shed light on how well performance measures and performance data are Leveraged within your agency for process improvement and results-based management.
1. How were staff and stakeholders involved in the development of the agency’s performance measures	The Departments of the Army and Air Force, and the National Guard Bureau have established extensive federal reporting requirements which include performance indicators. The performance measures used by the Oregon Military Department that directly link to the agency’s goals supporting its mission to the State of Oregon are just two of the many performance indicators tracked and viewed in annual federal reporting requirements.
2. How are performance measures used for management of the agency?	The Adjutant General and the senior leadership of the Oregon National Guard review statistics, operational data, and performance indicators presented in a formal presentation by every major division each quarter. It is here further studies, research, or change in priorities or operation is ordered by the Adjutant General.
3. What training has staff had in the use of performance measurements?	Federal reporting requirements including performance indicators have been in existence for some time. Division Directors of the Oregon Military Department and Oregon National Guard have been tracking, presenting, and interpreting performance indicators during the evolution of their careers. They have, in turn, past these requirements on to staff. Directors, Program Managers, and staff attend national conferences and workshops sponsored by the federal grant funding directorates within the National Guard Bureau.
4. How does the agency communicate performance results and for what purpose?	The Oregon Military Department’s Annual Performance Report will be posted at www.mil.state.or.us making it available to the public.
5. What important changes have occurred in the past year?	Over 25% of the Oregon National Guard has been activated and mobilized in support of Operations Enduring Freedom and Iraqi Freedom. Elements of the Oregon National Guard have and continue to serve in Afghanistan, Iraq, and other locations overseas.

Agency Name: Military Department, Oregon State					Last Revised: 01/03/03
Contact Person: KARL JORGENSON					Phone: 503-584-3875
Alternate Contact: DEBBIE STRATMAN					Phone: 503-584-3873
Related Oregon Benchmarks (OBMs) or High-Level Outcomes (HLOs): No primary links to Oregon Benchmarks. Mission: The Oregon National Guard will provide the citizens of the State Oregon and the United States with a ready force of citizen soldiers and airmen, equipped and trained to respond to any contingency, natural or manmade.
Agency Goal	OMB # HLO #	Key Performance Measure	PM #	PM Since	New or Mod.?	2001 Value	2005 Target	Lead Division or Unit (Optional)
Assure a Ready Trained Force for Rapid Response to Statewide Emergencies	Mission	% of index (actual number of soldiers vs. force strength target number).	24800-01		New	94%	100%	Recruiting and Retention
Enhance Community Support and Readiness for Emergency Response.	Mission	% of statewide Armories in adequate condition readiness.	24800-02		New	47%	65%	Installations Division

Agency: Oregon Military Department
Contact: Karl D. Jorgenson	Phone: (503) 584-3875
Contact: Debbie P. Stratman	Phone: (503) 584-3873

Key Performance Measure	PM#	Data Source
% index (actual number of soldiers vs. force strength target number).	24800-01	SPIRS - State Performance Indicator Reporting System
% of statewide Armories in adequate condition readiness.	24800-02	ISR - Installations Status Report