DCF Parts & Instructions

  The Parts of the Data Collection Form (DCF) The DCF is comprised of two-three sections:

Section 1, Mandates. Agencies must adhere to mandates derived from laws, executive orders, and governmentwide regulations. Agencies are requested to respond to their awareness of, and adherence to each mandate. This section allows GSA to gauge the extent of agency awareness and adherence to required policy. Citations and links are provided to the source of each mandate. 

Section 2, Best Practices. Best practices are techniques, processes, or activities shown to contribute to economical and efficient management. Best practices are not specifically required by laws, executive orders, or government-wide regulations. This section allows GSA to gauge the extent to which agencies are aware of best practices and have voluntarily incorporated them into their internal policies and procedures. Citations and links are provided to the source of each best practice.

Section 3, Other Information. The PRT is being used to collect government-wide information requested by subject matter experts in agencies and GSA. This information is not scored and is not requested for all policy areas.

  The Evaluation Process - Sections 1 and 2

Sections 1 (Mandates) and 2 (Best Practices) contain statements indicating the mandate or best practice being evaluated. The evaluation of each mandate or best practice is accomplished through four Parts, A through D. An explanation of each part follows below. Section 3 (Other Information) is used to collect government-wide information requested by subject matter experts in agencies and GSA. The information requested in Sections 3 is not scored and is not requested for all policy areas.

Part A. Contains three “Yes” or “No” questions that allow agency respondents to indicate whether or not: 1) their agency has documented policy and procedures enforcing the mandate or best practice being evaluated; 2) their agency ensures employees are aware of the mandate/best practice; and 3) their agency verifies adherence with the mandate/best practice. Part A also contains two questions that allow agency respondents to indicate how familiar they are with the mandate/best practice being evaluated and the biggest challenge to adherence. Agency respondents also provide a narrative supporting their answers and attach supporting documents as evidence.

Part B. Allows GSA’s Center for Policy Evaluation (CPE) to provide initial feedback and scores to an agency’s responses and evidence provided in Part A.

Part C. If necessary, Part C allows agency respondents to provide follow-up information responding to any questions or concerns that CPE raised in Part B. Parts B and C are the primary means of facilitating and documenting any interchange between agency respondents and CPE. Agency respondents may also directly speak to or email their GSA point of contact at any time during the evaluation process.

Part D: Once all questions, issues, and concerns raised in Parts B and C are resolved, Part D will be completed by GSA’s CPE to provide the final assessment of the agency’s adherence (i.e., effective, moderately effective, ineffective) to the mandate being evaluated. Best Practices will not be scored in the 2009 evaluation.

  Feedback to GSA

As part of the agency’s submission process, agencies will complete two types of assessments on GSA. Agencies responses to this section will not be scored. The first submission occurs during the initial evaluation process and provides the OGP Office of Travel, Transportation and Asset Management (MT) with feedback on issues and concerns that agencies have with regulations, best practices, and our collaborate efforts with the policy communities. This section allows agency respondents (those who completed the data in the DCF) and agency approvers (those who approved the data to be submitted to GSA) to provide feedback to GSA. Agencies are encouraged to provide suggestions regarding how GSA can improve and better help agencies succeed in meeting the mandatory requirements. 

During the follow-up or final submission phase, agencies will provide an assessment to CPE on the evaluation process itself. Such feedback is designed to help GSA improve regulations, management systems, interagency collaboration, and our evaluation program. 

Last Reviewed 2/1/2009