APPENDIX E - EWRI ANNUAL PROGRAM ASSESSMENT & EVALUATION SYSTEM
(PAES)
INSTRUCTIONS AND FORMS
PAES Timeline
Due Date |
Action |
Assigned To |
Late July |
Create Excel file with address and e-mail information. |
EWRI Staff |
Late July |
Create PAES e-Room for updating PAES information. |
EWRI Staff |
EarlyAugust |
Populate e-Rooms with PAES spreadsheets. |
EWRI Staff |
Mid August |
Send out letter announcing the PAES update process to the GB, ExComs and all EWRI Councils and Committee and reminder of mid-January submittal deadline. |
EWRI Staff |
Late August |
Send out a letter (or e-mail) to each ExCom member and Technical Council chairs asking them to encourage their committees to complete information by the mid-January deadline. |
EWRI Staff |
Early September |
PAES deadline reminder e-mail sent out to chairs of all EWRI units. |
EWRI Staff |
Mid September |
PAES due in EWRI Headquarters. |
EWRI Chairs |
Mid September |
Reminder of deadline and inform of e-Room closure to editing. |
EWRI Staff |
Late September |
Compile e-Room Data. |
EWRI Staff |
Early-February |
Create Reports for Councils and ExComs. |
EWRI Staff |
Late-February |
PAES discussed at EWRI Council Weekend (copies available). |
EWRI Staff and Chairs |
Product /Service Description and Assessment (FY08 and FY09)
| 1. | Committee or Task Committee Code (Staff Use) |
«Block_1» |
| 2. | Committee or Task Committee Name |
«Block_2» |
| 3. | Chair | «Block_3» |
| 3A. | Name of Person Completing Spreadsheet |
«Block_3A» |
| 4. | Product/Service Name |
«Block_4» |
| 5. | Deliverable –Product or Service |
«Block_5» |
| 6. | Process | «Block_6» |
| 7. | Anticipated Delivery Date |
«Block_7» |
| 8. | FY08-9 Expense |
«Block_8» |
| 9. | Total Project Expense |
«Block_9» |
| 10. | Accomplished? (Yes or No) |
«Block_10» |
| 11. | End of Year Assessment |
«Block_11» |
MEMORANDUM
TO: Committee and Council Chairs
CC: Governing Board
FROM: Brian Parsons, P.E., M.ASCE, Director, EWRI
DATE: July 2008
SUBJECT: FY 2009 EWRI Program Assessment & Evaluation System (PAES)
The Environmental & Water Resources Institute is continuing its system to standardize the process of updating and evaluating committee programs and activities. The EWRI Program Assessment & Evaluation System (PAES) is used to assess existing projects, programs, and services, plan future projects, and allocate resources.
Every committee/Council must submit a completed form no later than Monday, September 15, 2008 listing their FY 2007 projects, programs and services. An update of this information will be performed once the approved FY 2009 budget amounts are sent to the committee and Council chairs around September 30, 2008. PAES information should be provided using the attached Excel Spreadsheet. Please work with your committee members when providing the requested information.
For Fiscal Year 2009, the timeline for updating PAES will be as follows:
|
Action |
Due Date |
Person(s) |
1 |
EWRI Board of Governors prepares a high-level preliminary budget. |
May 30, 2008 |
Board of Governors |
2 |
EWRI Staff receives fixed operational costs from ASCE. |
Early September 2008 |
ASCE Accounting Department |
3 |
Committee Chair completes and submits the FY 2009 PAES form to Council Chair with a copy to EWRI Staff. Council Chairs complete the 2009 PAES form for their Council and submits it to EWRI Staff. |
September 15, 2008 |
Committee/ |
4 |
Council Chair forwards the consolidated information from their committees along with their recommendations for funding of their committee to EWRIStaff. |
September 15, 2008 |
Council Chairs |
5 |
EWRI summarize committee/Council submissions along with preparation of staff and other operational budgets. |
September 19, 2008 |
EWRI Staff |
6 |
EWRI Staff submits the completed form to the EWRI Treasurer for review and approval of funding decisions |
September 20, 2008 |
EWRI Treasurer and Staff |
7 |
EWRI Staff submits the proposed budget to the Board of Governors for approval. |
September 21, 2008 |
EWRI Staff |
8 |
Board of Governors approves the FY 2009 budget. |
September 23, 2008 |
Board of Governors |
9 |
EWRI Staff returns the Board-approved form to the Committee/Council Chairs. |
September 30, 2008 |
EWRI Staff |
| 10 |
Committee/Council Chair distributes the approved FY 2009 PAES form to Committee/Council Members. |
October 1, 2008 |
Committee/ |
The EWRI Program Assessment & Evaluation System is an important tool in planning Committee/Council programs and activities; therefore, we encourage you to provide an appropriate level of response to this request. If you have any questions, please contact Andy Kropf at 703-295-6078 or akropf@asce.org.
EWRI Annual Program Assessment & Evaluation System - Instructions for updating/completing the PAES form FY 2009 Edition
PAES Overview:
The recommendations of the ASCE Task Committee on Institute Operations and Procedures, as approved by the ASCE Board of Direction in July 2003, require each Institute to conduct a periodic review of its Programs. EWRI has elected to modify and simplify the Program Assessment & Evaluation System (PAES), as developed by the Program Committee of ASCE. The EWRI Program Assessment & Evaluation System (PAES) requires each committee and Council to conduct an annual self-assessment of its Programs, Products/Services, and Committees (Councils only) – complemented by a periodic review/evaluation by the EWRI Board of Directors.
Basic Terminology:
- Area
A broad collection of Elements with common Institute functionality. In most cases, Area will refer to Councils within EWRI, but it may refer to such areas as Standards, Membership Development, Education, etc.
- Element
A focused collection of Institute members with common Area functionality. In most cases, Element will refer to Committees within EWRI.
-
Program
A group of Products/Services or a single Product/Service within a particular Area of the Institute. Programs are commonly managed by a Council (Area).
- Product/Service
A tangible output (deliverable) directly associated with a Program. A Product/Service is provided to a specific group of EWRI members or customers. It should be described in terms of a required action, a responsible organizational Element, a specific product, an approximate delivery date, a statement of required resources, and an estimate of anticipated revenue. Products/Services are commonly managed by a Committee (Element).
Fundamental Concepts of PAES:
PAES is based upon the following fundamental concepts:
- Each Council (Area) should have a list of the Products/Services related to its Programs.
- The list should be compiled in a consistent format using information provided by the Committee (Element) directly responsible for the Product/Service.
- Each Council (Area) within EWRI should have a self-assessment process directly related to the delivery of Products/Services by each of its Programs.
- Self-assessments should be conducted in writing on an annual basis.
- The Council’s annual self-assessment should recommend new committees, new Products/Services, and new Programs, as well as committees and/or Products/Services to be cut or restructured.
The Board of Governors will review each Council’s self-assessment and may provide comment as appropriate; however, it is the Council’s responsibility to establish priorities.
Other Information:
- If your committee/Council holds an annual meeting, or another event that repeats annually, create a new entry for the 2007 event with the income and expenses for the event shown in Block 16 and 18 respectively. Show zeros in Blocks 16 and 18 for the FY 2008 event since it will be complete in FY 2009.
- If a product/service is ending in FY 2008, place a zero in Blocks 16, 17, 18, and 19.
- If a product/service spans multiple fiscal years, complete one line (row) for each year of the project.
Specific Entry Information for Each Block:
Block #1- Committee or Task Committee Code (Staff Use)
These codes are assigned by EWRI Staff and are used in the tracking of Committee Activities.
Block #2- Committee or Task Committee Name
Enter the name of the Committee. Do not use this form to create new committees. New committees are created via the new committee proposal form available on the web or in the Operations Handbook.
Block #3- Chair
Enter the name of the FY08-09 Chair.
Block #3A- Name of Person Completing the Form
Typically the Chair completes this form. If you are not the Chair enter your name and position in this column.
Block #4- Product/Service Name
This is intended to be brief, e.g. Manual 54, or “Dam Removal - Lessons Learned Workshop”.
Block #5 – Deliverable — Product or Service
Elaborate on the information provided in Block 4. Describe what will be the product/service delivered.
Block #6 – Process
Describe the steps taken to accomplish the deliverable product or service.
Block #7 – Anticipated Delivery Date
Estimate the month and year that the product/service will be delivered.
Block #8 – FY09 Expense
Estimate the amount the committee will expend on this product/service in the current fiscal year.
Block #9 – Total Project Expense
If the project extends over more than one fiscal year, estimate the total expense to deliver the product/service.
Block #10 – Accomplished?
Yes or no? If needed, explanations may be provided in the “End of Year Assesment”. See the next column.
Block #11 – End of Year Assessment
Assess the product/service in terms of explicit (and appropriate) metrics. The assessment's credibility is increased by quantitative data (dates, # of participants, etc.). Please limit your assessments to no more than 500 characters. No attachments please.
