NB_340_18_4 - NB 340-18-4 SPA – Fiscal Year (FY) 2018 Performance Results System (PRS) Closeout Deadlines, Quality Assurance Process, and Performance Justification
NB 340-18-4 SPA – Fiscal Year (FY) 2018 Performance Results System (PRS) Closeout Deadlines, Quality Assurance Process, and Performance Justification
National Bulletin: 340-18-4 Date: August 24, 2016 
Subject: SPA – Fiscal Year (FY) 2018 Performance Results System (PRS) Closeout Deadlines, Quality Assurance Process, and Performance Justification


Action Required By:   September 28, 2018    
 
Purpose.   To transmit notice of the NRCS PRS FY 2018 deadlines for closeout requirements, quality assurance process, and performance justification.
 
Expiration Date.   December 31, 2018   
 
Background.   Agency performance data must meet Federal quality of information guidelines for accuracy, completeness, and reliability. Each year, NRCS performs quality assurance to ensure performance data meets Federal standards.  In addition, justifications are required for achieving less than 90 percent for targets assigned to States as part of performance plans.      
 
Explanation. The PRS data will be locked after close of business (COB), Friday, September 28, 2018. Once locked, FY 2018 performance data cannot be edited. 

The following items must be completed by the dates indicated:

  • Data Entry and Quality Assurance — Complete FY2018 PRS closeout process by COB Friday, September 28, 2018, including all manual data entries and quality assurance reviews.  Manual data entries in PRS include brief technical assistance, contributions to NRCS programs, new plant materials, PMC technical documents distributed, and water supply forecasts.  Policies on Data entry and data quality assurance are available in Title 340, General Manual, Part 408, and additional guidance is available on the PRS SharePoint.

  • State Conservationist Certification Letter — Submit the completed certification letter (attachment A) to the regional conservationists’ email box (NRCS.ORC@wdc.usda.gov) by COB Friday, October 5, 2018.

  • Performance Justification — For every measure by program that did not attain at least 90 percent of a State’s FY 2018 target, provide a brief written description using the attached template (attachment B) and submit attachment with certification letter as a separate MS Word document.  Do not submit a scanned copy of the justifications. 

    Please provide any additional justifications or information related to—

  • Factors contributing to the shortfall or excess.

  • Contributing factors or emerging issues significantly impacting future performance.

    Important reminder: Offices should continue using the field office business tools to record planning application activities. FY 2018 reports will not be immediately available in PRS, however, practices will show up in reports as they become available. Availability will be announced through the PRS SharePoint site and through the PRS State coordinator email list.

    Note: For CSP, States must continue to add the applied amounts and dates into Toolkit to record progress for activities completed in FY 2018. States should record all activities completed in FY 2018 regardless of payment issue date. Refer to 450-GM-407-B-407.11 and 440-CPM-512-F-512.56.

 
Contact.  If you have questions regarding this bulletin contact Laura Morton, Acting Performance Team Lead, Strategic Planning and Performance Division, at (207) 289-2804 or Laura.Morton@me.usda.gov. If you have questions regarding PRS, contact Nancy Stewart at the PRS Helpdesk at Nancy.Stewart@ftc.usda.gov.     
 
 

 /s/

MARK XU
Acting Deputy Chief for Strategic Planning and Accountability

 
 

Attachment A 

Attachment B     

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