COMMON EXECUTION COMMON EXECUTION PROBLEMSPROBLEMS

Section 7 Consultation StreamliningSection 7 Consultation Streamlining

Interagency Section 7 Consultation SessionBoise, Idaho - February 2004

What Problems ???What Problems ???

May 27, 2003 letter from the Interagency Regional Executives included attachment “Common Execution Problems”

Problems were identified in assignment from OR/WA Regional Execs and

completed by interagency RTT Members

Tasks from Regional ExecsTasks from Regional Execs

Complete Streamlining Rapid Assessment Perform a Workload Analysis Conduct a Biological Assessment Review

Streamlining Rapid Streamlining Rapid AssessmentAssessment

One-day Interagency “Brainstorming” Session

Addressed what’s working, not working, and steps for

improvement of the streamlining process

Incorporated responses from the field to the same questions, and results in the “Hudson Report”

Biological Biological Assessment ReviewAssessment ReviewQuestions Given the Team Included: Why are BAs viewed as inadequate

by consulting agencies? Should BA complexity vary by

project or biological risk? Can we use a simplified BA template

for some projects, species, and/or determinations?

Workload AnalysisWorkload Analysis

Held 4 interagency (FS, BLM, NOAA Fisheries, FWS) meetings in eastern and western OR and WA

Objective was to share data on the upcoming annual consultation workload and assess staffing needs

Identified potential staffing problem areas and bottlenecks

RESULTS?RESULTS? Re-issue consultation procedures Provide interagency refresher training New offices of FWS and NOAA Fisheries

established in LaGrande, OR Created interagency web site to share

consultation information and examples of documents

And…

List of Common Execution List of Common Execution ProblemsProblems

Time frames specified in procedures not being followed and met

Efficiency in function of Level 1 Teams has been compromised

Level 2 Teams are not providing oversight and guidance for Level 1 Teams

Elevation process not understood Interagency Coordinators need to play

greater role in leadership

Time Frames Not Being Time Frames Not Being Followed/MetFollowed/Met

30- and 60-day time frames for informal and formal consultation are considered deadlines, not guidance

Notice will be sent from FWS/NOAA Fisheries within 2 weeks

acknowledging receipt of BA

Time Frames, con’tTime Frames, con’t

Action agencies contact Services re: BA if notice not received in 2 weeks

Services request time extensions within 2 weeks if more time needed to complete consultation Services request additional information within 2 weeks of receiving BA

Time Frames, con’tTime Frames, con’t Level 1 Teams should review and sign off

on adequacy of BA before they are submitted to consulting agencies

Clock relative to consultation streamlining deadlines begins to run the date the BA, as approved by the Level 1 Team, is formally received by consulting agency

Change in proposed action may require adjusting deadline

Level 1 Team Efficiency Level 1 Team Efficiency CompromisedCompromised

High turnover in staffing undermines team ability to reach consensus on determinations and delays process

Inadequate FWS/NOAA Fisheries staffing for timely BA review and processing of LOCs and BOs, and early involvement

in project design

Level 2 Team RoleLevel 2 Team Role

Level 2 Teams not providing oversight and guidance to Level 1 Teams

Annual assessments of workload and priorities not being conducted and conveyed to Level 1 Teams

Elevation ProcessElevation Process

Issue elevation process not understood by Level 1 and 2 Teams

If used, elevation does not follow the process as described in the

streamlining procedures RTT not being used for technical

assistance prior to initiating elevation

Interagency CoordinatorsInteragency Coordinators

Interagency Coordinators need to play a greater role in streamlining consultation coordination and leadership

Agency Executives need to be engaged in ongoing issues

Managers Can Make a Managers Can Make a Difference…Difference…

All Managers need to reinforce the “Shared Mission” responsibility from the National MOU and be supportive of the process.

Managers need to help create a working environment that allows the consultation process to be successful.

Managers are accountable for ensuring their program of work is completed.

Managers Can Help By…Managers Can Help By… Ensuring that your Level 1 and Level 2 Team

members understand the streamlining process. Promoting collaboration and team building by

having team members with appropriate experience and skill to be successful.

Monitoring progress and encouraging Teams to quickly resolve issues or concerns.

Demonstrating your support, commitment, and confidence in the streamlining process.

Teams Can Help Themselves…Teams Can Help Themselves… Improve Team processes and develop

operating guidelines. Assign Team Lead with streamlining

experience, good team building skills, and good collaborative and facilitation skills.

Use facilitator and note taker to ensure accurate documentation

Take advantage of resources such as the RTT, ICS, managers, and others.

Questions?Questions?