COMMON EXECUTION PROBLEMS Section 7 Consultation Streamlining Interagency Section 7 Consultation Session Boise, Idaho - February 2004

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

Streamlining Rapid Assessment  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 Assessment Review Questions 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 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?  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 Problems  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 Followed/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’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’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 Compromised  High turnover in staffingundermines 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 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 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 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 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…  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…  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?