Annual self-assessment

What is the annual self-assessment?

Washington state agencies are required by law to perform a yearly assessment of their quality management, accountability and performance systems. (Revised Code of Washington 43.17.385)

What is the difference between the annual self-assessment and the Washington State Quality Award/independent assessment required every three years?

The self-assessment is required by RCW 43.17.385. State agencies must perform their own assessment of their quality management, accountability and performance systems annually.

The independent assessment is a separate requirement in RCW 43.17.390. It directs state agencies to apply for an external assessment of their performance systems by Washington State Quality Award, or similar organization.

Is there a required format to use for the self-assessment?

Yes. To give us a consistent, enterprise-wide view, every agency needs to complete:

• The Agency Self-Assessment Tool. This simple tool is based on Washington state’s Management Framework, and is an updated version of the self-assessment form most agencies have been using for several years.
  
  Or
  

• If you have previously applied for the Washington State Quality Award, you can complete the Agency Management Improvement Progress Report in lieu of the Agency Self-Assessment Tool.

When are annual self-assessments due?

Agency self-assessments are due electronically to the Governor’s Office by December 16.

What needs to be submitted?

The following materials need to be submitted to accountability@gov.wa.gov by December 16:

• The completed Agency Self-Assessment Tool (or the Agency Management Improvement Progress Report if you've previously applied for the Washington State Quality Award)
• A one-paragraph description of the method you used to conduct your self assessment
• A brief outline of your action plan for implementing change in the two or three critical areas you identified where you need to make improvements

How long will the self-assessment take?

It is possible to complete the recommended process below in about two meetings: one meeting of an agency assessment team plus part of one meeting of your agency’s top management team. Several hours are also needed for an agency point person to organize the effort and compile the information to send to the Governor’s Office.

By devoting more time and energy to this process, you can make the outcome even more meaningful, but that choice is up to you.

How should we conduct the assessment?

Here is the recommended process:

1. Assign a point person in your agency to shepherd this process. That person will be responsible to adjust the process described here to fit your agency’s particular needs, to gather input from agency managers and staff, and to forward the completed form to the Governor’s Office.
2. Pull together a team that is a “diagonal slice” of your organization – a team made up of front-line staff, supervisors, and middle and top managers, representing all divisions of your agency. This team should be able to complete the form in one meeting by:
• Rating the agency on each aspect of the seven categories. For example, under Create a Strategic Plan, rate the agency on Articulate clear goals and values.
• Providing a summary rating for each category overall.
• Rating the agency overall.
3. At the next agency management team meeting, have top managers:
• Review the self assessment results.
• Identify two or three critical areas where improvements need to be made.
• Assign responsibility for developing a plan to make progress in those areas. Note: You will be asked to report back on your progress next year.
4. Write a one-paragraph description of how you conducted the self-assessment. Submit the paragraph along with the completed Assessment Tool and a brief outline of your action plan for implementing change results to accountability@gov.wa.gov by December 16.

Click here for a PowerPoint presentation that you can use to assist you with the process.

Do we have to follow the recommended process?

No. This is your self-assessment for the improvement of your agency. The only requirements are to review your agency’s progress in improving as an agency, and to complete the required form by December 16. If a different process would work better for your agency, feel free to modify the process described above as you see fit.

However, your agency should not just go through the motions to satisfy a requirement. Take the opportunity to improve the services your agency provides.