Phase 1
Entrance Conference
Once a project is approved by the
PEER Committee and assigned staff,
appropriate agency personnel are
contacted and an entrance conference
is scheduled. At the entrance conference,
the purpose of the project is discussed,
the project team is introduced, and
logistical questions are discussed (e.g.,
space needs). At this time agency
personnel provide key contact
information to the project team. Agency
personnel are also free to discuss any
relevant issues or concerns (e.g.,
scheduling issues).
Phase 2
Fieldwork
During this phase, the project team
collects information, observes
activities, reviews and tests agency
data or processes, and evaluates the
results of the various analyses.
Often the project team can retrieve
data from files and computer records
with minimal assistance from agency
staff. In other cases, field work may
involve observing staff while on the
job, interviewing staff, and other
techniques that require agency
time.
Phase 3
Report Writing
Once fieldwork is completed, the project
team prepares an exposure draft of the
report. A limited number of agency
personnel receive a copy of the
exposure draft which is confidential and
not to be copied.
Phase 4
Exit Conference
After agency personnel have
reviewed the exposure draft, an exit
conference is typically conducted between
the agency and the PEER project
team. The purpose of the exit
conference is to give the agency an
opportunity to point out any errors of
fact, call attention to additional
information that might have been
overlooked, and discuss conclusions
and recommendations.
Based on agency comments at the
exit conference, the project team will
make appropriate changes to the
exposure draft. A final draft, which is
also confidential and not to be
copied, is sent to the appropriate
agency head for a written response that is typically included in the PEER report.
Phase 5
6 Month Follow-Up
Six months after the release of the
report, the project team queries the
agency regarding implementation of Recommendations in the report.
What are my Responsibilities?
As the reviewed agency, you have some
responsibilities throughout the process. You
are expected to accommodate PEER staff
requests for information, records, explanations,
and assistance. However, efforts are made to
minimize agency staff time.
The project team tries to be reasonable about
what it asks for and how quickly it needs
information. In return, the project team expects
agency staff to respond to its requests in a
timely manner and to inform the project team of
any delays in providing the requested
information. If necessary to obtain information,
the PEER Committee may issue subpoena
power to compel testimony or the production of
documents.
You are expected to keep any findings that we
discuss with you confidential until the report is
released by the PEER Committee.
These requirements have the goal of making
the process fair, efficient, and useful.
If agency management has any questions
about the review process, contact PEER’s
executive director at 601-359-1226.
- Accommodate PEER staff
requests for information
- Respond to requests in a timely
manner
- Keep findings confidential until
the report is released