System Establishing Your Management Reporting System

Establishing Your Management

Reporting SystemSystem

Managing For ResultsIn Kent County

STRATEGICPLANNING Mission Goals ObjectivesREPORT AND

EVALUATE RESULTS Publish in Budget GFOA Report (Service Efforts and Accomplishments) Legislative & Human Services Review Audits of Performance Information

PROGRAMPLANNING Department Mission Department Programs Department Goals Activities Action Plans

Kent County FrameworkFor Excellence

MONITOR AND MANAGE RESULTS Compile Data Determine Costs Record Service Levels Recognize Standards Address Service Level Gaps

MEASURE FOR RESULTS Inputs Outputs Efficiency Outcomes

BUDGETFOR RESULTS Develop Strategies Set Targets Allocate Resources Implement Strategies

Why Measure?

To help programs improve service and to make a difference in the lives of others

Drive day-to-day decisions, as well as long-term planning

Communicate successes and provide accountability

Focus our attention on achieving desired outcomes

Analyze Your Current Processes

Understand your process thoroughly

Identify key measures

Collect and analyze data on those measures

Compare actual performance to performance goals

How Do You Know If You Have a

Problem?

Non-Data Driven Your boss tells

you BOC tells you Your staff tells

you Intuition

Data Driven Performance

Measures Process Measures Customer

Feedback Benchmarking Best Practices

Performance Measurement

Review Team Work Plan Establish a baseline of

the County’s performance measures

Train/educate managers on outcome-based performance measurement

Develop policies and procedures for performance measurement

Align performance measurement with strategic planning AND budgeting process

Establish methods to assess each department’s use of performance measurement as a management tool

PM Schedule is Set

Schedule Mailed

to DeptsDept Notified as Scheduled

PM’s and Cover Sheet

are Submitted to Board Office

for Agenda Packets

Dept Makes Necessary Changes

in PM Database

Dept Completes

PM

Dept Notifies

Admin PM’sare Complete

Final Copy sent to

Department

Dept Presents to Board

of Commissioners

Dept Meets with PMRT

to Review PM’sand Significant

Accomplishments

PM Process

Admin sends copy of PM & Cover Sheet

to Dept for Final Review

Why Benchmark? Internal Reasons

Kent County’s performance measurement data only indicates how a department compares itself from year-to-year

There is nothing inherent in our PM data that can prove whether we are a “high performing” organization or not

Performance measures, especially with the help of comparative data measurement, helps a community determine its progress and assess the value of the services and products being delivered by its local government

Transforming Data into Information

Analysis is process of converting raw data into useful performance information

Analysis is necessary to make informed assumptions and generalizations about what happened

Analysis allows you to compare what happened to what was expected to happen

Kent County Performance Kent County Performance MeasuresMeasures

A Brief Look at Where A Brief Look at Where we Came From, we Came From, Where Where we are, and Where we we are, and Where we are going.are going.


Where we came from 35 Separate Microsoft Word

documents Many different formats Difficult to transition from

year to year


What Should We Do?

Build an application with internal IT resources

Windows application using Visual Studio

SQL Server data base to store the data


Why a Database

Consistent and formatted data entry

One location for all the data

Data driven output


What we have now Mission statements and

descriptions Budget and staffing levels Goals, objectives, and

indicators Outputs, outcomes, and efficiencies


What We Have Now (cont.) Five types of formatted indicator data

Strategic goals, and significant accomplishments

Tactical objectives and significant budget issues

Formatted word document

What’s Next Goal, objective, indicator

linking



What’s Next (cont.)

Record performance regularly Import from line of business

applications Additional reporting Web interface


Some Statistics


Questions

Documents

System Establishing Your Management Reporting System