Susan Boyer, FBC Executive Director FBC Discussion of FY14/15 Data Collection Cycle, Upcoming FY15/16 Collection Cycle and More Susan Boyer, FBC Executive Director October 21, 2016

What FBC Provides Your Jurisdiction Opportunity to voluntarily participate in up to 19 service areas Your jurisdiction’s data is included in the FBC Annual Report Opportunity to network with 50+ other service area experts in local governments Learn about best practices from Florida local governments

FBC Local Government Members New members so far: Citrus County Escambia County Lake County Lee County City of Lake Worth City of Orlando City of West Palm Beach

FBC 19 Service Areas Animal Services (AS) Building Development & Review (BD) Civic Engagement (CV) Code Enforcement (CE) Environmental Management (EM) Fire/Rescue (FR) Fleet Management (FM) Human Resources (HR) Information Technology (IT) Risk Management (RM) Parks and Recreation (PR) Police Services (PO) Purchasing (PU) Road Repair (RR) Stormwater & Drainage Maintenance (SD) Solid Waste (Collection) (SC) Solid Waste (Disposal) (SW) Traffic Engineering (TE) Water/Wastewater (WW) General Measures (GE) New service area in red – we want everyone to participate. Will discuss more about this area later in the presentation FBC Conference October 20-21 in City of Port St. Lucie

FBC Data Collection Cycle Dec - March: Preparation for Data Collection and Data Input April - June Data review and cleansing Development of annual report June - July August Release of annual data report Prepare for next round of data collection. Late Summer/Fall

How Can the Process Be Improved? (Data Collection & Cleansing) Data input – verify data entry prior to activation PC’s review of each service area before submittal deadline Look for out of range data and correct before deadline The value of the data is only as good as the data entered Use the “Note” section to provide information or reasons/causes for any accurate yet out of range data or significant shifts in data Submittal of data corrections in requested format Ask for suggestions on what the FBC can do to improve the process . . .

Consequences from Improperly Collected Data Inability to answer stake holder questions accurately Inability to support and validate findings Distorted findings result in wasted resources (both internal/external) Mislead other jurisdictions (peers) Compromise decisions on actions, policies, etc. Discuss the importance of insuring accurate and appropriate data collection. Accurate data collection is essential to maintaining integrity

Analyzing Your Performance Data The FBC does not analyze performance data or make comparisons between jurisdictions Data analysis is the responsibility of individual jurisdictions Approaches to data analysis: Comparing your performance with yourself over time Comparing your performance (benchmarking) against other jurisdictions

Organization FY14 AS BD CE CV EM FR FM HR IT PR PO PU RM RR SD SC SW TE WW Areas City of Palm Bay Yes X n/a 10 Pasco County 18 City of Pinellas Park 13 Pinellas County 17 City of Plant City 14 Polk County City of Pompano Beach City of Port Orange City of Port St. Lucie 11 Sarasota County No 1 St. Lucie County City of Tallahassee TOHO Water Authority** 5 City of Winter Garden Totals 34 27 26 40 7 23 29 *19 22 20 24 21 ***14 Participation Rate 85% 47% 73% 68% 100% 44% 61% 56% 65% 76% 55% 50% 63% 53% 82% 66% Table 3.1 shows the 40 FBC members eligible to participate in FY14/15 data cycle and the service area they actually provided data. For FBC‘s FY14/15 data collection cycle 34 members entered data in one or more service areas. Overall, the actual participation rate was 85% (34/40 = 85%). * Note: For Police only – there are 25 total eligible participants because only one Sheriff’s Office is participating. This is the Miami-Dade County Sheriff’s Office as they are set up under a special legislative act, unlike the other Sheriff’s. **Note: The two authorities do not count toward total eligible participants in those service areas not applicable to them, denoted by n/a. ***Note: Most cities to not provide Solid Waste – Disposal (SW) – these PIs generally relate to landfill activities. Denoted by n/a ****Note: The above chart represents only those service areas members actually participated in not those in which they planned to participate. Those marked n/a do not count toward total eligible participants in a service area.

Reading the Report While the numbering of the performance measures is sequential, there are numbers missing. Each performance measure is assigned a unique number. In order to maintain the integrity of historic data, when a performance measure is deleted, its unique number is not reused. Each performance measure has a Short Name and Description. The long description provides detailed information on what is or is not included in the data being collected. In FY11/12 we began providing a column with the “Current Collection Cycle Notes”. This addition allows the jurisdiction to provide further explanation of their data when appropriate (for example explaining out-of-range data, shifts due to reorganization, privatization, etc.)

Reading the Report Each performance indicator that is a formula driven measure is denoted with an ‘f’ at the end (for example XX015f). In service areas where there is N/A in a jurisdiction’s reported measures, this can mean one of several things: if it is a driver measure, they have entered N/A; if it is a formula measure they have entered N/A in one or more of the driver measures and the formula has computed an N/A If a jurisdiction’s data was out-of-range and no explanation was provided in the comment section, and no response was received from multiple requests for correction or explanation, that data point was changed to N/A in the report. If this data point was a driver measure, this resulted in some formula measures not calculating.

Reading the Report If a formula measure shows “Div/0”, then the formula has generated an imaginary number (for example 35/0= Div/0) Collectively the membership still struggles to get the use of N/A and 0 correct. The rule of thumb is: The jurisdiction provides the service; therefore this should be an actual value (e.g. zero if none exist). The jurisdiction does not provide the service, therefore NA would be appropriate.  

Reading the Report There are data points that appear to be out-of-range. Most jurisdictions have provided an explanation for the out-of-range data. When using the data, do not automatically discount outliers without contacting the jurisdiction for an explanation if none is provided in the notes or additional information is needed. The data in this report is just the starting point. Sometimes a phone call will yield the detailed information needed to understand another jurisdictions response.

Benchmark Against Yourself

Peer Group Comparisons Intent of Report Compare annual performance of your selected peer group on a specific measure in both a table format and visually via a trend chart. Benefits of Report Enables quick comparison of your peer group to identify top performers to help identify possible performance targets and best practices used by your peers to achieve their values.

Peer Group Comparison Report Request Identify which PI’s need to be included in your report Identify which fiscal years you would like for value comparison (FY07- FY15 are currently available) Identify which PI’s you would like for comparative trend chart Identify between 2-10 peers for comparison Email request to Susan Boyer Expect 3-5 business days before report is returned

Peer Comparison (sample data set) **I am working to find a better clip to put in here. For some reason this one is fuzzy.

Sample Peer Comparison (graph)

For the Upcoming FY15/16 Data Collection Cycle Service Areas to be reviewed: Fleet Management Risk Management TBD (Solid Waste or Animal Services) Select Service Areas for Participation Data entry training via GoToMeeting Timeline for the process

Did You Know the FBC Offers . . . Comparison reports against jurisdictions and PIs of your choice (no charge) Lean Six Sigma Yellow Belt Training & Certification Lean Six Sigma Green Belt Training & Certification Topic Focused Training as Requested (i.e. Best Practices, How to Benchmark, etc.) Annual Spring Conference (2 days) Annual Fall Conference (1 day) Comparison reports are requested through your Primary Coordinator Spring Conference April 20-22, 2016 in Oviedo Fall Conference October 20-21 in City of Port St. Lucie/St Lucie County Yellow Belt Training date TBA

Lean Six Sigma Training: Yellow Belt and Green Belt Certification To understand the key concepts of Lean Six Sigma problem solving techniques To understand the importance of Quality Outcome Indicators To understand the (5) process steps of the DMAIC story. To understand the seven (7) steps of Process Management To understand Lean techniques for improving process Practical and regular application of these methodologies throughout the organization can lead to bottom line and key outcome superior results for process improvement and organization wide continuous improvement. Yellow Belt Training date TBA (most likely in August) Green Belt TBA We will bring the GB training to any jurisdiction at their request

Training Opportunities . . . Topic Focused Training as Requested (i.e. Best Practices, How to Benchmark, etc.) Annual Spring Conference (2 days) Annual Fall Conference (1 day) Annual Joint Workshop with the FWEA (1 day) Will bring/provide specialized/specific training upon request for any FBC members (or group of members) Fall Conference October 20-21 in City of Port St. Lucie/St Lucie County FWEA/FBC Joint workshop

Did You Know the FBC Offers . . . Training Resources – on the FBC Website Free material to download (i.e. templates, samples, examples, tools, diagrams) for personal and organizational development Resources and Publications Past conference presentations Florida Benchmarking Consortium   Comparison reports are requested through your Primary Coordinator Spring Conference April 20-22, 2016 in Oviedo Fall Conference October 20-21 in City of Port St. Lucie/St Lucie County Yellow Belt Training date TBA

Reports Available FBC Annual Report Jurisdictions Data Collection Report Historical Data Collection Report (cleansed) Peer Comparison Report

Questions?

To Learn More About Upcoming FBC Events and Trainings FBC Website: www.flbenchmark.org Susan Boyer FBC Executive Director Email: sboyer@flbenchmark.org