Aligning Our Organization & Strategic Vision City of West Palm Beach Aligning Our Organization & Strategic Vision

In the beginning… For many years, as far back as the nineties, Governmental Budget professionals talked about performance based budgeting Because the initiative came from budget it didn’t get much traction in many organizations

Cuyahoga County Corruption scandal Government overturned New Executive CountyStat to gain knowledge of the large organization Need to restore confidence in the government

West Palm Beach, FL Started a few years back with the idea of beginning with the Strategic Plan and using ClearPoint to track progress The initial setup was not effective, too complex

Preparing ClearPoint The complexity came from the unclear vision of what the software could do and what the City needed In order to be more effective, there needs to be an idea of what your expected outcome should be, especially as it relates to reporting

Logical Set-Up A committee began to retool the set-up with the thoughts of ease of operation for our departments and a logical flow for our reports ClearPoint took our ideas and made it a reality and entered our data

The Flow Now the flow is logical and easy to follow allowing for better compliance We have since added a data loader that makes the process that much easier We hope to automate some of the processes moving forward ClearPoint Login ClearPoint WPB

Strategic Planning -Each year the Mayor, the Commission, and Senior Staff have a retreat to develop and revise the strategic plan -Refine the mission, vision, and strategic priorities - Review and identify new initiatives

Organizational Alignment Vision Statement: West Palm Beach is a vibrant, resilient, inclusive, and safe world-class city Mission Statement: The City of West Palm Beach partners with our communities to preserve and enhance quality of life through an extraordinary focus on service.

Diversity Integrity Respect Excellence Collaboration Transparency Guiding Principles Diversity Integrity Respect Excellence Collaboration Transparency

Strategic Priorities Built Environment Climate & Energy Education, Arts & Community Economy & Jobs Equity & Empowerment Health & Safety Natural Systems *Each priority has Key Performance Measures that are tracked

STAR Communities STAR certification provides a clear, data-driven approach to assessing communities’ sustainability efforts. Certification allows communities to credibly and transparently track progress toward overall sustainability objectives. For communities that pursue certification, the STAR Community Rating System encompasses economic, environmental and social performance measures for both local governments and the broader community.

WPB - STAR The City of West Palm Beach is a 4-STAR certified city for its superior quality of life. West Palm Beach is the only city in Florida to earn this distinction. STAR—Sustainability Tools Assessment & Rating Communities—rated the City based on performance in seven categories: built environment; climate and energy; economy and jobs; education, arts, and community; equity and empowerment; health and safety; and natural systems.

Performance Measure Challenges Started with performance measures from the budget book Once the measures were vetted they were deemed insufficient Budget Office began to work with departments to develop new measures Again after some review the measures were still deemed to be insufficient

Performance Measure Development - Brought in a consultant to work with the departments to help develop measures, there were improvements, but still there was some reticence -There was a learning gap between those who had done metrics before and those who hadn’t. The recommendation was that we just get started - Decided to do a Beta test and allow each department to meet with the Panel and iron out the measures

Budget Alignment Performance Measures are aligned with the Strategic Priorities Budget Requests are required to align with one of the Strategic Priorities Capital Requests are required to align with the Strategic Priorities

Monitoring Alignment CityStat - Each department reports out their quarterly results from their performance measures - ClearPoint Briefing Books are used for the presentation - All presentations are formatted exactly the same

CityStat Panel Mayor City Administrator Deputy City Administrator Assistant City Administrator Chief Financial Officer Chief Technology Officer Chief Human Resources Officer City Attorney

Meeting Format Three 30 minute presentations every other week allows us to get to all departments each quarter Will eventually add cross functional presentations for projects and STAR Emphasis on KPIs and Universal Measures Panel queries the department Coordinator tracks outstanding items

Coordinator Secretary Strategic Data Manager (Coming) Auditor (TBD) CityStat Support Coordinator Secretary Strategic Data Manager (Coming) Auditor (TBD)

Benefits of CityStat Ability to monitor progress on strategic priorities and initiatives Administration and departments up-to-date on status of initiatives Continuous updates of key metrics helping the Budget Department get timely data for the book Offers departments the opportunity to have all key decision makers together to iron out challenges

Clearpoint Advantages Data in one place for Administration to be able to view on their own Consistent format for all reports for ease of understanding Ability for performance measure data to be easily transferred to the budget book Seamless transfer of data to the Dashboard

West Palm Beach Working West Palm Beach Dashboard

Initiatives -The initiatives are projects and goals that span across multiple departments Each initiative was assigned a cross functional team to work on achieving the initiatives

Focus and Support The focus on moving toward a data driven environment has produced the following Performance Measures that are getting better for every department The creation of a data driven environment CityStat Dashboard Open Data Policy

Focus and Support 6. Working with What Works Cities and their partners 7. Hiring a Strategic Data Manager 8. Strong organizational alignment

Questions?