Performance Management Reporting Agenda DCM Meetings Facilitated by the Business Improvement & Performance Office

What will we do in the DCM meetings? On Target or Improving Review/discuss the actuals in comparison to the target for objectives and performance measures What’s working? Needs Focus Discuss issues, obstacles, and updates What’s not working? Trend Analysis: on target/improving/needs focus develop questions for each trend questions to prompt discussion with dept Needs Focus What issues are you experiencing? If so, what assistance do you need and from who? (DCM) Are there any obstacles? Do you need updates? Targets: cant change targets because you are not meeting Keep target the same for current year, can change next fiscal year—explain variance Measure: Change if circumstances change Provide explanation for all changes Target

Review FY17-18 Objectives & Performance Measures Review the objectives & performance measures for each PW department with DCM Discuss why each objective/performance measure is important (why are we tracking this?) Are there any updates needed to the objectives/performance measures? Issues/obstacles? Performance Management Report for each Objective and Performance Measures Master listing

Performance Meeting Calendar Blue Text: Departments meet 2x per year with DCM/CM Orange Text: Departments meet 1x per year with DCM/CM

How do I impact this process?   Build Foundation Create Objectives & PMs Monitor Progress Report Actuals Executive Sponsor (DCM/CM) Provide vision and overall mission to Directors and Departmental staff Communicate roles and responsibilities Review Obj & PMs to ensure they are “measuring what matters” Receive and review Performance Reports Attend performance reporting meetings Review and discuss issues, obstacles, updates, and successes Provide guidance for follow up items Follow up with departments that are not completing performance reports on time Champion (Department Directors) Meet with BIPO to ensure Mission, Services, Obj, and PMs are created, updated, or removed Assign SMEs to create or update Obj & PMs Work with SMEs to create Obj & PMs that they are measuring the right things for the department Ensure SMEs have the resources needed to track and update Obj & PMs Ensure Obj & PM actual are accurate and updated Review and address issues, obstacles, updates, and successes as they are reported monthly, quarterly, etc. Work with SMEs to ensure follow up items are addressed/completed Communicate resource requirements (time, attendance, tasks, etc.) to SMEs

How do I impact this process?   Build Foundation Create Objectives & PMs Monitor Progress Report Actuals Subject Matter Experts (SMEs) (Program Managers, Departmental Staff, etc.) Create or update Obj & PMs with DD guidance and support Gather information about each Obj & PM (where does the data come from, how to calculate the results) Update Obj & PM templates, spreadsheets, etc. within the designated timeframe Track and report issues, obstacles, updates, and successes to Director/DCM Elevate issues or obstacles to Director/DCM as needed Complete follow up items as assigned Maintain communication and reporting efforts to all involved (DCM, DD, BIPO) Business Improvement & Performance Office (BIPO) Develop Obj & PM templates, instructions, training presentations Review and provide guidance to SMEs & Directors on department program summaries including Obj & PMs for each department Provide guidance on development of Obj & PMs including providing industry standards and benchmarks as appropriate Develop and facilitate performance reporting process Develop, track, and maintain reporting calendar for departments Create reporting templates for SMEs Review and provide feedback for Obj & PM submissions Develop and present STAReport to Executive Sponsors

Going Forward Transparency Making data easy to understand Will use this template to build web pages OpenGov Performance Dashboards Beginning rollout with one department per division, all departments rolled out thereafter Performance pages on bernco.gov for each objective & performance measure