System Establishing Your Management Reporting System

Managing For Results In Kent County STRATEGIC PLANNING Mission Goals Objectives REPORT AND EVALUATE RESULTS Publish in Budget GFOA Report (Service Efforts and Accomplishments) Legislative & Human Services Review Audits of Performance Information PROGRAM PLANNING Department Mission Department Programs Department Goals Activities Action Plans Kent County Framework For 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 BUDGET FOR 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 Depts Dept 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’s are Complete Final Copy sent to Department Dept Presents to Board of Commissioners Dept Meets with PMRT to Review PM’s and 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 Measures A Brief Look at Where we Came From, Where we are, and Where we are going.

Kent County Performance Measures Where we came from 35 Separate Microsoft Word documents Many different formats Difficult to transition from year to year

Kent County Performance Measures What Should We Do? Build an application with internal IT resources Windows application using Visual Studio SQL Server data base to store the data

Kent County Performance Measures Why a Database Consistent and formatted data entry One location for all the data Data driven output

Kent County Performance Measures What we have now Mission statements and descriptions Budget and staffing levels Goals, objectives, and indicators Outputs, outcomes, and efficiencies

Kent County Performance Measures 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 Kent County Performance Measures

What’s Next (cont.) Record performance regularly Import from line of business applications Additional reporting Web interface

Kent County Performance Measures Some Statistics

Kent County Performance Measures Questions