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

2. 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

3. 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

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

5. 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

6. 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

7. 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