HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 08/14/2018 - 2019-20 BUDGET STRATEGIC ISSUESDATE:
STAFF:
August 14, 2018
Darin Atteberry, City Manager
Mike Beckstead, Chief Financial Officer
Lawrence Pollack, Budget Director
WORK SESSION ITEM
City Council
SUBJECT FOR DISCUSSION
2019-20 Budget Strategic Issues.
EXECUTIVE SUMMARY
The purpose of this item is to review the City’s performance metrics journey and the evolution of Strategy Maps,
which help the organization track, monitor and discuss organizational performance of the Strategic Plan
throughout the year. The discussion will also include a review of how performance metrics are linked to budget
Offers and reviewed as part of the Budgeting for Outcomes process. Lastly, two specific areas of metrics on the
Community Dashboard will be discussed.
GENERAL DIRECTION SOUGHT AND SPECIFIC QUESTIONS TO BE ANSWERED
1. What questions does City Council have about the City’s Results Journey, use of Strategy Maps and alignment
of metrics to budget Offers?
2. What questions does City Council have about the Community Dashboard or the specific area of metrics
discussed?
BACKGROUND / DISCUSSION
The City of Fort Collins has been on a Results Journey for many budget cycles that includes a systematic
approach to performance measurement. The City’s Community Dashboard was released in 2013 and is updated
every other year to improve the metrics it includes. Performance metrics also provide important information about
the Offers being considered in the budget and, as such, are reviewed and discussed with staff. Lastly, the August
2016 Results Review with City Council referenced a new type of quarterly metrics review called “Strategy Maps”
which would start occurring in 2017.
The City’s journey continued in 2017 with the monthly Strategy Map meetings being implemented in April 2017.
These performance reviews have proven to be a valuable use of management time. Discussions focus on the
performance of every Offer funded in the budget and the performance of the metrics linked to each objective in
the City’s Strategic Plan. Underperforming metrics and initiatives require action items that convey how the owner
of the item plans to get it back on track. This tool and process has enabled management to keep their collective
eyes on the City’s Strategic Plan and understand how organizational performance is contributing to achieving that
plan.
There are different levels of metrics used throughout the organization including more tactical metrics used to track
day-to-day operations. All Offers being considered for inclusion in the budget require at least one performance
metric; although some metrics may need to be defined and implemented for some types of Enhancement Offers.
These metrics are visible to staff, Council and community members through the online posting of all Offers on
fcgov.com/budget
The last part of this item will focus on two specific areas of metrics included on the Community Dashboard. This
part of the discussion will include understanding of the metrics, staff actions to improve results and any applicable
implications on the 2019-20 Budget.
August 14, 2018 Page 2
ATTACHMENTS
1. PowerPoint (PDF)
1
Strategy Maps / Results
August 14, 2018
ATTACHMENT 1
2
• Strategy Maps – Operational & Performance Management
• Use of metrics in the Budgeting for Outcomes (BFO) process
• Community Dashboard – Highlighted Metrics
Agenda
Leadership System
3
Strategic and Operational Linkage
4
Community
Dashboard
Metrics for each
BFO Offers
BFO Scorecards
for QSARS
Refine Metrics
Strategy MAPs
5
2013 2014 2015 2016 2017
Strategy Maps
1. Align BFO Offers to Strategic Objective
2. Establish Metrics for each Strategic Objective
3. Quarterly Discussion of each Outcome
Progress and Continuous Improvement
Performance Metric Journey
Strategic
Objectives
BFO
Metrics Initiatives
Strategy MAPs
Strategic Objectives, Actions, and Performance/Metrics
n
6
7
Strategy MAPs – Tool to Measure Progress Achieving Our Strategic Objectives
3 Types of Metrics
Strategy MAP Metrics
- 190+ metrics across 54 Strategic Objectives
- Indicate progress achieving each Strategic Objective
- Discussed in Monthly Operational Reviews
Community Dashboard Metrics
- 38 metrics across 7 Outcomes
- Indicates how we are doing at achieving our Outcomes
- Discussed in QSARs
Other Operational Metrics
- Day to day, operational measures that are
important to each Department
- Linked to BFO Offers
• Organized by Outcome & Strategic Objective
• Includes BFO Initiatives & Metrics aligned with each Strategic Objective
• Summarized progress and status of each BFO Initiative & Metric
• Each Outcome discussed once per quarter at monthly operating
reviews (MOR)
• MOR reviews include Department Heads
8
What is a Strategy MAP?
Sample Strategy MAP
9
Sample Strategy MAP:
Strategic Objective
10
11
Sample Strategy MAP:
Strategic Objective Metrics
12
Sample Strategy MAP:
BFO Initiatives
Strategy Map Benefits
13
• Tool to measure progress achieving Strategic Objectives
• Reviews create focus to accomplish initiative during the
year
• Meaningful conversations across departments
• Thoughtful decisions and resources applied if yellow / red
• 2018 was the lowest total Reappropriations since 2010; a
38% decrease compared to 2017
Metrics Included in the BFO Process
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• All Offers must contain at least one performance metric
Some new Enhancement Offers may require new metric development if
the Offer is purchased
Online Offers can ‘drill-down’ to specific metric details
2020 Process Improvement: Sellers will need include why the metric is
linked to the Offer and what is being done to improve results when
underperforming
• Metric reviews included in Offer analysis by BFO Teams and BLT
The online metrics facilitate team discussions and allow for more
informed conversations with the Offer Owners (aka Sellers)
Metrics Included in the BFO Process
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• All online Offer Narratives contain a section called
“Performance Metrics”
• Clicking on the blue link in the PDF document will open the
metric to display the chart and applicable analysis (see next
slide)
Metrics Included in the BFO Process
16
Community Dashboard
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• Updated 6 weeks
after quarter end
• Each Outcome
contains 4 to 7
individual metrics
• These 38 metrics are
discussed quarterly
Service Area reviews
and in Strategy Maps,
as applicable
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Focal Area #1 – Travel Times
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Focal Area #2 – Police Response Times