The Florida Benchmarking Consortium Making Performance Measurement Sustainable

The Florida Benchmarking Consortium Making Performance Measurement Sustainable Center for Accountability and Performance Symposium (CAP) American Society for Public Administration Friday, March 20, 2009 Miami, FL Stuart S. Grifel, FBC Board of Directors

FBC Members – 48 so far 2

FBC Membership Growth 3

Benchmarking Local Government Benchmarking Initiatives • ICMA (1994) • North Carolina Benchmarking Project (1995) • Florida Benchmarking Consortium (2005) • Arizona (2005) • Virginia (2005) • Puget Sound, Washington (2005) • Chicago Area (2005) • Oregon (2005) • Westchester County, New York (2005) • Michigan (2008) 4

Benchmarking FBC Categories of Performance Measurement • Fire & Rescue (2005) • Police Services (2005) • Code Enforcement (2005) • Planning & Growth Management (2005) • Human Resources (2005) flbenchmark. org • Parks & Recreation (2005) • Road Repair (2005) • • Stormwater Drainage (2005) • Fleet Management (2008) Information Technology (2008) • Purchasing (2008) • Water Wastewater (2008) 5

Data Collection Results – FY 07 Annual Services Report CE 22: Percent of cases brought into compliance City of Venice 100, 00 City of Maitland 100, 00 City of Jacksonville Beach 100, 00 Miami-Dade County 98, 00 City of Palm Bay 96, 16 Sarasota County 95, 92 Collier County 94, 98 Organization Pinellas County 93, 63 City of Tamarac 89, 76 City of Tallahassee 89, 01 Median Value 88, 59 City of Lakeland 88, 17 Alachua County 86, 42 City of Lauderhill 81, 91 City of Sanford 81, 02 Polk County 72, 41 City of Winter Park 66, 64 City of Coral Springs 53, 46 Hillsborough County 48, 33 Broward County 42, 95 City of Miami Beach 0, 00 41, 67 20, 00 40, 00 60, 00 Percent 80, 00 100, 00 120, 00 6

Code Enforcement Measure Name (short Description) Measure Units Measure Type (input, outcome, quality) Operational Definition (Detailed Description, Special Instructions for Calculation) Data Source Total cases brought into compliance Cases Output Total number of cases that were brought into compliance during the reporting period Member agency database Total cases brought into compliance before formal notice issued Cases Outcome Number of cases, not including unfounded cases, brought into compliance before a notice of violation is issued Member agency database 7

FBC Data Cycle Jan—Feb: Data collection October: Release of annual data report July—Dec: Prepare for next round of data collection Feb—May: Data review and cleansing May—Oct: Development of annual report 8

FBC Data Cycle Participation 9

FBC: Covalent & Active Strategy Performance Management Software Business Partners 10

Data Update - Gauge

Snap Shot Filter

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Growth through Strategic Planning n n n Vision - Taking Performance Measurement to the next level Mission - Local governments collaborating to achieve service improvement by measuring and comparing performance Values q q q q q We openly share our knowledge, insights, and experiences. We enhance cooperation and grow positive relationships. We ignite innovation, creativity, and new ideas. We provide useful tools to improve performance. We facilitate easy access of idea exchange. We promote fact-based decision making. We offer quality resources at a good value. We are sensitive to the differences between communities. We benchmark performance measures that speak to citizen and community desires. – NEW! 14

Objectives n n n Support performance measurement and data analysis across local government leaders Partner with University of Central Florida (UCF) and help build new government leaders Facilitate collaboration between local governments to increase service delivery quality, efficiency and effectiveness Facilitate regional & local inter-governmental benchmarking Engage citizens in the business of local governments using informed decision making practices 15

History of the FBC n n n Established in June of 2004 by like-minded local government budget and performance managers 48 member local governments statewide Florida Benchmarking Consortium (FBC) Leadership System q Board of Directors q Committees q Service Area Leads q Steering Committee Liaisons q Citizen Representatives q UCF faculty, staff and graduate students 16

Committees of the FBC Board of Directors q q q q q Executive Business/ Financial Planning Conference Planning Grants Marketing Performance Strategic Planning Technical Training – NEW! University Liaison - NEW! 17

Communication to Members n n n Publish newsletter and annual report – financial position Two annual events – corporate sponsorships q Spring Conference of Local Governments q October Local Governments Workshop Web site q Repository for performance measurement (PM) articles and other great tools and tips type resources q Dynamic forum on performance measurement issues 18

FBC: Critical Success Factors n Participation is voluntary q Participation in FBC is voluntary … no pressure q Participation in service categories is voluntary too q Peer support and encouragement n Pace is measured q Started with a few key measures q Adding new measures as members demonstrate interest and support n Membership costs are low q $1000 annual membership fee n n Local government champions q Topmost Buy-in q Bottom-up Support Local governments sense of urgency to improve n Excellent relationship with University of Central Florida 19

FBC: Key Achievements n Increases in membership every year since 2005 n Year-to-year increase in data cycle participation n Partnerships with performance management software vendors n Two conferences per year to share best practices in local government Performance Measurement n Citizen-informed Performance Measurement initiative q Citizens involved in performance measure development q Collaboration with Sloan Foundation, UCF Institute of Government and UCF Center for Community Partnerships 20

Sloan Grant for Citizen Informed Performance Measures n Recently coordinated five citizen workshops statewide with the purpose of: - Providing a forum where citizens can interact - Educating citizens about performance outcome measures - Facilitating citizen discussion about performance outcome measures. What outcomes, in each service category, are most important to citizens? - Facilitating citizen input in the development of measures of service effectiveness 21

Sloan Grant for Citizen Informed Performance Measures n Citizen focus group participants developed measures of service effectiveness for each of 8 categories n Results of the citizen focus groups was presented at a state-wide Florida Benchmarking Consortium conference in May 2008 Citizen-informed outcome measures will be incorporated into the Florida Benchmarking Consortium performance measurement matrix Citizens will be asked to participate on state-wide service category committees to ensure the continuance of citizen input into the performance measurement development process (34 citizens have volunteered to serve on service category committees). Include at least one citizen on Board of Directors n n 22

Let Us Know How We Can Help Contacts: n FBC Website www. flbenchmark. org n Larry Martin, UCF faculty and FBC Board of Directors member martinl@mail. ucf. edu n John Becker, Pinellas County OMB, FBC Board Chair jbecker@pinellascounty. org 23