Performance Management Made Easy Richard Cowling Hampshire County Council

How we made it “easy” HCC has its own custom database Measurement design Data collection –Scorelinks Reporting processes –Designing the reports we wanted –Dashboards with drill down facility –Publishing reports both internally and externally Making it more relevant to the highways function

Background Hampshire purchased its own Performance Database in 2006 –To facilitate the design of our own measuring and reporting needs –We have several highways contracts with built-in contractual incentive mechanisms –To allow us to achieve our internal P.M. requirements and still fulfil our Benchmarking Club commitments

Challenges of a P.M system Any P.M system requires continual resource –Those being scored –Those managing the system How to minimise the resource ‘hit’ –Use the smallest number of value adding measures –Use the tools available to maximise the automation of data collection and reporting Keeping people interested –Regular reports that are relevant to their jobs –Incentivise performance improvements

Measurement design Additional measures created by HCC –Subjective satisfaction measures for: contractor, site staff, design team, client –Objective measures for all our highways contracts: Accuracy of payment submissions, CO 2 emissions, right-first-time, recycling rates, accident rates, winter maintenance response etc

Data collection HCC uses a ‘scorelinks’ system –Web based –Can be used by anyone with an internet connection Good for contractors and site based staff –Secure (requires a log on) –Data entered directly into the database

Using Scorelinks

Reporting - Dashboards HCC’s Performance ‘Zones’Current performance level Previous performance level (trend) Drill down (customisable)

Using Drill down functionality Totally customisable - can drill down from a dashboard to: –Another dashboard –A graph –A crosstab, data table etc etc Easy to design the dashboard to give ‘tiered’ performance reporting –High level ‘headline’ view for management –More detailed analysis available through the drill down

‘Tiered’ reporting: tier 1

‘Tiered’ reporting: tier 2 Supplier A Supplier BSupplier C Supplier F Supplier E Supplier D

‘Tiered’ reporting: tier 3

Publishing reports Having you own database allows you to publish reports –either with or without security –the report link is a URL hyperlink so can be used in webpages or office documents (Word, Excel etc) Any report style can be published: –dashboards, graphs, cross tabs, tables etc Drill down functionality remains intact

Case Study: Term maintenance Live dashboard of contractual KPI Geographical reporting Time based reporting

Geographical reporting

Time based reporting

Summary HCC has used the features of eContrack to make Performance Management easy: –Data collection automation via scorelinks –Additional measures for internal benchmarking and contract management –Reporting styles to suit the audience ‘Tiered’ reports –Report publishing to maintain interest and provide feedback