Is Your Jurisdiction Taking Advantage of What the FBC Offers? Randy Phillips, FBC Chair & Susan Boyer, FBC Executive Director April 21, 2016 Is Your Jurisdiction Taking Advantage of What the FBC Offers? Randy Phillips, FBC Chair & Susan Boyer, FBC Executive Director April 21, 2016

What FBC Provides Your Jurisdiction Opportunity to voluntarily participate in up to 19 service areas Your jurisdiction’s data is included in the FBC Annual Report Opportunity to network with 40+ other service area experts in local governments Learn about best practices from Florida local governments

FBC Local Government Members

FBC 19 Service Areas Animal Services (AS) Building Development & Review (BD) Civic Engagement (CV) Code Enforcement (CE) Environmental Management (EM) Fire/Rescue (FR) Fleet Management (FM) Human Resources (HR) Information Technology (IT) Risk Management (RM) Parks and Recreation (PR) Police Services (PO) Purchasing (PU) Road Repair (RR) Stormwater & Drainage Maintenance (SD) Solid Waste (Collection) (SC) Solid Waste (Disposal) (SW) Traffic Engineering (TE) Water/Wastewater (WW) General Measures (GE)

Get the Most From Your FBC Membership Submit accurate data for the Annual Report Double check and review all data submissions Attend and participate in FBC conferences, workshops and training Network with other members Join a FBC committee, become a Service Area Lead, join the board of directors

How Can the Process Be Improved? (Data Collection & Cleansing) Data input – verify data entry prior to activation PC’s review of each service area before submittal deadline Look for out of range data and correct before deadline The value of the data is only as good as the data entered Use the “Note” section to provide information or reasons/causes for any accurate yet out of range data or significant shifts in data Submittal of data corrections in requested format

Consequences from Improperly Collected Data  Inability to answer stake holder questions accurately  Inability to support and validate findings  Distorted findings result in wasted resources (both internal/external)  Mislead other jurisdictions (peers)  Compromise decisions on actions, policies, etc.

Analyzing Your Performance Data  The FBC does not analyze performance data or make comparisons between jurisdictions  Data analysis is the responsibility of individual jurisdictions  Approaches to data analysis:  Comparing your performance with yourself over time  Comparing your performance (benchmarking) against other jurisdictions

Benchmark Against Yourself

Telling Your Story with Data Accountability & Transparency  Can you demonstrate to citizens and elected officials that your department, agency, program provides: efficient, effective and quality services?  Can you tell your story?  How do your departments and services compare overall to other local governments?  Do you have departments or services that are exemplary?

“They” Want to Know... Can we answer the following questions for citizens, elected officials and our peers: 1. How much actual service did our citizens receive? 2. How much did that level of service cost? a. Actual expenditures b. A per service delivery cost 3. How much budget to provide a certain service level? 4. How much service can be provided given the service area budget? 5. Are we on track for targeted service delivery?

Did You Know the FBC Offers... Comparison reports against jurisdictions and PIs of your choice (no charge) Lean Six Sigma Yellow Belt Training & Certification Lean Six Sigma Green Belt Training & Certification Topic Focused Training as Requested (i.e. Best Practices, How to Benchmark, etc.) Annual Spring Conference (2 days) Annual Fall Conference (1 day)

Peer Group Comparisons Intent of Report Compare annual performance of your selected peer group on a specific measure in both a table format and visually via a trend chart. Benefits of Report Enables quick comparison of your peer group to identify top performers to help identify possible performance targets and best practices used by your peers to achieve their values.

Peer Group Comparison Report Request 1.Identify which PI’s need to be included in your report 2.Identify which fiscal years you would like for value comparison (FY07- FY15 are currently available) 3.Identify which PI’s you would like for comparative trend chart 4.Identify between 2-10 peers for comparison 5. request to Susan Boyer 6.Expect 3-5 business days before report is returned

Select the right comparison  Try to find similar jurisdictions ( budget, population, sq. miles, etc.)  Note urban or rural  This is why FBC beats National data

Peer Comparison (sample data set)

Sample Peer Comparison (graph)

Did You Know the FBC Offers... Comparison reports against jurisdictions and PIs of your choice (no charge) Lean Six Sigma Yellow Belt Training & Certification Lean Six Sigma Green Belt Training & Certification Topic Focused Training as Requested (i.e. Best Practices, How to Benchmark, etc.) Annual Spring Conference (2 days) Annual Fall Conference (1 day)

Lean Six Sigma Training: Yellow Belt and Green Belt Certification 1.To understand the key concepts of Lean Six Sigma problem solving techniques 2.To understand the importance of Quality Outcome Indicators 3.To understand the (5) process steps of the DMAIC story. 4.To understand the seven (7) steps of Process Management 5.To understand Lean techniques for improving process  Practical and regular application of these methodologies throughout the organization can lead to bottom line and key outcome superior results for process improvement and organization wide continuous improvement.

Training Opportunities... Topic Focused Training as Requested (i.e. Best Practices, How to Benchmark, etc.) Annual Spring Conference (2 days) Annual Fall Conference (1 day)

Did You Know the FBC Offers... Training Resources – on the FBC Website Free material to download (i.e. templates, samples, examples, tools, diagrams) for personal and organizational development Resources and Publications Past conference presentations Florida Benchmarking Consortium

FBC Data Collection Cycle Dec - March: Preparation for Data Collection and Data Input April - June Data review and cleansing June - July Development of annual report August Release of annual data report Late Summer/Fall Prepare for next round of data collection.

Reports Available FBC Annual Report Jurisdictions Data Collection Report Historical Data Collection Report (cleansed) Peer Comparison Report

What’s In the FBC Annual Report  Cleansed data  Increased participation across all service areas  Sharing of comments by individual jurisdictions  Posting of the annual report internally (share drive) for City use.

Questions?

To Learn More About Upcoming FBC Events and Trainings  FBC Website:  Susan Boyer FBC Executive Director  Randy Phillips FBC Past Chair