Effective Decision Making – Part 2

Effective Decision Making Key components: Service Standards (Part 1) Transit Improvement Program (TIPs) Three Year Budgeting Performance Reporting Sharing of information is critical to the effectiveness of this process Timing, inputs, and quality of outputs will be discussed

Effective Decision Making Independent Review Recommendations Key dates and timelines need to be better understood by all partners Establish information sharing requirements for the development of budgets, service implementations and performance reporting Develop standardized performance reports that meet local government needs

Continuous Improvement Improvements have been made in many areas and feedback from partners has been positive Survey and follow up discussions provided some excellent suggestions for continuous improvement “Don’t let good get in the way of being great”

What we heard – Budgets Breakout of local share of costs most important Enhanced information on projected lease fees, especially if increases are expected Show provincial share of lease fees Calendar year information Most want three year budgets by September, although some variations in timing AOA timing not meeting some needs

What we heard – Performance Reports All the information already provided is valuable Revenue and ridership performance is the most important information Would like comparables to other communities and benchmarking information Route level information – ridership and by time of day More qualitative information to explain year-over-year changes

Effective Decision Making Set or Review Service Standards Review Service Plan Budgeting Implement Service Analyze data Annual Report Cards (overall system performance)

Service Plan Purpose Establishes demand for expansion Ensures alignment with Local Government Supports Capital and Service Plan Supports Development of 3 Year Budgets Enable Longer Term Budget Planning Service Reviews Local Service Plan Provincial Service Plan Provincial Capital Plan Budget

Service Plan Challenges Lead time for procurement of vehicles Lead time on capital projects Commitment to funding future years Effective budget and taxation strategies LG Approved Expansion for Years 1 to 3 No Additional Vehicles Required Year 1 Service Plan Provincial Budget Approval Year 1 Implementation Vehicles or Infrastructure Required Year 1 Capital Plan Provincial Budget Approval Procurement Year 2 Service Plan Provincial Budget Approval Year 2 Implementation Year 0 (Today)Year 1Year 2

Service Plan Roundtable Discussion To maximize the efficiency in the procurement of capital assets and enhance budget advice to support effective decisions, BC Transit requires commitment to future expansion initiatives. In a roundtable format, come to a consensus on: how can multi-year commitments be achieved with local governments? what would this commitment look like? and, when is it most likely to be attained?

Effective Decision Making Set or Review Service Standards Review Service Plan Budgeting Implement Service Analyze data Annual Report Cards (overall system performance)

Budgeting Budget Inputs Service Plan Capital Plan Operating Costs Fare Strategies Key Inputs

Budgeting Considerations Timing of budget advice (3 Year Budgets vs AOA) Provincial Funding Confirmation Standardization Effective resource management Calendar vs Fiscal Year

Budget Process Roundtable Discussion In a roundtable format, come to a collective agreement on: The timing of both the Three Year Budget & AOA Discuss the sample calendarized budget At the end, post your feedback on wall calendar

Effective Decision Making Set or Review Service Standards Review Service Plan Budgeting Implement Service Analyze data Annual Report Cards (overall system performance)

Implement Service MOU was established to ensure: The alignment of goals and work to be completed The alignment of expansion expectations, procurement and budgeting Service changes are clearly scoped Quality of outcomes Effective resource management

Effective Decision Making Set or Review Service Standards Review Service Plan Budgeting Implement Service Analyze data Annual Report Cards (overall system performance)

Performance Reporting Purpose Measure the overall performance of transit service from a customer, financial and operational standpoint Provides an understanding of the major factors that influence outcomes Used to influence future decisions around service standards, budgeting, and service changes Set Targets Implement the Service Analyze the Results Report Out and Inform Future Decisions

Performance Reporting Considerations Level of detail required by community differs Technology required to provide detailed information Receiving timely information (ex. Revenue reports) Choosing meaningful KPI’s that can be used to influence decisions Can’t be too prescriptive – many factors influence results – looking for trends Not all factors can be controlled internally – global economic environment, traffic congestion, fuel prices etc. yet these can strongly impact results

Performance Reporting Roundtable Discussion You will be provided with the new Annual Reporting Template Please review the template as a group and provide feedback that your facilitator will capture Do you feel the appropriate measures have been provided on the template? What would you like to see in the future? On a sticky note, please put the name of your regional transit system AND One thing you really liked about the report One thing you want to see improved Place your sticky note on the calendar

Thank You Christy Ridout, Manager, Corporate and Capital Planning Phone: (250) Kevin Schubert, Senior Regional Transit Manager Phone: (250)