1. Susan Boyer, FBC Executive Director
FBC Discussion of FY14/15 Data Collection Cycle, Upcoming FY15/16 Collection Cycle and More
Susan Boyer, FBC Executive Director
October 21, 2016

2. 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 50+ other service area experts in local governments
Learn about best practices from Florida local governments

3. FBC Local Government Members
New members so far:
Citrus County
Escambia County
Lake County
Lee County
City of Lake Worth
City of Orlando
City of West Palm Beach

4. 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)
New service area in red – we want everyone to participate. Will discuss more about this area later in the presentation
FBC Conference October in City of Port St. Lucie

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

6. 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
Ask for suggestions on what the FBC can do to improve the process . . .

7. 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.
Discuss the importance of insuring accurate and appropriate data collection. Accurate data collection is essential to maintaining integrity

8. 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

9. Organization
FY14 AS BD CE CV EM FR FM HR IT PR PO PU RM RR SD SC SW TE WW
Areas
City of Palm Bay
Yes X
n/a 10
Pasco County 18
City of Pinellas Park 13
Pinellas County 17
City of Plant City 14
Polk County
City of Pompano Beach
City of Port Orange
City of Port St. Lucie 11
Sarasota County No 1
St. Lucie County
City of Tallahassee
TOHO Water Authority** 5
City of Winter Garden
Totals 34 27 26 40 7 23 29
*19 22 20 24 21
***14
Participation Rate
85%
47%
73%
68%
100%
44%
61%
56%
65%
76%
55%
50%
63%
53%
82%
66%
Table 3.1 shows the 40 FBC members eligible to participate in FY14/15 data cycle and the service area they actually provided data. For FBC‘s FY14/15 data collection cycle 34 members entered data in one or more service areas. Overall, the actual participation rate was 85% (34/40 = 85%).
* Note: For Police only – there are 25 total eligible participants because only one Sheriff’s Office is participating. This is the Miami-Dade County Sheriff’s Office as they are set up under a special legislative act, unlike the other Sheriff’s.
**Note: The two authorities do not count toward total eligible participants in those service areas not applicable to them, denoted by n/a.
***Note: Most cities to not provide Solid Waste – Disposal (SW) – these PIs generally relate to landfill activities. Denoted by n/a
****Note: The above chart represents only those service areas members actually participated in not those in which they planned to participate. Those marked n/a do not count toward total eligible participants in a service area.

10. Reading the Report
While the numbering of the performance measures is sequential, there are numbers missing. Each performance measure is assigned a unique number. In order to maintain the integrity of historic data, when a performance measure is deleted, its unique number is not reused.
Each performance measure has a Short Name and Description. The long description provides detailed information on what is or is not included in the data being collected.
In FY11/12 we began providing a column with the “Current Collection Cycle Notes”. This addition allows the jurisdiction to provide further explanation of their data when appropriate (for example explaining out-of-range data, shifts due to reorganization, privatization, etc.)

11. Reading the Report
Each performance indicator that is a formula driven measure is denoted with an ‘f’ at the end (for example XX015f).
In service areas where there is N/A in a jurisdiction’s reported measures, this can mean one of several things:
if it is a driver measure, they have entered N/A;
if it is a formula measure they have entered N/A in one or more of the driver measures and the formula has computed an N/A
If a jurisdiction’s data was out-of-range and no explanation was provided in the comment section, and no response was received from multiple requests for correction or explanation, that data point was changed to N/A in the report. If this data point was a driver measure, this resulted in some formula measures not calculating.

12. Reading the Report
If a formula measure shows “Div/0”, then the formula has generated an imaginary number (for example 35/0= Div/0)
Collectively the membership still struggles to get the use of N/A and 0 correct. The rule of thumb is:
The jurisdiction provides the service; therefore this should be an actual value (e.g. zero if none exist).
The jurisdiction does not provide the service, therefore NA would be appropriate.

13. Reading the Report
There are data points that appear to be out-of-range. Most jurisdictions have provided an explanation for the out-of-range data. When using the data, do not automatically discount outliers without contacting the jurisdiction for an explanation if none is provided in the notes or additional information is needed.
The data in this report is just the starting point. Sometimes a phone call will yield the detailed information needed to understand another jurisdictions response.

14. Benchmark Against Yourself

15. 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.

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

17. Peer Comparison (sample data set)
**I am working to find a better clip to put in here. For some reason this one is fuzzy.

18. Sample Peer Comparison (graph)

19. For the Upcoming FY15/16 Data Collection Cycle
Service Areas to be reviewed:
Fleet Management
Risk Management
TBD (Solid Waste or Animal Services)
Select Service Areas for Participation
Data entry training via GoToMeeting
Timeline for the process

20. 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)
Comparison reports are requested through your Primary Coordinator
Spring Conference April 20-22, 2016 in Oviedo
Fall Conference October in City of Port St. Lucie/St Lucie County
Yellow Belt Training date TBA

21. Lean Six Sigma Training: Yellow Belt and Green Belt Certification
To understand the key concepts of Lean Six Sigma problem solving techniques
To understand the importance of Quality Outcome Indicators
To understand the (5) process steps of the DMAIC story.
To understand the seven (7) steps of Process Management
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.
Yellow Belt Training date TBA (most likely in August)
Green Belt TBA
We will bring the GB training to any jurisdiction at their request

22. 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)
Annual Joint Workshop with the FWEA (1 day)
Will bring/provide specialized/specific training upon request for any FBC members (or group of members)
Fall Conference October in City of Port St. Lucie/St Lucie County
FWEA/FBC Joint workshop

23. 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  
Comparison reports are requested through your Primary Coordinator
Spring Conference April 20-22, 2016 in Oviedo
Fall Conference October in City of Port St. Lucie/St Lucie County
Yellow Belt Training date TBA

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

25. Questions?

26. To Learn More About Upcoming FBC Events and Trainings
FBC Website:
Susan Boyer
FBC Executive Director