presentation to lwm: performance measurement in wi municipalities craig maher associate professor...

Presentation to LWM: Presentation to LWM: Performance Performance

Measurement in WI Measurement in WI MunicipalitiesMunicipalities

Craig Maher Craig Maher Associate Professor Associate Professor

UW-Oshkosh MPA ProgramUW-Oshkosh MPA Program

Alan Probst Alan Probst Local Government CenterLocal Government Center

UW-ExtensionUW-Extension

The Role of The Common Council

A common council serves as the legislative arm of the city government.

It decides policy matters.

Source: LWM, Handbook for Wisconsin Municipal Officials

In What Form is Information Presented to Enable Policy

Decisions to be Made?

Elected officials need evidence on results that have been achieved from taxpayers’ dollars.

They need to use that evidence to help make resource and policy decisions.

Source: NLC and Urban Institute’s Legislating for Results Presentation

Does this budget format look familiar?

If this were a budget proposal how would you react?

Are the questions posed really about policy?

Some Basic Questions to ask During the Budgeting Process

What is the primary objective of What is the primary objective of your program? your program?

What are the key expectations What are the key expectations from your program?from your program?

How do you track progress?How do you track progress? How has the program performed How has the program performed

over the past several years? over the past several years?


Indicator Library A Library B Library C Library D Overall

1. Average number of users per month

920 840 360 500 655

(2,620)

2. Users per population of served area

9.2% 5.6% 4.0% 8.3% 6.6%

3. Usage – Gender

Males 40% 44% 58% 33% 43%

Females 60% 56% 42% 67% 57%

4. Overall Satisfaction 88% 79% 72% 86% 81%

Population of Service Area

10,000 15,000 9,000 6,000 40,000

Example – Library Example – Library PerformancePerformance


Performance-based Budgeting Performance-based Budgeting (PBB)(PBB)

Performance-based budgets focus on “return on investment”—that is, what do we get for our investment of resources?Basic service level (or continuation of basic services)?

Increased services (more services to same recipients or expansion of same services to more recipients)?

Better (higher quality) services?More efficient services (cost savings in service delivery)?

Mitigation or resolution of a problem?

Using Results Information for Using Results Information for the Operating Budgetthe Operating Budget

• Consider the Consider the resultsresults expected, as well expected, as well as the costs.as the costs.

• Ask for both recent and projected results Ask for both recent and projected results information information earlyearly in the budget process. in the budget process.

• Obtain helpObtain help in identifying the important in identifying the important costs and results you should consider. costs and results you should consider.

• Identify for the administration the Identify for the administration the council prioritiescouncil priorities at the beginning of at the beginning of the budget process.the budget process.


Using Results Using Results Information for the Information for the

Capital BudgetCapital BudgetThe same questions applyThe same questions apply

Example: Statement on Proposed Capital Investment

We will complete much needed reconstruction and signalization of North Broadway from first street to 20th street.

This work will speed up traffic and reduce congestion in this area.

We expect that peak hour driving time from one end of the work to the other will improve from its current average of 12 minutes to approximately 5 minutes. In addition it is expected to reduce traffic accidents by about one-half, from the 36 accidents over the past 12 months.


Types of Information on Types of Information on PerformancePerformance

InputsInputs Activity (Process)Activity (Process) OutputsOutputs Outcomes (results)Outcomes (results) Efficiency and Efficiency and

productivityproductivity Explanatory informationExplanatory information


Types of Indicators of Types of Indicators of PerformancePerformance

InputsInputs—resources expended to deliver service—resources expended to deliver service OutputsOutputs—the amount of products and —the amount of products and

services delivered (completed)services delivered (completed)

OutcomesOutcomes (results)—the events, occurrences, (results)—the events, occurrences, or changes in conditions, behavior, or or changes in conditions, behavior, or attitudes that indicate progress toward a attitudes that indicate progress toward a program’s mission, goals, and objectives.program’s mission, goals, and objectives.

OutcomesOutcomes are not what the program itself did are not what the program itself did but the but the consequencesconsequences of what the program of what the program did.did.


Maricopa County, AZ Performance Report

Examples of Types of Performance Measures


Input Measure


Output Measure


Outcome Measure?

City of Portland, OR – PoliceOutcome Measures

City of Portland, OR – Police

Outcome Measure—Citizen Outcome Measure—Citizen PerceptionsPerceptions

Is Budget Time the Only Time to Use Performance

Measurement?

Budget time most commonBudget time most common Both operating and capitalBoth operating and capital

Throughout the year; program Throughout the year; program review and/or program audit review and/or program audit (GASB (GASB working on “recommendations’)working on “recommendations’)

Communicating with citizensCommunicating with citizens Communicating with the pressCommunicating with the press


Reviewing Key Services and Reviewing Key Services and Policies Throughout the YearPolicies Throughout the Year• For programs of particular interest, periodically For programs of particular interest, periodically

check progress on key indicators.check progress on key indicators.

• Each year select and review a small number of Each year select and review a small number of programs about which the council (or its programs about which the council (or its committees) has concerns.committees) has concerns.

• Use information from the reviews to encourage Use information from the reviews to encourage agencies to improve programs and policies.agencies to improve programs and policies.

• Keep handy a set of basic questions you can use Keep handy a set of basic questions you can use during these reviews. during these reviews. (Bookmark—see next (Bookmark—see next slide)slide)


What are the key results that should be What are the key results that should be expected from your agency/program?expected from your agency/program?

What key performance indicators do you use to What key performance indicators do you use to track progress in attaining these results? track progress in attaining these results?

To what extent have you met previous years’ To what extent have you met previous years’ targets? If not, why not? targets? If not, why not?

What actions are you taking that will improve What actions are you taking that will improve the quality of your services for our citizens? the quality of your services for our citizens?

Bookmark—Examples of Questions

Source: GASB

Communicating with citizens and media

What information should elected What information should elected officials seek from citizens?officials seek from citizens?

Their needs/wants—periodic “needs Their needs/wants—periodic “needs assessment”assessment”

Suggestions as to what results should be Suggestions as to what results should be trackedtracked

Their evaluation of resultsTheir evaluation of results


City of Bellevue, WA

Communicating with citizens and media

How can information on results be used to help elected officials communicate with their citizens?

1. Ask administration to post results information regularly on the government’s web-site.

2. Provide annual “How Are We Doing?”/”State of the City” reports to citizens.


Building Council & Staff Capacity

What actions might elected officials take to obtain needed training on legislating-for-results?

1. Provide new council members with information on obtaining and using results information

2. Ask the administration to provide results-based training to elected officials, as well as to managers and to all staff.


Building Council & Staff Capacity

What other sources of training are What other sources of training are potentially available to elected officials potentially available to elected officials for obtaining further information?for obtaining further information?

One of the greatest impediments has been One of the greatest impediments has been and continues to be resources;and continues to be resources;

Most municipalities lack resources to spend on data collection, analysis, information dissemination, etc.

ICMA offers service… at a cost

Working on joint effort between ourselves Working on joint effort between ourselves (UW-O and UW-Extension LGC), WCMA and (UW-O and UW-Extension LGC), WCMA and LWMLWM

Getting Elected Officials Getting Elected Officials Interested in Using Interested in Using

Information on Results for Information on Results for Decision-makingDecision-making

Getting elected officials interested in using results-Getting elected officials interested in using results-based informationbased information

Provide educational sessions on the value and uses Provide educational sessions on the value and uses of performance information for elected officials.of performance information for elected officials.

Ask senior administrative staff to discuss how Ask senior administrative staff to discuss how information on results can be used by staff to information on results can be used by staff to manage their operations and continually improve manage their operations and continually improve the outcomes of programs and services.the outcomes of programs and services.

Ask departments to how they see elected officials Ask departments to how they see elected officials using it.using it.

How can elected officials be encouraged to address and use outcome information?



How can elected officials be encouraged How can elected officials be encouraged to address and use result information? to address and use result information? (continued)(continued)

Provide examples of how performance Provide examples of how performance information has helped other cities/counties information has helped other cities/counties improve decision making, communicate with improve decision making, communicate with citizens, and help meet the goals of elected citizens, and help meet the goals of elected officials.officials.

Use materials from UW-O, UW-Extension LGC, Use materials from UW-O, UW-Extension LGC, the NLC, ICMA, and other sources.the NLC, ICMA, and other sources.



Form a partnership with administrative Form a partnership with administrative staff to work on implementing a staff to work on implementing a performance measurement and reporting performance measurement and reporting process. process.

Ask senior staff to prepare a process that Ask senior staff to prepare a process that would provide regular information to would provide regular information to elected officials on government service elected officials on government service outcomes. outcomes.

Seek advice from citizens and business Seek advice from citizens and business community on such a process.community on such a process.

What Should the Council do to Initiate the Effort?



What Should the Council do to Initiate the Effort? (continued)

Establish a council committee to Establish a council committee to monitor the process of establishing a monitor the process of establishing a performance information system.performance information system.

Begin the process of developing a Begin the process of developing a strategic plan with citizen and elected strategic plan with citizen and elected official involvement – using key official involvement – using key outcome indicators to track progress. outcome indicators to track progress.


Recent Example:

Project Done by UW-Oshkosh MPA Students

for Waunakee, WI

Why is this Important?Why is this Important?

Most Federal grants now require outcome Most Federal grants now require outcome evaluations (performance measurement) in their evaluations (performance measurement) in their applicationsapplications

Bond sales require indicators of financial Bond sales require indicators of financial condition which are well presented by condition which are well presented by performance dataperformance data

Local government revenues are becoming Local government revenues are becoming insufficient making effective use of resources insufficient making effective use of resources imperativeimperative

Promotes the logical tie between planning and Promotes the logical tie between planning and budgetingbudgeting

Resources AvailableResources Available

National League of CitiesNational League of Cities Urban InstituteUrban Institute ICMAICMA

Craig Maher (Craig Maher ([email protected]@uwosh.edu) )

& &

Alan Probst (UW-Extension, Local Alan Probst (UW-Extension, Local Government Center)Government Center)

([email protected])([email protected])

presentation to lwm: performance measurement in wi municipalities craig maher associate professor...

Documents

urban institutes

projected results information

increased services

continuation of basic

basic questions

budget process

policy decisions

better higher quality