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This phase in the performance cycle involves analyzing and reviewing performance with a focus on 
continuously improving. The Business Improvement and Performance Office (BIPO) reports all measures on the transparency site using easy-to-understand, interactive dashboards and webpages, which are used to track trends as well as tell the story about each objective and performance measure. It is critical that the county takes time to check in with departments to review performance data, analyze trends, and follow up on action items. During this phase, BIPO conducts meetings with the department and county leadership to ensure the county is measuring what matters, gather updates or changes to existing measures, and talk about what’s working and what’s not working. 

 


What are the meeting logistics?



  • Meetings must be set up in a room with computer/internet access
  • Department arrives 15 minutes early to login to the computer
  • Open Strategic Plan & Department Performance webpage
  • Open Department Performance Page, located under the Division drop down menu on the Strategic Plan & Department Performance webpage

  • Deputy County Manager (DCM) or County Manager, depending on the Division
  • Department Director
  • Subject Matter Experts (SMEs), person responsible for tracking/reporting the objective or performance measure data
  • Business Improvement & Performance Office (BIPO)
  • See Roles & Responsibilities Matrix 

Meeting Kickoff

  • Overview of Strategic Plan
  • Review terminology for performance measures and objectives
  • Review department performance page

Performance Review

  • Status update for each performance measure and objective
  • SME presents the performance measure or objective they manage
  • BIPO guides SMEs throughout the meeting to capture updates and additional information


What are performance priorities?

By focusing on “what’s working?” and “what’s not working?”, subject matter experts (SMEs) have an opportunity to discuss accomplishments, obstacles, and updates for performance measures and objectives. Departments review the actual results in comparison to the fiscal year target for objectives and performance measures. Meetings are used to ensure meaningful measurement by focusing on “why is the measure important?” and how departments are trending toward achieving the business strategies: 

 

To guide departments through the performance review meeting, the Business Improvement and Performance Office (BIPO) walks departments through a series of questions to understand what’s working and what’s not working. Departments have the opportunity to discuss the successes and obstacles they face with each measure.  

 

What's Working?

How do you know if your measure is On Target or Improving? The actuals or results that are meeting, exceeding, or moving towards the fiscal year target 

 

Things to remember...

In the spirit of continuous improvement, measures that are exceeding the target may need to increase the goal

 

                     

  • Why this measure has been such a success?
  • Have you implemented new processes or made changes to help meet your target?
  • Are there any adjustments needed to the target? How did you establish your target?

 

What’s Not Working?

How do you know if your measure Needs Focus? The actuals or results are below or moving away from the target

 

Things to remember...

Measures/Targets cannot be changed because you are not meeting your set Target

Target stay the same for the current year, explain the variance in the “Additional Info”

Always provide an explanation for any changes

                               

  • What issues are you experiencing with achieving this measure?
  • Are there any obstacles? Is there anything that is keeping you from meeting this target? If so, what assistance is needed and from who?
  • What are your plans to improve this measure?
  • Do you need to review the current process?
  • Are there areas you can streamline?
  • Is your measure dependent on other departments?
  • Do you need to attend or provide training?
  • Do you need to make any updates?
  • Do you need to change you target for next fiscal year?
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