CPRS Super Cal Conference

1. City of Concord, California CPRS Super Cal Conference Performance Based Budgeting Linking Program Evaluation with Outcomes Mark DevenDirector of Parks & Recreation

2. About Concord... • 121,000 population • 30 miles east of San Francisco • $69 million annual budget • 500 full-time employees • 30 Square miles

3. Budget Development • Budgets are finite • Resources limited • Major component of responsibilities

4. Differences • Line Item Budget • Tells you how much you have spent • Performance Based Budget • Focuses on outcomes • What did you achieve with the resources used? • What about the quality of the results?

5. Concord’s story...then • Budget crisis • Layoffs • Political turmoil

6. Concord’s story...then • Multiple City Managers - 7 years • Multiple Police Chiefs - 8 years • Negative media coverage

7. Concord’s story…then National Enquirer’s “Ugliest Public Art”

8. Organizational shift from... • Traditional • Reactive • Line item government

9. Organization shift to... • Innovative • Proactive • Outcome-based • Places high priority on customer

10. PBB • Responsive • Accountable • Cornerstone to cultural change

11. Teen Center story • Opened in late ’90 • Very popular the first year • Popularity waned by third year • PBB demonstrated program was not working

12. Teen Center story • Money reallocated to on-site after school programs • Participation has tripled • No new resources required

13. Significance/Impact on PBB • Budgeting - no longer number crunching • Choice - now its a valuable tool • Guides decision making • Justifies your budget • Informs public of the return on investment

14. PBB—How it was developed • Developed in-house by an interdepartmental task force • One year to develop • One year to test pilot • Implemented Citywide in 1997 • Technology played an important role

15. PBB–How it was implemented • Anchored in outcomes or results • Asks these questions: 1) What is the basic purpose of each program? 2) What is it intended to accomplish? 3) How well are we doing what we said we would do?

16. PBB–How it was implemented • System has four basic components to complete for program: 1) The Goal Statement - program’s basic purpose 2) The Objective - the measurable outcome that supports the program goal statement

17. PBB–How it was implemented 3) The Performance Indicator (effectiveness) usually expressed as a percentage and measures the achievement of the objective 4) The Task (efficiency) - description of the activity and associated costs

18. Framework for developing a PBB program • Work from the top down • Shift thinking from what you do to what it is intended to accomplish

19. Outcome Statements • Goal or basic purpose “To maintain and operate parks and recreation facilities in a cost effective manner by providing space for community rentals and recreation programs in a safe, clean and aesthetically pleasing environment (community center and aquatics).” Example 1

20. Outcome Statements • Goal or basic purpose “To improve the wellness of youth and families by collaboratively delivering services, programs, events and activities (youth and social programs).” Example 2

21. Measurable Objectives • Support the goal • Ability to measure “To maintain and operate parks and recreation facilities in a cost effective manner by providing safe, clean and aesthetically pleasing environmentso that80% of the customers rate the facilities and programs as good or excellent.” Example 1

22. Measurable Objectives • Support the goal • Ability to measure “To improve the wellness of youth and families by providing activities for middle school youth so that 50% of students improve the completion of their homework assignments from the beginning of the school year to the end.” Example 2

23. Performance Indicators • Measures the effectiveness of the efforts “Percent of customers who rate the facilities and programs as good or excellent.” “Percent of students whose homework completion is improved.” Example 1 Example 2

24. Tasks • Tasks describe the activity and associated costs “Schedule and facilitate use of community center.” • Unit of work is how many personnel hours are required to schedule and facilitate use • Provides information on all costs associated with scheduling the centers Example 1

25. Tasks • Tasks describe the activity and associated costs “Provide structured recreation activities for teens at four middle schools.” • Unit of work is the number of participant hours • Provides information on how much it costs to achieve the participant hours Example 2

29. PBB—What’s wrong with this picture? Task 1A01 Maintain soccer fields Unit of Work: soccer field

30. Summary • (Outcome) Performance Based Budgeting • Set goals for the organization • Employees are accountable and involved

31. Summary • Tells us if we are achieving the goals • Builds confidence that government services are worthwhile and resources are efficiently used • Objective basis for decision-making

32. Citywide results • Operational for 5 years • Continuous review • City Council has more confidence in management staff • Significant cost efficiencies have been realized in many program areas

33. Citywide results • Employees are engaged in problem solving and improvement efforts • Citizen satisfaction at an all time high

34. Customer Survey Results • 96% Citywide Customer Satisfaction

35. Q & A