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(Instructional Version)
Part I
Overview
Performance Budgeting
Performance Budgeting
Based on the assumption that presenting performance information alongside budget amounts will improve budget decision-making by focusing funding choices on program results
Performance based budgeting cannot begin until a system of performance measurement has been instituted A functional performance based budgeting system cannot be expected to produce the long-term desired results in the first year of its inception Must build a Performance Based Management System
Management Tool
Performance budgets focus on missions, goals, and objectives to explain why money is being spent and provide a way to allocate resources to achieve specific results
PBB is intended to be a management tool for program improvement, not a carrot and stick methodology used to punish departments for not meeting goals
Most Federal grants now require outcome evaluations (performance measurement) in their applications Bond sales require indicators of financial condition which are well presented by performance data
Local government revenues are becoming insufficient making effective use of resources imperative Promotes the logical tie between planning and budgeting
Both the Government Accounting Standards Board (GASB) and the Government Finance Officers Association (GFOA) are promoting performance measurement indicating it may soon become a requirement
Provides a way to quantify to the citizens how well their local government is doing compared to previous years and other similar communities; i.e. how much bang theyre getting for their buck
CAUTION!
One of the greatest mistakes in Performance Based Budgeting is to make simplified assumptions based on unrefined results and then apply a system of rewards and punishments based on them
Such an approach frequently yields adverse program impacts
Unintended Consequences
If PBB used as a reward and punishment system, how do you ensure that reducing a budget by, say 5% for poor performance, doesnt reap a future 20% decrease in future performance?
How do you ensure youve considered all factors that may have affected the decline in performance?
Potential Flaws
Incorrect assumptions or conclusions
Police: Arrests are up; we gave you more money, whats wrong? Police: Arrests are down, we gave you more money, whats wrong? Do more arrests mean better police work, more crime, less crime, better crime prevention, or less police work?
Example
An effective Police Department deters crime, how does one measure deterred crime? Police arrests are down 5% from last year so, under Performance Based Budgeting, we should reduce the Police budget by 5% until they improve their results Such a simplistic approach fails to account for the success of crime prevention efforts and community policing, therefore, punishing good performance
Interim Solution
Until a performance measurement system can be fully implemented, an interim solution may help set the groundwork
Departments heads provide a bullet narrative with annual budget requests including:
what department accomplished last year? what is different in this years budget request? what goals has the department set for the coming year?
Part II
Performance Measurement
Performance Measurement
The regular systematic collection, analysis, and reporting of data that tracks resources used, work produced, and whether specific outcomes were achieved by an organization
Note: Measurements are only meaningful to the degree that they are a basis for strategic and operational decision-making
Performance Measurement
Performance Measurement should:
Be based on program goals and objectives that tie to a statement of program mission or purpose Measure program outcomes Provide for resource allocation comparisons over time Measure efficiency and effectiveness for continuous improvement Be verifiable, understandable, and timely
Performance Measurement
Be consistent throughout the strategic plan, budget, and accounting and reporting systems over time Be reported internally and externally (Federal grants do and GASB may soon require it) Be monitored and used in managerial decision-making processes
Performance Measurement
Be limited to a number and degree of complexity that can provide an efficient and meaningful way to assess the effectiveness and efficiency of key programs
Motivate staff at all levels to contribute toward organizational improvement
Principles
Principle I
Establish broad goals to guide government decisionmaking
Basis for the development of policies, programs, and service types and levels to be provided
Developed after an assessment of community conditions and a review of internal operations of the government
(GFOA)
Principle II
Develop approaches to achieve goals
A government should have specific policies, plans, programs, and management strategies to define how it will achieve its long-term goals It is the policies, plans, and programs that define how the government will go about accomplishing these goals
(GFOA)
Principle III
Develop a budget with approaches to achieve goals
Prepare and adopt a financial plan and budget that moves toward achievement of goals within the constraints of available resources Provides for the preparation of a financial plan, capital improvement plan, and budget options
(GFOA)
Principle IV
Evaluate performance and make adjustments
Program and financial performance should be continually evaluated, and adjustments made, to encourage progress toward achieving goals Based on this review, the government may need to make adjustments to the budget, plans, and policies if goals are to be achieved
(GFOA)
Performance Indicators
Be quantifiable and measurable Be relevant, understandable, timely, consistent, comparable, and reliable Constitute a family of measures - input - output - efficiency - service quality - outcome
Input Indicators
- resources used to produce an output - examples
Output Indicators
- quantity of units produced - typically under managerial control - examples
Efficiency Indicators
- ratio of inputs used per unit of output (or outputs per input) - examples
Cost per unit: cost per ton of refuse collected, cost per prisoner boarded, cost per transaction, etc. Productivity: hours per consumer complaint, plans reviewed per reviewer, etc.
Percentage of respondents satisfied with service Frequency of repeat repairs Average wait time
Outcome Indicators
- are qualitative consequences associated with a program/service - focus on the ultimate why of providing the service - examples include:
Reduction in fire deaths/injuries Increase in job trainees who hold a job for more than six months Decrease in low birth-weight babies
Four-Step Methodology*
Step 1: Review and evaluate existing department mission and cost center goals Step 2: Identify service areas Step 3: Define service area objectives Step 4: Identify indicators that measure progress toward objectives
Step 1
Cost Center Goal Statement
States what is to be accomplished (outcome) States what is to be provided/produced (output) States why cost center exists Identifies customers Transcends several years Begins with To and a verb
Maternal and Child Health Services To provide maternity, infant and child health care and/or case management to at-risk women, infants and children in order to achieve optimum health and well-being
Step 2
Identifying a Service Area
Identify your major activities Do not identify every activity; only major activities
- critical to success of agencys mission - consume significant portion of cost center (department) budget - politically sensitive or frequently in spotlight - significant customer service focus
Step 3
Service Area Objectives
Support cost center goal Reflect planned benefits to customers Allow measurement of progress Quantify portion of the cost center goal that will be accomplished within the fiscal year Describe quantifiable future target (optional)
Step 3
Objective Statement Template & Example
To improve/reduce/maintain (accomplishment) by (a number or percentage), (from X to Y) toward a target of (a number). Maternal and Child Health Services To improve the immunization completion rate of children served by the Health Department by 3 percentage points, from 77 percent to 80 percent, toward a target of 90 percent, which is the Healthy people year 2010 goal.
Definition
Example
Cost (direct costs plus fringe benefits) Staff hours
Output
Quantity or number of units produced. Activity-oriented, measurable and usually managerial control.
Definition
Inputs per unit of output or outputs per input
Example
Cost per appraisal Appraisal per appraiser Errors per data entry operator Response time Percentage of customers satisfied
Service Quality
Input Indicators
Resources used to produce an output Cost (budgeted or actual) Staff-year equivalents (SYE) Full-time equivalents (FTE) Direct labor hours (DLH)
Output Indicators
What was produced/provided Usually end in ed Questions to ask
What services were delivered? What volume was provided? How many units of service?
Examples
Service Area
Fire suppression Human Resources Library
Indicator
Incidents responded to Vacancies filled New materials circulated
Efficiency Indicators
Inputs used per unit of output
Cost per unit where the input is money/dollars Productivity where the input is staff hours Cost per senior lunch served Cost per client Investigations conducted per detective Hours per fire inspection
Examples:
Efficiency Indicators
Service Area
Fire Suppression
Indicator
Cost per incident
Senior-based Services
Human Resources Custodial Services
Outcome Indicators
Describe the benefit of the service to the customer Describe what was changed or accomplished as a result of the service Questions to ask:
How has the customer benefited? Why is the customer better off? What is the impact of the service?
Outcome Indicators
Service Area
Fire Suppression
Indicator
Fire deaths per 10,000 population Fire injuries per 10,000 population Percent of clients who remain in the community after one year of service or information. Average recruitment time Percentile comparisons of cost per square foot to IFMA standards
Senior-based Services
A picture of a program A way to show the relationship between what we put in (inputs), what we do (outputs) and what results occur (outcomes) Sequence of if/then relationships Core of program planning and evaluation
Logic Model
Inputs Outputs
What we invest Staff Dollars Volunteers Materials Equipment Technology Workshops Outreach Inspections Awareness Behavior Knowledge Decisions Attitudes Policies Skills Conditions Environment Social Economic Civic What we do
Outcomes
Short-Term Medium-Term Long-Term
Outcomes
Short-Term Medium-Term Long-Term
Response Protection time of lives & Fire property containment (fire deaths Prevalence injuries, of smoke detectors
Unacceptable
Increase the number of localities with comprehensive teen services from 20 to 27
Inputs
Resources:
Money Facilities Equipment Supplies Contracted services
Work processes:
Salting roads Making arrests Processing bills Performing inspections
Outputs
Performance
Measurement
Administration of customer satisfaction surveys Tracking number of jobs, error rates, average per job Cost comparison to private sector services Quarterly and annual reports summarizing services provided, ouputs ad outcome achievement
Remember
Quantify objectives Associate objectives with an outcome Word outcomes the same as objectives Provide a complete Family of Measures Avoid confusing indicators (e.g. efficiency and service quality) Reference the correct baseline to target year for objective Define service areas by program objective/customers rather than process function
Part III
Benchmarking
Definition
Formal benchmarking is the continuous, systematic process of measuring and assessing products, services and practices of recognized leaders in the field to determine the extent to which they might be adapted to achieve superior performance.
Benchmarking & Best Practices, Treasury Board of Canada
Another Definition
Benchmarking is the practice of being humble enough to admit that someone else is better at something and wise enough to try and learn how to match and even surpass them at it.
Types of Benchmarking
Internal commonly one year compared to a previous years performance External your performance compared to another similar organization Operational your recent annual or periodic performance Strategic long term performance
Internal Operational
Probably the most common measure at the local government level Measures current performance versus an established benchmark from prior performance Example: Police Dept. criminal cases closed this year versus the average over the past ten years
External Operational
Janesville
Eau Claire
Beloit 0 20 40 60 80
Fa irf a x C ou
9 8 7 6 5 4 3 2 1 0
,V J D A an os e, e C C ou A nt y A ,W u S an sti I A n, T nt on X M ia i m P h o, T i-D o en X at ix e C ,A ou Z nt y, FL
an
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Series3
Series1 Series2
Benchmarks
Internal Benchmarks Overall spending Growth in tax base Growth in income New home starts Miles within service area
External Benchmarks Private sector wages Neighboring cities Similar sized counties Statewide groupings Statewide averages
Benchmark Standards
Program dollars spent per capita Spending per $1,000 property assessment Percentage growth over time Adjustments for inflation Other specific service standards
Setting Targets
Benchmarking National standards Mandates Board direction Past Performance Internal goals Citizen demands
Part IV
Performance-based budgeting relies on: Strategic planning Operational planning Performance accountability A realistic performance measurement system
1. 2. 3. 4.
to build budgets.
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)?
PBB emphasizes program effectiveness and bases decision making (whether for continuation or enhancement of a program) on outcomes. However, the costs of achieving those outcomes must be scrutinized to ensure efficient service delivery and maximize allocation of scarce resources.
Goal Setting
A SMART goal is defined as such:
Specific Is the goal clear and to the point? Measurable Can you tell if it is accomplished? Attainable Is it a realistic goal? Relevant Is it a priority of the organization? Trackable Results are compared over time?
SMART Examples
Yes: To respond to all fire calls within the city within 7 minutes of dispatch No: To protect all property within the city to a high level of safety
Yes: To process all building permit requests within 48 hours of application No: To process all building permit requests in the shortest time possible
Rudimentary PBB
A rudimentary form of PBB to be implemented until a formal system can be produced could include the following in each departments budget request:
An explanation of the departments overall goals An explanation of what the department has accomplished in the past year An explanation of what the department intends to accomplish in the coming year An explanation as to what is different from last year in the proposed budget and why A GASB compliant budget showing past year budget expenditures
Program Structure Strategic plans, operational plans, and performance based budgets are geared to program structures Funds are appropriated to departments/programs A program is a grouping of activities directed toward the accomplishment of a clearly defined objective or set of objectives Program structure is an orderly, logical array of programs and activities that indicates the relationship between each
10.
9. We just reorganized and we dont know what were doing yet. 8. Everything is just fine as it is; weve always done it this way. 7. Were too busy getting REAL work done to bother with this. 6. We need more staff, more money, more time, more ( fill in the blank ) to do this. 5. We cant target outcomes; theyre too specific. 4. We cant measure what we do. 3. Youll misinterpret any information we give you.
Use metrics to understand and measure how a process works and the results it generates. Develop an internal performance accountability process. Integrate performance into policy and budget decision making and everyday program management.
INPUT
PROCESS
EFFICIENCY
Managers should use metrics to gauge and assess program and processes, diagnose problems, and formulate solutions.
Example
Service Quality
Service Area
Objective
Input
Output
Efficiency
Outcome
Fire Suppression
$249,000
77
$3,234
7.3 minutes
incidents responded to
Example 2
Service Area Objective Input Output Efficiency Service Quality Outcome
Street Reconstruction
5%
$1,374,500
4.7%
Engineering design costs as a percent of total project cost
75%
7%
Capital Facilities
Projects completed
Inputs
Process
Efficiency:
Outputs Inputs
(Expenditures compared to productivity; caseload per staff member.) (Cost per item produced, service provided, or client served; cost per result achieved.)
Effectiveness in meeting the expectations of customers, other stakeholders; and expectation groups.
A balanced set may include more than one of any indicator indicator type and none at all of some but must have at least one measure of outcome, efficiency, or quality
Present performance information at different levels in order to surface key data while maintaining the availability of support and explanatory material.
Key Performance Indicators Supporting Performance Indicators General Performance Information Explanatory Notes
Get consensus among data users on indicator types and levels before indicators are reported.
Most direct measure of outcome? Critical success factor? Big ticket item? Hot button item? History and who values?
MANAGING ACCURACY:
Beware of:
High balls and low balls (unrealistically high or low performance targets) Instant replays (reporting the same performance level over and over, regardless of circumstances) Greased pigs (indicators for which name, definition, or method of calculation change so often that you cant get a handle on them)
MANAGING ACCURACY:
Get the right start by developing meaningful, valid, accurate, and reliable performance indicators
Provide documentation for each performance indicator identified in the strategic plan. Strategic planning guidelines include performance indicators
During budget development, performance indicator values associated with the funding level recommended in budget discussions are proposed performance standards
During the budget process, performance indicator values become performance standards linked to the funding amounts actually appropriated in the budget Performance standards may be modified only through approved processes Performance standards are monitored and tracked
References
Performance Based Budgeting Putting The Pieces Together, Carolyn S. Lane, Deputy Director, Office of Planning and Budget, Division of Administration, State of Louisiana, September 2006
Performance Management: Using Performance Measurement for Decision Making Recommended Practice (2002 & 2007) Government Finance Officers Association (GFOA) Fairfax Countys Performance Measurement System Performance Measurement Team, Dept. of Management & Budget, Fairfax County, Virginia, June 2006 Performance Management Handbook Eau Claire County, WI, January 2007 Moving From Line Item to Performance Based Budgeting: Craig Maher, UW Oshkosh