2014 Spring Conference

Winter Park, Florida

Benchmarking in the “New Normal”

Agenda• Introduction of Panel Members

• Session Objective

Benchmarking in the “New Normal”

Presenting Jurisdictions’ Information• City of Winter Park (Small)• Seminole County (Medium)• Miami-Dade County (Large)

• Panel Member Presentations & Discussion

• Audience Participation: Q&A, Experiences & Comments

Panel MembersWinona Stone – Collier County – Facilitator

Peter Moore – City of Winter Park

Lora Lei Hanson – Seminole County

Ray Scher – Miami-Dade County

BENCHMARKING MANDATES?

There is NO explicit statute or regulation demanding benchmarking, but there is an explicit OBLIGATION for local governments to assess reasonableness of fees and costs for services………..

BENCHMARKING is a logical, objective, cost effective and efficient means to conduct an assessment of reasonableness.

BENCHMARKINGLOTS OF DEFINITIONS, BUT A SIMPLE CONCEPT---

Benchmarking is about being humble enough to admit that someone else is better at something and being wise enough to try and learn how to match and even surpass them at it!

“…Consists of:

Fewer resources Smaller workforces New ways of delivering services.”*

*The “New Normal” for Local Government, Dr. Lawrence L. Martin, et al

Benchmarking in the “New Normal”Session Objective

Today we will hear from small, medium and large local Florida governments about the tools utilized by theirjurisdictions in adjusting to and thriving in the “NEW NORMAL!”

Benchmarking has legitimately earned its new role as the “NEW NORMAL!”

Benchmarking Tools – Processes– Measures– Methods– Best Practices– Software

Benchmarking MethodsMatrix Technology

Comparison TablesGraphs (pie chart, bar chart, histogram, etc.)SWOTPrice/Performance RatioPotential AnalysisLife Cycle AnalysisMarket GrowthTechnology/Resource StrengthCustomer SatisfactionRevenue ShareEtcetera

“New Normal”It’s not so new anymore!

Councils/Boards have to make Hard Decisions Flip/Flopping Political and Management Priorities Postponed Infrastructure Maintenance Public’s Demand for Quality ServicesConstantly Emerging TechnologyWhy don’t you Outsource?Loss of Historical KnowledgeChanging Social Media Unfunded MandatesAging WorkforceFrozen Salaries No New Taxes NIMBY

Raising the Bar & the “New Normal”Dick Fosbury – “World’s laziest high jumper” 1968 Olympic Gold Medalist

• 1972 28 of 40 competitors had

adopted the technique

• 198013 of 16 finalists were floppers

• Now Everyone Flops

Jurisdictions’ Comparative Demographics

City of Winter Park

Seminole County

Miami-Dade County

Population (2013) 30,626 427,423 2,613,093 Age 0-19 6,589 (22%) 105,015 (25%) 626,834 (24%) Age 20-59 15,970 (52%) 241,612 (56%) 1,468,790 (56%) Age 60-85+ 8,067 (26%) 80,796 (19%) 517,469 (20%) Households (2013) 13,495 166,794 907,002 Per Capita Income (2013) 46,032 30,072 22,293 Land Size 9 sq miles 309 sq miles 1,921 sq miles Total Budget (2014) $141 Million $718 Million $6.35 Billion Number of Employees 544 1,321 >25,000 FBC Service Areas Reported (FY 12 Data)

14 12 17 (All)

Introduce Peter

•Questions

•Your Experiences Coping with the “New Normal”

•General Comments

Panel Members Contact Info Peter Moore, Budget & Performance Measurement

Manager --- 407.691.6717 Pmoore@cityofwinterpark.org

Lora Lei Hanson, Project Manager, Office of Organizational Development --- 407.665.1136 lhanson@seminolecountyfl.gov

Ray Scher, Office of Management & Budget Assistant Director --- 305.375.5143 SCHER@miamidade.gov

The following slides are if we have time at the end

Key Take-a-Ways#1 – Get the Definitions Right

Getting your definitions right is the cornerstone of successful benchmarking, Accuracy not precision, Involve the experts

#2 – Decide Where to Focus Where can you realize most value, what are your burning platforms?

#3 – Get Buy-In Involve your operational people, Don’t use benchmarking as a weapon,

Understand the human reaction, Deliver the right message

#4 – Go Beyond the Numbers Show people the art of the possible, “show & tell” the story

#5 – Celebrate Success Yell, Shout, Make sure somebody hears!!!

17

Comparative analysis is often a beginning or means to an end, and not the end (result) itself

When selecting benchmarking partners, consider factors/differences but best to be open minded: Large vs. Small Government, City vs. County, Public vs. Private Sector, etc.

There are always doubters/naysayers that will not support comparative analysis

Comparative Analysis (Benchmarking) is an important and useful tool in the “New Normal”