FBC/FWEA Workshop

November 6, 2015

Who is the FBC?

• Voluntary association of Florida governments - in FY13/14

- Counties - Cities - Others (authorities)

• We develop, collect and report common service area performance measurement data

FBC Local Government Members

FBC 19 Service Areas• Animal Services (AS)• Building Development & Review (BD)• Civic Engagement (CV)• Code Enforcement (CE) • Environmental Management

(EM)• Fire/Rescue (FR)• Fleet Management (FM)• Human Resources (HR)• Information Technology (IT)• Risk Management (RM)

• Parks and Recreation (PR)• Police Services (PO)• Purchasing (PU)• Road Repair (RR)• Stormwater & Drainage

Maintenance (SD)• Solid Waste (Collection)

(SC)• Solid Waste (Disposal) (SW)• Traffic Engineering (TE)• Water/Wastewater (WW)• General Measures (GE)

Charting Success . . . is Compliance Enough?

Common Mistakes Made During Data Collection

© The Florida Benchmarking Consortium

What is New in the FBC Annual Report

Better cleansed data

Increased participation in the WW service area

Sharing of comments by individual jurisdictions

What Went Well?

Measure definitions continue to be improved, leading to better consistency and data

Continue to improve the process More jurisdictions with 3yrs of data Other

The Importance of Ensuring Accurate & Appropriate Data Collection

Accurate data collection is essential to maintaining integrity

Consequences from Improperly Collected Data

Inability to answer stake holder questions accurately

Inability to support and validate findings

Distorted findings result in wasted resources (both internal/external)

Mislead other jurisdictions (peers)

Compromise decisions on actions, policies, etc.

What Goes Wrong? Verify data entry

Failure to read the whole definition and explanation

Incomplete or inaccurate records

Poor internal documentation

Erroneous or misinterpretation of data collected

Conflicting data

No check and balance for data submitted (Primary Coordinators review of service area before submittal)

What Goes Wrong? Look for out of range data and correct before submittal

Note reason/cause for any out of range data

Note reason/cause for significant changes in data

Prompt response to data corrections

The value of the data is only as good as the data entered

Improve standardization of definitions e.g. FTE’s

Standard consistent set of Performance Indicators (PI)

Increase training opportunities

Common Mistakes When Benchmarking

• Benchmarks are a tool that is most effective when used by those who not only know how to use them, but also recognizes and understands their limitations• A simple comparison is not as definitive as a

program evaluation or performance audit.• Benchmarking is best for a general assessment of a

broad range of functions• Allows you to put your performance in perspective

Looking at Reactive vs. Proactive Management

• Don’t overly focus on outputs (number of manhole repairs, response time, etc.)

• Look at efficiency and effectiveness measures in order to improve performance and prevent undesirable results

Telling Your Story with Data

Accountability & Transparency Can you demonstrate to citizens and elected officials that your

department, agency, program provides: efficient, effective and quality services?

Can you tell your story?

How do your departments and services compare overall to other local governments?

Do you have departments or services that are exemplary?

Analyzing Your Performance Data

The FBC does not analyze performance data or make comparisons between jurisdiction’s

Data analysis is the responsibility of individual jurisdictions

Approaches to data analysis:- Comparing your performance with yourself over

time- Comparing your performance (benchmarking)

against other jurisdictions

Charting Success . . . is Compliance

Enough?

Getting the data rightand putting it to use…

© The Florida Benchmarking Consortium

Why collect data

How can you use this data?

- reporting to your superiors, elected officials and public

- increase transparency, reduce scrutiny

- demonstrate cost efficiency?

How you uncover your agency’s strengths and weaknesses!

- make educated data-driven decisions in strategic planning

- improve performance 

Data Quality Counts

Comments are important

Select the right comparison

Try to find similar size Note urban or rural

Fewer plants or many moreNote treatment processesThis is why FBC beats National

data

Select key performance indicators

What is important to you and your Board? Cost per million gallons treated? Operations and maintenance costs per

account? Number of water pipe leaks per 100 miles? Number of sewer pipe failures per 100 miles? Customer service costs per active account?

Decide what your key performance indicators are and begin to strategize.

Using KPIs to develop a strategic plan

Talk to your comparison group are they really the right fit? are they closest?

If not same number of customers, same number of plants per number of customers

Coastal or inland? Salt water issues?

Using KPIs to develop a strategic plan

Begin looking at how you function. Who does it cheaper and how? Treatment processes Bio-solids handling Bulk chlorine Energy audits Competitive bid processes Paperwork handling – work orders Automation opportunities?

Using KPIs to develop a strategic plan

Involve your staff for grass roots improvement Identify the processes and the associated costs They are the pros, they know best Look for savings opportunities

Its tough to drive this from the top

Better to have full force advocating.

Using KPIs to develop a strategic plan

Develop a strategic plan, get Board buy in! Don’t be afraid to show the Board your

weaknesses Develop corrective actions Identify the costs and the projected savings

Share the plan with everyone

Implement change

Select comparison examples

Marion CountyUtilities

2011

Marion CountyUtilities

2010

Marion County Utilities

2009

Florida Benchmarking Consortium

Average

Seminole CountyUtilities

City ofTallahassee

$2,844.65 $2,904.36 $3,561.35

$2038.61(Counties)

$2,346.19(Cities)

DNR $1,561.49

Set Goals & Objectives Example

• Continue to regionalize

• SCADA Implementation• Greater control of plants – reduced

electricity• Less manpower

• Upgrade / modernize facilities for efficiency

• Reduced from 11 WWTPs to 6 – going to 5

Demonstrated Results

Marion CountyUtilities

2014

Marion CountyUtilities

2013

Marion County Utilities

2012

Marion CountyUtilities

2011

Marion CountyUtilities

2010

Marion County Utilities

2009

$2,539.82 $2,694.19 $2,930.72 $2,844.65 $2,904.36 $3,561.35

Live Data Comparison

Polk County Charlotte County FBC Counties (AVG)

# Water Accounts 53,558 57,114 147,291Water Sold 5,065,000,000 3,922,000,000 19,579,770,000

Water per customer (gal) 94,570.37 68,669.68 132,932.56

Total O&M Cost Water $13,650,398.00 $5,329,656.00 $34,440,389.06 Cost per Account $254.87 $93.32 $233.83

# Wastewater Accounts 36,731 34,582 111,059Wastewater Treated 2,017,130,000 2,151,350,000 19,206,692,375

Wastewater per customer (gal) 54,916.28 62,210.11 172,941.34

Total O&M Cost Wastewater $16,843,810.00 $11,128,501.00 $45,705,729.77 Cost per Account $458.57 $321.80 $411.54

Comparison Point Discussion

# of Water Accounts Amount of Water Sold Gallons per Account Total O&M Cost Water Cost water per account # Wastewater Accounts Gallons treated Gallons per customer Total O&M Cost Wastewater Cost per Account

Questions?

To Learn More About the FBC & Upcoming Events and Trainings

FBC Website: www.flbenchmark.org

Susan Boyer FBC Executive Director

Email: sboyer@flbenchmark.org

Flip Mellinger Marion County Email: flip.mellinger@marioncountyfl.org