PilotWorks Enterprise Dashboard Implementation Project Team Meeting, Thursday, February 2nd, 2006, 3:00 p.m. – 4:30 p.m. Admin Building, 2nd Floor Conference Room AB I. Executive Team Review Update Eric 10 minutes II. PilotSoftware Training Resources http://www.pilotsoftware.com/events/archives.html Seminar: ”Getting Down to the Critical: Designing Key Outcome Indicators for the Public Sector” Judy 15 minutes III. Introduction of Process Definition Template Example Provided: Customer Service Index Eric 30 minutes IV. What are the Next Steps a. Finalize Executive Team Feedback b. Start working with Template – Formulate Ideas on Process Definition c. PilotWorks / GovMax KPI Coordinator Training Eric 10 minutes V. Logistics for PilotWorks / GovMax KPI Coordinator Training a. Members of the Training Team b. Establish Dates to Meet to Finalize Training Curriculum Eric 15 minutes VI. Next Meeting to Schedule a. Change the Time & Location? Team 10 minutes PilotWorks Enterprise Dashboard Implementation Project Team Meeting, Thursday, January 19th, 2005, 3:00 p.m. – 4:30 p.m. BOB Building, Falcon Conference Room NOTES I. Demonstration of PilotWorks – Customer Service Index; Eric This is an overview; will get detailed instructions and definitions during training. Measure types – outcome, lagging (after the fact), leading; output Target types – attainment (increase over time); reduction (go down over time); absolute (hit absolute # of times) Very beneficial if you can record where the data can be found and how it can be collected. Especially if you leave the county and another person follows you. ACTION ITEM: Coordinators should be thinking about how to measure and how to collect information, especially if you have software that collects information. EIT should be able to provide a data process for information to go from software (e.g. recware) to data bucket. STRONGLY SUGGEST you use the excel template and map out what you want to do BEFORE you try to enter data. ACTION ITEM: Template will be distributed before next meeting. Currently historical data can be entered back to 2004. At end of this fiscal, data will be copied and entered into FY 2007 so that it does not need to be re-entered. ACTION ITEM: See if technical team can add additional years back. Sub-measures to not need to be measured at the same weight. How an item is weighted determines its impact. Zero option default – if you have no data yet. It tells the computer to ignore rather than factoring in a “0.” Suggest putting in DO NOT POST ZERO VALUES on dashboard. When considering how to slice: Multiply factors (times) process activity (times) customers To = number of data point needed. ACTION ITEM: Laura Hanson will be sending examples on how to set up; How to weight, and on sub-measures. GovMax is updated at noon and at the end of each day. Can be updated more frequently if we decide that. ACTION ITEM: Can GovMax comments transfer to PilotWorks? PilotWorks to GovMax? II. Review of new KPI descriptions – Feedback from the Team; KPI Coordinators As we start to frame all measures, will take time to review for coordination and to answer such questions as – which index should contain the Citizen Opinion Survey. ACTION ITEM: Eric will contact Chip to see if he will handle human services. Suggestion that Park Accessibility Index become Recreation index. Promote Positive Social Environment: Review to see: if all measures need to be on enterprise level. Can it be used to make a valid business decision If over 6 measures, difficult to get a clear view. Look at moving some of these measures down Discussion of where personnel categories can be recruited – e.g. park attendant – locally; engineer – national. Jobs created in value added businesses – suggested for elimination. Data is confidential and we can not say how collected. Increase supply of affordable housing - % of family cost burdened. Is data’s time delay too long to be effective? Is there another measure to take its place. Want everyone to review all KPI’s. III. Executive Team Review Timetable; Lora Executive Team had Dr. Pickering in to visit. Did not have the opportunity in the agenda to review the KPI’s. Decision was made to postpone next meeting to February 2nd IV. What are the Next Steps a. Executive Team Feedback b. Review Templates to help develop Process Definition c. Each KPI Coordinator starts developing the Process Definition of their Measure V. Comments / Concerns d. Next meeting – February 2nd.
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