HomeMy WebLinkAboutMINUTES - 01091996 - C72 . . 12-
,TO: BOARD OF SUPERVISORS 1.0.-4 Contra
FROM: INTERNAL OPERATIONS COMMITTE % �� Costa
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DATE: December 18' 1995 y
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SUBJECT: 'FORMAT AND CONTENT FOR DEPARTMENTAL REPORTS TO THE
BOARD OF SUPERVISORS.
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. APPROVE the attached format and content for departmental reports to the
Board of Supervisors in 1996.
2. DIRECT the County Administrator to advise all County Department Heads of
this format and content and request that they prepare their reports to the
Board of Supervisors following this format and content.
3. DIRECT the County Administrator to work with all County Department Heads
to insure that the attached format and content are followed to the maximum
extent possible, given the wide variations in the size and complexity of
different departments.
4. DIRECT the County Administrator to schedule presentations by department
heads before the Board of Supervisors in such a manner that all departments
have made a presentation by the end of 1996.
5. REMOVE this item as a referral to the 1995 Internal Operations Committee.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
11;412v / A4
SIGNATURE(S): MARK DeSAULNIER JIM ROGERS
ACTION OF BOARD ON January 9, 1996 APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVIS S ON THE DATE SHOWN. p G
ATTESTED I 1
Contact: PHI TCHELOR, L RK OF THE BOARD OF
cc: County Administrator UPERVISO SAND COUNTY ADMINISTRATOR
All County Department Heads(Via CAO)
Senior Deputy County Administrators(Via CAO)
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BY DEPUTY
I.O.4
BACKGROUND:
On September 12, 1995, the Board of Supervisors adopted a report from our Committee
which included the following recommendations, among others:
6. REQUEST the County Administrator to outline a more detailed outline and
format for Departmental evaluation reports for the 1995-96 fiscal year so that
there is a high degree of consistency in terms of the format departments use
for the preparation of their reports and that the same elements are covered in
each departmental report.
7. DETERMINE whether departmental evaluation reports should be made:
be to the 1996 Internal Operations Committee as was done during the
1994-95 fiscal year,as is preferred by Supervisor DeSaulnier,or
✓ to the full Board of Supervisors, perhaps using a portion of each >
month's evening Board of Supervisors'meeting so the entire Board of
Supervisors has an opportunity to discuss each department's
activities, accomplishments and future directions, as is preferred by
Supervisor Rogers.
The Board of Supervisors determined that the departmental reports should be made to the
Board of Supervisors.
Our Committee met with the County Administrator on December 18, 1995 and reviewed
a prior version of the attached outline for departmental reports to the Board of Supervisors.
We made two changes in the content, adding under III C, Customer Relationships, any
indication the Department Head has of the relative satisfaction of his or her customers with
the services that have been received. This can be in the form of a formal survey of
customer satisfaction, as some departments do now or it can include such measures as
changes in the number of complaint calls that are received or other similar measures that
demonstrate the extent to which a Department's customers are satisfied with the services
that are received.
We also made one addition under IV A, Performance Indicators, to include any available
measures of the number of clients that are served and the cost in terms of the number of
dollars spent per client served. While we recognize that it is not entirely comparable to
compare the cost of providing various kinds of services to clients, and while we recognize
that there are appropriately different levels of service provided to different clients, we are
seeking information on what various kinds of services cost. This can then lead to the next
step which is to begin to compare the relative success of the outcomes depending on the
cost of the service being provided so that we are eventually able to measure the relative
cost/benefit of providing one type of service versus another type of service.
With these two additions, we believe that the format and content outline is appropriate and
urge each Department Head to closely follow this outline.
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CONTRA COSTA COUNTY
OFFICE OF THE COUNTY ADMINISTRATOR
651 Pine Street, 11th Floor
Martinez, California 94553
Telephone: 6464086
DATE: January 10, 1996
TO: Department Heads
FROM: Phil Batchelor
County Administrator
SUBJECT: 1996 Annual Department Performance Reports
The Board of Supervisors has requested that each department head present his/her 1996
annual department performance report to the Board, rather than the 10 Committee. The
presentation schedule will be sent at a later date.
In addition, the Board has requested greater uniformity in the format and content of the
reports. To assist you, attached please find an outline for the format and the content of
your presentation. All departments must follow these outlines.
The performance reports are an excellent opportunity to communicate with the Board on
the nature of your programs, department issues and performance. When preparing your
report, please keep in mind that the Board basically wants to know if your programs are
cost-effective, efficient and worth doing.
If you have any questions on the content or format, please contact Sara Hoffman at 6-
1390.
Thank you for your cooperation.
cc: Board of Supervisors
1996 DEPARTMENT PERFORMANCE REPORT
FORMAT OUTLINE
All reports should have:
• Cover Page
• Table of Contents (if over 5 pages in length)
• Section Headings
• Sub-section Headings
Visual interest is important! Where possible, use graphs, charts, icons,
pictures, color
Type size: 14 pt.
Font: Arial, if available
If you need assistance with formatting, my office may be able to help.
Please call Harriet Saunders at 6-1352.
1996 DEPARTMENT PERFORMANCE REPORT
`CONTENT OUTLINE
Section 1 - Department Overview
A. Department Responsibilities
✓ Describe the responsibilities of your department. If you have a
mission statement or departmental goals, include them.
B. Organizational Structure
✓ List program or functional divisions
✓ Attach org chart(s) for the department and divisions (if
appropriate).
✓ Describe any partnerships with CBOs or other departments that
increase service delivery efficiency or effectiveness.
Section II - Resources
A. Financial Resources
✓ List your budget, overall and by division or function (if appropriate).
Include total budget, financing, NCC.
✓ Identify financing by type and condition of funding (categorical state
or federal revenues, grants, interdepartmental transfers, etc.).
B. Personnel Resources
✓ Identify the number of permanent, authorized staff, total and by
division or functional area.
✓ Identify any trends in staffing (such as, an overall reduction in the
past 5 years or changes in type of staff).
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C. Affirmative Action
✓ Compare your affirmative action representation to the workforce as
a whole.
✓ If appropriate, note any changes/trends.
D. Sick Leave
✓ List sick leave usage, for the department overall and by division (if
appropriate).
✓ Note any improvements over past years.
E. Staff Development
✓ Discuss your policy regarding yearly performance evaluations.
✓ Discuss how you support professional development of your staff,
such as classes, professional association membership, ad hoc
task forces on department issues, etc.
F. Automation
✓ Describe the role of automation in your department.
✓ Discuss any major system changes recently completed or planned.
Section III - Customer Services
A. Service Delivery System
✓ Describe your service delivery system. What services do you
provide? What discretion do you have over the number and type
of services? Are you constrained by process or other requirements
imposed by the state or federal government?
B. Customer Profile
✓ Describe the types of customers you serve and the customer need
for your services.
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C. Customer Relationships
✓ Describe the relationship between your department and your
customers (for example, based on income criteria; fee service,
regulatory, advisory, etc.).
✓ Describe how your customers access your services.
✓ As appropriate, discuss steps you have taken to make your
services more accessible/responsive to your customers (for
example, linking faxes in the library and the automated warrant
system in justice).
✓ Describe any efforts the Department has made to measure the
satisfaction of its-customers with the services that are provided.
Include copies of any measurement devices, survey results, etc.
that reflect the relative satisfaction of customers with the services
that are provided by the Department. Describe any new initiatives
in this area that will be undertaken in 1996.
Section IV - Annual Performance
A. Performance Indicators
✓ List indicators and outcomes by division or functional area, if
possible.
✓ Where possible, note improvements overtime or comparisons with
similar agencies/professional benchmarks to help put your
department's performance into better perspective.
✓ Discuss any barriers to achieving your indicators/outcomes.
✓ Identify the number of clients who are provided various types of
services and the cost of providing each type of services to a client,
with the understanding that more expensive services are frequently
justified by the nature of the situation. Include any criteria which
describe how a decision is made to provide one type of service
versus another, particularly when it may appear on the surface that
a less expensive type of service may be just as effective.
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B. Accomplishments
✓ Some departments may wish to list annual accomplishments in
addition to performance indicators. If so, please categorize them
by division or functional area, if possible.
Section V - Challenges and New Directions
A. Challenges
✓ Overview current challenges facing your department, such as
changing needs of your customers, availability of resources and
regulatory barriers.
✓ Discuss steps you have taken/are taking/will be taking in light of
these challenges.
B. New Directions
✓ Discuss future challenges likely to be faced by your department
due to internal or external factors.
✓ Discuss your approach, philosophy, action plan or thoughts
regarding these challenges.
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