HomeMy WebLinkAboutMINUTES - 11191996 - C144 To: BOARD OF SUPERVISORS 0-144 b Contra
FROM: PHIL BATCHELOR, COUNTY ADMINISTRATORQ. s Costa
Wog County
DATE: November 14, 1996
SUBJECT: FORMAT FOR DEPARTMENTAL PERFORMANCE REPORTS
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
ACCEPT the following report from the County Administrator on the format for
departmental performance reports for calendar year 1997.
BACKGROUND:
The Board of Supervisors recently asked that we attempt to standardize the format
for departmental performance reports for calendar year 1997. Attached is the format
we are asking all departments.to use for calendar year 1997. We are adding to the
instructions for 1997 a request that all reports be as simple and straightforward as
possible. There are to be no photos or other visual aids unless they occur as a
natural part of displaying the information.
It is necessary to allow the departments a little flexibility since it is difficult to impose
exactly the same format on a department with 2,000 employees and a department
with 5 employees.
CONTINUED ON ATTACHMENT: YES SIGNATURE: . /� `/ '
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD R1 ernb f +�99a APPROVED AS RECOMMENDED Ve OTHER
OF SUPERVISORS
71 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 SUPERVISORS ON THE DATE SHOWN.
ATTESTED Nov 1919%
Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF
Cc: SUPERVISORS AND COUNTY ADMINISTRATOR
County Administrator
BY DEPUTY
1997 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
Type size: 14 pt.
Font: I Arial, if available
If you need assistance with formatting, my office may be able to help.
Please call Harriet Saunders at 335-1052.
�10 eel
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1997 DEPARTMENT PERFORMANCE REPORT
CONTENT OUTLINE
Section I - Department Overview
A. Department Responsibilities
✓ Describe the responsibilities of your department. If you have a
mission statement of departmental goals, include them.
B. Organizational Structure
✓ List program or functional divisions
✓ Attach an organizational chart(s) for the department and
divisions (if appropriate)
✓ Describe any partnerships with community-based organizations
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, net county cost.
✓ Identify financing by type and condition or 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 wo-kforce 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./yam
C. Customer Relationships
✓ Describe the relationship between your department and your
customers (for example, based on income criteria; fee service,
regulatory, advisory, etc.).
V. 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 over time 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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�. 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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