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PittMAPS - Managing for Results (MFR)  

PittMAPS | Managing for Results | Current MFR's | MFR Archive | Contact PittMAPS

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Pittsburgh’s Management
and Performance System (PittMAPS) Triggers How
City Departments Are
Developing Operational Performance Targets

 

PittMAPS Background

Pittsburgh's Management & Performance System (PittMAPS) is all about accountability and increasing efficiencies in government, and doing more with less. The Mayor sets his Initiatives and Baseline Goals in meetings with his staff and the leaders of departments. The Ravenstahl administration began using smart practices in August 2007 to measure performance, demand accountability, and improve City services within a strategic vision.

Seventeen City departments submit monthly performance control values to PittMAPS as indicators consistent with their day-to-day operations. Thirty sub-sector managers in Building Inspection, Public Works, and Animal Control also receive feedback every week from PittMAPS related to Requests for Service from citizens. For example, Public Works might report "the number of graffiti abatements on public and private property" while Building Inspection reports "the number of field inspections for code enforcement". Some departments have ten performance control indicators, some have 75. And although 27 Graffiti removal requests were resolved within the 5-day time standard, 3 remain outstanding.

Developing Operational Performance Targets

PittMAPS and department leaders selected a few Key Performance
Indicators (KPI’s) that can be used to impact achieving the Mayor’s Initiatives and Baseline Goals. Each of these KPI’s will have a specific target goal value determined and be mapped/aligned back to the Mayor’s Initiatives.

Returning to the above two examples:

  • Public Works might support the Mayoral Initiative & Baseline Goal “Safe and Clean Neighborhoods – Reduce the environment for crime” by determining a target value it can control.
    • “Increasing the number of graffiti abatements on public and private property by 200% to 140 per month”.
  • Building Inspection might support the Mayoral Initiative & Baseline Goal “Safe and Clean Neighborhoods – Strengthen neighborhoods” by determining a target value it can control.
    • “The number of code enforcement field inspections will increase by 5% to achieve 28,500.”

Performance targets are an ongoing work-in-process to assess progress in accomplishing the Mayor's goals and a temporary "snapshot" of continuously managing accountability. PittMAPS staff meets periodically with City departments and City Council members to obtain input regarding operational performance targets for Key Performance Indicator (KPI) reporting, and to map/align each KPI with one of the following initiatives and goals.

Mayoral Initiatives and Baseline Goals:

  • Safe and Clean Neighborhoods
    • Increase civic involvement and transparency
    • Reduce the environment for crime
    • Strengthen neighborhoods
  • Economic Engine Development
    • Nurture health care and education business sectors
    • Connect people to jobs and jobs to people
    • Enhance children's educational opportunities
    • Promote diverse workforce and suppliers
    • Continue the development along the rivers
  • Financially Sound
    • Solve legacy costs crises
    • Determine actual costs of delivering services in a competitive manner
  • Governing Efficiently and Operating "Green"
    • Enhance government services by measuring performance
    • Deploy and utilize the best technology
    • Collaborate with other local governments and agencies
    • Accelerate "greening" the City

PittMAPS is not a short-term fix for anything! Determining how KPI's and Operational Performance Targets meaningfully link to the Mayor's Strategic Initiatives is not a trivial process. It is an ongoing process to use facts and data so leaders will know sooner where to do what. PittMAPS is a multi-year initiative focusing on entering information once, by both internal City employees and external customers, so that data goes everywhere. PittMAPS will be finding key performance indicators that measure those goals so the leaders of departments can quickly:

  • Report
    • Can we see underlying operational costs and results to understand why?
  • Manage & Control
    • How well aligned are departmental resources and day-to-day operations with the Mayor's performance initiatives?
  • Improve
    • How efficient and productive? Can we optimize?
      Where? Why?

Managing for Results Reports (MFR's)

Managing for Results (MFR) reports to communicate information about month-to-month operating results and performance in a consistent manner have been published since late 2007. The MFR reports provide either raw data reported to PittMAPS, or some selective comparisons of that monthly information.

Each MFR should provide insight into goals, performance indicators, and the rationale for measurements. However, if Pittsburghers do not call 311, or 911 (which can be done without giving your name), then the management decisions being made might be missing valid information from your neighborhood. Accountability goes both ways – from the Mayor out to the customers of Pittsburgh, and from the customers in to the Mayor.

Relationship Between Operational Targets and Budget Planning

This process of connecting Mayoral Initiatives and goals with departmental targets is, at present, without a clear “link” to money and the annual budgeting process. There is not any expectation or capability within the existing PeopleSoft accounting system of a 1:1 relationship between a budget line item and an operational performance target. Tying performance targets to budget line items is the eventual goal within a few years. The figure below outlines two different views to understanding how $914,500 might be spent for Permit Processing. Aligning operational targets with an activity based accounting (right column) philosophy is straightforward; however with a chart-of-accounts (left column) approach it is more obtuse.

Future Opportunity Figure

Current MFR's - 2010 Q2

The following PittMAPS Managing for Results reports are available in PDF format (download viewer). PDF File

311 Zone Neighborhoods ( List )


Contact PittMAPS

If you have any suggestions to make any of these reports easier to read and understand, please contact the PittMAPS Manager directly at chuck.half@city.pittsburgh.pa.us or 412.255.0819.

 

 

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