Professional Documents
Culture Documents
Presented by: Matt H. Evans, CPA, CMA, CFM Public Sector Retreat on Malcolm Baldrige Performance Excellence
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Introduce the Balanced Scorecard to the Organization Make sure everyone understands how the scorecard works Communicate how the Balanced Scorecard fits with the Malcolm Baldrige Model of performance excellence
Table of Contents
Balanced Scorecard Basics Creating the Strategy Map Good Performance Measurements The Final Scorecard Components Case Study Exercise Some Final Points
A Major Driver is . . .
The Organizations Information Resource Planning System (IRPS): - Enterprise wide system for how we will evaluate success division read outs, data turnarounds, global partnerships, etc. - Must be integrated into all agency components (such as region and global outlet offices) - Designed around the Balanced Scorecard framework The Balanced Scorecard will be the strategic view of performance for the agency, balancing out our current tactical view of performance which is already in place.
Required to develop long-term Strategic Plans ("SP") Specify general Goals and Objectives Develop Annual Performance Plans ("APP") Specify measurable performance goals Annual Performance Report ("APR") Demonstrate actual results APP goals should show the expected progress toward meeting the long-term goals of the SP
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Where it started . . .
Introduced in 1992, by Robert Kaplan and David Norton, the Balanced Scorecard is the most commonly used framework for ensuring that agencies execute their strategies. Today, about 70% of the Fortune 1,000 companies utilize the Balanced Scorecard to help manage performance.
Balanced Scorecards are used as the roadmap for creating the Strategic Management System or our IRPS. And this will drive overall organizational performance for our entire agency!
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Strategy can be described as a series of cause and effect relationships. Provides a line of sight from strategic to operational activity working on the right things.
Stakeholders
If we succeed, how will we look to our stakeholders?
Internal Processes
To satisfy our customers, at which processes must we excel?
Agency Investments
In order to succeed, what investments in people and infrastructure must we make?
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Objectives
Measures
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Financial Management
Decreased Litigation Costs
Relationship Management
Enhanced Public Confidence Increased Investment Accountability
Environmental Health
Improved Water Quality
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Make sure your objectives have a direct relationship to your goals and your goals have a direct relationship to your mission and values.
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Table Of Contents
Balanced Scorecard Basics Creating the Strategy Map Good Performance Measurements The Final Scorecard Components Case Study Exercise Some Final Points
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Internal Process
Leadership Development
Knowledge Management
Investments
Human Capital
IT Infrastructure
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The 4 to 5 Rule
Weak
Strong
Way of pulling out both drivers and outcomes that match up against the core competencies of the business model Customer Perspective
Customer Growth Timely Delivery Retention Rate Pricing Quality Customer Satisfaction Service Reputation Outcomes Drivers
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Articulates how the organization creates value for its constituents and legitimizing authority Displays key priorities and relationships between outcomes (the "what") and performance enablers or drivers (the "how") Provides a clear view of "how I fit in" for sub-organizations, teams, and individuals "Cascading the scorecard throughout the organization, and clearly mapping the various units and functions back to the organization or agency-wide map is critical to leveraging and ensuring alignment"
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Ensure Alignment: Each sub-unit and individual link their objectives to the map.
Promote Transparency: Communicate with and educate constituents, partners, oversight bodies, and the general public.
Source: "Using Balanced Scorecard Technology to Create Strategy-Focused Public Sector Organizations", Robert S. Kaplan, 19 April 21, 2004, pg. 20
The top perspective of the Balanced Scorecard is the final end results or outcomes we want to achieve. This perspective is called: a. Internal Processes b. Stakeholder / Customer c. Learning & Growth d. Agency Investments
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GOG Scorecard
Lean Processes
Agency Scorecard
Process Efficiency
Grow Globally
Outlet Scorecard
Streamline Processes
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Stakeholder
Strategy Map
Faster Service Access Detailed statement of what is critical to successfully achieving the strategy How success in achieving the strategy will be measured and tracked The level of performance or rate of improvement needed Key action programs required to achieve objectives
Internal Process
Lean Processes
Objective Description
Eliminate waste, reworks, and other errors in our processes
Measure
Number of Reworks
Target
2 per setup per month each Outlet Office
Initiative
Lean / Six Sigma
L&G
Investments
Invest in IT
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Objective
Reduce Operational Service Costs by 50% over the next 5 years
Measurement
Cost per Outlet Office, Cost per Region, Cost per FTE
Target
5% - Year 1 10% - Year 2 15% - Year 3
Initiative
Activity Based Costing / Management
Reduce identified re- Waste Volume activities within Charts, Rework primary processes Tracking, Cycle by 80% over the Time End to End in next 3 years S-LX (5 of 7 Regions)
Waste stream Lean / Six Sigma reductions of 5% each year, Reworks cut in half for next 3 years, cycle time cut by 75% 24
The Balanced Scorecard process captures a cause and effect relationship based on having all parts linked together. Strategic goals link down to objectives, objectives link down to measurements, and measurements link to: a. Mission b. Goals c. Budgets d. Targets
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Multiple Choice Question and the answer is . . . d Measurements should be linked to targets. We want a one-to-one relationship so that measurements are actionable to the Agency.
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Table Of Contents
Balanced Scorecard Basics Creating the Strategy Map Good Performance Measurements The Final Scorecard Components Case Study Exercise Some Final Points
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Types of Measurements
Measure Type
Leading Lagging Input Output Outcome Objective / Quantitative Subjective / Qualitative
Definition
Example
Intermediate outcomes that Employee turnover rate predicts or drive bottom-line performance results Bottom-line performance Employee satisfaction rating results resulting from actions taken Amount of Investments, assets, Number of cashiers equipment, labor hours, or budget dollars used Units of a product or service Number of Value Meal orders rendered - a measure of yield fulfilled Resulting effect (benefit) of Customer satisfaction rating the use or application of an output Empirical indicators of Wait time performance Perceptions and evaluations Customer complaints of major customers and received as a % of total stakeholders customers served
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b this measurement relates to helping grow the workforce and this would most likely fit with the Learning and Growth perspective of the Balanced Scorecard.
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MEANINGFUL - related significantly and directly to organizations mission and goal VALUABLE measure the most important activities of the organization BALANCED inclusive of several types of measures (i.e. quality, efficiency) LINKED - matched to a unit responsible for achieving the measure PRACTICAL affordable price to retrieve and/or capture data COMPARABLE used to make comparisons with other data over time CREDIBLE - based on accurate and reliable data TIMELY - use and report data in a usable timeframe SIMPLE -- easy to calculate and understand
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2.
3.
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Measurement
% of Global Outlets that follow the end to end process defined in IRPS Number of score studies completed % of Region Centers using ABC Models to manage 65% of their allocation costs % of eligible employees who are participating in the Competency Model Development Program % of map points loaded and operational in GPS Tracking
0 = Does not apply 1 = Poor 2 = Acceptable
Relevant
3 3 3
Measurable
1 2 2
Actionable
2 3 3
3 = Good
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Multiple Choice Question and the answer is . . . a If we measure re-runs, this probably will give us some benchmark by which we can measure docking station efficiency and productivity.
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Annual performance goal 1A: Reduce deaths per crashes to 1.10 per 100m miles traveled by 2005
Goal
Strategic/GPRA Goals End-Outcomes Longer-Term Intermediate Outcomes Shorter-Term Intermediate Outcomes & Outputs Outputs & Inputs
Program
Program Performance Measures
Program Components
Program Component Performance Measures
Activities
Activity Performance Measures 42
Acceptable
To Market Results Of Testing
Not Acceptable
Back to Laboratory
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Table Of Contents
Balanced Scorecard Basics Creating the Strategy Map Good Performance Measurements The Final Scorecard Components Case Study Exercise Some Final Points
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Examples of Targets
Average Turnaround Times at 8 days FY05 7.5 days Docking Sites FY06 Utilization Rate for Self Serve 10% FY05 Web Portal Rotation Internship Participation Rates 1,800 FY05 18% FY06 2,500 FY06 8 per sets 40% FY05 6.8 days FY07 25% FY07 3,900 FY07 10 per sets 65% FY05
Glider integration mapping tool Establish used for geo-sets baseline % of agency SES Levels 30% FY05 following IRPS from end to end for the entire year % funding through SEPCO for 30% FY05 space mapping
35% FY06
45% FY07
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Characteristics of Initiatives
Leader Sponsored Requires Investments people, funding, technology, etc. Has designated owners Includes deliverables or milestones Usually has time deadlines May be difficult to launch not resourced Could encounter obstacles people are confused, conflicts with other functions
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Goals or Objectives
Improve identification and delivery of all agency services across the full stakeholder spectrum Improve the employee turnover and satisfaction scores Reduce agency costs and streamline our services for more direct service delivery Expand the overall knowledge base so that interfunctions can learn from one another
Employee Rotation Program Web Self Service Portal Common Knowledge Center
Customer Survey and Analysis Develop a more systematic process across the Tool Program entire agency to better connect to our customers Shared Service Center Tracking Reduce reworks and overlaps between our seven System shared service centers
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Initiative
Lean Process / Six Sigma
Output Measurement
Outcome Measurement
Number of Projects Defined Overall reductions in errors, by Region reworks, and cycle times
Activity Based Costing / % of Service Center OutletsReductions in identified reManagement (ABC/M) with ABC Models in place activities per process study for Allocation Costs Employee Competency % of Employees who have Higher skill levels of employees Models a Competency Model in using the models place
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Strategic Themes
Describes an overall strategic direction Can improve the communication effectiveness of the Strategy Map Examples of themes: Innovative Services Lean Processes Adaptive Organization Realign our Core Competencies Reach the Stakeholder Group common set of objectives around a theme
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c Step 1 or B Start with your strategic plan Step 2 or D Map your strategic plan Step 3 or A Align your strategy map Step 4 or C Extend the strategy map into measurements and targets
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TABLE OF CONTENTS
Balanced Scorecard Basics Creating the Strategy Map Good Performance Measurements The Final Scorecard Components Case Study Exercise Some Final Points
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TABLE OF CONTENTS
Balanced Scorecard Basics Creating the Strategy Map Good Performance Measurements The Final Scorecard Components Case Study Exercise Some Final Points
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Additional Information
Training Slides (1) Performance Based Handbook (1) Performance Measurement Tool Kit (1) Formal Training: Offered Quarterly at the Central and Western Region Offices Annual Leadership Conference 2 Hour Workshop Web Based Training: IRPS SMS Option 6, self serve registration
(1)
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