HomeMy WebLinkAbout2023-07-18; City Council; ; What Works Cities Certification for Performance Management and Operational ExcellenceThis item was continued to a date certain of July 25, 2023.
11. WHAT WORKS CITIES CERTIFICATION FOR PERFORMANCE MANAGEMENT AND
OPERATIONAL EXCELLENCE -Receive a report on the City of Carlsbad's
performance management and operational excellence efforts that have been
recognized with a silver certification by What Works Cities, an international
standard of excellence for data-driven, well-managed local government. (Staff
contact: David Graham and Rachel Maltz, Administrative Services Department)
CA Review JRT
Meeting Date: July 18, 2023
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: David Graham, Chief Innovation Officer
david.graham@carlsbadca.gov, 442-339-5992
Rachel Maltz, Senior Program Manager
rachel.maltz@carlsbadca.gov, 442-977-5702
Subject: What Works Cities Certification for Performance Management and
Operational Excellence
Districts: All
Recommended Action
Receive a report on the City of Carlsbad’s performance management and operational
excellence efforts that have been recognized with a silver certification by What Works Cities, an
international standard of excellence for data-driven, well-managed local government.
Executive Summary
The City of Carlsbad was recently recognized with a silver certification by What Works Cities for
its exceptional use of data to inform policy decisions, allocate resources, improve services,
evaluate program effectiveness and engage residents. This recognition was the result of a
rigorous assessment conducted by a team of experts from the public, private and academic
sectors.
What Works Cities is funded by Bloomberg Philanthropies and is the internationally recognized
standard of excellence for data-driven, well-managed local government. The assessment and
subsequent engagement process with experts in the areas of data, efficiency, and process
improvement, serve as a benchmark for the city to measure its progress and provide a guide for
its future performance management and operational improvement efforts. Certification also
provides the city with access to resources to support these efforts.
This certification signifies the city's dedication to transparency, accountability and continuous
improvement by providing quality services and outcomes for residents. Furthermore, it
showcases Carlsbad as an innovative, attractive community, fostering economic growth and
sustainability while prioritizing equity and resident well-being. This report outlines the
certification process, key insights from the assessment and next steps for performance
management and operational improvement related to the assessment.
July 18, 2023 Item #11 Page 1 of 5
Explanation & Analysis
Background
The What Works Cities Certification program, funded by Bloomberg Philanthropies and led by
Results for America, is the first-of-its-kind international standard of excellence for data-driven,
well-managed local government. The program evaluates a local government’s use of data and
evidence in decision-making, policy formation and service improvements. It also provides a
peer community and access to experts from the public, private and academic sectors to assist
cities in their continuous improvement, performance management and operational excellence
efforts.
Bloomberg Philanthropies is a leading philanthropic organization founded by Michael R.
Bloomberg, an entrepreneur, businessman and former mayor of New York City. The
organization's mission is to improve the lives of people by investing in various initiatives and
projects that address critical issues facing cities and communities worldwide.
Results for America is a non-profit organization dedicated to improving outcomes in
government programs and policies by promoting the use of evidence and data-driven decision-
making
Certification process
The What Works Cities certification process involves a rigorous evaluation that is presented to
the What Works Cities Standards Committee, which is composed of experts in the public,
private and academic sectors. The process assesses and recognizes local governments for their
effective use of data and evidence in decision-making.
The assessment is based on eight foundational practices:
•Leadership & capacity
•Data management
•Open data
•Performance & analytics
July 18, 2023 Item #11 Page 2 of 5
• Rigorous evaluations
• Data-driven budget & finance
• Results-driven contracting
• Stakeholder impact
Cities are assessed on these practices using 43 criteria. Cities must describe and provide
examples of how they meet or exceed standards in these areas. Among the 43 criteria, there
are three core ones. Failure to meet any of these three standards results in the city not
achieving certification, regardless of whether it fulfills a majority of the other criteria. The core
criteria are:
• Executive commitment to data-informed government
• Implementing data strategy and governance
• Selecting and using performance metrics for strategic goals and priorities
The city met all three of the core criteria, which made it eligible for certification so long as the
city met 51%-67% of the total standards.
• The city met the core criteria related to executive commitment to data-informed
government by demonstrating its elected officials and City Manager publicly and
regularly convey the importance of data in government decision-making and
operations. This included examples from public speeches, City Council meetings
and the City Manager updates. The assessment team told city staff that a culture
of data-informed decision-making was evident in the city at all levels of the
organization.
• The city met the core criteria related to implementing data strategy and
governance by providing policies, documentation and schedules of regular
meetings all related to data strategy and governance responsibilities. Key to
meeting this standard was the City Council’s adoption of Council Policy 93 -
Citywide Data Governance and Management in 2022. The Data Governance
Committee authorized by that policy and the city’s Data Policy Manual all helped
to demonstrate an organizational commitment to the strategic use of data and
mature governance.
• The city met the core criteria of selecting and using performance metrics for
strategic goals and priorities by demonstrating that the city had adopted a
strategic plan with measurable goals and objectives. It was also necessary to
align a diverse set of metrics to evaluate the progress of strategic plan
implementation. Key to achieving this standard was the City Council’s adoption
of the 5-year Strategic Plan in October 2022. It provides goals, objectives and
potential key performance indicators for evaluating progress on implementing
the plan.
The forthcoming launch of a strategic plan dashboard was also an important
element in demonstrating the city’s commitment to evaluating progress using a
diverse set of measures. The assessment team commended the city, stating that
both the strategic plan and the implementation dashboard were exemplary
July 18, 2023 Item #11 Page 3 of 5
models of well-managed government. The team also confirmed our city is
leading in strategic performance and analytics when compared to other cities.
Along with the comprehensive assessment, staff addressed feedback during the certification
process, provided additional materials and accommodated an in-person visit from the
assessment team.
Silver certification status
The city was awarded a silver certification status. This was based on meeting the three core
criteria and over 51% of the evaluation standards. Gold certification requires meeting 68-84%
of the criteria and platinum is given to those who meet over 84%.
Fewer than a quarter of the cities that have completed an assessment get certified and only 62
cities earned the honor, including Austin, Texas; Cambridge, Massachusetts; Denver, Colorado;
Miami, Florida; Scottsdale, Arizona; and Washington, DC.
Carlsbad is the seventh city in California to be certified and the smallest by population in the
state to earn the distinction.
Carlsbad exceeded other certified cities in meeting the foundational practices of Data-Driven
Budget & Finance, Performance & Analytics and Data Management. Should the city pursue a
higher level of certification there is opportunity to expand on these strengths and work on the
foundational practices where there is the greatest opportunity to improve. The city gained
valuable insights into performance management and operational excellence through the
process.
Benefits
Overall, the feedback from What Works Cities staff was highly positive; they were eager to
support the city in enhancing its strengths and addressing areas of opportunity where the city
has the greatest potential to improve and advance its certification status.
The city chose to go through the What Works Cities certification as a cost-effective tool for
evaluating performance management and operational improvements. What Works Cities and
its certification is not an award. It is a validation tool for the city’s performance management
and operational improvement efforts and access to valuable resources to continue progress.
This program not only benchmarks our practices against global standards, but also provides
valuable, no-cost expert services. The assessment team from What Works Cities visited
Carlsbad, offering invaluable insights during their two-day review, which would have otherwise
cost between $85,000 to $125,000 if contracted independently. This free assessment gave us
expert insights into our policies, processes and operations and provided a roadmap for
continuous improvement.
With this certification, the city has access to a new Certification Community Forum which
connects cities pursuing or having received certification with other champions from around the
world. Through peer-led workshops and practice groups, cities can get perspective and
feedback from those who have faced or are working through similar challenges. A participant
directory enables staff and leaders to connect directly to share ideas and offer support. The
forum also houses tools and resources and is regularly updated with opportunities to learn
more about building data capacity.
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The city also receives access to certification community partners, which include Results for
America, the Behavioral Insights Team, the Government Performance Lab at the Harvard
Kennedy School, the Center for Government Excellence at Johns Hopkins University and Public
Digital, a digital transformation consultancy. Resources from What Works Cities include
coaching, working group sessions, webinars, city-specific content and best practice models.
By receiving this certification, Carlsbad signifies that the local government is committed to
transparency and accountability in its operations. It shows that the government is willing to be
held to high standards and is actively working to improve the effectiveness and efficiency of its
programs and services. It is a key component in helping the city improve in ways that are
impactful for its residents, businesses and visitors. Certification is also a valuable marker for
people who want to live in the city or businesses that may be attracted to locating here. It
signifies with the recognition of an internationally respected organization that Carlsbad is a
well-managed city focused on data-driven practices to deliver results for the community.
In summary, the certification and its process provided a cost-effective way of assessing the
city’s performance management and operational excellence efforts. Continued engagement
with the What Works Cities community may promote the adoption of efficient practices and
the use of technology and data to optimize resources, increase cost savings and enhance the
reputation and attractiveness to businesses, investors, residents and the broader community.
Fiscal Analysis
There is no action associated with this report and no cost associated with receiving the What
Works Cities certification.
Next Steps
The city will use the What Works Cities certification assessment to identify areas of strength
where the city can expand its efforts in the eight foundational practices. A cross-departmental
core working group with relevant expertise will evaluate opportunities for improvement that
are consistent with the 5-year Strategic Plan goals and objectives. Efforts to achieve a higher
level of certification through a future evaluation may be warranted as the city continues its
performance management and operational excellence efforts.
Environmental Evaluation
There is no action associated with this item and does not require environmental review
because it does not constitute a project within the meaning of the California Environmental
Quality Act under California Public Resources Code Section 21065 in that it has no potential to
cause either a direct physical change or a reasonably foreseeable indirect physical change in the
environment.
Exhibits
None.
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