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HomeMy WebLinkAbout2024-08-15; What Works Cities Gold Certification for Performance Management and Operational Excellence (Districts - All); Rocha, LauraCouncil Memo -What Works Cities Gold Certification for Performance Management August 15, 2024 Page 3 Cities are assessed on these practices using 43 criteria. Cities must describe and provide examples of how they meet or exceed standards in each of these areas. Among the 43 criteria, there are three core standards. Failure to meet any of these three core standards results in the city not achieving certification, regardless of whether it fulfills a majority of the other criteria. The three core standards 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. • 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 noted that in Carlsbad, a culture of data-informed decision-making was evident 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 No. 93 -Citywide Data Governance and Management in 2022. The Data Governance Committee and the city's Data Policy Manual 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 through the adoption of a strategic plan with measurable goals and objectives. The City Council's adoption of the 5-year Strategic Plan in October 2022, along with the diverse metrics established to evaluate progress provided goals, objectives and key performance indicators for evaluating progress on implementing the plan, meeting the third core criteria. • The launch of a strategic plan dashboard was also an important element in demonstrating the city's commitment to evaluating progress against a diverse set of measures. The assessment team commended the city, stating that both the strategic plan and the implementation dashboard were exemplary models of well-managed government. The team also confirmed Carlsbad is leading in strategic performance and analytics when compared to other cities. In addition to the core standards, the city must meet 51% of criteria for Silver Certification, which the city achieved in 2023, 68% of criteria to earn Gold Certification, and 85% of criteria to earn Platinum Certification. Council Memo -What Works Cities Gold Certification for Performance Management August 15, 2024 Page 5 Benefits 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 provides access to valuable resources to continue progress. This program not only benchmarks Carlsbad's practices against global standards, but also provides valuable, no-cost expert services. The assessment team from What Works Cities visited Carlsbad, offering valuable insights during their two-day review. A private sector evaluation along the same lines would have cost the city an estimated $85,000 to $125,000 if contracted independently. By going through the What Works Cities assessment process, the city received expert insights into policies, processes and operations and provided a roadmap for continuous improvement, at no cost. Through certification, the city now also has access to a 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, participating 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. The city also receives access to certification community partners, which include Results for America, J-PAL North America, based at Massachusetts Institute of Technology, 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 higher certification, Carlsbad has demonstrated it continues to work 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. Council Memo -What Works Cities Gold Certification for Performance Management August 15, 2024 Page 6 Next Steps The city will continue to 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. cc: Scott Chadwick, City Manager Cindie McMahon, City Attorney Paz Gomez, Deputy City Manager, Public Works Gary Barberio, Deputy City Manager, Community Services Zach Korach, Finance Director Maria Callander, Information Technology Director Kristina Ray, Communications and Engagement Director David van Gilluwe, Data Science & Business Intelligence Manager June Acosta, GIS Administ rator