Focus Area Governance and
Management Approach
May 15, 2023
Lee Wilcox, Assistant City Manager
Dolan Beckel, Chief of Staff to the City Manager
Erik Chiarella Jensen, Assistant to the City Manager
Omar Passons, Deputy City Manager
Rosalynn Hughey, Deputy City Manager
Rob Lloyd, Deputy City Manager
Agenda
1. Background
2. Execution as Learning
3. Sponsorship and Execution
4. Scorecards and Dashboards
5. Reporting
6. Next Steps
2 Background
•Berryessa Flea Market
•COVID-19 Recovery
•Google’s Downtown West
Development Project
•Housing Catalyst Workplan
•Wage Theft Prevention +
Responsible Contractor
Ordinance
•Clean Energy Scaling
•Muni Regional Permit
(Stormwater)
•Sanitary & Storm Sewer
Collection / Green
Stormwater Infrastructure
•Staffing Transition (ESD +
PW)
•Water Supply Negotiations
•Animal Care and Services
•Children and Youth
Services Master Plan
•Education, Digital Literacy,
Digital Equity, & Broadband
•Park Maintenance & Capital
Improvements Maintenance
•Senior and Therapeutic
Services
•Continuity of Operations
Plan
•Disaster Resiliency:
Training Community &
Employees
•Police Redistricting
•Police Reforms
•Wildfire Protection Plan and
Evacuation Planning
•Airport New Terminal
•Airport Connector to Diridon
•BART Silicon Valley
Extension
•Community Forest (Urban
Canopy)
•Vehicle Blight
Cleaning Up Our
Neighborhoods
Proposed Budget Investment Priorities
Neighborhood Services Public Safety Community and Economic Development
Environment and Utility
Services
Transportation and
Aviation Services
CSA Urgent, Important, and Continuing Work
• Closing Racial Inequities
• Delivering Excellent Customer Service
• Driving Organizational Performance
• Making San José a Great Place to Work
• Structurally Balancing the General Fund Budget
Strategic Support/Foundational
Core Services and Programs
Increasing Community
Safety
Attracting Investment in
Jobs and Housing
Reducing Unsheltered
Homelessness
3 Today’s Discussion
Focus
Background
•Berryessa Flea Market
•COVID-19 Recovery
•Google’s Downtown West
Development Project
•Housing Catalyst Workplan
•Wage Theft Prevention +
Responsible Contractor
Ordinance
•Clean Energy Scaling
•Muni Regional Permit
(Stormwater)
•Sanitary & Storm Sewer
Collection / Green
Stormwater Infrastructure
•Staffing Transition (ESD +
PW)
•Water Supply Negotiations
•Animal Care and Services
•Children and Youth
Services Master Plan
•Education, Digital Literacy,
Digital Equity, & Broadband
•Park Maintenance & Capital
Improvements Maintenance
•Senior and Therapeutic
Services
•Continuity of Operations
Plan
•Disaster Resiliency:
Training Community &
Employees
•Police Redistricting
•Police Reforms
•Wildfire Protection Plan and
Evacuation Planning
•Airport New Terminal
•Airport Connector to Diridon
•BART Silicon Valley
Extension
•Community Forest (Urban
Canopy)
•Vehicle Blight
Cleaning Up Our
Neighborhoods
Proposed Budget Investment Priorities
Neighborhood Services Public Safety Community and Economic Development
Environment and Utility
Services
Transportation and
Aviation Services
CSA Urgent, Important, and Continuing Work
• Closing Racial Inequities
• Delivering Excellent Customer Service
• Driving Organizational Performance
• Making San José a Great Place to Work
• Structurally Balancing the General Fund Budget
Strategic Support/Foundational
Core Services and Programs
Increasing Community
Safety
Attracting Investment in
Jobs and Housing
Reducing Unsheltered
Homelessness
4 Today’s Discussion
Focus
Background
Why
How
What
• Focus the City on critical challenges and opportunities facing the community • Generate actionable and measurable solutions to address these priorities and inform resource and budget allocation
• Hold ourselves accountable to move the needle on critical issues the community cares about
• City Manager’s Cabinets and Administration Execution T eams for four Focus Areas • Focus Area scorecards and dashboards
• Quarterly updates to City Council
• Execution as learning
• Transparency into goals and progress
• Investing time with partners and other jurisdictions
5 Making progress on a limited number of strategic areas impacting the community Execution as Learning
1. Foster an adaptable vision on how to achieve Council goals
2. Empower collective learning for cross-departmental and cross- jurisdiction collaboration
3. Promote psychological safety (okay to be innovative, okay to fail forward quickly)
4. Simplify complexity through iteration and experimentation in small bites 6 City Manager’s Cabinets and
Administration Execution Teams
City Manager / Assistant
City Manager
Deputy City Manager
(Accountable)
City Manager’s Cabinet Model
7 Director(s)
(responsible)
Communications + Community Engagement
Scorecard
Performance Management + Budget Resources
Cabinet Details:
• Accountable for driving performance
to achieve outcomes
• Rapid escalation and solution to
issues by City Manager, Assistant City
Manager, and accountable Deputy
City Manager
• Enabling execution team success
including creation of a safe space to
experiment, fail, and quickly learn
from failure
• Policy and trade-off decisions
especially cross -department including
resources, budget
• Monthly meeting cadence
City Manager’s Cabinets and
Administration Execution Teams
Execution Team Details:
• Design collective action around
performance and outcomes
• Enable knowledge sharing across
Departments and partners
• Promote implementation and
learning effectiveness and success
• Execution teams will utilize
Objectives as measured by Key
Results (OKRs), including Key
Results that seek to close racial
disparities
• Frequent meetings (weekly, daily)
Assistant City Manager /
Deputy City Manager
(accountable)
Senior and Executive
Staff
(responsible)
Administration Execution Team Model
Communications + Community Engagement
Scorecard
Performance Management + Budget Resources
8 Cross-Jurisdiction /
External Partners
City Manager’s Cabinets and
Administration Execution Teams
Execution
Team
9 Jennifer Maguire
Lee Wilcox
Angel Rios
Cabinet
Jon Cicirelli
Kerrie Romanow
John Ristow
Chris Burton
Angel Rios
Omar Passons
Valley
Transit
(VT A)
Example from Cleaning up our Neighborhoods Focus Area
Kerrie
Romanow
Jon Cicirelli
Lily Lim-Tsao
Rachel
Roberts
Khaled
Tawfik
Brian Shab
Andrea Flores-
Shelton
Olympia
Williams
Oscar Carrillo
Todd Trayer
Kia O’Hara
G erman
Sedano
Caltrans
Union
Pacific
Valley
Water
Santa
Clara
County
Communications + Community Engagement
Scorecard
Performance Management + Budget Resources
Focus Area Reporting Key Learnings
1. City Council input on quarterly City Initiatives Roadmap reporting for both overall volume and granularity of Key Results
2. Harvard Business School Community Partners review and Harvard Kennedy School feedback during Mayoral Transition Committee Design
3. Leading practices for program management and reporting
4. Decoupling a focused quarterly scorecard from a broader interactive dashboard 10 Best practices and building on past City experience
Focus Area Scorecards
11 Focus
Area
Key
Detail
Qualitative:
• Scope descriptions
Major Programs
Quantitative:
• Budget Plan
• Budget EAC
Qualitative:
• Planned Schedule Date
• Planned Schedule EAC Date
Budget + Schedule
Plan vs Estimate at Completion (EAC)
Qualitative:
• Success Stories
• Key milestones accomplished
Key Milestones
Qualitative:
• Challenges
• Obstacles
• Resolution plan
Key Dependencies, Issues, +
Risks
A scorecard is a snapshot into the ~four most important measures of outcomes and performance per Focus Area alongside key contextual information related to scope, budget, challenges, solutions, and key accomplishments Focus
Area
Over-
view
Quantitative:
• Plan
• Actual
• Goal
Outcome Measure
Disaggregated by race/ethnicity
and location where possible
and appropriate
Quantitative:
• Plan
• Actual
• Goal
Performance Measure 2
Disaggregated by race/ethnicity
and location where possible
and appropriate
Quantitative:
• Plan
• Actual
• Goal
Performance Measure 1
Disaggregated by race/ethnicity
and location where possible
and appropriate
Quantitative:
• Plan
• Actual
• Goal
Performance Measure 3
Disaggregated by race/ethnicity
and location where possible
and appropriate
Focus Area Scorecard
12 Increasing Community Safety Focus Area
Focus
Area
Over-
view
% of residents rating City as “very safe” or “somewhat safe” City Safety Perception
% change in incidents of violent crime types
(homicide, rape, robbery, aggravated assault)
Violent Crime Rates
% change in incidents of property crime types
(burglary, larceny, vehicle theft)
Property Crime Rates
Injury crashes for traffic, pedestrian, bicycle,
and scooter modes per 1,000 population
Injury Crash Rates
Validation: Mayoral Transition Committee Report
Source: Community Opinion Survey
Validation: CSA, Mayoral Transition Committee Report
Source: PD Versadex RMS
Validation: CSA, Mayoral Transition Committee Report
Source: PD Versadex RMS
Validation: CSA, Mayoral Transition Committee Report
Source: DOT, PD
Major Programs Budget + Schedule
Plan vs Estimate at Completion (EAC) Key Milestones Key Dependencies, Issues, + Risks
Focus
Area
Key
Detail
Focus Area Scorecard
13 Reducing Unsheltered Homelessness Focus Area
Focus
Area
Over-
view
% change in number of people in SJ experiencing unsheltered homelessness Homelessness Rates*
Validation: Mayoral Transition Committee Report
Source: Point in Time Count
% of SJ households receiving
prevention services that retain
housing after 1 year
Homelessness Prevention
% completion of 1,000 net new
placements for safe shelter
opportunities (emergency shelter, EIH,
hotels and motels)
Sheltering People Experiencing
Homelessness
% of SJ households remaining
housed 1 year after being housed in
permanent housing
Individuals Serviced in Permanent
Supportive and Rapid Rehousing
Validation: CSA, Mayoral Transition Committ ee
Source: HMIS
Validation: CSA, Homelessness Dashboard,
Mayoral Transition Committee Report
Source: HMIS
Validation: CSA, Homelessness Dashboard,
Mayoral Transition Committee Report
Source: HMIS
% completion of 1,000 unit production
target for interim housing
Emergency Interim Housing
Production
Validation: Mayoral Transition Committee
Report
Source: HMIS
*Homelessness rate is currently limited by a two-year collection frequency through the Point in Time Count Major Programs Budget + Schedule
Plan vs Estimate at Completion (EAC) Key Milestones Key Dependencies, Issues, + Risks
Focus
Area
Key
Detail
Focus Area Scorecard
14 Cleaning Up Our Neighborhoods Focus Area
Focus
Area
Over-
view
% of residents rating cleaning up of litter and trash as “excellent” or “good” City Cleanup Rating
% of change in Code Enforcement case
backlog
Code Enforcement Case Backlog
% of graffiti removal, illegal dumping, and
encampment trash services inquiries responded
to within response time targets
BeautifySJ Blight Response Times
% of customer satisfaction scores by service
types (graffiti, illegal dumping, junk pickup,
abandoned vehicle)
SJ311 Customer Satisfaction
Validation: CSA, Mayoral Transition Committee Report
Source: Community Opinion Survey
Validation: CSA, Mayoral Transition Committee Report
Source: App Order, SJ311, Survey123
Validation: CSA
Source: Code Enforcement Division Dashboard
Validation: CSA, Mayoral Transition Committee Report
Source: SJ311
Major Programs Budget + Schedule
Plan vs Estimate at Completion (EAC) Key Milestones Key Dependencies, Issues, + Risks
Focus
Area
Key
Detail
Focus Area Scorecard
15 Attracting Investment in Jobs and Housing Focus Area Focus
Area
Over-
view
% of building permit conformance reviews
completed within processing time targets
Building Permit Conformance Review Rates
% of residents rating downtown San José as an
attractive and economically viable city center as
“excellent” or “good”
Downtown Vibrancy Rating
% of housing units receiving development
permit approval within processing time targets
Housing Production Permitting Targets
Validation: Mayoral Transition Committee Report
Source: Community Opinion Survey
Validation: CSA, Mayoral Transition Committee Report
Source: PBCE
Validation: CSA, Mayoral Transition Committee Report
Source: PBCE
% change in new jobs added
% change in new housing units added
Jobs and Housing Start Rates
Validation: Mayoral Transition Committee Report
Source: EDD, OEDCA, PBCE
% change year-over-year in downtown visitation as measured through cell phone data
Downtown Visitation Rates (Device Counts)
Validation: Mayoral Transition Committee Report
Source: CityData
Major Programs Budget + Schedule
Plan vs Estimate at Completion (EAC) Key Milestones Key Dependencies, Issues, + Risks
Focus
Area
Key
Detail
Focus Area Dashboard
16 Focus
Area
Over-
view
Outcome Measure 1, 2,… N Performance Measure 1 Performance Measure 2 Performance Measure … N Other Metric 1 Other Metric 2 Other Metric 3 Other Metric 4 In addition to scorecard outcome and performance measures, includes a more comprehensive, interactive set of performance data with additional functionality
Disaggregated by Race/EthnicityDisaggregated by Geographic Location Focus
Area
Key
Detail
Progress Reporting by Audience
City Council
Administration
Public
• Cadence: Quarterly
• Method: Scorecard verbal update as part City Council meeting agenda • Topic: All four Focus Areas
• Cadence: Monthly Cabinet team meetings and weekly or daily Execution team meetings utilizing Scorecards and Objectives as measured by Key Results • Topic: All four Focus Areas
• Cadence: Quarterly refresh
• Method: Interactive website dashboard
• Topic: All four Focus Areas
17 Report to City Council on a quarterly basis as Strategic Support verbal update 18 Next Steps
1. Adopt the 2023-2024 budget
2. Work with Departments and Information Technology to build Focus Areas scorecards and dashboards
3. Bring first quarterly update with scorecards to Council mid- October 2023
4. Include dashboards in subsequent updates to Council at the end of fall 2023
5. Increase the frequency and expand the scope of outcome and performance measure data collection to resolve reporting gaps
Focus Area Governance and
Management Approach
May 15, 2023
Lee Wilcox, Assistant City Manager
Dolan Beckel, Chief of Staff to the City Manager
Erik Chiarella Jensen, Assistant to the City Manager
Omar Passons, Deputy City Manager
Rosalynn Hughey, Deputy City Manager
Rob Lloyd, Deputy City Manager