BUILDING GREAT PLACES INVESTING IN PEOPLE PROVIDING HOUSING FOR ALL Housing Department
Performance Measures Audit
Recommendations #2 and #3
Status Report
Community and Economic Development Committee Meeting
April 22, 2024
Item (d)3
Erik Jensen, Assistant to the City Manager
Rachel VanderVeen, Assistant Director, Housing Department Audit background, recommendations, and additional Council direction
Housing Department mission
Aligning the Department's Core Services and Budget Programs Audit Recommendation #2: Documenting methodologies
Audit Recommendation #3: Setting meaningful targets
Next Steps
4/22/2024 2
Agenda
4/22/2024 3
The audit report identified three recommendations
Recommendation #1:
In conjunction with the Administration’s initiative to revise performance measures in the Operating Budget, and implement the City Focus Areas, the City Manager’s Office and Housing Department should, using logic models or some other means:
a. Revise the Housing Department’s performance measures in the City’s Operating Budget to reflect better indicators of performance for the Department.
b. Reduce and align the number of performance measures across the City’s Operating Budget and other housingrelated performance reports or dashboards (to the extent allowable based on funding sources).
Target Date for Completion: Spring 2024 as part of City Manager’s Proposed Operating Budget for Fiscal Year 2024- 2025.
Recommendation #2:
To ensure consistency and reliability of performance measures, the Housing Department should document the methodology for measures in the Annual Operating Budget and other year-over-year reports and dashboards.
Target Date for Completion: July 2024
Recommendation #3:
The City Manager’s Office and the Housing Department should identify and report meaningful targets to provide context for reported results for key performance measures in its different reporting platforms.
Target Date for Completion: August 2024
4/22/2024 4
The audit report identified three recommendations
Recommendation #1:
In conjunction with the Administration’s initiative to revise performance measures in the Operating Budget, and implement the City Focus Areas, the City Manager’s Office and Housing Department should, using logic models or some other means:
a. Revise the Housing Department’s performance measures in the City’s Operating Budget to reflect better indicators of performance for the Department.
b. Reduce and align the number of performance measures across the City’s Operating Budget and other housingrelated performance reports or dashboards (to the extent allowable based on funding sources).
Target Date for Completion: Spring 2024 as part of City Manager’s Proposed Operating Budget for Fiscal Year 2024- 2025.
Recommendation #2:
To ensure consistency and reliability of performance measures, the Housing Department should document the methodology for measures in the Annual Operating Budget and other year-over-year reports and dashboards.
Target Date for Completion: July 2024
Recommendation #3:
The City Manager’s Office and the Housing Department should identify and report meaningful targets to provide context for reported results for key performance measures in its different reporting platforms.
Target Date for Completion: August 2024
Reported to CED
Committee January
2024
4/22/2024 5
The audit report identified three recommendations
Recommendation #1:
In conjunction with the Administration’s initiative to revise performance measures in the Operating Budget, and implement the City Focus Areas, the City Manager’s Office and Housing Department should, using logic models or some other means:
a. Revise the Housing Department’s performance measures in the City’s Operating Budget to reflect better indicators of performance for the Department.
b. Reduce and align the number of performance measures across the City’s Operating Budget and other housingrelated performance reports or dashboards (to the extent allowable based on funding sources).
Target Date for Completion: Spring 2024 as part of City Manager’s Proposed Operating Budget for Fiscal Year 2024- 2025.
Recommendation #2:
To ensure consistency and reliability of performance measures, the Housing Department should document the methodology for measures in the Annual Operating Budget and other year-over-year reports and dashboards.
Target Date for Completion: July 2024
Recommendation #3:
The City Manager’s Office and the Housing Department should identify and report meaningful targets to provide context for reported results for key performance measures in its different reporting platforms.
Target Date for Completion: August 2024
Today's focus
4/22/2024 6
Housing Department Draft Mission Statement
The Housing Department’s mission
is to make housing and
neighborhood investments that
create a more just community
where all people thrive.
4/22/2024 7
Aligning the Department’s Core Services and Budget
Programs
• Affordable Housing Portfolio Management
• Housing Production and Preservation
• Homelessness Response and Solutions
• Neighborhood Investments
• Rent Stabilization and Tenant Protections
• Strategic Support
4/22/2024 8
Documenting Methodologies
Department: Core Service: Budget Program:
Type of Measure (check box) ☐ Community Indicator
☐ CSA Performance Measure
☐ Core Service Performance Measure
☐ Core Service Activity and Workload Highlight
Meaning
Measure (Exact Text):
Key Measurement Area (Access, Customer
Satisfaction, Reliability and Responsiveness, Cost
Effectiveness) or Activity & Workload Highlight.
Use
Purpose. Why is this important to measure? For whom is
it intended? Who benefits most from this data? Major
users?
Sustainability
Data. Formula/Calculation and/or Data Components;
Frequency, Sample Size (be specific).
Source. Data Source(s) and/or availability/schedule
(be specific).
Budgeting for Equity
Departments are asked to submit a Budgeting for Equity worksheet a long with their annual budget requests. The Budgeting for Equity worksheet is a general set of questions that is aimed at guiding departments to assess impact of budget requests and how it explicitly considers equity. See more at: Budgeting for Equity Worksheet - FY24-25 (PDF) Below are the main areas of consideration when submitting budget proposals:
Disaggregated data. Clear outline of identified data and how disaggregated data informed the proposal package.
People Impact Assessment. Clear outline of the
anticipated impact of the proposal on marginalized
communities.
Fiscal Impact Assessment. Clear outline of the funding
plan to address a disparity and advance racial equity.
Equity Advancement. Clear analysis, plan, and actions
to further advance RE within the department.
4/22/2024 9
Setting Meaningful Targets
Systematically aligning qualitative and quantitative elements to monitor and evaluate services Degree of City Influence lower
higher
CSA Mission
Outcomes Community Indicators
‘what impact?’ for CSA
Qualitative Characterization Quantitative Measurement
Department Core Services
Core Service Performance Measures
‘how well?’ for Core Services
Core Service Outputs: Activity and Workload
Highlights
‘how much?’
Strategic Goals CSA Performance Measures
‘how well?’ for CSA
Annual targets
No set goal, target, or
forecast as they are outside
of our complete control and
influence
Annual targets and 5-year
goals
Annual forecasts
Type of Target Set
4/22/2024 10
Setting Meaningful Targets and Forecasts
1 Define the service delivery outcome/strategic goal/deliverable. What are you trying to measure? What organizational goal is this aligned to? What is the intended outcome? 2 3
Consider external factors. What economic or environmental conditions are impacting the measure? What state and federal regulations might influence? What are customer expectations and are they changing? What factors are driving resource availability? What external partners are impacting condition?
4 Establish a baseline. What are the existing conditions within the service delivery environment? What organizational activities are influencing the trajectory of the measure? Consider internal factors. What is the workload scale? What changes are planned to the service or program? What resources are realistically available? What internal service delivery coordination is involved?
5 Determine the workload scale. Determine how many units of workload (i.e., projects, calls, or customers) the program or employee receives or delivers during a specific time frame. 6 Assess resource needs and availability. Using the assumption that staff will spend only a part of their day on the service delivery, determine how long it typically takes to deliver the service to meet demand. If it exists, compare this Target number to an industry standard, expectation of service delivery, or historical performance data to assess alignment. 4/22/2024 11
Case Studies for Housing Targets
Case Study 1: Affordable Housing Production Targets
Case Study 2: Affordable Housing Investment Targets
Case Study 3: Housing Production Targets (Regional Housing Needs Allocation)
4/22/2024 12
Next Step for Audit Recommendations
• Publishing: 2024-2025 Proposed Operating Budget
BUILDING GREAT PLACES INVESTING IN PEOPLE PROVIDING HOUSING FOR ALL Housing Department
Performance Measures Audit
Recommendations #2 and #3
Status Report
Community and Economic Development Committee Meeting
April 22, 2024
Item (d)3
Erik Jensen, Assistant to the City Manager
Rachel VanderVeen, Assistant Director, Housing Department