HomeMy WebLinkAbout10/16/2018 Strategic Planning and Performance DashboardBoardDocs® Pro
Agenda Item Details
Meeting
Category
Subject
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Absolute Date
Fiscal Impact
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Recommended Action
Public Content
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5.4 Motion to accept a proposal for Strategic Planning and Performance dashboard software for
$24,500, which includes a one time implementation fee of $9,500.
Action (Consent)
Oct 16, 2018
Oct 16, 2018
Yes
M
Accept the proposal from Envisio for Strategic Planning and Performance dashboard softwarc
for an amount not to exceed $24,500
Information
The Village is looking for a system to manage the creation, tracking and reporting of the Village"s strategic plan and key
performance measures. This includes the ability for departments to align and measure annual goals and objectives
prioritized by the Village Board and Manager. Staff wants to be able to show both where we are and where we have been.
Other key deliverables comprise of the capability to aggregate and calculate tabular data for performance measurk"
dashboards and the ability to share progress and performance with a public facing online dashboard. There are a few
companies that offer these services at various levels and prices.
For the past two years, the Village has been working with BoardDocs for agenda management. Part of our $12,000 annual
subscription with Boa rd Docs includes a Strategic Goals tracking module, which was available for an
approximate $1,000 upgrade to annual software subscription fee. Unfortunately, this module does not meet the needs of
Village staff with regard to Strategic Plan tracking - it is a basic software that is not easily updated, and does not offer
timely reminders or reporting for Strategic Plan tracking. Also, BoardDocs does not offer performance tracking for service
levels or financials, nor does BoardDocs offer interactive public facing dashboards for the Strategic Plan. The result is
organizational progress that is made throughout the year is not easily monitored by the public or board.
Village staff contacted Envisio, a cloud -based software company, who specializes in strategic plan and performanct
dashboards. The Village Manager met with Envisio representatives at the ICMA conference in Baltimore last month and was
impressed with how the software measures effectiveness with understandable visual dashboards. The Envisio proposal is
attached. The cost for their solution is $15,000 annually with one-time implementation costs of $9,500. This solution
includes the below modules:
Strategic Plan Manager
Align department action plans with the annual Strategic Plan and roll -up progress updates (1) within departments (2) to
the Village Manager"s Office and (3) for the Village Board. Ability to track other department plans, measures and any other
items staff would like to report on that are not part of the Strategic Plan.
Performance Manager
The Performance Manager imports, aggregates & visualizes data. Create measures/performance dashboards for
departments, Village Board or residents. This can include data from a number of Village departments like Finance,
Community Development, Police and Fire.
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Public Dashboard
Displays the Strategic Plan to residents, complete with progress and accomplishments staff are reporting throughout the
year. This dashboard could include key performance measures as well - it is up the staff and the Village Board how many
different performance measures are released publicly.
In addition to Board Docs, staff contacted Clear Point, who has comparable features to Envisio, including the public
dashboards, performance manager and strategic plan tracking. The cost for their cloud -based software with ClearPoint is
$25,000 annually, with similar implementation costs to Envisio.
Staff has participated in three webinars/demos with Envisio, and feels that their Strategic Planning tracking is easier to
navigate and more useful than our existing tracking system through BoardDocs. Envisio's performance measures help both
staff and the public visualize large amounts of data taken in on a daily basis, breaking these items down to regular reports
(monthly, quarterly, etc.) and easy to understand charts/graphs. Finally, the public facing dashboard means that anyone
with an internet connection can see where the Village stands with regard to implementation of the Strategic Plan. This
large, annual document will be broken into easily digestible pieces, and staff can chose how many Strategic Planning
goals to track. Additional details on what Envisio has to offer is included in the attached proposal.
Envisio has the features staff is seeking in performance metrics/dashboard software, with a very competitive price. The
one-time implementation fee includes importing information from the Village's Strategic Plan as well as on-site training. In
addition, should the Village continue with the software in future years, there is an option for multi-year discounts. Here is a
link to a sample performance measurements dashboard from the City of Scottsdale, AZ:
https://scottsdaleaz.app.envisio.com/corporate/performance manager/publish/92qD7C
Here are examples of Strategic Planning dashboards via Envisio's website:
https://www.envisio.com/envisio-strateciy-manacie
Here are links to a few town's public facing dashboards, including Lawrence, KS, and Scottsdale, AZ:
htti3s: //www. envisio. com/envisio- i3u bl ic-dash board
If approved, Village staff and representatives from Envisio will make a presentation on the dashboards at a Village Boar
*r Committee of the Whole meeting in the first quarter of 2019 once implemented. The presentation will include actu
performance data from the Village (as opposed to sample data from other communities). I
Alternatives
1. Accept the proposal from Envisio for Strategic Planning and Performance dashboard software for an amount not to
exceed $24,500.
2. Action at discretion of Village Board.
Staff Recommendation
Accept the proposal from Envisio for Strategic Planning and Performance dashboard software for an amount not to exceed
$24,500 ($9,500 one-time Implementation Fee + $15,000 1 -year Subscription Fee).
Einvisio Proposal - Draft - Village of IAouint Rrospect.pdf (563 KB)
Administrative Content
Executive Content
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will
be no separate discussion of those items unless a Board member or member from the audience so requests, in which the
item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Motion & Voting
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BoardDocs® Pro
Motion by Paul Hoefert, second by Colleen Saccotelli.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
Page 3 of 3
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BoardDocs® Pro
Agenda Item Details
Meeting
Category
Subject
Access
Type
Preferred Date
Absolute Date
Fiscal Impact
Dollar Amount
Budgeted
Recommended Action
Public Content
Page I of 3
5.4 Motion to accept a proposal for Strategic Planning and Performance dashboard software for
$24,500, which includes a one time implementation fee of $9,500.
Action (Consent)
Oct 16, 2018
Oct 16, 2018
Yes
M
Accept the proposal from Envisio for Strategic Planning and Performance dashboard softwarc
for an amount not to exceed $24,500
Information
The Village is looking for a system to manage the creation, tracking and reporting of the Village"s strategic plan and key
performance measures. This includes the ability for departments to align and measure annual goals and objectives
prioritized by the Village Board and Manager. Staff wants to be able to show both where we are and where we have been.
Other key deliverables comprise of the capability to aggregate and calculate tabular data for performance measurk"
dashboards and the ability to share progress and performance with a public facing online dashboard. There are a few
companies that offer these services at various levels and prices.
For the past two years, the Village has been working with BoardDocs for agenda management. Part of our $12,000 annual
subscription with Boa rd Docs includes a Strategic Goals tracking module, which was available for an
approximate $1,000 upgrade to annual software subscription fee. Unfortunately, this module does not meet the needs of
Village staff with regard to Strategic Plan tracking - it is a basic software that is not easily updated, and does not offer
timely reminders or reporting for Strategic Plan tracking. Also, BoardDocs does not offer performance tracking for service
levels or financials, nor does BoardDocs offer interactive public facing dashboards for the Strategic Plan. The result is
organizational progress that is made throughout the year is not easily monitored by the public or board.
Village staff contacted Envisio, a cloud -based software company, who specializes in strategic plan and performanct
dashboards. The Village Manager met with Envisio representatives at the ICMA conference in Baltimore last month and was
impressed with how the software measures effectiveness with understandable visual dashboards. The Envisio proposal is
attached. The cost for their solution is $15,000 annually with one-time implementation costs of $9,500. This solution
includes the below modules:
Strategic Plan Manager
Align department action plans with the annual Strategic Plan and roll -up progress updates (1) within departments (2) to
the Village Manager"s Office and (3) for the Village Board. Ability to track other department plans, measures and any other
items staff would like to report on that are not part of the Strategic Plan.
Performance Manager
The Performance Manager imports, aggregates & visualizes data. Create measures/performance dashboards for
departments, Village Board or residents. This can include data from a number of Village departments like Finance,
Community Development, Police and Fire.
https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 11/9/2018
BoardDocs® Pro Page 2 of 3
Public Dashboard
Displays the Strategic Plan to residents, complete with progress and accomplishments staff are reporting throughout the
year. This dashboard could include key performance measures as well - it is up the staff and the Village Board how many
different performance measures are released publicly.
In addition to Board Docs, staff contacted Clear Point, who has comparable features to Envisio, including the public
dashboards, performance manager and strategic plan tracking. The cost for their cloud -based software with ClearPoint is
$25,000 annually, with similar implementation costs to Envisio.
Staff has participated in three webinars/demos with Envisio, and feels that their Strategic Planning tracking is easier to
navigate and more useful than our existing tracking system through BoardDocs. Envisio's performance measures help both
staff and the public visualize large amounts of data taken in on a daily basis, breaking these items down to regular reports
(monthly, quarterly, etc.) and easy to understand charts/graphs. Finally, the public facing dashboard means that anyone
with an internet connection can see where the Village stands with regard to implementation of the Strategic Plan. This
large, annual document will be broken into easily digestible pieces, and staff can chose how many Strategic Planning
goals to track. Additional details on what Envisio has to offer is included in the attached proposal.
Envisio has the features staff is seeking in performance metrics/dashboard software, with a very competitive price. The
one-time implementation fee includes importing information from the Village's Strategic Plan as well as on-site training. In
addition, should the Village continue with the software in future years, there is an option for multi-year discounts. Here is a
link to a sample performance measurements dashboard from the City of Scottsdale, AZ:
https://scottsdaleaz.app.envisio.com/corporate/performance manager/publish/92qD7C
Here are examples of Strategic Planning dashboards via Envisio's website:
https://www.envisio.com/envisio-strateciy-manacie
Here are links to a few town's public facing dashboards, including Lawrence, KS, and Scottsdale, AZ:
htti3s: //www. envisio. com/envisio- i3u bl ic-dash board
If approved, Village staff and representatives from Envisio will make a presentation on the dashboards at a Village Boar
*r Committee of the Whole meeting in the first quarter of 2019 once implemented. The presentation will include actu
performance data from the Village (as opposed to sample data from other communities). I
Alternatives
1. Accept the proposal from Envisio for Strategic Planning and Performance dashboard software for an amount not to
exceed $24,500.
2. Action at discretion of Village Board.
Staff Recommendation
Accept the proposal from Envisio for Strategic Planning and Performance dashboard software for an amount not to exceed
$24,500 ($9,500 one-time Implementation Fee + $15,000 1 -year Subscription Fee).
� .Draft - Village of IAou�nt Rrospect.pdf (563 KB)
E�nvisio Proposal
Administrative Content
Executive Content
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will
be no separate discussion of those items unless a Board member or member from the audience so requests, in which the
item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Motion & Voting
https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 11/9/2018
BoardDocs® Pro
Motion by Paul Hoefert, second by Colleen Saccotelli.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
Page 3 of 3
https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 11/9/2018