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Home My WebLink About5.4 Motion to Accept Proposal for Strategic Planning SoftwareBoardDocs® 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 ZR Accept the proposal from Envisio for Strategic Planning and Performance dashboard software 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 measure dashboards and thc 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 performance dashboard The Village Manager met with Envisio representatives at the ICMA conference in Baltimore last month and was impressed wit how the software measures effectiveness with understandable visual dashboards. The Envisio proposal is attached. The cost fo their solution is $15,000 annually with one-time implementation costs of $9,500. This solution includes the below modules: I 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 https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 10/12/2018 BoardDocs® Pro Page 2 of 3 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. 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/92c07C Here are examples of Strategic Planning dashboards via Envisio's website: https://www.envisio.com/envisio-strategy-manager Here are links to a few town's public facing dashboards, including Lawrence, KS, and Scottsdale, AZ: https://www. envisio. com/envisio-public-dashboard, If approved, Village staff and representatives from Envisio will make a presentation on the dashboards at a Village Board or Committee of the Whole meeting in the first quarter of 2019 once implemented. The presentation will include actual performance data from the Village (as opposed to sample data from other communities). 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 MOLUnt Rrospect.pdf (563 KB) Administrative Content Executive Content https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 10/12/2018 BoardDocs® Pro Page 3 of 3 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. https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login 10/12/2018 CCENVISIO Strategy, r iiriii lin and i iii lin iii iiia iii ori .tete cloud. Submitted By 1 EXECU IIE SUMMARY Andrew Schaffer ;�1' �� y, �I F J. Chief Technology and Innovation Officer Village of Mount Prospect Village Hall, 50 S Emerson St.��'" Mount Prospect, IL 60056 Dear Mr. Schaffer, uummuippppp° On behalf on Envisio I am pleased to submit this proposal for your consideration. I have enjoyed the conversations with your executive team and based on our conversations to date, I'm very confident Envisio can provide the required capabilities. We look forward to the opportunity to become a valuable extension of your team. In the Village Mount Prospect is Envisio for m summary, of evaluating several requirements including deploying the strategic plan through department action plans, roll -up progress uuuuuuu� m reporting for the Board, drilldown for visibility into a project/strategy/goal's history, the ability to analyze and visualize datasets (or create a dataset) to identify insights and trends for decision making. Then the ability to publish select progress and accomplishments toward strategic goals lllluuuumuuz and objectives, including measures (charts and graphs) if desired with your community. Key Envisio capabilities demonstrated were department business planning in alignment with the strategic plan, flexible assignee options (owner, contributor & observer), automated update reminders, ability to attach files, personalized dashboards, internal reporting for departments and muuuuuuuuuuuuum�l ppp0°�� the Village Managers Office, and external reporting for the Board. The ability to track other plans and measures separate to the strategic plan. Data analytics capabilities including aggregation, calculations/ratios, pivot tables and filters. The ability to create and share measures dashboards centrally or by individual managers. Then lastly the ability to edit and publish externally. Envisio's powerful software is supported by a passionate team with you every step of the way. Please see in the remining pages of this proposal the supporting information and business case X11111111 for the investment in Envisio. Best Regards, Kurt Juson VP Sales 604-670-0730 kjuson@envisio.com 1 OVERVIEW L Envisio's Strategy, Data Analytics and Reporting Platform is a unique software application that brings managers and staff together on one platform to achieve your organization's goals. As home -base for all your planning, reporting and performance improvement efforts, Envisio will engage your staff in the organizations mission, and breakdown siloed planning, data collection and reporting, so you can achieve the results you seek. Our unique suite of modules support: uuuumz • Strategic & business plan alignment • Data aggregation & visualization • Management reporting • Community dashboards � • Employee performance evaluations • Performance benchmarking with peer jurisdictions ppiiiiipVllll We know that Strategy Management Software is a big commitment, and furthermore how integral it is to achieve your Strategic Plan and the Community Vision, so we've created a best in class, all in one system to support you, your employees and the community you serve. oumIIVIII 01111lll uumuuuuuum PA uuum�uuuuum e'G Illiii�l�l uu� HE tuuuuuuuuuuuum uumuuuuuum WHY IIII I, I Envisio is an all -in -one planning, performance management and reporting system for local governments looking to better execute on their strategic goals and improve performance. We believe that strategy execution is the most important yet neglected focal point for any organization; why do you exist if not to achieve your goals? By bringing your community, elected officials, and staff together with one platform, Envisio helps you achieve your organization's potential and maximize the impact you are having in your community. CGNSIDEIR I HIS Every other function in your organization has evolved from spreadsheets and word documents to manage their responsibilities. They all have systems in place to deliver on their mandate and accomplish more that they could otherwise. Yet the strategic plan and performance management still lives in static documents. WHA I ARE WE E I I UNG WI I H BMVISIO? Envisio's dedicated team and powerful software are committed to helping local governments of all sizes achieve their goals and benefit their communities. Here is what you receive: Strategy Deployment Best Practice Ease of Use Organization -wide approach to Count on Envisio's Customer Success Modern, intuitive and easy to deploy actioning & achieving strategic goals. Team for support with best practice. and use software. I � Data Analytics Aggregate & visualize data on internal and external dashboards. Unlimited Support Our passionate team provides all the setup and ongoing support you need. Management Reporting Powerful and flexible roll -up reporting with auto scheduling Cross -Department Collaboration Organization -wide collaboration & visibility on shared goals & projects. Community Dashboards Publish your progress and build trust with your community. ,)",f Streamline Workflows Automate manual processes in word documents and excel. 3 II IL.IIL. II;' III;' III;' f ""III""III;' III III' III;'' Definitely yes. The Achilles heel of any strategy or strategic plan is the accumulation of completed smaller action steps that turn a strategy into a reality. This is where Envisio is a real game changer. So many strategic plans, both city-wide and departmental are never operational ized and end up on the shelf. Now you recover this lost of time, resource and potential with Envisio. II IL.IIL. 11' 1111' ""III"'III 111 1111'' Yes, you will. The initial upfront effort to establish action steps, timelines and performance measures (which you may already have) will take some effort, but the rewards are reaped once this initial effort is made. Provide updates from a hyperlink in an email and let Envisio automatically roll up data into reports and dashboards. 1111..1110Y1,,,A!,!S AC'"'III"'UXL.IL.Y US1,,,, IIII'I IIIIII' They will. Engaging employees with how they contribute and can move the needle becomes empowering and motivating. Sure, some may need a little extra motivating but seeing others updates on shared goals soon provides a sense of team work and peer accountability. 111' CON I R 0 1 Wi III C II I III': ""III"'A S Si°°I 111 1111'111':) IIII' ""III""IIII'III' I IIL.JIY/11)111;^1,111.111 111.. ' You have complete control over which data you keep on individual dashboards, which data you share internally, and which data you make publicly available on your Public Dashboard. I IOW I I 111 111: III A III""III"' ""III"'0 III M I') IIL.JIII' III IIII' II ""III"" IIII' II III III ' Envisio is not like other software implementations because we're easily configurable we're hosted in the cloud. Our Managed Implementation Service ensures you are up and running and producing progress reports fast. We provide both remote and onsite training options, and all post -implementation training and support is free of charge. Vuuuoippii,, ""III""III""'VIII III 111 111) 111 ""III"" IIS ""III I!!QR OUR111 111 U II III III"" ' If delivering on your strategic plan on-time and on -budget and improving performance so more can be delivered for every taxpayer dollar spent is important, then yes. If your community and muuuuuuo elected officials want better communication and visibility into the City's efforts, progress and LLperformance, then yes, Envisio will bring much value to your community. III 111!"' 111'1111!""!' III A My I': ""III""A I I OS "III Envisio is a cloud -hosted application, we host all data with Amazon Web Services, one of the worlds most highly regarded, secure and compliant hosting service providers. 0 III III IIII IIII' IIIA IIII' III IIII' I III & IIII IIII' III' IIIR I HNG SYS ""III"" IIII' III 61 • An organization -wide approach to aligning department action plans with the Strategic Plan • Custom labels/terminology to match your existing terminology • Gantt, List and Cascade Planning Views • Business Planning for Department to align Actions with Organization Goals • Priority feature to assign priority to planned goals, strategies and actions • Bar, line and area charts with targets, milestone dates, sum and average aggregation • Tag feature to tag and filter Actions for reporting uulllllllluuuuml 0 Ability to edit, reordering or relocating plan items and measures • Action cloning to show where an Action supports multiple Strategies • Action start/end dates driving Upcoming, Status Pending, In -Progress & Overdue statuses • Owner, Contributor and Observer assignee options (easy permission settings) • View Only (free/no cost) users with ability to restrict access uuuuuuuuuuuuuuuuuuuuuuuuuuuu • Organization chart, department portfolio and department reporting permission options • Bulk reassign items with history from one user to another • Activity Steam with personalized scrolling feed of relevant notifications • Automated email notifications LL• Customizable update templates for consistent update commentary • Customizable home dashboard with drag, drop and resizable windows L• Impersonate users to view their dashboards and items (Administrator only feature) • Ability to update on behalf of an absent employee •- p aggregation Roll u a re ation of commenter percent complete, status &measures Y, p p , • Chat collaboration • File upload and management • Update history feature to view and report all past updates in chronological order • Search, filter, sort and pin features on dashboards VIIII uVlll • Report Builder Wizard to guide users through report creation and scheduling • Out-of-the-box and customizable Report Templates uulllllllluuuum . Report layout editor to filter/group/sort/include/exclude report content • URL & PDF Reports options, including Report Archive folder • Report scheduling - auto -email reports to a recipient list on an automated schedule 61 COMMUNITY DASHBOARD FEATURE • Customizable Community Dashboard Administrator Portal • Control which goals, strategies, actions and measures are shared externally • Control/edit the updates/data for external viewing e.g. edit update text • CSS overwrite for customizing webpage design • Toggle on/off percent progress, status bars, commentary, measures for each goal, strategy and action • Self-publish/un-publish with a 'preview' feature • IP Whitelist to restrict access to the Community Dashboard to internal staff (only staff on Vuuuuo the chosen network/IP address can access) vuullll • Newsfeed feature for high visibility messages • Google Analytics Tracking Code �IIII'III' III'III' III VIII'XNXLYIII"'III III III')UI...IIII' uuuuuuuuuuuuuuuuuuuuuuiuluuuu • • Import, manipulate and visualize tabular data for insights Complex multivariable charts, graphs and tables • Permission -based access to datasets, visuals and dashboards LL• Extensive range of input data types: Date, String (text), Time, Duration, Percent, Currency, Pick List, Formula, with decimal place control. • Extensive range of calculated column options: Formula column options include Formula Sum, Formula Average, Formula Comparison, Formula Operation, Formula Duration, (111111WO),111111 Formula Date/Time. • Date aggregation (daily, weekly, monthly, quarterly, annually etc.) • Metrics aggregation (child and parent measures) • Lock datasets so they can be shared but not edited • Search & filter capabilities: Individual, Department, Parent, No update since X date (find uiiii uul measures that have not been updated), Locked, Aggregated. l 4000 • Create and save pivot tables (excel functionality to reorganize data) uuuum vuullll • Filter using 'And'/ 'Or' with greater than, less than, equal to, not equal to etc. options • Create libraries of visuals and dashboards • Share dashboards internally or publicly (public URL) • Show commentary for a chart and/or individual data points (hover -over pop -ups) • Customize chart colors by Y -Axis • Unique 'Summary Chart' feature to calculate and display relationships between variables 6 vuullllpuuum : III D �uuuuuuuuuuuuuuuuuuuuuuuuuuuu L I 4000 Viiii uVlll vuVlllllpuuum • Standalone measures dashboards separate from the Strategic Plan with ability to then link measures to plan goals, strategies and actions • Color -coded thresholds • Multiple Administrators and easy to manage permission -base access III'�IIL.IIII'IIII' III'�IIII'III'III'III'III VIII' III III':IIL....IIII' • Three assessment areas: deliverables, competencies and values • Individual Development Plans • Weighting of assessment areas by employee classification • Assign importance scores to deliverables, competencies and values • Templates for easy setup • 6 -month interim and 12 -month final assessment periods • Email reminders • Create and assign assessment cycles - setup, interim assessment and final assessment • Manager and Employee sign -off • Shared and private manager comments • Employee Assessment Summary Reports GOVI,U!,!,NCIUMXRIKIII III') UI JIII' • ICMA Open Access Benchmarking Measures — click here • 125+ Cities & Counties • Create your own benchmarking network • Create peer groups within networks • Easy data collection • Data cleansing (outlier reports) • Public URL report creation • Paid and freemium options • Out-of-the-box easy peer comparison reports 7 vuVllllllluuuum vuulllppuuum ( 4awo 11 ( 4awo 11 : III D Illllllllluuuii SUCCESS ,„ Our skilled, passionate and proactive Customer Success Team, with firsthand experience in Local Government, are dedicated to your success. Envisio's has partnered with more local governments than any other strategy and performance management software. We have a deep understanding of the unique needs of the sector, our development roadmap is shaped by our municipal customers, and our Customer Success Team get municipal planning, performance management and reporting. 11 IIILE1EI A I 10 II From the first engagement we understand your goals and timelines for Envisio, and develop and manager a project plan to ensure time -to -value as fast as possible. You receive a dedicated implementation manager for 90 -days during which time we audit your plans and measures, configure and populate the software, setup and schedule reports, and provide on-site or remote user training. Our best in class software is supported by best in class service! III' IIL.JIII' III IIIA III' IIL.JIII' IIIA IIII...' III"" ""III""III IIM III IIL.JIII' ""III"" !11'w I;irlii )-A9' AI 3!.li,i�ii�7i�; of V1 1, I V I I i„il,,i�yi"t IHlfrIM/ I�'" Ili '��Iflr;ll,Ilili/��'.i'��ul'rf i I'i,il'�Ilalir r'J Bili Il.r In Iulinol'(') "�il'I S0ftA/0I'(') GNIGMMIG ,„ Ongoing customer service includes monthly/quarterly (you decide) account reviews for continuous improvement, ongoing training for new features and enhancements (we releases code every two weeks) regular educational and training webinars, and all other support you might need. There is no charge for ongoing training and support. For those that prefer to learn on their own Envisio's online helpdesk offers videos and articles covering all functionality. Ej UNIQUE CAPABILI I IE, �Ii UIIIL.OGY & III,III III, III�III,IIIIIIIII,IIII, Envisio's suite of applications are powered by modern Ruby on Rails and GraphQL servers. Ruby on Rails has been the go -to -choice for many well-known online applications, such as Basecamp, Airbnb, Zendesk, etc. GraphQL has been a revelation to web and mobile development since Facebook opensourced the technology in 2015. Our user interface leverages ReactJS, which has become the top pick in recent years by the tech because of the strong backing from Facebook and Microsoft. Envisio picked its battle -tested technology stack to provide our customers best -in -class user experience. Vuuuuo Specific examples of how this translates into a better user experience are customizable, drag -and - drop dashboards, the ease and flexibility with which roles and permissions can be managed, the live Activity Stream (personalized news feed), build in chat/collaboration, expansive reporting w w capabilities, data aggregation and summary, and many other unique and intuitive features. : ""III"" II IIIiG Ii I""IIL. Envisio is the only solution to combine planning (gaol setting and action planning) with data "w w intelligence. Load and analyze raw data from other systems/software and with pivot tables, calculated columns, filters and dataset aggregation, manipulate and visualize your data. Use your data for evidence -based decisions on resourcing, understand the impact of your strategic actions, identify where corrective action is required, manage performance, and monitoring trends over uuumuu time. uumuuuuo IIII' III''°) Q IIP ""III"" ( 4000 Reporting is Envisio's strongest feature set. Back to our origins being in local government, Envisio was conceived to overcome the challenges of reporting on strategy and performance within a complex organization. Reports aggregate and summarize commentary, percent progress, status indicators & metrics in ad-hoc or auto -scheduled reports. The flexibility to group, sort, summarize, filter and customize report content is unparalleled. Set-up and schedule reports by individual, project/strategy, status (upcoming, overdue, completed etc.), by department, organization -wide, include detail (internal), uuuuuuuuuuu�p11�IIIIIIIIII or provide a summary (external). MWMUNI ""III"" III';' ""III"" IIII' III' IIL.... III': Ilh III':I Q III' III' Share performance measure dashboards publicly, a strategic plan dashboard publicly, or combine the two for a strategic plan and measures dashboard in one. Customers have complete control over what is publish and when and can self -manage all aspects of publishing. ',WSIII III!' VIII A very intuitive and easy to use department plan/action planning capability where managers can create Actions/Tactics/Initiatives/Programs and align these to the organizations Strategic Plan. When Business Planning managers set start and end dates, assign the Owner, Contributor and Observers, create a measures or targets and can add a more detailed work plans is required. I GIIL IL. UI' ' AGGIU!,!,GA""III""III I II Ili H IIh°°I IIL.JIII'tt IIII' IIL. 10 Envisio aggregates commentary, percent progress, target progress, status indicators & metrics data so you don't have to. 'Copy from Action Updates' commentary aggregation, 'One -Status' aggregated status indicators, 'Progress' aggregated percent progress, and 'Aggregated Measures' are all examples of how Envisio rolls up and aggregates data from across your City. vuulllppuuum ""III""0 C tt I III:Alt IILi III' III°°I III III';' III'a Ilh fllllt IIIt III'a Envisio's home dashboard displays information unique to the individual user. Users select what they wish to see and can reposition and resize windows according to their preferences. Home dashboards display what a user owns, contributes to, or observes, a calendar, vision, mission and values, measures, the organizations overall progress, a snapshot of the status of their and their w w department's action (operational) level items, and an Activity Stream (a 'news feed' feature displaying relevant information — updates due, overdue items, at risk items, changes made etc.) Every item the user owns can be found, viewed and updated from the home dashboard with easy keyword search and filters. III III'a AIL. I III!' III IIII'""III"" III'U CS I)A&I flI.t IIIt III'a IIL.JII I IIIC III I �V S III°°HI I , Performance Manager: Create dashboards independent the standalone performance measure of III plan, link individual measures to plans where appropriate (one-to-one or one -to -many) and I" publish metrics dashboards externally. ""III"" ILi OCAL.... Ct llll' III't l 111 IIII' l III!! CU.t llll' lll'a Envisio's origins are in local government. Envisio was conceived through the challenges presented when tasked with deploying strategy through a complex organization, by our founder Ian Clark Illlprlrlrlrlrini�i VVI while a General Manager at the Melbourne Metropolitan Ambulance Service. Envisio's Customer g p Success Team is lead by a Kevin Knutson a former City Manager and accomplished local mmup00pp0�p11IIIIIIIIII government industry veteran. Kevin offers our customers 21 -years of experience in high - performing municipal governments. We understand and are committed to the unique needs of the local government sector. 10 liiiiiiiiiiiiiiiiiiiiillillillillillillilliillillilillilI uuuuuuuuuuu�p11�IIIIIIIIII e. uuuum �uuuuuuuuuuuuuuuuuuuuuuuuuuuu vulllppuuum uuuuuuuuuuu��IIIIIIIIIII �uumuuumuuuum YOUR UNVES °°I°° E N I Envisio Core: Planning, Reporting and Community Dashboard $11,000 1 -year subscription for the first 35 user. Includes unlimited support (online and phone). Note: $200/additional user/year Implementation One-time implementation fee. Includes strategic and action plan data audit, all software configuration and data population, user training, reporting strategy development, community dashboard launch, and all supporting setup and training. Includes 1 -day onsite training and presentation to the Board* Performance Analytics Module (optional capability) 1 -year subscription for the first 35 users. Includes unlimited support (online and phone). Implementation One-time implementation fee. Includes build of 12 dashboards with up to 10 visuals (measures) and all supporting setup and training. Includes 1 -day onsite training* Total Annual Software Price (all modules) Total Once Off Implementation Fee $6,500 $4,000 $3,000 $15,000 $9,500 *2 -days onsite training total. Included in this time will be a presentation to the Village Board. The most appropriate use of this time can be determined prior to delivery. Receipts for travel costs will be presented and invoiced separately post the delivery of onsite training. Multi Year Contract Options: "Lock -in" no price increases. Secure pricing for up to 4 -years, paid annually. Receive a discount for a multi-year agreement paid upfront. 11 Insert Master Service Agreement 12