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Home My WebLink About 4.3 Envisio Strategic Plan Software Discussion and 2019 Report4/28/2020 Agenda Item Details Meeting Category Subject Access Public Content "70= BoardDocs® Pro MIMM At the June 11, 2019 Committee of the Whole meeting, representatives from Envisio presented an overview of the purpose of strategic planning management software, how the platform will help the Village achieve its goals, and how goal status is shared both with the Village Board and the public. Envisio is a web -based software system which manages the creation, tracking and reporting of the Village"s strategic plan and key performance indicators (KPIs). The Envisio system includes the ability for departments to align and measure annual goals and objectives prioritized by the Village Board and Manager. The system allows for tht aggregation of data for performance measure dashboards (charts, graphs) and the ability to share progress on strategic plan Action items with a public -facing online dashboard. [t is important to know the Envisio software is tied to the Village's Strategic Plan in the following ways: • Goal: Six Goals for vision attainment were agreed upon by the 1::.::.3oard and include Governance, Cultural Climate, Infrastructure, Business, Commercial Business District, and Development. • Action: Specific items that were voted on by the Board or identified by the Village Manager as a Top or High Priority item, as determined by the Strategic Planning Workshops that were held in January 2019. • Activity Milestone: Specific steps or individual activities which are directly tied to an Action. Strategic Plan Manager This element of the software allows the Village to input, monitor and track progress on specific items within our annual Strategic Plan. Village staff was trained on this component in June 2019,, and have been updating their progress throughout the year. In addition to informing management staff on the progress of our Action items,, this component allows us to run customized reports, allowing these updates to be easily shared and digested by other staff, the Village Board and the public. The reports contain various level of detail (depending on options selected) and helpful features such a progress and status bars, deadline dates, ownership of the item, and more. To launch Envisio, a total of 37 Top and High Priority Actions identified at the January 2019 Strategic Planning Workshop were input into the Envisio system for tracking by specific "owners". or staff members that are ultimately responsible for input of data, updates, and monitoring of progress. When updates are made by staff, they denote the percentage complete and also if the item is on track, based upon pre -determined dates tied to each activity milestone. Activity milestones have written updates and indicator bars which allow for quick review of items that may be delayed or experiencing setbacks. These progress indicators will be shown in both the reports and online dashboard: https://go.boarddocs.com/il/vomp/Board.nsf/Public 1/3 4/28/2020 BoardDocs® Pro Envisio automatically calculates progress on Action items (shown in the attached report) based upon the progress made for each Activity Milestone associated with it. For example., an Action item has three Activity Milestones, A, B, and C. If A's progress is 100% completed; B's progress is 40% completed, and Cs progress is 40% completed,, the total progress reflected in Envisio reporting for that action item would be 60% [100+40+40=180 out of a possible 300, which is 180/300 or 60%]. Each Activity Milestone is weighted equally and feeds into the total for each Action item. For the sake of brevity (there are 108 Activity Milestone items) and, in some cases, confidentiality., the Activity Milestones are not included in the attached report, but are shared with the Village Board and management staff. Action Item Progress in 2019 The attached Strategic Plan Summary Report shows the progress of 37 Actions that were tracked from June - December 2019. Overallf the Village saw 83% progress on the 2019 Strategic Plan. Keep in mind Action items which show minor or major disruption are often due to elements outside the influence or control of the Village; i.e. if delays result from lengthy IDOT review or developer disinterest in moving forward with a project. The following Action items were 100% completed in 2019 based upon the activities tracked in EnvisicE River Trails Park District IGA for Flood Control Improvements at Burning Bush Trails Park Assessment report on the Village's vacant commercial inventory A 1 -year evaluation on Video Gaming CIP project funding Backyard drainage improvements policy Algonquin Road Improvements • Development of a complete streets policy • Private fiber installation plan between Village buildings Community outreach action plan • Maple Street Lofts project entitlement • Central and Main project entitlement • Emerson Street Parking Deck elevator • Chicago Executive Airport Village position and advocacy Cybersecurity report • Pension funding policy • Alternative revenues report • Other Post -Employment Benefits (OPEB) report Note that 100% completion in the Envisio software system does not necessarily mean that the project is entirely finished (Maple Street Lofts), or that it will be accomplished as initially planned (Algonquin Road Improvements., Emerson Street Parking Deck Elevator). What is does mean is that staff has accomplished all the activities associated with that Action in the time frame being tracked. Some Actions are multi-year projects that will carry over from one year to the next. Others will not be accomplished at all, once research has been done and a final decision has been made, usually by the Village Board. Performance Manager The Performance Manager imports,, aggregates & visualizes numerical data. This data is specifically selected tit, represent progress on the six Goals within the Strategic Plan. The data collected is categorized under specific Key Performance Indicators,, or KPIs. Examples of KPIs the Village is tracking over time include topics such as commercial vacancy rates, sale tax collected, or CIP spending, just to name a few. A complete list of selected 29 KPIs is attached; implementation of this into Envisio is currently underway. This list may expand to additional topics over time. Although the data import is a simple excel -like spreadsheet,, staff can run various analysis on the data and create graphs, tables and other visuals. These,, when linked to Goals or Actions within the Strategic Plan Manager, help "tell the story" of progress made with real numbers. Nine (9) of the identified 29 KPIs are now in Performance Manager and are included in the attached summary report under the corresponding Goal or Action [noted in brackets]: Equalized Assessed Value (2010-2018) [Goal 1] Sales Tax Collected (Municipal and does not include home rule taxes) [Goal 2] * Randhurst Village Total Sales (2015-2018) [Goal 2] * Roads., Watermain and Sewermain Improvements (2017-2019) [Goal 3] * CIP Spending (2013-2020) [Goal 3] * TIF Increments Generated and Shared (2011-2018) [Goal 5] * Per Capita Operating Spending (2016-2020) [Goal 6] * Property Tax Rates vs. Comparable Communities (2014-2018) [Goal 6] * Property Tax Burden by Land Use (2019) [Goal 6] In addition to including these graphs in reports, Envisio allows these graphs to be shown on a dashboard, customizable for each staff member or topic. For example, staff from the Finance Department may want to keep sales https://go.boarddocs.com/il/vomp/Board.nsf/Public 2/3 4/28/2020 BoardDocs® Pro tax data on their home dashboard., which updates automatically as data is entered in the system. Custom dashboards can also be shared via website link (url), so the Village Board can see data that may not be included in public reporting. Public Dashboards The Envisio software allows the Village to display the Strategic Plan to residents, complete with progress and accomplishments staff are reporting throughout the year. This dashboard includes the aforementioned visuals from KPIs,, with more data being added weekly. Viewing details on progress is as simple as clicking the desired Goal or Action item, and can be done on any computer or mobile device. This interface contains the same information as the attached summary report,, but in an easy to read and understand format. Users are able to learn about the items of most interest to them, and the system is continually updated with current information. Staff has a good understanding of the software going into the 2020s Strategic Plan process, and will be able to make recommendations on how the Board's vision for this year can be incorporated into Envisio for tracking. There are continuous improvements that can be made to get even more out of Envisio,, and the time is ripe to move forward with them. III Alternatives 1. Discuss the progress of Envisio's Strategic Plan Manage 2. Action at discretion of Village Board. I Progress Bar.png (15 KB) Strategic Plan Summary Report - Action Items 2019-2020 for BoardDocs.pdf (229 KB) KPIs 2020 Launch.pdf (88 KB) COW 1.14.2020 Envisio Strategic Plan Software Discussion and 2019 Report.pdf (1.313 KB) Administrative Content Executive Content https://go.boarddocs.com/il/vomp/Board.nsf/Public 3/3