IT Governance Business Case
Performance Management Software
Budget and Management Services
Background
The Budget and Management Services Department currently uses the Clearpoint Strategy platform to manage performance measures, plans, and updates associated with the City’s Strategic Plan. Additionally, Departmental Strategic Plans are also managed within this platform.
There was a commitment made to City Council to revisit the solution prior to requesting any Clearpoint contract, which would occur in FY22.
Current Business Problem
• There is no current business problem. BMS had previously told City Council that it would be investigating other performance management platforms for due diligence purposes. This business case was, then, developed to ensure that BMS, with TS support, met its obligation to City Council.
Current Pain Points
• BMS is not currently experiencing major pain points.
Desired Business Value
City of Durham’s Strategic Plan Goal: Innovative & High Performing Organization
Initiative: Develop and implement a citywide STAT model to better use data and implement the Strategic Plan.
• Ensure the City maintains a performance management software that meets needs associated with monitoring, planning, and reporting on Strategic Plan initiatives.
• Allows Strategic Plan initiative leaders to easily update their initiatives and data.
• Allows for a simple and intuitive means to update Senior Leadership on initiatives’ progress.
Future State Benefits
• There are no future state benefits that we do not currently have. We currently have:
• Easy and collaborative project planning,
• Simple quantitative data entry, complete with linkable measures
• Intuitive fields for qualitative/descriptive updates
• Easy-to-use interface for initiative owners
• Outward facing reporting capacities
Recommended Solution and Analysis
Solution #1: Clearpoint Strategy
Description Clearpoint Strategy’s performance management platform, which is the platform we currently use.
Pros
• Quantitative data entry
• Qualitative data entry
• Project planning
• Easy to use interface
• Outward facing reporting
Cons
• Design of dashboards is not as appealing as it could be
Solution #2: Neubrain Performance Management Software
Description Neubrain’s performance management platform.
Pros
• Quantitative data entry
• Qualitative data entry
• Project planning
• Outward facing reporting
Cons
• The interface and overall software design makes it very difficult for non-IT staff to use
• Design of dashboards is not as appealing
• Pain associated with migrating system and teaching staff across the City how to use the new system
Solution #3: ESRI Performance Management
Description ESRI’s performance management solution.
Pros
• Quantitative data entry
• Appealing dashboard design
• Outward facing reporting
• Easy to use (though limited in capability)
Cons
• No qualitative data entry
• No project planning capacity
• Pain associated with migrating platforms and teaching staff across the City how to use the new platform
Solution #4: Envisio
Description Envisio’s performance management solution.
Pros
• Quantitative data entry
• Appealing dashboard design
• Outward facing reporting
• Easy to use (though limited in capability)
Cons
• Limited qualitative data entry
• Significantly higher cost than Clearpoint
Recommended Solution: Clearpoint Strategy
Description Clearpoint Strategy’s performance management platform, which is the platform we currently use.
Pros
• Quantitative data entry
• Qualitative data entry
• Project planning
• Easy to use interface
• Outward facing reporting
Cons
• Design of dashboards is not as appealing as it could be
Performance Management Project: Financial Estimate
COST ESTIMATES FUNDING
*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor
Description Year 1 Costs (Hours) Annual Run Costs (Hours)/ KTLO Departmental Funding Amount: $52,000 Labor $ (Hours) Internal TS: 10 hours 1 hours Funding Requested (Y/N): N Business Analysis 10 hours 0 hours TS Services 0 hours 1 hours Project One Time Costs $0 TS PMO 0 hours 0 hours Project Run Cost (External) $0 Internal Department: Budget Management Services 5 hours 5 hours *Total Project Funding Requested for Year 1 $0 External: $0 $0 *Recurring Costs $0 Professional Services $0 $0 Non-Labor $ Hardware: $0 $0 Software $52,000 $52,000 Other: $0 $0
Risk Identification
Description of Risk Risk Impact Mitigated (Y/N) Contingency(Y/N) Poor execution N/A Project team turnover N/A Vendor performance N/A Cyber Security N/A
Mitigation Risk (Costs)
• No cost
Contingency Risk (Costs)
• No cost
Our Ask
Our recommendation is to continue using the current platform, Clearpoint Strategy.