ProvStat Impacting Government Operations

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ProvStat -ImpactingGovernment Operations
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What IS ProvStat?

• Mayor David Cicillines initiative for making
  government
• work more efficiently, effectively
• more accountable to taxpayers
• Inspired by Baltimores CitiStat
• New way of seeing new lens
• Vehicle for Providence to collect, analyze, use
  data for decision making

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An Early Priority

• To make city government more accountable, I am
  announcing the creation of ProvStat, a
  comprehensive system for developing and
  maintaining databases on all city departments and
  services
• This accountability and tracking system will
  enable us to show, at any given moment, exactly
  how we are doing in fighting crime, educating our
  children, and managing our finances.

gt Inaugural Address, January 6, 2003
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Mission

• Through continuous data collection,
  timely assessment and relentless follow-up,
  ProvStat will help the City of Providence gain
  unprecedented knowledge about its departments and
  operations, and enable government to implement
  strategies for improved service delivery,
  supporting Mayor Cicilline's unyielding
  commitment to accountability for the City.

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Additional Goals

• Help Department Directors run their departments
  more efficiently, effectively
• Decisions based on data real numbers, NOT
  estimates, guesses, and anecdotes
• Help the City stays focused on top priorities

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ProvStat Accomplishments

• Helped create technology infrastructure built
  customized databases
• Supported data driven decision-making
• Created never-before-seen GIS mapping
• Introduced Performance Measurement to the City
  of Providence

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City Depts. Working w/ ProvStat

• Parks
• Recreation
• Police
• Fire
• Public Works
• Inspections Standards
• Mayors Council of Drug and Alcohol
• Neighborhood Services

• Tax Assessor
• Tax Collector
• Board of Licenses
• Planning
• Recorder of Deeds
• Purchasing
• Public Property
• Human Relations

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The ProvStat Process

• 1 or 2 Departments per meeting
• 2x per month
• Dept. Director addresses Mayor and panel

• New Administration
• Personnel Breakdown
• Overview of Assets

• Work with Dept. Directors!
• Perform follow-up analysis
• PowerPoint Presentation and Live ArcView

• Existing Systems
• Computer Literacy
• Value Added Tools

• Charts and Graphs
• GIS Analysis
• Performance based on indicators

• Services delivered
• How service is delivered
• Expectations of delivery

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A Typical ProvStat Meeting
Data presented in charts, graphs, maps

• ProvStat Panel
• Mayor
• Chief of Staff
• Chief of Administration
• Chief of Operations
• Director of ProvStat
• Deputy Chief of Staff
• Policy Director
• City Solicitor
• Director of HR
• Communications Dir.
• Chief Information Officer

Dept. Director Reviews Data as presented
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What is Measured?

• Volume / Workload / Output
• How much? How many?
• What work is being done done, where, when
• Efficiency
• relationship between work performed and resources
  required
• Effectiveness
• degree to which identified goals are achieved

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Sample Indicators

• Completed Priority 1 Forestry requests within 48
  hours
• of neighborhood parks cleaned and mowed in a
  3-week cycle
• Top 10 streets - Rating city streets by
  (frequency of) pothole-filling activity

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Assist with Technology
Create database to help track requests for
forestry services
Value AddedWhat helps them helps us!
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Assist with Policy
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Measure against Policy
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Use GIS to help visualize
Unabated PruningHotspot by Neighborhoodas of
Aug 31, 2007
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Plan for service delivery

• City Forester initiative to locate all streets
  trees
• 100 volunteers with PDAs
• Geocode trees by address
• Systematically Prune all city street trees

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Target service based on analysis
Public Educationin relation to Fires, Malicious
False Alarm Hotspots
48 Incidents
Jewett/Calais
77 Incidents
Manton/Julian
Fires, False Alarms - 2006
Public Education Activity
Jan- Sept 07
75 Incidents
Hamilton/Gallatin
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Analyze Frequency of Service
Frequency of park maintenance
Reduced cycle time to 15 days - larger parks
14 days - smaller parks
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Public Works
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ProvStat oversees new CRM system

• Remove silos of data
• Remove redundancy
• Allow for multi-department response
• Blight
• Graffiti
• Foreclosure Activity
• More efficient analysis of service delivery
• Ability to escalate and reroute calls
• Ability to link work output and assets

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Going Forward

• Continue to make decisions about processes,
  programming, strategies and service delivery
  based on data and information
• Continue regular ProvStat Meetings with Depts.
• Add - measuring progress on Mayors Strategic
  Goals

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Thank You!