REPORT IN BRIEF

The Public Works Department currently manages 10 programs. This report recommends creating a new program called Pavement Operations. If approved, this new program will replace a service delivery plan currently included in the Transportation Operations program. By creating a separate program, department staff believe that they can improve service delivery of various activities regarding street and road maintenance. Recommended weightings for each outcome measure are also included.

The restructured program outcome statement and program outcome measures were used to prepare the approved FY 2002/2003 and 2003/2004 operating budget for programs managed by the Public Works Department. The recommended program outcome statements and outcome measures maintain existing service levels.

BACKGROUND

The City’s outcome management system allows both the City Council and staff to comprehensively review the services and programs that we provide to our citizens and customer groups. Through this effort, staff from a specific department work with the Office of the City Manager to examine one or more programs that are being restructured to the outcome management system. This effort requires that staff redefine the overall purpose of the program, identify the fundamental results that the program should produce annually, and prioritize these results. Recommendations in all three areas are made to the City Council, who makes the final policy decisions.

City staff has added three steps to better align the program restructuring process to citizen and customer needs. First, the citizen and customer groups that are served by the restructured programs were identified. Next, citizen/customer expectations and requirements were determined. Third, proposed outcome measures were carefully reviewed to strike balances between customer satisfaction, operational performance, and financial results. This review also balances outcomes that are determined based on citizen/customer perception of program results with objective program results. Results from past External Customer Satisfaction Surveys were used in setting baseline results for customer satisfaction outcomes. Listings of customer groups and customer requirements are included for the Council’s information; no formal action is required by the City Council regarding this information.

EXISTING POLICY

In the Legislative Policy Manual, Goal 7.1B Financial Practices: Maintain Sound Financial Practices Which Meet All Applicable Standards and Direct The City's Financial Resources Toward Meeting The City's Long Term Goals, Policy 7.IB.5 Performance Budget System states: "Maintain and refine the Performance Budget System to assure its use for multi-year planning, full-cost accounting, and budget monitoring".

DISCUSSION

Pavement Operations

This program consolidates roadway and traffic sign maintenance activities and the City Street Pavement Service Delivery Plan (SDP) into a new program. Program services include pavement construction and maintenance, repairing breaks or holes in roadway pavement, and using the City's pavement management system to schedule pavement resurfacing. The program also provides for creating, installing, and maintaining traffic signs and pavement markings. These services are provided to two primary customer groups: City residents who travel on streets and roads, and visitors who travel on streets and roads. Customer requirements include: safety and ease of travel.

Detailed worksheets will be prepared for each outcome measure, describing how actual results achieved will be determined, and how and where data will be collected. Traditionally, the City Council reviews the proposed programs twice during the restructuring process. Restructure programs are first presented to describe the program outcome statements, outcome measures, and proposed weighting for the measures, and to collect Council feedback. The proposed restructured programs, with any revisions as required, are then presented at a following City Council meeting for final review and approval. The City Council has approved a recommendation by City staff to consolidate this approach into review and approval at one City Council meeting. City staff is using this consolidated approach for these restructured programs.

This program consolidates roadway and traffic sign maintenance activities and the City Street Pavement Service Delivery Plan (SDP) into a new program. Program services include pavement construction and maintenance, repairing breaks or holes in roadway pavement, and using the City's pavement management system to schedule pavement resurfacing. The program also provides for creating, installing, and maintaining traffic signs and pavement markings. These services are provided to two primary customer groups: City residents who travel on streets and roads, and visitors who travel on streets and roads. Customer requirements include: safety and ease of travel.

Detailed worksheets will be prepared for each outcome measure, describing how actual results achieved will be determined, and how and where data will be collected. Traditionally, the City Council reviews the proposed programs twice during the restructuring process. Restructure programs are first presented to describe the program outcome statements, outcome measures, and proposed weighting for the measures, and to collect Council feedback. The proposed restructured programs, with any revisions as required, are then presented at a following City Council meeting for final review and approval. The City Council has approved a recommendation by City staff to consolidate this approach into review and approval at one City Council meeting. City staff is using this consolidated approach for these restructured programs.

FISCAL IMPACT

The proposed program restructures have been used in preparing the approved FY 2002/2003 and 2003/2004 operating budget. Required expenses and revenue generation (if appropriate) have been described for these programs in the annual budget that has been reviewed and approved by City Council.

PUBLIC CONTACT

Public contact was made through posting of the Council agenda in public places, on the City’s web page, and the publication of the general business/public hearing items in the San Jose Mercury News.

ALTERNATIVES

1. Approve the proposed program outcome statement, outcome measures, and weighting for the following restructured programs managed by the Public Works Department:

RECOMMENDATION

City staff recommends Alternative #1 as described above.

Prepared by:

Robert S. LaSala
City Manager

Attachments

A. None

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