CitiStat Update from City Hall

[Jim O'Bryan]

The City of Lakewood engaged the CitiStat process in August 2005 and implementation began in the first quarter of 2006. The CitiStat process helps to identify issues and create solutions to improve the collection and reporting of data in order to make sound management decisions and improve operations. In January 2007, the four original CitiStat departments (Building & Housing, Aging, Fleet and Wastewater Treatment) were joined by five new departments in the process: Wastewater Collection, the Division of Health, Information Services, Parks & Public Property, and Winterhurst Ice Rink. In the coming year, the CitiStat Team will continue to explore means to identify internal resources for the expansion of CitiStat to all City departments and divisions.

The entire effort of CitiStat is keenly focused on helping the City of Lakewood to serve the community in an efficient and effective way. The following are a few of the highlights of the CitiStat process during March to June 2007:

·Citywide Geographic Information System (GIS) Implementation Continues
One of the CitiStat tenets is rapid redeployment of resources. Two vacancies in the Division of Building & Housing will not be refilled due to the ability to combine functions of existing positions. The funding capacity from these vacant positions, as well as a vacant position with the Sewer Fund, has allowed for the creation of two new positions within the Division of Information Systems: a Data Systems Supervisor and a GIS Technician.

It is expected that these two new positions will be posted and filled in late Fall 2007. Once in place, the necessary databases will be developed to launch a citywide GIS system in 2008. This will allow divisions to effectively and efficiently share and map data on properties throughout the City.

·Computer Helpdesk and Work Order System Up and Running:
The Division of Information Systems has identified and launched a free software application that serves as a "Helpdesk" for City employees' computer and technology issues. This will allow Information Systems to dispatch the appropriate staff person to resolve the issue, and to track types of issues in order to make improvements to current processes, procedures and equipment.

The same software application works as a work order system for the Division of Parks and Public Property. This will enable the Division of Parks to prioritize work requests, track who was assigned and how long it took to complete.

·Fleet Management Parts Inventory Process has Resulted in $5,585 Cost Recovery To Date
The Division of Fleet Management has been cataloging and bar coding its parts on hand since January. This has resulted in over 1,300 parts cataloged and valued at approximately $112,000. The Division has also identified obsolete or duplicative parts that have been returned to vendors for over $5,500 in credits.

As CitiStat continues its second year in Lakewood, departmental managers have been provided with information and statistics to demonstrate that more can be done with less by promoting a clear vision for the City. Improved performance measures for all departments are being formulated to encourage managers to keep in mind that Lakewood is a premier city that needs the best employees and practices. Most importantly, the efforts of the CitiStat process are keenly focused toward providing the citizens of Lakewood with the services and support they expect and deserve.

Once a City division begins the CitiStat process, there are three distinct phases of involvement:

Phase 1: The next identified divisions to begin the CitiStat process. Information is gathered and meetings are held between CitiStat Team and the Division to determine issues and departmental challenges.

Phase 2: The division is in the introductory phase of describing functions to the CitiStat Panel. The division is in the process of developing an efficient and effective electronic data collection. The CitiStat Team maintains and updates statistics for the division. The division and CitiStat Panel is in the process of identifying key departmental outcomes to measure at the monthly CitiStat meetings. The division, CitiStat Team and Panel identifies departmental issues to be reported on, and CitiStat Team produces CitiStat presentations along with the division. Meetings occur on a monthly basis with the CitiStat Team and Panel.

Phase 3: The division maintains and updates their own departmental statistics using an efficient and effective electronic data collection system with little assistance from the CitiStat Team. The divisions report on and update departmental issues, and produce own their CitiStat presentations. Meetings occur on a quarterly basis with the CitiStat Team and Panel. Divisions never "graduate" from CitiStat, but continue to track and report on issues and statistics.