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How Performance Analytics Made Maplewood's City Strategic Plan Sticky

Maplewood, MN, USA
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Envisio
Contact Partner

Goverment Champion

City Manager’s Office

Cost

Initial:
25 Thousand USD

Project Status

Operational since 2017

Keywords

planning
Performance
Strategy
Dashboards
Reporting

Challenges Addressed

Citizen Engagement
Transparency
Civic Technology
Digital Government
Process Improvement

Motivation

Resilient city
Equitable city

Funding / Financing

General Fund/Existing Public Funds

Project Type

Project
Technology
Tool
Service

At a Glance

While Maplewood is proudly home to sticky-note manufacturer 3M, the city’s performance management system needed to make strategic goals stickier than Post-It Notes™. City leaders deployed Envisio to manage their strategic plan, track performance and build trust with City Council and residents.

Problem Addressed

When new city leaders took the reins in 2015, their 1st priority was building the city’s strategic plan. They facilitated a retreat with City Council, focused on setting goals for Maplewood.

Communicating the plan across the organization was the first challenge. While City Council and city management worked cohesively, their discussions and goals stayed hidden in spreadsheets. When asked, many staff members admitted there were unaware Maplewood even had a strategic plan.

Tracking goals was the next challenge. The plan was spread across 36 elongated spreadsheets. It lacked charts, graphs and key performance measures. This made tracking progress time consuming and inaccurate.

Reporting was the final challenge. To get buy-in for the plan throughout all levels of the organization, Maplewood leaders knew they needed to go beyond annual reporting. To identify issues, course-correct and stay on target, they needed quarterly reporting.

Committed to transparency, city leaders knew there had to be a better way.

The City of Maplewood, Minnesota used/is using Envisio's strategy and performance management software to address this/these challenge(s).

Solution(s) Used

In the next round of strategic planning, city leaders engaged all stakeholders: residents, department heads, supervisors and staff. They identified key strategic outcomes to meet City Council priorities and performance measures to track progress.

They deployed Envisio for planning and performance measurement. City Council’s six strategic priorities now cascade down into key outcomes for department heads and action items for staff – all centralized in Envisio to facilitate better communication and break down departmental silos.

Employees at all levels track their progress on actions items in personal, color-coded dashboards. Blue means ‘completed,’ green ‘on track’ and so on. They receive email reminders to complete progress updates, helping them stay on track.

Quarterly reports are automatically sent to department heads to support better decision-making. City Council reports keep leadership thinking strategically by focusing discussions on action items in context with city priorities. The launch of an Envisio-powered public dashboard is fostering public trust.

Outcomes

  1. Centralized strategic and operational plans provide easy, secure online access across the organization.
  2. Regular progress tracking and reporting keeps staff at all levels on track.
  3. Greater focus on the most important action items helps achieve key outcomes and strategic priorities.
  4. Clear communication of city performance showcases the great work of city staff and builds trust with City Council and the community.
  5. Integrated performance analytics make the city’s strategic plan sticky.

Something Unique

“One of the hallmarks of our City Council is that they want to be transparent. Envisio allows us to report to our community and our residents on what we're doing. It allows us to tell our story and show that we’re being good stewards of their resources,” said the city manager at Maplewood.

Who Should Consider?

Any city, town or county that wants to effectively track the execution of its strategic or operational plans, break down organizational silos and communicate progress to stakeholders.

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