Budgeting by Priorities Results Team Kickoff January 3, 2014
Dec 26, 2015
Aligning to the Strategic Plan
What does it mean? Ability to identify how much money you spend by
strategic plan priority.
Ability to show that the funds spent on those priorities are making a difference
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What is Budgeting for Outcomes?
Innovative process that engages stakeholders in transforming the budgeting process
Changes budget from a list of accounts to a map for the future
Focus is on the results as opposed to the dollars
Evidences transparency
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Why is this right for Tacoma?
Board request for alignment of the budget to the strategic plan
Innovation is our thing
Program managers are part of the process
Incorporates value-added spending
Decisions are based on priorities, strategy, data and funding
The right thing to do for kids
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Budgeting for Priorities Annual Process
Identify Funding
Determine Priorities
Allocate Resources
Identify ResultsProposals
Ranking Proposals
Buying
Communicate
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Step 1: Identify how much money we have?
Long-term financial planning (currently 6-year review updated annually)
Determine anticipated revenues for 2-year cycle (no change to our current revenue projection process)
Determine use of fund balance Spend down plan
Identify Funding
Determine Priorities
Allocate Resources
Identify ResultsProposals
Ranking Proposals
Buying
Communicate
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Step 2: Determine priorities
What are the results or outcomes that matter most to the district?
Academic Excellence
Early Learning
Partnerships
Safety
Identify Funding
Determine Priorities
Allocate Resources
Identify ResultsProposals
Ranking Proposals
Buying
Communicate
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Step 3: Allocate resources among priorities (optional)
Define how much each strategic goal is worth relative to the whole Based on judgment not science
Ask stakeholders: Surveys or focus groups
Input only
Not determinative
Academic Excellence
Early Learning
Safety
Partnerships
%%
%%
Identify Funding
Determine Priorities
Allocate Resources
Identify ResultsProposals
Ranking Proposals
Buying
Communicate
TPS will determine this later9
Step 4: Identify results
Develop results teams to evaluate the proposals Team of approximately 5 brilliant people for
each priority – 4-5 teams plus community team
Include those that will promote innovation
Develop district “request for proposal” Teams will evaluate proposals and develop the
results criteria for each priorityIdentify Funding
Determine Priorities
Allocate Resources
Identify Results
Proposals
Ranking Proposals
Buying
Communicate
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Step 5: Proposals
Departments work independently or with other departments to offer services to achieve the results
Proposals are focused and specific Data to be included in proposals:
Start with data collection forms and feedback forms
New program categorizations (handout)
District benchmarks
Qualitative benchmarks when no data available-rubrics
Identify Funding
Determine Priorities
Allocate Resources
Identify ResultsProposals
Ranking Proposals
Buying
Communicate
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Step 6: Ranking Proposals
Results Teams rank the proposals based on their results criteria Prioritization templates will be provided
Results team review Return proposals back to “sellers” after round
one
Encourage proposals to more closely tie services to goals
Encourage cooperation between departmentsIdentify Funding
Determine Priorities
Allocate Resources
Identify ResultsProposals
Ranking Proposals
Buying
Communicate
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Step 7: Buying
Ranked proposals from results teams are lined up with available funding Start buying from the top and draw a line when
money is spent down for each priority
Decide what to buy or fund – Executive team evaluates results team rankings and makes final recommendations
Ultimate decisions rest with Superintendent
Identify Funding
Determine Priorities
Allocate Resources
Identify ResultsProposals
Ranking Proposals
Buying
Communicate
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Superintendent
Results TeamAcademic Excellence
Results TeamEarly Learning
Results TeamSafety
Results TeamPartnerships
Results TeamSupport Services
Cabinet
Steering Committee
Process Team
CitizensReview Team
Budget Proposal Approval Structure
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Step 8: Communicate Results
Communicate out the performance results to both internal and external stakeholders in a clear and understandable format. Board communication
Budget presentations
Formal Book
Graphs
Website InformationIdentify Funding
Determine
Priorities
Allocate Resource
s
Identify ResultsProposals
Ranking Proposals
Buying
Communicate
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TRADITIONAL BUDGETING COMPARED WITH BUDGETING PRIORITIES
TRADITIONAL APPROACH
PROPOSED APPROACH(BP)
FOCUS Starts with a “base budget” and adds to or deletes from the base
No base. “Buy” proposals and programs that support theStrategic Plan and it’s goals
BUDGET REQUESTS
Departments ask for an amount that can be justified based on needs and costs
Propose programs that evidence says are likely to produce desired results
ORGANIZED BY
Department Priority
DEBATE What can we cut How do we get better results with available resources?
DIRECTOR’S ROLE
Decreasing services or increasing debt amounts
Buy services that will maximize student benefit while adhering to current resources and promote innovations and improvements16
Your Role as a Results Team Member
Develop the ‘Request for Proposal’
Review and “grade” proposals within your priority
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Developing Requests for Proposals (RFP)
A Request for Proposal (RFP) that includes cause & effect maps, benchmarks and purchasing strategies Use cause and effect maps to develop a strategy
map in order to understand the outcomes that make the most impact on student learning
Incorporate benchmark measures (where available)
Review & provide feedback on prior Data Collection Forms/cause and effect maps to develop purchasing strategies
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Questions or Concerns
How do you feel about change?
How can this process help the district?
Can you think of recent changes we have made in the district?
Are you excited or nervous about this change?
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Learning Target and Success Criteria
Target I understand what BP is and what we are doing
with it
I understand how to complete a cause and effect map
Success Criteria A fishbone diagram is completed (may not be
accomplished entirely today)
To determine the next group meeting to finish the cause and effect map
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TEAM NORMS and
EXPECTATIONS
We are going to be doing hard work today
Critical conversations will be held and professional dialogue is expected
Prevent dominating conversations Timekeeping and focus
Remember the task at hand
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Cause & Effect Maps
You will complete ONE group cause and effect map for your assigned priority.
The map is a big picture look at the factors that contribute to the priority
Helps viewers understand the relationships between causal factors and the priority
Factors and details should be backed by evidence (rigor, research, professional experience and sound logic)
Communicates what we know about what it takes to deliver a priority
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Cause & Effect Maps (continued)
Steps in Cause and Effect Mapping Brainstorm what you believe are the major factors that
lead to or produce your priority
As a team, draft a cause and effect map that positively represents The factors that will most likely lead to your assigned priority
The factors that prevent us from achieving the priority
Finally, prioritize the factors to determine which factors are more critical than others to identify where we should focus to best deliver the priority assigned (once the cause and effect map is complete)
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Tips Don’t let it turn into a chart of Tacoma’s current
activities or programs
There is no set format for the finished product and each team’s map will be different.
Follow the evidence where it leads – even if contrary to business as usual. If research-based evidence does not exist, use professional judgment and sound logic.
Don’t be concerned about overlap with another team. One factor may contribute to more than one priority.
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Cause & Effect Maps (continued)
NEXT STEPS
Meet with your team to finish your cause and effect map
When completed call Walter Buford (x1206) to schedule your next meeting with us
The next meeting will be to develop purchasing strategies and we will personally guide you through it
You will also be asked to vote on the most important criteria and we will mock up your strategy map for Cabinet review
Your team will meet with Cabinet to review and present your cause and effect maps and purchasing strategies
Deadline for your meeting with Cabinet is January 28
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Purchasing Strategies
Determining how the District can best spend their resources on achieving the strategic plan goals
Purchasing strategies can be accomplished through a three step process
Review cause and effect and the previous Data Collection Form submissions
Select your recommended strategies based on the kinds of proposals you want to see from departments
Articulate the strategies so they are easily understood by departments
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Step 1
Think about the following questions: Do these strategies capture the activities that
contribute most to the priority? Where are the most significant opportunities to
improve results? Where are the most significant performance gaps? Consider other players (outside of Tacoma) who
contribute to a similar priority. What are they doing/not doing that may contribute to the priority?
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Step 2
Select your recommended strategies based on what kinds of proposals you want to see from the departments
STEP 3
Articulate or choose 3-6 purchasing strategies What to spend money on
How to spend the money
Specific things the team wants to see in department proposals
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Purchasing StrategiesTIPS
To quickly assess what choices team members would make, ask each person to pick the three factors that they would choose to address if that was all they could do.
Be clear and succinct.
Consider a mix of strategies that offer immediate benefits as well as those that may be more long term.
Don’t name current programs, departments or activities in your strategies.
Be clear. Remember that departments will be using these to create their proposals, so they need to be understandable to District staff.33