CONTRACTS DIVISION METRICS: WHAT TOOLS ARE IN YOUR TOOLBOX? - - PowerPoint PPT Presentation
CONTRACTS DIVISION METRICS: WHAT TOOLS ARE IN YOUR TOOLBOX? Presented by Heidi Timmerman & Landon Hill Modified from NCMA World Congress 2016 presentation 1 AGENDA Why use metrics How to develop metrics What to measure
Presented by Heidi Timmerman & Landon Hill Modified from NCMA World Congress 2016 presentation
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“Measurement is the first step that leads to control and eventually to
understand it, you can’t control it. If you can’t control it, you can’t improve it.” – H. James Harrington
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Objective information Timeliness Visibility Better decisions
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Team member input Industry Standards Contract Requirements Answer specific questions
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4 Critical Areas
Employee Customer Financial Operational
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Red = more than 10 hours/month Yellow = 8-10 hours/month Green = less than or equal to 4-7 hours/month
Metric Expression Red if Yellow if Green if Oct-15 Nov-15
Employee Overtime Average #
>10
8-10
≤4-7
5.6 8.5
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Workload - # of Transactions per Employee
# of Transactions divided by # of employees
Red = More than or equal to 35 Yellow = between 25 and 34 Green = Less than 24
METRIC Expression Red if Yellow if Green if OCT-15 NOV-15 # Transactions per team member #
≥35
25 -35 <24 23.5 36.2
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Professional Development/Training
# of Training hours divided by the # of Employees
Red = Less than or equal to 2 Yellow = between 2 and 3 Green = More than 3
METRIC EXPRESSION Red if Yellow if Green if Oct-15 Nov-15
Training obtained this month # of training hours /employee
< 2 2 – 3 ˃3 4.4 3.2
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Employee Satisfaction – Survey
Survey taken once per year
Red = Less than 75% Yellow = between 75% and 84% Green = More than 84%
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METRIC EXPRESSION Red if Yellow if Green if
Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 YTD
Employee Satisfaction Survey once per FY % of satisfied employees < 75% 75% - 84% ˃84 % 85.6% 85.6%
METRIC EXPRESSION Red if Yellow if Green if Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 YTD
Employee Overtime Average # >10 8-10 ≤4-7 5.6 8.5
4.8 5.8 6.7 8.2 8.4 10.8 4.6 3.2 7.6 6.8 6.75
# Transactions per team member # ≥35 25 -35 <24
23.5 36.2 32 34.0 22.5 26.2 27 35.2 23.8 21.3 21 .2 20.4 29.58
Training
month # of training hours /employee < 2 2 – 3 ˃3
4.4 3.2 2.6 1.7 4.6 3.5 2.2 5.1 3.6 2.7 3.8 2.8 3.35
Employee Satisfaction Survey once per FY % of satisfied employees < 75% 75% - 84% ˃84 %
85.6% 85.6% EMPLOYEE OVERALL
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> 84%
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METRIC EXPRESSION Red if Yellow if Green if Oct-15 Nov-15
On-time delivery % < 77% 77%
> 81% 83% 86%
97% 95% 96% 97% 93% 99%
89% 90% 91% 92% 93% 94% 95% 96% 97% 98% 99% 100% 200 400 600 800 1000 1200 1400 October November December January February March On Time > 5 Days Late On Time %
80% 85% 90% 95% 100% FY10 FY11 FY12 FY13 FY14 FY15 On-Time Delivery % Goal
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< SAT = < 9 days > SAT = < 30 days All = 11 days
METRIC EXPRESSION Red if Yellow if Green if Oct-15 Nov-15
Average cycle time for new actions less than $150,000* # of days >11 8 - 11 < 8 8.6 7.6 Average cycle time for new actions greater than
# of days >34 28 - 34 <28 23 38 Average cycle time for all transactions # of days >17 11 - 17 <11 9 12.6
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METRIC
EXPRESSION Red if Yellow if Green if Oct-15 Nov-15 Dec-15 Jan -16 Feb -16 Mar-16 Apr-16 May-16 Jun- 16 Jul-16 Aug- 16 Sep- 16
YTD On-time delivery % < 77% 77% - 81% > 81%
83% 86% 82.4% 79.2% 81.6% 76.8% 79.8% 82.3% 86% 80.5% 83.5% 80.5% 81.8%
Average cycle time for new actions less than $150,000* # of days ˃11 8 - 11 < 8
8.6 7.6 13.5 10 7.5 7.8 8 9.2 6.9 10.2 9.4 7.1 8.8
Average cycle time for new actions greater than or equal to $150,000* # of days ˃34 28 - 34 <28
23 38 32.2 29 26.4 27.2 30.1 20.5 34.6 29.6 31.7 27.8 29.2
Average cycle time for all transactions # of days ˃17 11 - 17 <11
9 12.6 9.8 10.5 13 10.8 12.4 8.6 6.5 4.9 6.5 9.4 9.5
CUSTOMER OVERALL
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METRIC EXPRESSION Red if Yellow if Green if Oct-15 Nov-15
YTD Budget vs. Actual % >100%
≤ 100%
100% 103% Cost savings and avoidance as a percentage of all dollars transacted % <1% 1 to 3 % > 3% 1.8% 3.4%
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METRIC EXPRESSION Red if Yellow if Green if Oct-15 Nov-15
Purchasing Costs (%
award $) % > 3% 2% – 3%
≤ 2%
1.5% .98% Transaction Cost $ > $500 $350 - $500
≤ $350
$254 $365
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METRIC
EXPRESSION Red if Yellow if Green if Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 YTD
YTD Budget vs. Actual % >100% N/A ≤ 100% 100% 103% 86% 82% 92% 101% 98% 99% 91% 86% 88% 95% 93% Cost savings and avoidance as a percentage of all dollars transacted % <1% 1 to 3 % > 3% 1.8% 3.4% 3.4% 3.1% 2.4% 2.9% 3.5% 3.1% 2.6% 2.9% 3.2% 3.1% 3.0% Purchasing Costs (% of award $) % > 3% 2% – 3% ≤ 2% 1.5% 0.98% 1.6% 2% 2.3% 3.6% 1.5% 2.4% 1.7% 2% 3.6% 1.9% 2.1% Transaction Cost $ > $500 $350 - $500 ≤ $350 $254 $365 $346 $376 $120 $222 $289 $245 $362 $343 $306 $248 $290 FINANCIAL OVERALL
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METRIC EXPRESSION Red if Yellow if Green if Oct-15 Nov-15
Rat ificat ions Request ed #
˃ 5
2-4
≤1
1 2 %
Awards % < 45% 45%
> 55% 52.3% 57% S mall Business Goals % > 75% 75-79
≥80
83% 76%
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METRIC EXPRESSION Red if Yellow if Green if Oct-15 Nov-15
Purchase Card Use Compliance %
compliant
˂ 85%
85%
≥91%
86% 94% Purchase Card transaction coding completed on time %
˂ 85%
85%
≥91%
92% 94% Purchase Card Approvals on time %
˂ 85%
85%
≥91%
95% 96%
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METRIC EXPRESSION Red if Yellow if
Green if
Oct-15 Nov-15 Dec-15 Jan - 16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul -16 Aug-16 Sep-16 YTD
Purchase Card Use Compliance % of Pcard holders compliant ˂ 85% 85%- 90% ≥91% 86% 94% 91% 92% 94% 90% 92.5% 96% 93% 98% 91.5% 90.5% 92.4% Purchase Card transaction coding completed on time % ˂ 85% 85%- 90% ≥91% 92% 94% 96% 92% 90% 94% 98% 99% 98.8% 89.9% 93% 92% 94.1% Purchase Card Approvals on time % ˂ 85% 85%- 90% ≥91% 95% 96% 90.4% 93% 94.7% 90% 94% 96% 89% 93% 94.7% 96% 93.5% Ratifications Requested # ˃ 5 2-4 ≤1 1 2 1 1 1 2 1 3 1 % of Competitive Awards % < 45% 45% - 55% > 55% 52.3% 57% 56% 46% 49.5% 58% 56% 60% 61.5% 52% 54.5% 57.5% 55% Small Business Goals % > 75% 75-79 ≥80 83% 76% 96% 75% 100% 95% 95% 100% 89% 85% 95% 78% 89% OPERATIONAL OVERALL
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Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 YTD Employee Customer Financial Operational
Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 YTD Employee red it ems
# of trans per team member Training # of trans per team member/ Employee Overtime
Customer red it ems
Time ˃$150K
Time ˂$150K On-Time Delivery
Time all new actions
Time ˃$150K
Financial red it ems
YTD Budget vs Actual YTD Budget vs. Actual/ Purchasing Costs Purchasing Costs
Operational red it ems
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What metrics do you use to measure success in your contracts
Want to add a few measuring tools to your toolbox? Explore metrics in the areas of employee, customer, operations, and
finance and walk away with a few new tools to facilitate better decision- making utilizing real data and trends.
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Example I: Metric Determined
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Hours overtime in a month divided by the number of non-exempt employees 75/5= 15 hours/month average
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Red = more than 10 hours/month Yellow = 8-10 hours/month Green = less than or equal to 4-7 hours/month
Metric Expression Red if Yellow if Green if Oct-15
Employee Overtime Average #
>10
8-10
≤4-7
5.6
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Example 2: Metric Determined
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Straight from Subcontracting Plan
But…
Inclusion vs. Exclusion Commitment vs. Payment
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Red = not meeting or within a certain %
DESCRIPTION EXPRESSION Red if Yellow if Green if Oct-15 SDVOSB Actual to date $ < 1.85% 1.85%
≥ 3.25% $1,230.72
Actual to date %
goal 1.75%
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