SCORECARD: 12-month Rolling Status

PM-Property Management
Divisions Service Areas Measures Reporting Frequency Series Name Series Status Analysis
Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Mar-21 Apr-21 May-21 Jun-21 Jul-21 Aug-21 Sep-21
1. Fleet
On Target
PM.1.1 Fleet Management
Monitoring/No Info
% of contracts renewed prior to expiration date.
Monthly-FY
Actual
100.00%
100.00%
100.00%
100.00%
100.00%
80.00%
100.00%
100.00%
78.38%
0%
100.00%

All renewals for September were completed on time. 
FYTD Actual
100.00%
100.00%
100.00%
100.00%
100.00%
87.50%
88.89%
91.67%
81.63%
80.00%
87.50%
76.92%
On Target
PM.1.2 Fleet Maintenance
Monitoring/No Info
% Fleet Availability
Monthly-FY
Fleet Availability
95.54%
95.25%
95.73%
95.63%
94.79%
94.54%
94.50%
93.81%
93.83%
93.26%
92.91%

Goal wasn't met (93.50%) but that was primarily due to including salvage assets. 
FYTD Avg
95.54%
95.40%
95.51%
95.54%
95.39%
95.25%
95.14%
94.97%
94.85%
94.69%
94.53%
94.53%
Monitoring/No Info
% of vehicles in compliance with preventative maintenance.
Monthly-FY
FYTD Actual
45.69%
43.87%
41.85%
40.77%
39.59%
39.75%
40.96%
42.89%
44.54%
43.51%
43.75%
43.75%

60% PM completion
Monitoring/No Info
% of customers who indicate the service provided meets or exceeds expectations for CUSTOMER SERVICE experience
Monthly-FY
Customer Service Experience
100.00
98.00
99.00
98.00
99.00
99.00
98.00
98.00
94.00
99.00
96.00

97% customer satisfacton. 
Overall Target
100.00
100.00
100.00
98.00
99.00
99.00
98.00
98.00
98.00
98.00
98.00
98.00
High Variance (FY Target)
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
Low Variance
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
Monitoring/No Info
Preventive Maintenance (PM) Completion
Monthly-FY
PM Completion
46.00
42.00
38.00
38.00
35.00
46.00
48.00
61.00
61.00
35.00
46.00

PM completion is still a challenge but we will continue to push for 100%.
Overall Target
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
High Variance (FY Target)
75.00
75.00
75.00
75.00
75.00
75.00
75.00
75.00
75.00
75.00
75.00
75.00
Low Variance
60.00
60.00
60.00
60.00
60.00
60.00
60.00
60.00
60.00
60.00
60.00
60.00
On Target
PM.1.3 Asset Management
Not Defined
% of units delivered within promised delivery date
Quarterly-FY
Actual
 
 
0.11%
 
 
0.17%
 
 
0%
 
 

continued raw material shortages biggest contributor to non compliance (chips)-PD vehicles included in totals.
Units delivered on time
 
 
4.00
 
 
5.00
 
 
0.00
 
 
Total Delivered
 
 
35.00
 
 
30.00
 
 
16.00
 
 
Overall Target
 
 
95.00%
 
 
95.00%
 
 
95.00%
 
 
95.00%
High Variance (FY Target)
 
 
60.00%
 
 
60.00%
 
 
60.00%
 
 
60.00%
Low Variance
 
 
50.00%
 
 
50.00%
 
 
50.00%
 
 
50.00%
Not Defined
% cost recovery based on purchase price
Quarterly-FY
Sale Proceeds
 
 
$ 272,300.00
 
 
$ 0.00
 
 
$ 701,117.50
 
 

11% recovery from reported sales this quarter
Acquired cost
 
 
$ 5,073,106.76
 
 
$ 0.00
 
 
$ 5,261,429.99
 
 
Actual
 
 
0.05%
 
 
 
 
0.13%
 
 
Overall Target
 
 
20.00
 
 
20.00
 
 
20.00
 
 
20.00
High Variance (FY Target)
 
 
20.00
 
 
20.00
 
 
20.00
 
 
20.00
Low Variance
 
 
10.00
 
 
10.00
 
 
10.00
 
 
10.00
Monitoring/No Info
% of budget-approved vehicles placed on purchase orders within budgeted year.
Quarterly-FY
Actual
 
 
92.00%
 
 
100.00%
 
 
40.54%
 
 

Change in measure to those put on PO in current EPR year. Add 13 from prior years put on PO in this quarter also.
# placed on purchase orders by scheduled date
 
 
92.00
 
 
7.00
 
 
15.00
 
 
# scheduled to be put in service by date
 
 
100.00
 
 
7.00
 
 
37.00
 
 
Overall Target
 
 
75.00
 
 
75.00
 
 
37.00
 
 
37.00
High Variance (FY Target)
 
 
75.00
 
 
75.00
 
 
146.00
 
 
146.00
Low Variance
 
 
50.00
 
 
50.00
 
 
37.00
 
 
50.00
On Target
PM.1.4 Fuel Management
Monitoring/No Info
Maintain fuel inventory variance of +/- 1%
Monthly-FY
 
 
 
 
 
 
 
 
 
 
 
 
 

NOTES: D&H Fueling Solutions and Basco Calibration Company had to replace the bulk meter calibrator in order to calibrate our North Serv. Cntr. bulk meter correctly.  Once the calibrator was installed, and ran 500.75 gallons X 4 different times equaling = 2,003 gallons that was put back into the bulk tank causing the overage  for the month of September for North Service Center.  System calibrated and operating correctly.
2. Facilities
Not Defined
PM.2.1 Planning, Design, & Construction
Monitoring/No Info
% of construction contracts awarded within four months of design completion.
Monthly-FY
Actual
100.00%
100.00%
100.00%

The 2014 and 2018 Bond Programs approved  22 projects that include design and construction
FYTD Actual
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
Not Defined
PM.2.2 Facility Maintenance
Monitoring/No Info
% of emergency work orders with a response time of 1 day or less.
Monthly-FY
% completed on time
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%

Goals were met at 100%
Monitoring/No Info
% of preventative building maintenance completed on schedule.
Monthly-FY
% completed on schedule
94.51%
70.65%
92.47%
92.39%
74.19%
76.09%
72.45%
92.39%
73.58%
77.59%
79.78%

85% Goals were missed due to manpower shortage in key areas.
Monitoring/No Info
% of routine work orders completed within 21 days.
Monthly-FY
% completed on time
71.22%
75.98%
81.67%
82.17%
45.08%
66.37%
61.00%
69.26%
74.29%
72.73%
62.15%

We were unable to meet our completion goals due to and shortage in manpower:  one Plumber,  two Carpenter, and one BEO's. We completed 85% of the assigned routine service calls.
Monitoring/No Info
% of Urgent work orders responded to within 2 days
Monthly-FY
% completed in 2 days
100.00%
100.00%
100.00%
100.00%
98.82%
100.00%
100.00%
99.10%
100.00%
100.00%
98.46%

We were unable to meet our completion goals due to and shortage in manpower:  one Plumber,  two Carpenter, and one BEO's. We completed 85% of the assigned routine service calls.
Overall Target
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
High Variance (FY Target)
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
100.00
Low Variance
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
90.00
3. Real Property
On Target
PM.3.1 Acquisitions (Rights-of Way & Easements)
On Target
% parcels for which title commitment, draft of environmental report memo and engagement of qualified appraiser are all completed within seven days of project/parcel assignment.
Monthly-FY
% of parcels completed within 7 days
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
14.29%
5.88%
100.00%

Projects re-assigned this month since there is less staff
Insufficient Progress
% of parcels for which initial offer letters sent within seven days of final acceptance of appraisals.
Monthly-FY
% of initial offer letters sent within 7 days
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
50.00%
100.00%
100.00%
100.00%
100.00%
0%

Projects re-assigned this month since there is less staff
On Target
% of parcels acquired within 180 days of project start date. (FY22)
Quarterly-FY
% of parcels acquired successfully
 
 
100.00%
 
 
100.00%
 
 
100.00%
 
 
100.00%

No Condemnation hearings this quarter
Insufficient Progress
PM.3.2 Sales (City-Owned & Tax Foreclosed Properties)
Insufficient Progress
% of tax foreclosed properties sold.
Quarterly-FY
# of Tax Foreclosed Properties Sold (Direct + Bid)
 
 
17.00
 
 
29.00
 
 
4.00
 
 
0.00

TF Rev = $0; Surplus = 0 sold with 3 sales pending
FYTD Tax Foreclosed Properties Sold
 
 
17.00
 
 
46.00
 
 
50.00
 
 
50.00
# Tax Foreclosed Properties Sold (Direct Sale)
 
 
3.00
 
 
21.00
 
 
2.00
 
 
0.00
# Tax Foreclosed Properties Sold (Bid Sale)
 
 
14.00
 
 
8.00
 
 
2.00
 
 
0.00
Insufficient Progress
City-owned surplus properties submitted for consideration for disposition
Quarterly-FY
City-owned properties submitted
 
 
1.00
 
 
2.00
 
 
3.00
 
 
12.00
Overall Target
 
 
60.00
 
 
60.00
 
 
60.00
 
 
60.00
High Variance (FY Target)
 
 
15.00
 
 
15.00
 
 
15.00
 
 
15.00
Low Variance
 
 
13.00
 
 
13.00
 
 
13.00
 
 
13.00
On Target
PM.3.3 Lease Management
Monitoring/No Info
% of negotiated new leases completed within agreed-upon time frame.
Quarterly-FY
Actual
 
 
100.00%
 
 
150.00%
 
 
100.00%
 
 
FYTD Actual
 
 
100.00%
 
 
120.00%
 
 
115.38%
 
 
115.38%
On Target
PM.3.4 Utility Management
Monitoring/No Info
Reduce Energy Use Intensity (EUI) in downtown municipal buildings by 5% annually.
Annual-FY
% Change in EUI YOY
 
 
 
 
 
 
 
 
 
 
 
Energy Use Intensity (EUI) per sq ft
 
 
 
 
 
 
 
 
 
 
 
On Target
Utility Invoices: Receive, prepare and send utility invoices for payment processing within 2 days of receipt
Monthly-FY
Utility Invoices
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
5.00
6.00
6.00

6 invoices received; 6 processed within 2 days of receipt
Overall Target
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
High Variance (FY Target)
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
Low Variance
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
On Target
Customer Department Utility Reports: Produce utility reports by month end for 6; combined,City Departments; largest energy use customers, allowing City departments to closely monitor and control energy consumption
Monthly-FY
Utility Reports
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
6.00
6.00
6.00
6.00

6 reports produced out of 6 required by month end for large energy users
Overall Target
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
High Variance (FY Target)
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
6.00
Low Variance
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00