Loading...
HomeMy WebLinkAboutCompass Kitchener - 2025-12-03 Evaluation Framework for the 2023-2026 Strategic Plan Evaluation Process process was a lack of sufficient information to effectively assess projects. To address this, Compass Kitchener now sends standardized briefing templates to be completed by project managers for each finished project. The briefing template provided below asks staff to provide a brief summary (e.g., two- to three-sentences) of how the project has met each evaluation criterion, along with any supporting documents for additional information. Compass Kitchener will review completed staff briefings as a first-step in their evaluation process. If Compass Kitchener has any outstanding questions, members will request short voluntary presentations by project staff. Evaluation Criteria 1. Responsible Project Delivery: This criterion focuses on how well project goals, budgets and timelines are managed. It emphasizes the importance of monitoring and tracking progress to ensure projects are completed efficiently and effectively, achieving goals within financial constraints and deadlines. Note: Given that the 2023-2026 Strategic Plan is intended to be adaptive, responsible project delivery also recognizes that timelines may shift due to shifting priorities and needs. 2. Impact/Public Value: This criterion assesses how the impact of the project will be tracked and evaluated, and the extent to which a project (has the potential) to create positive outcomes for the community and contributes to the goal(s) of the Strategic Plan. 3. Transparency & Communication: This criterion focuses on the dissemination of information through staff reports and other channels. It emphasizes the importance of relevant, clear, timely, and accessible communication to the community, ensuring that project goals, progress, challenges, and outcomes/impacts are openly shared. 4. Public Engagement: This criterion evaluates how well a project involves the community and/or relevant parties in its planning and execution. Note: specific considerations will be built out for each criterion by the next CK cohort Equity Lens -Racism policy, Compass Kitchener will also incorporate an equity lens to underpin the evaluation of all projects. pproach creates the conditions for fair and equal access and opportunity for everyone, by addressing discriminations, exclusions and barriers experienced by Evaluation Rating Compass Kitchener will evaluate each project using the following rating scale: exceeds expectations, meets expectations, and does not meet expectations. The evaluation rating will be determined based on the extent to which all applicable evaluation criteria are met, recognizing that some criteria may not be applicable to each project. Each individual criterion will be assigned a rating, and based on the ratings of all applicable criteria, Compass Kitchener members will determine an overall rating through a consensus vote. COMPASS KITCHENER STAFF EVALUATION GOAL AREA: Project Name: Procurement Innovation Project Name: Staff Report Project Description: Pitch Kitchener opportunities to better engage with start-ups and provide more opportunities for vendors to propose creative ways to improve city service delivery. The program provides a standard framework for gathering vendor pitches, evaluating the ideas with transparent criteria, and implementing those that offer promising solutions to legitimate City needs. Responsible Project Delivery: This criterion focuses on how well project goals, budgets and timelines are managed. It emphasizes the importance of monitoring and tracking progress to ensure projects are completed efficiently and effectively, achieving goals within financial constraints and deadlines. Please describe how your project meets this criterion and provide any additional supporting material. If this criterion is not applicable, please explain why: Original goal was 1-2 pilots with $100,000 allocated. The goal was exceeded with 3 companies engaged with pilot projects, with,$90,000 encumbered. Two are anticipated to turn into longer term arrangements. Impact/Public Value: This criterion assesses how the impact of the project will be tracked and evaluated, and the extent to which a project (has the potential) to create positive outcomes for the community and contributes to the goal(s) of the Strategic Plan. Please describe how your project meets this criterion and provide any additional supporting material. If this criterion is not applicable, please explain why: Allowed Kitchener to invest and has given 3 companies opportunity to showcase how their technology could be adopted at a medium size municipality. Two pilots are anticipated to turn into longer term arrangements to benefit the city with automation. Improves the collaboration between start ups and municipal agencies as was received with prior feedback of limited opportunity. Encourages enhanced creativity and can lead to the development of innovative products. Transparency and Communication: This criterion focuses on the dissemination of information through staff reports and other channels. It emphasizes the importance of relevant, clear, timely, and accessible communication to the community, ensuring that project goals, progress, challenges, and outcomes/impacts are openly shared. Please describe how your project meets this criterion and provide any additional supporting material. If this criterion is not applicable, please explain why: Public Announcement about Pitch Kitchener Program Tactical messaging from the Mayor in various capacities (e.g. State of the City) Process clear and outlined Partnered with Communitech on pitch intake and response process Pitch Kitchener website updated with information as appropriate Public announcement of pilots or short listed suppliers News article features o Bloomberg Cities Public Engagement: This criterion evaluates how well a project involves the community and/or relevant parties in its planning and execution. Please describe how your project meets this criterion and provide any additional supporting material. If this criterion is not applicable, please explain why: Discussions had been facilitated with representatives of Communitech, internal and external stakeholders when developing the Pitch program. Held information session with those interested in the program. Incorporated feedback before launch. Continued feedback loops with the shortlisted suppliers and those that participated throughout the first Pitch Kitchener process. Current wrap up reports including takeaways from Pitch Kitchener next steps are being presented. Overall Evaluation (select one): Meets Expectations/Exceeds Expectations/Does Not Meet Expectations Additional Notes (if applicable) Exceeded expectations. Delivered on the goals of the program which can now be replicated as funding and support allows.