FLORIDA

BERTHA W HENRY County Administrator 115 S Andrews Avenue Room 409 middotFort Lauderdale Florida 33301 bull 954-357-7362 bull FAX 954-357-7360

MEMORANDUM

DATE June 2 2011

TO Board of County CommissioneJ1S

SUBJ Management Response toPe middot ormance Review by the Office of the County Auditor Small Business Development Program within the Office of Economic and Small Business Development Report No 11-08

County Administration has reviewed the performance review report and recommendations from the Office of the County Auditor and generally concurs with the recommendations While this review focused on the data collected to assess performance measures data collection in general has been a focus of County Administration this fiscal year Following the delay in finalizing the disparity study as a result of data collection issues OESBDs technology staff was transferred to ETS mid-year to provide more structure to and formalization of data entry protocols to the IT function Formal discussions have been initiated between ETS and Purchasing regarding data collection to utilize more of the Project Management Information System (PM IS) and to a lesser extent the general ledger system due its shortcomings to strengthen and increase data integrity

In addition as part of the process of developing the functional requirements to be reviewed as part of the ERP development building in the organizations performance measures such as new businesses used value of awards to businesses in each of the categories included in our ordinance is a key activity A report on our efforts will be issued to the Board by September 30 2011 The following represents a response to the findings and recommendations

Recommendation 1 Research and establish additional efficiency and impact measures develop a data collection mechanism and report results to the Board by September 30 2011

Response Agree Staff will establish additional efficiency and impact measures and develop short term and longer term data collection mechanisms Staff will issue a report to the Board by September 30 2011

Recommendation 2 Implement appropriate internal controls including written measure definitions supervisory review and periodic validation of reported data correct existing data reliability problems with ALTS and SB certification directory and determine the feasibility of obtaining actual rather than estimated dollars awarded to certified vendors A report of the programs progress should be provided to the Board by September 30 2011

Broward County Board of County Commissioners Sue Gunzburger bull Dale VC Holness middot Kristin D Jacobs bull Chip LaMarca bull Ilene Lieberman bull Stacy Rittermiddot John E Rodstrom Jr middot Barbara Sharief middotLois Wexler

wwwbrowardorg

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Response Agree As this has been the primary focus of ETS with the transfer of employees appropriate internal controls supervisory review and periodic validation of reported data will be implemented A report will be issued by September 30 2011

Recommendation 3 Continue efforts to survey business assistance event participants and gather staff productivity data and report results to the Board by September 30 2011

Response Agree Staff will continue to seek the input of the client community through a variety of survey instruments that will allow for measurable verifiable data in order to evaluate program effectiveness Staff will issue a report to the Board by September 30 2011 The staff productivity data performance measures will be modified as part of the FY 12 budget cycle and wilt be reported quarterly through the Budget Office as part of the Quarterly Performance Measurement Report

Recommendation 4 Continue efforts to benchmark identified peers Specifically the program should identify valuable performance measures for benchmarking purposes collect and analyze comparative data from peer agencies and use the analyses to identify potential areas for improvement Provide report of progress by September 30 2011

Response Agree Staff will continue efforts to benchmark peers with reliable and verifiable data Staff will issue a report to the Board by September 30 2011 highlighting the comparisons and include suggestions for improvement

Our internal agencies continue to work collectively to provide the best program for our small business community In addition to data collection a review is currently underway regarding the Offices structure to identify other opportunities to improve services to meet the Countys goals in each of the programs covered under the Business Opportunity Act Changes resulting from this review will be provided prior to the end of the fiscal year

cc Evan Lukic County Auditor Joni Armstrong-Coffey County Attorney Pamela Madison Deputy County Administrator Kesha Davis Special Projects Coordinator Norm Taylor Director Office of Economic and Small Business Development

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