Conducting a Performance Measurement Pilot Project

A Performance Measurement Pilot Project provides an opportunity to test the capabilities and applicability of a Performance Measurement System, before committing to a full-scale launch and roll-out. This is a low-risk way for you to gauge whether the proposed solution meets the needs of your public sector agency.

A pilot project allows you to test the solution in your own environment, using your department's own data and staff. This necessary step—studying the system's impact and effectiveness at your department—will help you determine how/if you should deploy the system on a wider scale.

The Performance Measurement Pilot also provides a tangible way of communicating the value of the system to those within the department who are not yet convinced that Performance Reporting is necessary (or worth the effort).

But to be successful, a pilot project should be carefully designed, managed and evaluated. Here's what you need to do to run a successful Performance Measurement Pilot Project.

Phase 1: Planning and Prep

  • Define pilot scope and timeline;

  • Establish the success criteria for the pilot, with input from all stakeholders,

  • Establish an administrative infrastructure to support and guide pilot project activities.

  • Develop communication strategy – i.e. who needs to be informed about the pilot, timing e.g. pre-pilot, during the pilot, post-pilot - and what are the messages we want to convey.

Phase 2: Conduct Pilot

Certain structures and procedures need to be put in place to manage the pilot, in order to provide the information necessary for meaningful evaluation. Specific elements necessary for the conduct of a pilot project include:

  • A Pilot Monitoring System to track user interaction with the system;

  • A Problem Log to note any issues that occur during the conduct of the pilot.

With these procedures established, we can:

  • Choose pilot participants, and solicit their willingness to be involved;

  • Develop an orientation packages for pilot participants;

  • Conduct participant training

  • Launch the pilot

Note that a pilot project is expected to find problems. The Problem Log should also include what was done to address each situation. This will provide guidance during the evaluation of the pilot, e.g. suggesting the need for procedural change.

Phase 3 - Evaluate the Pilot

Depending on the size and scope of the pilot, a formal approach to quantitative and qualitative analysis of pilot results can be built into the pilot project plan. As well as review of the Problem Log and other project communication, this might include a mix of surveys and interviews with pilot participants. On-line survey tools make this task much easier than has been the case.

Pilot results will be used to make the 'go/no-go' decision about full roll-out of the system, and to guide any changes required to assure success.

Contact PRS to discuss the requirements for and possible benefits of a pilot implementation of our Performance Reporter system. PRS can help you quickly bring your Performance Measurement Framework on-line, often within 30 days.

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