Secure Hosted Performance Measurement Software - PracticalPRS

PracticalPRS Executive Dashboard

PracticalPRS Executive Dashboard

The Performance Reporting Solutions Team are first and foremost experts in Public Sector Performance Measurement and Evaluation.

We have successfully designed and implemented reporting frameworks for dozens of Public Sector organizations in the Government of Canada, municipalities, and NGOs.

So PRS took our successful performance reporting methodology, and developed enabling technology to support the rapid collection, analysis and reporting of performance information. There is no other Performance Measurement software tool designed 'from the ground up' in this fashion, to support Public Sector Performance Reporting.

We designed PracticalPRS with an understanding of the challenges that performance reporting presents to the Public Sector manager, as well as an understanding of the limitations of existing software solutions.

Who should consider using PracticalPRS?

PracticalPRS may be all you need to report against your Performance Measurement Framework e.g. managing for results, MRRS/MAF performance reporting.

PracticalPRS is also an appropriate choice for program reporting e.g. collecting results from Grants and Contributions programs, including those delivered by partners in the community.

PracticalPRS can also be an interim solution prior to implementing a departmental-wide enterprise system. These systems typically take months or years to roll-out; in the interim, your Branch or Directorate can get experience with collecting, analyzing and using performance data to manage.

Note: the risk of using PracticalPRS as an interim solution is quite low. Our system does not require lengthy and expensive installation, training or support. Our Software as a Service Model (SAAS) means you only use as much of the capability of the tool as you need.

And if you eventually migrate to another solution, your data is not lost. PRS will help you export your data so that it can be re-used in another application..

When you aren't sure what you need, you ask for everything

In our performance measurement practice, we often run across client organizations that have just too much reporting. Too many indicators, too many reports, and (often) too little real analysis and application of the data collected.

This happens because the organization is not sure (or stakeholders disagree) what information is needed. This, in turn, is caused by the lack of an organizing framework for reporting.

By the way, this problem is made worse by use of desktop tools - e.g. spreadsheets - for reporting (more about that later).

How PRS Can Help

First, we don't just sell you software, we provide a solution to your performance reporting challenges. If you need help building a performance measurement framework, or evaluating potential measures and indicators, or if your team needs training, we offer practical guidance.

Then, when your organization is ready and can make use of enabling technology, we offer the complete package. The PracticalPRS solution includes configuration, access, hosting, training, and support. We can have you 'on-board' and efficiently collecting and using your performance data in a matter of days.

PracticalPRS Performance Scorecard

PracticalPRS Performance Scorecard

The Problem With Spreadsheets

Why so many spreadsheets? Often enterprise information systems used in the public sector are less than user-friendly. In response managers have turned to readily-available and 'free' desktop tools - i.e. spreadsheets, presentation software - to collect and present performance data.

BUT, spreadsheets have some problems and some limitations. First, spreadsheets by their nature are unstructured; that is, data can be entered in almost any fashion. The underlying information structure and logic that makes sense of your performance data is often unclear (or not present at all).

Spreadsheets grow. As more and more information is added, cells multiply; links to other spreadsheets are added. The complexity of the spreadsheet increases. And that inevitably leads to:

Errors. A Coopers and Lybrand study found that 90% of complex spreadsheets have errors. And spreadsheet errors cost money, effort, and time to discover and fix. In the meantime, the organization is working with flawed information. This study bears out our experience in working with spreadsheets for performance reporting:

Version control is a challenge. If information is coming from more than one source, making sure everyone is working with the latest template/instructions/formulas etc is problematical.

Updates are a problem. We've seen cases where changing one piece of data might mean updating half-a-dozen slides, and maintaining continuity was a nightmare, because . . .

Presenting different views of the data is difficult. e.g. with one particular client we created a framework, defined measures and report formats (PowerPoint) and collected data (spreadsheets).

We had about 30 measures for the whole organization (5 branches), but this resulted in trying to keep 200+ PowerPoint slides up to date, because the client and the senior management wanted to see data presented in different ways e.g. by individual work unit, or rolled-up to Branch and organization level, and as compared to previous period, or as sorted by line item vs work unit, etc. Spreadsheets do not do this efficiently.

So we built PracticalPRS. Our software reinforces good performance measurement practice. Data collection is structured and organized, and analysis of the data is built-in.

Take a Quick Video Tour of PracticalPRS

Take a 4-minute video tour of PracticalPRS reporting features configured as a Public Sector Scorecard

To arrange a live demo at your location, contact PRS Vice President Charlie Snelling 613 744-4084

Here's what you get with our PracticalPRS Tool

Our Performance Measurement software application was purpose-designed for the public sector.

It is a practical tool for the Public Sector manager reporting at any level, from the Departmental Program Activity Architecture (PAA) to Branch Performance Measurement Frameworks to Program Performance and G's and C's.

And of course, PracticalPRS is fully consistent with the reporting requirements of the Treasury Board Secretariat's Management Accountability Framework (MAF). You can Integrate risk management and performance measurement using the reporting capabilities of our software.

PracticalPRS is a 'niche' solution (but it's an important niche)

We designed PracticalPRS to be simple to implement, and simple to use, for the simple purpose of collecting and reporting performance data.

Our software is accessed securely via the Internet, no development or install required. Anyone in your organization, whether at Head Office or in the Regions, can be given access to PracticalPRS, using world-class security protocols and protections. And, if you deliver some services through 3rd-parties e.g. Grants and Contributions programs,your community partners can also use the tool to send you their data.

In our experience, most performance reporting is pretty simple (when it's done right). You need a way to collect and portray data, a way to explain the implications of your data, and a way to make recommendations for improvement. That's what we provide in PracticalPRS. Simple to implement, simple to use.

Features and benefits of PracticalPRS

Customization: The PRS consultants and our technical team will configure PracticalPRS to reflect your priorities, your language, and the specific reporting requirements of your organization.

Rapid Deployment: Our Public Sector Performance experts will guide and facilitate your managers and staff through the process of deploying the PracticalPRS tool to quickly bring their performance reporting framework on-line. Whether you are just starting out with performance reporting, or have an existing performance measurement framework, the PRS solution will be implemented quickly.

Database-driven: This means performance data is captured once and made available for a variety of analysis and reporting purposes. For the Public Sector manager this reduces the administration burden of data entry and maintaining performance records. See also 'Multiple Reporting Levels'.

Web-enabled: Unlike desktop tools, the our Performance Measurement software application is accessible by all personnel within the client organization via the internet or intranet. This means distributing performance information merely requires providing access to the system. In other words, no e-mailing or photocopying required.

Controlled access: PracticalPRS permits different levels of access based on user IDs and passwords. Access is under control of the Performance Measurement Manager for your organization. This means the manager can let stakeholders view performance reports without access to the underlying data. Data Entry personnel can only access the specific data they are given responsibility for.

Data validation before display: Data is entered by designated personnel, but does not become viewable within the Tool until it is validated by the appropriate authority.

Capture of meta-data: PracticalPRS reinforces good performance measurement practice by ensuring the capture of meta-data i.e. data about the data. Therefore the Public Sector manager has the all-important records of where the data comes from, how it is collected, who is responsible for collecting it, and how it is used.

This means the problem of key staff turnover resulting in extensive training for their replacement is eliminated. This feature ensures sustainable performance reporting within the client organization.

Multiple Reporting Levels: PracticalPRS can display performance reports in an Executive Dashboard which can be 'drilled down' to display results at the Branch or Work Unit levels, and linked to results for individual measures and indicators. The user can choose which measures will be displayed at which levels, without the requirement for data or meta-data re-entry.

Hyperlink capability: PracticalPRS can provide a link to the client organization’s existing performance reporting documentation, for example, policies, best practices, and existing performance reports.

Unlimited users: Managers can provide access to as many staff as desired, with multiple possible levels of access controlled by user ID and password.

Simple (or no) support requirements from your departmental IT group: PRS offers a fully-hosted solution (SAAS), which means that there is no support requirement from the organization’s IT group.

Simplified training requirements for most staff: Staff with responsibilities for entering performance data can be trained in less than an hour. The Performance Measurement Coordinator, or Administrator or Manager will receive full training on using the PracticalPRS Tool and its many customizable features.

Flexible and expandable: PracticalPRS is user-adaptable to new outcomes, measures and indicators as your organization's Performance Measurement Framework evolves over time.

Integrated Help and User Guide: We provide immediate online access to help and user information, for example Standard Operating Procedures and User Manuals.

OK, I'm interested, but what will this cost me?

PracticalPRS is available on an annual subscription basis; you only pay for as much access as you need - i.e our fee depends on the number of work units that are reporting using the tool.

A 12-month subscription to PracticalPRS, including configuration, training and support begins at less than $25k, inclusive of HST.

To arrange a demo of the PracticalPRS Performance Measurement Software please contact PRS Vice President Marketing Charlie Snelling, 613-744-4084 or use the contact form below.

Contact PRS for more information

Please note that all fields followed by an asterisk must be filled in.
Customized Performance Measurement Training
Independent Assessment of your Performance Measurement Framework
Performance Measurement Framework Design and Implementation
Program Evaluation Services
PRS Web-Based Performance Reporting Software
Becoming a PracticalPRS Channel Partner

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