The following ‘frequently asked questions’ have been selected to provide you with an overview of the ‘Performance Measurement and Benchmarking Project’. For more information, please contact Carol-Lynn Chambers at (416) 325-3216; Carol-Lynn.Chambers@jus.gov.on.ca

Q.1 What is performance measurement?

A. Performance measurement is a determination of the effectiveness, efficiency and quality of business results. For the purpose of this project, the definition of the Ontario Municipal CAO’s Benchmarking Initiative (OMBI) is being applied: The process of applying a quantitative or qualitative assessment tool to assess the degree of attainment of objectives’.

Q.2 What is benchmarking?

A. Benchmarking consists of systematically applying processes to improve your organizational performance through the experiences of others. For the purpose of this project the definition of the Ontario Municipal CAO’s Benchmarking Initiative (OMBI) is being applied: A continuous improvement technique that compares and analyses processes/services to determine best practices which are then emulated by an organization’.

Q.3 What is the Performance Measurement and Benchmarking System (PMBS) and who designed it?

In September 2002, the OFM initiated a partnership with municipal fire services, municipalities and the Ministry of Municipal Affairs, to develop a Performance Measurement and Benchmarking framework that will assist Ontario’s fire departments in providing their communities with the best services possible and in turn, to assist the OFM in meeting its responsibilities.

As part of this initiative, a Working Group (including 30 representatives from municipal fire departments) has been working together with the OFM to define meaningful performance outcomes and measures and the system to support their appropriate use.

In November 2003, a Pilot Project Design Team (consisting of Working Group members and the OFM) began working with a vendor to develop web-based software to support the implementation of the measurement framework.

Q.4 Where does this system reside? Is it owned by the OFM?

The OFM has agreed to host and support the software system. However, the main sources of information include data submitted by municipal fire services (primarily Standard Incident Reports) as well as additional information from other sources such as Statistics Canada and Municipal Property Assessment Corporation (MPAC). Because the system is currently in the pilot-testing phase, the information is preliminary and participants have been asked not to make use of this information for other purposes.

Q.5 What is the pilot project all about?

A cross-section of 22 fire departments from across the province have kindly volunteered to participate in the pilot testing phase. In February- March 2004, these departments will have access to the preliminary system for testing purposes. This is expected to provide helpful feedback for the Working Group to ensure a successful implementation of the final product to fire departments across Ontario in 2004-05.

Q.6 Can the public access this system?

The system was developed for use by the fire service and is not available to the public. However, much of the information contained in the system is information that is publicly available from other sources, e.g. municipalities, Statistics Canada, Municipal Property Assessment Corporation, etc. The pilot system itself is only accessible to the Working Group members and 22 fire departments that are participating in testing the pilot system.

Q.7 How will this system really help fire departments?

The framework for performance measurement and benchmarking in this system is positioned as a credible and progressive management tool (developed by the fire service for the fire service) that will allow fire departments to align their strategic directions with measurable outcomes, assess more quickly the adequacy of their strategies, fulfill their responsibilities under the Fire Protection and Prevention Act (FPPA) and make decisions more easily with respect to the targeted allocation of resources in the best interest of fire safety for their communities.

The system does not replace day-to-day tactical decision-making tools and record-keeping systems. This system is a “performance exploration” tool designed to highlight trends and opportunities at a high level and to identify potential industry best practices. Once the system has been finalized, users will be able to download data from the system to the statistical package of your choosing, should they wish to do more advanced analysis.

Q.8 How will the OFM be using the information that is contained in the pilot project?

The Pilot Phase, as mentioned, is for system testing purposes only.

While the Performance Measurement and Benchmarking System is an important tool for municipal fire department self-assessment, the final system will also assist the OFM in promoting best practices, encouraging the sharing of relevant information within the fire service community, and providing advice and assistance to municipal fire services towards enhancing service delivery.