1. First Nations Planning, Community Involvement and Mandates Workshop
Aboriginal Financial Officers Association of Canada
National Conference
Calgary, February 27, 2004

2. Key Questions to be Addressed
What are the benefits of using an effective planning policy and process?
What are the elements of an effective planning policy and process?
What are the roles and responsibilities of establishing and operating an effective planning process?
What are the better practices used to involve community members?

3. Planning Benefits Innovative and creative activity are encouraged
The change process is made easier
It helps align individual and group effort with the First Nation and improves communication
A greater understanding, commitment, and a cooperative approach toward problems and opportunities are generated
Decision makers are better informed; better decisions; and effective use of resources

4. Perils of Not Planning Lack of institutional memory
Lack of organizational definition
Budget-driven decisions rather than needs-driven
Crisis-driven management
Shifting priorities
Member restlessness or dissatisfaction

5. Planning Policy Elements
Policy Objective
To provide direction regarding establishment and maintenance of a proactive strategic management policy and supportive process.
Policy Statement
The council shall use a strategic management process to establish clear direction for all stakeholders, establish outcomes/ends, identify emerging issues, track situations, and respond in a timely manner, and measure progress and report on results.
Policy Application

6. Planning Process Elements
Responsibilities for members, Chief and Council, and staff for
Strategy formulation (now, future, close the gap)
Strategy implementation (how, who, how much, when)
Strategy evaluation (how did we do, improve or change)
Process steps for
Strategy formulation
Strategy implementation
Strategy evaluation
Schedule Application
Supportive Reports and Forms

7. Feedback Internal Audit Establish Vision, Mission, & Values
Establish Goals & Critical Success Factors
Generate & Select Strategies & Performance Measures
Establish Policies, Action & Budgets
Allocate Resources & Do It!
Measure and Evaluate Performance
External Audit
Strategy Formulation
Strategy Implementation
Strategy Evaluation

8. Community Strategic Planning
COMMUNITY VISION
MISSION STATEMENT
COMMUNITY PRIORITIES
SITUATIONAL ANALYSIS
STRATEGIC GOALS
OPERATIONAL PLANNING/PROJECTS

9. Community Planning Process Steps
7. Evaluate
Progress and Results
6. Implement the Plan
5. Develop
Action Plan
4. Establish Objectives
3. Set Goals
2. Assess the Current Situation
1. Create the Vision

10. Community Planning Wheel
Goals and Priorities
=>
=>
Political
and
Organizational
Healthy
Individuals
And
Community
Projects and Initiatives
Assessment of Situation
Economic
Social
=>
=>
Cultural and
Spiritual
Implementation
Monitoring and Evaluation
=>

11. The Mandate What should be included in a mandate?
What communications are necessary for a mandate and what practices work?

12. Planning Responsibilities Strategy Formulation
Members
Respond to surveys to determine expectations
Provide Council with information on external environment activity or issues that may effect the community
Provide comments on draft vision, mission, values and goal statements
Staff
Assists Council in the strategy formulation process through information gathering and analysis

13. Planning Responsibilities Strategy Formulation
Council
Gathers information on external opportunities and threats
Determines internal strengths and weaknesses
Develops a vision, mission, and values statements and approves statements after reviewing member input
Understands success factors and sets goals
Generates and chooses strategies to pursue and sets indicators of measurement
Council advises members on strategies being pursued

14. Planning Responsibilities Strategy Implementation
Members
Members review information as to the progress in implementation of strategy
Staff
Develops annual business plans indicating who, when, what, how much and how the strategies and actions will be measured
Provides policy development support for the selected strategies and related tactics
Identifies appropriate organizational structures and motivate employees and assists with motivating volunteers
Applies resources to plans to execute the formulated strategies
Alters administrative and operational practices and behaviour as required
      

15. Planning Responsibilities Strategy Implementation
Council
Review and provide input to the draft business plan that would include the linking of actions to the strategies
Prioritizes and allocates resources to execute the formulated strategies through approving the annual business plan indicating who, when, what, how much and how strategies and actions will be measured
Develops and approves new policy to support the selected strategies and related actions
Selects the appropriate organizational structure and motivates volunteers and employees
Monitors staff and volunteer implementation of the business plan
Inform members of progress

16. Planning Responsibilities Strategy Evaluation
Members
Respond to requests for information about program and service effectiveness
Members review information on how strategy turned out
Staff
Records, reviews and report progress of strategies
Measures and reports performance to key indicators
Identifies areas where corrective action is necessary
Makes recommendations regarding strategy about abandonment, adjustment or development of new strategies
      

17. Planning Responsibilities Strategy Evaluation
Council
Assesses how well strategies are doing
Measures performance to key indicators
Identifies areas where corrective action is necessary
Assesses impact of change subsequent to initial strategy formulation, decide about abandonment, adjustment or development of new strategies
Advises members on how strategy turned out
            

18. Community Development
Community development is the planned evolution of all aspects of community well-being (economic, social, environmental and cultural). It is a process whereby community members come together to take collective action and generate solutions to common problems.
Community development and capacity building requires strategic planning and community involvement to develop a clear mandate.

19. Why Community Development?
Communities
Become more responsible
Organize and plan together
Develop healthy options
Empower themselves
Reduce ignorance, poverty and suffering
Create employment and economic opportunities
Achieve social, economic, cultural and environmental goals
Manage resources (natural, human, financial and infrastructure)

20. Community Development Realities
Effective community development/involvement is:
A long term endeavor
Well planned
Inclusive and equitable
Holistic and integrated into the bigger picture,
Initiated and supported by community members
Of benefit to the community
Grounded in experience that leads to best practice

21. Community Involvement Conditions
A invitation, challenge or opportunity presents itself, and the community responds
Community members are aware of their power to act together to benefit their community
A willingness to identify common ground rather than focus on differences
Change is required or taking place and community development is understood to be a positive approach to work with change

22. Factors that Contribute to Successful Community Planning
The following are needed to ensure the success of a community plan:
A shared vision;
Long-term commitment;
Leadership;
Resources (financial, physical and human);
Support (community and political);
A realistic appraisal of the current situation;
A desire to build on past efforts;
Ability to work as a team;
A strong commitment and the discipline to work through the planning process
Using the plan as a tool and to make adjustments as needed

23. Community Planning Issues
Not understanding your own community
Getting from planning to action
Failing to evaluate results
Lack of financial resources
Role confusion and power struggles
Unresolved conflict
Not applying tools and techniques effectively

24. Community Planning Implementation
Implementation challenges include:
Integrating and coordinating a variety of tasks
Being a good steward of resources
Keeping focused on the big picture
Remaining positive
Making hard decisions when resources are limited
Keeping community members motivated and connected
Ensuring community ownership remains strong
Communicating and celebrating results

25. Community Involvement Practices
Describe ways you can get the community involved.
What are some of the lessons learned?

26. Community Planning Momentum
Key areas to keep momentum for a community planning effort are:
Leadership
Partnerships
Building on community capacity
Funding
Reviewing and adapting the plan
Communication
Using technical support and expertise

27. Community Accountability
Four types of accountability
Political and Managerial
Program or Administrative
Fiscal
Individual Stakeholder or Member
Elements of accountability
Transparency
Disclosure
Redress

28. Accountability Relationships
Chief & Council
Government
And
Partners
Members
Employees/Volunteers

29. Accountability Program
Planning and Performance Reporting
Policies and Procedures
Roles and Responsibilities

30. Sources
The Community Development Handbook – A Tool to Build Community Capacity is available from HRDC on the Internet at or call for a copy (A Facilitators Guide is also available)
First Nations Model Community Plan Project on the Internet at or contact Wagmatcook First Nation or Cities $ Environment Unit, Dalhouise University to purchase a copy
First Nations Fiscal Planning Calendar Handbook on the Internet at or call AFOA
AFOA course AFM 4 - Strategy and Decisions
Performance Measurement Frameworks for Self-Evaluating Community Programs – A Summary Report on Four First Nations Experiences is available on the Internet at or contact DIAND