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PCCYFS 2012 Annual Spring Conference Organizational Analysis to Achieve Goals Presented By: Kristen Volosky, MEd, MBA “This.

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Presentation on theme: "PCCYFS 2012 Annual Spring Conference Organizational Analysis to Achieve Goals Presented By: Kristen Volosky, MEd, MBA “This."— Presentation transcript:

1 PCCYFS 2012 Annual Spring Conference Organizational Analysis to Achieve Goals Presented By: Kristen Volosky, MEd, MBA “This is a time to shape the future – precisely because everything is in flux. This is a time for Self-Assessment, clear minded decisions, and, above all, a time for action.” Peter F. Drucker

2 PCCYFS 2012 Annual Spring Conference 2 Content slide And so on…

3 PCCYFS 2012 Annual Spring Conference 3

4 PCCYFS 2012 Annual Spring Conference 4 Agenda Description of the model used The Lifecycle of the model and it’s six phases Lessons Learned Questions and Answers

5 PCCYFS 2012 Annual Spring Conference 5 Learning Objectives To define the process To identify strategies and approaches to use for performing the activities of each phase of the model To learn strategies and variations in how to deploy resources to achieve outcomes To learn ways the model can be put into action within their own organizations To identify timeframes within the fiscal year for implementation of various phases of the model

6 PCCYFS 2012 Annual Spring Conference 6 The Six Phases of the Model 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 Prioritize & Assign Accounta bility & Completi on Dates 5 Implement & Execute 6 Monitor & Evaluate Perform ance

7 PCCYFS 2012 Annual Spring Conference 7 Let’s begin to pave the road and choose a direction……

8 PCCYFS 2012 Annual Spring Conference 8 Phase 1: Strategic Profiling Utilizes the existing mission, vision, values and guiding principles Strategic profiling is an environmental scan that is modified for this model The profile helps with the discovery of key facts and trends that will help influence the direction and goals being considered for the program. Under this model, the profile is written on each specific program Assesses the Internal and External Environment

9 PCCYFS 2012 Annual Spring Conference 9 Phase 1: Strategic Profiling External AnalysisInternal Analysis Trends in Economic, Societal, political factors that influence the program Governmental Regulation influence Industry conditions Technology Does the program have a fit with organizational mission? Competitive Advantage (or Disadvantage) Competitive Position in the marketplace Opportunities Threats Description of the program, it’s target audience, & the need in the community How has the service been used over time How has the program performed financially (past/present) What is the outcome of the program’s work? Indicators of success? How should we be measuring success? Infrastructure / capacity to achieve goals and serve the customer Strengths Weaknesses SWOT ANALYSIS

10 PCCYFS 2012 Annual Spring Conference 10

11 PCCYFS 2012 Annual Spring Conference 11 Phase 1: Strategic Profiling EXAMPLE (section: target audience) “Children and Adolescents and young adults between the ages of 2-21 with an Autism Spectrum Diagnosis who need 1:1 services for behavior modification of symptoms related to this diagnoses.” “Referrals primarily come from parents, MCO’s, Service Coordinators, Child Development Unit (CDU), and other service providers.”

12 PCCYFS 2012 Annual Spring Conference 12 Phase 1: Strategic Profiling EXAMPLE (section: Trends in the Environment) “Act 62 which now requires commercial insurances to pay for up to $36,000 of the cost of care for individuals with Autism.” “Parity will affect how Act 62 is implemented in which the $36,000 annual limitation may not apply.” “Health Care Reform” “Loophole uncertainty” “Co-pay implementation” Etc…

13 PCCYFS 2012 Annual Spring Conference 13 Phase 1: Strategic Profiling EXAMPLE (section: Competitive Position) “Competitive position is strong.” “A philosophy of treatment centered around ABA with a strong training program to support its proper implementation” “Board Certified Behavior Analyst expertise” “Comprehensive Total Rewards Incentive package for PRN or part time workers including assistance to obtain licensure” “Referral sources that utilize WSS as their first place of referral” “Implementation of an EMR system” Etc.

14 PCCYFS 2012 Annual Spring Conference 14 1 Strategic Profiling Purpose: to influence direction, focus, prioritization and goals being set Scan of internal & External Environment SWOT Competitive Analysis

15 PCCYFS 2012 Annual Spring Conference 15

16 PCCYFS 2012 Annual Spring Conference 16 Phase 2: Create a Forum for Strategic Thinking This is the process for collecting input for the design of the goal plan Held in a meeting / retreat / summit manner Can be utilized as an opportunity for training The agenda gets defined in this phase and is part of the roadmap The players to be involved are identified

17 PCCYFS 2012 Annual Spring Conference 17 Phase 2: Create a Forum for Strategic Thinking DESIGN THE AGENDA Answer the following: –What do we want to accomplish? –How much time do we need to allot for this meeting or summit (1 day, 2 days, etc.) –Will we be incorporating training? –Will this occur on/off site –What actual work do we expect to get completed during this process

18 PCCYFS 2012 Annual Spring Conference 18 “We’ve got 57 supervisors, 36 coordinators, and 63 concept implementers – How do we identify our forum participants?”

19 PCCYFS 2012 Annual Spring Conference 19 Phase 2: Create a Forum for Strategic Thinking IDENTIFY THE TEAM Questions to guide decision making: –What is our feedback loop? Who are key players in this loop? –Who are the main decision makers for the program(s)? –Who will be held accountable for executing actions and producing results of the plan? –How do the roles work together? –Will Department leaders need to be included (HR, Quality, etc.)?

20 PCCYFS 2012 Annual Spring Conference 20 Phase 2: Create a Forum for Strategic Thinking EXAMPLE AGENDA ITEMS FROM WSS YEAR 1 Day 1 Icebreaker Change WSS corp. strategic goals Giving the retreat purpose Framework for a successful summit Enlightened Leadership Desired Outcomes Program Philosophy SWOT Financial picture Our Vision – what do we want to look like? Pain Points – group activities Day 2 CEO words for the day – kickoff Vision for the Service Line Visioning exercise Integration and collaboration across WSS New Business opportunities Prioritizing Making it work Next steps to move this forward

21 PCCYFS 2012 Annual Spring Conference 21 Phase 2: Create a Forum for Strategic Thinking EXAMPLE AGENDA ITEMS FROM WSS YEAR 2 Day 1 Team Icebreaker Revisit progress and vision set from last year’s retreat Review of treatment philosophy Strategic Planning Logic Models – what are they? Develop Logic Model KPI review of the Service Line Total Quality Indicators Successes over the past year Day 2 Team Building training – blame vs. accountability & breaking the dependency cycle 5 major dysfunctions of a team Group Activity: ID 3 team goals Activities – development of solutions and actions for: what fell off the list, Change points, recurring issues Activity – calendar creation Large Group Decision Making Closing

22 PCCYFS 2012 Annual Spring Conference 22 Phase 2: Create a Forum for Strategic Thinking EXAMPLE FEEDBACK LOOP FOR CHOOSING PARTICIPANTS Corporate Leadership Directors Team Management Team Individual Units based on prog/function Service Delivery Staff Clients are at the center of decision making

23 PCCYFS 2012 Annual Spring Conference 23 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3456 Purpose: to influence direction, focus, prioritization and goals being set Scan of internal & External Environment SWOT Competitive Analysis Purpose: to utilize a process that’s used to help inform the plan via. input from major internal stakeholders Create agenda Identify & engage critical agency staff Utilizes phase 1 info.

24 PCCYFS 2012 Annual Spring Conference 24 “Now what do we do with all of these great ideas the team came up with? If I’m not back in 2 days organize a search and rescue team!”

25 PCCYFS 2012 Annual Spring Conference 25 Phase 3: Set Goals and Objectives Organize proposed objectives –May need to do based on categories –Not prioritizing in this phase yet Select a planning format to use Evaluate what you have and weed out what doesn’t belong Review what’s left and work with the objectives to make them SMART Assign Actions and Outcomes to each objective

26 PCCYFS 2012 Annual Spring Conference 26 Phase 3: Set Goals and Objectives Considerations for organizing objectives By Department & program (e.g., HR, IT, Quality, Program 1, Program 2, etc.) By workgroup and committee By corporate strategic area of focus By team or project leader or accountability assigned Once organized, you are ready to choose a planning format to use

27 PCCYFS 2012 Annual Spring Conference 27 Phase 3: Set Goals and Objectives Example Planning Format

28 PCCYFS 2012 Annual Spring Conference 28 Phase 3: Set Goals and Objectives Example Planning Format

29 PCCYFS 2012 Annual Spring Conference 29 Phase 3: Set Goals and Objectives Considerations for what doesn’t belong –Initiatives already underway with ownership held by another group or person –Consideration for whole organization –Duplication or similarity in other categories –A general initiative that can be handled by a group identified within the feedback loop vs. an objective that has a long term business direction and purpose –Things that may not be relevant – Is it realistic? And consistent with mission, values, & principles of the organization?

30 PCCYFS 2012 Annual Spring Conference 30 Phase 3: Set Goals and Objectives Getting Objectives into SMART Format

31 PCCYFS 2012 Annual Spring Conference 31 Phase 3: Set Goals and Objectives Example Action Steps / Outcomes on this planning grid

32 PCCYFS 2012 Annual Spring Conference 32 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 456 Purpose: to influence direction, focus, prioritization and goals being set Scan of internal & External Environment SWOT Competitive Analysis Purpose: to utilize a process that’s used to help inform the plan via. input from major internal stakeholders Create agenda Identify & engage critical agency staff Utilizes phase 1 info. Purpose: to set clear and descriptive changes anticipated with action steps to achieve desired outcome Organize Select planning format Weed out SMART Actions / Outcomes

33 PCCYFS 2012 Annual Spring Conference 33 Phase 4: Prioritize & Assign

34 PCCYFS 2012 Annual Spring Conference 34 Phase 4: Prioritize, & Assign Accountability and Completion Dates Determines the most critical goals/objectives Considers needs, strengths, and resources Identifies top objectives to work on first – gives order and focus to the plan Identifies the leader overseeing progress with the entire plan and leaders responsible for each objective Identifies a timeframe that’s realistic to achieve the objective(s)

35 PCCYFS 2012 Annual Spring Conference 35 Phase 4: Prioritize, & Assign Accountability and Completion Dates Considerations for prioritizing: –Start small –Think about urgency and importance of each objective –How did you categorize and organize in phase 3? –Utilize a team in your feedback loop to help prioritize, assign accountability, and set timeframes

36 PCCYFS 2012 Annual Spring Conference 36 Priority Matrix Quick Wins Simplify & Implement Possibly for later Drop? High Impact Lower EffortHigher Effort Low Impact

37 PCCYFS 2012 Annual Spring Conference 37 Phase 4: Prioritize, & Assign Accountability and Completion Dates Considerations for assigning accountability –Set clear expectations –Create a communication process –Check in to report out progress, barriers, resources needed, etc. –Authorize them to do the work –Avoid charging the leaders with objectives and actions that potentially require higher level involvement

38 PCCYFS 2012 Annual Spring Conference 38 Phase 4: Prioritize, & Assign Accountability and Completion Dates Considerations for setting completion dates –Where does the completion fall within other activities and trends occurring (e.g., new regulations, some kind of change, etc.) –Does the completion of one objective depend on another’s completion –Availability of resources, budget, technology, etc. –How many action steps are there per objective –Utilize a program calendar to help

39 PCCYFS 2012 Annual Spring Conference 39 Phase 4: Prioritize, & Assign Accountability and Completion Dates Example: Organizing Accountability Organized team into “Solution Groups” Each Solution Group had a leader who set the agenda and kept the group focused on objectives assigned Our solution groups –Quality –Recruitment & Retention –Marketing –Parents and Kids –Staff Development & Training

40 PCCYFS 2012 Annual Spring Conference 40 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 Prioritize & Assign Accountabili ty & Completion dates 56 Purpose: to influence direction, focus, prioritization and goals being set Scan of internal & External Environment SWOT Competitive Analysis Purpose: to utilize a process that’s used to help inform the plan via. input from major internal stakeholders Create agenda Identify & engage critical agency staff Utilizes phase 1 info. Purpose: to set clear and descriptive changes anticipated with action steps to achieve desired outcome Organize Select planning format Weed out SMART Actions / Outcomes Purpose: to give focus & order to the plan and identify responsibility for successes. Prioritize in order of importance / avail. Resources Assign accountability Set completion dates

41 PCCYFS 2012 Annual Spring Conference 41 Phase 5: Implementation and Execution

42 PCCYFS 2012 Annual Spring Conference 42 Phase 5: Implementation and Execution The plan is shared & communicated to the team Establish –Reporting & monitoring system –Supervision of the work –Process for convening plan groups for execution –Process for ongoing assessment of progress or needed changes with actions / objectives –Process for getting additional resources needed through execution of plan actions & objectives

43 PCCYFS 2012 Annual Spring Conference 43 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 Prioritize & Assign Accountabili ty & Completion dates 5 Implemen- tation & Execution 6 Purpose: to influence direction, focus, prioritization and goals being set Scan of internal & External Environment SWOT Competitive Analysis Purpose: to utilize a process that’s used to help inform the plan via. input from major internal stakeholders Create agenda Identify & engage critical agency staff Utilizes phase 1 info. Purpose: to set clear and descriptive changes anticipated with action steps to achieve desired outcome Organize Select planning format Weed out SMART Actions / Outcomes Purpose: to give focus & order to the plan and identify responsibility for successes. Prioritize in order of importance / avail. Resources Assign accountability Set completion dates Purpose: to roll out to the team & establish solid processes and procedures that will provide necessary support for goal achievement Communica tion plan Create processes/pr ocedures

44 PCCYFS 2012 Annual Spring Conference 44 Phase 6: Monitor & Evaluate Progress

45 PCCYFS 2012 Annual Spring Conference 45 Phase 6: Monitor & Evaluate Progress Measure impact of the plan Reflect on the experience to make it better the next time Remember that the plan is a guideline, not a rule – if something needs to change, go ahead and change it Monitor to assure the team is following the direction established by the plan – if there is deviation try to understand why and reflect on the new direction

46 PCCYFS 2012 Annual Spring Conference 46 Phase 6: Monitor & Evaluate Progress Additional considerations & questions –Will goals being achieved according to deadlines set? –Should deadlines be changed? –Is there adequate resources, time, training, etc. to achieve the goal(s)? –Has anything changed in the environment causing objectives to no longer be realistic & relevant to the program? –Should priorities change – still on target? –How can we improve future planning and monitoring processes?

47 PCCYFS 2012 Annual Spring Conference 47 Phase 6: Monitor & Evaluate Progress When something needs to change: –What is causing the change? –Why is the change being made? –Were changes made with new assignment of objectives, accountability and timeline? –What can be learned?

48 PCCYFS 2012 Annual Spring Conference 48 Some Results We’ve Seen

49 PCCYFS 2012 Annual Spring Conference 49 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 Prioritize & Assign Accountabili ty & Completion dates 5 Implemen- tation & Execution 6 Monitor & Evaluate Progress Purpose: to influence direction, focus, prioritization and goals being set Scan of internal & External Environment SWOT Competitive Analysis Purpose: to utilize a process that’s used to help inform the plan via. input from major internal stakeholders Create agenda Identify & engage critical agency staff Utilizes phase 1 info. Purpose: to set clear and descriptive changes anticipated with action steps to achieve desired outcome Organize Select planning format Weed out SMART Actions / Outcomes Purpose: to give focus & order to the plan and identify responsibility for successes. Prioritize in order of importance / avail. Resources Assign accountability Set completion dates Purpose: to roll out to the team & establish solid processes and procedures that will provide necessary support for goal achievement Communica tion plan Create processes/pr ocedures Purpose: to evaluate the planning activities and status of the implementati on of the plan. Measure Change as needed Evaluate to be sure right direction is being followed

50 PCCYFS 2012 Annual Spring Conference 50 Lessons Learned It’s a process that takes time There’s no right or wrong way to do this Find opportunities to create the learning environment Utilize the time with your team well – they will do the work – give them opportunity to work together during the summit as much as possible As a facilitator, be ready to hear the tougher side of things - let them open up Be clear with the forum’s purpose, objectives, and outcomes Choose participants well

51 PCCYFS 2012 Annual Spring Conference 51 It’s Messy, Don’t Strive For Perfection.

52 PCCYFS 2012 Annual Spring Conference 52

53 PCCYFS 2012 Annual Spring Conference 53 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 Prioritize & Assign Accounta bility & Completi on Dates 5 Impleme ntation & Execution 6 Monitor & Evaluate Progress

54 PCCYFS 2012 Annual Spring Conference 54

55 PCCYFS 2012 Annual Spring Conference 55 “The real path to greatness, it turns out, requires simplicity and diligence. It requires clarity, not instant illumination. It demands each of us to focus on what is vital and to eliminate all of the extraneous distractions” -Jim Collins, author

56 PCCYFS 2012 Annual Spring Conference 56 References Antariksa, Yodhia. (2007). Strategic Planning for Managers Collins, Jim. (2006). Where are you on your journey from Good to Great. Good to Great Diagnostic Tool. Drucker, Peter F. (2002). Strategic Planning using the Ducker Foundation Self Assessment Tool. Gantz McKay, Emily. (2001). Strategic Planning: a Ten step Guide. McNamara. Authenticity Consulting LLC, Basics of Monitoring, Evaluating, and Deviating from the Strategic Plan. Olsen, Erica, M3 Planning, MyStrategicPlan.com Thompson, Debra, Strategy Solutions, Non- Profit Strategic Planning Capabilities


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