Organizational Analysis to Achieve Goals 2012 PCCYFS Spring Conference Organizational Analysis to Achieve Goals Presented By: Kristen Volosky, MEd, MBA Kvolosky@wesleyspectrum.org “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 This training will provide participants with a model that uses strategic planning concepts in a manner to maximize the use of resources within the middle management level to achieve business objectives and organizational improvement. This model helps place focus around the important priorities of the organization to assure long term sustainability and quality services. This training will offer participants practical application strategies they can take back to their organizations to implement and put into action.

Content slide And so on… 2012 PCCYFS Spring Conference Opening question: Before we begin, I’m going to ask a question. All you have to do is raise your hand for this. how many of you have felt like there are so many things that need to get done you don’t know which way to go?

2012 PCCYFS Spring Conference So you need to know what road you are going to take, right? Which direction you will go, and a plan in order to get to the end and see successes. That’s what we are going to talk about today……building a plan and achieving the maximum amount of goals. If you pave the most direct path towards your vision and goals it will ultimately save you time and money!!!

Agenda Description of the model used The Lifecycle of the model and it’s six phases Lessons Learned Questions and Answers

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

The Six Phases of the Model 2012 PCCYFS Spring Conference The Six Phases of the Model 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 Prioritize & Assign Accountability & Completion Dates 5 Implement & Execute 6 Monitor & Evaluate Performance

Let’s begin to pave the road and choose a direction……

Phase 1: Strategic Profiling 2012 PCCYFS Spring Conference 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 Utilizes the mission, vision, values and guiding principles that exist During typical Strategic Planning processes done at the higher executive levels, mission, vision, values, and guiding principles are decided at this level. Typically it doesn’t change much but middle management rarely would have input to this. In this model we use these as the core

Phase 1: Strategic Profiling 2012 PCCYFS Spring Conference Phase 1: Strategic Profiling External Analysis Internal 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

2012 PCCYFS Spring Conference Strengths: Examples: pricing, costs (fee schedules), profitability, brands, reputation, quality, people, capacity, adaptability, the product or service itself (how mature is it in the market), infrastructure, processes, etc.) Weaknesses: Examples: pricing, costs (fee schedules), profitability, brands, reputation, quality, people, capacity, adaptability, the product or service itself (how mature is it in the market), infrastructure, processes, etc.) Opp / Threats: Examples: industry trends, markets, target audience, seasonality, competition, political factors, society, culture, economics, technology, media, law, labor market trends, etc.

Phase 1: Strategic Profiling 2012 PCCYFS Spring Conference 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.” This profiling follows many of the same

Phase 1: Strategic Profiling 2012 PCCYFS Spring Conference 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… This profiling follows many of the same

Phase 1: Strategic Profiling 2012 PCCYFS Spring Conference 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. This profiling follows many of the same

1 Strategic Profiling 2 3 4 5 6 Purpose: to influence direction, focus, prioritization and goals being set Scan of internal & External Environment SWOT Competitive Analysis 2012 PCCYFS Spring Conference Outcome: The other thing that may be done at the conclusion of this phase is a presentation for the Board, Executive Committee, or other group Helps draw conclusion for other phases Good assessment provided in this format A place to get data and analysis to inform decisions for goal setting All information is in one place Gives a picture over time

2012 PCCYFS Spring Conference The next thing you want to do is to create a forum for strategic thinking that engages your major actors. Many organizations call this their Retreat a Summit, or Forum

Phase 2: Create a Forum for Strategic Thinking 2012 PCCYFS Spring Conference 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

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

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

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.)?

Phase 2: Create a Forum for Strategic Thinking EXAMPLE AGENDA ITEMS FROM WSS YEAR 1 Day 1 Day 2 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 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

Phase 2: Create a Forum for Strategic Thinking EXAMPLE AGENDA ITEMS FROM WSS YEAR 2 Day 1 Day 2 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 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

Phase 2: Create a Forum for Strategic Thinking 2012 PCCYFS Spring Conference 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

Create a forum for Strategic Thinking 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 4 5 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. 2012 PCCYFS Spring Conference Outcome: Phase 2 – information to develop a draft plan with objectives

2012 PCCYFS Spring Conference This is indicative of what happens in this next phase 3. “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!”

Phase 3: Set Goals and Objectives 2012 PCCYFS Spring Conference 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 A lot of these are happening simultaneously May want to consider working with a team of folks after organized to get this together

Phase 3: Set Goals and Objectives 2012 PCCYFS Spring Conference 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

Phase 3: Set Goals and Objectives Example Planning Format 2012 PCCYFS Spring Conference Phase 3: Set Goals and Objectives Example Planning Format This uses Word format – can be put into Excel too.

Phase 3: Set Goals and Objectives Example Planning Format 2012 PCCYFS Spring Conference Phase 3: Set Goals and Objectives Example Planning Format Uses Excel Point out bottom where categories are distributed by tab – makes it easy to track and scroll through.

Phase 3: Set Goals and Objectives 2012 PCCYFS Spring Conference 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? There is a level of authoritative decision making here. I utilize my Directors team to make decisions to “throw things out” Sometimes an objective may be one that needs addressed but the capacity may not exist to address it….table those.

Phase 3: Set Goals and Objectives Getting Objectives into SMART Format 2012 PCCYFS Spring Conference Phase 3: Set Goals and Objectives Getting Objectives into SMART Format Specific: Who, what, where Measurable: when, how many Achievable: Is this something the group can do Realistic: Can this get done with what you have to work with Timely / Time Bound: Can it get done in a specific amt. of time

2012 PCCYFS Spring Conference Phase 3: Set Goals and Objectives Example Action Steps / Outcomes on this planning grid Going back to this planning grid it shows the action steps and outcomes This can be draft format Does not have to be to perfection

Create a forum for Strategic Thinking Set Goals and Objectives 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 5 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 2012 PCCYFS Spring Conference Outcome: Phase 2 – information to develop a draft plan with objectives

Phase 4: Prioritize & Assign

Phase 4: Prioritize, & Assign Accountability and Completion Dates 2012 PCCYFS Spring Conference 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) Select objectives based on what there is capacity and resources to achieve EXAMPLE: if you set objective to equip. staff with mobile technology and you have no funding, that’s a limitation of this obj.

Phase 4: Prioritize, & Assign Accountability and Completion Dates 2012 PCCYFS Spring Conference 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 Select objectives based on what there is capacity and resources to achieve EXAMPLE: if you set objective to equip.

Priority Matrix Quick Wins High Impact Lower Effort Higher Effort Simplify & Implement Possibly for later Drop? High Impact Lower Effort Higher Effort Low Impact

Phase 4: Prioritize, & Assign Accountability and Completion Dates 2012 PCCYFS Spring Conference 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 Select objectives based on what there is capacity and resources to achieve EXAMPLE: if you set objective to equip.

Phase 4: Prioritize, & Assign Accountability and Completion Dates 2012 PCCYFS Spring Conference 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 EXAMPLE: shown back on the planning grids in phase 3 – shows assigned accountability and dates for completion

Phase 4: Prioritize, & Assign Accountability and Completion Dates 2012 PCCYFS Spring Conference 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 Reported through Management Team in the feedback loop to report ongoing progress Sent minutes and agenda’s to me

1 2 3 4 5 6 Strategic Profiling Create a forum for Strategic Thinking Set Goals and Objectives 4 Prioritize & Assign Accountability & Completion dates 5 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 2012 PCCYFS Spring Conference Outcome: Phase 2 – information to develop a draft plan with objectives

Phase 5: Implementation and Execution

Phase 5: Implementation and Execution 2012 PCCYFS Spring Conference 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

1 2 3 4 5 6 Strategic Profiling Create a forum for Strategic Thinking Set Goals and Objectives 4 Prioritize & Assign Accountability & 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 Communication plan Create processes/procedures 2012 PCCYFS Spring Conference

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

Phase 6: Monitor & Evaluate Progress 2012 PCCYFS Spring Conference 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

Phase 6: Monitor & Evaluate Progress 2012 PCCYFS Spring Conference 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?

Phase 6: Monitor & Evaluate Progress 2012 PCCYFS Spring Conference 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?

Some Results We’ve Seen 2012 PCCYFS Spring Conference Learned about each others programs Business Acumen / Seeing the big picture Better Processes and attention to them – as well as procedures efficiency being ultimate Raving Fans – Internally and Externally Staff feeling more engaged Their voices are heard They are part of the solution & get to apply creative thinking to problems Attitudes are more positive Handle change better Increased understanding & buy in on the importance between having a good focused balance between business processes, financial outcomes, quality of services, clinical focus Opportunity with creating a learning environment and culture Increased team work ACHIEVEMENT OF MORE GOALS THAN WE COULD IMAGINE!

1 2 3 4 5 6 Monitor & Evaluate Progress Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 Prioritize & Assign Accountability & 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 Communication plan Create processes/procedures Purpose: to evaluate the planning activities and status of the implementation of the plan. Measure Change as needed Evaluate to be sure right direction is being followed 2012 PCCYFS Spring Conference

Lessons Learned It’s a process that takes time 2012 PCCYFS Spring Conference 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 Recognize mistakes Observe what works Document them Share them

It’s Messy , Don’t Strive For Perfection. 2012 PCCYFS Spring Conference It’s Messy , Don’t Strive For Perfection. As you are contemplating how you will move forward with this information, remember……”it’s messy, don’t strive for perfection.”

2012 PCCYFS Spring Conference Stay focused and you’ll find your way

Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 2012 PCCYFS Spring Conference 1 Strategic Profiling 2 Create a forum for Strategic Thinking 3 Set Goals and Objectives 4 Prioritize & Assign Accountability & Completion Dates 5 Implementation & Execution 6 Monitor & Evaluate Progress So follow the process and apply what will work for you back in your own organizations.

Here’s to you and your path to success, wherever it may lead you. 2012 PCCYFS Spring Conference Here’s to you and your path to success, wherever it may lead you. As you think about the things that you can take and implement back in your programs to achieve maximum organizational goals…….. It has been my pleasure to be here today

It requires clarity, not instant illumination. 2012 PCCYFS Spring Conference “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

References Antariksa, Yodhia. (2007). Strategic Planning for Managers 2012 PCCYFS Spring Conference 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