1. Planning for Success: Creating an Effective District Strategy and Plan
Federal Grant Programs Conference
May 30, 2018

2. Ruth Gilbert-Whitner, Ed.D. Sue Charochak, Ed.D.
Presenters
Lori Likis, Ed.D
Planning for Success Consultant
Ruth Gilbert-Whitner, Ed.D.
Superintendent, Whitman-Hanson Regional Public Schools
Sue Charochak, Ed.D.
Assistant Superintendent, Beverly Public Schools

3. The Planning for Success model and process
Agenda
The Planning for Success model and process
Creating or refining a multi-year district strategy and plan
Resources available for your use
A superintendent’s story: Ruth Gilbert-Whitner, Ed.D.
Creating an annual action plan for implementation
An assistant superintendent’s story: Sue Charochak, Ed.D.
Q & A

4. Planning for Success is…
An inclusive planning model designed to support district capacity building and coherence
A flexible model easily customized to your context and preferred timeline
A set of simple and accessible DIY resources
Tools, protocols, and facilitator guidance
Case studies and district plans
A proven model piloted by a diverse set of Massachusetts districts since 2014
Urban, regional, single-school, collaborative
Level 1, Level 2, Level 3, Level 4

5. The PfS Model
A multi-year academic improvement plan that serves as the district’s official roadmap for improvement
District vision, strategy, planned outcomes for students
The plan serves as the heart of coherence for district work when district systems are aligned
Budget, Educator Evaluation System, school improvement plans
The plan is implemented through an annual action plan
Benchmarks to measure progress and impact

6. The Planning for Success Process
Create Plan
Envision the future
Analyze district performance, educator evaluation, and community feedback data for trends and patterns
Backward design the improvement strategy from specific, desired student outcomes, researching effective practices
Align Systems
Connect Educator Evaluation goals and School Improvement Plans to the District Plan
Leverage budget, grants, and resources in support of the District Plan
Build community commitment to the District Plan
Implement
Create an annual action plan with progress and impact benchmarks
Monitor and publicly report on progress
Redesign the District Plan if necessary
Massachusetts Department of Elementary and Secondary Education

7. PfS Superintendent Feedback
“We weren’t just trying to come up with a plan; we were trying to change culture at the same time.” Superintendent Bob Sanborn, Cape Cod Regional Technical High School
“Compliance vs. engagement isn’t just about the kids; it’s about the adults, too!”
Superintendent Barbara Malkas, Webster Public Schools
“If you’re a teacher, principal, social worker, you can see yourself somewhere in this document.” Superintendent Dave DeRuosi, Malden Public Schools
Source: District Planning Case Studies: Planning for Success 2015 Pilot Projects

8. Creating the District Plan
Whitman-Hanson’s Story

9. Elements of a District Strategy and Plan
1. Mission, vision, core values
2. Data analysis and theory of action
3. Strategic objectives and initiatives, including:
a. Professional development
b. Teacher induction and mentoring activities
4. Outcomes (SMART goals)
District Plan
(3 years)
Massachusetts Department of Elementary and Secondary Education

10. PfS Resources to Create a District Strategy and Plan
Multiple PfS protocols and tools available on website
SWOT analysis, root cause analysis, envisioning the future
Identifying strategic objectives, initiatives, outcome measures
Assessing your current district plan: comparing lived experience to stated strategy
PfS resources designed to be DIY
Why this step is important
Protocols, time required, facilitation tips
Text for presentation slides
Worksheets and organizers for small group work

11. Trained PfS Facilitators
Approximately 50 facilitators trained to date in creating a district plan
Approximately 30 trained facilitators available for contracting with districts
Facilitator bios and contact information posted on PfS website
ESE currently developing an online contact process for districts interested in hiring a PfS facilitator
Information coming soon to PfS website

12. The Whitman-Hanson Story: Ruth Gilbert-Whitner, Ed.D.
A PfS pilot district
Created a multi-year plan and annual action plan
Whitman-Hanson district plan, action plan, superintendent goals posted to PfS website

13. Creating the Action Plan
Beverly’s Story

14. Action Plan Elements District Action Plan (annual)
Implementation benchmarks
Process benchmarks: what, when, who
Early evidence of change benchmarks: measuring impact during implementation
Resources
District Action Plan
(annual)
Massachusetts Department of Elementary and Secondary Education

15. Implementation Benchmarks
Process
What will be done, when, and by whom
Are we on track to accomplish what we want to accomplish? Is the work getting done?
Early evidence of change
Changes in practice, attitude, or behavior you should begin to see if the initiative is having its desired impact
Does our selected strategy appear to be having the desired impact?

16. Plan-Do-Study-Act (PDSA) Cycle
Moen, R. D., & Norman, C. L. (2010). Circling back. Quality Progress, 43(11), p.27.

17. What is the current state of the district plan?
Action Plan Readiness
What is the current state of the district plan?
What level of knowledge do stakeholders inside and outside the district have of the plan?
What are some of the cultural issues the district is facing?
Who should be involved in the action planning process and why?
How would you like to structure the action planning process in order to build capacity and address some of the district’s cultural and leadership issues?

18. Characteristics of Strong Monitoring Routines
Regularity: Does the routine occur frequently enough to support effective implementation?
Strong execution: Is the routine well run with strong facilitation, clear roles and responsibilities, and necessary progress data available?
Focus on performance: Is the routine clearly focused on data/evidence and does it support the development of shared understanding?
Action on performance: Does the routine encourage hard conversations, creative problem solving, and ownership of issues?
Adapted from Deliverology in Practice: How Education Leaders Are Improving Student Outcomes (Barber, Rodriguez, & Artis, 2016, p. 195)

19. PfS Resources for Creating an Annual Action Plan
Multiple PfS resources available on website
Action plan creation, review, and revision protocols
Monitoring and public reporting protocols and guidance
PfS resources designed to be DIY
Why this step is important
Protocols, time required, facilitation tips
Text for presentation slides
Worksheets and organizers for small group work

20. PfS Action Plan Facilitation Training: Action Plan Networks
Two networks, with a diverse set of districts participating, to date
Approximately 15 districts
Network objectives:
To support districts in the creation of an action plan for high priority initiatives
To support participants in building their facilitation skills and the capacity they need to effectively lead this work
To foster the development of the facilitation network, providing opportunities for participants, as facilitators, to learn with and from each other

21. The Beverly Story: Sue Charochak, Ed.D.
A PfS Action Plan Network #1 participant
Assessed the current district plan using PfS resource
Led creation of the district’s annual action plan through network

22. PfS resources: protocols, plans, and case studies
Questions?
PfS resources: protocols, plans, and case studies
Lori Likis, Ed.D., PfS consultant

23. Reference
Barber, M., Rodriguez, N., & Artis, E. (2016). Deliverology in practice: How education leaders are improving student outcomes. Thousand Oaks, CA: Corwin.