DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY · DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY BOARD OF DIRECTORS Strategic Planning Committee Meeting AGENDA Thursday, January 23,

DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY

BOARD OF DIRECTORS

Strategic Planning Committee Meeting

AGENDA

Thursday, January 23, 2014 9:30 a.m.

5000 Overlook Avenue, SW

Washington, DC 20032

I. Call to Order…………………………………………………………. …………………Robert Mallett

Chairperson 2. Presentation on the Strategic Plan Implementation………………...George Hawkins/Ernest Jolly 3. Other Business…………………………………………………..…………………....Robert Mallett Chairperson 4. Adjournment

Strategic Planning Committee - 1. Call to Order - Robert Mallett

1

Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly

2

Presentation Agenda

• Background

• Current Status

• Next Steps

• Questions/Discussion

2


3

Background – HistoryFebruary 2012 – March 2013

Strategic Plan Development

1. Preparation2. Board Retreat 3. Board Committees 4. Executive Management5. Senior Managers6. Key Staff

3

Result


4

4

• 9 Goals

• 27 Objectives

• 45 Initiatives


5

Our Focus Areas

5


6

Committee Assignments

6

Goal Goal Champion

1Develop, Maintain, and Recruit a High Performing Workforce: Human Resources/Labor Relations Committee

Rosalind Inge

2 Collaborate Locally, Regionally, and Nationally: Governance Committee John Lisle

3 Increase Board Focus on Strategic Direction: Strategic Planning Committee Randy Hayman

4Enhance Customer/Stakeholder Confidence, Communications, and Perception: DC Retail and Sewer Rates Committee

Charlie Kiely

5 Assure Financial Sustainability and Integrity: Finance & Budget Committee Mark Kim

6 Assure Safety and Security: Water Quality and Water Services Committee Walter Bailey

7Consider DC Water Role In Drinking Water Treatment: Water Quality and Water Services Committee

Charlie Kiely

8Optimally Manage Infrastructure: Environmental Quality and Sewerage Services Committee

Len Benson

9Enhance Operating Excellence Through Innovation, Sustainability, and Adoption of Best Practices: Audit Committee

Katrina Wiggins


7

Current Status of ImplementationManagement Program

– Overview of the Implementation Guide• Messages & Purpose

• Phases

• Accountabilities

• Roles and Responsibilities

• SOPs

• Performance Management

– Training and Ongoing Support

7


8

Messages

8

• Chairman’s Message

• General Manager’s Message

• Strategic Planning Chief’s Message

Committed to Strategic Management / Linked / We are “All In”


9

9

Purpose1. Provides strategic management guidance

2. Reviews Blue Horizon 2020 Strategic Plan development

3. Defines accountabilities, roles, and responsibilities

4. Presents detailed workflows (SOPs) with responsible parties

5. Integrates Blue Horizon 2020 requirements into the existing DC Water calendar

6. Discusses performance management

7. Provides hands-on training for the online tool My Strategic Plan


10

3 Phases

10

1. Planning• Obtain Strategic Direction• Develop Strategic Framework

2. Execution• Initiative Advancement• Manage, Monitor & Report

3. Modification• Change to Address Needs


11

Accountabilities

11


12

Roles & Responsibilities

12

1. Receive updates semi-annually

2. Consider GM/Executive Team Strategic Plan modification recommendations

3. Review Strategic Plan annually and make recommendations to the Board regarding both long and short term strategic planning direction

Strategic Planning Committee


13


13

1. Support Plan Participants

2. Monitor and Document Overall Progress

3. Support Resource Requirements

4. Communicate Status Across Organization and serve as General Manager’s key POC

5. Administer Online Management System

Strategic Planning Chief


14


14

1. Assemble Resources2. Direct Resources – Initiative Completion3. Meet regularly with Initiative Champions4. Communicate Progress5. Recommend Changes6. Maintain Budget Accountability – 2 Aspects

• Identify and include requested department budgets under Goal Champions organizational structure

• When costs are in another department, communicate budget requests to Executive counterpart for inclusion in the appropriate department’s annual budget request

Goal Champions


15


15

1. Assemble Resources

2. Drive Milestone Completion

3. Meet regularly with Goal Champions

4. Record Progress

5. Recommend Changes

Initiative Champions


16

Workflows (SOPs)

16

Planning Phase

DC

Wat

er

Boar

d

DC

Wat

er

Stra

tegi

c Pl

anni

ng

Com

mitt

ee

Start Strategic Planning

∑ Vision∑ Overall Strategic

Direction∑ S.W.O.T

,

Receive Refined

VisionValues

Mission

Informal Adoption of

Strategic planEnd - Adopted

Consider Formal

Approval

1. Receive Informal Approval2. Develop Implementation Plan and Impact Analysis

Review and Approve

Review and Approve

Execution Phase

Goa

l Ch

ampi

onIn

itiat

ive

Cham

pion

Stra

tegi

c Pl

anni

ng C

hief

(P

lan

Adm

inis

trat

or)

Exec

utiv

e M

anag

emen

t Te

am/G

M

DC

Wat

er

Boar

d Co

mm

ittee

s

Boar

d St

rate

gic

Plan

ning

Co

mm

ittee

Full

Boar

d of

D

irect

ors

Progress is made on Initiatives/Milestones

Compile Initiative/Milestone Progress

Update MSP on a Monthly Basis

Meet with Goal Champion Monthly to Discuss Progress

and Challenges

Receive MSP Updates from

Initiative Champion(s)


Review Progress with Strategic Planning Chief

Recieve Goal Champion MSP

Progress Updates

Generate Monthly and Quarterly

Summary Reports

Share Progress with the Executive

Management Team/GM

Receive Strategic Planning Chief’s

Progress Updates

Receive Strategic Plan Progress Update Semi-

Annually

Receive GM Strategic Plan Annual Report

Receive Quarterly Strategic Plan Progress

Update from Goal Champions

Present Semi-annual Summary Update to

Board Strategic Planning Committee

Prepare and Present Quarterly Updates to Assigned Board

Committee on Goal

Receive Strategic Planning Committee

Updates

GM Review Strategic Plan Progress. On Annual Basis Report to Board

with Proposed Modifications

Review Strategic Plan Annually

GM’s Monthly Update

Receive GM’s Monthly Update

Prepare Annual Report

Document SOPs (Who & What) of:

1. Planning Phase

2. Execution Phase

3. Modification Phase


17

Integration of Blue Horizon 2020

17

Ensure alignment with organization’s key activities

Support in a way to minimize the time required to provide updates and feedback

1. Budgeting Process

2. Board Committee Meetings and Progress Reporting

3. GM’s Strategic Planning Dashboard

4. Departmental and Individual Performance Planning


18

MyStrategicPlan by M3 Planning

18

Cloud-Based (Internet)

Supports Implementation

1. Planningß Entire plan is on-lineß Linear View (G,O,I,M)ß Set/Assign Responsibilities

2. Updating/Trackingß Single Environment (no paper)ß E-mail Notificationß Goal & Initiative Champion Collaborationß Track Milestone Progress across all 49 Initiatives

3. Reportingß Easy, Fast, Straight Forward

G: Goals

O: Objectives

I: Initiatives

M: Milestones


19

MSP Performance

Mode -Homepage

19


20

MSP Performance

Mode –Track Your

Goals

20


21

MSPDashboard

21


22

Performance Management

22

Areas of Performance Management:

q Strategic Plan Initiatives – Milestones (April 2013)

q Operational Performance – Key Performance Metrics (Under Development)

q Strategic Plan Objectives – Outcomes (Under Development)


23

Training and Ongoing Support

• December 11 – 18, 2013

Conducted 7 End User Training Sessions for Goal and Initiative Champions (36)

• Schedule additional sessions for those who missed the initial sessions

• Conduct one-on-one sessions with Goal and Initiative Champions

23


24

Next Steps

The GM Strategic Planning Dashboard

• Finalize the list of Key Operational Performance Metrics

• Finalize the Measures and Targets for the Strategic Plan Objectives which reflect progress over the longer term

• Provide routine reporting on Initiative Milestones progress

24


25

Reporting Process

25


26

When Fully Implemented

26


27


28

Report Outline

• Background

• Current Status

• Next Steps

2


29

Background – History February 2012 – March 2013

Strategic Plan Development

1. Preparation 2. Board Retreat 3. Board Committees 4. Executive Management 5. Senior Managers 6. Key Staff

3

Result


30

Blue Horizon 2020 Framework

4

• 9 Goals

• 27 Objectives

• 45 Initiatives


31

Our Focus Areas

5


32

Committee Assignments

6

Goal Goal Champion

1 Develop, Maintain, and Recruit a High Performing Workforce: Human Resources/Labor Relations Committee

Rosalind Inge

2 Collaborate Locally, Regionally, and Nationally: Governance Committee John Lisle

3 Increase Board Focus on Strategic Direction: Strategic Planning Committee Randy Hayman

4 Enhance Customer/Stakeholder Confidence, Communications, and Perception: DC Retail and Sewer Rates Committee

Charlie Kiely

5 Assure Financial Sustainability and Integrity: Finance & Budget Committee Mark Kim

6 Assure Safety and Security: Water Quality and Water Services Committee Walter Bailey

7 Consider DC Water Role In Drinking Water Treatment: Water Quality and Water Services Committee

Charlie Kiely

8 Optimally Manage Infrastructure: Environmental Quality and Sewerage Services Committee

Len Benson

9 Enhance Operating Excellence Through Innovation, Sustainability, and Adoption of Best Practices: Audit Committee

Katrina Wiggins


33

Current Status of Implementation Management Program

– Overview of the Implementation Guide • Messages & Purpose • Phases • Accountabilities • Roles and Responsibilities • SOPs • Performance Management

– Training and Ongoing Support

7


34

Messages

8

Committed to Strategic Management / Linked / We are “All In”


35

Messages

9


36

10

Purpose Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly

37

3 Phases

11

1. Planning • Obtain Strategic Direction • Develop Strategic Framework

2. Execution • Initiative Advancement • Manage, Monitor & Report

3. Modification • Change to Address Needs


38

Accountabilities

12


39


13

1. Receive updates semi-annually

2. Consider GM/Executive Team Strategic Plan modification recommendations

3. Review Strategic Plan annually and make recommendations to the Board regarding both long and short term strategic planning direction

Strategic Planning Committee


40


14

1. Support Plan Participants

2. Monitor and Document Overall Progress

3. Support Resource Requirements

4. Communicate Status Across Organization and serve as General Manager’s key POC

5. Administer Online Management System

Strategic Planning Chief


41


15

1. Assemble Resources 2. Direct Resources – Initiative Completion 3. Meet regularly with Initiative Champions 4. Communicate Progress 5. Recommend Changes 6. Maintain Budget Accountability – 2 Aspects

• Identify and include requested department budgets under Goal Champions organizational structure

• When costs are in another department, communicate budget requests to Executive counterpart for inclusion in the appropriate department’s annual budget request

Goal Champions


42


16

1. Assemble Resources

2. Drive Milestone Completion

3. Meet regularly with Goal Champions

4. Record Progress

5. Recommend Changes

Initiative Champions


43

Workflows (SOPs)

17

Planning Phase

DC W

ater

Co

mm

ittee

sDC

Wat

er

Boar

d

Exec

utiv

e M

anag

emen

t Te

am/G

M

Goal

Ch

ampi

ons

Initi

ativ

e Ch

ampi

ons

DC W

ater

St

rate

gic

Plan

ning

Co

mm

ittee

Start Strategic Planning Retreat

• Vision• Overall Strategic

Direction• S.W.O.T

Strategic Planning Workshop (all DC

Water Committees)

• Goals• Objectives

Strategic Planning Committee Workshop

• Values, Missions, Goals

• DC Water Board Goal Assignments

1. Refine Goals

2. Draft Measurable Objectives

Receive Refined Goals and Objectives

Attend Strategic planning Retreat

and Provide Input to Board

VisionValuesMissionGoals

Objectives

Draft Initiatives for each Goal

Initiatives

Informal Adoption of

Strategic plan

Implementation Plan with Impacts Analysis Report

End - Adopted

1. Assemble Implementation Teams2. Develop Implementation Plan3. Determine Impact Analysis

1. Develop Tasks2. Due Dates3. Resource Requirments

Draft Implementation

Plan with Milestones

Consider Formal

Approval

1. Receive Informal Approval2. Develop Implementation Plan and Impact Analysis

Review and Approve

Review and Approve

Review and Approve

Execution Phase

Goal

Ch

ampi

onIn

itiat

ive

Cham

pion

Stra

tegi

c Pl

anni

ng C

hief

(P

lan

Adm

inis

trat

or)

Exec

utiv

e M

anag

emen

t Te

am/G

M

DC W

ater

Bo

ard

Com

mitt

ees

Boar

d St

rate

gic

Plan

ning

Co

mm

ittee

Full

Boar

d of

Di

rect

ors

Progress is made on Initiatives/Milestones

Compile Initiative/Milestone Progress Update MSP on a

Monthly Basis

Meet with Goal Champion Monthly to Discuss Progress

and Challenges

Receive MSP Updates from

Initiative Champion(s)


Review Progress with Strategic Planning Chief

Recieve Goal Champion MSP

Progress Updates

Generate Monthly and Quarterly

Summary Reports

Share Progress with the Executive

Management Team/GM

Receive Strategic Planning Chief’s

Progress Updates

Receive Strategic Plan Progress Update Semi-

Annually

Receive GM Strategic Plan Annual Report

Receive Quarterly Strategic Plan Progress

Update from Goal Champions

Present Semi-annual Summary Update to

Board Strategic Planning Committee

Prepare and Present Quarterly Updates to Assigned Board

Committee on Goal

Receive Strategic Planning Committee

Updates

GM Review Strategic Plan Progress. On Annual Basis Report to Board

with Proposed Modifications

Review Strategic Plan Annually

GM’s Monthly Update

Receive GM’s Monthly Update

Prepare Annual Report

Document SOPs (Who & What) of:

1. Planning Phase

2. Execution Phase

3. Modification Phase


44

18 18

Workflows (SOPs)


45

19 19

MSP: My Strategic Plan (cloud-based system) Workflows (SOPs)


46

20 20

Workflows (SOPs)


47

21 21

Workflows (SOPs)


48

Integration of Blue Horizon 2020

22

Ensure alignment with organization’s key activities

Support in a way to minimize the time required to provide updates and feedback

1. Budgeting Process

2. Board Committee Meetings and Progress Reporting

3. GM’s Strategic Planning Dashboard

4. Departmental and Individual Performance Planning


49

MyStrategicPlan by M3 Planning

23

Cloud-Based (Internet) Supports Implementation 1. Planning

Entire plan is on-line Linear View (G,O,I,M) Set/Assign Responsibilities

2. Updating/Tracking Single Environment (no paper) E-mail Notification Goal & Initiative Champion Collaboration Track Milestone Progress across all 49 Initiatives

3. Reporting Easy, Fast, Straight Forward

G: Goals O: Objectives I: Initiatives M: Milestones


50

MSP Performance

Mode - Homepage

24


51

MSP Performance

Mode – Track Your

Goals

25


52

MSP Dashboard

26


53

Performance Management

27

Areas of Performance Management:

Strategic Plan Initiatives – Milestones (April 2013)

Operational Performance – Key Performance Metrics (Under Development)

Strategic Plan Objectives – Outcomes (Under Development)


54

Training and Ongoing Support • December 11 – 18, 2013 Conducted 7 End User Training Sessions

for Goal and Initiative Champions (36) • Schedule additional sessions for those

who missed the initial sessions • Conduct one-on-one sessions with Goal

and Initiative Champions

28


55

Next Steps The GM Strategic Planning Dashboard • Finalize the list of Key Operational

Performance Metrics • Finalize the Measures and Targets for the

Strategic Plan Objectives which reflect progress over the longer term

• Provide routine reporting on Initiative Milestones progress

29


56

Reporting Process

30


57

When Fully Implemented

31


58

APPENDICES

32


59

33


60

34


61

35


62

36


63

37


64

Documents

DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY · DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY BOARD OF DIRECTORS Strategic Planning Committee Meeting AGENDA Thursday, January 23,