Today’s Agenda
• Why create and use a strategic plan? • Monitoring your strategic plan
Monitoring Progress toward Plan Goals
• Revenue • OSBM • Community Colleges
Next Steps
Why create and use a strategic plan?
• Articulates a framework of ideas that justifies actions and results in greater focus & collaboration
• Envisions a desired future and translates it into goals and objectives to achieve that vision by answering:
• Where do we want to go? • Where are we? • How can we get there? • How will we know when we arrive?
• Transforms ideas into actions by identifying the What?, Who?, and When?
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Mission Vision Values
Is an end result or something to be desired
Is the progress that is needed achieve a goal within a specific timeframe
Is an effort that will be employed to accomplish an objective
Clearly defines the method and unit of measurement for a desired event
Performance Measure
Strategic Plan Components
Describes an agency’s basic purpose. Provides a picture of what the organization intends to become. Are the principles that govern behavior within an agency.
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OSBM uses plans:
• To understand agency priorities
• To evaluate change budget requests
During quarterly reviews, OSBM will:
• Provide feedback on an agency’s plan
• Ask about progress toward the goals and tasks outlined in an agency’s strategic plan
Source: https://www.stockvault.net/photo/252639/silhouette-of-business-meeting
Agencies should use plans to:
• To set priorities, especially for resource allocation
• To increase transparency and accountability
• To improve internal and external communication
• To enable benchmarking / performance evaluation
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Monitoring your Strategic Plan
Annually: “Are we doing the right things?” • Ensure plan remains relevant • Revise measures, strategies, objectives as needed
Quarterly: “Are we doing what we said we would do?” • Assess progress toward strategic goals, objectives • Realign resources, refine strategies
Monthly: “Are we doing things right?” • Focus on a champion’s specific goal, objective • Adjust initiatives, tasks, tactics
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1. Are we achieving our goals and objectives?
2. Has anything changed in the environment that should be reflected in the strategic plan?
• Are our goals, objectives, timelines still realistic?
• Are our performance measures still relevant?
3. Do priorities need to change in order to achieve our goals?
4. Do personnel have adequate resources (money, equipment, facilities, training, etc.) to achieve the goals?
5. What can be learned from our monitoring and evaluation in order to improve future efforts?
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2. Are they on schedule?
3. What challenges are you encountering? What has been getting in the way?
4. Do you have the sufficient resources to accomplish your objectives?
5. What can the executive team do to help achieve success? • Communication of priorities • Realigning resources
6. Are performance measures capturing what we need?
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Today’s Agenda
• Why create and use a strategic plan? • Monitoring your strategic plan
Monitoring Progress toward Plan Goals
• Revenue • OSBM • Community Colleges
Next Steps
Green Field • Change in COO
• Good strategy, bad strategy (Book) – Diagnose the specific challenge
– Choose a guiding policy for dealing with it
– Actions/ resources to address it
• Problem -> Strategy -> Outcome-> goal1, goal2, goal3
Diagnosis • October-December (SWOT)
• Organize the data
• +Staff: Finalize the goals
Root Cause: Communications, Silos
The Teams • Knowledge Management
• Staff representation from all Divisions and all locations
• Teams meet frequently, then monthly with Assistant Secretaries, Bi-monthly at directors meeting
• Intranet updates and videos
through the leadership back to the staff
• Silos/ownership is eliminated because of the use of cross functional teams
• Overall knowledge of the broad issues are made totally visible and addressed with excitement & enthusiasm
Appendix
Sample Issues • Stress levels can be high in tax season
• Security, both physical and personal
• HQ-centric bias in opportunity, events and communications
• Short staff in some key area Staff needs
• Time to issues refunds
• Internal Customer/supplier issues and feedback on services
Sample Problem Statements Career Paths • There are not defined career progression paths across the Agency.
Because of this, staff are left to guess the Knowledge, Skills and Abilities that are needed to progress upwards or how best to plan a long term career at the Agency.
Process Management • Failure to identify and understand customer supplier relationships and
incorporate feedback for continuous improvement may result in inefficient processes (examples of potential areas for customer/supplier communications/feedback are Central Exams non-collectable false positives, Call Center transfer rate to TPA Level 2).
Sample Strategic Plan Hiring Feedback Problem • The hiring process is not currently designed to provide feedback to internal applicants that were not
selected. The lack of feedback denies staff the ability to understand where they may have opportunities to better themselves. This lack of transparency could inadvertently leave staff the impression that the hiring process is not fair and/or that there are other non-legitimate HR factors being considered.
Strategy • In order to maintain a knowledgeable workforce, a cross-divisional Hiring Feedback team will be formed
to design an agency-wide process to allow an opportunity for feedback to internal applicants who were not selected.
Outcomes • Standard feedback process
• Staff survey to provide satisfaction metrics
Goals • G1
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Quarterly Monitoring
• Assess progress toward goals quarterly • Use Power BI dashboard to visualize progress
• Use Assistant State Budget Officers as “Goal Champions” • Direct (re-direct) resources to achieve goals • Track performance measures • Highlight goal-related needs and opportunities
• Provide strategic plan updates at quarterly staff meetings • Provides transparency in where we are and where we want to go • Highlights importance of plan • Celebrates one staff member’s success in achieving strategies
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Annual Update
• OSBM's FY 2019-21 Strategic Plan needed updating • Strategic Plan served as an Annual Plan • Nearly all measures were 100% accomplished after only one year
• OSBM Strategic Plan review/refresh process included: • Identified a staff member to serve as facilitator • Facilitator led:
1. One-on-one working sessions with goal champions to discuss, update prior year plan components
2. Two-hour plenary session with senior management, goal champions to update goals, objectives, measures for the year
3. Follow-up one-on-one sessions with goal champions and senior management to finalize strategies and tasks (i.e. 2019-20 Annual Plan)
• Senior management will discuss final plan at officewide staff meeting
North Carolina Community College System Monitoring Strategic Plan Progress and Outcomes
OSBM Training and Sharing Session Monitoring and Using Your Strategic Plan
September 26, 2019
North Carolina Community College System Strategic Plan: “Putting Education to Work”
Student Interest and Access
Economic and Workforce Impact
• Budget/IT justification tied to strategic framework
• Legislative agenda development
• Driving of grant and resource allocation/requests
• Board item justification (borrowed from SBoE- thank you)
Two Levels of Plan Accountability
• System outcome tracking: Strategic Plan KPIs (Key Performance Indicators)/KPI Dashboards
• Tracking of plan progress via tactics: SBCC Strategic Plan Dashboard
Accountability information used by State Board, System Office leadership, 58 community colleges
What We Watch
Key Performance Indicators (including State Performance Measures)
Examples of Who Watches What Group Metrics/Accountability Tools
State Board of Community Colleges Strategic Plan KPIs (system outcome data) Tactic Status (red, amber, green)- quarterly review
NC Community College System Office Senior Team (President, VPs, etc.)
Strategic Plan KPIs Tactic Status – team determines status and troubleshoots red/amber (Escalate/Monitor) items
Senior Team, esp. Programs and Executive Divisions, Research and Performance Management Office
Strategic Plan KPIs (deeper dive), including State Performance Measures and related college outcomes
Community College System Office Staff and Associate VPs
Tactic Status and Desired Outcomes (milestones) for the specific tactics they work on/oversee
58 Community College Presidents and Trustees
State Performance Measures (subset of KPIs) and how their college is doing
Strategic Plan Dashboard
Entry Forms
Dashboard - graphic interface
SBCC Strategic Plan Dashboard
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Tactic Detailed View Ec
1.2 HIGH SCHOOL GRADUATE SUBSEQUENT ENROLLMENT RATE
1.3 ADULT ENROLLMENT RATE (CURRICULUM/CONTINUING ED)
1.4 ADULT ENROLLMENT RATE (BASIC SKILLS)
1.5 STOP-OUT STUDENT RE-ENTRY
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2.3 STUDENT SUCCESS RATE IN COLLEGE-LEVEL ENGLISH COURSES
2.4 STUDENT SUCCESS RATE IN COLLEGE-LEVEL MATH COURSES
2.5 FIRST YEAR PROGRESSION
2.8 COLLEGE TRANSFER PERFORMANCE
Key Performance Indicators (KPIs)
3.4 GRADUATE EMPLOYMENT
3.5 GRADUATE INCOME
4.2 SALARY COMPARISON
4.3 INSTITUTIONAL EXPENSES
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Strategic Plan KPI Annual Report St
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Questions?
Anne Bacon Director of Strategic Planning and Policy North Carolina Community College System 919/807-7232 bacona@nccommunitycolleges.edu
Bill Schneider Assoc. Vice President, Research & Performance Management North Carolina Community College System 919/807-6979 schneiderb@nccommunitycolleges.edu
Today’s Agenda
• Why create and use a strategic plan? • Monitoring your strategic plan
Monitoring Progress toward Plan Goals
• Revenue • OSBM • Community Colleges
Next Steps
Developing Monitoring Tools
OSBM will provide simple Power BI Training to teach you to create your own Dashboard (Based on OSBM model)
When: December 9, 2019 10am to 3:30pm (lunch break 12-1:30)
Where: TBD
Who: Budget or Policy Analysts (this is a training for hands-on data/ budget staff; this is not a training for senior mgmt, CFOs, Budget Directors, etc.)
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2. A computer to bring to training
3. Power BI Desktop installed on the computer you bring to training
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OSBM happy to help with your plan updates
OSBM plans to issue updated guidance in January 2020
OSBM to offer at least 2 strategic plan focused trainings annually
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NCCCS-Presentation_for_OSBM-MonitoringUsingStrategicSlans-2019-09-26
North Carolina Community College SystemMonitoring Strategic Plan Progress and Outcomes OSBM Training and Sharing SessionMonitoring and Using Your Strategic PlanSeptember 26, 2019
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