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RUSS SPAIN, CCAPNICK BURROWS, CCAPSHERYL BAILEY, CCAP
Strategic PlanningThe Award-Winning Way!
THIS PRESENTATION CAN BE DOWNLOADED AT WWW.EICAP.ORG/CAP2012
Overview
Operational Plans
Employee Engagement
Strategic Plan
Strategic Plan Defines Three Things: Where you are Where you want to be How you are going to get there
Structure of the Plan Section I – Mission/Vision Statement, Values Section II – Organizational Mandates and
Stakeholders Section III – SWOT Analysis Section IV – Goals and Strategic Objectives Section V – Updating the Strategic Plan
Strategic Plan
Section I – Mission/Vision Statement, Values If you have these already, then they are important for
determining what you want your plan to be If you don’t – this should be an important part of your
strategic planning discussions Key Points:
Mission Statement is what you do Vision Statement is where you want to go
Strategic Plan
Section II – Organizational Mandates and Stakeholders Mandates define what we are required to do by law, as
an agency CSBG Act Older American’s Act OMB Circulars
Stakeholders define any group of people who have a vested interest in the success of your agency This can help you meet the requirement of Standard 3.1
in formally defining your customers
Strategic Plan
Section III – SWOT Analysis SWOT is Strengths, Weaknesses, Opportunities and
Threats Key Points:
Strengths and Weaknesses are INTERNAL to the organization
Opportunities and Threats are EXTERNAL to the organization
This defines where you are as an agency
Strategic Plan
Section IV - Goals and Strategic Objectives There are three components to our Goals and
Strategic Objectives section Goals Strategies Metrics
Key Points: This is defining how you want to get where you want to
go
Strategic Plan
Goals Our Strategic Plan follows the ROMA Goals
Goal 1. Low-income people become more self-sufficient. Goal 2. The conditions in which low-income people live
are improved. Goal 3. Low-income people own a stake in their
community. Goal 4. Partnerships among supporters and providers of
service to low-income people are achieved. Goal 5. Agency increases its capacity to achieve results. Goal 6. Low-income people, especially vulnerable
populations, achieve their potential by strengthening family and other supportive environments.
Strategic Plan
Strategies Use SWOT to identify ways to use strengths and
opportunities and avoid weaknesses and threats to achieve goals
Strategies are defined for each of the ROMA Goals Goal 1. Low-income people become more self-sufficient.
Provide services that reduce barriers for at-risk individuals and families
Facilitate life skills training, education, and other opportunities
Goal 2. The conditions in which low-income people live are improved. Provide opportunities that improve the quality of life for
residents throughout our service area.
Strategic Plan
Strategies Strategies are defined for each of the ROMA Goals
Goal 3. Low-income people own a stake in their community. Involve participants in program development from
design to delivery. Empower and encourage individuals to create and
maintain safe neighborhoods. Goal 4. Partnerships among supporters and providers of
service to low-income people are achieved. Foster and develop productive partnerships.
Strategic Plan
Strategies Strategies are defined for each of the ROMA Goals
Goal 5. Agency increases its capacity to achieve results. EICAP will use our marketing plan to become more
visible and viable in the communities served. Increase funding sources and amounts in response to
the growing need for service. Encourage and train the Board of Directors to be more
involved in agency activities. Maximize efficiency and effectiveness of service
delivery.
Strategic Plan
Strategies Strategies are defined for each of the ROMA Goals
Goal 5. Agency increases its capacity to achieve results. Foster a supportive work environment for employees. Maintain sound fiscal stewardship. Train employees to utilize the scope of supportive
services within EICAP and the community at large. Active engage legislative, regulatory and community
institutions regarding EICAP’s Board adopted advocacy issues.
Strategic Plan
Strategies Strategies are defined for each of the ROMA Goals
Goal 6. Low-income people, especially vulnerable populations, achieve their potential by strengthening family and other supportive environments. Provide services that reduce barriers to stability for
vulnerable populations. Provide information and educational opportunities that
empower vulnerable populations.
Metrics Identify key outputs that we already generate
internally that can be used to measure the success of each strategy
Strategic Plan
Section V – Updating the Strategic Plan Developed and incorporated timeline and sources of
information into Strategic Plan to meet requirements of Standard 2.2
Part of the updating process is the use of Needs Assessments and Focus Groups to ensure that we are engaging our constituents in determining our agency’s priorities
Operational Plans
EICAP has five main programmatic divisions: Area Agency on Aging Community Services Head Start Housing Weatherization
In the past, we had incorporated all program strategies into a single document which we called the Strategic Plan
Due to varying personalities of the Program Directors, some programs had more details and some had fewer
This was unbalanced, too much to manage and essentially became incomprehensible over time
Operational Plans
Each division looked at the Goals and Strategies developed by Senior Leadership and Board
The division determines which strategies are relevant to their programs and develops a plan for addressing those strategies
Metrics are further defined during this process
Program Directors report on their Operational Plans as part of their reports to the Board of Directors
Operational Plans
These are one of the primary tools that made our Strategic Plan a living document within our organization
Employee Engagement
Three tools to foster employee engagement in our plan
Employee Engagement
Strategic Plan Brochure
Employee Engagement
Strategic Plan Brochure
Employee Engagement
Job Descriptions All Employees have the following as a duty in their job
descriptions: As an employee of EICAP you will assume the
responsibility of understanding your role in accomplishing the strategic goals and performance measures of the Agency.
All Supervisors have the following as a duty in their job descriptions: As a supervisor you will assume the responsibility of
assuring that all employees working under your direct supervision understand their role in accomplishing the strategic goals and performance measures of the Agency.
Employee Engagement
Employee Evaluations All Employees are evaluated on:
Strategic Goals – Consider the employee’s understanding of strategic goals. Does the employee understand their role in accomplishing the strategic goals and performance measures of the Agency?
All Supervisors are evaluated on: Strategic Goals – Consider how well the employee
communicates strategic goals to subordinates. Does the employee actively assure employees under their direct supervision understand their role in accomplishing the strategic goals and performance measures of the Agency?
Agency Scorecard
The agency Scorecard is based on the metrics listed in the Strategic Plan
The Executive Director designates a Scorecard Chair to ensure the annual Scorecard is based on the current Strategic Plan’s metrics
Program Directors establish benchmarks for each metric related to their programs
Quarterly, the Program Directors send in the data for their metrics to the Scorecard Chair
The Scorecard Chair compiles the data into the scorecard
The quarterly Scorecard is shared with the Board of Directors and Leadership Team
Agency Scorecard
There are two components to the ScorecardThe first is a listing of the outputs of each
MetricThe second is an aggregate outcome of the
outputs as compared to the benchmarks
Agency Scorecard
Goal 1 – Low-income people become more self-sufficient. Strategy – Provide services that reduce barriers for at-
risk individuals and families. Metric – The number of eligible households receiving
emergency services. Metric – The number of eligible households receiving
LIHEAP services. Metric – The number of seniors who receive assistance
with Medicare enrollments. Metric – The average cost savings for Weatherization
clients based on the energy audit tool.
Agency Scorecard
Goal 1 – Low-income people become more self-sufficient
Strategy - Provide services that reduce barriers for at-risk individuals and familiesMetric
Goal Type Factor
Benchmark
Q1 Q1 Q3 Q4 Adj. YTD
Diff. % Diff.
1 Max Aggr. 1 500 166 206 263 27 662 162 132%
2 Max Aggr. 1 6250 3284 879 0 2176 6339 89 101%
3 Max Aggr. 1 66 8 13 0 46 67 1 102%
4 Max Unique
$854$1,153 $891 $635 $706 $854 $0 100%
Strategy Score 109%
Agency Scorecard
Goal 1 Low-income people become more self-sufficient.Strategy Provide services that reduce barriers for at-
risk individuals and families.Score 109%
Strategy Facilitate life skills training, education, and other opportunities.
Score 100%
Goal 2 The conditions in which low-income people live are improved.
Strategy Provide opportunities that improve the quality of life for residents throughout our service area.
Score 106%
Goal 3 Low-income people own a stake in their community.
Strategy Involve participants in program development from design to delivery.
Score 78%
Strategy Empower and encourage individuals to create and maintain safe neighborhoods.
Score 119%
Annual Report
Outputs from the Scorecard then feed directly into the Annual Report
Contact Information
Russ Spain – [email protected] Burrows – [email protected] Bailey – [email protected]
Any Questions???
This Presentation and Supporting Documentation can be Downloaded at www.eicap.org/cap2012
