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MPA ORGANIZATIONAL DEVELOPMENT WORKSHOP

<Punta Marine Sanctuary>San Francisco, Southern Leyte16 February 2011

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WELCOME AND INTRODUCTIONS

Pag-ampo (Prayer) National anthem Welcome remarks Pagpaila-ila (ngalan, posisyon)

(Introductions) Pagpahaluna sa mga gidahum

(kaugalingon, facilitator, workshop (Expectations check)

Programa sa workshop (Workshop program)

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TUMONG SA WORKSHOP (OBJECTIVES)

1. Mahibaw-an ang mga kakusog ug mga aspetong kinahanglan trabahoon sa pagdumala sa MPA (Identify strengths and areas needing work in the management of the MPA).

2. Mahibawa-an ang mga hinungdan niini (identify factors that could explain these)

3. Maghimo ug tahas para sa TWG (Formulate Mission statements for the TWG)

4. Imugna ang papel ug responsibilidad sa TWG (Define the roles and responsibilities of the TWG)

5. Makahimo ug action plan (Formulate an action plan for the TWG)

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BALAUD SA BALAY (HOUSE RULES) Cell phones on silent mode Usa lang ka istorya sa plenaryo (One conversation

at a time during plenary) Usa ka idea, usa ka card (one idea, one card) I-respeto ang tanan nga ideya. Makasolti ang

tanan (respect all ideas, every participant has an equal voice. Everyone can speak up and share an idea).

I-park ang mga lisud nga isyu (Place in parking lot knotty issues)

Ibalik ang mga gamit (Return supplies after using) Sugod sa oras, mahuman sa oras (Start on time,

finish on time).

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Pag-analisa sa dagan sa organisasyson (analyzing past organizational performance)

Konteksto sa Rare Pride CampaignMinutes of TWG first meeting and organizational assessmentFactors explaining organizational strengths and areas needing work

WORKSHOP FLOW

Plano para sa umaabot(planning for Improved organizational performance)

Formulating a Vision and Mission statementClarifying functionsAction planning

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WORKSHOP FLOW

830 to 900 Introduction

900 to 930 Presentation sa RARE

930 to 1100 Sesyon 1: Pag-analisa sa organisasyon

1100 to 1200

Sesyon 2: Hinungdan sa resulta sa pag-analisa sa organisasyon

1200 to 100 Lunch

100 to 200 Sesyon 3: Tahas (mission statement)

200 to 300 Sesyon 4: Functions

300 to 430 Session 5: Action Plan

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RARE CAMPAIGN PROJECT CYCLE

Establishing the

campaign

structureJan 2011

Analysis of the

situation (PCRA)Jan to May 2011

Planning (social

marketing plan)

Ends in June 2011

Implementation

July 2011

Graduation and Follow

Up

October 2012

Kini nga workshop

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SESSION 1 [900 TO 1000]

Pag-analisa sa dagan sa organisasyon

Tumong:1. Mahibaw-an ang kakusog ug aspetong kinahanglan

trabahoon.

Proseso: Introduction (2 minutes) Presentasyon sa TWG (10 mins) Presentasyon sa pag-analisa sa dagan sa

organisasyon (10 mins) Small group Discussion (10 minutes) Plenaryo (20 minutes)

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TWG PRESENTATION

Representive gikan MPA Oversight Committee

History sa Punta MPA Minutes of First TWG meeting Vision and mission statement of Hinunangan CLUP ELA of Hinunangan Provincial Plans that the MPA needs to

consider Plans of NGOs/academe in the area

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Pag-analisa sa Dagan sa Organisasyon

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PAG-ANALISA SA DAGAN SA ORGANISASYON

Buot ipasabot (Definitions)Organization = is a group of people intentionally organized to accomplish an overall, common goal or set of goals

Kapunungan – grupo sa mga tawo, nga gi-organisa para makahimo sa ginusahang gustong kab-oton.

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PAG-ANALISA SA DAGAN SA ORGANISASYON

Buot ipasabot (Definitions)Agi/Dagan sa organisasyon (organizational performance) =

pagsukod kung nakab-ot ang tumong (measures the degree to which an organization has achieved its goals (effectiveness) na nagagamit ug tamang recorsos (by using an acceptable outlay of resources)(efficiency) tali sa iyang malungtarong katakus (in relation to its long-term viability (relevance).

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PAG-ANALISA SA DAGAN SA ORGANISASYON

DefinitionsPerformance indicators = quantifiable measurements, agreed beforehand, that reflect the critical success factors of an organization. They will differ depending on the organization

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ORGANIZATIONAL PERFORMANCE

Area Indicators - timailhan Evidence

VMG Formulated Nasabtan sa kasagaran (Understood by various stakeholders)

Governance(Pangagamhanan)

Naay proseso sa paghimo ug polisiya (Policy-making process and review in place)Proseso sa pagpili ug lider (Process for selection of leaders)Klaro ng papel sa mga lider (Functions of leaders are clear)Regular meetings that are documented

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ORGANIZATIONAL PERFORMANCE Area Indicators Evidence

Operations

Naay plano (Operational plan (management plan))Klaro ang istruktura (Clear structure and responsibilities)Operational policies and proceduresPerformance mgnt system/M and E (learning)

Financial Mgt

Process for approving annual budgetPolicies and proceduresFinancial reportsRevenue generation strategy

Networking

Intra and inter-agency linkages

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PAG-ANALISA SA DAGAN SA ORGANISASYON

DefinitionsGovernance = the processes by which leaders are selected and how organizational policies are formulated and reviewed.

Pangagamhanan = ang mga proseso kung diin ang mga namuno ginapili, ug ang pagmugna sa mga polisiya ug pag-review niini.

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PAG-ANALISA UG DAGAN SA ORGANISASYON

Para asa ang pag-analisa sa dagan sa organisasyonMahibaw-an ang mga kakusong (Identify strengths)Learning to improve management

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SMALL GROUP DISCUSSION

Grupo Unsa ang mga kakusog sa dagan sa TWG

Unsa ang mga aspeto nga kinahanglan trabahoon sa dagan sa TWG

VMG

(Pangagamhanan)Governance

Operations

Finance

Networking

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END OF SESSION 1

Identify strengths and areas needing work in the operation of the group managing the MPA

(Mahibaw-an ang kakusog ug aspektong kinahanglan trabahoon.)

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SESSION 2 [1000 TO 1100]Factors explaining

organizational performance Session objective:1. To identify the internal and external factors

that could explain past operation of group managing the MPA

Process: Introduction (2 mins) Small group discussion (30 mins) Presentation and plenary discussion (20

mins)

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Teorya sa Pagbag-o

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InputsPeopleResources

MODELO SA PAGBAG-O

OutputsChanges in:KnowledgeSkillsAttitude

OutcomesChanges in:Behavior (individuals)Practices(organizations)

ImpactChanges in:People livesHealth of The environ-ment

Can do Will do

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SESSION 2: WORKSHOP INSTRUCTIONS1. Divide participants randomly into 4 groups

(see groupings in next slide). 2. Enumerate key strengths (met) and

weaknesses (needs work) identified in session 1.

3. Ask each group to identify factors that could explain strengths and weaknesses by writing these in metacards.

4. Ask each group to post metacards on the huge template provided.

5. Discuss results and explain this will feed into action planning

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WORKSHOP 2

Grupo

Pangutana

1 What are the internal factors that could explain the strengths of the TWGUnsa ang mga internal na hinungdan sa mga kakusog?

2 What are the external factors that could explain the strengths.Unsa ang mga eksternal nga hinungdan sa mga kakusog?

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WORKSHOP 2

Grupo

Pangutana

3 What are the internal factors that could explain the areas needing workUnsa ang mga internal nga hinungdan sa mga aspektong kihahanglan trabahoon?

4 What are the external factors that could explain the areas needing work?Unsa ang mga eksternal nga hinungdan sa mga aspektong kinahanglan trabahoon?

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WORKSHOP TEMPLATE

Strengths (Kakusog)

Hinungdan

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PLENARY TEMPLATE FOR SESSION 2

HinungdanOrganizational strengths

Internal External

Organizational weaknesses

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END OF SESSION 2

Identify the internal and external factors that could explain past operation of group managing the MPA

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SESSION 3 [1100 TO 130] W/ LUNCH BREAK

Formulating the VMGSession objective:1. To formulate a mission statement for

the TWGProcess: Introduction (15 mins) Small group discussion on mission

statement (25 mins) Plenary discussion on mission

statement (25 minutes) Plenary discussion on vision statement

(25 mins)

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Introduction to VMG

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VMG

A vision without action is a daydream. Action without vision is a nightmare. [Japanese proverb].

Having a well-defined vision changes nothing if it is not lived and constantly communicated by the leaders and members of an organization.

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VMG

Vision = a vision is a short, succinct and inspiring statement of what the organization intends to become or achieve at some point in the future. Its primary audience are the clients of the organization.

Question: Where do we see the organization going in the future?

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VISIONA highly livable city nurtured by faith-inspired people. (City of Tagbilaran)

Ang syudad na hataas ang kalidad sa pamuyo nga gimatuto sa mga tawo’ng dinasig sa pagtoo.

A prime eco-cultural tourism hub where God-loving people enjoy comfortable lives and shared responsibilities in an environmentally sustainable city that is progressive and equitable, propelled by responsive governance. (Tagbilaran City CRM vision)

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VMGMission = is a concise statement of the reason for being of an organization. It describes what the organization does. Its primary audience are the members of the organization.

Question: Why does our organization exist?

Eg. To produce outstanding financial returns by providing totally reliable, competitively superior, global, air-ground transportation of high-priority goods and documents that require rapid, time-certain delivery(Fedex)

To improve, enhance and protect natural resources specifically forests in [place] region. [American Forest Congress}

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MISSION STATEMENT

To promote Tagbilaran City as an eco-tourism site that showcases a sustainable coastal ecosystem through education and empowerment of the coastal communities and all stakeholders in the implementation of the CRM plan through socio-economic enhancement that balances environmental concerns with development. (Tagbilaran City CRM mission statement)

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MISSION STATEMENT – HAMBONGAN TWG

Mosuporta sa Management Committee sa pinaagi paghimo ug polisiya, pagpanday ug plano sa MPA, pakiglambigit sa mga NGO’s ug NGA’s alang sa dugang pundo aron mapasabot ang tanang katawhan sa benepisyo sa MPA, makatukod ug bag-ong MPA, mapasikad ang mga kalihokan sa plano sa MPA sa Hambongan aron muasenso ang kahimtang sa katawhan tungod kay manumbalik na ang kaabunda sa isda ug naamumahan na ang kinaiyahaan.

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VMG

Goals = specific objectives that relate to specific time periods.

Eg. To reduce illegal fishing activities by 80% of its 2000 levels in five years [CERD, Hinatuan Program].

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VMG

No hard and fast rule, but some ideas:Mission statement creation 1. First identify your organization’s “winning

idea” (or core competence). This is the idea that will make your organization stand out and the reason why people in the community clients will come to you and not other organizations. Eg. Conservation education, enforcement of MPA laws

2. Identify the key measures of your success. Eg. Reduction in fishing pressure, etc.

3. Combine winning idea and success measures.

4. Refine mission statement.

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VMGWinning idea = law enforcementSuccess measures = 80% reduction in illegal fishing activities + educated community on importance of conservation

Mission statementThe primary organization in [municipality] that promotes conservation of coastal resources through education and law enforcement that aims to reduce illegal fishing activities by at least 80%.

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MISSION STATEMENT WORKSHOP GUIDE1. Define the group (ie a TWG that aims

to establish a strong MC and will perform support functions afterwards)

2. Divide participants into 2 groups.3. Ask first group to discuss “winning

idea” (core competencies) of the TWG4. Ask second group to discuss success

indicators.5. Discuss results in plenary and come up

with a draft mission statement.

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VMGVision statement creation 1. Ask group to uncover the human value

in their mission statement. Eg. conservation, sustainable livelihoods, active citizen participation

2. Ask group to identify what you and your community value most about how your organization will achieve the mission.

3. Combine mission and values.4. Refine the vision statement to make it

inspiring to members and clients.

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VMG

Values: conservation, active citizen participationMission statement = conservation through law enforcement and education

Vision statementWe envision a community of active citizens engaged in sustainable livelihoods and conservation of coastal resources.

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WORKSHOP 3

Grupo

Pangutana

1 Unsa ang ‘core competence’ sa atong TWG?

2 Unsa ang mga timailhan nga nakab-ot na sa TWG ang iyahang tumong?

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END OF SESSION 3

Formulate a mission statement for the TWG

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SESSION 4 [130 TO 230]

Defining functions of the TWG

Session objective:1. To define the functions of the TWG.

Process: Introduction of basic management

functions (15 mins) Plenary discussion and agreements (45

mins)

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Five basic management functions

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FIVE BASIC MANAGEMENT FUNCTIONS

Planning – ongoing process of developing the organization’s mission and objectives and how they will be accomplished

Organizing – establishing the internal structure of the organization.

Staffing – ensuring that all positions in the organization are filled with qualified people

Directing - influencing people's behavior through motivation, communication, group dynamics, leadership and discipline

Controlling -  four-step process of establishing performance standards based on the objectives, measuring and reporting actual performance, comparing the two, and taking corrective or preventive action as necessary

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SESSION 4: WORKSHOP INSTRUCTIONS1. Divide participants into 4, by

enrolment (ie based on basic TWG functions)

2. Ask each group to review functions of their TWG if these have been identified in the past.

3. Building on the functions reviewed in 2 above, ask each group to identify 3+/- specific functions relevant to their MPA under each of the basic TWG functions. Ask them to write in metacards.

4. Discuss the results in plenary.

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TWG BASIC FUNCTIONS

1. Policy formulation2. Crafting of MPA management

plan, overseeing and review of its implementation

3. Resource generation4. Networking 5. Others

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WORKSHOP 4Grupo Pangutana

Pagama ug Polisiya

Propose policy initiatives to the legislative council.

Paghimo ug management plan

Spearhead the planning, capacity and governance needs of the Hinungan MPAsAssist to establish the Hinunangan Management Council.Assist in the planning, implementation and evaluation of the Pride Program for the Hinunangan MPA

Pinansiya/Recorso

Assist in leveraging potential human, financial resources for the campaign.

Networking Networking and linkaging

Others Perform such other function deemed necessary

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END OF SESSION 4

Define the functions of the TWG

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SESSION 5 [230 TO 430]

Formulating an action planSession objective:1. To formulate an action plan for the TWG and

perform a risk analysis on initiatives identified

Process: Introduction (15 mins) Workshop (60 mins) Discussion (15 mins)

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ACTION PLANNING GUIDE

1. Planning time horizon = 2011 to 20122. Review CRM Plan (kung naa)3. Review Milestones in RARE Pride

campaign4. Consider budget and other resources

available 5. Review results of organizational

assessment (Org performance, mission statement, functions)

6. Complete the action planning template, using metacards.

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WORKSHOP TEMPLATEStrategic priorities

ObjectivesTumong

MeasuresTimailhan

Baseline/Targets

InitiativesKalihokan

Timeline/ person resp

VMG

Governance

To be able to formulate policies and procedure to monitor the MPA’s Ordinances

To be able to strengthen the MPA Management Committee

To review the implementation the MPA Management Plan to be submitted by the MPA Management Council and submit its recommendations on the said plan to the Sangguniang Bayan and the Municipal Mayor for approval

Documents setting Policies and Procedure of MPA Monitoring

Presence of functional MPA Management Committees

Presence of MPA Management Plan Review Report

Monthly Monitoring

Fisherfolks, Brgy. CouncilCSO’s

MPA Management Committee

Workshop

Conduct organizational meeting

Regular review

March 1, 2011

Loloy / CCC , BFAR & RARE

March 2 , 2011 ( Punta)March 3, 2011 ( Napantao)March 4, 2011 ( Sta. Paz Sur)

SFMPAOCRARE / CCC

QuarterlySFMPAOC

Operations/Enforcement

To be able to initiate sea-borne patrols and arrest of illegal fishers

Insure that the BD of MPA’s are trained, insured , fully equipped and deputized

Insure all operations are properly documented in a logbook for this purpose

Included in the budget

BD of MPA’s are trained, insured , fully equipped and deputized

Presence of logbooks

No existing Patrol boats

BD of MPA’s

BD’s

Operational patrol boat

Purchase equipment, BD Trainings, Annual Insurance, Appointment/ deputation papers

Training of BD’s in logbook entry

1st week of march (Loloy)

March 2011 (1st week)

March 2011 ( Last week)

Finance Generate sufficient funds to support operations

Insure the diving fees and other fees of the MPA are legally collected and appropriated

Fund sufficiency ratio

Collection Report

Amount currently available

Target amount

Barangay Treasurer / BD

Lobby for increased LGU fund allocation

Improve collection of fees

Conduct monthly auditing

Feb/name

Monthly

Networking

To established strong linkages with FARMC’s, BFAR, PCRMO, Academe, NGO’s, CSO’s and NGA’s

Presence of Agreements of MPA Projects

SFMPAOCLGU ,Officials,FARMC’s, Academe, NGO’s, CSO’s and NGA’s

Multi-sectoral Meeting

Year Round

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Initiatives Risk analysis

Mitigating measures (to prevent failure)

Contingency plan (alternative if we failed)

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END OF SESSION 5

Formulate an action plan for the TWG and perform a risk analysis on the initiatives identified

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Thank you.

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LINKS

www.mindtools.comwww.100ventures.comwww.theoryofchange.orgwww.businessballs.com