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Achieving Excellence in the Project and Priority Setting Process

Achieving Excellence in the Project and Priority Setting Process. The Golden Circle Concept. ssssssssssssssssssssssssssssssssss. WHY? – The Challenge. Help organizations effectively identify, communicate, prioritize, and plan projects with reasonable time lines to:

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Achieving Excellence in the Project and Priority Setting Process

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  1. Achieving Excellence in the Project and Priority Setting Process

  2. The Golden Circle Concept ssssssssssssssssssssssssssssssssss

  3. WHY? – The Challenge Help organizations effectively identify, communicate, prioritize, and plan projects with reasonable time lines to: Enhance staff and stakeholder engagement & enthusiasm Build and maintain momentum (Tom Collins Flywheel Concept) Allow staff to maintain focus on highest priorities And successfully fulfill their mission

  4. Using our sponsor to demonstrate a Mission Statement: Midpen’s Mission To acquire and preserve a regional greenbelt of open space land in perpetuity; protect and restore the natural environment, and provide opportunities for ecologically sensitive public enjoyment and education.

  5. Supporting and Building the Vision Provide Open Spaces And Strengthen Communities! Enjoy nature, have fun outdoors The Real ‘Why’s’ behind Effective Priority Setting

  6. HOW? – The Methodology Identified local jurisdictions of various sizes Mapped the processes Process analysis Picked the best practices to create a ‘Best of the Best’process

  7. Literature Our Rating Criteria was based on guidance offered in the following articles: ‘Yearly Priority Setting for City Councils’ by Geoff Ball ‘Effective Local Government Priority Setting’ by Rick Beauchamp

  8. Vetted the Rest to Create the Best San Jose Campbell Livermore Hybrid Process The Best of the Best Cupertino Santa Clara County Sunnyvale Palo Alto Santa Clara Valley Water District

  9. WHAT? – The Deliverable To provide a generic, turn key priority-setting process that captures the best practices of various plans, is easily adopted by multiple agencies, and can be applied immediately.

  10. Six-Step Priority Setting Process • 1. Hold Kick-off • Event / Retreat • Review Mission and Vision Statements • Identify and set specific priorities for project ranking • Results of kick-off event is communicated to organization / line staff • 2.Propose & • Rank Projects • Develop and propose a list of projects that fit into established priorities • Staff will rank proposed projects based on established priorities • Staff submits projects to Council, Board, and Executive Staff • 3. Review Projects submitted by Department Heads • Establish no more than three (3) high priorities per year per department • 4. Public Outreach • Post and communicate proposed projects via media outlets • Hold a public hearing to receive public comment on proposed projects • 5. Finalize Priorities & Projects • Hold a workshop with executive members to review public input • Approve and adopt project rankings at a regularly scheduled Council / Board Meeting • 6. Implementation • Secure funds • Assign teams • Monitor / evaluate progress • Report status • Complete projects • Celebrate and recognize staff Best Practice Tip: Council, Board Members, and Executive Staff must keep their finger on the pulse of their districts and constituents desires throughout the priority setting process Best Practice Tip: Each Priority has a 3 year time limit (at which time it should be completed or re-evaluated) Best Practice Tip: Submit project proposals to align with elected official’s terms of office or budget cycles Best Practice Tip: Hold an off-site retreat with an objective facilitator Best Practice Tip: Stay the course and do not redirect staff or shift priorities midstream

  11. Tony Ndah Senior Engineer Santa Clara Water District Team Members Dee King Raub Fire Captain Santa Clara County Fire Department Fred Ho Senior Civil Engineer City of Campbell Bob Swensen Airport Operations Manager Mineta San Jose Airport Richard Sandau Electric Division Manager-Generation City of Santa Clara Henry Servin Traffic & Transportation Engineering Manager City of Gilroy

  12. To Request E-Copies of PowerPoint and/or Policy & Procedure Handout Contact Team Member: Bob Swensen E-mail Address: rswensen@sjc.org

  13. Thank You For Your Time Comments or Questions

  14. Rating Criteria Supports a Collective Vision and Commitment Encourages Collaboration among Stakeholders and Promotes Public Involvement Establishes Method for Ranking Priorities and Identifies Specific Goals that are Measurable Generates Attainable Results Provides Simplicity (eliminates confusion / reduces surprises) 2. Specific Go

  15. Guiding Principles Projects and priorities will align with and support the organizations mission / vision. Projects and priorities will balance new projects with existing project work and current demands on staff. Highest priority projects will be given a reasonable timeline to be accomplished (without redirecting staff or changing focus). New and/or unexpected projects and priorities will be fully analyzed and vetted (before staff is redirected to adopt and accomplish them).

  16. The Deliverable will…. Align with and support the organizations mission / vision. Balance new projects with existing project work and current demands on staff. Allow staff to maintain their focus and complete previously established priorities Establish a process for new and/or unexpected projects and priorities to be fully analyzed and vetted before different direction is given

  17. Mapping of Other Priority-Setting Processes

  18. Hold a Kick-Off Retreat Review Mission and Vision Statements with Council, Board Members, and Executive Staff Identify and set specific priorities for project ranking Results of kick-off event is communicated to organization / line staff Best Practice Tip: Hold an off-site retreat with an objective facilitator

  19. Propose and Rank Projects Develop and propose a list of projects that fit into established priorities Staff will rank proposed projects based on established priorities Staff submits projects to Council, Board, and Executive Staff Best Practice Tip: Submit project proposals to align with elected official’s terms of office or budget cycles

  20. Review Projects submitted by Department Heads Establish no more than three (3) high priorities per year per department Best Practice Tip: Each Priority has a 3 year time limit (at which time it should be completed or re-evaluated)

  21. Public Outreach Post and communicate proposed projects via various media outlets Hold a public hearing to receive public comment on proposed projects Best Practice Tip: Council, Board Members, and Executive Staff must keep their finger on the pulse of their districts and constituents desires throughout the priority setting process

  22. Finalize Priorities and Projects Hold a workshop with executive members to review public input Approve and adopt project rankings at a regularly scheduled Council / Board Meeting Best Practice Tip: Stay the course and do not redirect staff or shift priorities midstream

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