Strategic Planning • Implementation

1. Strategic Planning• Implementation Daniel D. McLean, Ph.D., CPRP Indiana State University Center for State Park Research Strategic Planning Implementation - NASPD Park Managers Forum 2002

2. Strategic planning is above all else about creating and facilitating change! Strategic Planning Implementation - NASPD Park Managers Forum 2002

3. A Strategic Planning Model Phase I Need and Readiness to Engage in Strategic Planning. Phase 2 • Values Clarification • Stakeholder Identification • Vision Creation • Mission Statement Community Needs Assessment Phase 3 • Influence Scanning • Stakeholder Analysis • Evaluation & Monitoring Management Strategies Phase 4 Focus on “Doing the Right Things.” • Strategic Issues • Operational Planning • Capability & Contradiction • Vision Validation Measurement Processes Phase 5 Focus on “Doing things Right “ through Strategic Issues resulting In goals and output and outcome objectives Management Strategies • Responsibilities & Time-lines • Implementation 3 Strategic Planning Implementation - NASPD Park Managers Forum 2002

4. Conflicts in Planning Environment Strategic Issues Policy Objectives Mandates Strategic Planning Implementation - NASPD Park Managers Forum 2002

5. Conflicts in Planning Overcrowding of existing facilities Environment Existing services scattered in community Significant program growth predicted Strategic Issues Policy Objectives Mandates Strategic Planning Implementation - NASPD Park Managers Forum 2002

6. Conflicts in Planning Overcrowding of existing facilities Environment Existing services scattered in community Significant program growth predicted Strategic Issues Provision of Recreation Services Impact on Positive Quality of Life Policy Objectives Mandates Provision of Sport/Recreation Programs Strategic Planning Implementation - NASPD Park Managers Forum 2002

7. Conflicts in Planning Overcrowding of existing facilities Environment Existing services scattered in community Significant program growth predicted Resource Development Efficiency of Operations Provision of Recreation Services Facility Cost Containment Impact on Positive Quality of Life Policy Objectives Mandates Provision of Sport/Recreation Programs Convenience & Quality of Services Strategic Planning Implementation - NASPD Park Managers Forum 2002

8. Strategic Planning… The focus of strategic planning is to cause individuals and the organization to: 1) Think strategically, 2) Learn to deal with change, and 3) Become innovative in individual approaches to focusing on the future. Strategic Planning Implementation - NASPD Park Managers Forum 2002

9. Setting the Stage • Establishing working timelines • Contradiction analysis • Determining resource requirements • Prioritizing and aligning goals and objectives • Assigning responsibilities • Negotiating timelines • Determining outputs & outcomes Strategic Planning Implementation - NASPD Park Managers Forum 2002

10. Principle What gets measured gets done! Strategic Planning Implementation - NASPD Park Managers Forum 2002

11. A Model Values Vision Goals Objectives Measures Strategic Planning Implementation - NASPD Park Managers Forum 2002

12. Working Timelines • Establish working timeline for each goal • Identify expectation problems 0 1 2 3 4 5 Strategic Issue Goal 1 Goal 2 Goal 3 Goal 4 Goal 5 Strategic Planning Implementation - NASPD Park Managers Forum 2002

13. Implementation… It involves rethinking… • Governing Body use of strategic plan • Staff perceptions & realities • Organizational structure • Individual accountability • Budgeting processes Strategic Planning Implementation - NASPD Park Managers Forum 2002

14. Staff Perceptions & Realities • Individual Concerns about implementation • Anticipated increased workloads • Fear of unknown • Fear of change • Lack of skills • Too little time to adjust Strategic Planning Implementation - NASPD Park Managers Forum 2002

15. Staff Perceptions & Realities • Realities of implementation • Shifting (and maybe increased) workloads • Change in duties and requisite skills and knowledge base • Individual and group frustration • Increased organizational awareness of future Strategic Planning Implementation - NASPD Park Managers Forum 2002

16. Organizational Structure • Strategic planning assumes that the old structure may not work in the new realities • It demands the organization think in terms of new approaches to solving existing and potential issues • Business as usual is not acceptable Strategic Planning Implementation - NASPD Park Managers Forum 2002

17. Individual Accountability • Performance appraisal systems may need to change • Outputs and outcomes tied to strategic plans • Accountability reviews frequent • At least once a quarter • Establish new reporting methods for accountability Strategic Planning Implementation - NASPD Park Managers Forum 2002

18. Strategic Planning Team Governing Body Administration Staff Presentation to Board Monitor implementation and progress Adopt strategic plan Receive progress reports Interpret & Implement Plan Assign responsibilities Administer plan Monitor & prepare progress reports Establish work-plans Functionalize operational plan Implementation Responsibility Matrix Strategic Planning Implementation - NASPD Park Managers Forum 2002

19. Implementation… At the stage of implementation 3 things must occur • Target dates established for objectives (and some goals) • Responsibilities assigned for completion of goals and objectives • Budget allocated for achievement of goals and objectives Strategic Planning Implementation - NASPD Park Managers Forum 2002

20. Action Plan Strategic Issues Goals Objectives Strategic Plan Goal Division Goals Division Objectives Division Plan Goal Individual Goals Individual Objectives Relationships of Goals & Objectives Strategic Planning Goals and objectives are translated as goals at the Division and Individual level Detail increases as the process moves through the organization Strategic Planning Implementation - NASPD Park Managers Forum 2002

21. Establishing Target Dates • Set target dates for each task • Establish a matrix depicting when all tasks are: • In process • Due to be completed • Resolve conflicts • Return to after responsibilities assigned Strategic Planning Implementation - NASPD Park Managers Forum 2002

22. Establishing Responsibility • Assign responsibility for each task to an individual or to a team (group) • Identify what outcomes should look like (not processes) • Identify specific parameters • Identify target dates • Negotiate existing responsibilities Strategic Planning Implementation - NASPD Park Managers Forum 2002

23. Performance Measures Involves… • Relating organizational roles to performance • Fixing time frames for accomplishment • Identifying performance measures Strategic Planning Implementation - NASPD Park Managers Forum 2002

24. Performance Measures • Operational measures • Focus on operations outputs (e.g., budgeting, personnel administration, maintenance, etc.) • Programmatic measures • Focus on program outcomes (e.g., program offerings, special events, site usage, etc.) Strategic Planning Implementation - NASPD Park Managers Forum 2002

25. Performance Measures Performance measures may be the most misunderstood aspect of Strategic Planning — and the most dramatically changing Strategic Planning Implementation - NASPD Park Managers Forum 2002

26. Program Outcome Model • Resources • Money • Staff • Volunteers • Equipment & supplies • Constraints • Laws • Regulations • Funders’ requirements Inputs Activities Outputs Outcomes Services / Programs Aquatics Interpretive Services Parks Lodge Operations Maintenance Products Programs offered Number of Participants Media Exposure Hours of service Maintenance hours Resources Quality of experiences Desire to return New Knowledge Changed Attitudes Modified Behavior Improved Condition Strategic Planning Implementation - NASPD Park Managers Forum 2002

27. Performance Measures • General categories of information to be collected on individual and program performance • Establishes baseline data • Allows for trend analysis • Allows for comparative analysis Strategic Planning Implementation - NASPD Park Managers Forum 2002

28. Performance Measures • Output Measures - immediate results of activity (quantitative)(efficiency) • Number of participants • Contacts at Visitors Center • Programs offered • Complaints received Strategic Planning Implementation - NASPD Park Managers Forum 2002

29. California Example • Interpretive Walks • Output focused on number of participants • Number of participants per walk rose from 15 to 45 to 60 • Number of people returning (retention) declined Strategic Planning Implementation - NASPD Park Managers Forum 2002

30. Performance Measures • Outcome Measures - ultimate benefits from organization’s activities & participant involvement (quantitative & qualitative)(effectiveness) • Participant perceptions of experience • Quality of maintenance operations • Performance of Programmers Strategic Planning Implementation - NASPD Park Managers Forum 2002

31. California Example • Interpretive Walks - Decision Mode • Assessment showed that MOST participants did not enjoy the experience • Determination that experience more important than numbers • Experience measures • Learn something? Enjoy the experience? • Do it again? Family activity? Strategic Planning Implementation - NASPD Park Managers Forum 2002

32. California Example • Interpretive Walks - Results • Interpreters felt connected with participants • Participant satisfaction raised to an acceptable level • Users reported stronger feelings towards environment Strategic Planning Implementation - NASPD Park Managers Forum 2002

33. Program Outcome Model • Resources • Money • Staff • Volunteers • Equipment & supplies • Constraints • Laws • Regulations • Funders’ requirements Inputs Activities Outputs Outcomes Services / Programs Aquatics Youth Activities Parks Seniors Marketing Products Classes taught Number of Participants Media Exposure Hours of service Number of advisory meetings Resources Feelings of Leisure Social Belonging New Knowledge Changed Attitudes Modified Behavior Improved Condition Strategic Planning Implementation - NASPD Park Managers Forum 2002

34. In Ohio… • Vehicles parked in boat trailer areas: • Designed a database to track (outputs) • Citations • Warnings • Worked the area for educating the public (output) • Track number of repeat offenders (output) • Ranger time spend (output) and… Strategic Planning Implementation - NASPD Park Managers Forum 2002

35. In Ohio… • Number of warnings and citations down 62% (outcome) • Enforcement time spent at site down 36% (outcome) Strategic Planning Implementation - NASPD Park Managers Forum 2002

36. Example Goal & Objectives • GOAL • Provide support to enhance visitor experiences • OUTPUT OBJECTIVE • Increase the number of visitors park staff come into contact with to provide service • Target: 15% increase Strategic Planning Implementation - NASPD Park Managers Forum 2002

37. Example Goal & Objectives • GOAL • Provide support to enhance visitor experiences • OUTCOME OBJECTIVE • Increase exposure of visitors to opportunities for individual and family recreation Strategic Planning Implementation - NASPD Park Managers Forum 2002

38. OUTPUT Number of contacts MEASURE Count contacts OUTCOME Quality of contacts from visitor view Enhanced experiences in park MEASURE Questionnaires Exit interviews Example Goal & Objectives Strategic Planning Implementation - NASPD Park Managers Forum 2002

39. End… Questions… Comments… Experiences… http:naspd.indstate.edu/research/forum2002/index.html Center for State Park Research