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 scorecardThe 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-sufficientStrategy - 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 – rspain@eicap.orgNick Burrows – nburrows@eicap.orgSheryl Bailey – sbailey@eicap.org

Any Questions???

This Presentation and Supporting Documentation can be Downloaded at www.eicap.org/cap2012