DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY

Transcription

1 Strategic Planning Committee - 1. Call to Order - Robert Mallett DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY BOARD OF DIRECTORS Strategic Planning Committee Meeting AGENDA Thursday, January 23, :30 a.m Overlook Avenue, SW Washington, DC I. Call to Order. Robert Mallett Chairperson 2. Presentation on the Strategic Plan Implementation...George Hawkins/Ernest Jolly 3. Other Business.....Robert Mallett Chairperson 4. Adjournment 1

2 2

3 Presentation Agenda Background Current Status Next Steps Questions/Discussion 2 3

4 Background History February 2012 March 2013 Strategic Plan Development 1. Preparation 2. Board Retreat 3. Board Committees 4. Executive Management 5. Senior Managers 6. Key Staff Result 3 4

5 9 Goals 27 Objectives 45 Initiatives 4 5

6 Our Focus Areas 5 6

7 Committee Assignments 1 Goal Develop, Maintain, and Recruit a High Performing Workforce: Human Resources/Labor Relations Committee Goal Champion Rosalind Inge 2 Collaborate Locally, Regionally, and Nationally: Governance Committee John Lisle 3 Increase Board Focus on Strategic Direction: Strategic Planning Committee Randy Hayman 4 Enhance Customer/Stakeholder Confidence, Communications, and Perception: DC Retail and Sewer Rates Committee Charlie Kiely 5 Assure Financial Sustainability and Integrity: Finance & Budget Committee Mark Kim 6 Assure Safety and Security: Water Quality and Water Services Committee Walter Bailey Consider DC Water Role In Drinking Water Treatment: Water Quality and Water Services Committee Optimally Manage Infrastructure: Environmental Quality and Sewerage Services Committee Enhance Operating Excellence Through Innovation, Sustainability, and Adoption of Best Practices: Audit Committee Charlie Kiely Len Benson Katrina Wiggins 6 7

8 Current Status of Implementation Management Program Overview of the Implementation Guide Messages & Purpose Phases Accountabilities Roles and Responsibilities SOPs Performance Management Training and Ongoing Support 7 8

9 Messages Committed to Strategic Management / Linked / We are All In Chairman s Message General Manager s Message Strategic Planning Chief s Message 8 9

10 Purpose 1. Provides strategic management guidance 2. Reviews Blue Horizon 2020 Strategic Plan development 3. Defines accountabilities, roles, and responsibilities 4. Presents detailed workflows (SOPs) with responsible parties 5. Integrates Blue Horizon 2020 requirements into the existing DC Water calendar 6. Discusses performance management 7. Provides hands-on training for the online tool My Strategic Plan 9 10

11 1. Planning Obtain Strategic Direction Develop Strategic Framework 2. Execution Initiative Advancement Manage, Monitor & Report 3. Modification Change to Address Needs 3 Phases 10 11

12 Accountabilities 11 12

13 Roles & Responsibilities Strategic Planning Committee 1. Receive updates semi-annually 2. Consider GM/Executive Team Strategic Plan modification recommendations 3. Review Strategic Plan annually and make recommendations to the Board regarding both long and short term strategic planning direction 12 13

14 Roles & Responsibilities Strategic Planning Chief 1. Support Plan Participants 2. Monitor and Document Overall Progress 3. Support Resource Requirements 4. Communicate Status Across Organization and serve as General Manager s key POC 5. Administer Online Management System 13 14

15 Roles & Responsibilities Goal Champions 1. Assemble Resources 2. Direct Resources Initiative Completion 3. Meet regularly with Initiative Champions 4. Communicate Progress 5. Recommend Changes 6. Maintain Budget Accountability 2 Aspects Identify and include requested department budgets under Goal Champions organizational structure When costs are in another department, communicate budget requests to Executive counterpart for inclusion in the appropriate department s annual budget request 14 15

16 Roles & Responsibilities Initiative Champions 1. Assemble Resources 2. Drive Milestone Completion 3. Meet regularly with Goal Champions 4. Record Progress 5. Recommend Changes 15 16

17 Workflows (SOPs) Planning Phase Document SOPs (Who & What) of: DC Water Board DC Water Strategic Planning Committee Start Strategic Planning, Vision Overall Strategic Informal Consider Direction Adoption of Formal S.W.O.T Strategic plan Approval Vision Values Receive Refined Mission End - Adopted Review and Approve 1. Planning Phase Execution Phase 2. Execution Phase Initiative Champion Goal Champion Progress is made on Initiatives/ Milestones Receive MSP Updates from Initiative Champion(s) Compile Initiative/ Milestone Progress Update MSP on a Monthly Basis Update MSP on a Monthly Basis Review Progress with Strategic Planning Chief Meet with Goal Champion Monthly to Discuss Progress and Challenges Prepare and Present Quarterly Updates to Assigned Board Committee on Goal 1. Receive Informal Approval 2. Develop Implementation Plan and Impact Analysis Review and Approve 3. Modification Phase Strategic Planning Chief (Plan Administrator) Recieve Goal Champion MSP Progress Updates Generate Monthly and Quarterly Summary Reports Share Progress with the Executive Management Team/ GM Present Semi-annual Summary Update to Board Strategic Planning Committee Prepare Annual Report Executive Management Team/GM Receive Strategic Planning Chief s Progress Updates GM s Monthly Update GM Review Strategic Plan Progress. On Annual Basis Report to Board with Proposed Modifications DC Water Board Committees Receive Quarterly Strategic Plan Progress Update from Goal Champions Board Strategic Planning Committee Receive Strategic Plan Progress Update Semi- Annually Review Strategic Plan Annually Full Board of Directors Receive GM s Monthly Update Receive GM Strategic Plan Annual Report Receive Strategic Planning Committee Updates 16 17

18 Integration of Blue Horizon 2020 Ensure alignment with organization s key activities Support in a way to minimize the time required to provide updates and feedback 1. Budgeting Process 2. Board Committee Meetings and Progress Reporting 3. GM s Strategic Planning Dashboard 4. Departmental and Individual Performance Planning 17 18

19 MyStrategicPlan by M3 Planning Cloud-Based (Internet) Supports Implementation 1. Planning Entire plan is on-line Linear View (G,O,I,M) Set/Assign Responsibilities 2. Updating/Tracking Single Environment (no paper) Notification Goal & Initiative Champion Collaboration Track Milestone Progress across all 49 Initiatives 3. Reporting Easy, Fast, Straight Forward G: Goals O: Objectives I: Initiatives M: Milestones 18 19

20 MSP Performance Mode - Homepage Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly 19 20

21 MSP Performance Mode Track Your Goals Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly 20 21

22 MSP Dashboard 21 22

23 Performance Management Areas of Performance Management: q Strategic Plan Initiatives Milestones (April 2013) q Operational Performance Key Performance Metrics (Under Development) q Strategic Plan Objectives Outcomes (Under Development) 22 23

24 Training and Ongoing Support December 11 18, 2013 Conducted 7 End User Training Sessions for Goal and Initiative Champions (36) Schedule additional sessions for those who missed the initial sessions Conduct one-on-one sessions with Goal and Initiative Champions 23 24

25 Next Steps The GM Strategic Planning Dashboard Finalize the list of Key Operational Performance Metrics Finalize the Measures and Targets for the Strategic Plan Objectives which reflect progress over the longer term Provide routine reporting on Initiative Milestones progress 24 25

26 Reporting Process 25 26

27 When Fully Implemented 26 27

28 28

29 Report Outline Background Current Status Next Steps 2 29

30 Background History February 2012 March 2013 Strategic Plan Development 1. Preparation 2. Board Retreat 3. Board Committees 4. Executive Management 5. Senior Managers 6. Key Staff Result 3 30

31 Blue Horizon 2020 Framework 9 Goals 27 Objectives 45 Initiatives 4 31

32 Our Focus Areas 5 32

33 Committee Assignments 1 Goal Develop, Maintain, and Recruit a High Performing Workforce: Human Resources/Labor Relations Committee Goal Champion Rosalind Inge 2 Collaborate Locally, Regionally, and Nationally: Governance Committee John Lisle 3 Increase Board Focus on Strategic Direction: Strategic Planning Committee Randy Hayman 4 Enhance Customer/Stakeholder Confidence, Communications, and Perception: DC Retail and Sewer Rates Committee Charlie Kiely 5 Assure Financial Sustainability and Integrity: Finance & Budget Committee Mark Kim 6 Assure Safety and Security: Water Quality and Water Services Committee Walter Bailey Consider DC Water Role In Drinking Water Treatment: Water Quality and Water Services Committee Optimally Manage Infrastructure: Environmental Quality and Sewerage Services Committee Enhance Operating Excellence Through Innovation, Sustainability, and Adoption of Best Practices: Audit Committee Charlie Kiely Len Benson Katrina Wiggins 6 33

34 Current Status of Implementation Management Program Overview of the Implementation Guide Messages & Purpose Phases Accountabilities Roles and Responsibilities SOPs Performance Management Training and Ongoing Support 7 34

35 Messages Committed to Strategic Management / Linked / We are All In 8 35

36 Messages 9 36

37 Purpose 10 37

38 1. Planning Obtain Strategic Direction Develop Strategic Framework 2. Execution Initiative Advancement Manage, Monitor & Report 3. Modification Change to Address Needs 3 Phases 11 38

39 Accountabilities 12 39

40 Roles & Responsibilities Strategic Planning Committee 1. Receive updates semi-annually 2. Consider GM/Executive Team Strategic Plan modification recommendations 3. Review Strategic Plan annually and make recommendations to the Board regarding both long and short term strategic planning direction 13 40

41 Roles & Responsibilities Strategic Planning Chief 1. Support Plan Participants 2. Monitor and Document Overall Progress 3. Support Resource Requirements 4. Communicate Status Across Organization and serve as General Manager s key POC 5. Administer Online Management System 14 41

42 Roles & Responsibilities Goal Champions 1. Assemble Resources 2. Direct Resources Initiative Completion 3. Meet regularly with Initiative Champions 4. Communicate Progress 5. Recommend Changes 6. Maintain Budget Accountability 2 Aspects Identify and include requested department budgets under Goal Champions organizational structure When costs are in another department, communicate budget requests to Executive counterpart for inclusion in the appropriate department s annual budget request 15 42

43 Roles & Responsibilities Initiative Champions 1. Assemble Resources 2. Drive Milestone Completion 3. Meet regularly with Goal Champions 4. Record Progress 5. Recommend Changes 16 43

44 Workflows (SOPs) Planning Phase Document SOPs (Who & What) of: DC Water Board DC Water Strategic Planning Committee Start Strategic Planning Committee Workshop Vision Overall Strategic Informal Consider Strategic Planning Direction Adoption of Formal Retreat S.W.O.T Strategic plan Approval Values, Missions, Vision Goals Values DC Water Board Receive Refined Mission Goal Assignments Goals and Objectives Goals Objectives End - Adopted Review and Approve 1. Planning Phase Execution Phase DC Water Committees Strategic Planning Workshop (all DC Water Committees) 1. Refine Goals 2. Draft Measurable Objectives Goals Objectives 2. Execution Phase Initiative Champion Goal Champion Progress is made on Initiatives/ Milestones Receive MSP Updates from Initiative Champion(s) Executive Management Team/GM Compile Initiative/ Milestone Progress Goal Champions Update MSP on a Monthly Basis Attend Strategic planning Retreat Draft Initiatives for Initiatives and Provide Input to each Goal Meet with Goal Board Update MSP on a Champion Monthly Monthly Basis to Discuss Progress and Challenges Implementation Plan with Impacts 1. Assemble Implementation Teams Prepare and Analysis Present Report 2. Develop Implementation Review Progress Plan Quarterly Updates 3. Determine with Impact Strategic Analysis to Assigned Board Planning Chief Committee on Goal 1. Receive Informal Approval 2. Develop Implementation Plan and Impact Analysis Review and Approve Review and Approve 3. Modification Phase Strategic Planning Chief (Plan Administrator) Recieve Goal Champion MSP Progress Updates Initiative Champions Generate Monthly and Quarterly Summary Reports 1. Develop Tasks 2. Share Due Dates Progress with 3. Resource the Executive Requirments Management Team/ GM Draft Present Semi-annual Implementation Summary Update Plan with to Milestones Prepare Annual Board Strategic Report Planning Committee Executive Management Team/GM Receive Strategic Planning Chief s Progress Updates GM s Monthly Update GM Review Strategic Plan Progress. On Annual Basis Report to Board with Proposed Modifications DC Water Board Committees Receive Quarterly Strategic Plan Progress Update from Goal Champions Board Strategic Planning Committee Receive Strategic Plan Progress Update Semi- Annually Review Strategic Plan Annually Full Board of Directors Receive GM s Monthly Update Receive GM Strategic Plan Annual Report Receive Strategic Planning Committee Updates 17 44

45 Workflows (SOPs)

46 MSP: My Strategic Plan (cloud-based system) Workflows (SOPs)

47 Workflows (SOPs)

48 Workflows (SOPs)

49 Integration of Blue Horizon 2020 Ensure alignment with organization s key activities Support in a way to minimize the time required to provide updates and feedback 1. Budgeting Process 2. Board Committee Meetings and Progress Reporting 3. GM s Strategic Planning Dashboard 4. Departmental and Individual Performance Planning 22 49

50 MyStrategicPlan by M3 Planning Cloud-Based (Internet) Supports Implementation 1. Planning Entire plan is on-line Linear View (G,O,I,M) Set/Assign Responsibilities 2. Updating/Tracking Single Environment (no paper) Notification Goal & Initiative Champion Collaboration Track Milestone Progress across all 49 Initiatives 3. Reporting Easy, Fast, Straight Forward G: Goals O: Objectives I: Initiatives M: Milestones 23 50

51 MSP Performance Mode - Homepage Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly 24 51

52 MSP Performance Mode Track Your Goals Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly 25 52

53 MSP Dashboard 26 53

54 Performance Management Areas of Performance Management: Strategic Plan Initiatives Milestones (April 2013) Operational Performance Key Performance Metrics (Under Development) Strategic Plan Objectives Outcomes (Under Development) 27 54

55 Training and Ongoing Support December 11 18, 2013 Conducted 7 End User Training Sessions for Goal and Initiative Champions (36) Schedule additional sessions for those who missed the initial sessions Conduct one-on-one sessions with Goal and Initiative Champions 28 55

56 Next Steps The GM Strategic Planning Dashboard Finalize the list of Key Operational Performance Metrics Finalize the Measures and Targets for the Strategic Plan Objectives which reflect progress over the longer term Provide routine reporting on Initiative Milestones progress 29 56

57 Reporting Process 30 57

58 When Fully Implemented 31 58

59 APPENDICES 32 59

60 33 60

61 34 61

62 35 62

63 36 63

64 37 64