Facilities Management & Real Property. Strategic and Annual Planning Processes

Transcription

1 Facilities Management & Real Property Strategic and Annual Planning Processes

2 Typical Planning Practices Typically 2 planning sessions are held each year Environmental Scanning Strategic Plan of the University Strengths, Weaknesses, Opportunities and Threats Risk Factors Periodic review of purpose/mission of the organization and organizational units Review of accomplishments Development of objectives for the coming year Resource requests made through the budget and planning committee, year end resource requests and other avenues are based upon maintaining effective operations and supporting strategic initiatives.

3 Enhanced Planning Practices Alignment of division planning with Weave Online & Commonwealth processes Development of formal division strategic plan Elements of the plan Mission Vision Core Values Environmental Scan Strategic Goals 6 year planning horizon Reviewed biennially

4 The Planning Framework Mission Why are we here? Core Values What is important to us? Vision What do we want to be? 5-6 Year Horizon Biennial Review Environmental Scan Strategic Goals Strategic Objectives Where are we now and what is around us? What are the broad/over arching ends that address strategic issues? What are the strategic results we wish to achieve? 1-2 Year Horizon Annual Review Operational Goals Objectives/ Outcomes Measures Targets Findings What are the broad/over arching ends toward which we will expend our efforts? What are the results we wish to achieve? What will we use to determine achievement? What are the specifics of achievement? How successful were we in getting there?

5 Mission Statement The Mission of the Division of Facilities Management and Real Property is to support the mission of the university by: Providing physical surrounds to support teaching and learning; Building, expand and maintain university buildings & grounds; Providing leadership in the efficient use of energy and the protection of the environment; Acting as responsible stewards of the Commonwealth s resources; Promoting and advance sustainability; Providing value to customers; Attracting & retaining students; Improving our community; Providing leadership in planning the physical aspects of the university, as well as; Providing a working environment that leads to innovative solutions to university needs and the growth of university personnel

6 Core Values Integrity: We strive to adhere to all of our core values throughout all of our conduct as representatives of the university. Honesty: We strive to be trustworthy in our dealings and adhere to the truth. Respect: We strive to ensure that our demeanor and actions show a high regard for the safety, well being, feelings, diverse values and cultural backgrounds of those with which we interact locally and globally Courage: We strive to persevere in the face of challenges and to stay true our core values in the face of opposition. Commitment: We strive to completely and zealously fulfill our responsibilities to ourselves, family, professional position, colleagues, local community, nation and global community. Loyalty: We strive to be constant and unswerving in our allegiance to our team, division and the university. Professionalism: We strive to complete our tasks competently, ethically and to the best of our abilities Sense of Service: We strive to approach our duties in a manner that contributes to the welfare of all.

7 Vision Statement The Division of Facilities Management and Real Property will be recognized as a model for: Learning organizations; Provision of high quality services; Provision of effective solutions, as well as; Efficient use of resources. Our team will be comprised of individuals that: Are proactive; Plan for the future; Solve problems through understanding and meaningful dialogue, as well as; Adapt to an ever changing environment

8 Strategic Goals Maintain a consistently high level of operational readiness within an environment characterized by change. Provide services to the university characterized by goal attainment and mission accomplishment. Provide leadership for the responsible stewardship of public and environmental resources.

9 Strategic Objectives Goal: 1 Maintain a consistently high level of operational readiness within an environment characterized by change. Strategic Objectives To develop a learning organization characterized by personal mastery, use of mental models, shared vision, team learning and systems thinking by the end of FY17. To achieve adequate levels of resources that meet APPA level 2 standards of care by the end of FY17. To establish comprehensive human resource development programs across the division that continually improve the capability of the work force by the end of FY15. To improve the use of existing and implement new management information and Systems Control and Data Acquisition (SCADA) systems by the end of FY17. To identify and implement best business & management practices found within public higher education by the end of FY17.

10 Environmental SCAN Strengths Leadership; Knowledge/dedicated people; Strong internal relationships; Forward thinking/planning; Core values Weaknesses Quantity/amount of resources; Lack of resources; Lack of funding; State and procurement processes; Depth of organization Opportunities Recent leadership changes; Academic plans; Online education; AiM; WEAVE Threats Increased Costs; Loss of key personnel within division; Lack of resources; State budget; Change in climate;

11 Operational Planning & Assessment Cycle Strategic Plan Development The Annual Assessment Cycle Resource Forecasting Refinement of Strategic Objectives Use of Results Refinement of Plans Assessment of Strategic Objectives Fulfilling Objectives

12 How It Fits Together Division Strategic Goal: Maintain a consistently high level of operational readiness within an environment characterized by change. Division Strategic Objective: To identify and implement best business & management practices found within public higher education by the end of FY17. Landscaping & Grounds Management Goal: Improve the policies, procedures, practices and methods of management and maintenance of the university grounds and landscaped areas. Outcome: Improve the Zone Management System Related Measures: Operational status - Progress toward the support of normal operations by a piece of equipment, system, process, procedure or policy. FY13 Target: 100% implementation of standards of care and maintenance of the grounds by priority areas within the zones.

13 What do our Planning Sessions look like? Louise Waller Longwood University Space Planning & Real Property Manager

14 What do our Planning Sessions look like? Location, Location, Location- Relaxed environment away from campus. Review - Strategic & Operating Plans and Accomplishments, as well as Environmental Scans Breakouts / Small Groups What we look like, How we act, and What we want to look like (Purpose, Mission, Vision, Objectives) Entire Group Discussions- Share breakout dialogues, establish Goals / Strategic Initiatives Reach Consensus & follow-up at weekly Directors meeting

15 Intangible Results of our Planning Sessions Stronger Team / Team Building Discourages silos within divisions Clear and Meaningful Goals Encourages and facilitates buy-in from staff

16 Thank You & Have Fun Planning!

17 Implementation Process for Departments David Love Longwood University Director of Landscaping and Grounds

18 Involvement is Key Involve managers and first line staff in the process before planning sessions Look at S.M.A.R.T Goals to cover the mission and strategic plans

19 Spreading the Word & Creating Action Group discussions - management to brain storm internal / external factors Prioritize tasks - required to meet goals Assign responsibilities divide into smaller elements Follow-up with Management -in weekly and monthly meetings Encourage ideas and feedback -from entire department Adjust actions and decisions - focus on strategic issues Continually assess progress with all Provide feedback - to entire department on process and results

20 Longwood University Strategic Planning Process Utilizing the Results Jerry Jerome Longwood University Facilities Planner

21 Planning Process A planning process is the foundation of a planning effort Each organization s process should produce a result -- strategic vision, goals, and resources

22 Planning Results The organization s fundamentals Formally developed and validated Consistent and coordinated Controlled approach to changes Internally-driven and internally-utilized Also essential to university-wide planning efforts

23 Utilization of Results Your results are essential inputs to university-wide planning efforts Strategic Plan Budget Plan Six-Year Capital Plan Campus Master Plan

24 Utilization of Results Your results can have a specific and meaningful impact on future university plans and direction. Or... Significant opportunities can be missed if results are not available or offered.