OPERATIONALIZING RISK IN PLANNING PLANNING MENTORS & RISK CHAMPIONS. Sue Hughes, Deputy Planning Community of Practice 16 November

Transcription

1 OPERATIONALIZING RISK IN PLANNING PLANNING MENTORS & RISK CHAMPIONS PCOP WEBINAR SERIES Sue Hughes, Deputy Planning Community of Practice 16 November 2017

2 RISK INFORMED PLANNING PROGRESSING SMART PLANNING Implementation (PROGRESSION) Strategy And Nexus with Enterprise Risk Management and Risk Champions And Planning Mentors Program and Planning Program Execution

3 ENTERPRISE RISK INITIATIVE 3 LoE #1 - Embrace & Operationalize Risk Informed Decision Making Enterprise Risk Management LoE #2 - Make, Justify & Document Decisions at the Most Appropriate Levels LoE #3 - Synchronize HQ functions to Support MSC and District Project Delivery LoE #4 - Integrate & Synchronize Agency Policy & Guidance LoE #5 - Incorporate Social & Environmental Benefits into Project Formulation, Design, and Implementation

4 ENTERPRISE RISK MANAGEMENT CONCEPT Enterprise Risk Management Principles Governance Risk Informed Decision Making Process DRAFT EC 1165-XX-2017, USACE ENTERPRISE RISK MANAGEMENT SYSTEM, PRINCIPLES AND TERMINOLOGY Out for Review Goal to publish by 30 Nov 2017

5 STRATEGY TO PROGRESS USACE PLANNING Ways Means End State Process *SMART Planning Principles Implementation and Progression *Planning Manual Part II: Risk Informed Planning Implementation People *Develop Risk Champions/Planning Mentors *Conduct Risk Informed Planning Train the Trainer Workshop *Continue Planning Certification Program *Update to all training venues (PA & Prospect) Highly proficient and effective planning workforce Process *DCW Memo, 21 June 2017 to energizes enterprise Risk-Informed Decision Making through Risk-Informed Planning (SMART) Process *EC on Risk Management System, with followon ECs Projects *Continue goal of 3x3x3 *Deliver on study effectiveness and efficiency, but most importantly use risk-informed planning to assist decision makers Delivering timely and costeffective analysis and recommendations for authorization and implementation *DCW Memo on Risk-Informed Planning *Update and Roll-Out to PGN Program: Planning Strategic Assessments & Action Plans inform the Budget Process Providing Solutions to the Nations toughest Challenges

6 ENTERPRISE RISK INITIATIVE 6 LoE #1 - Embrace & Operationalize Risk Informed Decision Making Enterprise Risk Management LoE #2 - Make, Justify & Document Decisions at the Most Appropriate Levels LoE #3 - Synchronize HQ functions to Support MSC and District Project Delivery LoE #4 - Integrate & Synchronize Agency Policy & Guidance LoE #5 - Incorporate Social & Environmental Benefits into Project Formulation, Design, and Implementation

7 ENTERPRISE RISK INITIATIVE 7 Enterprise Risk Management LoE #1 - Embrace & Operationalize Risk Informed Decision Making LoE #2 - Make, Justify & Document Decisions at the Most Appropriate Levels LoE #3 - Synchronize HQ functions to Support MSC and District Project Delivery LoE #4 - Integrate & Synchronize Agency Policy & Guidance LoE #5 - Incorporate Social & Environmental Benefits into Project Formulation, Design, and Implementation Key PCoP Activities: Implement SMART Planning with a focus on the R Put the methodologies of the Planning Manual Part II Risk Informed Planning into practice Identify and train Planning Mentors in the language of risk and riskinformed decision making to mentor project teams (especially new starts) Use Enterprise Risk Champions to support PDT s risk informed decision making

8 ENTERPRISE RISK INITIATIVE 8 Enterprise Risk Management LoE #1 - Embrace & Operationalize Risk Informed Decision Making LoE #2 - Make, Justify & Document Decisions at the Most Appropriate Levels LoE #3 - Synchronize HQ functions to Support MSC and District Project Delivery LoE #4 - Integrate & Synchronize Agency Policy & Guidance Key PCoP Activities: Update Appendix H put PB guidance into our guiding ER Communicate expectations in light of no Civil Works Review Board (it s not replaced by any other senior panel meeting or milestone) Equip SMART Planning Milestone decision makers and PDTs to discuss risk and uncertainty with common terms LoE #5 - Incorporate Social & Environmental Benefits into Project Formulation, Design, and Implementation

9 ENTERPRISE RISK INITIATIVE 9 Enterprise Risk Management LoE #1 - Embrace & Operationalize Risk Informed Decision Making LoE #2 - Make, Justify & Document Decisions at the Most Appropriate Levels LoE #3 - Synchronize HQ functions to Support MSC and District Project Delivery LoE #4 - Integrate & Synchronize Agency Policy & Guidance Key PCoP Activities: Planning Mentors available to mentor new planning teams PCoP provides timely training and information to support District execution LoE #5 - Incorporate Social & Environmental Benefits into Project Formulation, Design, and Implementation

10 ENTERPRISE RISK INITIATIVE 10 Enterprise Risk Management LoE #1 - Embrace & Operationalize Risk Informed Decision Making LoE #2 - Make, Justify & Document Decisions at the Most Appropriate Levels LoE #3 - Synchronize HQ functions to Support MSC and District Project Delivery LoE #4 - Integrate & Synchronize Agency Policy & Guidance Key PCoP Activities: PGN Updates: baseline, integrate Planning Bulletins and WRDA/WRRDA IG memos Coordinate and address when policy / guidance conflicts Ongoing participation with Civil Works Guidance Update Management process LoE #5 - Incorporate Social & Environmental Benefits into Project Formulation, Design, and Implementation

11 ENTERPRISE RISK INITIATIVE 11 Enterprise Risk Management LoE #1 - Embrace & Operationalize Risk Informed Decision Making LoE #2 - Make, Justify & Document Decisions at the Most Appropriate Levels LoE #3 - Synchronize HQ functions to Support MSC and District Project Delivery LoE #4 - Integrate & Synchronize Agency Policy & Guidance Key PCoP Activities: Ongoing engagement/leadership in developing policies for multiobjective decision-making criteria for project formulation LoE #5 - Incorporate Social & Environmental Benefits into Project Formulation, Design, and Implementation

12 ENABLING ENTERPRISE & PLANNING RISK MANAGEMENT RISK CHAMPIONS & PLANNING MENTORS USACE Enterprise Risk Management Risk Champions Principles Governance Risk-Informed Decision Making Engineering PLANNING (SMART) Operations PM Others Source for Risk Champions, as well as, Influence areas HQ MSC Source for Planning mentors, as well as, Influence areas PLANNING MENTORS (must know Risk) District

13 ROLE OF PLANNING MENTORS 13 Coach and mentor lead planners on all SMART principles and procedures. Build capacity and risk management competence by assisting PDTs to emphasize the R in SMART Planning, empowering them to make risk-informed decisions. Coach and mentor PDTs through early planning charettes and rapid risk analysis to more quickly go through the 6- step planning process, applying the methodologies in the Planning Manual Part II: Risk Informed Planning. Share lessons learned from previous planning decision studies to ensure the Community of Practice continually improves.

14 PLANNING MENTOR WHO S THAT? Planning Mentors are willing and able to serve as coaches to PDTs to assist in implementing the principles of SMART Planning and the methodologies of the Risk Informed Planning Manual. 14 Who: Well-versed in SMART Planning process and principles. Primarily from Districts and PCXs. Most will be certified as Water Resource Planners, Agency Technical Reviewers, and NDMU graduates or highly proficient in USACE planning. Desire to be coaches, mentors, and agents for change, as well as able to distribute lessons learned from past experience. Selected by PCOP (HQ) after approval by their supervisor. Remember: There will and should always be informal Planning Mentors, and they exist at every level within the organization. There have been previous formal SMART Planning Mentor programs. All supervisors, and PCX members, reviewers, certified WR planners should formally or informally serve as a Planning Mentor.

15 I CONSIDER MYSELF A PLANNING MENTOR 15 MSC & PCXes Yes No Districts HQ File Name

16 I AM APPLYING TO BE A PLANNING MENTOR FOR NEW TEAMS 16 HQ MSC & PCXes Yes, Already Applied Yes is Due Tomorrow, Right? No Districts

17 ROLE OF RISK CHAMPIONS 17 Advocate for risk-informed decisions making to achieve a cultural change in the organization among all enterprise business processes, including Planning Decisions. Assist Decision Makers at all levels of the organization to ask the right questions to ensure we are focusing on the risk, right level of detail, and communicating acceptable risk levels early to the PDTs. Communicate that SMART Planning will emphases the R and ensure all PDT members should use its methodology in making decisions.

18 RISK CHAMPION WHO S THAT? Risk Champions to help drive Culture Change in Districts, MSCs and at HQ. 18 Who: Self-appointed Planning Senior Leaders from MSC, PCX, OWPR, RITs, and potentially some Districts. They will have significant experience in USACE planning, and it is assumed significant experience in SMART planning. Their experience in Risk Informed Planning may vary. Risk Champions should have the desire to be a change agent. They should have the soft skills necessary to coach and mentor decision makers both military and civilian. Remember: There will and should always be informal Risk Champions, and they exist at every level within the organization. We expect forthcoming direction establishing specific responsibilities associated with enterprise risk management Risk Champions will still be needed! All supervisors and leaders should formally or informally be Risk Champions. Our goal is that EVERYONE becomes a risk champion.

19 I CONSIDER MYSELF A RISK CHAMPION 19 MSC & PCXes Yes No Districts HQ File Name

20 TOOLS & SUPPORT FOR THE PCOP, PLANNING MENTORS & RISK CHAMPIONS 1) Risk Informed Planning Workshop for Planning Mentors & Risk Champions Trains experienced planners/planning mentors in language of risk and methodologies in risk informed planning manual so they can mentor others Trains risk champions in language of risk and familiarizes them with the products of risk informed planning so they understand team decisions Trains Planning PROSPECT course instructors in language of risk and methodologies so they can update their own courses 2) Updated PROSPECT courses 3) New PDT-focused training on risk-informed planning (Capstone-like / based on case-studies and exercises)

21 THE WORKSHOP DOES NOT STAND ALONE! 21 CONSULTATION WITH USACE RISK MANAGEMENT CENTER (RMC) Review Existing Classes Review Lessons Learned from RMC Implementation Tap into existing expertise CONSULTATION WITH USACE PLANNING CENTERS OF EXPERTISE (PCXes) PCX Assessment Early Engagement Pilots Lessons Learned Risk Informed Planning Methodologies Train the Trainer Workshop Assemble PDTs and Resources PDT Informed by Mentors & Champions Tap into existing contracts and expertise Draw from Past Lessons Learned with SMART Implementation CONSULTATION WITH NDMU AND PLANNING RISK EXPERTS Books Clubs and other informal sources for education and improvement Continue to Improve RIP Ongoing Training to Mentors & Champions Capture Lessons Learned

22 Questions? Type questions in 200 the chat box We will 237 answer 217 as 200 many 27 as time allows This webinar will be posted to the Planning Community Toolbox: