2009 STRATEGIC PLANNING PLAYBOOK

April 2, 2009

Prepared by M3

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Meeting Outcomes

Introductions Review the strategic planning process

and timeline Obtain feedback, suggestions and input

regarding process, desired outcomes, and expectations

Obtain input regarding the internal and external assessments

Clarify roles and responsibilities

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Documents for Today’s Meeting

www.m3planning.com/lascruces

Copy of this presentation Project plan Strategic plan elements

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Questions to Explore

In the spirit of continuous improvement, what can we do differently in this planning cycle?

How can the strategic plan be more actionable and useful for you and your department?

What might be some of your hopes or concerns?

What, if anything, has changed since June 2008?

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Overall Expectations – Success Defined

A strategic plan that is thematic Focus on strategy rather than a checklist of

milestones Methodology that it would be an ongoing process.

What are the things we are going to do strategically City Council has new ideas and direction for the org. Develop a global dashboard measures Each employee needs to be able to see themselves

in the plan. Need a broad strategic vision.

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Guidelines for this process

The strategic plan needs to: Reflect the driving mandate of community

sustainability Be implemented via the comprehensive plan Guide policy making for the City Council Guide decision making at all levels in the

organization Standardize communication based on agreed upon

goals and performance measures Start with the end in mind – how will we implement Be realistic, prioritized and resourced

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Strategic Planning Process - Overview

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Phase One: Internal & External Assessment(April)

Previous plan (June 2008)

Phase 2: Strategy Work

Sessions(May)

Phase 3:Budget

& HR(June)

Phase 4: Implementation

Methodology (June)

Ongoing

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Strategic Framework

Develop Your Strategy

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Strategic Planning FrameworkVision – Where we are going? (Envisioned Future)Mission – Why we are going there? (Our Purpose)Values – How we will guide our actions?

(Principles)Goals – What do we want to accomplish over the

next 5 years?Objectives – How we will accomplish our goals?

Actions we need to take to accomplish our objectives?

Measures/Targets – How we will know we are accomplishing our strategies?

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Strategic Planning Elements

Planning our community and neighborhoods

Preserving our existing neighborhoods, farmlands, parks, open space, recreation areas, natural beauty, energy resources and the environment.

Creating safe, walkable, multi-modal communities

Encourage community and stakeholder collaboration in planning and development decisions

Fostering economic development and quality of life

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Stakeholder, Citizen and Staff Engagement

Learn & Adapt Your Strategy

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Topics to Explore

What do we mean by: Sustainability Smart growth New urbanism Transit-oriented development Complete streets Form-based codes

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Internal & External Assessments

2005-09 Strategic Plan: Acknowledging that we will continue/modify what works

Vision 2040 Strategic Planning

Elements: From June 18th, 2008 Leadership Workshop

Internal Leadership survey All Staff surveyExternal Citizen survey General public

outreach Stakeholder forum

Available Information Additional Information

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Leadership Survey

Overview: Questions developed to help define where the city stands today (in the midst of updating the strategic plan), how to assess external activities currently underway and where the gaps exist in between the two.

 Purpose: These qualitative (open-ended) questions will be

the basis for developing quantitative questions for both staff & community surveys.

 Audience: Councilors, City Senior Leadership, Union Reps

(City Manager and direct reports)

Timeframe: April 6-10

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All Staff Survey

Overview: Questions developed based on input from the leadership survey as well as benchmark questions from Malcolm Baldrige National Quality Award.

 

Purpose: Engage staff in the planning process at the beginning as well as inform the process with all available internal perspectives.

 

Audience: All City staff

Timeframe: April 15th-30th

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Citizen Survey

Overview: Due to the diverse nature of the Las Cruces community and the demands on everyone’s time, we recommend providing an online format to engage citizens.

 Purpose: Provide the opportunity for all citizens to

engage in planning for the future of the City, resulting in quantitative data. NOTE: This is not intended to be a citizen satisfaction survey.

 Audience: All citizens

Timeframe: April 15th-30th

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General Public Outreach

Overview: Due to the diverse nature of the Las Cruces community, we recommend creating the opportunity for citizens to provide input through an already existing public event.

 

Purpose: Engage citizens by providing a non-traditional format to provide input into the planning process in a qualitative manner.

 

Audience: All citizens

Timeframe: April 12th

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Stakeholder Forum

Overview: To facilitate strategic decision making, we believe in engaging stakeholders who can help add informed, but diverse perspectives to the strategic issues/topics the City will need to address in the up coming plan.

 Purpose: Gather perspectives from stakeholders who are

actively working in tandem, collaborative areas with the City.

 Audience: Stakeholders invited by Councilors; other

government entities, etc.

Timeframe: May 2nd-8th

21 Translate Your Strategy

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Strategy Sessions

Purpose: Establish the strategic direction based on data-based decision making, vet and discuss strategic issues/topics

Who: Council MembersWhen: Mid May

Purpose: Establish the department goals to support City-wide goals

Who: DirectorsWhen: Late May

23 Aligning, Evaluating, Implementing

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Remaining Steps in the ProcessAligning Your Resources: Identify human and financial resource needs to

implement plan (Department directors) Establish performance measuresEvaluating Your Operations & Communicate Plan: Establish implementation methodology (Council and

directors) Approve & communicate the plan (internal and

external)Implementing & Assessing Your Strategy: Quarterly strategy updates

25 Wrap Up and Next Steps

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Roles & Next Steps – Councilors Advocates – Keepers of the Vision Completing the Leadership Survey Identifying stakeholders for the Forum Leadership around the “What”

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Roles & Next Steps – Union

Realists – Keepers of the Implementation Completing the Leadership Survey Championing the Staff Survey and Input Leadership around the “How”….