Charting the Waters Mapping the Process

1
Charting the WatersMapping the Process

• Key Roles
• Setting the Example
• Setting Direction
• Educating Others
• Towards Establishing
  Systematic Processes

• Presented by
• Georgette Bonifacio Carroll
• Trina Pulliam
• September 18, 2006

2
Objectives Expectations

• September 18
• Review and approve opportunities for next year
• Begin to develop the first two levels of the
  action planning using Tree Diagrams
• Decide on teams for upcoming year

3
High Level View of the Hoshin Process
P D C A
Develop the Vision Mission
Determine Present State
WHAT Do we need to do?
Prioritize key Vision Mission elements
Determine WHO is involved?
Create the Plan
HOW Should we do it?
Deploy the Plan
Correct (process improvement)
Implement the Plan
P D C A
HOW Are we doing?
In Process Review
Improve Process
Annual Review
4
The Process for Reaching Consensus
5
Confirm Our Strategic Initiatives

• Developing Skills for Performance Excellence
• Include behavioral and values, fact based
  decision making and actions
• Understanding County Oneness
• Each Division and how we fit into the county
  operations and our Mission and Vision
• Developing Measurements that matter

6
Create Strategies to Achieve The Objectives

• Step One Ask the key question How will we
  achieve Understanding County Oneness
• Each Division and how we fit into the county
  operations and our Mission and Vision Capture all
  ideas more is better

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Create Strategies to Achieve The Objectives

• Step Two Group the ideas logically by category.

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Create Strategies to Achieve The Objectives

• Step Three Put in a sequence

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Create Strategies to Achieve The Objectives

• Step Four Test the Plan Walk the Process Flow
• Fill in the missing details

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Create Strategies to Achieve The Objectives

• Step Five Assign Accountability
• Clarify the expectations of the objectives
• Who will be the Leadership Sponsor?
• What section/groups will be involved?

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Create Strategies to Achieve The Objectives

• Step Six Establish the Schedule for the next
  fiscal year
• When do we start?
• How do we communicate?

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Implement Strategies to Achieve The Objectives

• Step Eight Implement the Plan
• Step Eight Systematically Monitor the Plan
• Various methods
• Quarterly Reporting
• End of Program Review
• Knowledge Based Decision Making

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Process Creating a Strategic Objective Action
Plan
STEP ONE BRAINSTORM Ask What can we do to
achieve?
STEP TWO COMBINE Group ideas into logical
categories
STEP THREE SEQUENCE Arrange categories into a
logical order
STEP FOUR TEST Walk the Plan
GAPS?
Add more detail
STEP FIVE ASSIGN Insure accountability through
the assignment of activities
yes
no
yes
STEP SIX SCHEDULE Establish and Create
implementation schedule
STEP SEVEN IMPLEMENT Begin the work
STEP EIGHT MONITOR Systematically checked
progress
GAPS?
CELEBRATE!!
no
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Meeting Message

• Create a meeting message that would say
• What did you accomplish?
• Action Learning Developing Capability
• How will it be delivered?

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5 months progress

• How to work as a team
• Set up processes
• Consensus
• High level indicator process
• Establish MVV process
• Vision element self assessment
• Team Rules
• Determine current state process
• SWOT
• Hoshin Strategic Planning Process
• PDCA
• Action Planning Implementation Process
• Mind mapping brainstorming
• How to have a meeting consistent process
• Establishing the Leadership Team purpose
• Deployment Process
• Prioritizing strategic objectives

• Things Accomplished
• Leadership Purpose Key Roles
• Setting Example
• Set Direction
• Educate Others
• Deployment of MVV to all employee groups tom
  Team
• Established the MVV and received approval of BOCC
• Created Sterling Web Site
• Established high level strategic planning
  objectives
• Performance Measures that Matter
• Performance Excellence Skills Training
• Creating Oneness
• Sponsors for all Improvement Teams
• Increased employee involvement with 25 team
  members
• Involved Division Directors for planning feedback
  and assessment
• Completed IMpact Assessment
• Created our balanced leadership team
• Executive Coaching Team plus others
• Teresa presented MVV to Directors

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Continuous Improvement
What did we do well and what could we add to
improve your knowledge.

• WWW
• Worked well as a team
• Brought us closer together
• More open
• Learned about different departments
• Learned a lot about process and actually
  understood it
• Learning how we apply the Sterling process to the
  county
• Some easier than we thought
• Learned how much we can do with what we have
  learned
• Less intimidated

• OFI
• Did not finish the re-rating of the assessment

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Supporting Info

• MindManager is the software and is used to
  produce mind maps
• For the meeting on Sept 18 this program is used
  to replace tree diagram
• Strategic planning book Beyond Strategic
  Planning Effective Corporate Action with Hoshin
  Planning by Michael Crowley