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strategic_planning_process_map

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Strategic planning process map

    Advancing Statewide Spatial Data Infrastructures in Support of the National

    Spatial Data Infrastructure (NSDI)

    Strategic Planning Process Map

    For use by all Stakeholders in the Geospatial Community

    Produced by NSGIC

    for the Federal Geographic Data Committee (FGDC)

    March 2006

    Advancing Statewide Spatial Data Infrastructures in Support

    of the National Spatial Data Infrastructure (NSDI)

    Strategic Planning Process Map

    For use by all Stakeholders in the Geospatial Community

    This document was produced by the National States Geographic Information Council

    (NSGIC) under contract to the Federal Geographic Data Committee (FGDC)

    Contract Number: 05HQCN0034

    www.nsgic.org

    www.fgdc.gov

    March 2006

    www.appgeo.com

    This document was created by Applied Geographics Inc. in cooperation with a

    committee of diverse stakeholders from the Geospatial Community.

?2006 Applied Geographics, Inc

    Foreword

    The many natural disasters that occurred during 2005 provide a compelling reason why all members of the geospatial community must work together to build effective statewide spatial data infrastructures (SSDI) that serve and protect our citizens. Over the coming decade, diverse stakeholder groups will have to work closely together if we are to aggregate these SSDIs to complete the National Spatial Data Infrastructure (NSDI). Just as the federal government relies on individual states to participate in national programs, the states must rely on all levels of government, academia, utilities, the private sector and non-profit organizations to contribute to statewide programs. Strategic planning is a critical element for articulating a shared vision, and for building the partnerships that are necessary for disparate organizations to work together on common goals. The key is to identify geospatial needs that are shared by many stakeholder groups. For instance, it is easy to envision that statewide orthoimagery acquired on a routine basis would be useful to almost all stakeholder groups. Effective strategic planning is essential for moving collaborative programs forward and gaining the required support for investments in your SSDI.

    This project is part of the Fifty States initiative from the Federal Geographic Data Committee (FGDC). A core component of this Initiative is establishing more formal statewide geospatial coordination councils that will help to govern and complete the NSDI by enabling all stakeholders. The principal goals of this project are to:

    ; Encourage implementation of statewide spatial data infrastructures through

    effective strategic and business planning efforts.

    ; Provide guidance on planning activities.

    ; Encourage the formation of partnerships and alliances that will improve planning

    process.

    ; Provide a uniform national framework for strategic and business plans, so we can

    compare and contrast them to reveal national trends.

    Effective planning is essential for moving collaborative programs forward and obtaining funding for your SSDI. Several documents have been created to support the geospatial community in these planning efforts, including:

    ; A Strategic Plan Template that provides a process for mapping a clear path

    from present conditions to a vision for the future.

    ; A Strategic Planning Process Map that divides the process of creating the

    strategic plan into five simple steps or phases that are each characterized by

    certain activities, tasks, and accomplishments.

    ; A Business Plan Template that provides a detailed description of how

    objectives will be achieved, along with the necessary justification for doing them.

    The Strategic and Business Plan templates each include major section headings with key information and a series of questions that should be considered. The planning team will determine which questions are applicable for their activities and use the answers to these questions to help draft an effective plan. This structure was developed, because “one size does not fit all” for these plans. While the organizational structure can, and should be very similar, the specific content of each section will vary for a variety of reasons reflecting the differences in the organizations undertaking the plans. ?2006 Applied Geographics, Inc

    Using these templates will help guide you through the entire process of preparing high quality and effective strategic and business plans. By simply substituting terms such as “countywide” and “citywide” for “statewide,” the templates should work well for most

    stakeholder groups.

The authors of these templates believe that the process of working with people to

    create these plans, including the partnerships that are formed, may be more valuable than the actual plans. Please make the process a valuable learning experience that leads to trust and new partnership opportunities.

    ?2006 Applied Geographics, Inc

    STRATEGIC PLANNING PROCESS MAP

    Table of Contents

    Phase 1 - Getting Started ..................................................................................... 8 Phase 2 - Preliminary Planning ............................................................................. 9 Logistics ............................................................................................................ 9 Resource Planning ............................................................................................ 9 Schedule ........................................................................................................... 9 Organization ...................................................................................................... 9 Phase 3 - Strategizing ......................................................................................... 10 Scoping ........................................................................................................... 10 Goal Assessment ............................................................................................ 10 Generating Support ......................................................................................... 10 Phase 4 - Authoring ............................................................................................ 11 Phase 5 Monitoring and Marketing .................................................................. 12

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    ?2006 Applied Geographics, Inc Produced by NSGIC for the FGDC

    STRATEGIC PLANNING PROCESS MAP

    Introduction

By using the NSGIC Strategic Plan Template any group of stakeholders in the

    geospatial community can develop a comprehensive Strategic Plan that will help them to implement their vision of a shared statewide spatial data infrastructure (SSDI). The Strategic Plan Template provides an overall structure and process for developing a strategic plan. It has a comprehensive list of subjects to be discussed, debated, and decided on by the group of stakeholders (Committee) that is tasked with authoring the Strategic Plan. During this process, your Committee will meet and work together to plan for, strategize, and author the Strategic Plan. Once the plan has been formally adopted by the Committee, its members will need to market the plans adoption and monitor

    progress on its implementation.

This Strategic Planning Process Map (SPP Map) has been developed to help the

    Committee author the Strategic Plan. The SPP Map divides up the process of creating a strategic plan into five simple steps or phases. Each phase is characterized by certain activities, tasks, and accomplishments. Your Committee is encouraged to use the SPP Map to help it get organized, focused, and productive. Its simple format will help you get the job done quickly and efficiently.

    As with the Strategic Plan Template, the SPP Map offers a structure and approach that should be appropriately modified to suit the needs of your Committee as you undertake the strategic planning task.

    Good Luck!

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    ?2006 Applied Geographics, Inc Produced by NSGIC for the FGDC

    STRATEGIC PLANNING PROCESS MAP

    The Figure above shows the five phases of creating a strategic plan and managing the process. A feedback loop ensures that progress towards achieving plan goals is being monitored and that appropriate strategy adjustments are made to account for changing conditions. This diagram is intentionally meant to be a simplified view of the process. It is essential that you seek and incorporate management and stakeholder feedback during every phase of the planning process. Working through the planning process with all of the stakeholders can be a valuable bonding experience that leads to trust and improved cooperation. Try to create an environment that encourages bonding between the stakeholders.

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    ?2006 Applied Geographics, Inc Produced by NSGIC for the FGDC

    STRATEGIC PLANNING PROCESS MAP

     Identify likely Planning Committee participants and determine their willingness to participate

     Establish a Strategic Planning Committee that is able to effectively identify the issues, develop practical solutions, and create clear objectives

     Define roles and responsibilities for completing the strategic planning process

     Assign roles and responsibilities

     Assign the role of Facilitator for the planning process

     Nominate a Committee Chair

     Specify the target audience for the Strategic Plan

     Determine the plan approval process

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    STRATEGIC PLANNING PROCESS MAP

Logistics

     Schedule a kick-off meeting

     Determine future meeting frequency and dates

     Determine the venue(s) for meetings and if there is an appropriate budget for

    amenities such as food service.

     Establish Strategic Planning Committee tools for communication exchange

     Resource Planning

     Determine what resources are needed to complete the effort

     Assess what resources are available and how any existing gaps can be bridged

     Document and understand the impact of any relevant constraints to the planning

    process itself (time, money, people availability)

    Schedule

     Identify any timing considerations, such as grant application deadlines, or other

    planning efforts (such as statewide IT plans)

     Develop a schedule and establish milestone dates for completing the plan Organization

     Establish a Strategic Planning Committee Charter

     Establish sub-committees as necessary and ensure that subcommittee chairs

    understand what is expected of them

     Identify factors that will ensure a successful planning process

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    STRATEGIC PLANNING PROCESS MAP

Scoping

     Review any existing Strategic Plan(s)

     Review Primary Strategic Goals

     Review other intra-organizational mandates and mission statements that impact

    the current activity

     Review other documents and materials that are relevant to this effort

     Understand the breadth and scope of the strategic plan

     Determine period covered by new Strategic Plan

     Review Strategic Template Questions and tailor as appropriate (Facilitator) Goal Assessment

     Develop templates for capturing information in a structured manner, for example,

    develop a form for the Planning Committee to list strengths and weaknesses

     Identify preliminary programmatic sub-goals

     Itemize, prioritize, refine, and validate programmatic sub-goals

     Validate objectives with stakeholders, management, and executives

     Identify programmatic goals with a „quick win‟ potential and use them to show

    early progress

     Develop strategies for realizing each programmatic sub-goal

     Identify any roadblocks or barriers and tactics for overcoming them

     Analyze Strengths, Weaknesses, Opportunities, and Threats (SWOT)

     Iterate with stakeholders to establish consensus view

    Generating Support

     Enlist political champion(s)

     Identify and generate consensus among involved stakeholders and executives to

    become advocates for the plan objectives

     Develop a marketing strategy to promote the plan‟s objectives

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