The Butterfly Effect: How Small Changes Improve the Big Picture A Presentation for the 2017 Virginia Emergency Management Symposium Facing the Challenge: Doing the Work Explain the butterfly effect – use an example : maybe GLO – maybe something from 2010 blizzard used in 2016 blizzard or some other minor change in the past that is working well now. Jeff Fletcher; Deputy Coordinator Kelly Myers; Senior Policy Analyst

The Butterfly Effect Introduction/Objectives

The Butterfly Effect Introduction/Objectives 2015 Presentation: THIRA: Using Partnerships to Succeed Very brief background on last year’s THIRA – brought up only because THIRA is our example. Your jurisdiction may use a different source to identify gaps – AAR, HIRA, Discussion

The Butterfly Effect Introduction/Objectives 2015 Presentation: THIRA: Using Partnerships to Succeed Leave here with tested/proven tools and processes to improve initiatives regardless of origin List the docs that they have in front of them: THIRA Guide and Planning Toolkit

The Butterfly Effect Introduction/Objectives 2015 Presentation: THIRA: Using Partnerships to Succeed Leave here with tested/proven tools and processes to improve initiatives regardless of origin Ideas Prioritization Creating and managing work groups Developing scopes of work Tracking initiatives These are the components areas that we’re going to discuss

The Butterfly Effect Post THIRA THIRA is complete. Now what? After THIRA didn’t know what to expect

The Butterfly Effect Post THIRA THIRA is complete. Now what? Initiatives identified far exceeded capacity of OEM After THIRA didn’t know what to expect Realized the amount of work far exceeded anything that the OEM could do – nor should we do Business of coordinating and facilitating the successful resolution of an issue

The Butterfly Effect Post THIRA THIRA is complete. Now what? Initiatives identified far exceeded capacity of OEM In the business of coordinating and facilitating After THIRA didn’t know what to expect Realized the amount of work far exceeded anything that the OEM could do – nor should we do Business of coordinating and facilitating the successful resolution of an issue

The Butterfly Effect Post THIRA THIRA is complete. Now what? Initiatives identified far exceeded capacity of OEM In the business of coordinating and facilitating Needed lead agencies/departments to participate in a meaningful way After THIRA didn’t know what to expect Realized the amount of work far exceeded anything that the OEM could do – nor should we do Business of coordinating and facilitating the successful resolution of an issue

The Butterfly Effect Post THIRA THIRA is complete. Now what? Initiatives identified far exceeded capacity of OEM In the business of coordinating and facilitating Needed lead agencies/departments to participate in a meaningful way Presented results to County leadership After THIRA didn’t know what to expect Realized the amount of work far exceeded anything that the OEM could do – nor should we do Business of coordinating and facilitating the successful resolution of an issue

The Butterfly Effect Post THIRA THIRA is complete. Now what? Initiatives identified far exceeded capacity of OEM In the business of coordinating and facilitating Needed lead agencies/departments to participate in a meaningful way Presented results to County leadership Acknowledged EVERYONE is busy After THIRA didn’t know what to expect Realized the amount of work far exceeded anything that the OEM could do – nor should we do Business of coordinating and facilitating the successful resolution of an issue

The Butterfly Effect Post THIRA THIRA is complete. Now what? Initiatives identified far exceeded capacity of OEM In the business of coordinating and facilitating Needed lead agencies/departments to participate in a meaningful way Presented results to County leadership Acknowledged EVERYONE is busy Assigned OEM rep to each department (by function) After THIRA didn’t know what to expect Realized the amount of work far exceeded anything that the OEM could do – nor should we do Business of coordinating and facilitating the successful resolution of an issue

The Butterfly Effect Post THIRA THIRA is complete. Now what? Initiatives identified far exceeded capacity of OEM In the business of coordinating and facilitating Needed lead agencies/departments to participate in a meaningful way Presented results to County leadership Acknowledged EVERYONE is busy Assigned OEM rep to each department (by function) Realized and anticipated that not all departments are as familiar with planning process After THIRA didn’t know what to expect Realized the amount of work far exceeded anything that the OEM could do – nor should we do Business of coordinating and facilitating the successful resolution of an issue

The Butterfly Effect Why A Planning Toolkit OEM provides “high-level” project management support Planning Toolkit We felt they would need to put a project together We’re going to provide high-level project management support and subject matter expertise but truly can’t write your plan for you Ideal for us because we can now we can control the narrative

The Butterfly Effect Why A Planning Toolkit OEM provides “high-level” project management support Supplies departments the same playbook used by OEM when we develop a plan Planning Toolkit We felt they would need to put a project together We’re going to provide high-level project management support and subject matter expertise but truly can’t write your plan for you Ideal for us because we can now we can control the narrative

The Butterfly Effect Why A Planning Toolkit OEM provides “high-level” project management support Supplies departments the same playbook used by OEM when we develop a plan Ensures a consistent look and feel for all plans regardless of the author Planning Toolkit We felt they would need to put a project together We’re going to provide high-level project management support and subject matter expertise but truly can’t write your plan for you Ideal for us because we can now we can control the narrative Ensure their plan or procedure is comprehensive and operationally sound as if we had written them We are giving them the play book that we use Consistent application of county-wide policy Components of their plan will be like the plan of a different agency

The Butterfly Effect Why A Planning Toolkit OEM provides “high-level” project management support Supplies departments the same playbook used by OEM when we develop a plan Ensures a consistent look and feel for all plans regardless of the author Aides in the development of comprehensive and operational plans Planning Toolkit We felt they would need to put a project together We’re going to provide high-level project management support and subject matter expertise but truly can’t write your plan for you Ideal for us because we can now we can control the narrative Ensure their plan or procedure is comprehensive and operationally sound as if we had written them We are giving them the play book that we use Consistent application of county-wide policy Components of their plan will be like the plan of a different agency

The Butterfly Effect Planning Toolkit Walkthrough Primary Agency (Project Lead) Secondary Agency Planning Toolkit We felt they would need to put a project together We’re going to provide high-level project management support and subject matter expertise but truly can’t write your plan for you Ideal for us because we can now we can control the narrative Ensure their plan or procedure is comprehensive and operationally sound as if we had written them We are giving them the play book that we use Consistent application of county-wide policy Components of their plan will be like the plan of a different agency Multi-Agency and Agency Specific Plans

The Butterfly Effect Planning Toolkit Walkthrough Primary Agency (Project Lead) Secondary Agency Primary Agency (Project Lead) Secondary Agency (If requested) Multi-Agency and Agency Specific Plans

The Butterfly Effect Planning Toolkit Walkthrough STRATEGIC Policy Objectives and Guidance OPERATIONAL Roles and Responsibilities, Tasks, Integration, and Action TACTICAL Personnel, Equipment, and Resource Management Plan Types

The Butterfly Effect Planning Toolkit Walkthrough STRATEGIC Policy Objectives and Guidance OPERATIONAL Roles and Responsibilities, Tasks, Integration, and Action TACTICAL Personnel, Equipment, and Resource Management Plan Types

The Butterfly Effect Planning Toolkit Walkthrough STRATEGIC Policy Objectives and Guidance OPERATIONAL Roles and Responsibilities, Tasks, Integration, and Action TACTICAL Personnel, Equipment, and Resource Management Plan Types

The Butterfly Effect Planning Toolkit Walkthrough Category Timeframe Example A 18-24 months   Strategic Plan B 12-18 months Operational Plan C 6-12 months Tactical Plan D 3-6 months Policy E 0-3 months Procedure or Process Plan Timeframes

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Concurrent Action Steps Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Concurrent Action Steps Phases Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Update Leadership Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model (Concurrent Actions)

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Assess Objectives Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model (Concurrent Actions)

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Review Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model (Concurrent Actions)

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Scope of Work Research Identify Stakeholders Establish Objectives and Timelines Identify Specific Plan Development Process Establish Revision Schedule and Review Process Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model (Phases)

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Kick-off Meeting Convene Work Group Discuss Background and Process Consensus of Objectives and Timelines Give Initial Assignments Identify a Meeting Schedule Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model (Phases)

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Plan Development Assess and Communicate Participate and Regular Update Sessions Review Work to Date Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model (Phases)

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Endorsement Formal Review Evaluate Feedback Present Plan to Leadership Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model (Phases)

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Implementation Distribute Plan Provide Training on the Plan Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model (Phases)

The Butterfly Effect Planning Toolkit Walkthrough Implementation Plan Development Kick-off Meeting Scope of Work Endorsement Scheduled Revision Update Leadership Assess Objectives Review Scheduled Revision Repeat the Process Concurrent Action Steps illustrate simultaneous and continuous action throughout multiple phases of the planning process and Phases represent the overarching activities that take place during the planning process. Phases are comprised of Tasks, which are individual items that need to be complete in order to achieve each Phase. Plan Development Model (Phases)

The Butterfly Effect Planning Toolkit Walkthrough Tips on Building Collaboration and Partnerships Tips for Building Collaboration and Partnerships: Ensure that meetings are action-oriented and allow participants to have an active role.   Evaluate, document, and praise achievements. Develop short-term goals so that participants see progress. Ensure that all members of the team understand the direction of the project, concepts, and tasks. Acknowledge each team member’s efforts and provide feedback to their supervisors on time and effort spent working toward the project.

The Butterfly Effect Planning Toolkit Walkthrough Tips on Building Collaboration and Partnerships Provided a Style Sheet

The Butterfly Effect Planning Toolkit Walkthrough Tips on Building Collaboration and Partnerships Provided a Style Sheet Samples Scope of Work Meeting Agendas

The Butterfly Effect Planning Toolkit Walkthrough Tips on Building Collaboration and Partnerships Provided a Style Sheet Samples Scope of Work Meeting Agendas Templates Project Management Strategic Plan Operational Plan Policy/Procedure

The Butterfly Effect Lessons Learned Track Progress

The Butterfly Effect Lessons Learned Track Progress Keep in Contact

The Butterfly Effect Lessons Learned Track Progress Keep in Contact Update Leadership

The Butterfly Effect Questions

www.Loudoun.gov/oem #LoCoOEM The Butterfly Effect Contact Information Jeff Fletcher; Deputy Coordinator Jeff.Fletcher@Loudoun.gov 703-771-5271 Kelly Myers; Senior Policy Analyst Kelly.Myers@Loudoun.gov 703-771-5788 www.Loudoun.gov/oem #LoCoOEM