Improve - IV: Getting from Idea to Implementation Tactical Planning Is it Working? How Soon will You Know? Control Planning This module originated by: John Conway – PRO-DAIRY 123 Lake St. Cooperstown, NY

Learning Objectives:  Develop a robust implementation plan. Co-create a plan to find discretionary time needed to make it happen through priority setting/time management.  Match the implementation plan with a control plan that answers the “is it working” question early on Approximate Time Needed:  30 minutes AV Equipment Needed:  LCD Projector and screen  Laptop Computer running MS PowerPoint  Flip chart and pens  Overhead projector and pens Tactical Planning Module

Prelude This module may be a stand alone or at a point designated (slide 8), switch over to Time Management. Then come back and re-start with slide 10. It just depends on how you structure the sessions in the overall workshop.

Presenter: Title Slide Quickly introduce yourself This module helps you evaluate your goals and put them into action

Improve - IV: Getting from Idea to Implementation Tactical Planning Is it Working? How Soon will You Know? Control Planning John Conway – PRO-DAIRY

Presenter: Implementation Plan  The Implementation Plan worksheet is in a booklet format. The cover allows you to identify the plan based on a project name, date and who is involved.

Implementation Plan for ____________________Project Date Formulated: ________________ Achieving the goals of a planned project requires a sequence of actions (tactics). Assuring the actions taken are actually leading to the goal requires proof (control points) along the way. This project plan lays side-by-side tactical and control components to help meet your SMART* goal. While most control points may pertain to the goal that has been set, you may find important tactics also demanding control. Additions to the initial plan are commonplace, leading to a growing document that seconds as a communications tool to keep everyone on track. *Specific, Measurable, Attainable, Realistic and Timed People Involved: _________________ _________________

Presenter: Implementation Plan  Inside left is the tactical plan. The grid is set up to help evolve all aspects of getting a project going. Using it helps trigger sub sequential steps which are overlooked when working from the “seat of the pants”.  Like most modern businesses dairies tend to consume all of everyone’s workday with activities. We added the “What’s Got to Give to Make this Happen” column so worthy projects get traction. Unless some time is prioritized, the project may be “on paper only”.  You can either switch from this presentation to the “Priority Setting/Time Management” module at this point (fits the context) or continue with this.*  If you have been working the full group by using flipchart and/or acetate worksheets and an overhead projector, using a clean tactical plan sheet should work well. Take the group generated “winning” idea and run through as many tactics as you can collectively think of to give the project wheels. Asterisk the ones that probably only came up after writing down a prior tactic.

Implementation Plan for _______________________ Project Tactical Plan What task or activity is to be done? Who is Responsible? How and/or where should the task be done? When to perform task or activity (deadline, frequency, under what conditions?) when done What’s“got to give”for this to happen?

Presenter: Is it Working  Title page to introduce control plan worksheet.

Is it Working? Measured Impacts Control Planning

Presenter: Control Plan Inside right is the control plan. It is complementary to the tactical plan and is best viewed like this on an apposed page. Again, grid elements are designed to be thorough and to help beg the next line. Since timing can be a critical factor, an early indicator which is not definitive proof the plan is working may be in there. For example, you may monitor 1st test butterfat percent as a proxy for sub-clinical ketosis when the plan is to help minimize fresh cow problems. Later you may have more definitive data, but in the short run the trend may be positive. If you have been working the full group by using flipchart and/or acetate worksheets and an overhead projector, using a clean control plan sheet should work well. Take the group generated tactical plan and marry a control plan to it. Again, note the line items which emerged from seeing other line items on paper.

Implementation Plan for _______________________ Project Control Plan What Critical Control Points* will be monitored? Monitoring procedure including who’s responsible? Monitoring time interval? Standard to meet with upper/lower limits? If standards not met, who’s responsible to reformulate plan? *What are the earliest measurable indicators that either individualdual tactics or the goal itself will be realized?

Presenter: Case Farm  Alternative exercise for sub- groups

…Back to Your Farm or Case Farm one last time Using your “winning” improvement in the decision grid, take it for a spin through the tactical and control plan template. Naturally you are making most of this up. But stick with it for a few lines so you can see how one tactic leads to another, and that it’s definitely worth getting on paper! Likewise with control… it’s not always as easy as it would seem to answer “is it working at least as well as expected” early on.

Implementation Plan for _______________________ Project Tactical Plan What task or activity is to be done? Who is Responsible? How and/or where should the task be done? When to perform task or activity (deadline, frequency, under what conditions?) when done What’s“got to give”for this to happen?

Implementation Plan for _______________________ Project Control Plan What Critical Control Points* will be monitored? Monitoring procedure including who’s responsible? Monitoring time interval? Standard to meet with upper/lower limits? If standards not met, who’s responsible to reformulate plan? * What are the earliest measurable indicators that either individual tactics or the goal itself will be realized?

Presenter: Tactical Plan Example  A filled out tactical plan for building and installing swivel-up isolation boxes (“winner” from decision grid). Can be used as an example if time is short.

Presenter: Control Plan Example  A filled out control plan to complement the “isolation box” tactical plan. Can be used as an example if time is short.