1. 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

2. The Butterfly Effect Introduction/Objectives

3. 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

4. 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

5. 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

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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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)

28. 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)

29. 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)

30. 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)

31. 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)

32. 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)

33. 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)

34. 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)

35. 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)

36. 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.

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

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

39. 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

40. The Butterfly Effect Lessons Learned
Track Progress

41. The Butterfly Effect Lessons Learned
Track Progress
Keep in Contact

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

43. The Butterfly Effect Questions

44. www.Loudoun.gov/oem #LoCoOEM
The Butterfly Effect Contact Information
Jeff Fletcher; Deputy Coordinator
Kelly Myers; Senior Policy Analyst
#LoCoOEM