1. Georgia’s Strategic Planning Process Overview
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Georgia’s Strategic Planning Process Overview
Governor’s Office of Planning and Budget
April 3, 2014
Governor’s Office of Planning and Budget

2. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Topics
State Strategic Plan Framework
Plan Review and Use
Reporting and Accountability
2015 Strategic Plan
Horizon System
Timeline
Governor’s Office of Planning and Budget

3. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Introduction
Governor’s approach to strategic planning:
State government will be strategically focused and accountable for performance
Budget requests and policy decisions will be evaluated against strategic goals
Governor’s Office of Planning and Budget

4. State Strategic Planning Framework
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
State Strategic Planning Framework
State Strategic Plan
(Vision, Goals and Statewide Indicators)
5-year plan
Through alignment, measurement and evaluation, the state strategic planning framework ensures that resources are strategically focused and results are measureable.
Alignment
4-year plan, annual updates
Agency Strategic Plan
(Includes strategy resource planning for:
Technology Investments, Staffing, Facilities)
Measurement
Accountability
Evaluation
Agency Performance Report
(Reports progress on strategies, objectives and indicators)
Regular status reports
Governor’s Office of Planning and Budget

5. Agency Training: FY 2013 Strategic Planning
4/18/2013 FINAL
State Strategic Plan
5+ year plan (OCGA )
Articulates state vision and strategic agenda
Used to evaluate agency budget requests and agency legislative proposals
Focuses the state’s strategic efforts
Defines Governor’s goals for six policy areas
Governor’s Office of Planning and Budget

6. Governor Deal’s Vision
Agency Training: FY 2013 Strategic Planning
4/18/2013 FINAL
Governor Deal’s Vision
A lean and responsive state government that allows communities, individuals and businesses to prosper
Governor’s Office of Planning and Budget

7. Governor Deal’s Policy Areas
Agency Training: FY 2013 Strategic Planning
4/18/2013 FINAL
Governor Deal’s Policy Areas
Educated: Developing life-, college-, and work-ready students
Growing: Creating jobs and growing businesses
Mobile: Transporting people and products in a 21st century Georgia
Healthy: Accessible care and active lifestyles
Safe: Protecting the public’s safety and security
Responsible and efficient government: Fiscally sound, principled, conservative
Governor’s Office of Planning and Budget

8. Agency Strategic Planning
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Strategic Initiatives
Ongoing Operations
(Whirlwind)
Planning Cycle, Plan Updates and Required Components
Agency Strategic Planning
Governor’s Office of Planning and Budget

9. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Agency Strategic Plan
4-year plan; updated annually
Aligns with state strategic plan (OCGA )
Goals and strategies to improve services and outcomes
Not operational; limited to what is new and different
Communicates agency direction to stakeholders
Planning model that works best for the agency
Standard planning elements reported in Horizon
Governor’s Office of Planning and Budget

10. Components of a Strategic Plan
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Components of a Strategic Plan
Agency Mission
Agency Vision
Agency Core Values
Challenges
Workforce Planning
Enterprise Ideas
Goals
Measurable Objectives
Strategies
Strategy Description
Anticipated Benefits
Agency Partners
Budget Implications
Staffing implications
IT dependencies
Facilities/space implications
Governor’s Office of Planning and Budget

11. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Strategic Plan Reviews
Plan Review and Use
Governor’s Office of Planning and Budget

12. Plan Review and Feedback
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Plan Review and Feedback
Enterprise support agencies (ESAs) review plans:
Governor’s Office of Planning and Budget (OPB)
Governor’s Office of the Chief Operating Officer (COO)
Georgia Technology Authority (GTA)
Department of Administrative Services (DOAS)
Agencies of the State Properties Officer (SPO)
State Accounting Office (SAO)
Comments entered in Horizon, followed by automated notification
Governor’s Office of Planning and Budget

13. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Plan Use
Agency Direction
Alignment (Resources and Policy)
Budget Development
Enterprise Support Planning
Accountability
Governor’s Office of Planning and Budget

14. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Plan Use: ESA Planning
OPB: evaluate funding requests and monitor progress on Governor’s goals
GTA: identify enterprise technology needs, help agencies use technology more effectively, and develop the Georgia Enterprise IT Strategic Plan
DOAS: identify agency workforce needs and enterprise procurement opportunities for statewide contracts
SAO: identify common agencies goals or strategies, which could be addressed through enterprise solutions
SPO: identify space needs, coordinate implementation of infrastructure investments, and support portfolio management
Governor’s Office of Planning and Budget

15. Reporting and Accountability
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Performance Reports, Policy Meetings, Plan Evaluation
Reporting and Accountability
Governor’s Office of Planning and Budget

16. Agency Performance Reports
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Agency Performance Reports
Midyear and Year-end Performance Reports:
All agencies submit in Horizon
OPB prepares state performance reports by policy area
Used to measure achievement of state and agency goals
Agencies report on all state indicators, measurable objectives and strategies
Quarterly Performance Updates:
Select agencies submit in Horizon (as designated by Governor’s Office/OPB)
Agencies report on status of priority strategies and quarterly state indicators
Governor’s Office of Planning and Budget

17. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Evaluate Progress
Review progress at internal management meetings
Discuss at Agency Leadership and Policy Collaborative Meetings for improved accountability
Evaluate and adjust approach
Close out obsolete, completed or consolidated strategies in year-end performance report
Update plan as needed to accomplish goals
Governor’s Office of Planning and Budget

18. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
What’s New, Best Practices and Writing a Reportable Plan
2015 Strategic Plan
Governor’s Office of Planning and Budget

19. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
FY 2015: What’s New?
Plan refinement, not directional change
Evaluate progress, adjust strategies if needed
Identify strategies to carry forward vs. close
Address gaps and omissions
Review strategy implications (e.g., cost estimates, procurements, IT dependencies, staffing, facilities)
Select “None” if appropriate (new field)
Meetings with OPB
Governor’s Office of Planning and Budget

20. FY 2015: What’s New? Continued
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
FY 2015: What’s New? Continued
Measureable objectives:
Not linked to strategies (measures goal achievement)
Enter X and Y in numeric field
Provide baseline date and target date
“from X as of date to Y by date”
Agency performance reports:
Measureable objectives reported only once, in a manner consistent with X and Y values
Status updates focus on progress of listed strategies
ESA assistance (select among choices)
Guidelines revised to include new appendices
Governor’s Office of Planning and Budget

21. Writing a Reportable Plan
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Writing a Reportable Plan
Goal: Reflects agency’s top priorities and specific to core functions
Measureable Objective:
Measures goal achievement (i.e., outcomes, not the completion of strategies)
Includes time-bound baseline and target (X as of date to Y by date)
Target date is in the future, baseline is held constant
Performance is reportable using established method of calculation, consistent with X and Y
Strategy:
Describes high-level work an agency will do to achieve the goal
Is a descriptive, complex action comprised of multiple action steps
Starts with verbs like develop, design, establish, enhance, implement, etc.
Includes completed detail for budget, staffing, IT, and facility implications
Governor’s Office of Planning and Budget

22. Examples: What’s Wrong?
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Examples: What’s Wrong?
Goal:
G1: Improve customer service
Measureable Objectives:
MO1: Decrease call hold times by 75%
MO2: Increase number of customers surveyed from % to 95%
Strategies:
S1: Use technology to answer more calls
S2: Decrease call hold times
S3: Complaint resolution
Governor’s Office of Planning and Budget

23. Examples: Making the Plan Reportable
Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Examples: Making the Plan Reportable
Goal: Improve the customer experience for applicants
Measureable Objectives:
Decrease call hold times from 20 minutes in 2014 to 5 minutes in 2016, based on monthly average
Increase customer satisfaction scores from 65% satisfied in to 80% in satisfied in 2016, using annual survey
Strategies:
Implement interactive voice recognition (IVR) technology
Enhance website self-service options
Develop internal communication plan for complaint resolution
Governor’s Office of Planning and Budget

24. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Reporting on Your Plan
Performance Reporting (Measureable Objectives):
MO1: Decrease call hold times from 20 minutes in 2014 to 5 minutes in 2016
MO2: Increase customer satisfaction scores from 65% satisfied in 2013 to 80% in satisfied in 2016 X Y
Current Performance
Mid-Year (Q2) Performance Update
MO1 20 5 7
Monthly call hold time in December was 7 minutes
MO2 65 80
[left blank]
N/A, survey is completed annually in March
Governor’s Office of Planning and Budget

25. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Reporting on Your Plan
Performance Reporting (Strategies):
S1: Implement interactive voice recognition (IVR) technology
S2: Enhance website self-service options
S3: Develop internal communication plan for complaint resolution
Status
Status Update
ESA Assistance S1
Green
Met with DOAS to explore enterprise contract options, but decided to issue an RFP. Received five bids and are currently evaluating. Anticipate selecting vendor by February.
DOAS S2
Yellow
Developing web application to allow public to track their complaint status online. Beta testing has been delayed until late spring 2015.
None S3
Blue
Communication plan completed and distributed to all staff outlining division responsibilities. Strategy complete.
Governor’s Office of Planning and Budget

26. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
2014 Close Out Updates
2014 Performance Status:
Carry forward in 2015 plan?
Status of green, yellow, red
Yes. Include in 2015 plan
Consolidated or significantly revised strategies
Yes. Note change in 2014 year-end performance report
Status of blue or black (i.e., completed, will not pursue)
No. Close out in report and do not include in 2015 plan
Example Strategies:
S1: IVR (Green)
S2: Web self-service (Yellow)
S3: Communication plan (Blue)
Example Strategies:
S1: Include in 2015 plan
S2: Include in 2015 plan
S3: Do not include in 2015
Governor’s Office of Planning and Budget

27. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
How to View, Print and Export plans
Horizon System
Governor’s Office of Planning and Budget

28. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Horizon System
Security Online Login
Request access via IT ticket
Few revised data fields
Advance and submit
Agency performance reports
View, print and export features (demo)
Governor’s Office of Planning and Budget

29. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
Timeline:
Strategic planning guidelines: March 25, 2014
Horizon open for data entry: April 28, 2014
Agency strategic plans due: June 13, 2014
Enterprise support agencies review: July 31, 2014
Agency performance reports due (all agencies): July 31, 2014; December 31, 2014; and July 31, 2015
Quarterly performance reports due (select agencies only): April 18, 2014; October 17, 2014; and April 17, 2015
Governor’s Office of Planning and Budget

30. Agency Training: FY 2014 Strategic Planning Let’s review …
4/18/2013 FINAL
Summary
Let’s review …
Governor’s Office of Planning and Budget

31. Agency Training: FY 2014 Strategic Planning
4/18/2013 FINAL
What You’ve Learned
Plan refinement, not directional change
Annual update to plan
Align budget requests with plan
Objectives are X as of date to Y by date
Reporting: semi-annual for all strategies and quarterly status for select priorities
OPB available to meet prior to 2015 updates
Agency plans due June 13, 2014
Governor’s Office of Planning and Budget

32. Agency Training: FY 2014 Strategic Planning OPB Planning Staff:
4/18/2013 FINAL
Questions?
OPB Planning Staff:
Alice Zimmerman, Coordinator
Allen Fox
Ashley Pandit
Finis Whitt
Governor’s Office of Planning and Budget