Transcript How to of Policy Master ppt

The ‘How- To’ of
Policy Making
Build your Skills
Program
OVERVIEW
DEFINING
POLICY
 TYPES
 APPLICATIONS
IMPLEMENTING
POLICY
 COMMUNICATION
 EVALUATION
HOW TO’S OF
POLICY MAKING
POLICY DECISIONS
 REOMMENDATIONS
 DEBATE
DEVELOPING
POLICY
 PROCESS
 FACT- BASED
COMPETENCIES
• Understands legislative powers
• Communicates effectively
• Approaches problems creatively
• Assumes oversight role
ETIQUETTE
• Respect the program & be on time after breaks
• Turn your phone to silent
• Be courteous and patient with others
• Assume required roles for activities
• Take time to listen to other points of view
• Encourage others
POLICY MAKING CHALLENGES
WHAT DO YOU THINK ARE SOME OF THE
SIGNIFICANT CHALLENGES YOU
EXPERIENCE RELATING TO THE POLICY
MAKING PROCESS?
ITEM
SCORE
Section 1
Policy Defined
WHAT IS POLICY?
• statement of intentions to guide decision-making
• translates vision to action
• a functional framework for staff actions
• regulates how citizens live in a community
POLICY TERMS
• Policy challenge – issue or problem
• Policy result – desired outcome
• Policy options – strategic alternatives
• Policy actions – implementation steps
POLICY DEFINITIONS
• Policy analysts – staff
• Policy makers – elected officials
• Policy process – issues, outcome, alternatives & actions
• Formal policy – public document
• Informal policy – inaction creating precedent
GOOD POLICY
• Beneficial to public respecting individual rights
• Consistent with legislative authority
• Reflects community vision
• Well informed
• Within the organization’s resource capacity
• Easy to interpret
• Adaptive
WHY POLICY?
• legislated requirement for elected officials
• framework for goal setting
• guides program design & service delivery
• rules and regulations for decisions
• principles that guide day-today actions
POLICY CATEGORIES
• governing policies
• operational policies
• administrative policies
What are some examples from your
organization within these categories?
BYLAW, POLICY or PROCEDURE?
Bylaw
Policy
Procedure
Fees & Charges Bylaw Facility Use Policy
Fee Collection Steps
Green Space Bylaw
Park Reserve
Park Maintenance
Standard
Zoning Bylaw
Application Process
Application Checklist
Annual Budget
Reporting Schedule
Report format
Joint Use Agreement
Scheduling process
Cleaning Schedule
Can you think of some examples from your
organization to add to these categories?
MAJOR APPLICATIONS
• land use
• service delivery
• funding
• administration
GOOD POLICY ACTIVITY
Purpose – to recognize the elements of good policy making
1. Select facilitator, recorder, timekeeper and presenter
2. Review policy checklist – make additions
3. Agree on 3 items critical to policy success
4. Share policies that fell short
5. Share policies that excel
6. Present one example to plenary
Section 2
Policy Development
POLICY MAKING PROCESS
INFORMED DECISION MAKING
• fact based
• informs rather than directs policy decisions
• inquiring minds want to know
• decisions based on evidence not emotion
• objective not subjective
• supports transparency
TYPES OF ISSUES
Routine Policy Challenge
• not new
• solutions known
• policy options clear
Complex Policy Challenge
• new, solutions are not clear
• unexplored policy options
• uncertain policy actions
DISCOVER STAGE
• defining the problem
• validity of facts
• more than one problem?
• what questions need asking?
• existing information
• research
• best practices
Results in a key question
POLICY BRIEFING
Issue
Background
Related problems
Policy Challenge
Stakeholders
Expectations
Key question that guides policy inquiry
Policy Result
Alternatives
Policy Option
Policy Actions
Key outcome
Resources
Fiscal, human & support required
Data, feedback
Affected parties or those to involve
Measureable outcomes, impact
Ways to achieve policy result
Best alternative to address issue
Implementation steps, milestones
Why is it helpful to have a standard format?
POLICY DEFINITION ACTIVITY
Purpose – to develop a real life policy recommendation
beginning by identifying the policy issue or problem
1.
2.
3.
4.
5.
6.
Select facilitator, recorder, timekeeper and presenter
Discuss policy issues you are facing
Agree on one to use as a group
Identify info available to you (policy briefing worksheet)
Identify possible questions
Choose one key question
POLICY RESULTS
Subjective expectations – observable
Objective expectations – measureable
Input from citizens – property owners & residents
Input from agencies – non profit, private, gov’t
Indirect input – questionnaire, comment card
Direct input – advisory committee, public hearing
POLICY RESULTS ACTIVITY
Purpose – key result if the policy issue is addressed
1.
2.
3.
4.
5.
Select facilitator, recorder, timekeeper and presenter
Determine stakeholders
List observable and measureable expectations
Determine key result
Debrief questions in workbook
IS A POLICY NEEDED?
• to comply with legislation
• to establish consistent treatment
• to guide repeat situations
• to establish standards & regulations
• to protect the municipality legally
• if employee actions indicate confusion
Can you think of an example when policy was not
needed for an issue facing Council?
DEVELOP STAGE
• seeing possibilities
• analyzing options
• best practices
• contrary views
• innovative ideas
• mandate & success & effort
• pros & cons, best/worst, rating
Results in a preferred option
PRACTICALITY CHECKLIST
Options Analysis Criteria
Likely
Medium Unlikely
1. Legislative Ease
Yes
Maybe
No
2. Existing Policy Consistency
Yes
Maybe
No
3. Existing Contract Ease
Yes
Maybe
No
4. Political Will to Proceed
High
Neutral
Uncertai
n
5. Human Capacity to Implement
High
Medium
Low
Can you think of other practical considerations to
evaluate policy alternatives?
POLICY RESULTS ACTIVITY
Purpose – to generate possibilities & alternatives for
resolving the policy issue
1.
2.
3.
4.
5.
Select facilitator, recorder, timekeeper and presenter
Determine stakeholders
List observable and measureable expectations
Determine key result
Debrief questions in workbook
DELIVER STAGE
• plan to implement best option
• sequenced actions
• responsibilities
• timeline
• resources
• expenses
• revenue
• start-up costs
Results in a policy action plan
POLICY ACTIONS ACTIVITY
Purpose – to identify actions, timelines and resources to
implement the policy recommendation
1.
2.
3.
4.
5.
6.
Select facilitator, recorder, timekeeper and presenter
Identify required actions to implement the preferred option
Sequence the actions using a timeline
Assign positions to tasks
Identify resources
Debrief questions in workbook
POLICY RECOMMENDATIONS
Policy Briefing
• facts & comparative information
• prepared for Council discussion & debate
Policy Format
• policy recommendation
• prepared for Council debate & approval
Can you recall a time when staff prepared information
that was not what Council was looking for?
POLICY FORMAT
Municipal Logo
Type of Policy
Policy #
Approved by:
Effective date:
Department:
Policy Title
Purpose of Policy
Describes the issue the policy is meant to address
Describes the desired policy result and outcomes
Definitions
Defines terms included in the policy
Provides clarity & consistent understanding
Policy Statement
Reflects relevance to organization’s broad vision
Cites relevant laws, regulations or codes
Policy Content
Conditions, principles and applications
Who will administer the policy
Related Documents
Linked or superseding policies
Reference to implementation procedures
Appendices
Related information leading to the policy
Related information for implementing the policy
Approval
Date: Date of resolution by Council
POLICY RECOMMENDATION ACTIVITY
Purpose – to review a policy recommendation to ensure
support from Council
1. Select facilitator, recorder, timekeeper and presenter
2. Review Policy Briefing info & determine final recommendation
3. What factors affect the recommendation?
4. How will you address these factors?
5. What information needs to be presented to Council?
6. Debrief
Section 3
Policy Decisions
MAKING DECISIONS
Consensus – working through
CONSENSUS
views until agreement among all
Informed – analyze options
INFORMED
DECISION
through respectful discussion
Majority – voting by those who
SIMPLE MAJORITY
have authority to vote
Imposed – decision by one with
authority
IMPOSED
AGREEMENT
INFORMED DECISION MAKING
• adequate information
• good debate
• factual information and data
• forecasts and trends
• perceptions from various interests
• justification and further analysis
TYPES OF DECISIONS
Routine
Problem and solution are well know
Minimal criteria and options necessary
Yes/No
Choice to be made among alternatives
Focused on debate
Best Choice
Assessment of various complex alternatives
Information & debate required
Possibilities?
Problem & solution are not known
Information & debate required
What are some examples for each decision type
in your community?
POLICY CONSEQUENCES
Predictable
Enough information to predict outcome
Dependent
Different viewpoints that need comparison
Risky
Possible or unknown negative
consequences
What are some examples of different policy
consequences you have experienced?
GODD DEBATE
• differs from discussion
• good debate intended to result in a decision
• formal process that occurs in public
• yes – agree with recommendations
• no – turn down recommendation
• refer or defer – more information required
DEBATE ACTIVITY
Purpose – to discuss reasons policy debate might derail
1.
2.
3.
4.
5.
6.
Select facilitator, recorder, timekeeper and presenter
Brainstorm factors that derail policy debate. Choose two
As Mayor, how would you deal with these?
As Councillor, how could you prevent these from occurring?
Report back to plenary
Debrief
DEBATE DERAILERS
DERAILERS
1._______________________
ACTION
Remedy
Prevention
1._______________________
Remedy
Prevention
Does the mayor have a different role than a
Councillor?
PRINCIPLES OF GOOD DEBATE
• know what you’re talking about
• use logic to present your side
• be accurate, rely on facts
• be professional in your conduct
• use supportive language
• avoid exaggeration
• follow protocols, points of order
• keep your perspective
POLICY DEBATE ACTIVITY
Purpose – to present and debate policy recommendations
in a simulated Council meeting
1.
2.
3.
4.
Select facilitator, recorder, timekeeper and presenter
Prepare presentation using the ‘Policy Briefing’ worksheet
Present to a council within 5 minutes or less
Switch roles – Council & Observer
Group 1 presents to Council Group 2 – Observer Group 3
Group 3 presents to Council Group 4 – Observer Group 1
Group 4 presents to Council Group 1 – Observer Group 2
Group 2 presents to Council Group 3 – Observer Group 4
OBSERVATION WORKSHEET
Assigned Meeting Feedback
Observation
Learning
Section 4
Policy Implementation
IMPLEMENTATION FACTORS
Capacity to implement the decision
• staff time
• fiscal resources
• expertise
Unforeseen conditions
• community acceptance
• political will
• legal capacity
UNINTENDED CONSEQUENCES
Tradeoffs
• negative impact exceeds benefits
Social Impact
• causes people to react in a negative way
Resource Leveraging
• diminishes service or capacity
Can you think when a policy resulted in
unforeseen resource issues, negative
conditions or unintended consequences?
UNINTENDED CONSEQUENCES ACTIVITY
Purpose – to recognize, prevent or correct the impact of
unintended policy consequences
1. Select facilitator, recorder, timekeeper and presenter
2. Identify inadequate resources, unfavorable conditions
and/or unintended consequences that may arise from your
recommendation. Agree on 5 to examine further.
3. How could you have prevented this in the policy definition,
development and decision stages?
4. Is there an opportunity to correct in the debrief or evaluation
stage?
WORKSHEET
Unintended Consequences
ISSUE
1.
2.
3.
4.
5.
PREVENTIVE
ACTIONS
CORRECTIVE
ACTIONS
COMMUNICATING POLICY DECISIONS
Explain
• describe the policy process, outcome & action
• gains credibility
Acknowledge
• anticipate concerns & have answers
• phase in actions, monitor & evaluate
Champion
• stress benefits
POLICY AUDIENCES
INFORMED
External
IMPACTED
Indirect
IMPLEMENTERS
Agencies
IMPACTED
Direct
Policy
Audience
INFORMED
Local
IMPLEMENTERS
Staff
OTHER
Who makes up the audience for your
recommendation?
COMMUNICATION MEDIUMS
Public Media
• radio, newspapers, television
Target Mediums
• website blogs, give-aways, outreach programs
Informal Methods
• coffee shop conversation, trade show booth
How would you communicate your policy
decision?
DEBRIEF STAGE
• progress
• contingency options
• check-in points
• data & statistics
• observations
• comparisons
• scheduled review
• legislated requirements
How would you suggest your policy decision be
monitored?
SUMMARY
What are some key ideas you gained from this
session?
How will you apply one of these ideas in your
community?
What is one pitfall you would like your local
government to avoid in the policy making process?
CONCLUSION
THANK YOU!
Please remember to complete and return your
program evaluation.