Transcript Document

Achieving Your Vision Through
Integrated Planning
Transforming “Powerful Ideas” into
Powerful Results
June 15, 2004
Presented by:
Philip Stack
Director, Resource Planning
University of Alberta
Presentation Outline
Issues Impacting
UofA
Why Integrated
Planning
Overview of
Framework
Reaping the Benefits
Questions
Lessons
Learned
What’s Next
Planning and Budgeting of Old
3
What We Heard
• President’s Panel
Vision
Strategic planning
Creating change
Culture
Communications
Performance measurement
Focus on students
Policy vacumm
The ability to convince others
4
What We Heard
• Emerging Trends in Institutional Analysis
– Importance of institutional measurement
– Linking assessment to accountability
– Developing measures that reflect your culture
– Need both lead and lag indicators
– Clearly connected to organizational goals and
strategies
5
Why is Integrated Planning Important?
Reduced Base Operating
Funding
Resistance to Large
Tuition Increases
Faculty Recruitment
and Retention
Capital Expansion
Research Funding Growth
Enrolment Increases
Changing Expectations of
students, government, donors,
public and granting agencies
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North Campus
Projects Underway
NINT BLDG
Centennial Centre for Interdisciplinary
Science (CCIS)
ETL
FOOD COURT
C
NREF
BLDG
EAST
CAMPUS
VILLAGE
Newton Research
HRIFWEST
HRIF
EAST
Bldg
HRIF
EAST
HRIF WEST
HRIF PARKADE
ZEIDLER
CENTRE
THERMAL
TANK
STORAGE
National Institute for Nanotechnology
(NINT)
East Campus Village Phase I
Natural Resource Engineering Facility
(NREF)
Health Research Innovation Facility
(HRIF) West
Health Research Innovation Facility
(HRIF) East and Zeidler Centre
ABACUS (Heart and Stroke Centre)—
Capital Health
Health Sciences Ambulatory Learning
Centre (HSALC)
New Thermal Storage Tank
Planning & Budget Implications
Planning
• Link to Institutional
Priorities & Capital
Priorities
Budgeting
• Financing
• Cash Flows
• Indirect/Lights on Costs
• Deferred Maintenance
• Government Relations
8
Integrated Planning as an Essential Tool
“To successfully manage the transformation of
higher education and guide its future, institutions
must view comprehensive and integrated planning
as an essential tool”
Source: Doing Academic Planning – Effective Tools for Decision Making. D. Anketell & T.
Anderes
9
Integrated Planning Defined
Integrated planning is the process whereby all
PLANNING and BUDGETING activities
throughout EVERY level of the organization are
effectively linked and coordinated and DRIVEN
BY the institution’s VISION, MISSION AND
ACADEMIC PRIORITIES.
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Why an Integrated Planning Process
at the UofA
1. To build on and improve existing planning activities
within a common four-year planning framework
2. To ensure integration of institutional academic
priorities and goals with Faculty/Unit academic
priorities
3. To become more strategic in decision making and
resource allocations
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Why An Integrated Planning Process
4. To respond more rapidly to emerging strategic
opportunities and challenges
5. To demonstrate to the University community,
government, public and other funding agencies, the
University’s commitment to accountability and
continuous improvement
6. To assist the University in achieving its vision of being
indisputably recognized
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Who Are the Players?
Board of Governors
President
General Faculties
Council
Board Finance
And
Property Committee
Vice President
Finance &
Administration
Academic Planning
Committee
Vice President
Facilities &
Operations
Vice President
External Affairs
Vice President
Research
Provost &
Vice President
Academic
aProvost
Executive
Planning
Committee
Integrated
Planning
Group
Strategic
Initiatives
Group
Student/University
Administration
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Budget Advisory
Committee
Where Did We Start?
• May 1, 2000 – Established the Office of Resource
Planning
• Restructured Executive Decision Making Committee
and Budget Committee
• Timeline of two years to develop, approve and
implement integrated planning framework – full
implementation April 1, 2002
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University of Alberta’s Integrated Planning
Framework
• 4-year plan developed at the institutional level supported by 4year plans developed at Faculty and unit levels all within an
overall integrated planning framework
• Utilizes a top down and bottom up planning process
• Incorporates elements of both strategic planning and business
planning
• Integrates aspects of a fixed term plan and rolling plan
• Includes annual budgets and three-year forecasts
• Annual updates and reporting of performance measures
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University of Alberta’s
Institutional Planning Documents
2002-2006 Strategic
Business Plan:
Update 2004
• Vision, Mission
• Opportunities, Challenges, Risks
• Goals, Key Strategic Initiatives,
Performance Measures
• Budget Overview
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University of Alberta’s
Institutional Planning Documents
•
•
•
•
Major Capital Priorities
Deferred Maintenance
Functional Renewal
Capital Budget
2003-2007 Capital
Plan: Update 2004
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University of Alberta’s
Institutional Planning Documents
•
•
•
•
2004-05 Budget
Budget Status
Budget Context and Risks
Budget Priorities
Budget Tables
– Consolidated
– Operating
– Capital
– Ancillaries
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Four-Year
Strategic Business Plan Template
Five Key Sections
1. Introduction and Assumptions
 Overview of vision, mission, values and core
activities
 Key assumptions in developing the plan
2. Forces and Sources of Change
 Overview of the environmental scan
 Outline of unit changes – emerging trends, existing
threats, present opportunities
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Four-Year
Strategic Business Plan (con’t)
3. Key Strategic Initiatives, Objectives, Strategies and
Performance Measures
 Strategic initiatives must link to the University’s
vision, mission and institutional strategic initiatives
 Maximum of two to three strategic initiatives per core
mission activity
 Detailed objectives and strategies for each strategic
initiative
 One or two performance measures linked to each of the
stated initiatives
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Four-Year
Strategic Business Plan (con’t)
4. Resource Plan
 Resources, new (operating, research, special
purpose, capital) or re-allocated required for each
stated strategic initiative
5. Annual Budget and Three-Year Forecasts
 Fully consolidated
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Key Strategic Initiatives, Objectives, Strategies,
Performance Measures, & Targets
STRATEGIC INITIATIVE 1: insert initiative
Objectives
Strategies
1. State
objective 1
State the strategies linked
to each objective
2. State
objective 2
3. State
objective 3
University
Initiatives
Reference the
number each
of the
University’s
initiatives
supported by
name
Key Strategic Initiative
Performance Measure
Target
State the specific performance measure
that you have selected for your stated
initiative (Note: this measure(s)
refer(s) to the key strategic initiative)
State the specific
target that you have
set
Performance Measures
• Developed for each key strategic initiative
• Institutional measures required by Alberta Learning:
– Enrolment
– Student satisfaction
– Student post-graduation employment
– Administrative effectiveness
• Faculties required to report on first three measures
• Balance of measures to be developed by each Faculty
• Focus on Process improvement and accountability
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University Planning Flow Chart
Colour
Code
April
Year 3 of 4 Year Plan
Institutional Planning Process
Unit Planning Process
Implementation & Updates
Reporting Process
May
June
July
Sept


 Environmental Update
 Key Budget Drivers
 Long Term Capital Plan
 Research Plan
 AB Learning Bus Plan



2002/
03 –
2005/
06
Plan
Cycle




Imple
ment
ation
&
Curr
ent
Bud
Upda
tes
Prev
Yr
Repo
rting
Oct
Updating of Institutional Plan
Forces and Sources of Change Update
Goals, Objectives, Strategies and Performance
Measures Update
 Resource Plan Update
 Preliminary Annual Budget Plus Three Year
Forecasts
Ongoing EPC Review of Plan as Updated With
Input from Deans’ Council
Updates
2002/
03 –
2005/
06
Plan
Cycle
August
Nov
EPC/
APC/
BFPC/
Board
Review of
Progress
& Update
of Plan
Dec
Updating of Plan and
Finalization of
2003/2004 Budget and
Forecasts
Initiation of the Institution’s Next 4 Year Planning Process
Comprehensive environmental scan
Review of Vision, Mission
Establishment of new Goals, Objectives, Strategies
Updating of Unit Plans
Forces and Sources of Change Update
Goals, Objectives, Strategies and Performance
Measures Update
Resource Plan Update
Annual Budget Plus Three Year Forecasts
EPC
Review of
Progress
&
Updated
Plans
Jan
EPC/DC/
APC/
BFPC/
Board
Review of
Vision,
Mission,
Goals
Revision and
Updating of
Unit Plans
Feb
EPC/
APC/
BFPC/
Board
Briefing
on Plan
Revise
as
Required
EPC Provisional
Approval of
Unit Plans
March
APC
recommends
to BFPC
BFPC
recommends
To Board
Board
Approval of
Plan
EPC/DC/
APC/
BFPC/
Board
Review of
Vision,
Mission
Goals
EPC
Formal
Approval
of Unit
Plans
Strategic Business Plan Implementation
1st Qtr
Update
EPC/BAC
/BFPC
Preparation of Institutional and Unit Annual Reports
Preparation Review and Approval of
University’s Audited Financial Statements
2nd Qtr
Update
EPC/BAC
/BPFC
EPC
Review
of
Reports
Annual
Reports
to
Board
AGM
2nd Qtr
Update
Board
3rd Qtr
Update
EPC/BAC
/BFPC &
Board
Post
Reports
On
Web
EPC – Executive Planning Committee; DC – Deans’ Council; BFPC – Board Finance and Property Committee; BAC – Board Audit Committee; APC – Academic Planning Committee
ommittee
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Institutional Plan
Long Range
Development
Academic
Fund
Development
Research
Full Integration
Unit
Faculty
Capital Plan
Institutional
Budget
Faculty and Administrative Unit Four-Year Strategic
Business Plan Approval Process
Executive Planning Committee
VP Academic
Four-Year Plan
VP External
Four-Year Plan
VP F & A
Four-Year Plan
VP Research
Four-Year Plan
Each of
16 Faculties
VP F & O
Four-Year Plan
Ancillary Units
Four-year Plans
Four Year
Capital Plan
Provost & 4 VicePresidents, Supported
by SIG & IPG
Each Portfolio,
Faculty and
designated
Administrative Unit
is given 1 hour to
present and argue
the benefits of their
plan. Presentations
every two weeks
from Sept to Dec
Institutional 4-Year Strategic Business
Plan Approval Process
Board of Governors
Board Finance and Property Committee
Academic Planning Committee
Executive Planning Committee
Institutional Four-Year Strategic Business Plan
Institutional Budget & 3-Year Forecasts
Four-Year Capital Plan
Portfolio
Four-Year Plans
Ancillary Unit
Four-Year Plans
Faculty
Four-Year Plans
Approval Process
Step 4 Board
Step 3 BFPC
Step 2 APC
Step 1 EPC
Documents Submitted
For Formal Governance
Approval
Supporting Documents
Hall Marks of the University’s Integrated
Planning Process
•
•
•
•
•
•
Open and transparent
Institution-wide
Integrated with fully consolidated budgets
Strategically focused
Strategic resource allocation/reallocation
Accountability through performance measures
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Challenges in Getting There
• Resources required to support the model
• Change management
• Shift in culture
• Would this process make a difference?
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Success Factors
•
•
•
•
•
•
•
•
•
Senior executive champion
Transparent and effective decision making framework
Effective and continuous communication
Willingness to listen but making final decisions
Money to support new strategic initiatives
Focus on accountability for progress
Internal support to assist in plan development
Partnership with government
Formal University endorsement of planning framework
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Has It Made a Difference?
Government/
Stakeholder Relations
Strategic Focus
Integrated Plan
Resource
Allocations
Enhanced
Accountability
Defend Strategic
Decisions
Board Relations
What We Learned?
•
•
•
•
•
•
•
Status quo not an option
Framework needed to make a difference
Framework must reflect needs/culture of University
Planning fatigue
Strategic focus versus resource commitment
The transition takes time
Remain committed
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What’s Next?
•
•
•
•
Transition to new President
Development of new academic/research plan
Continuous improvement of template
Enhance budget processes and implement Cognos
Enterprise Planning
• Continue to improve analytics and reporting though
data warehousing and Cognos
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Today’s Integrated Planning Process
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Questions
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Contact Information
Philip Stack
Director, Resource Planning
University of Alberta
1-16 University Hall
Edmonton, Alberta T6G 2J9
(780) 492-4976
[email protected]
http://www.uofaweb.ualberta.ca/vpfinancerp/
J:Records Management/BU09/PresGeneral/2004/CAUBO 2004.ppt
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