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Port of Port Angeles PROPOSED STRATEGIC PLANNING PROCESS D EC E M B E R 3 , 2 0 1 4 Strategic Planning Presentation AgendaArticulate understanding of Port of Port Angeles project goals Discuss critical success factors and our proposed methodology Discuss public involvement opportunities Present proposed process, schedule and budget Strategic Planning PORT OF PORT ANGELES’S GOALS & OBJECTIVES FOR THE STRATEGIC PLANNING PROCESS Strategic Planning Plan Objectives Reflects diverse needs of community Communicate & collaborate Small port, remote location, current activities for diverse lines of business Focus on job creation and appropriate investment 5-year outlook Coordinate with Commission, Staff and key stakeholders Provide a strategic approach to implementation Strategic Planning Is Interactive Each Part of the Process Informs the rest of the Process. It is a Staff Driven Process, with the Consultant Team as Advisors and Facilitators. Port of Port Angeles PROPOSED METHODOLOGY The Team Jeannie Beckett- The Beckett Group – Project Lead Facilitator Process Designer Lead Author Sub-contractor Paul Sorensen- BST Associates Facilitator and Industry / Subject Matter Expert Methodology for this Project Confirm the Port’s Vision Refine the Mission- as needed Review Values Statements Identify Critical Success Factors including a SWOT Review and Update Goals Prepare Action Plans/ Strategies /Performance Measures Achieve the Results RESULTS The Process What do we want to be? Draft Vision •Let’s Dream! Who are we now? Where is the industry going? Are we in alignment with our Dream? How do we get there? Port Profile Competitive Position Confirm Vision Statement •Port Profile •Trend Information •Preferred •Goals, Strategies & Actions Scenario •Probable Scenario •Vision •Descriptive Information Action Plan •Action Agendas and Priorities Playing to Win versus Playing to Play PLAYING TO WIN Starts with people rather than money— what does it mean to win with our customers? Has a competitive dimension—who are we winning against? PLAYING TO PLAY • Doesn’t have a winning element but focuses on simply serving a customer segment • Is focused on an internal metric, such as “We’ll sell 25% more than we did last year” Winning is the only real path to sustainability but it will require hard choices! 10 Proposed Framework Proposed Framework for Process Process is almost as important as product Educate Engage Build capacity Be Nimble – Be willing to Refine Process as needed during the development of the Strategic Plan to best meet Port and community needs Opportunities for Public Involvement Website Meeting notifications Copies of draft documents Submittal of comments Public Meetings Commission Workshops Formal Commission Meetings Draft Plan Posted on the Port’s website- Public Comments taken Outreach Meeting in each Commission District Final Plan Timeline – 5 month Process Dec – Planning the Process Start to Develop Public Outreach Plan Each Month– 3 meetings with the Port Review progress with Executive and Deputy Meeting with Staff to develop work products Meeting with Commission to review progress to date / work session Jan – Vision, Mission, Values What do we want to be, to achieve and by when? Commission ½ day Work session Review our Dreams for the future and Draft Vision and Mission Statements Timeline – 5 month Process Feb – Assess Current Situation Who are we Now? Where is the industry going? Who is the customer? Who is our competition? What is our value proposition vs. our competition’s? What are our strengths and capabilities? Timeline – 5 month Process Mar – Review and Research/ Confirming Priorities/ Setting Goals & Objectives Are we in alignment with our Dream? How do we get there? Commission and Staff Full day Retreat – Review Staff work products to date: Port Profile- Who are we now?, Who are our Customers? Competitive Position- Where is the industry going? Who is Our Competition? What are our Strengths? What is the community benefit vs financial return of our current activities? Timeline – 5 month Process Mar – Review and Research/ Confirming Priorities/ Setting Goals & Objectives Review Vision, Mission and Values – Do we need to revised anything in the Vision or Mission based upon work to date? Review Commission Priorities Are we following these Priorities in our daily activities? Draft Port-wide Goals to support Vision and Mission After Retreat: more detailed work on How to get there? Staff draft initial Department/ LOB Goals and Strategies to support Port-wide Goals Timeline – 5 month Process Apr – Write and Present Draft Plan Prepare Draft Strategic Plan Continue to refine Department/ LOB Strategies Present Draft to Commission for Consideration and Public Comment Public Outreach in each Commissioner District May – Approve Final Plan Present Final Draft to Commission for Approval Next Steps – Phase II Organization Assessment and Development to align the organization with Strategic Plan Proposed Schedule Phase I Nov Task 1 Meetings Interviews/ initial research Public Outreach Staff Meetings Task 2 Implementation Visioning Retreat Research Commission mtgs/ workshops Task 3 Strategic Plan Document Draft document Final Document Dec Jan Feb Mar Apr May Proposed Budget Phase I- Strategic Plan Development Estimated Hours Task 1 2 3 Meetings 106 Public Outreach 4 Staff /LOB/Department Meetings 68 Preparatory work 34 Implementation Final Document 101 Total $15,435 Visioning 24 Retreat 31 Research 6 Commission Meeting/ workshops 40 Including drafting and district outreach 30 $4,605 237 $36,285 Labor Subtotal Expenses $16 ,245 Includes 3 trips/ mo. to PoPA + 3 district outreach meetings $3,338 $39,623 Phase II Implementation of Strategic Plan and Organization Alignment Review the Organization’s structure – Provide Recommendations Development of Supporting Department and Line of Business Plans of Actions Alignment of Performance Planning Individual Professional / Leadership Development Coaching Phase II scope to be refined after Phase I is completed. Current estimate $10,000 plus individual coaching as requested. Integrating the Planning Process It is about fitting the pieces together to make the Puzzle call the “Port” work as a whole to the benefit of the Community and it’s stakeholders! Balancing the Public Benefit with the Financial Return of the Port Questions? Jeannie Beckett [email protected] 253-905-8904