SAYCW Strategic Planning Session

Transcription

1 SAYCW Strategic Planning Session February 8, 2013 Meeting Summary Prepared by

2 Background The Saskatchewan Alliance for Youth and Community Well-being (SAYCW) contracted to develop a one-day strategic planning session for the SAYCW Steering Committee. The goal of the session was to provide the Steering Committee with the opportunity to reaffirm its overall strategic direction and structure of collaboration. The day was designed to address the following: review/share the accomplishments of the SAYCW Steering Committee to date; learn about the LEAN management model, as implemented by the Ministry of Health; review the SAYCW Knowledge to Action Conceptual Model; review the SAYCW Strategy Framework; and review and revise the A3 strategic planning tool. Participants Riaz Alvi (SCA), Shardelle Brown (SCA), Brenda Cholin (PNRHA), Kyla Compton (FNIH), Robert Currie (LEADS), Jennifer Cushon (SHR), Melanie Dubyk (PAPHR), Alim Gillani (Heart and Stroke Foundation), Chunli Gu (PHAC), Brenda Kalyn (College of Education), Christine McDougall (SCA), Nazeem Muhajarine (SPHERU), Ron Nowlan (Ministry of Education), Mandiangu Nsungu (Sunrise), Susan Poelzer (SCA), Jon Tonita (SCA), Cheryl Whiting (SCA), Flo Woods (Ministry of Health), Donna Ziegler (CCS) Discussion Results SAYCW Accomplishments and Introductions The group began the day with a paired discussion and large group report back. They were asked to reflect on the following question: Thinking of your involvement with the SAYCW and the work completed to date, what accomplishment are you most proud of what has been a highlight for you? the diversity of our partnership/stakeholders our tenacity to move forward, despite our challenges our local focus the progress we have made in a short time 1

3 the work towards a common goal the participation and engagement to develop the logistical pieces which provide a foundation for our work (i.e. Terms of Reference) our work on the development of the questionnaire our ability to stay engaged after a year working through shifts in momentum the focus on youth and the future that we are working towards a made in Saskatchewan initiative the cohesiveness of our group we enjoy a real comfort level and we share a common perspective that puts us on the same page our broadened scope of what we want to accomplish the shift from our initial focus on a youth survey to a perspective that goes beyond youth the structure we have established - defining and determining roles and responsibilities, establishing a steering committee and working groups, setting goals and objectives the expanded focus beyond cancer that this is the first time a group has come together for the purpose of gathering data that can inform the youth agenda LEAN Management Model Presentation Jon Tonita shared a presentation on Hoshin Kanri, the province-wide health sector strategic planning process. This included a short question and answer session. The group was asked to discuss the merits of using this as a framework for the SAYCW planning process. After considerable discussion and questions, there was consensus to align the SAYCW strategic planning process with the strategic intents of the Hoshin Kanri process in Saskatchewan. Questions or comments that warrant further consideration: It will be important to clarify the boundaries of our initiative what does it include and what is beyond the scope? There is a broader concept of continuous improvement (Kaizen) in this model, and this highlights the importance of Kaizen training for Steering Committee members. 2

4 SAYCW Knowledge to Action Conceptual Model the House In small table discussions, the group reviewed the most current draft of the House model. They were asked to consider: What, if anything, is missing or needs changing,- is there consensus at your table to use this latest version? The group made the following suggestions for change: Group 1 youth and community wellbeing is too broad: we need to distinguish ourselves and be more specific about what we intend to achieve - is it the survey or is it broader? Group 2 Vision is too broad: consider the phrase positively impact our youth and community well-being Still a question about communication - is it a pillar or the foundation? Change the centre to Plan-Do-Study-Act (PDSA) Group 3 The house is a model of process how we are going to do things. What we really need is a Strategic Intent Model for the Alliance, which will illustrate what we want to achieve. Ministry of Education Update Ron Nowlan, Consultant from the Ministry of Education, shared an update on the school-based survey initiatives currently in place through the Ministry. He highlighted the following: The Ministry has done an analysis of the current number and type of school based surveys, and there is recognition that there are currently a number of surveys in place. Ron offered to share provincial and national environmental scan of school based surveys; The Ministry has licensed the Tell Them From Me (TTFM) survey, and two streams are currently underway - school engagement and school completion. These will be completed in March until the end of May, and results will be back to schools by June 4 to facilitate their planning cycle; 3

5 In 2014, the TTFM will focus on a healthy schools component, and the next step is to identify the scope of questions for that survey. The Ministry will select questions and also engage with stakeholders for their input and direction. This question review process is scheduled to take place in May and June of 2013, and it would be important to have the Alliance s involvement in that; Established surveys are no longer being taken up by all schools (i.e. the early development instrument and the youth school survey), and the decision to take part in a survey rests with the individual school administrators; Data from the TTFM survey is owned by the Province and shared with schools they only see the data specifically gathered from their school; First Nations schools are not participating in the TTFM survey due to data ownership concerns; The question of whether or not the Alliance could see the questions on the TTFM health survey was raised, and Ron offered to follow up; A question was raised about how the TTFM survey, with a strictly school focus, will meet information and planning needs at the community level. It was pointed out that schools and the education system have a responsibility to address community demands and expectations - community health is important to school success. Strategic Intent for the SAYCW At the group s direction, the agenda was revised to allow time to develop a Strategic Intent Model for the SAYCW. This process included large group discussions to get feedback for potential vision and mission statements. The group also participated in table discussions on the four better targets from a SAYCW perspective. Vision To develop their vision statement, the group was asked to reflect on the following questions: What is the future state you are working to achieve? What do you want the future to be? What does the future look like if you have been successful? In the large group discussion, participants shared the following ideas for a vision statement: Communities with reduced risk factors for chronic diseases including cancer Healthy strong vibrant youth and community Informed and empowered youth in healthy communities 4

6 Instilling strong body, mind, spirit and voice in youth Knowledge to action for healthy youth and thriving communities Improved population health status and well-being Healthy youth and healthy communities Saskatchewan youth health and well-being through community driven action supported by a surveillance system Informed leaders building community health Achieving health we all deserve Working together to improve long lasting well-being of Saskatchewan communities Leading our youth to a healthy future Engagement of partners, community From this discussion, the group identified key words that resonated for them: information, knowledge to action, collaborative, communities, youth, well-being, engagement. Mission To develop their mission statement, the group reviewed the following purpose statement from their Terms of Reference: To enable Saskatchewan Youth and Communities to influence their own well-being through effective local-level action that is supported by a coordinated and collaborative provincial system of population health surveillance and knowledge development and exchange. During the large group discussion the following ideas and comments were shared: Remove the concept of enable and frame it as Saskatchewan youth and communities working to Consider who are we? Communities working to influence their own wellbeing through their youth? We are playing a leadership role (vs. enabling) to provide leadership. Population health model is about enabling facilitating to collaborate in partnership inclusive alliance. It s a culture of empowerment more than leadership. This is an important distinction for our First Nations partners. We could include the idea of evidence-based action - initiatives developed on the basis of local population health surveillance data. This fits with knowledge development concept. It s important to recognize this is based on valuing what communities already know. 5

7 At the conclusion of this discussion, the group confirmed that their current purpose statement captures the key elements of a mission statement. They also agreed that some revision to simplify the language (i.e. grade 7 reading level) would be a good next step. The Better Triangles In table discussions, each group took one component of the better model and identified an initial version for the Alliance. The table reports were shared with the large group as follows: Better Teams: open, complementary, diverse, leadership, multiple partners and synergy Better Health: improve community health through empowerment of youth and the generation and exchange of community based knowledge in collaboration with community to achieve and sustain health equity Better Value: reduced duplication, multiple use information, efficient use of resources, everyone included (population based), local level community ownership, directed and evidence-based investments, both public and private Better Care: better care to preserve and protect the value of the data, better care to use evidence based programs, policies and behaviours, better care that the communities are able to identify their own needs, strengths and priorities, and also that communities can identify risk factors that interfere with youth and communities achieving success and better care that we are able to reduce the burden on the health treatment system. Youth and communities are able to care for themselves and their resources. Communities care for themselves Next Steps The group finished the strategic planning session by identifying next steps. It was agreed that Jon Tonita, Melanie Dubyk and Rob Currie will refine the draft A3 and the four better statements in the Strategic Intent model. Shardelle Brown and Cheryl Whiting will develop draft vision and mission statements. 6

8 Closing Round During the closing round, participants were asked to share a highlight of the day. Comments included an appreciation for the opportunity to connect face-to-face, acknowledge their accomplishments, learn about Hoshin Kanri/LEAN and reestablish their momentum as a group. It was noted that through the day s work together, they were able to reaffirm their overall strategic direction and structure of collaboration. 7