Procedure ODRQ06-1 Strategic Planning
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1 APPROVAL SIGNATURES DATE Delia Mozer (original signature on file) Director 04/01/02 REVISION HISTORY Rev No. Description of Change Author Effective Date Basic Initial Release Delia Mozer 10/01/02 A B C D REFERENCE DOCUMENTS Document Number Document Title ODRF01.1 ODRF06.2 ODRSM06.1 ODR SM06.2 Quality System Performance Report Review Document Business Management Planning 1
2 1.0 PURPOSE The purpose of this procedure is to outline the stages of effective strategic planning for ODR Pty ltd. 2.0 SCOPE ODR Pty Ltd Strategic Plan covers a period of 5 years and is reviewed on an annual basis. Key performance Areas and Key Performance Indicators are derived and reviewed annually. All staff and in particular groups or teams allocated to the performance of the Quality System. These groups and teams shall be provided the resources to conduct Process Action Team (PAT) evaluations and specified tasks. Individual responsibilities are described within the procedure. 3.0 DEFINITIONS Strategic Plan KPAs The Strategic Plan for ODR Pty Ltd is a succinct statement of the business direction for a specified time period. It includes the business Mission, Vision, Values, Key Stakeholders, Key Performance Areas and Key Performance Indicators. Key Performance Areas describe the strategic directions for ODR KPIs Key Performance Indicators define the objectives and performance measures that are set on an annual basis for each Key Performance Area. Performance Agreement Environmental Scan The Performance Agreement is an annual contract between ODR s directorate and operational level staff. An Environmental Scan encapsulates background information to the setting of Key Performance Areas. It includes current policy, industry demographic material, customer profile and satisfaction and benchmarking information.
3 4.0 PROCEDURE ODR s Board of Directors will nominate a dedicated project manager for the task of coordinating the development of the strategic plan. The following lists the activities the project manager will undertake in developing the plan. 4.1 CONTENT The basic stages in the preparation of ODR s Strategic Plan are: - Cycle - Stocktake of present performance - Analysis of the future environment - Development of KPAs - Preparation of KPIs and other subsidiary plans - Review the reporting cycle - Consultation across staff 4.2 STRATEGIC PLANING CYCLE Prepare the timelines and action plan for implementing the annual strategic planning process, usually in November of each year. Include in the strategic planning cycle the levels of consultation. 4.3 STOCKTAKE OF PRESENT PERFORMANCE Collate performance information according to the current Strategic Plan. 4.4 ANALYSIS OF THE FUTURE Coordinate and maintain data and information collections that describe environmental scanning, customer satisfaction, business directions, benchmarking and the organisational impacts on the business. Include an analysis of critical information and background documentation to the strategic planning process. 4.5 DEVELOPMENT OF KPAS Forward the timelines and proposed process for review of the current plan and derivation of the annual KPAs and KPIs to the Director for endorsement. The Director approves the timeline and process for review.
4 Organise seminars, focus groups and/or external consultations depending on the detail of the agreed review and planning processes. Participants in the development process include clients, staff and program participants. Draft KPAs for the Strategic Plan. Organise the material to be used in the consultation process for the KPAs. This may occur in a seminar and/or subsequent activity. Staff/program participants may also access and comment on the draft KPAs which are filed at head office administration. The Director agrees to the adoption of the KPAs following consultation. 4.6 PREPARATION OF THE KPIS Organise workshops, seminars and/or external consultants to commence the development of KPIs using the Seminar Manual ODRSM06.1 Manual methodology. Consult with clients, staff and others regarding the draft plan. Present draft KPIs to the Director for feedback and review. The Director endorses the Corporate Scorecard. Promulgate the draft and associated KPAs and facilitate the development of action plans developed at business unit level in accordance with ODRSM06.2 Business Planning Manual. Forward the Strategic Plan and assigned responsibility to each KPI to the Director for endorsement. Promulgate the new Strategic Plan and include the Strategic Plan in induction material for new staff. 4.7 REVIEW AND REPORTING CYCLE The designated project manager has responsibility for reporting on the achievement of the KPIs to the agreed timeline in consultation with staff. Follow up on any agreed actions arising from periodic reviews and advises staff of progress of KPIs. Collate input from staff and forward the Review document ODRF CONSULTATION Include in the strategic planning cycle the levels of consultation with clients, staff and program participants regarding the Strategic Plan.
5 Review the strategic planning process based on information and data from seminars, workshops, focus groups and staff satisfaction surveys. Provide performance information to the Director at least twice yearly.
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