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Planning (definition)

1. A basic management function involving formulation of one or more detailed plans to achieve optimum balance of needs or demands with the available resources. The planning process (1) identifies the goals or objectives to be achieved, (2) formulates strategies to achieve them, (3) arranges or creates the means required, and (4) implements, directs, and monitors all steps in their proper sequence. Read more: http://www.businessdictionary.com/definition/planning.html#ixzz2RiPX6BTC In short, it means working out where you want to go and developing a possible sequence of events that will get you there.

Plans are nothing; planning is everything Pre-requisite to achieve success; it is a complicated world Determines opportunities, course of action, utilization of resources, proceed in organized manner

Nature of Planning
Most important function of management Link with all other functions of management

Pervasive in management

Function of Managers
Planning Staffing Organizing Leading Controlling

Benefits of Planning
Brings orderliness Avoids confusion Better management of resources Cuts waste

Different types of plans


Short term, medium term, long term Single use, standing plan, non-programmed, programmed, specific plans,

Cornerstone of planning
Objectives and goals Objective- desired outcome Goal-desired out come for an individual Stated objective- public Real objective-as defined by management

Traditional Objective
Top to bottom

Components of plans
Depends on the organization

Basis of planning
Must be based on sound information based on realistic and knowledgeable estimates of future facts aka FORECAST

Delphi Technique
Developed by RAND. * Poll expert on various questions, no need to meet face to face, simply ask them regarding their respective opinions

Scenario Writing
Writing a hypothetical story triggered by a specific event

Computer Simulation
Sim City, etc. Allows on how to make capital, population, food, population, etc will develop in the future.

Limitations of forecasting
Equations do not behave as they should Make allowance to unforeseen events or opportunities ei Texting

Strategic and Operational Planning


What is a strategic plan? What is an operational plan?

Strategic planning is the process through which an organization defines its strategy, direction as well as make decisions to allocate its resources. On the other hand, Operational planning is a subset of strategic work plan. It defines the short term methods of achieving the strategic objectives set while strategic planning is done. Strategic planning spans over a long time periods usually 5 to 10 years or so. On the other hand, operational planning are dependent on the current requirements. It is not etched on the stone type of plan. They are relative short term in nature, usually an annual plan. (source Wikipedia)

Strategic and Operational Planning


Why do we put so much effort into Operational planning?*

*Operational planning translates that strategy into the everyday execution tactics that will ultimately produce the outcomes defined by the strategy. Simply stated, operational planning is the conversion of strategic goals into managed execution.

How do we plan strategically?


A team approach SWOT Client input Real priorities Important objectives Clearly focused strategies Realistic actions Monitoring progress Using indicators

The Strategic Planning Framework


Integral to the annual Universitys Planning are: 1. University Statutes (Mission) 2. University Strategic Plan SY 2010-11 to SY 2014-2015 3. Operational Plans of the respective offices

A step by step Planning Orientation


University Setting

Strategic Directions
Provides the basis for all other planning. It is intended to convey to stakeholders the thrust and nature of the University. The University has its strategic plans until SY 2014-2015.

Operational Plans
Focus on strategies, programs, activities or actions that will give effect to Strategic Directions and the University wide strategies

Integrating with the budget cycle


We aim to develop a close relationship between Strategic Directions and the Universitys budget and between the operational plan and budget of each offices so that our budget priorities reflect our planning priorities.

The Annual University Operational Planning Cycle


Operational Planning ( for this year) Phase 1 Orientation Phase 2 Formulation Phase 3 OP submission Presentation Budget Submission/Hearing
To be calendared (C/O Finance)

February 7, 2013 February 8-26 February 26 Feb. 28-March 1

End Year Report Mid Year Report


Nov-December

Mission
Defines the focus of the University:
Article 3. The Mission of the University. Aquinas University of Legazpi, a nurturing community of Dominican learning . . . transforming and perfecting, under the patronage of St. Thomas Aquinas, commits itself to the pursuit of academic excellence through dedicated study, the strengthening of ones moral integrity through fervent prayer and witnessing, the sharing with others of the fruit of ones endeavor through loving service, the enhancement of ones emotional maturity towards a more Christian community, and the promotion of cultural advocacy for a genuine appreciation of Catholic, Filipino and Bicol identity.

University Thrusts
1. Moral Integrity 2. Academic Excellence 3. Emotional Maturity

Universitys Motto

Nurturing the mind, Enriching the Spirit

Putting the New OP together


Using the template Establishing the objective of the office/department Enumerating the KRAs Listing the activities and tasks Addressing the key result areas Identifying key performance indicators Creating the time frame Assigning the person(s)/office(s) involved Allocating resource(s)

Using the New OP template


Objective- Only one objective for the office
KEY RESULTS AREA (KRA)
Moral formation includes: 1.1 Intensification of Religious Formation 1.2 Strengthening of Attendance in Liturgical Services 1.3 Integration of Ethics in All Areas of Instruction 1.4 Conceptualize and implement Programs Inspired by the Social Teachings of the Church 1.5 Revival and Re-energization of the Pastoral Council 1.6 Organization of the Basic Ecclesial Communities 1.7 Monitoring of Religious Education Courses and Ethics Classes in All Levels 1.8 Development of Culture or Best Practices Academic formation includes: 2.1 Instruction 2.2 Research 2.3 Extension Support services includes: 3.1 Instructional facilities Administration includes: 4.1 Administrative Organization 4.2 Administrative Performance 4.3 Administration of Non-Teaching Personnel 4.4 Student Personnel Administration 4.5 Administration of Records 4.6 Financial/Business Administration 4.7 Institutional Planning and Development 4.8 Alumni Relation 4.9 Public Relation

SPECIFIC ACTIVITIES AND TASKS

PERFORMA NCE TIME FRAME INDICATOR

PERSONS INVOLVED

RESOURCES

Now: only the main objective of the office ei. To become the center of development in liberal arts education

Establishing the objective


Anchors on the Universitys strategic plan Expresses the values/thrusts of the University Apply SMART (SMART- Simple, Measurable, Achievable, Realistic, Time Sensitive) Implements the vision of the office/department vis-a vis:
Core function(s) of the office/department Immediate issues

The key result areas (KRAs)


KRAs refer to general areas of outcomes or outputs for which the department's role is responsible. Value of KRAs: Identifying KRAs helps individuals/offices:
Clarify roles Align roles to the Universitys strategic plan Focus on results rather than activities Communicate their roles purposes to others Prioritize their activities, and therefore improve their time/work management

Key Result Areas


Focus our activities on the areas in which achievement of desired outcomes is crucial, specifically on University identified KRAs:
Moral Formation Academic Formation Support Services Administration

Key Result Areas (cont)


Moral formation includes:
1.1 Intensification of Religious Formation 1.2 Strengthening of Attendance in Liturgical Services 1.3 Integration of Ethics in All Areas of Instruction 1.4 Conceptualize and implement Programs Inspired by the Social Teachings of the Church 1.5 Revival and Re-energization of the Pastoral Council 1.6 Organization of the Basic Ecclesial Communities 1.7 Monitoring of Religious Education Courses and Ethics Classes in All Levels 1.8 Development of Culture or Best Practices

Key Result Areas (cont)


Academic formation includes:
2.1 Instruction 2.2 Research 2.3 Extension

2.1 Instruction
2.1.1 2.1.1a Program Offering Strengthening of Priority and Flagship Programs

2.1.1b Accreditation 2.1.1b.1 Evaluation of Program Status 2.1.1c 2.1.1d 2.1.1e 2.1.1f 2.1.1g 2.1.1h 2.1.1i 2.1.2 2.1.3 Alternative Learning Programs Planning, Monitoring and Evaluation of Instruction Development of Instructional Materials Integration of Formation in Instruction Knowledge Development and Production Integration of Bicol Studies in Instruction Development of Internet-based Instruction Faculty Profile/Complement Performance of Students and Graduates

2.2 Research
2.2.1 2.2.2 2.2.3 Knowledge Base Development Establishment of Bicol Studies Center Enhancement of Instructional Methodologies and Research

2.3 Extension
2.3.1 Development of Program-based Communitybased Community Extension Services Strengthening of Community Engagement Programs

2.3.2

Key Result Areas (cont)


Support services includes:
3.1 Instructional facilities

Key Result Areas (cont)


Administration includes:
4.1 Administrative Organization 4.2 Administrative Performance 4.3 Administration of Non-Teaching Personnel 4.4 Student Personnel Administration 4.5 Administration of Records 4.6 Financial/Business Administration 4.7 Institutional Planning and Development 4.8 Alumni Relation 4.9 Public Relation

Activities and tasks


Which activities will, over the next twelve months or so, further the strategies to attain the objective? Must be aligned with the KRA

Key Performance Indicators (KPI)


What will tell you whether the team has achieved each of its objectives?
Which performance indicator best shows progress in the key result area? = This is the KPI for the KRA (ei car dashboard) Gives a picture of what an achievement looks like Others may be useful for management and may relate to individual strategies or actions

Key Performance Indicators


Meaningful/Adequate Measurable Quantitative or qualitative Disaggregate Routinely collected/Practical Comparable Reliable

KPI
Incorrect Attendance in religious activities Correct Average daily number of people in attendance in religious activities in a given month Correct - % increase in the attendance of religious activities in a given month

Time Frame
Operational plan is an annual plan Indicates the period during which something takes place or is projected to occur No need to divide the time frame by quarter; just indicate to the column provided in OP when the activity will start and end ( from June to Nov )
Ist Quarter x 0 2nd Second x 0 3rd Quarter x x 4th Quarter 0 0

Person(s)/Office(s) involved
Who are the university officials and what offices are involved on the said activities/tasks? Do not assign the individual person, but the position/office involved with the indicated activity.

Resources
What provision needs to be made in the budget to support these actions? What other resources are required? Reminder: Resources should be optimized.

Check
Does the operational plan cover all responsibilities and activities of your office? Does it address University Strategic Plans and conforms to the Universitys mission and thrusts? Does the office budget include corresponding resource allocations?

Implementation & Review


How will you ensure that the operational plan is implemented, monitored and reviewed regularly?

Phase 2 OP Planning
February 8-25 Planning by respective divisions/offices

Phase 3 OP Presentation
February 26 submission of softcopy (word file) and hardcopy to RPD. February 28 - March 1
Plan is to hold the presentation out of town ( other details to follow) Last year: 20 minutes per presenter
8 minutes operational plan presentation 12 minutes critiquing

For further questions.


You may email the office at rpd@aq.edu.ph Or visit The RPD office is located at the ORP Thank You.