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Worksheet 7: Readiness Criteria: Criteria Met? One or more strong process sponsors have agreed to serve: Y One or more strong process champions have agreed to serve: Y The process is within our mandate- or can be: Y Resources are available to do the planning; Y Resources are likely to be available to implement the plan: Y The process and the plan will be linked to our budgets and Operational plans; Y The benefits outweigh the costs; the process will create real value For our organization and our stakeholders. Y Strategic planning is the right tool for what we need to do: Y We can figure out ways to deal with or mitigate any NO responses To the previous criteria: Y Now is the right time to initiate the process. Y Based on our responses so far: we should: PROCEED.   Worksheet 8 1.) Whose plan is it? 2) What period of tie will the plan cover? 3) What opportunities, issues, problems, or concerns do you hope the planning process and the plan will address? 4) Who is sponsoring the strategic planning process? 5) Who is the process champion? And does the champion have the backing of the sponsors, and does he or she have the necessary ability, resources, and time, as well as the respect of participants? 6) Who will be on the strategic planning project team? 7) What kind and size of strategic planning team works (or will work) best for your organization? 8) Who should be involved in the development of the plan? . 9) Who should or will need to be involved in the review of the plan prior to and during any formal adoption process? 10) Who are the audiences for the plan? To whom will it be marketed? 11) What settings or forums are available for dialogue and deliberation as the planning process proceeds? Where will the strategic planning team meet? What kinds of forums are necessary for engaging others in the strategic planning process, and where and how might they be held? 12) How many hours are you will to give to the strategic planning process, including meetings? 13) Are you using internal or external consultants or other resource experts (such as group process facilitators, content experts, survey research firms or communication experts)? . 14) How will you coordinate with and use consultants and process experts? 15) Who other than the champion will provide administrative support for the day-to-day work of planning effort? 16) What type of written plan do you envision? 17) What is the expected time frame for the planning process? 18) What steps will you use in your planning process? 19) What resources do you need to start and to complete the effort and where will you get them? 20) Are key stakeholders likely to be willing to implement them, even if they require the organization to look at or do things quite differently from the way they are being done now? 21) What criteria do you think should be used to judge the effectiveness of the strategic planning process? 22) What criteria do you think should be used to judge the effectiveness of the strategic plan? Worksheet 9: Strategic Planning Team Make a strategic Planning team Worksheet 10: Meeting Agenda Schedule a meeting discuss plans, and goals Worksheet 11: Meeting Summary What the meeting was about Worksheet 12- Meeting Evaluation 1) To what extent did this meeting achieve the stated objectives? 2) What was the most helpful to you in advancing the work of the team? 3) What aspects were least helpful to you in advancing the work of the team? 4) Suggestions for improvement or other comment? 1) How did we do in meeting our objectives for this meeting? 2) What can be done to improve our work together? Worksheet 13: Designing Learning Forums 1) At what places in the strategic planning process and levels in the organization is it necessary or desirable to have ongoing learning forums? 2) Which already existing groups can serve as learning forums for some of the work? 3) What new learning forums will be needed? What will they focus on? 4) Who will convene each group? 5) What kind of training will be needed to help each group embody the characteristic of effective learning groups? 6) What is the process by which learning will be translated into advice? 7) How will the effectiveness of learning groups be evaluated? 8)How will the work of learning groups be acknowledged and celebrated? Worksheet 15: Creating an Elevator Speech 1) What is being done? 2) Why is strategic planning important at this time? 3) Who will be helped by this effort? And where are they? 4) How will they be helped? 5) Why is this important for those being helped and for the organization? 6) When is the work being done and when are significant results expected? Worksheet 16: Initial Compilation of Mandates

Worksheet 17: Background for Group Discussion of Mandates

 

1. Discuss what is “mandated” and identify the various types of mandates the organization has.  What does this mean about our purpose and nature as an organization? Which mandates can and should we change as an organization, and which ones require other to be involved?

 

2. What impacts do these mandates have on our future direction as an organization, including their implications for resource availability and use?

.

 

3. What programs, services, products, and project areas are not ruled out by mandates?

 

4. What is the relationship between our organization’s current mission and its mandates?

 

5. What mandates may need to be changed, eliminated, or added and why?

 

Worksheet 18: Stakeholder Identification

 

Worksheet 19:  External Stakeholder Analysis

 

Worksheet 20: Internal Stakeholder Analysis

 

Stakeholder: FEMA, FLETC, TSA, USCIS, CBP, USCG, ICE, USSS

 

Stakeholder: FEMA

1) How does this stakeholder affect us or how do we affect this stakeholder?

 

2) What do we need from this stakeholder, and what does this stakeholder need from us?

 

3) How important is this stakeholder?

Reasonably.

4) What role should this stakeholder have in the planning process?

Participant in the process

 

Stakeholder:FLETC

1) How does this stakeholder affect us or how do we affect this stakeholder?

2) What do we need from this stakeholder, and what does this stakeholder need from us?

3) How important is this stakeholder?

4) What role should this stakeholder have in the planning process?

 

Stakeholder: TSA

1) How does this stakeholder affect us or how do we affect this stakeholder?

2) What do we need from this stakeholder, and what does this stakeholder need from us?

3) How important is this stakeholder?

4) What role should this stakeholder have in the planning process?

 

Stakeholder: USCIS

1) How does this stakeholder affect us or how do we affect this stakeholder?.

2) What do we need from this stakeholder, and what does this stakeholder need from us?

3) How important is this stakeholder?

4) What role should this stakeholder have in the planning process?

 

Stakeholder: CBP

1) How does this stakeholder affect us or how do we affect this stakeholder?

2) What do we need from this stakeholder, and what does this stakeholder need from us?

3) How important is this stakeholder?

4) What role should this stakeholder have in the planning process?

Participant in the process

 

Stakeholder: USCG

1) How does this stakeholder affect us or how do we affect this stakeholder?

2) What do we need from this stakeholder, and what does this stakeholder need from us?

3) How important is this stakeholder?

4) What role should this stakeholder have in the planning process?

 

Stakeholder: ICE

1) How does this stakeholder affect us or how do we affect this stakeholder?

2) What do we need from this stakeholder, and what does this stakeholder need from us?

3) How important is this stakeholder?

4) What role should this stakeholder have in the planning process?

 

Stakeholder: USSS

1) How does this stakeholder affect us or how do we affect this stakeholder?

2) What do we need from this stakeholder, and what does this stakeholder need from us?

3) How important is this stakeholder?.

4) What role should this stakeholder have in the planning process?

 

 

 

Worksheet: 21 Power Versus Interest Grid

 

 

 

Worksheet 22: Key External Stakeholder Engagement

 

 

Worksheet 23: Key Internal Stakeholder Engagement

 

Worksheet #24: Mission Statement

 

1) What is our current mission?

2) In general what are the basic social and political needs we exist to fill? Or. What are the

 

3) What is our role in filling these needs or addressing these problems? How does our organization differ from other organizations?

4) In general, what do we want to do to recognize or anticipate and respond to these needs or problems?

 

5) How should we respond to our key stakeholders?

 

6) What is our philosophy, and what are our core values?

 

7) Is our current mission dated, and if so, how?

 

8) What changes in the mission would I propose?

 

9) Examine the answers to the prior questions and draft a mission statement

 

Worksheet: 25 Values Statement

 

1. List what you would consider the organization’s key values in practice at the present time.

 

2) Are there any additional values you would like to see the organization adopt to guide the conduct of its business and its relationships with key stakeholders?

 

3)What conflicts are there among the values that should be addressed?

4) Having identified both current values, and those you would like to see adopted, place an asterisk next to the 8-10 values that you think are most important for the organization to embrace?

 

5) Engage in a group discussion and develop a working definition for each of the 5/6 values on which most people can agree.

 

6) Now consider how you want to reflect those top values in the strategic planning process and in the strategic plan

 

Worksheet #26: Vision Sketch

 

2) Now imagine it is 5 years (or ten) years in the future and you are a journalist reporting on your organization. W hat do you see in the following areas:

 

3) If your vision sketch for the organization is out of alignment with where you think things are at present, then indicate where the major misalignments or gaps are.

 

4) Engage in a group discussion which you compare and contrast each other’s vision sketches.

5) Assign an individual or small group the task of drafting a vision sketch that combines the best features of the individual’s sketches along with what appear to be the group’s consensus views.

6) Now consider how you want to use the vision sketch to guide the strategic planning process and how it should be reflected in the strategic plan.

 

Include the key human areas of performance and training when addressing strategic goals that will improve the organization accomplish these goals.

 

Worksheet # 27: Internal Strengths

 

Worksheet# 28: Internal Weaknesses:

 

Worksheet# 29: External Opportunity

 

Worksheet # 30: External Challenges (or Threats)

 

Worksheet #31: Competencies, Distinctive Competencies, and Distinctive Assets

 

Worksheet # 32: Individual Strategic Issue Identification

 

Worksheet #33: Operational Versus Strategic Issues

 

 

 

Worksheet #34: Master List of Key Strategic Issues

 

Master List of Key Strategic Issues & Sub-Issues

 

Worksheet # 35: Master Strategic Issue Statement

 

1) What is the issue?

 

2) Why is this an issue?

 

3) What are the consequences of not addressing this issue?

 

 

1) What is the issue?

2) Why is this an issue?

3) What are the consequences of not addressing this issue?

4) What should our (perhaps revised) goals be in addressing this issue?

1) What is the issue?We are not optimal at meeting the National Prevention Framework

2) Why is this an issue?

 

3) What are the consequences of not addressing this issue?

4) What should our (perhaps revised) goals be in addressing this issue?

 

Worksheet 1: Readiness Assessment

 

1) What do you think is the most important reasons are for undertaking a strategic planning effort? Why do you think so?

 

 

2) What are the major substantive and process issues that need to be addressed as part of the process?

 

 

3) What are the 5 priority issues that you think should be addressed first?  Please rank them from 1-5, 1 is most important.

 

 

4) What do you think needs to stay the same or endure as a result of the strategic planning process and what should change?

 

5) Who should have a role in the strategic planning process and why? Who should probably not have a role, and why?

 

6. For the strategic planning efforts to succeed, what do you think must happen?  In other words, what do you think is absolutely necessary for success? Why do you think so?

 

 

7.  Can you think of any key questions that we have not touched on?

 

 

8. Do you have any other insights, ideas, or suggestions regarding strategic planning for this organization?

 

Worksheet 2: Strengths, Weaknesses, Opportunities and Challenges

 

1. Comment on any significant organizational strength, weaknesses, opportunities, challenges in the areas of mission and vision.

 

 

2.Comment on any significant organizational strength, weaknesses, opportunities, challenges in the areas of budget, human resources, and information technology.

 

3. Communication.

Comment on any significant organizational strength, weaknesses, opportunities, challenges in the areas of communication.

 

4. Leadership, Management, Organizational Structure and Culture.

 

Worksheet 3: Barriers to Strategic Planning

 

On the basis of information learned from Worksheet 1 and 2, what do you see as major internal and external barriers to a successful strategic planning process?

 

 

Worksheet 4: Expected Costs of Strategic Planning

 

List the financial and other costs you expect to incur from strategic planning. List ways to manage?

 

Worksheet 5: Expected Benefits of Strategic Planning

 

List the benefits, direct and indirect you expectfrom strategic planning?

 

Worksheet 6: Thinking Strategically About Strategic Planning

 

1)

a) We have, or can have, a clear understanding of our formal or informal mandates.

 

YES

 

b) We have, or can have an inspiring organizational mission.

YES

 

2) We know, or can know, who our key and other stakeholders are, and how they relate to one another and to us.

 

YES

 

3) We have, or can develop, a clear understanding of our organizations strengths, weaknesses, opportunities, and challenges (or threats).

 

YES

 

4) We understand, or can understand, our organization’s culture and values.

YES

 

5) We have established, or can establish a clear statement of the need for or desirability of strategic planning.

a) We have identified the urgency or desirability of acting

YES

b) We have communicated, or can communicate the case for action to key internal and external stakeholders.

YES

 

6) There are, or can be, powerful sponsors of a strategic planning effort.

YES

 

7) There is or can be an effective process champion to manage the strategic planning process effort on a day-to-day basis/

YES

8) There is or can be an effective team to lead the planning effort.

YES

a) We have, or can identify a team that has, or will have the backing of the organization leadership to spearhead the effort.

 

b) The team can access appropriate and necessary analyses and resources to support the process.

YES

c. The team can develop processes to include (as appropriate) both internal and external stakeholders.

 

YES and NO- Processes within the O&IA can be changed, however, the stakeholders of the O&IA Homeland Security Enterprise fall outside the jurisdiction of this office.  It will require the action of the Director of the Homeland Security to make requisite changes to those offices.  Any process changes to the departments, services or program managers, within the IC require authorization from the ODNI.

 

9) We have, or can have, effective forums in various parts of the organization and with outside stakeholders to promoted deliberation, learning, and informed decision making as part of the strategic planning process.

YES

 

10) We consistently learn, or can learn how to learn, in formal and informal ways from our successes and failures.  We know why things work well and why they do not; and if we do not know, we can be committed to figuring out how to find out.

 

 

11.) We have, or can develop a process to create a clear direction and sense of vision for the organization.

 

12) We have or can develop, an effective communications plan for the strategic planning process.

 

13) We are prepared to plan for short-term wins and long-term gains.

 

14) We can consolidate or develop the capacity to consolidate, improvements in missions, mandates, systems, structures, policies, and procedures that come out of the planning process.

a) We can keep the change process moving ahead beyond the formal strategic planning process.

b) We can promote and develop people who can help to manage ongoing change as part of the strategic planning process and beyond it.YES

 

15) We can use the strategic planning process and strategic plan to institutionalize new approaches to ongoing organizational development.YES

 

a) We can formally adopt the strategic planning change agenda to ensure that it is embraced by the organization and key stakeholders. YES

b) We can develop the organization’s leadership development agenda around the strategic plan.YES

c) We can develop incentives and human resource plans and procedures around the strategic plan.

YES

d) We can develop budgets and resource expenditures around the strategic plan.

NO- We are bound by budget constraints.

e) We can develop our information technology budgets and processes around the strategic plan.

YES.

f) We can develop our processes and procedures for stakeholder involvement around the strategic plan. YES

 

16) Given the responses to and comments on these statements, we should:

-Proceed with the strategic planning

Worksheet 7:

 

Readiness Criteria:                                                                                                    Criteria Met?

One or more strong process sponsors have agreed to serve:                            Y

One or more strong process champions have agreed to serve:                         Y

The process is within our mandate- or can be:                                                     Y

Resources are available to do the planning;                                                          Y

Resources are likely to be available to implement the plan:                                Y

The process and the plan will be linked to our budgets and

Operational plans;                                                                                                     Y

The benefits outweigh the costs; the process will create real value

For our organization and our stakeholders.                                                         Y
Strategic planning is the right tool for what we need to do:                                Y

We can figure out ways to deal with or mitigate any NO responses

To the previous criteria:                                                                                          Y

Now is the right time to initiate the process.                                                         Y

 

Based on our responses so far: we should:

PROCEED.

 

 

 

 

Worksheet 8

 

1.) Whose plan is it?

 

2) What period of tie will the plan cover?

 

3) What opportunities, issues, problems, or concerns do you hope the planning process and the plan will address?

 

4) Who is sponsoring the strategic planning process?

 

5) Who is the process champion? And does the champion have the backing of the sponsors, and does he or she have the necessary ability, resources, and time, as well as the respect of participants?

 

 

6) Who will be on the strategic planning project team?

 

 

7) What kind and size of strategic planning team works (or will work) best for your organization?

 

8) Who should be involved in the development of the plan?

.

 

9) Who should or will need to be involved in the review of the plan prior to and during any formal adoption process?

 

10) Who are the audiences for the plan? To whom will it be marketed?

 

11) What settings or forums are available for dialogue and deliberation as the planning process proceeds? Where will the strategic planning team meet? What kinds of forums are necessary for engaging others in the strategic planning process, and where and how might they be held?

 

12) How many hours are you will to give to the strategic planning process, including meetings?

 

13) Are you using internal or external consultants or other resource experts (such as group process facilitators, content experts, survey research firms or communication experts)?

.

 

14) How will you coordinate with and use consultants and process experts?

 

15) Who other than the champion will provide administrative support for the day-to-day work of planning effort?

 

16) What type of written plan do you envision?

 

17) What is the expected time frame for the planning process?

 

18) What steps will you use in your planning process?

 

19) What resources do you need to start and to complete the effort and where will you get them?

20) Are key stakeholders likely to be willing to implement them, even if they require the organization to look at or do things quite differently from the way they are being done now?

 

21) What criteria do you think should be used to judge the effectiveness of the strategic planning process?

 

22) What criteria do you think should be used to judge the effectiveness of the strategic plan?

 

Worksheet 9: Strategic Planning Team

Make a strategic Planning team

 

 

 

 

Worksheet 10: Meeting Agenda

Schedule a meeting discuss plans, and goals

 

Worksheet 11: Meeting Summary

What the meeting was about

 

Worksheet 12- Meeting Evaluation

 

1) To what extent did this meeting achieve the stated objectives?

 

2) What was the most helpful to you in advancing the work of the team?

 

3) What aspects were least helpful to you in advancing the work of the team?

4) Suggestions for improvement or other comment?

 

1)     How did we do in meeting our objectives for this meeting?

2) What can be done to improve our work together?

 

Worksheet 13: Designing Learning Forums

 

1) At what places in the strategic planning process and levels in the organization is it necessary or desirable to have ongoing learning forums?

 

 

2) Which already existing groups can serve as learning forums for some of the work?

 

3) What new learning forums will be needed? What will they focus on?

 

4) Who will convene each group?

 

5) What kind of training will be needed to help each group embody the characteristic of effective learning groups?

 

6) What is the process by which learning will be translated into advice?

 

7) How will the effectiveness of learning groups be evaluated?

 

8)How will the work of learning groups be acknowledged and celebrated?

 

 

 

Worksheet 15: Creating an Elevator Speech

 

1) What is being done?

 

2) Why is strategic planning important at this time?

 

3) Who will be helped by this effort? And where are they?

 

4) How will they be helped?

 

5) Why is this important for those being helped and for the organization?

 

6) When is the work being done and when are significant results expected?

 

 

Worksheet 16: Initial Compilation of Mandates

 

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