action planning turning the dream into reality. what is an action plan? explicit directions describe...

ACTION PLANNING

Turning the Dream into Reality

What is an Action Plan?

• Explicit directions

• Describe what is required for implementation– Specific tasks– Separately assignable– Cost & benefit analysis

Charge

• Honor Strategy as stated

• Chart a course into the future

• Team does not implement– This is an “ad hoc” committee

Role of Action Team Leader

• Coordinate Group Process– Develop Agendas

– Arrange meetings, dates, times, etc..

– Chair the meetings

– Facilitate the group process


• Organize the work– Delegate Responsibilities

• Recording minutes, follow-up, research, etc..

– Create Sub-Groups When Needed• Everything brought back to large group for

consensus

– Develop and Monitor Timelines


• Communicate with Internal Coordinator– Provide meeting notices & minutes

– Communicate problems and concerns

– Seek assistance when needed


• Present to planning group–Write cover letter

–Make presentation to planning team

–Provide clarification and answer questions

–Note: You don’t have to defend your plan

Guidelines for Participation

• Active participation– No one is here just to observe and react

• Honor others ideas and opinions– Create a safe place for discussion

• Work for greater good– May be necessary to subordinate personal

interests for good of the plan

Guidelines for Participation

• Communication– Frank, honest and open

• All work as peers– No lines of authority

• Work towards consensus– No voting!!!!!

5 Steps in Plan Development

Strategy AnalysisInformation GatheringCreative Problem SolvingWriting Action PlansEvaluating Cost - Benefit

Strategy Analysis

• What does this strategy mean?– Arrive at common agreement on meaning.

What does the strategy mean?

• Do we have agreement on meaning of each word in strategy?– Don’t assume that you do!

We will maximize the utilization of state-of-the-art technology throughout the school district.

What does the strategy mean?What does this strategy mean?

What does this strategy NOT mean?

What does this strategy mean?


We will develop a curriculum that will address the unique needsof every student in our district.



•Knowing our students better

•Teaching to learning styles

•Alternative education

•Gifted education

•Experiential learning

•Collecting data on our students

We will develop a curriculum that will address the unique needsof every student in our district.



•Knowing our students better

•Teaching to learning styles

•Alternative education

•Gifted education

•Experiential learning

•Collecting data on our students

•IEPs for every student

•Sending students out of district for services

•More academic testing

We will develop a curriculum that will address the unique needsOf every student in our district.

Strategy Analysis

• Where does it fit in total plan?– Why do you suppose the planning team felt

this strategy was necessary to accomplish the mission and objectives?

• What will be different when accomplished?

StrategyWe will put in place processes

and learning opportunities to ensure that each student

progressively creates and achieves his or her unique

individual educational plan.

Where does it relate to Beliefs?We believe that....

• every person is valuable,• each person is accountable for his or her actions,• each person can effect change especially in him or herself,• every person deserves respect,• all people have the right to live safely,• all people have the right to live life to their fullest potential,• every child deserves a family that cares,• diversity strengthens individuals and the community,• learning is perpetual,• the higher the expectation, the greater the achievement,• the first obligation of society is education,• excellence is worth the investment, and• anything worthwhile requires hard work.

Where does relate to Mission?

The mission of the Michigan City Area Schools, the unifying force of our diverse community, is to ensure that each student will be able to achieve any goal to which he or she aspires and contribute positively to society through a system characterized by:

• learning as a continuous experience of excitement, opportunity and achievement,• clear goals and high expectations for student’s success,• supportive families and community,• staff with pride and purpose leading by positive example, and• a student prepared for and enthusiastic about his or her future.

Where does it relate to Objectives?• 100% of the children in our school district

succeed in early childhood learning experiences and continue through graduation from high school,

• 100% of the students will exceed the state standards,

• all students will achieve a unique, individualized education plan, and

• all students will be civil, responsible citizens

How does it relate to Parameters?

1. make all decisions based strictly on the best interest of the student,

2. not engage in anything that negatively affects our primary - secondary educational objectives

3. not compromise excellence,

4. honor the uniqueness of each person,

5. always treat others as we would like to be treated, and

6. effectively manage and optimize our existing resources and find the resources necessary to achieve our objectives.

We will:

How does it relate to other Strategies?

• We will provide all necessary support for each student to achieve his or her educational and personal goals.

• We will ensure that 100% of children will succeed in early childhood experiences.

• We will ensure for each student a seamless transition from school to career regardless of vocational or educational goals.

• We will create professional learning communities dedicated to the success of each student.

• Parents will be engaged in all aspects of their child’s education.

• We will create an open exchange of information and ideas, both internally and externally, to accomplish the mission and objectives of the Michigan Area Public Schools.

• We will make our community an integral part of the Michigan City Area Schools.

Questions to Ask

• What would the organization be like if the strategy were realized?

• What are some things that would be occurring on a regular basis?

• What are some programs that would have been implemented?

• What are some processes that would be a part of everything we do?

Questions to Ask

• Would there be a change in the way we staff our organization?

• Would there be a change in the way we communicate with our constituents?

• Would there be a change in the way we conduct our meetings?

• Would there be different reasons why we conduct meetings?

Information Gathering

• What information do we need to proceed?

• Determine the areas in which you need to do some research.

• Assign groups to research and report back.


• The Historical Perspective– What has been done

here and elsewhere?– Any plans for future?– Do others have

experience with this?– Do others have ideas to

develop further?

Been there,done that!


• Envisioning the Future– Visualize the strategy

as operational - what things are in place, what are people doing, what is different from the current situation?


• Getting a fresh perspective– Question your own

assumptions.

– How is the issue addressed elsewhere

– Look outside of Education

Creative Problem Solving

• Muddling toward certainty– Identify all related issues

– Transform them into Specific Results

– Select Specific Results that will ensure implementation of the strategy.

? ????

Creative Problem Solving

• Process Tools– Nominal Group Process

– Ranking Tools

– Cost Benefit Ranking

? ????

Process, process, process!!

Individuals write down things they think need to occur to achieve strategy.Every idea is written on a “post-it” note.Limit to ONE idea on each noteOne person take their notes and post them on the wall.

Continue until all are posted.

Label each category with a label that includes all notes

Provide each category a label ......

For each category labeled write a -

SPECIFIC RESULT STATEMENT

Criteria for SPECIFIC RESULT STATEMENTS

It describes an achievement which is measurable, observable or demonstrable.It is accomplishable in a year or less.It is assignable to one person for implementation, provided that person has the resources (human, financial) to accomplish the result.It makes a significant contribution to the strategy (and therefore the mission and objectives).It is NOT a “plan to plan”The statement should “stand by itself” to an ordinary person and not be dependent on the Action Steps to be understood.The contribution to the mission is worth the time, effort and resources necessary to implement the result (that is, the benefits outweigh the costs).The statement begins with an action verb.

Sample Specific Results

Establish a Freshman Academy at the high schoolCreate an assessment for higher order thinking skills not already assessed by standardized tests.Provide access to district information and instruction for students, parents and citizens from home and office computers.Implement a structure of teams of staff and students as the middle school.Eliminate permanent ability tracking in grades K-6.Implement intensive summer reading instruction for fourth and fifth grade students demonstrating greater than one year delay in reading.Select a mode of parental involvement to implement district wide.

Which are Correctly Written?

Study the concept of essential learning outcomes for a student to attain for graduation.

Develop a variety of authentic assessment tools, for all subject areas, on a phase in basis, that accurately measure identified learning competencies at each grade level.

Determine who in the district will coordinate school/community partnership activities.

Increase the number and diversity of parents who are involved in school policy and program decision-making.

Increase the professionalism of teachers.Prepare an alternative funding formula for state representatives to advance

during the next session.Serve all students with special needs in included programs to every extent

possible.Train teachers with included students to co-teaching methods.Renovate all buildings to bring them up to modern standards.Research the possibility of full-day kindergarten.

Tools to Narrow Focus

Evaluating Specific Results

If all are achieved….Will the strategy be fully implemented?

Are all of them truly necessary?Do all provide good return on investment?

Tests of effectiveness

Writing Action Plans

• Write one plan for each Specific Result– Plans consist of one or more steps needed to

accomplish Specific Result

• Identify all necessary steps

• Develop logical sequence to steps

Writing Action Plans•STRATEGY

•Specific Result 1•Action Step•Action Step•Action Step•Action Step

• Specific Result 2•Action Step•Action Step•Action Step•Action Step

One ActionPlan

One ActionPlan


• Identify all activities that will need to take place to accomplish the Specific Result

• Arrange them in order in which they need to be accomplished

• Teams do not determine– Start date– Who is responsible


• Do first one as a large group

• Assign remainder to small groups for development

• All plans must be brought back to the full Action Team of consensus.

Implementation

For the entire set of plans:Five years

For each individual plan:One year

Time horizon

Cost-Benefit Analysis

• To Determine:

–Return on Investment

–Implementation Schedule

Cost/Benefit Analysis

Tangible Costs:

Intangible BenefitsIntangible Costs

Tangible Benefits:

•Funds for:•Supplies•Staff•Equipment•Training


Tangible Costs:


Tangible Benefits:

•Measurable•Lower Cost•Higher Scores•More Graduates•Added Revenue



Tangible Costs:


Tangible Benefits:



•Qualitative•Controversy•Frustration•Stress•Increased work


Tangible Costs:


Tangible Benefits:



•Qualitative•Controversy•Frustration•Stress•Increased work

•Qualitative•Improved Morale•Higher self-esteem•Greater sense of involvement

ImplementationImplementation

• Time HorizonTime Horizon• For the entire set of plansFor the entire set of plans

–Five YearsFive Years

• For each individual planFor each individual plan

–One yearOne year

ImplementationImplementation

• Factors for SchedulingFactors for Scheduling– UrgencyUrgency

– ManageabilityManageability

– CostlinessCostliness

– Impact on accomplishing missionImpact on accomplishing mission

– Cost of lost opportunitiesCost of lost opportunities

Action to be taken on Plans

• Accept Plans– Criteria for Acceptance

• Accept as is

• Accept with Stipulations

• Accept with MINOR Modifications

*Modifications shouldn’t make a substantive change in plan.


• Reject– Criteria for Rejection

• Not relevant to strategy

• Poor return on Investment

• Not reasonable plan


• Reject Steps– *Criteria for Rejecting Steps

• Step Unnecessary

• “out of sync” with Other Steps

• Makes Administrative Decision

*Rejection should not constitute substantive change


• Send it Back– *Criteria for Sending it Back

• For Clarification

• For Additional Steps

• For Complete Rewrite*

*May wish to assign a new team if rewrite is necessary.

Test of Quality Action Plans

√ Understandable and Clearly Written

√ Specific Results - Not Process

√ Specific Results - Measurable

√ Each Plan - Separate Body of Work

√ Steps Ensure Result will be Achieved

√ Steps Clear - Complete - Sequenced

√ Tangible and Intangible Benefits

Test of Quality Action Plans

� Tangible and Intangible Costs

� Benefits Outweigh the Costs

� All Plans Necessary

� Set of Action Plans Sufficient for Strategy

CELEBRATE!

First Action Team Meeting

LARGE GROUP• Welcome and Thanks• Set Context

– Relation of Strategic Planning to Action Planning

• Review the Charge• Review Guidelines for Operation• Introduce Team Leaders/Room Assignments

First Action Team MeetingSEPARATE INTO SMALL GROUPS

• Introductions• Explain Nature of Task - Review Charge• Discuss Timeline• Organize for work

– Meeting Dates

– Meeting Times

– Locations

• Clarify Intent of Strategy• Identify Needed Background Information

Centralized Support

• Report Meeting Results to Internal Coordinator

• Budget - Resources

• Facilities

Action Team Leader Training

Training Agenda Action Team’s Role in the Process Charge Guidelines for Operation Role of the Action Team Leader Time Commitment/Timeline

Action Team’s Role

• Take the “Vision” and make it “Reality”.

• Turn the strategies into actions that can be implemented

• Team is “ad hoc” and once the plan has been developed they are done

Action Team’s Charge

• Create a detailed plan that charts a course into the future

• Teams do not have to implement the plan

• Honor the strategy as stated

Guidelines for Operation

• Work together for the good of the entire organization

• Everyone is expected to participate actively

• Frank, honest and open communication

• All people must work as peers

• Make decisions by consensus – no votes!!


• Coordinate group process

• Organize work of Action Team

• Communicate with Internal Coordinator

• Draft cover letter for plan

• Present Action Plans at Second Planning Session

Time Commitment/Timeline

Event/Activity Date

1 Action Team Leader Training 10/25/06

2 First Action Team Meeting __ _ / _ _ _ / _ _ _

3 Gather Background Information __ _ / _ _ _ / _ _ _

4 Agree on Specific Objectives _ _ _ / _ _ _ / _ _ _

5 Begin Developing Action Plans __ _ / _ _ _ / _ _ _

6 Complete Action Plans __ _ / _ _ _ / _ _ _

7 Complete Cost- Benefit Analysis _ _ _ / _ _ _ / _ _ _

8 Contingency Week ___ / _ _ _ / _ _ _

9 Second Planning Session 02/05/07

10 Follow- Up Meeting Date __ _ / _ _ _ / _ _ _

Action Planning Timeline

This date should be

set by training date

Training Agenda - continued

Steps to Completion Strategy Analysis Information Gathering Creative Problem Solving Writing Action Plans Cost-Benefit Analysis


Approval and Scheduling of Action Plans

1st Action Team Meeting Agenda

Actions to be Taken by the Planning Team

Accept….as is

with stipulations

with minor modifications

Note: Minor modifications or stipulations should not make substantive change in plan.


Reject

Criteria for Rejection:

Not relevant to strategy

Poor Return on Investment

Not a Reasonable Plan


Reject StepsCriteria for Rejection:

Step not necessaryMakes administrative decision

Note: Rejection of steps should not make substantive change in plan.


Send it BackCriteria for Sending Back:

For clarificationAddition of stepsComplete rewrite

Note: May wish to assign a new team if a rewrite is necessary.


The Planning Team will be told not to accept “Plans to Plan”

Every step must be an assignable task

.


• Once completed, plans will go to Planning Team for review and adoption

• The Planning Team will make recommendations to the Superintendent for scheduling

• If scheduling is important to the success of the plan – Action Team should recommend this to the Planning Team

Scheduling of Action Plans -Issues to Consider

UrgencyManageabilityCostlinessImpact on Accomplishment of MissionCost of Lost Opportunities



1st Action Team Meeting Agenda

First Action Team Mtg.Agenda – Large Group

• Welcome and Thanks (Supt.)• Set the Context• Review the Charge• Review Guidelines for Operation• Introduce Action Team Leaders

Give room assignments

First Action Team Mtg.Agenda – Action Teams

• Introductions• Review Charge• Discuss the timeline• Organize for work

Meeting dates Meeting Times Meeting Locations

First Action Team Mtg.Agenda – Action Teams

• Clarify intent of strategy

• Identify necessary background information

action planning turning the dream into reality. what is an action plan? explicit directions describe...

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